Overview

Forms are one of the most powerful tools for data collection in Experiential Learning Cloud. The following article explains all of the available functionality in pro forms, which are built by our Services team. Each section of this article includes some tips on what to keep in mind when submitting form requests or when building your own forms, so you can be sure you are getting the most out of your custom forms in Experiential Learning Cloud. 

Definitions

Here are a few definitions which may be helpful as you read on: 

Field: Any individual point of data entry on a form is called a "field". Fields may also be referred to as "nodes." 

Logic: Logic is what makes forms "smart." Applying logic rules to a form will cause it to behave differently depending upon who is completing the form and/or how certain fields in the form are completed. 

Form Functionality

Field Types 

Textbox: Any text can be entered into a textbox.

• Textboxes can be made large to accommodate longer responses. 

List: Lists provide options for users to choose from.

• List fields typically allow users to select one or more options from a list (multi-select).
  • An "other" option can be enabled for users if their option isn't listed.
• Rubrics are a version of a list field, with each of the possible scores being an option.

Radio Buttons: Radio buttons provide a list of options, from which users can select a single option.

• An "other" option can be enabled for users if their option isn't listed.

Checkbox: A checkbox allows the user to check a box next to a specific value or statement. 

Date: A date field allows the user to select a date from a calendar view, or type a date.

• format: mm/dd/yyyy

Signature: Signatures are used to indicate completion of a form in Experiential Learning Cloud.

• A user can complete the signature field by:
  • drawing a signature
  • entering a password. 

 

Note: Services will usually infer field types from your form copy. For list fields and radio buttons, please specify:

• single-select or multi-select
• allow an "Other" option

 

Field properties:

Required/Optional: mark each field accordingly.  
Update Values: map field data to ELC records (use sparingly — can change database data).  
Initial Values: autofill fields from ELC records; users can edit.  
Mask: enforce input format (e.g., US phone: (999)999-9999).  
Default: prefill a value users can replace.  
Read Only: prevent editing (use when data is populated via dataflow).

 

NOTE: When submitting form requests, our Services team will default to making fields required unless it is made clear that a field should be optional.

If you would like the form field to:

• utilize initial values
• update values
• use masks
• have default values
• be read only

please let us know and we will be happy to add these elements to your form fields. 

 

Workflow logic

Conditional show/hide 

Use show/hide rules to display nodes only when a user gives a specific prior response.

Signer-tag visibility and editability

Nodes can be shown or hidden by signer tag role. 

• Use this to hide sections irrelevant to a role.  

Nodes can also be enabled or disabled by signer tag.

• Disabled nodes remain visible but are not editable by that role.  
  • Example: disable supervisor-rating fields for users with the student signer tag.

Basic arithmetic
Use basic arithmetic to auto-calculate values (add, subtract, multiply, divide) from node inputs or static values and populate a textbox.

 

Require if
"Require if" makes an optional node required when a specific prior response is given.  

• It is commonly paired with show/hide:
  • a selection can both reveal a second field and make it mandatory.

 

Dataflow
Copies data from a node in one form to a matching node in another form.  

• Useful for progressive evaluations: previous ratings populate the new evaluation so evaluators can see past responses while completing their own.

 

Signer Tags:

Signer tags dictate who has permission to sign each signature field on a form. 

• They are automatically assigned based on a user's role(s) in Experiential Learning Cloud: 
  • students - "student"
  • faculty - "instructor"
  • site supervisors/field instructors/cooperating teachers - "site supervisor"
  • task supervisors - "task supervisor"
  • authorized site representatives -  "ASR"
  • program administrators - "champion"

 

Signature order
Signature order controls the sequence in which the form routes between users.  

• Confirm signature order before submitting the form to ensure correct routing in Experiential Learning Cloud.

 

Note on visibility
If a role has no signature on the form and it is not set as the author in the assignment builder (i.e."Completed By"):

• users in that role cannot view the form unless it is manually shared with them.

 

Signature locking
Signature fields can lock other nodes, assigning responsibility for specific fields to particular signers.  

• A user cannot sign until they complete any required fields their signature locks.  
• Once a signer’s signature locks a field, later signers cannot edit that field.

Default behavior
If no locking rules are defined, the first signer’s signature will lock all nodes on the form.

Note: When submitting form requests, please include explicit instructions for any nonstandard behavior.

 

Logic
The Services team implements logic only if you request it or if the form content makes it clearly necessary (e.g., “This section should not be completed by students” → disable those fields for the student signer tag).  

• If you want any conditional behavior, specify it in the request.

 

Dataflow
State clearly if you want dataflow between forms so values copy from one form to another.

 

Signer tags
We usually infer signer tags from signature labels (e.g., “Student Signature”), but please specify the expected role for each signature field to avoid errors.

 

Signature order
We follow the signature order on the form copy you submit unless you request a different order.

• This order controls routing.

 

Signature locking
If you don’t specify locking rules, all fields default to being locked by the first signer.  

• If different signers should own different fields, describe those locking rules in your request.

 

Formatting

Text/Headings: add structure or instructions.  
Table: arrange nodes into a table for efficient data entry.  
Add-table: allow users to add rows as needed

Image: Add images to forms

Alternatives to Forms

Forms are not the only way to collect and display data in Experiential Learning Cloud. There are also Tracks and Reports.

A Track is the electronic timesheet in which students log their field experience hours, categorized by the activities performed at their site. Students' hours should always be entered into a track, rather than a form. 

A Report is a digest of data (PDF or Excel) pulled out of an Experiential Learning Cloud spreadsheet. 

• Time reports are used to display students' hours entered into their time tracks. Students' time reports can be routed to site supervisors and program faculty for signature, similar to forms.
• The key difference between reports and forms is that data is not entered directly into a report.
  • All data displayed in a report is simply a snapshot of the data at the time that the report is generated.