On this Page:

• Accessing Gravity Forms
• Overall Process
• Adjusting Gravity Forms Settings
• Gravity Forms Further Instruction
• Requiring Users to Log into Your Form
• Exporting Form Entries
• Gravity Forms Extensions

Accessing Gravity Forms

Gravity Forms is a plugin installed on the deparment WordPress sites (departmentname.kzoo.edu)

To start working with forms, click on one of the Forms icons, either on the dashboard menu (located on the left sidebar) or top WordPress menu

Overall Process

1. You will first create the form and adjust settings using Gravity Forms
2. Create a page for the form to live on. You might want to title the page the same or similar to your form title.
3. Finally, on that page you’ll use the Gravity Forms block to embed the form on the page.

Adjusting Gravity Forms Settings

Before starting the process of building your form, SCEs will need to adjust their notifications and confirmations among other desired settings. Please note that SCEs will not receive emailed form submissions unless these settings have been altered.

Specifying Form Notification Recipients

Notifications tell the SCE or department (otherwise known as recipient) when someone has completed their electronic form. All forms will start with a pre-filled admin notification. You can simply edit this notification or create a new one. All SCEs will need to adjust this setting otherwise the form submission will go to Web Services. Listed below are the steps to adjust the recipient of notifications and how to personalize notifications as well.

1. After selecting the “Form Settings” option select the Notifications tab
2. Name: If you would like, feel free to alter the notification name.
3. Send To Email: Under “Send to Email” all notifications will be pre-filled to {admin_email}. You will need to change this to the email(s) that should be receiving this notification. To add multiple e-mail addresses be sure to separate each one with a comma.
4. From Name: Set the name displayed to the recipient when receiving the notification. SCEs can use the merge tags options (located to the right of the field) to select which fields from their form to insert.
5. From Email: Insert the desired email that will be listed as the sender within the notification. If it is kept as {admin_email} the recipient can expect to see WebServices@kzoo.edu as the from email.
6. Subject:This is the subject that will appear to the recipient when receiving the notification.
7. Message: The message will start with the {all_fields} option which will display all of the form options set. SCEs can also customize this message and use merge tags as well.

Gravity Forms Further Instruction

These links go to Gravity Forms documentation on various topics

• Creating a Form
• Form Settings
• Edit Forms page
• Embedding a form (Gutenberg Block Editor)
• Embedding a form (classic editor)
• Configuring Notifications (to you)
• Configuring Confirmations (to the submitter)
• Advanced Layout
• Reviewing Form Submissions

It’s all in the details…

Gravity Forms offers many settings to make your field just right. Here are some settings that may improve the user experience for both your user and your department receiving the information.

• Input Mask – Input masks provide a visual guide allowing users to more easily enter data in a specific format such as dates, account numbers, and phone numbers. Gravity Forms provides standard input masks settings for SCEs to choose from or SCEs can create a custom input mask using the accepted input mask characters to meet their needs.

Requiring Users to Log into your Form

To require a user to log into your form go to Form Settings and check the “require user to be logged in” box under the Restrictions section. Add a login message such as “Please [login_link] to use this form”. The shortcode [login_link] will be replaced by a link to the login form that will bring the user back to the form after logging in.

Please note: if you would like to restrict your form to be completed by Faculty and Staff ONLY, you will need to restrict access to the page that the form is on.

Exporting Form Entries

1. Hover over Forms on the left side navigation menu and click on Import/Export.
2. Be sure the Export Entries tab in selected and select the form you would like to export entry data from. You may only export data from one form at a time.
3. Under Select Fields check the fields you would like to include in the export
4. If you would like to filter the entries by adding conditions do so under the Conditional Logic section.
5. Select a date range (optional). Setting a range will limit the export to entries submitted during that date range. If no range is set, all entries will be exported.
6. Click the Download Export File to export your entries into a .csv file.

Gravity Forms Extensions

Various extensions are available to make Gravity Forms work even harder for your site. Options include configurable workflows, connected forms, exporting entries as PDFs, Zapier connections and other web hooks, and more. Please contact Web Services for advice, installation, and customized training.