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Formstack offers a suite of tools designed to streamline data collection and process automation.
- Formstack Forms allows users to create customizable online forms for gathering information securely and efficiently.
- Formstack Documents automates the generation of personalized documents, contracts, and proposals based on collected data.
- Formstack Workflows connects forms and documents into automated processes, enabling teams to collaborate and move information through approvals with minimal manual effort.
Audience
This article is intended for faculty and staff.
Platform
Formstack
Introduction to Formstack
Formstack Forms
Formstack Forms is an online form-building platform that allows users to create and manage digital forms without requiring advanced technical skills. It is designed to simplify data collection by offering a drag-and-drop interface, customizable fields, and pre-built templates that can be tailored to fit a wide range of needs. Forms can be embedded into some websites, shared via direct links, or distributed through email, making it easy to reach respondents in multiple ways.
Beyond basic form creation, Formstack Forms includes features supporting secure and efficient workflows beyond basic form creation. It offers data encryption, compliance with standards such as HIPAA and GDPR, and advanced permissions to protect sensitive information.
Additional capabilities include conditional logic to personalize user experiences, payment collection for donations or registrations, and built-in analytics to measure performance.
Formstack Documents
Formstack Documents is a document automation tool that transforms collected data into personalized, professional documents without manual input. Users can generate contracts, proposals, invoices, and other materials by merging form responses or data from integrated systems into pre-designed templates. The platform supports conditional logic for customizing content, automated delivery via email or cloud storage, e-signature options from Adobe Sign, and compliance with security standards to protect sensitive information.
Formstack Workflows
Formstack Workflows is a process automation tool that connects forms, documents, and tasks into streamlined workflows. It allows users to design step-by-step processes where data moves automatically between people and systems.
Formstack Forms includes basic workflow functionality, such as approval flows or routing submissions to different individuals based on conditional logic. These workflows are limited to the form and generally focus on how a single submission is reviewed, approved, or passed along.
Formstack Workflows, on the other hand, is a dedicated process automation tool that goes beyond individual form submissions. It allows multiple people to contribute data at different stages, supports role-based assignments, integrates with Formstack Documents for automated document generation, and connects to external applications. In short, workflows in Forms manage what happens after a single form submission, while Workflows orchestrate entire multi-step, multi-user processes across forms, documents, and systems.
Form Authentication
To restrict access to a form, you may require either a form password or authentication with Ithaca College credentials.
Single Sign-On (SSO)
For added security, forms can be configured to require Single Sign-On with Ithaca College email and password. This ensures that only users with valid college credentials can view, complete, and submit the form. To enable SSO:
- Open your form and go to Settings.
- Select Security.
- Under Form Password, choose Single Sign-On (SSO) and then select Azure SSO.
- (Optional) Map user information from Azure to your form fields to reduce duplicate data entry. Supported fields include: first name, last name, title, department, affiliation, email, and ID. Drag and drop fields from the right panel to map them to the form.
- Select Save Single Sign-On Settings to apply your changes.
See also: Pre-Populate Form Fields (formstack.com)
Password Protection
Forms can be restricted with password protection to limit access to authorized users. Only individuals who enter the designated password will be able to view, complete, and submit the form. To enable password protection:
- Open your form and go to Settings.
- Select Security.
- Under Form Password, choose Password.
- Enter your chosen password in both the New Password and Confirm Password fields.
See also: Password Protecting Your Form (formstack.com)
Online Payments
Online Payments with Stripe
Formstack Forms integrates with Stripe to allow secure online payment collection directly through your web form. Payments can be used for goods, services, donations, subscriptions, or installment plans.
Before enabling payments, make sure your form includes:
- Name, Email, Address, and Phone Number fields
- An Event/Product field or a calculated total field
- A Credit Card field
Adding Stripe Integration
- Open your form and go to Settings.
- Select Integrations.
- Next to Stripe, click Add.
- If Formstack has not been granted access to the Ithaca College Stripe account, copy the credentials from an existing form.
Configuring Stripe Integration
- At the top of the Stripe integration page, confirm that Run Mode is set to Off unless you are actively testing or processing live payments.
- Under Transaction Information:
- Set Transaction Type to Single Payment.
- Define Items to map to Stripe (e.g., product price, shipping cost). At a minimum, include a price field; quantity is optional.
- Under Customer Information, map the form fields (e.g., name, email, address) to ensure data is passed correctly to Stripe.
Roles
Formstack Forms
There are two primary roles assigned to users in Formstack Forms:
-
Standard User Role: The Standard User role is designed for users who need full access to forms within specific folders. Administrators can grant folder-level access, allowing these users to create, edit, and manage forms, as well as work with form submissions. When assigned the Standard User role, users can be granted the following permissions within their assigned folders:
- Create/Edit Forms – Build new forms or modify existing forms within the folder.
- View Submission – Access submitted form data.
- View/Edit Submission – Make edits to submitted form data.
- Analyst User Role: The Analyst role allows for limited, submission-focused access without requiring a full-access license. This role is ideal for users who primarily need to view or manage form submissions. When assigned the Analyst role, users can be given the following permissions at the form or folder level:
- View Submission – Allows the user to see submitted form data.
- View/Edit Submission – Allows the user to view and make edits to submitted form data.
Workflows in Formstack Forms
Formstack Forms includes basic workflow functionality, such as approval flows or routing submissions to different individuals based on conditional logic. These workflows are limited to the form and generally focus on how a single submission is reviewed, approved, or passed along.
Further help can be found on workflows through Formstack Guides
Further Information