Instant Form
The component to make the intranet more interactive, increasing daily visits.
Last updated
The component to make the intranet more interactive, increasing daily visits.
Last updated
The Instant Form web part is designed to enhance user engagement and feedback collection within an intranet environment. This tool allows administrators to create dynamic, interactive forms that gather valuable insights and responses from users efficiently and effectively.
Our web part facilitates the creation of customizable forms that can be used for a variety of purposes, such as surveys, polls, feedback forms, and more. The main advantages of Instant Form are as follows:
Enhanced user engagement: the Instant Form web part encourages active participation from users by providing an intuitive and user-friendly interface. Users can easily submit their responses, fostering a sense of involvement and engagement within the organization.
Customization and flexibility: Instant Form is characterized by a high level of customization, not only in terms of content but also in graphical design. Surveys can be tailored to reflect the organization's branding, particularly with customizable colors. This level of personalization makes the forms more engaging and visually appealing to users.
Real-time data collection and analysis: with Instant Form, data collection is instantaneous. Responses are recorded in real-time, allowing administrators to access and analyze the data promptly. When the component is used to create feedback forms, the collected data can be used to identify areas of improvement, address user concerns, and implement necessary changes.
Seamless integration with intranet systems: the Instant Form component can be easily added to intranet pages and news, making it accessible to all users without any disruption to their workflow.
Multilingual support: questions and response options can be translated into various languages, which means that the web part will adapt to each user's browsing language. This feature allows you to engage all company locations with a single survey.
Explore the advantages of Intranet.ai Instant Form by clicking here to learn more.
If your page is not already in edit mode, click Edit at the top right of the page.
Hover your mouse above or below an existing web part and you'll see a line with a circled +, like this:
Click on it and, in the web part search box, enter instantform to quickly find and select the Instant Form web part.
In this section you need to specify the sources from which the web part will retrieve information. Specifically, the Instant Form web part relies on three SharePoint lists:
Instant Form Questions, which contains questions;
Instant Form Answers, which contains answers to each question;
Instant Form Users Answers, where users’ answers are recorded.
If you're not in edit mode already, click Edit at the top right of the page.
Enter the URL of the site where the list of questions (Instant Form Questions) is located.
Select the list of questions: select Instant Form Questions from the drop-down menu.
Select the question to show: the Instant Form Questions list may contain more than one question. Here you need to specify what question you would like to show.
Enter the URL of the site where the list of answers (Instant Form Answers) is located.
Select the list of answers: select Instant Form Answers from the drop-down menu.
Enter the URL of the site where the Instant Form Users Answers list is located.
Select the list of users: select Instant Form Users Answers from the drop-down menu.
In this section you can set a number of display options.
If you're not in edit mode already, click Edit at the top right of the page.
Prevent changing answer once chosen?: if you enable this option, users won't be able to change their answer. A message will ask them to confirm their answer before submitting it, as shown in the screenshot below. If this option remains disabled, users will be able to change their answer whenever they wish.
Hide answers count for end users. Admins always see this data: if you enable this option, visitors won't have access to the results of the survey. In other words, they won't see percentages. On the other hand, administrators will always see this data.
Choose the count type: you can choose between Percentage and Number. In the former case, each answer option shows the percentage of total votes it received. In the latter case, each answer option shows the number of people who selected that option.
Select the survey expiration date (not mandatory): you can set an expiration date after which voting will no longer be possible. This is an optional field. You can also remove the expiration date by clicking the dedicated button. When the survey has expired, the web part displays a message that can be customized in the dedicated field. If this field remains empty, the default text will be displayed: "Survey expired!"
Show question as title: if you enable this option, the question will be used as the title of the web part in the colored bar, as shown in the example below. If this option remains disabled, you can either opt for the default title ("Answer the survey") or customize the title by using the Customize title field.
Hide users count for end users. Admins always see this data: if you enable this option, visitors won't see the total number of people who took part in the survey. On the other hand, administrators will always see this data.
Enter the text to display before the number of users: you can customize the text introducing the number of users who answered the survey. The default text is "Users who answered", but you can customize it as you wish.
This section allows you to customize the colors of the web part.
If you're not in edit mode already, click Edit at the top right of the page.
You can customize the following elements:
The background color of the title (if you don't select a specific color, the darker color of the intranet's graphic theme is used);
The text color of the title;
The color of options with no votes;
The background color of the answers;
The color of the percentage bar (if you don't select a specific color, the darker color of the intranet's graphic theme is used);
The inverse color.
Finally, you can select a mix blend mode from the drop-down menu.
When the configuration is complete, click on Publish or Republish to publish your changes.
This section explains how to add a new question to the Instant Form Questions list.
First of all, click on the Settings icon at the top right of the page, then click on Site contents.
Scroll down and select the list named Instant Form Questions.
Each item on this list is a question. To add a new question, click the New button.
By default, the list consists of just one field, i.e., the Title field. Type the question in the Title field and click on Save.
If you want to translate the question into one or more languages, you need to create an additional field for each language. A detailed explanation of this process is offered in the sub-section below.
To translate a question into one or more languages, you need an additional field for each language. This field must have a specific nomenclature. The nomenclature to adopt is IAIIFQQuestion + language code.
This link offers a list of language tags. However, please use only lower case letters and no hyphen between the first and the second part of the tag.
For example, the language code for French is frfr. The complete nomeclature for the field dedicated to the French translation would be: IAIIFQQuestionfrfr.
To create an additional field, take the following steps:
In the Instant Form Questions list, click on +Add column. Select Text and click on Next.
In the Name field, enter the name of the column. Make sure to adopt the nomenclature described above, and save.
When creating the field, it is fundamental that you adopt the correct naming convention. Then, you can edit the display name of the field to make it more user-friendly (e.g., "Question FR"). To rename the field, you simply need to select the column and click on Column settings > Edit. Edit the name of the column and click Save.
Now, translate the question by following these steps:
Select the question and click the Edit button.
Add the translation by filling in the newly created field.
Click on Save.
This section explains how to add answers to the Instant Form Answers list.
First of all, click on the Settings icon at the top right of the page, then click on Site contents.
Scroll down and select the list named Instant Form Answers.
Each item on this list is an answer. To add a new answer, click the New button.
Fill in the Title field by typing the answer.
Then, specify the related question.
Finally, click on Save.
If you want to translate the answer into one or more languages, you need to create an additional field for each language. A detailed explanation of this process is offered in the sub-section below.
To translate an answer into one or more languages, you need an additional field for each language. This field must have a specific nomenclature. The nomenclature to adopt is IAIIFAAnswer + language code.
This link offers a list of language tags. However, please use only lower case letters and no hyphen between the first and the second part of the tag.
For example, the language code for French is frfr. The complete nomeclature for the field dedicated to the French translation would be: IAIIFAAnswerfrfr.
To create an additional field, take the following steps:
In the Instant Form Answers list, click on +Add column. Select Text and click on Next.
In the Name field, enter the name of the column. Make sure to adopt the nomenclature described above, and save.
When creating the field, it is fundamental that you adopt the correct naming convention. Then, you can edit the display name of the field to make it more user-friendly (e.g., "Answer FR"). To rename the field, you simply need to select the column and click on Column settings > Edit. Edit the name of the column and click Save.
Now, translate the answer by following these steps:
Select the answer and click the Edit button.
Add the translation by filling in the newly created field.
Click on Save.
The Instant Form Users Answers list requires a specific configuration so that intranet visitors can take part in surveys and see survey results. To learn how to configure this list, read the dedicated guide. In particular, please refer to the Second type of configuration section.
Click on the Edit button on the left of the web part to open the property pane, which consists of three sections: General settings, Display settings and Color settings. See below for more information on each of these sections.
Select the Instant Form web part, then click Edit web part on the left side of the Instant Form web part.
Select the Instant Form web part, then click Edit web part on the left side of the Instant Form web part.
Select the Instant Form web part, then click Edit web part on the left side of the Instant Form web part.
