Instructions on how to create and build a webform in the CMS, add it to a web page, manage your submissions and archive your form.
Request a new form
If you'd like to build a new form, please log a request first. Your request will be reviewed by the SDP team.
Make sure you've also considered the privacy requirements you must follow, such as including a collection notice and creating a Privacy Impact Assessment (PIA).
\uD83D\uDCD8 Instructions
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 the following information:
Form contact:
Department or agency:
Embedded on page: [Add the URL of the page where the form will be embedded]
Submissions to: [The email address that submissions will be sent to]
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]
Description: [Purpose of your form]
Click save.
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 field element, complete the General information, Conditions, Advanced and Access areas:
General tab allows you to add in a title, description, display and validation.
Conditions tab allows you to add conditional logic to your form – for example, if the user selects "yes" they receive a different set of follow-up questions.
Advanced tab allows you to apply specific styles to the form and involves the use of CSS code.
Access tab allows you to add Drupal roles for Editors and Approvers to create, update or view form submissions.
Customise your form settings
You can set up options to email copies of the form submissions to specific email addresses. This can be found under the Settings tab > Emails / Handlers tab.
The From email address can't be changed – this must remain as the default [site: mail] option otherwise the emails either won't send or will go to a spam folder.
You can also watch Drupal's videos on creating and configuring webforms.
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 live form.
Download and delete form submissions
It’s a privacy requirement that all webform submissions are exported regularly, uploaded to an appropriate record management system (as per your specific team's processes) and then deleted.
To maintain our privacy obligations, your form submissions must be cleared on a monthly basis.
\uD83D\uDCD8 Instructions
Downloading the submissions
Roll over Structure at the top of your screen.
Click on Webforms.
Search for your form and click on its name.
Click on the Results tab.
Click on the Download link directly under the Results tab.
In the Format options section, leave all the settings as is.
Click the Download button at the bottom of the screen.
If you left the Export format dropdown selection on Delimited text you will get a file with the extension CSV, which you can open with Excel and save as an XLSX file.
Deleting the submissions from the CMS
This action is irreversible, so make sure you have checked your downloaded spreadsheet contains all the submissions first. Then to clear the webform results in the CMS:
click the Clear link to the right of the Download link
check the information and tick the checkbox.
click the Clear button.
Archive or delete your form
Please ensure you download and clear all submissions for any form you are choosing to archive.
\uD83D\uDCD8 Instructions
Archive your form
In the top menu in the CMS click 'structure' and then 'webforms'.
Find your form.
Go to the 'settings' tab.
Within the 'General' tab and then the top 'general settings' section, tick the checkbox that says 'Archive this webform'.
Your archived form is now automatically closed for submissions.
Find and access an archived form
In the top menu in the CMS click 'structure' and then 'webforms'.
In the 'filter webforms' section, go to the far-right drop-down menu that says 'all'.
Select the 'archived' option.
Click the 'filter' button.
Delete your form
You can also choose to delete your form. This is permanent and means you won't be able to access the form again. Please choose this option for any test forms you may have created that aren't going to ever be used. If your form has been published before, make sure you export any responses before deleting the form.
In the top menu in the CMS click 'structure' and then 'webforms'.
Find your form.
In the far-right 'operations' column, click the down arrow button.
Choose 'delete' from the menu options.
You will be asked to confirm you want to delete this form. This action cannot be undone.