How are forms used for work-based learning?

What are form templates?

Form templates are the basis for all digital forms in the application. The form template defines the signer options, automatic reminders, and base PDF file used, and the form fields. Form templates can be used for work-based learning or other purposes (if you are using CTE-360).

How are form templates created?

To create a form template for use with work-based learning, first select Work-Based Learning from the navigation menu. Next, click on the Settings button and select Form Templates as shown below.



The window that appears will list any existing form templates. To create a new one, click on the New button. You will then see the following options.



Name: The name you type here will be shown to potential signers so be sure that it is descriptive and appropriate.

Reminder Interval: This is the numbers of days that must pass before an automated reminder email will be sent to the current signer.

PDF File: All forms must be uploaded as a PDF file. If you have a form in another format such as a Word document, please save it as a PDF file before uploading it.

_NOTE:_ If you have a PDF file that already contains fillable form fields, you will have less work to do in the Form Builder since those fields can be detected and inserted for you in most cases.

The option to make this a public template is not used for work-based learning so it is safe to ignore this option.

Signers: To add a signer, click on the Add button and select the appropriate signer.

_NOTE:_ The order of signers is important. This will determine the flow of the document. If you are a WBL coordinator and you need to fill out a portion of the form before other signers receive it, be sure to add WBL Coordinator as the first signer.

After you have added all of the signers needed, click on the Add Form button to save your changes.

What are all of the signer options?

There are a number of different options to choose from when adding a signer. Here is an explanation of each.

Static Signer - This is a pre-defined signer that you enter when the form template is created. This allows you to define a signer that is not available within the application. For instance, you may want to have the director at your school configured as a static signer on a form.

Dynamic Signer - Dynamic signers are signers that may vary for one reason or another. If this option is chosen, you will be asked to provide the signer's name and email address when the form is submitted.

WBL Coordinator - Any user that has been assigned the WBL Coordinator role will show up as an option when the form is submitted. If there is only one WBL Coordinator, that option will be selected.

Student - This is the student that is part of the WBL experience.

Guardian - If one or more guardians have been assigned to the student, they will appear as selectable options when the form is submitted. If the student does not have a guardian assigned to them, you will be prompted to enter the guardian's name and email address when the form is submitted.

Teacher - If one or more teachers are assigned to the same class as the student, they will appear as options when the form is submitted.

Sending School - If one or more sending school contacts are define for the sending school assigned to the student, they will appear as options when the form is submitted.

Employer - This is the employer contact assigned to the student's WBL experience.

How do I access the Form Builder?

After you create a form template, the next step is to use the Form Builder to define the form fields. You can access the Form Builder by clicking on the ellipsis icon next to the form template (as shown below) and selecting Builder.

How is the Form Builder used?

After clicking on Builder, a window will appear with that looks like the image below. If the PDF file you uploaded contained form fields, they will appear on the form. The controls at the top of the window can be used to create new form fields and to zoom in/out.

What types of form fields can be added?

Here are the types of fields that can be created.

Signature - This field will prompt the user to sign by either drawing their signature or typing their name. Below is what the signature field will look like when the form is viewed. To type a name and generate a signature instead of drawing one, click on the Type option.








Sign Date - This will insert the date that the form is signed and this field cannot be changed by the signer to ensure it is accurate.

Initial - This field will prompt the signer to sign or type their initials. This is typically done to indicate that they have read an/or agreed to terms on a particular page.

Text - A text field allows the signer to type anything into it. As text is entered into the field, it will automatically be resized and split into multiple lines to make the most effective use of the space.

Checkbox - Checkboxes allow the signer to optionally select or deselect the box.

Radio - Typically radio buttons are used for yes/no responses or ratings. A radio button works like a checkbox except they are grouped together and only one item in the group can be selected. _To group radio buttons together, enter the same name for all radio buttons that are in a group._

What are the form field options?

When you click on a form field, a window will appear with the following options.



Signer - When you create a new form template, all fields will be set to the first signer by default. If you'd like another signer to fill out a field, choose the appropriate signer from the options.

Name - This field is mainly used to group radio buttons together. To do so, all radio buttons in the same group must be given the same name. Otherwise, this field is optional. _NOTE__: Spaces should not be used in the name._

Prefill - The prefill options can be used to enter known information into a field. You can see some of the options below. _NOTE__: Even if text is prefilled, the signer can make changes to what is entered when completing the form._




Required - If a field is marked as required, it must be completed before the form can be finished. This is normally recommended for signature fields. Otherwise, the form can be completed without a signature.

How do you delete a form field?

To delete a form field, first click on it. Then you can either click on the red trash can icon or press the delete key on the keyboard.

How do you resize a form field?

To resize a field, click on the field to select it. Then click on the lower-right corner of the field and drag the mouse cursor to adjust the size.

How do you move a form field?

To move a field, click on the field to select it. Next, move the mouse cursor to the middle of the field until you see the cursor change to the icon shown below. Finally, click and move the mouse cursor to reposition the field. You can also use the arrow keys on the keyboard to move small increments.

Updated on: 09/09/2022