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Use this guide to choose the right digital form tool based on the purpose of the form, the sensitivity of the information collected, the required workflow, and the level of reporting or integration needed. 

Overview

When a form is meant to be filled online, it must be in a user-friendly, easily fillable, and accessible digital format. Digital forms must never be in a non-fillable PDF format. Instead, there are several other formats and platforms available, with which all users can easily input and submit their information. 

Form options and decision matrix

Use this decision matrix to match your form needs with the best format or software option. If you are unsure which direction to take, ask MarCom or IT for guidance before building the form.

Examples and instructions

Cloud forms

Cloud forms like Microsoft or Google forms are standard for simple information gathering, when the form does not need complex routing or integration with an institutional database. Microsoft forms are highly encouraged over Google forms for best integration with the software ecosystem for students, faculty, and staff. If collecting sensitive information, it must be a Microsoft form within a 51���� user or group account, not a Google form.

Use for

• Gathering information
• Conducting quick surveys, RSVPs and informal sign-ups
• Basic logic and branching
• Routing to individuals or teams
• Ease of editing and access to submissions by form owner

Examples

• MarCom request form
• Submit a story idea

How to create

• Go to (be sure to log in with 51���� credentials)
• Create form fields; refer to if needed, which also include links to instructions for creating sections, branching, and custom themes
• Click “collaborate or duplicate” under the three dots in the editor menu. Share with your group or at least one other individual so multiple owners can access
• Click “collect responses” to copy the link, QR code, or embed code. If needed, provide the link or embed code to your office’s Drupal editor or submit a MarCom web request 

FormAssembly

Used for official university forms that require secure data collection, workflow automation, and integration with Salesforce or Workday. They can be embedded on a webpage and/or linked to directly. (To identify existing FormAssembly forms, look for calvin.tfaforms.net in the URL.)

Use when

• Form requires integration with other 51���� databases like Salesforce or Workday
• A more “official” design and user experience is needed to build credibility for external audiences

Examples

• Event Services “start planning”
• Speech Clinic form

How to create

• if the database integration is needed (use the “request consultation” option)
• Submit MarCom web request if using for design purposes only
• Note that the IT or MarCom teams may ask additional questions to ensure this is the appropriate format

Fillable PDF

Use PDF forms only when no web-based form can meet legal, archival, or external submission needs. PDF forms must be fillable, meaning the fields are interactive and the user can complete it electronically without needing to print, handwrite, or scan the form. They must also comply with other ADA digital accessibility requirements. See our PDF Guidelines for details.

Use when

• Document format is required for legal, archival, or external submission purposes
• A physical signature is required
• Requires notarized signature
• If unsure, it is recommended to confirm with MarCom that this is the most appropriate format prior to doing the work of creating/converting to a fillable PDF

Examples

• Health Services health history form
• Financial Aid Identity Statement

How to create

• Refer to for creating an accessible, fillable PDF form from a Word document, Excel spreadsheet, or existing non-fillable PDF form
• Test the form to ensure every field is interactive electronically
• If needed, upload the fillable PDF to a MarCom web request for adding to the website

Transact

Use when payment is required for event sign-up or for purchasing a product or service. These forms contain commerce.cashnet.com in the URL.

How to create

• Contact Financial Services: generalaccounting@calvin.edu

Qualtrics

Best for research, assessment, evaluation, and more advanced surveys that require robust survey logic, reporting, anonymity controls, or institutional research practices.

How to create

• for access to Qualtrics

Slate

Use if the form is related to information gathering or event sign-up at any time during the enrollment process, or if data needs to integrate with Slate.

How to create

• Contact Admissions 

Workday Requests

Use when

• A submitted form goes through a Business Process approval
• Form is related to Workday data

Examples

• Academic scholarship appeal
• Request for worktag manager changes

How to create

What about signatures?

Electronic signatures are generally legally valid and enforceable. In most cases, a checkbox acknowledgment, typed name, or form submission can serve as an electronic signature and have the same legal effect as handwritten signatures, according to federal and Michigan law.

When a checkbox or typed name is appropriate:

• Low- to moderate-risk acknowledgments, certifications, registrations, and permissions
• Forms where a handwritten signature is not specifically required by law, regulation, or university policy
• When the form field clearly states that checking the box, typing a name, or submitting the form acts as an electronic signature. I.e. "By checking this box and submitting this form, I certify that the information provided is accurate and understand that this submission constitutes my electronic signature."

Authentication

• Electronic signatures are strongest when the user is signed in with their 51���� credentials
• Public forms without authentication may still be legally valid, but it is more difficult to verify the identity of the signer if a submission is later disputed

When a physical signature may still be required

• If a law, regulation, external organization, or university policy specifically requires a handwritten signature
• If the form requires notarization
• E.g. certain financial aid forms, employment forms, etc.

Questions or concerns

If you have questions about the best format or software for building a form, please contact marketing@calvin.edu or helpdesk@calvin.edu.