Forms PG
The PG Forms application is available at https://forms.pg.edu.pl/ for authorized employees. The service allows the creation of forms to collect responses from users. It is easy to create a form where users can, among other things, answer open-ended questions (short or long responses possible), choose one (or several) from available options, mark the correct answer, or write feedback. A participant who fills out the form can receive an email confirmation. Data from completed forms are collected in the application's database, which is accessible only to authorized individuals. The application allows the creation of a unique address for a given form, which can be sent via email or shared on a website.
The ability to create and edit forms as well as access responses is available to all PG employees – after logging in with the same credentials as for Moja PG.
The form management panel is accessible without restrictions from the public Internet (no need for the polytechnic network, no requirement for VPN connection). You just need to log in to the service.
If the created form will collect personal data, we recommend consulting with the University Data Protection Officer.
For forms set up in such a way that they require logging in - there is currently a problem in the application with the automatic saving of first names, last names, and email addresses of the individuals filling out the form.
Although in the form view (for fillers) there will be a field called First Name and Last Name - Field automatically filled according to the logged-in user, this data is not actually saved.
To work around this error, it is necessary to manually add fields to collect the first names and last names of the fillers in the form, as needed.
To create a form, you need to log in at https://forms.pg.edu.pl/
To create a form, click Create Form, which will open a wizard consisting of the following parts:
Form Settings - in this section, you need to fill in information related to the general settings of the form
Form Editing - in this section, the added blocks (response modules) that are directly elements of the form will appear
Build Form - available blocks from which forms can be built
Form Settings
In this section, you need to set basic information:
provide the title of the form,
choose the language version of the form; by checking the EN checkbox, additional fields will appear in the form where you need to fill in the English translation,
Optionally, you can set a description for the form,
decide whether each response should be sent to the specified email address (e.g., to the person assigned to handle the form). It is possible to add additional people to whom responses should be sent by clicking add another email.
Additional email addresses can be pasted or "typed in" – there is no search option here.
Hovering over the email address field "reveals" a cross at the end of the field, which also allows the removal of that address.you can also decide whether the user must provide their email address and send them a confirmation with a summary of their responses after filling out the form
decide whether we establish the response flow for a given form, in other words, whether a path of approval for the information submitted through the form is required (this is not a mandatory option). Prepared workflows for users are found in the dropdown list.
Note!
Approval workflows are prepared by the Helpdesk team at the request of the form administrator.
You can choose two methods of approval flow:
any order – the form will go to each selected person at the same time, and approval will occur for these users independently
maintain order – the form goes through the sequentially defined people in the flow
The author of the form can always manage and edit the form. The author can add additional people - employees or students of PG (there can be several), who will have viewing or editing access. People are added by typing their last name in the Select people who will have access to the form field – there is already a search option here.
A student can be easily found in this field by entering their album number.
After selecting a person, we have the option to decide whether the person should have access only to view or also to edit (checkbox edit).
Editing the form and building the form
The next stage of creating the form is adding, editing, deleting, changing the order, and duplicating elements that the form will consist of. Using the available options, we proceed to create the form. When adding additional fields to the form, you can decide whether filling in a given field is optional or mandatory. After selecting the appropriate type of question, you need to fill in its fields and click Save.
The fields to choose from are (click to expand):
Short answer - you need to enter a question and optionally an additional description for the question that the user should answer. In the Default value field, you can enter a prepared answer if we can assume what the most common answer will be (e.g., a question directed at Students What university are you studying at?, default value - Gdańsk University of Technology. We assume that in 95% of completed forms this answer will be provided, so we enter it. People filling out the form can delete the prepared suggestion and enter their university).
View of the question after saving it
Long answer - similarly to the short answer, you should enter the question and optionally an additional description for the question that the user is to answer. The answer can be longer, and here we can also set the Default value of the answer.
View of the question after it has been saved
Checkbox - this pole allows you to select an answer
View of the question after saving
Dropdown - allows you to ask a question where the user can choose one of several possible answers from a dropdown list. By default, it allows you to enter two options; to add more, you need to click Add option and fill in the field.
View of the question after saving it
Multiple choice - similar to the list selection, allows you to ask a question where the user can check several possible answers. By default, the settings allow for the entry of two options; to add more, you need to click Add option and fill in the field.
View of the question after saving it
Single choice - allows you to ask a question where the user can select one of several possible answers by marking one option. By default, the settings allow for two options to be entered; to add more, you need to click Add option and fill in the field.
View of the question after saving it
Paragraph - this field displays the text we want to convey to users. In this field, you can add a description of the form, its purpose, etc.
View of the question after saving
After saving the question, you can change its order. To do this, click the arrow icon.
At any moment during the creation of the form, you can see the current appearance of the form using the Preview button. Clicking on Preview will display the view that the user will see.
After completing work on the form, it should be saved by clicking Save. The saved form will be transferred to the Forms Database.
Forms Database
The forms database contains all forms created by the logged-in user.
Operations that can be performed on them:
editing the form - to edit the form, click the pencil icon
, zostaniemy przeniesieni do edycji formularza
Generating a link to collect responses - to generate a link to the form, you need to click the chain icon.
. A window will appear with a link that we can copy and place in a message to users. Under the generated address, there is a form that can be seen and filled out by logged-out users.
Attention!
To collect responses, the form must be active!
by clicking on the three dots icon
, We will be taken to the form preview, where we can proceed to edit it, see the responses, generate a link for users, or delete it. In this place, we can also activate/deactivate the form.
Responses
By clicking the Responses icon, the person managing the form can see the responses in their panel.
Responses can be displayed in the form of a list,
in table form
The marked dots in both views illustrate the course of the form circulation.
Also, from this level, there is the possibility to export all responses in CSV format.
Then, the CSV file can be quite easily converted to the popular Excel format.
Centrum Usług Informatycznych Politechniki Gdańskiej 2024