Using Forms in SchoolMessenger Communicate (Part 3)

[#1]

Review Using Forms in SchoolMessenger Communicate Part 1 and Part 2, and then continue...

Changing your Forms settings.

1. My Forms

   • You'll see a list here of all the forms which you can access. Note that seeing a form here does not necessarily mean you have rights to send it out.

2. Status

   • Always check that a form is active before sending the link. Sending a link to an inactive form will result in your recipients receiving an error that the form is inactive.

3. Track Recipients and Single Response

   • These checks indicate you have the form set to Track Recipients and only allow a Single Response per link.  Note that you cannot edit these once the form has been created. However, you can copy the existing form and change these settings in the copy. (See the next screenshot for Copy).

4. Sharing

   • This indicates if you have shared the form with others. Remember, only the person who created the form can send it. Those you share it with can see the reports, however.

5. Created By

   • This is the owner of the form, and the only person who can send the link to recipients.

Forms Options

• These are the options you have with your existing form.
• Settings will allow you to change some settings.  
• Edit allows you to get back in and make changes to the components.
• Copy will copy the form, allowing you to change existing settings and send a new link, which can be useful for reporting purposes.
• And Delete will remove the form. Note you cannot undo once you have deleted a Form.

Forms Settings

• You can edit some settings on an existing form.  Some, such as Track Recipient Submission and Only Allow One Submission are not editable once the form has been created. You will need to copy the form to change those settings. 

Sending Your Form

1. Start from the Dashboard
   

   • Click the New broadcast button in the upper right of the Dashboard.
     

2. Fill Out Subject, Type, and Recipient List(s)

   • Fill out the Subject and Recipients screen the same as you would for any Broadcast you are sending. Click Continue in the lower right.

3. The Message Content Screen.

   • You'll be at the Message Content screen. Note you may not see all options shown here. Contact your local System Administrator if you have questions.

4. Click Email and add Email content.

   • Add your email content. You can type an email describing the purpose of the form, when it is due, and so forth. Click Form Link Insert to the right of the toolbar to add your form. Pick the form from the pulldown menu and add the text you would like the link to show.

5. Add Forms Link to SMS Text (optional, and only if available)

   • You can also send the form link via SMS text, if that option is enabled for you. Note we don't recommend sending the link by both email and text if using the "Only Allow One Submission" option, as the Email and Text link are different, and a user could submit the form twice.

6. Add The Form Link to your Text.

   • Click Insert Form Link to add your link to your text message. Note you are still limited to your maximum text characters, and the link will not show on the recipient's phone the same as it appears on the screen here. The link will be slightly longer on the recipient phone.

7. The Message Content Screen

   • Note you can send a phone call in this broadcast if you choose, but you cannot send the forms link via telephone. Click Continue in the lower right to move to the final screen of the process.

8. Review Before Sending

   • Check that your recipient count is correct, that you have email, text, or both selected, and click Save Message Content in the lower left if you wish to have this message saved within Communicate. Then click Send Now in the lower right. (You can schedule this broadcast for a later date and time if you wish.)

9. The Dashboard Once More

   • After clicking Send Now, you'll be returned to the Dashboard. You can monitor the progress, or you can log out.  The broadcast will send without you being logged in. You'll receive a broadcast report once it is complete, or you can check the report on the Dashboard.

10. Confirmation Text

    • If you use Confirmation text when creating the form, that will show here. 

Reading a Forms Report

Once you have responses to the form, you can access a Report. There are multiple ways to display your report information. 

Accessing the Forms Report

Responses

• Click on the Broadcast Tab and then forms to get back to your list of available forms. Here we see this form has responses. Click on the envelope icon to open the report.

An Aggregate Report

•  An Aggregate Report

  • The initial report type is an aggregate report. It begins by telling you how many responses have been received, and how many people received the link.

• Questions

  • The report aggregates the responses by question. We see each question, the number of responses received, and what percentage of respondents answered that question. Note we made all questions required, so each would be 100%.

• The Aggregate Icon

  • Click aggregate icon to get back to the Aggregate report if you happen to click away from it.

• Average Time

  • Here you'll see the average amount of time spent by recipients filling out the form.

The Individual Responses Report

• The Individual Responses Report

  • Here you'll be able to see what any individual chose as responses. Click on the individual you wish to see.

• Individual Responses

  • On the other side of the screen you see the individual's form responses, exactly as they filled it out.

• The Individual Response Icon

  • Click the icon to get back to the Individual Response report if you happen to click away from it.

The Tabular Data Report

• Fields

  • You'll see all the components list here, as well at the answers they chose. Note these are the Report Labels we changed when creating the form. Shortened labels rather than entire questions can make the report much easier to read.

• Report Options

  • Tabular Data allows you more options than other report types. You can print this report, download it as a CSV file for work in Excel, choose which columns of data you see, and so forth.

• The Tabular Data Icon

  • Click the icon to get back to the Tabular Data report if you happen to click away from it.

Was this Article Helpful?

• Kudo this article if you found it helpful. It will help others find this resource.
• Comment directly on this article to request clarification or share feedback about the content of the article.
• Use the product-specific forum for questions not directly related to this article.

[#2]

Review Using Forms in SchoolMessenger Communicate Part 1 and Part 2, and then continue...

Changing your Forms settings.

1. My Forms

   • You'll see a list here of all the forms which you can access. Note that seeing a form here does not necessarily mean you have rights to send it out.

2. Status

   • Always check that a form is active before sending the link. Sending a link to an inactive form will result in your recipients receiving an error that the form is inactive.

3. Track Recipients and Single Response

   • These checks indicate you have the form set to Track Recipients and only allow a Single Response per link.  Note that you cannot edit these once the form has been created. However, you can copy the existing form and change these settings in the copy. (See the next screenshot for Copy).

4. Sharing

   • This indicates if you have shared the form with others. Remember, only the person who created the form can send it. Those you share it with can see the reports, however.

5. Created By

   • This is the owner of the form, and the only person who can send the link to recipients.

Forms Options

• These are the options you have with your existing form.
• Settings will allow you to change some settings.  
• Edit allows you to get back in and make changes to the components.
• Copy will copy the form, allowing you to change existing settings and send a new link, which can be useful for reporting purposes.
• And Delete will remove the form. Note you cannot undo once you have deleted a Form.

Forms Settings

• You can edit some settings on an existing form.  Some, such as Track Recipient Submission and Only Allow One Submission are not editable once the form has been created. You will need to copy the form to change those settings. 

Sending Your Form

1. Start from the Dashboard
   

   • Click the New broadcast button in the upper right of the Dashboard.
     

2. Fill Out Subject, Type, and Recipient List(s)

   • Fill out the Subject and Recipients screen the same as you would for any Broadcast you are sending. Click Continue in the lower right.

3. The Message Content Screen.

   • You'll be at the Message Content screen. Note you may not see all options shown here. Contact your local System Administrator if you have questions.

4. Click Email and add Email content.

   • Add your email content. You can type an email describing the purpose of the form, when it is due, and so forth. Click Form Link Insert to the right of the toolbar to add your form. Pick the form from the pulldown menu and add the text you would like the link to show.

5. Add Forms Link to SMS Text (optional, and only if available)

   • You can also send the form link via SMS text, if that option is enabled for you. Note we don't recommend sending the link by both email and text if using the "Only Allow One Submission" option, as the Email and Text link are different, and a user could submit the form twice.

6. Add The Form Link to your Text.

   • Click Insert Form Link to add your link to your text message. Note you are still limited to your maximum text characters, and the link will not show on the recipient's phone the same as it appears on the screen here. The link will be slightly longer on the recipient phone.

7. The Message Content Screen

   • Note you can send a phone call in this broadcast if you choose, but you cannot send the forms link via telephone. Click Continue in the lower right to move to the final screen of the process.

8. Review Before Sending

   • Check that your recipient count is correct, that you have email, text, or both selected, and click Save Message Content in the lower left if you wish to have this message saved within Communicate. Then click Send Now in the lower right. (You can schedule this broadcast for a later date and time if you wish.)

9. The Dashboard Once More

   • After clicking Send Now, you'll be returned to the Dashboard. You can monitor the progress, or you can log out.  The broadcast will send without you being logged in. You'll receive a broadcast report once it is complete, or you can check the report on the Dashboard.

10. Confirmation Text

    • If you use Confirmation text when creating the form, that will show here. 

Reading a Forms Report

Once you have responses to the form, you can access a Report. There are multiple ways to display your report information. 

Accessing the Forms Report

Responses

• Click on the Broadcast Tab and then forms to get back to your list of available forms. Here we see this form has responses. Click on the envelope icon to open the report.

An Aggregate Report

•  An Aggregate Report

  • The initial report type is an aggregate report. It begins by telling you how many responses have been received, and how many people received the link.

• Questions

  • The report aggregates the responses by question. We see each question, the number of responses received, and what percentage of respondents answered that question. Note we made all questions required, so each would be 100%.

• The Aggregate Icon

  • Click aggregate icon to get back to the Aggregate report if you happen to click away from it.

• Average Time

  • Here you'll see the average amount of time spent by recipients filling out the form.

The Individual Responses Report

• The Individual Responses Report

  • Here you'll be able to see what any individual chose as responses. Click on the individual you wish to see.

• Individual Responses

  • On the other side of the screen you see the individual's form responses, exactly as they filled it out.

• The Individual Response Icon

  • Click the icon to get back to the Individual Response report if you happen to click away from it.

The Tabular Data Report

• Fields

  • You'll see all the components list here, as well at the answers they chose. Note these are the Report Labels we changed when creating the form. Shortened labels rather than entire questions can make the report much easier to read.

• Report Options

  • Tabular Data allows you more options than other report types. You can print this report, download it as a CSV file for work in Excel, choose which columns of data you see, and so forth.

• The Tabular Data Icon

  • Click the icon to get back to the Tabular Data report if you happen to click away from it.

Was this Article Helpful?

• Kudo this article if you found it helpful. It will help others find this resource.
• Comment directly on this article to request clarification or share feedback about the content of the article.
• Use the product-specific forum for questions not directly related to this article.

[#3]

Review Using Forms in SchoolMessenger Communicate Part 1 and Part 2, and then continue...

Changing your Forms settings.

1. My Forms

   • You'll see a list here of all the forms which you can access. Note that seeing a form here does not necessarily mean you have rights to send it out.

2. Status

   • Always check that a form is active before sending the link. Sending a link to an inactive form will result in your recipients receiving an error that the form is inactive.

3. Track Recipients and Single Response

   • These checks indicate you have the form set to Track Recipients and only allow a Single Response per link.  Note that you cannot edit these once the form has been created. However, you can copy the existing form and change these settings in the copy. (See the next screenshot for Copy).

4. Sharing

   • This indicates if you have shared the form with others. Remember, only the person who created the form can send it. Those you share it with can see the reports, however.

5. Created By

   • This is the owner of the form, and the only person who can send the link to recipients.

Forms Options

• These are the options you have with your existing form.
• Settings will allow you to change some settings.  
• Edit allows you to get back in and make changes to the components.
• Copy will copy the form, allowing you to change existing settings and send a new link, which can be useful for reporting purposes.
• And Delete will remove the form. Note you cannot undo once you have deleted a Form.

Forms Settings

• You can edit some settings on an existing form.  Some, such as Track Recipient Submission and Only Allow One Submission are not editable once the form has been created. You will need to copy the form to change those settings. 

Sending Your Form

1. Start from the Dashboard
   

   • Click the New broadcast button in the upper right of the Dashboard.
     

2. Fill Out Subject, Type, and Recipient List(s)

   • Fill out the Subject and Recipients screen the same as you would for any Broadcast you are sending. Click Continue in the lower right.

3. The Message Content Screen.

   • You'll be at the Message Content screen. Note you may not see all options shown here. Contact your local System Administrator if you have questions.

4. Click Email and add Email content.

   • Add your email content. You can type an email describing the purpose of the form, when it is due, and so forth. Click Form Link Insert to the right of the toolbar to add your form. Pick the form from the pulldown menu and add the text you would like the link to show.

5. Add Forms Link to SMS Text (optional, and only if available)

   • You can also send the form link via SMS text, if that option is enabled for you. Note we don't recommend sending the link by both email and text if using the "Only Allow One Submission" option, as the Email and Text link are different, and a user could submit the form twice.

6. Add The Form Link to your Text.

   • Click Insert Form Link to add your link to your text message. Note you are still limited to your maximum text characters, and the link will not show on the recipient's phone the same as it appears on the screen here. The link will be slightly longer on the recipient phone.

7. The Message Content Screen

   • Note you can send a phone call in this broadcast if you choose, but you cannot send the forms link via telephone. Click Continue in the lower right to move to the final screen of the process.

8. Review Before Sending

   • Check that your recipient count is correct, that you have email, text, or both selected, and click Save Message Content in the lower left if you wish to have this message saved within Communicate. Then click Send Now in the lower right. (You can schedule this broadcast for a later date and time if you wish.)

9. The Dashboard Once More

   • After clicking Send Now, you'll be returned to the Dashboard. You can monitor the progress, or you can log out.  The broadcast will send without you being logged in. You'll receive a broadcast report once it is complete, or you can check the report on the Dashboard.

10. Confirmation Text

    • If you use Confirmation text when creating the form, that will show here. 

Reading a Forms Report

Once you have responses to the form, you can access a Report. There are multiple ways to display your report information. 

Accessing the Forms Report

Responses

• Click on the Broadcast Tab and then forms to get back to your list of available forms. Here we see this form has responses. Click on the envelope icon to open the report.

An Aggregate Report

•  An Aggregate Report

  • The initial report type is an aggregate report. It begins by telling you how many responses have been received, and how many people received the link.

• Questions

  • The report aggregates the responses by question. We see each question, the number of responses received, and what percentage of respondents answered that question. Note we made all questions required, so each would be 100%.

• The Aggregate Icon

  • Click aggregate icon to get back to the Aggregate report if you happen to click away from it.

• Average Time

  • Here you'll see the average amount of time spent by recipients filling out the form.

The Individual Responses Report

• The Individual Responses Report

  • Here you'll be able to see what any individual chose as responses. Click on the individual you wish to see.

• Individual Responses

  • On the other side of the screen you see the individual's form responses, exactly as they filled it out.

• The Individual Response Icon

  • Click the icon to get back to the Individual Response report if you happen to click away from it.

The Tabular Data Report

• Fields

  • You'll see all the components list here, as well at the answers they chose. Note these are the Report Labels we changed when creating the form. Shortened labels rather than entire questions can make the report much easier to read.

• Report Options

  • Tabular Data allows you more options than other report types. You can print this report, download it as a CSV file for work in Excel, choose which columns of data you see, and so forth.

• The Tabular Data Icon

  • Click the icon to get back to the Tabular Data report if you happen to click away from it.

Was this Article Helpful?

• Kudo this article if you found it helpful. It will help others find this resource.
• Comment directly on this article to request clarification or share feedback about the content of the article.
• Use the product-specific forum for questions not directly related to this article.