Enterprise Data Collection Platform (Online Forms)

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What is JotForm?

JotForm is an Enterprise Data Collection Platform that allows agencies to create their own low-to-medium complexity online forms.

What do you get with the service? 

This tool can be used to replace fillable PDFs, create surveys, and much more.

It greatly expands data integrity related to data collection via forms, improves data quality and accessibility for agencies, and provides a better data collection experience for citizens that works on multiple browsers and on mobile devices. 

How do you request the service? 

NDIT’s Self Service Portal may be used to submit a service request to design a JotForm or request a JotForm license. Once logged in, choose "Statewide Shared Platforms" then "State Forms" and fill out the required information. 

Billing:  

Licensing:

  • Who needs a license?
    • Forms developer – form developer and/or person downloading the data. 
    • Data-only –direct access to the data on Jotform.

Cost:

Each user is required to have a license- each licensed user has access to the Jotform enterprise support. 

  • Jotform named user – prices are tiered based on number of licenses the enterprise has. 
    • Less than 50 users statewide and our rate is $86 per month per license .
    • 50-100 users statewide and our rate is $75 per month per license.
  • Data named user
    • The estimated rate would be $36 per month per license.
  • HIPAA Server – rate coming soon.

Standards

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Standards
Standards for Online Forms

All State of North Dakota online forms must have a professional appearance. They should be created using a clean, basic design with no typographical or grammatical errors. A standard Header (Title Block) is required on all state forms. 

Click here for standards: standards-for-header.pdf

File Naming Conventions for Online Forms

File names are important as they standardize the way the forms will display in master lists. Please be consistent in naming online forms using this form: 

  • DEPARTMENT INITIALS - FORM NAME/TITLE - SFN
    • Examples:
      • DHS - Heating Vendor Participation Agreement - SFN 61642
      • DOT - Billboard Inventory Record - SFN 6728

 

*Refer to Standards for Online Forms for more information on creating headers and standardizing form settings in JotForm. 

Resources

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Resources
JotForm Design Tips and Best Practices

Here are some best practices for design and configuration to help you create state forms in JotForm: design-best-practices.pdf

Privacy Act Statement (must be used for forms requesting SSN)

As part of the requirements of U.S.C.552a (Privacy Act of 1974), forms requesting a Social Security Number (SSN) must include the following information: 

  • Authority: The legal authority for collecting the information and whether disclosure of such information is mandatory or voluntary;
  • Purpose:  The purpose(s) for which the information will be used; and
  • Effect(s) of not providing the information, if any. 

A statement that summarizes this information must be included on any forms requesting a social security number.

JotForm FAQs

JotForm Frequently Asked Questions

Can a form be routed to multiple users for approvals?

Can I share my form with others?

  • We highly recommend sharing your forms with others on your team, your manager, and your agency’s Forms Coordinator (if that isn’t your role). This is done when designing the form.
  • There is a new feature in JotForm called Teams that makes sharing easier. You can create a Team inside JotForm and share your forms with everyone in that Team. 
  • To share with your users, you have several options that can be explored here: https://www.jotform.com/help/chapter-3-share-forms/

Can JotForm be used with Adobe Sign?

  • Yes. You will need to work with the EDMS team on forms that require this.

Can JotForm be used for forms that also require a printed copy or wet signature?

Can I translate my form into different languages?

Can I preview what the form will look like on a mobile device or phone?

Can a form created in JotForm be ADA compliant?

Can a form created in JotForm be HIPAA compliant?

Is JotForm replacing my current Adobe product?

  • No. You will not lose access to your current Adobe product (DC, Distiller, Pro, AEM, etc). JotForm is intended to provide another option for online forms design that does not have the limitations of how PDFs sometimes function in browsers and on mobile devices. Our hope is that you will use JotForm to replace some of your fillable PDFs to give the end-user a better experience online.

Can JotForm be used to create surveys?

  • Yes. JotForm is a great tool for creating surveys! It would be an HTML web address.
  • More here:

https://www.jotform.com/help/170-a-guide-to-creating-the-perfect-survey-form-part-1/

https://www.jotform.com/help/193-a-guide-to-creating-the-perfect-survey-form-part-2/

Where is the submitted data stored?

Can submitted forms or forms requiring approval routing be emailed to a specific inbox?

If you have additional questions, send an email to our project team at itedcp@nd.gov

JotForm Training and Help

JotForm Help Pages/User Guide: https://www.jotform.com/help/

JotForm on YouTube: Jotform - YouTube

Have more questions? Contact NDIT's EDCP (JotForm) project team at itedcp@nd.gov