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 an “State Forms” service request to design a JotForm.
Online/HTML Forms Design Standards (JotForm)
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 header is required for all online forms.
Standards for Header
The header will be at the top of the form.
Including an agency logo or other approved ND logo (such as Be Legendary or State Seal) is recommended but optional.
All forms must be identified with a header that contains:
- The title of the form to identify accurately the function or purpose of the form.
- The name of the agency (and division, if applicable) that is the source or is responsible for the form. *
- The state form number (SFN), if required. **
* If you use a logo that includes the name of your agency, you do not also need to include a separate line in your header showing the agency name.
**Most state online forms require an SFN. If your online form does not have an SFN assigned to it or for assistance in determining if an SFN is needed, please contact your agency’s Forms Coordinator or NDIT Records Management.
You can also use the “Paragraph” basic form element rather than the “Heading” field as it is more customizable.
Recommended Header Format: *
TITLE – 24pt font size or higher is recommended and bold.
AGENCY NAME – 14pt font size or higher is recommended and no bold.
DIVISION (if applicable)- 14pt font size or higher is recommended and no bold.
SFN- 14pt font size or higher is recommended and no bold. This should be capitalized.
*Except for SFN, the above can be in all caps or mixed case—just be consistent within your agency.
Sample Header with Logo:
Sample Header without Logo:
In JotForm, to reduce the line spacing within the header:
- Double-click on the paragraph to display the format options:
- Click on the "source code" icon:
- Change the characters in the source code from: </p> to <br /> and delete extra </p> characters where applicable.
The following are helpful tips and best practices when using JotForm.
- Advanced Designer Settings:
To access, click on the blue “paint” icon in the top right corner to access the form designer:
Click the “Advanced Designer" button:
- Form Layout:
A minimum form width of 1024px (pixels) is recommended, but 1280px is a common width that works well for most online forms.
- Font Options:
Arial is the preferred standard font choice.
All form labels & placeholder fonts should be above 16px. When designing for mobile or an older audience, the text should be at least 16px in size.
- Label Options:
Bold Labels, Black, Top Aligned, and 6-12px label spacing are recommended.
Top aligned labels are best for readability & completion.
- Line Layout:
Use this option to control line spacing. Here are some recommendations:
- Conditional Logic: Consider using conditional logic to shorten your forms. Conditional logic allows you to add calculations, hide/show fields based on user response, make fields required, etc.
The conditional logic menu can be found under the SETTINGS option:
- Avoid placing questions side-by-side:
Eye-tracking studies have shown that simple one-column layouts are better than multi-column layouts with questions positioned side-by-side.
There are exceptions where multiple fields are expected to be on one line. such as when asking for dates (day, month, year) or time (hours and minutes), a signature and date, etc.
- Best uses of radio buttons, checkboxes, and dropdowns:
- Radio Buttons: Generally, radio buttons should be used when there’s a range of options and only one option can be chosen. Radio buttons should be vertically stacked.
Vertically stacking radio buttons (and checkboxes) makes them faster to process compared to a horizontal layout.
- Checkboxes: Checkboxes should be used when more than one option can be selected.
- Dropdowns: Typically, dropdowns are used when there are six or more options to choose from.
- Additional Help:
Please refer to the JotForm help page here: https://www.jotform.com/help/ or contact NDIT Records Management.
PDF copy of these standards: /sites/www/files/documents/operations-section/records-management/online-forms-design-standards.pdf
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
- 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.
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 Frequently Asked Questions
Can a form be routed to multiple users for approvals?
- Yes. You can build workflow capability into your form that allows it to be routed.
- More on routing/assigning forms: https://www.jotform.com/help/chapter-53-assign-forms/
- More on approvals: https://www.jotform.com/help/chapter-268-jotform-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?
- No. This tool is not designed for printing, but to create online-only forms.
- A PDF copy of the completed/submitted form with the data can be created for retention purposes, but the blank template is not designed to be printed.
- More on creating a PDF copy of submitted data: https://www.jotform.com/help/chapter-19-create-polished-pdfs-automatically/
Can I translate my form into different languages?
- Yes. There are many choices, or you can choose multiple languages.
- More here: https://www.jotform.com/help/298-how-to-make-your-forms-multilingual/
Can I preview what the form will look like on a mobile device or phone?
- Yes. There is an option in the "preview form" mode to see what your form will look like on the various devices.
- More on mobile-friendly forms: https://www.jotform.com/help/chapter-14-mobile-forms/
Can a form created in JotForm be ADA compliant?
- Yes. The Accessibility can be Enabled or Disabled at the form level. Fields that don’t comply will pop up a warning which will give you the option to ignore or configure differently. More information here: https://www.jotform.com/help/chapter-21-creating-accessible-forms/
Can a form created in JotForm be HIPAA compliant?
- Yes, using an upgraded form.
- More here: https://www.jotform.com/help/chapter-18-hipaa-compliant-forms/
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:
Where is the submitted data stored?
- The data is stored inside JotForm but can be exported into multiple formats (.xls, .csv, .pdf, text report, etc) manually or using automation.
- More here: https://www.jotform.com/help/chapter-5-manage-forms/ and here: https://www.jotform.com/help/chapter-6-reports/
Can submitted forms or forms requiring approval routing be emailed to a specific inbox?
- Yes. Email notifications are configured for each form and can be sent to any valid email.
- More here: https://www.jotform.com/help/chapter-4-form-emails/
If you have additional questions, send an email to our project team at email@example.com.