Functional Overview

Form/Survey Builder

The solution supports the following field types:

• Textbox (Text input field)
• Radiobox (Single select)
• Dropdown (Single Select)
• Yes/No (Single Select)
• Rating (Single select)
• Checkbox (Multi Select)
• Date (Date picker)
• Link (Text input field with URL validation)
• Email (Text input field with E-Mail Pattern validation)
• Numbers (Text input field with Number (0-9) Pattern validation)
• Legal (I accept/ I decline agreements)
• Info text (No input field)
• Profile Field (No visible to user)

Each field except "Info Text" and "Profile Field" provide the following settings:

• Title
• Description
• Required/Mandatory
• Conditional Rule

Info Text:

• Title
• Description

Profile Field:

• Title
• Dropdown to select profile field

Settings of each Form/Survey

• Title of Form (To be used on the external object)
• Description of Form (To be used as the "preview description" on the external object)
• Preview image (To be used on the external object)
• Form Fields

  If a field is deleted from the configuration all associated entries from existing submission are deleted (cleared) as well

• Startpage: A page that is displayed to the user before seeing the Form/Survey:
  • Setting to Enable / Disable (Default = enabled)
  • Headline (Plain Text)*
    • Color theme: light, medium, dark
  • Description (Plain Text)
    • Color theme: light, medium, dark
  • Under description, the start page will display a message indicating it the survey is anonymous or not as follows:

    Please be aware that this survey is not anonymous. All responses can be linked back to the individual by the survey author. 

  • Background Image URL
    • Specify position
  • Start Button Display Name
  • Additional Links
    • Display Name
    • URL
    • Color theme: light, medium, dark
• Endpage: A page that is displayed to the user after successfully submitting the Form/Survey
  • Setting to Enable / Disable (Default = enabled)
  • Headline (Plain Text)*
    • Color theme: light, medium, dark
  • Description (Plain Text)
    • Color theme: light, medium, dark
  • Background Image URL
    • Specify position
  • End Button Display Name
  • Additional Links
    • Display Name
    • URL
    • Color theme: light, medium, dark
• Submission: Allows the Author to enable/disable multiple submissions of the Form/Survey
  • Default setting: Single Submissions
    • Error message in case user tries to access survey again
• Anonymity: If enabled no PII will be tracked/saved from the users who completes the Form/Survey
  • Jive User ID will be stored in DB (one way SHA encryption) to verify if user has already submitted the form
  • System wide setting that defines which fields can not be stored / used in conditional field > see global settings
  • If enabled information will be displayed on the startpage, external object and on the form submission page itself that this Form/Survey is anonymous
• Location: Allows the Author to specify the place in Jive where the Form/Survey should be published as an external object
  • In a Place: Place picker to select place: Form/Survey will be published as an external object in a Jive place
    • User can only select a place he/she has access to
  • Hidden: Form/Survey will not be published as an external object in a Jive place but can be accessed via direct link by Co-Authors
    • Hide option via setting
  • Specific People: Form/Survey will not be published as an external object in a Jive place but can be accessed via direct link
    • Hide option via setting
  • Public: Form/Survey will not be published as an external object in a Jive place but can be accessed via direct link
    • Hide option via setting
• Authors: Allows the Author to define additional (Co-)Authors
  • Provides same level of access as author has
• Publish Result: If enabled all submissions will be posted as a native Jive Content
  • User can select: Document, Blog Post, Question, Discussion
  • Place picker to select place where result will be published
  • Editor to define template look and feel
• Start Date/Time:
  • Define the date and time on which a user can fill out form/survey
  • External Object will be posted at the time the user clicks "Save and Publish"
    • "Start Button" on start page is not visible until start time is reached. Instead of "Start Button" message is displayed "The Form/Survey is closed until DD.MM.YYYY - HH:MM"." Time is displayed in users local time. External Object does not indicate start or end time
  • The (Co)author should be able change date/time anytime
• End Date/Time:
  • Define the date and time on which a user can no longer fill out form/survey
    • "Start Button"on start page is not visible after the end time is reached. Instead of "Start Button" message is displayed "The Form/Survey was closed on DD.MM.YYYY - HH:MM"." Time is displayed in users local time. External Object does not indicate start or end time
  • The (Co)author should be able change date/time anytime
• Save: Saves the form but does not publish in the selected place
• Save and Publish: Saves the form and publishes in the selected place
• Delete within the Forms and Survey App: Deletes the Form/Survey, and all its associated data (submissions) but not submission posted as Jive native content and not the external object
  • Add Alert to inform the user that external object will not be deleted
  • If the Form/Survey is deleted and a user clicks on "Start Survey" within the external object we will display a explanatory message to the user that this Form/Survey has been deleted.
• Delete the external object from Jive UI: This only deletes the external object leaving the Form/Survey and its associated data (submissions) untouched
  • Save and Publish will create the external object again if it was previously deleted via Jive UI

Conditional Fields

All Fields can be used to build conditions except "Info Text" and "Checkbox (multi select)"

• Condition parameter:
  • is equal to
  • is not equal to
  • contains
  • does not contain
  • ends with
  • does not end with
  • starts with
  • does not start with

Only fields matching the condition will be displayed to the user. Examples:

• Only show Field F if Field A equals UK (Implication: Hidden if Field A not equal UK)
• Only show Field G if Field A equals Germany (Implication: Hidden if Field A not equal Germany)

Global Settings for All Forms/Survey

Specify:

• Which profile fields to be always captured
• Which profile fields the user can select
• Which fields shouldn't be captured if anonymity is enabled
  • Which fields can be used in "profile field" field

Permission

Form/Survey specific permission

• Forms and Survey Admin: Can configure App and access all Forms and Survey from all users
• Forms and Survey (Co)Author: Can access the App and create, update, delete their own Forms/Survey
  • Admin can either allow all users (ARU) to create (CRUD) Forms/Survey or just a specific jive user group
• Forms and Survey Submitter (=All registered user): Can submit/take a Form
  • If a Form/Survey is published in a specific place only users who have access to this place and view permission on external objects can submit/take the Form/Surve
• Full Export of all data as CSV

In conjunction with each submission the following attributes are saved by default

• Jive User ID (SHA encrypted)
• Date and Time (UTC) of submission
• Any metadata specified in the global settings

External Object

The solution can publish the Form/Survey as an external Object in Jive.

• External Objects need to be enabled on place level by adding the Forms and Survey Stream Integration