After building a form in Grant Lifecycle Manager (GLM) or Scholarship Lifecycle Manager (SLM), you can add, edit, or delete a question. The actions you are able to take on form questions depend on whether or not responses already exist for those questions. There is also an option to preview forms as different users.
When creating or editing forms, the Project Name question cannot be deleted; however, Project Name's required type can be changed to Read Only. Required Types for Questions provides more information.
User Role: Administrators who are building and maintaining form questions.
When to Use Form Management:
- Building a new application, evaluation, or follow-up form from scratch.
- Correcting errors or clarifying instructions on existing forms like fixing typos or adding guidance text.
- Adding new questions to gather additional information from applicants or evaluators.
- Reorganizing questions within a form for better flow or logical grouping.
- Hiding questions that are no longer relevant without deleting historical response data.
- Testing how forms appear to different user types like applicants, reviewers, third parties.
Add a Question
To add a question to a form, select the question type and configure the question settings.
- Navigate to the form to which a question will be added.
- Click Standard.
- Click the Question Type.
- Configure the question, and then click Save Question. Asterisks indicate a required field.
Question Type Resources
Edit a Question
In general, a question can be edited even when responses exist for the question. If a question that has responses is being edited, it is important to consider the changes being made. For example, it is not advised to change what a question is asking once users have already responded to it. However, correcting a typo or adding more instructions might be a necessary edit. To edit a question on a form, click the pencil icon as shown below.
Shared Questions provides guidance on editing shared questions.
If a check box, drop down, or radio button list question has not yet been used on a form, the list options can be deleted as needed. Once these questions have been used on a form, the following statements apply:
- List options can be reordered, and additional options can be added.
- List options can be edited by contacting Support. Edits will affect any existing data.
- List options cannot be deleted. They can only be toggled off, which makes them inactive.
- Users who have not yet responded to the question will not see inactive list options. Users who already responded to the question and selected a now inactive option will still see the inactive list option. Their response will not be affected.
- Users who have not yet responded to the question will not see inactive list options. Users who already responded to the question and selected a now inactive option will still see the inactive list option. Their response will not be affected.
Delete a Question
If the question has not been used, it can be deleted by clicking the trash can icon.
Once a question has responses, the system will not allow that question to be deleted. Your Foundant site is a database, and this is one way to help prevent accidental data loss.
- When a process is copied, questions can then be deleted in the new copy of the process.
- If a form has been used and a question needs to be removed to prevent more applicants from responding to it, it is recommended that the visibility of the question be changed to administrator or internal visibility.
Preview Forms
Forms can be previewed as an administrator, reviewer, applicant, or third party using Preview.
Advanced branching, specifically a branched group opening on one form that is dependent upon a response to the trigger question on another form, is not available to view when using Preview. Preview is only available for previewing one form at a time, and the responses will not be shown.
- Navigate to an Update Form page.
- Click Preview.
- Click the Preview As drop-down menu.
- Select the user view to which the form will display.
- The Preview As view options are Administrators, Reviewers, Applicants, and Third Parties.
- The Preview As view options are Administrators, Reviewers, Applicants, and Third Parties.
- To exit out of the Preview As view, click on the form's title.
Move a Question
After questions have been created on a form, they can be moved around within their question group or into a different question group.
- Navigate to the form to which questions have been added.
- Click on the question and drag it to a new location.
- If it is within the same question group, the question will move to the new location immediately.
- If it is moving to a different question group, wait until the question group the question is being moved to turns grey before letting go of the question.
In this clip, the user demonstrates how to drag and drop a question within the same question group and into a different question group.