All forms must have a department-level form owner that facilitates the running of the form once it is made and published.

It is the responsibility of the department to establish a form owner before ATLAS will perform updates of any kind on the form.

The form owner is responsible for the following elements of the form process:

• Annual review and update of form-related security groups and permission

  • Helpful tutorials: 

    • Adding a new security group

    • Adding a user to a security group

• Creating and setting new current form period, and keeping form period(s) up to date

• Annual review of form contents and automated emails

  • Reviewing form contents

    • To view form contents, go to the form's dashboard and select Edit Form Contents under Quick Links, or...

    • In the dashboard's Form Contents section, select the Manage option (look for the gear symbol). 

  • Reviewing automated emails
    

    1. To view a form's active automated emails, go to the form's dashboard and select View/Edit Routing Triggers under Quick Links.

    2. Find the Action column. Routing triggers that have been configured to send automated emails will include "Send email..." in the Action column.

    3. To view the contents of an automated email, select the Edit button of the trigger in question, and scroll down to Routing Actions on the trigger's page. Find the appropriate action and select Edit again to bring up the email editing window.

• Running FormBuilder reports for your form

  • Helpful tutorials: 

    • Exporting form response data as a PDF

    • Downloading form response data as a spreadsheet or text document

• Handling form payments

  • Verifying any payment account information with Merchant Card Services

  • Assisting Merchant Card Services in processing refunds

  • Reconciling check payments

  • Updating payment line items

• Fielding questions from unit members about the form (NOT bugs or other issues with FormBuilder, these should be directed to the ATLAS-Apps team at atlas-formbuilder@illinois.edu)

• Providing instruction to unit members on your form's process and best practices on filling it out.

A well-made form that isn't in need of process changes should require 10-20 minutes time to get up and running each term. ATLAS can help train the form owner to perform all of these basic tasks above, as well as answer questions along the way.

Form owners do not need to be technical people to perform their tasks (in fact, very few form owners have technical backgrounds). It is recommended that a full time employee of the department is assigned this duty for the sake of continuity -- though this is simply a best practice recommendation for the department and not a hard rule. With that in mind...

If the form owner leaves the department, it will be the responsibility of the department to fill that role at the department level before ATLAS will perform updates of any kind on the form.

All FormBuilder-related support requests can be directed to atlas-formbuilder@illinois.edu.

For more instructional documentation on FormBuilder, please check out the FormBuilder - Homepage.