Web Forms

Web forms allow users to input information that can then be viewed by content administrators and optionally be sent as an email. The web form results can also be downloaded as an Excel file or delimited text. Example uses for web forms include feedback forms and forms for users to request more information.

There are two recommended, easy-to-use webform solutions. To help pick, we've given some points of consideration for each:

Google Forms

  • Easier and simpler to use than Drupal forms
  • All data is put into a Google spreadsheet where it can be edited and seen by multiple people at a time
  • Advanced Users: The Google API Scripts are available to use for form processing
  • Management of the forms can be separated from the role of website editor and knowledge of Drupal.

Drupal Forms

  • A more custom confirmation page is available
  • More advanced email services are available without the need of scripting
  • Management of drupal forms is associated with a website editor role and knowledge of drupal.

Otherwise, the two form creation/management services can accomplish the same goals and can both be on your Drupal site.

For more informaiton about Google forms, check out this article.

For more information about Drupal forms, continue reading below.


Creating the Web Form Page:

To create a web form, click ‘Create Content' then click ‘Webform'. Select the site you wish to create the web form for. Enter a title for the form in the ‘Title' text field.

If desired, enter a description or instructions for the web form in the ‘Description' text area.



Adding Web Form Components:

After clicking 'Save', you will be redirected to a page where you can add form components. Form components are fields that users can input information (e.g. textfields, textareas, email fields, etc.).

Add Components

To add a component to your web form, enter the component's name in the text field under the ‘Name' column. Next, select the type of component you wish to create (see below for more information on types). If this form component is required (that is, a user must complete the component before submitting the form) click the ‘Mandatory' box. If you are emailing the results of the form and do not want this field's input to be included in the email, uncheck the ‘Email' box. Click the ‘Add' button to add the component.




After clicking add, you will be directed to a page where you can edit options for the component. Below are brief explanations of common components and their options:


Date: Creates 3 drop down menus, for month, day and year. Allows users to easily select a specific date.

  • Options: Start year and end year determine the range of years available in the drop down menu.


Email: Similar to a textfield, except the form checks to make sure the user inputs a valid email address. For example, the form will not accept ‘blahblah' as input to an email address field. Instead, the user must enter data such as ‘blahblah@blah.com'.


File: Allows users to upload files such as images, documents and movies.

  • Options: The types of files users are allowed to upload must be selected under the ‘Upload Filtering' section. Click the box to the left of all file types you would like users to be able to upload. If a file type you would like users to upload is not shown, enter the file type in the ‘Additional Extensions' text field.

Select: Creates radio buttons, check boxes and select lists (drop-down lists).

  • Options: Enter the choices users can choose from in the ‘Options' text area. Each choice should be on a different line. To create checkboxes where users can select more than one option, click the checkbox to the left of ‘Multiple'. To create a drop down list of options, click the checkbox to the left of ‘Listbox'. If ‘Multiple' and ‘Listbox' are both checked, a list of choices will be shown and users will be able to select more than one choice. If neither ‘Multiple' nor ‘Listbox' are checked, radio buttons will be shown and a user will only be able to select one option.

Textarea: Creates a large area for users to input text.

  • Options: Width and Height of the text area can be altered to specific sizes.


Textfield: Generic text input which can be limited to a specific length. Text fields are often used for users to input their name, address, city, etc.

  • Options: Width of the text field and the maximum number of characters the user can enter in the text field can be specified.


Time: Creates drop down menus for hours and minutes.

  • Options: Time format can be changed from 12-hour with a.m. and p.m. to 24-hour format.



Email Settings:

To change the email settings, click on the 'E-mails' tab while in edit mode

Email Settings

Setting Email Preferences:
If you would like all web form submissions to be emailed to a specific email address, enter the email address in the ‘Address' text field. A mail from name, address and subject can be optionally entered in the corresponding sections once you add an email address.  The settings you will see will look like this:

Email Options


You can also edit the Email template at the bottom of the page.  You do not need to change this section because it is set up to send all submitted data values to that email address.  Once you have filled out the options, click 'Save e-mail settings' to save your changes.  You can always go back to edit these settings by clicking the Emails tab and then clicking Edit on the email address.


Form Settings:

Form settings

Confirmation Message:

You can enter a specific message that you want the user who submitted the form to see in this section.

Confirmation Message

Redirect Location:

Instead of using the Confirmation Message, you can redirect the user to a separate page you created with your confirmation message.  To do this, select 'Custom URL' radio option and paste the url of the confirmation page into that box.

Redirect Location

Submission Limit:

You can restrict a certain user from submitting a form if you would like. You can use this section to enable the limitation over a certain time period.


Submission Limit


Submit Button Text:

You can change the text of the submit button to anything you would like. To do this, first click on 'Advanced Settings' and then enter the text you want in the field labeled with 'Submit Button Text'.

Submit Button Text

To save your web form, click ‘Save'.


Editing Web Forms & Web Form Components:


When editing a web form, the initial edit page is the form edit page (web form configuration page). This page allows the title and description to be altered.


In order to edit or add web form components, you must click the 'Webform' and then click 'Form Components' tabs on the top of the page.




Once on the Form Components edit page, current components can be edited or deleted by clicking the corresponding links to the right of the component.





New components can be added in the same way as they were when the form was initially created (see the Adding Web Form Components section above).



Viewing Web Form Results:


The web form results page can be navigated to in two ways:

1. From the edit page of the web form, click the 'Results' tab on the top of the page:




2. From the web form page itself (not the edit web form page), click the 'Results' tab above the form:


Results from Main


Once on the web form results page, a table of all submissions is shown. To view the details of a form submission, click the 'View' link (under the Operations column) to the right of the submission.


View Submission


In order to view the details of all of the submissions on one page, click the 'Table' tab.


Submission Options


The 'Analysis' tab displays statistically information about submissions such as the number of fields left blank, the average submission length in words, etc.


The 'Download' tab allows the results to be downloaded as deliminated text or a Microsoft Excel document.


The 'Clear' tab allows all of the results to be deleted. In order to delete only a single submission, click the 'Delete' link from the Submissions page to go to the delete submission page. Then, click the 'Delete' button to delete the submission.


Webform 14

CAPTCHA Security Feature:                             To add a CAPTCHA to a Webform:

captchaWe recommend adding CAPTCHAs to web forms to prevent spamming of the forms by malicious users, which can flood the inbox of those who recieve notification of web form submissions. A CAPTCHA is a program that protects websites against bots by generating and grading tests that humans can pass but current computer programs cannot. Humans can read distorted text, but current computer programs can't. Contact CIT when you create a new webform to get a CAPCHA enabled for that form. Learn more >>

You will then be able to choose the type of test users will need to complete. 

CIT suggests Image CAPTCHAs as the most robust form to prevent spam. See example below.  


Sample Webforms:

To get a better idea of some of the different Webforms that departments on campus are using, click below on the different links to browse for ideas.

Overnight Program RegistrationAdmissions
Appointment Request FormCareer Services
Project Request College Communications