When evaluating each of your program's forms to decide how to build them in FormBuilder, follow the four steps detailed here.

Step 1:  Determine whether or not you need to create the form in FormBuilder

  Is the information on the form already collected elsewhere in AWARDS?  If so, you do not need to create the form.

  If only a few pieces of information on your form are NOT collected in AWARDS, you can create a FormBuilder form with just those additional pieces of data.

Many agencies ask us to help them build their forms in FormBuilder to look EXACTLY like the paper form they are used to using.  There are some benefits to making your form look exactly like the original: staff are familiar with the old forms which may lead to a smoother transition from paper to electronic records; some auditors and funders are looking for an exact replica of their original form.  However, one of the benefits of using an electronic version of the form is that it allows you to use the information collected in the form to generate aggregate data, something that may alter your approach to building your form.  Here's an example of how this form versus function can come into play when building your forms...

An agency asked us to help them convert this paper form into a FormBuilder form in AWARDS:

The best way to build this form in the FormBuilder is dependent on the answer to the old question:  Which is more important?  Form? Or function?  Do you want the form to look exactly like the paper version?  Or do you want to be able to report out on these data fields to run aggregate reports?  You can create two versions of this form based on the answer to these questions.

Option 1:  Form

This version of the form was designed using instruction fields and checkboxes to create a visually appealing form that looks very similar to the original form.

However, when you run a report on this form, the data is not easy to analyze as you will not be able to see the instructions:

Option 2:  Function

This version of the form was designed using radio buttons.  Although it is not as visually appealing, this format will give the agency better reporting options.

However, by using this version of the form, you can get great data that is easy to understand including meaningful summary tables.

The "Radio" field type displays a series of radio buttons where only one value may be selected on the form.

The "Selection List" field type displays a drop-down list of values where only one value can be selected from the list.

These field types are very similar, both only allowing you to make one selection out of a few available choices.  Both fields also allow you to select "Other" and enter in the other option.  So what are the differences?

When you use the Radio field type all of the possible selection items display and are visible on the form.  Below is a field from a Risk Assessment that inquires about a client having a Suicide Plan.  The field question reads "Do you have a suicide plan?"

You can clearly see that "No Plan" was selected out of the choices "None Reported," "No Plan," "Vague Plan," and "Specific Plan."

Here we have the same question created as a Selection List instead.

You can see that we can ONLY see the selection this client made.  We do not see the other options available for selection. 

If you want to be able to see the options that were chosen from, the Radio field type is best used in this instance.  The drop-down list only shows the answer that was selected, therefore the field takes up less space on the page.  If you are looking to make your form as short as possible and save some paper when you print, then the Selection List field type is best.

When you first create a form we recommend that you test it to make sure the form looks the way you want it to look, and to confirm that the data entry process using that form will be as seamless as possible for the end user.  In regard to testing though, it's important to understand that once there is data in a field, you cannot delete the form.  As a result, you'll want to make sure people don't begin to use it until your testing is complete.  Here are some tips to help you create and test your forms without fear of other staff using the form before it's ready!

  On the General tab, keep the option "Where is this form located?" blank until you are ready to test your form.

  Place the form location only on a training program until you have completed your testing.  Some agencies go as far as creating a training program that is only for testing FormBuilder forms.  They then only give access to this program to the staff members who have access to the FormBuilder.

  The preview icon is a great tool for helping you look at the form as you are building it.

  Once you think the preview view looks correct, you will want to test the form in a real location.

  Using the location "Profile - as a button at the top of client facesheets" is a great way to temporarily test your form because it is easy to access and you need to click the least number of buttons.  Remember, you can always move the form to the real location you want it to live in once you know the form is fully complete.

  Review the form in the live location and practice filling out all of the fields and options.  This is how you will catch spelling mistakes, help you decide if you want to change a field from a radio button or a drop-down, re-label a section button, etc.

  If you plan on printing the form, be sure to test printing with data in the form.  Remember, the form is going to look different based on how much data is entered into it, so you will want to try to enter the same kind of data in the test form as you would put in the live form.