Webforms

Webforms

To gather feedback, accept registrations, or collect information from visitors, ITS Drupal sites use Webforms.

Editors do not build or configure the underlying form fields directly—security, accessibility, and data routing require ITS involvement. E-commerce and payment collection cannot use standard webforms; note payment needs in your Service Desk ticket so you are directed to the correct university process.

After ITS builds a form for your unit, you publish it on your site using the Webform (Container) content type.

What a webform can do

When you request a form, ITS can configure field types and workflows such as:

  • Standard input fields: Short text, long text areas, name and address fields, checkboxes, date, time, number fields, radio buttons, and dropdown menus.

  • Conditional logic: Show or hide fields based on earlier answers (for example, reveal a graduation year field when “Alumni” is selected).

  • Automated confirmation emails: Messages to the submitter and notifications to departmental staff when a form is submitted.

  • File uploads: Secure fields for resumes, applications, or supporting documents.

  • Data exporting: Submissions stored in the database for export to Excel or CSV by authorized users.

Managing forms: the Webform Container

You control where and how the approved form appears:

  • Title and body text: Introductory copy above the form with instructions or deadlines.

  • Webform selector: Choose the ITS-built form from a dropdown; it embeds in the page layout automatically.

  • Scheduling options: Set publish and unpublish dates on the container so registration opens and closes automatically without manual intervention at midnight.

Reviewing and downloading submissions

Viewing results online

  1. In the Admin Toolbar, go to Structure > Webforms, or open the Results tab while viewing your Webform Container.

  2. Click Results next to your form’s name.

  3. Review the table of submissions (ID, timestamp, IP address, and answers). Click View on a row for full detail.

Exporting to Excel or CSV

  1. On the results screen, open the Download sub-tab.

  2. Under export settings, choose Delimited text (CSV) or Microsoft Excel.

  3. Click Download to generate a spreadsheet with one row per submission.

Processing payments and e-commerce

Tickets, donations, and fees require the university’s approved commerce systems, not standard webforms. Mention revenue collection in your request so ITS can connect you with the correct process.

How to request a webform

Submit an IT Service Desk ticket that includes:

  1. Purpose — What the form collects (for example, fall seminar registration).

  2. Field map — Every field in order, marked required or optional.

  3. Notification routing — Email addresses that should receive submissions or alerts.

  4. Target location — Where the Webform Container will live on your site.

  5. Optional: Auto-reply message content and reply-to addresses.

After ITS builds the form, it appears in your container’s webform dropdown, ready to publish.