ITS Helpdesk

Phone: 810.762.3123 opt. 1 - Email: ITSHelpdesk@umflint.edu

FormAssembly - General Information

Last Updated: Oct 23, 2017 04:18PM EDT

FormAssembly is a web form creation and processing service. Web forms provide the university with an easy way to collect information, without all the messy paperwork. FormAssembly also makes it easy for users to generate forms specific to their needs.

Intended Audience

This Quicknote is intended for current faculty and staff who would like to know more about using FormAssembly.

Requirements

To follow this Quicknote you will need to have access to FormAssembly. To get access to FormAssembly, please fill out and submit the information at the following link: https://formassembly.umflint.edu/30. Your request will be processed and you should receive a response within three business days. Once access is granted you will be able to log into FormAssembly at: https://formassembly.umflint.edu/ using your uniqname and LAN password.

What are the best uses for FormAssembly?

Is your department looking for feedback on a new program or policy? Do you need students, faculty, and/or staff to RSVP for an upcoming event, but don’t want the hassle of dealing with paper RSVPs? All of these are possible using forms created in FormAssembly, but there are also much more! Almost any information gathering need can be fulfilled by creating a form in FormAssembly.

Getting Started With FormAssembly Checklist

These steps will help you get started with FormAssembly:

  1. Request access to FormAssembly by visiting: https://formassembly.umflint.edu/30
  2. Review the regulations and suggestions for working with Private Personal Information by visiting Ann Arbor's Privacy Tips and looking over the information in this Quicknote.
  3. Review the Best Practices Guide for Information Collection and Manipulation in the section below.
  4. Once you get your log-in information, log in at https://formassembly.umflint.edu/
  5. Create your first form!
  6. Share your form by sending users the URL OR by embedding it in a page on your department's drupal page.
  7. Review your responses.

Sharing a FormAssembly form or responses with another FormAssembly user

  1. Log into https://formassembly.umflint.edu using your Uniqname and LAN Password
  2. Find the form you are attempting to share in your forms list
  3. Click on Configure to the right side of that item
     
  4. Click on Collaboration in the left-hand column under “Options”
     
  5. Under the SHARE WITH: Box enter in the Uniqname of another FormAssembly user
    • Select what permissions this user should have

     
  6. Click Add
  7. The page should refresh and you should see their information show up under who the form is currently shared with:
       
    • Please Note: In order to change the permissions, you will need to Revoke access (Above) and re-add the user (Steps 5-7)
 

Copying FormAssembly form permissions from another form

  1. On the bottom of the Collaboration page (Steps 1-4) you will see a section labeled “Import Permissions”
  2. Select the drop-down menu and click the form that you would like to copy the permissions from
  3. Click Copy Permissions
     
  4. You should see a confirmation message that the permissions were updated
 

Best Practices Guide for Information Collection and Manipulation

To make sure you know what information is considered personal or private, please refer to the guidelines listed below. These guidelines, and more information on how to safely work with personal information can be found at: https://www.safecomputing.umich.edu/be-aware/privacy/privacy-u-m

Introduction – What is Personal/Private Information?

Identity theft is a very real threat in today’s technology-dependent society.  UM-Flint employees must do their part to avoid endangering personal information.  To help the campus community towards this goal, ITS provides this guide to advise users on some safety measures that should be employed when working with electronic forms.  It is also recommended that form designers refer to UM-Ann Arbor’s Privacy Tips. This guide is not designed to cover every legal aspect of gathering personal information by electronic means, but merely to begin to educate form designers.

Private Personal Information (PPI) is any information about a person that can be used to identify, contact, or locate the person.  All of the items listed below are considered Private Personal Information and should be treated as highly confidential, especially when gathered together:

  • Full Name
  • Address
  • Birth Date
  • Gender
  • SSN (or other national identification number)
  • Driver’s License Number
  • Credit Card Number
  • Student Records
  • Patient Health Information that can be used to identify an individual
  • Human Subject Research that can be used to identify an individual

The above list outlines some examples of PPI, but there may be others not included on the list.  When creating your form, ask yourself – could I use this information to identify, contact, or otherwise locate this person?  If the answer is yes, you’re working with PPI.

Collecting PPI – Do you really need it?

When creating your form you should make every effort to only require information that is absolutely necessary.  For example, if you aren’t sure you’ll ever need to know the user’s birthdate – don’t ask for it.  Storing PPI that will never be used places it at an unnecessary risk – even when the most strict security guidelines are in place.

Accessing and Saving PPI

When it is necessary to gather PPI employ these tips to keep the information safe:

  • Don’t export response results from FormAssembly unless it is absolutely necessary to work with the data.
  • If you must export response results make sure they are stored in a secure location and don’t leave multiple copies lying around.
  • Do NOT store files containing PPI on departmental drives or where unauthorized persons could potentially access them.
  • After you are done working with exported results delete them as soon as possible using one of these secure methods for deletion:
    • For Windows computers:
    • For Mac computers:
      • Use “Secure Empty Trash” command.
      • Use file shredder software such as ShredIt.
    • If you must make paper print-outs of PPI make sure that they are properly disposed of – cross-cut shredders are the preferred method.  Do not leave print-outs lying around a meeting room after they are used.
    • Don’t discuss PPI in public areas where other people might hear your discussion.

Troubleshooting

If you have any questions or experience any issues with this Quicknote, please visit or contact the ITS Helpdesk for assistance.

Locations: 206 Murchie Science Building or 3174 William S. White Building
Phone#: (810)-762-3123 (option 1)
Email: itshelpdesk@umflint.edu

Additional Information

FormAssembly is a wonderful solution to creating forms, but it might not be right for everyone. If your form requires some form of authentication (for example, asking students to log in using their UMID/SIS PIN before filling out the form) or if you need a complicated back-end for data management – FormAssembly isn’t for you.

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