Form Owner Center: How to Access Data from an Online Form
After a form is created by the IT Operations Group, we provide an easy way for you to gather and view form data through our Form Owner Center. The Form Owner Center is made up of web pages where form data can be viewed and collected. Student Affairs staff who request a form or modifications to an existing form will receive a link to a form page where information can be downloaded or viewed.
Through your Owner Center link, you can access submitted forms by respondent, export data into an Excel spreadsheet, and view the number of forms that have been started or completed. Please review our sample Owner Center page to review the options that are available to you.
Viewing/Testing Your Form
The Owner Center page is made up of the following sections:
1. Form Title
This appears at the top of the page and is underlined for easy view.
2. Form Links
The first link on the Owner Center page allows you to preview the form. Please use this link when you are asked to test the form by the IT Operations Group.
When testing the form, please make a list of any errors or changes you want us to make and e-mail them to sasupport@case.edu. Here is a list of items you should look for:
- Did you receive a thank you e-mail when you completed the form? If so, did it contain the correct information?
- Did all of the required fields work properly?
- Does the completed form look like the attachment you sent to the IT Operations Group?
- Are there any issues with grammar or any misspellings?
When testing the form, be sure to send multiple submissions and make sure it works the way you intended.
During the preview/testing phase, the form is not "live" and is not intended to be accessed by students, staff, or visitors. If you are in the previewing stage, you will notice the following text: "The form is not yet published."
DO NOT USE the "preview this form" URL when promoting your form. Always use the second link contained in your owner's page — it is the link that begins with http://studentaffairs.case.edu and the directory where your form is being stored. Please use this for any publications or postings. Once we publish the form, the proper URL will be displayed.
3. Form Activity
This section will show you how many people have viewed your form, the number of submitted responses, the number pf respondents who have submitted the form in the past 24 hours, and when the last form was submitted. You may notice that the number of submitted responses is contained in a hyperlink. If you click on this link, you will be taken to a list of completed responses. If you click on an individual response you can see the full submission provided by each respondent.
4. Reports
Some of our older forms include reports that were created specifically for form managers and administrators. These days, this feature is rarely used. If you do not have a report for your form, this section will show, "There are no reports defined."
5. Export Data
This link will allow you to export the data gathered from the form into a Microsoft Excel file. Once you click on the link to Export Data, the only settings you might want to change is the date range. All other default selections can stay the same. Feel free to modify the settings to view the different formats that are available.