Read our instructions for how to create and build a webform in the Drupal CMS as well as add it to a webpage.
There are some limitations with our Drupal webforms settings – not every field and option that you can see in the CMS back-end is currently set up. Advanced guidance detailing these limitations will be available soon.
On this page:
Request a form
All content.vic.gov.au CMS users need to log a request to build a new webform in the CMS. Your request will be reviewed by the SDP content team.
Make sure you've also considered the privacy requirements you must follow, such as including a collection notice with your form and creating a Privacy Impact Assessment (PIA).
Create a new form
Go to the main top ribbon in the CMS and select Structure and then Webforms.
Select the +Add webform button.
Add a title for your form.
Fill in the administrative description with information that will be useful for your team, such as the purpose of the form and where it will be embedded.
If you’re building the form in content.vic.gov.au, please copy and paste the below and fill it in:Form contact:
Department or agency:
Embedded on page: [Add the URL of the webpage]
Submissions to: [The email address that submissions will be sent to, if setting up email notifications.]
Data export plan: Data is exported [choose either weekly, fortnightly or monthly] by [person responsible] and then deleted from the CMS.
Tested by: [Leave blank – this will be completed after you submit your form for testing.]
Description: [Purpose of your form]
Click save.
You can also duplicate an existing form, if you have a template or another form with similar fields and settings that you would like to use as your starting base.
Search for the form you’d like to copy and choose the Duplicate option from the dropdown menu under the Build button.
Build your form
Go to the Build tab.
Add your form fields by selecting +Add elements and choosing from the range of form elements available. For more information on each of the form elements, hover your mouse over the question mark next to each one.
For each form field/element:
The General tab allows you to add in a title, description text, any options for elements such as radio buttons, set the field to be “required” (make it mandatory to be filled in by the user) and add character or word count limits.
The Conditions tab allows you to add basic conditional logic to your form, such as making the field visible or hidden depending on the answer given in an earlier field.
It is also possible to make the Submit button visible or hidden based on conditional logic, if you have specific answers to questions that make the form user ineligible to submit their form.
To have no submit button appear on your form (e.g. for decision tree forms), don’t click the Customize option for the button and although it will still be visible in the CMS it won’t appear on the embedded form on your webpage. If you have clicked “Customize”, you should delete this Submit button and then make sure not to click “Customize” on the new button that will appear.
Customise your form settings
The below are the 3 main options that form builders most frequently want to set up or customise.
There is also an advanced guide to form settings, to see all currently available options.
Successful submission message
Go to the Settings tab (next to the Build tab) and click on the Confirmation tab below.
In the first Confirmation type section, change this setting to “Inline” – this will make the form disappear from the page once the user has submitted it, and replace it with a successful submission message.
We recommend choosing this setting as it will prevent users from submitting multiple duplicate copies of the form accidentally, and makes the successful submission message more obvious.
The default setting of “Page” will keep the form visible and filled in on the same page after the user clicks Submit, but will also display the confirmation message at the top of the form. This can be easy for the user to miss if your form is long.
No other options in this section are currently configured.
To customise the confirmation message that displays, go the field below labelled Confirmation settings.
If left blank, the default confirmation message is “Thank you! Your response has been submitted.”
Webform tokens (e.g. displaying the submission ID number) aren’t currently configured to work on the front-end display.
The field “Confirmation page/modal title” is not currently supported, so just fill in the “Confirmation message” field only.
Email notifications – internal and customer emails
You can set up options to email the form submissions to specific email addresses. This can be found under the Settings tab > Emails / Handlers tab.
Leave the Title field as is.
Change the To email option to either:
“Custom To email address” – for an internal VPS email address where you’d like to collect the submissions
An email address field that is in the form – to send confirmation messages to the user who filled in the form.
You can choose whether any other email addresses are CCed or BCCed in the emails as well.
Do not change the From email address – this must remain as the default [site: mail] option otherwise the emails won't send. The email address that will appear as the sender is “noreply@dpc.vic.gov.au”.You can add a custom “From name” to display as the sender of the email though.
You can also set up a custom Reply-to email.
View and test your form
There are some discrepancies between how the form displays in the View or Test tab of the CMS and how it displays when embedded on a webpage.
The best option for checking and testing your form is to embed it on a page in Draft status – you will be able to see and interact with the form without needing to publish the page.
Once you have finished testing your form (and had it approved by the SDP content team if you’re a content.vic.gov.au CMS user), delete all the test submissions from the CMS.
Embed your form on a webpage
In the edit screen of your page, click the Add Component button and select 'Form embed (Drupal)'.
In the title field you can either add a heading for this form (it will display as a Heading 2 size) or you can leave this field blank.
In the webform dropdown, scroll to find the name of the form you want to embed. The names displayed on this list are internal names and won't show on the page.
If you want to make any further changes to your webform after you have already starting receiving submissions, make sure to export and/or clear out all the current submissions you have received first.
This will ensure you are able to easily download future submissions.
Example form
To see how the various form elements display and work for website users, check out our sample form.