ARCHIVED: Using the Oncourse Forms tool, how can I add a form to or remove a form from a portfolio site?

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Portfolio forms are a special type of extensible markup language document called XML schema definition files, or XSD files. Site coordinators can use the Forms tool to add XML schema definition files to a portfolio site so they can be used in other portfolio tools (i.e., Matrices and Presentations).

Note: You cannot actually create XML schema definition (XSD) files with the Forms tool; to create an XSD file, use an offline XML editor or the ARCHIVED: Form Builder tool. Use the Forms tool to add the completed form to the portfolio site.

Note: If you are planning to use the Reports tool with any of the evaluation form rating reports, the evaluation forms in the matrix must comply with ARCHIVED: IU's evaluation form standards.

On this page:

Adding a form

To add an XML schema definition to the Forms tool:

  1. In the menubar of the portfolio site where you want to add the form, click Forms.
  2. Click Add.
  3. In the "Name" box, enter a meaningful name for the form.

    Note: Be sure to choose a name that indicates the specific use or context of this form. After the form has been added to the site or published globally, its name will be visible to users via the Resources tool and/or via specific matrices and presentation templates. Use a generic name for a form only if the fields, field names, and instructions in it make the form suitable for use in a wide variety of situations.

  4. Click Select Schema File.
  5. On the "Select Schema File" page, you can:
    • Select the file if it has already been uploaded to a Resources folder. Click Select next to the file if it is in the current site; if not, click Show other sites to navigate to the site containing the file, and then click Select.
    • Upload the .xsd file if it is not already in Resources. From the Add menu next to the appropriate folder, choose Upload Files. Click Browse to navigate to the appropriate file on your local computer, and select it. Then click Upload Files Now.
  6. When you return to the "Select Schema File" page, scroll down to the bottom and click Continue to return to the "Add Form" page.
  7. In the "Instruction" box, enter appropriate instructions for filling out the form. You can format the text using the icons and menus.
  8. To complete the process, click Add Form.

The new form is added to the "Manage Forms" page in an unpublished state. If you don't see the form, use the navigation buttons (Next, Previous, etc.). To make a form available to site participants, you need to publish it; see ARCHIVED: Publishing a portfolio form.

Deleting a form

Forms definitions can be deleted from the Forms tool only if they have never been used. Once the definition has been used to create and save a form instance, the form cannot be removed unless all associated form instances are deleted first. To delete a form:

  1. In the menubar of the portfolio site with the form you want to delete, click Forms.
  2. On the "Manage Forms" page, locate the form you wish to delete and click Delete.
  3. You will be asked to confirm the deletion. Click Yes to confirm or No to cancel.

After you confirm the deletion, the system will check whether the form has been used to create and save form instances. If the form is in use, you'll be notified that the form could not be deleted. If not, the form will be deleted, and you'll return to the "Manage Forms" page.

This is document ayvq in the Knowledge Base.
Last modified on 2018-01-18 16:39:45.

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