Choosing the Right Tool for Forms, Surveys, Workflows, and Integrations

 

 

Ithaca College supports a range of tools for forms, surveys, workflows, service requests, and system integrations. The best option depends on the purpose of the request, the type of data being collected, the systems involved, and whether the process requires simple data collection, advanced survey logic, approvals, ticketing, student record integration, or custom development.

Form Platform Summaries

Formstack Forms

• Good for: Departmental forms that need conditional logic, file uploads, approvals, payments, e-signatures, or HIPAA-related workflows.
• Best use cases: Operational forms, event forms, payment collection, waivers, internal approvals, and administrative processes.
• Not ideal for: Very complex workflow routing, large-scale analytics, or processes that require a dedicated workflow engine.

Microsoft Forms

• Good for: Simple, fast form creation with minimal setup.
• Best use cases: Quick surveys, polls, quizzes, informal feedback, class activities, and basic data collection.
• Not ideal for: Advanced workflows, complex logic, highly customized design, or formal business processes that require routing and approvals.

Oracle APEX

• Good for: Custom applications and forms that need strong database integration.
• Best use cases: Enterprise business applications, Banner-connected processes, finance, HR, operations, and database-driven workflows.
• Not ideal for: Self-service form building by general users. It requires developer expertise and more formal maintenance.

Qualtrics

• Good for: Advanced survey design, research-grade analytics, branching, and complex logic.
• Best use cases: Academic research, institutional research, assessments, HR surveys, and large-scale survey projects.
• Not ideal for: General-purpose operational forms, transactional data collection, or HIPAA-regulated workflows.

Slate

• Good for: Student-centered processes that are already connected to Slate records and CRM activity.
• Best use cases: Admissions, residence life, advising, student success, academic record changes, and other student-facing transactional processes.
• Not ideal for: Casual forms or processes that need to move data easily outside of Slate without integration work.

TeamDynamix

• Good for: Service management workflows where requests need to become tickets, tasks, approvals, or routed work.
• Best use cases: IT service requests, incidents, change requests, HR or facilities service requests, and service catalog forms.
• Not ideal for: Surveys, research, general forms, or processes that do not fit the ticketing/service-request model.

Workflow Platform Summaries

Workflow tools should be selected based on where the process begins, what systems it touches, and how complex the routing needs to be. Some tools are best for simple form-based approvals, while others are better suited for service management, student lifecycle processes, Microsoft 365 automation, or custom database-driven workflows.

Formstack Forms Workflow

• Best for: Simple departmental workflows tied directly to a Formstack form.
• Best use cases: Basic approvals, internal notifications, event forms, payment-related workflows, HIPAA-related forms, and straightforward departmental routing.
• Not ideal for: Complex workflow logic, deep branching, multi-system automation, or highly customized approval paths.

Formstack Workflows

• Best for: Departmental workflows that need routing, approvals, and notifications layered onto Formstack Forms.
• Best use cases: External approvals, multiple approvers, form-based routing, and structured administrative processes that already begin in Formstack.
• Not ideal for: Processes with complex logic, heavy system integration, or workflows that need to function outside the Formstack ecosystem.

Microsoft Power Automate

• Best for: Automating tasks across Microsoft 365 and connected systems.
• Best use cases: Approvals, notifications, SharePoint list workflows, Teams alerts, email-based automation, cross-app data movement, and Microsoft-centered business processes.
• Not ideal for: Workflows that are difficult to maintain, require premium connectors without funding, or need long-term support without clear ownership.

Oracle APEX

• Best for: Highly customized, enterprise-level workflows tied to databases and transactional systems.
• Best use cases: Banner-connected processes, ERP workflows, finance, HR, operations, custom approvals, and workflows requiring PL/SQL or direct database logic.
• Not ideal for: Self-service workflow creation, quick departmental needs, or processes without developer support.

Qualtrics Workflows

• Best for: Survey-based workflows, triggered communications, and actions tied to survey responses.
• Best use cases: Institutional surveys, academic research, assessments, feedback collection, follow-up emails, and response-based notifications.
• Not ideal for: Operational workflows, multi-step approvals, ticketing, or transactional business processes.

Slate CRM Workflows

• Best for: Admissions and student services workflows tied directly to Slate CRM records.
• Best use cases: Admissions pipelines, application review, event invitations, student communications, reminders, and student lifecycle processes.
• Not ideal for: General campus workflows, non-student processes, or workflows that need to move easily outside Slate without integration.

TeamDynamix Workflow Builder

• Best for: Service request workflows tied to tickets, tasks, approvals, and escalations.
• Best use cases: IT service management, ITIL processes, service catalogs, incidents, change requests, HR service requests, facilities requests, and other service-oriented workflows.
• Not ideal for: Surveys, research, general-purpose forms, or workflows that do not fit the ticketing/service-request model.

Automation Summaries

Automation tools should be selected based on the systems involved, the complexity of the data movement, and the level of long-term support required. Some tools are best suited for enterprise-scale integrations, while others are better for Microsoft-centered automation or TeamDynamix-related service workflows.

Microsoft Power Automate

• Best for: Microsoft 365-centered automation and moderate cross-system workflows.
• Best use cases: Approvals, notifications, SharePoint list automation, Teams alerts, Outlook-based workflows, data movement between Microsoft apps, and automations using standard or premium connectors.
• Not ideal for: Highly complex enterprise integrations, large-scale data pipelines, or workflows that need long-term support without clear monitoring, ownership, and governance.

SnapLogic

• Best for: Enterprise-scale integrations across many systems, especially where reliability, volume, and complexity are major factors.
• Best use cases: Mission-critical integrations, high-volume data movement, API integrations, SaaS-to-SaaS connections, on-premises integrations, database connections, and big data pipelines.
• Not ideal for: Simple automations, one-off departmental workflows, or processes that do not justify the complexity and cost of an enterprise integration platform.

TeamDynamix iPaaS

• Best for: IT-managed integrations, especially for organizations already using TeamDynamix.
• Best use cases: TeamDynamix-centered workflows, ITSM integrations, service platform connections, SaaS integrations, API-based data movement, and departmental integrations managed through IT&A.
• Not ideal for: Large-scale enterprise integrations, advanced ETL needs, or use cases that require the depth and maturity of a dedicated enterprise iPaaS platform.

Integration Summaries

Microsoft Power Automate

• Best for: Microsoft 365-centered automation and simple to moderately complex workflows.
• Best use cases: Approvals, notifications, SharePoint list workflows, Teams alerts, Outlook-based workflows, cross-app automation, and data movement using standard or premium connectors.
• Not ideal for: Highly complex enterprise integrations, large-scale data pipelines, or workflows that require long-term support without clear monitoring and ownership.

Oracle APEX

• Best for: Fully custom integrations closely tied to Oracle databases, internal applications, or institution-specific business logic.
• Best use cases: Custom APIs, Banner-connected processes, database-driven integrations, ERP workflows, internal applications, and integrations that require direct control over logic, authentication, and data handling.
• Not ideal for: Quick self-service automations, low-code departmental workflows, or processes without dedicated developer support and long-term maintenance planning.

Slate CRM Integrations

• Best for: Student lifecycle and enrollment-related integrations within the Slate ecosystem.
• Best use cases: Connecting Slate with SIS, ERP, email platforms, payment systems, external data feeds, admissions processes, enrollment workflows, and student services data exchanges.
• Not ideal for: General enterprise integrations, non-student workflows, or integrations that need to operate broadly outside the Slate CRM environment.

SnapLogic

• Best for: Complex, enterprise-scale integrations across many systems.
• Best use cases: High-volume data movement, SaaS integrations, on-premises integrations, API connections, database integrations, flat-file processing, and big data pipelines.
• Not ideal for: Simple automations, small departmental workflows, or use cases that do not require the cost, complexity, and governance of an enterprise integration platform.

TeamDynamix iPaaS

• Best for: IT-managed integrations, especially for organizations already using TeamDynamix.
• Best use cases: TeamDynamix-centered workflows, ITSM integrations, service platform connections, SaaS integrations, API-based data movement, and departmental integrations managed through IT&A.
• Not ideal for: Advanced enterprise integration needs, large-scale ETL processes, or use cases requiring the depth of a more mature enterprise iPaaS platform.

Support

Information Technology & Analytics (ITA) provides technical and user support for Formstack and Microsoft Forms. While ITA provides user support for Qualtrics, technical questions should be referred to the Customer Success Hub.

For work requests related to the Slate (Enrollment) instance, refer to the Enrollment Operations and Strategy Work Request form.