How to use webforms in the Template System

Webform is the module to use if you wish to create an online form or survey. After the form or survey is complete and the user completes their submission, they can be sent an email receipt. An email notification is then sent to administrators, and results can be exported into Excel or other spreadsheet applications.

To create a webform

From the Admin toolbar, click the Menu button, go to Add Content and click Webform

  1. Enter the title of the form
    This is what will appear in large font at the top of the page.
  2. Enable CAPTCHA
    If checked, it will add a CAPTCHA image to the end of the form to protect from bots.
  3. Body (see WYSIWYG editor instructions)
    This is the text that will appear above the form; generally, it is used for a description or instructions.
  4. Generate automatic URL alias (Permalink)
    Most times you want to let Drupal choose the automatic alias for the page. However, there are times when you want to specify a URL for a particular page. You can uncheck the “Generate automatic URL alias” box and enter your own custom URL. Be sure to avoid special characters when choosing a URL.
  5. Click Save once the webform is created. You can then begin adding form components.

Webform components

There are many types of webform components (fields) that can be added. The most common are text fields, email fields, and text areas.

Adding a component

To add a component enter a name and choose the type of component. If the field will be mandatory make sure the mandatory checkbox is checked. Click Add.

Each webform component has different attributes that can be adjusted; the most important is the label, and the validation options.

Email settings

Form submissions will be stored in the database, but the results can also be emailed upon submission. To send submissions to an email address add the address to the email field and click save.

Confirmation message settings

The form settings page allows you to enter a confirmation message. You can also choose if you want the user to be redirected to a different page or URL after submission.

You can limit the number of submissions and what users can submit, generally webforms are open to the public but if you want to limit it to authenticated users, you can do so.

Click Save Configuration before navigating away from the page.

Downloading data and form results

To download the submitted form information:

  1. Click Manage Content -> Webforms.
  2. Choose the web form from where you want to retrieve information.
  3. You can view the information as a table or click Download.
  4. You can choose the format to download and any export options and click Download.

If you only wish to download the data that your users have entered in the detail fields, and not the technical details about their submission session, you can uncheck the box Submission information under the Included Export Components section. 

unchecking the submission information

How to open or close a submission/registration webform

Is your form only active for a certain timeframe? You can "turn off" your form once your deadline for completion has passed. 

1. Make sure that you are on the Webform tab.

Webform tab

2. Click the Form settings option.

form settings option

3. Click the desired radio button to turn the form to an Open status or a Closed status.

radio button to close a form

You cannot change the default text of the Closed status, but you can click the Edit tab and add any text you wish to explain that the deadline has passed, the submission form will open again at a certain date, or any other details you choose.

Aways remember to click the Save configuration button at the bottom of the screen to save your changes.

Save Configuration button