Selecting the Best Platform for a Web Form

Summary

Web forms are used for a variety of purposes from scheduling to surveys. Learn more about the limitations and strengths of the main web form tools available at ECU.

Table of Contents

  • Use Cases
  • Available Tools
    • Microsoft 365
      • Polls
      • Lists
      • Bookings
      • Outlook Scheduling Polls
      • Power Automate
      • Forms
    • Slate 
    • TeamDynamix
    • Survey Monkey
    • Moodle
    • Craft FreeForm
    • Google Forms (Retiring)

Use Cases

Use
Avoid 
Explanation
Collect data from people external to ECU. Craft FreeForm, Survey Monkey Microsoft Forms, Google Forms     It is not permitted to use Microsoft and Google in this context, as both store form data outside of Canada.
Register individuals for an event or meeting time slot. Microsoft Bookings, Microsoft Teams (Webinar) EventBrite We do not maintain a enterprise contract with Eventbrite. Microsoft Bookings and Teams are mapped to our user directory, and integrated directly with Outlook calendar
Ask a question to a small group of peers during or outside of a meeting. Microsoft Polls Microsoft Forms, Google Forms  Polls is a streamlined way to collect single-question responses in a Teams channel post, or within a meeting, group or direct Teams chat.
Provide service and maintain a correspondence with the requester throughout the fulfilment process. TeamDynamix Craft FreeForm, Google Forms, Microsoft Forms, Fillable PDFs Requests placed through TeamDynamix can be managed by more effectively by the service team, and tracked centrally by the requester from submission through to resolution.
Define a logical workflow for handling submissions including conditional branches, assigned tasks, notification messages and approvals. TeamDynamix Microsoft Forms + Power Automate TeamDynamix provides a more structured context for request fulfilment, incident response and change management workflows.  Requesters, approvers and diverse support teams can interact with requests centrally and with a common experience.  Microsoft tools are too flexible ensure a consistent and structured centralized experience for all stakeholders.
Trigger the modification of Microsoft documents, data or other actions as a result of submitted data. Microsoft Lists + Power Automate + SharePoint Microsoft Forms, TeamDynamix Lists new 'form experience' can handle basic submission requirements while keeping data in our Canadian tenant. Power Automate provides easy to use, yet powerful automation for tasks within the Microsoft ecosystem including out-of-the-box integrations with Lists data. 
Pull responses to simple questions into a central Microsoft List. Forms Experience in Microsoft Lists Microsoft Forms The new forms experience in Microsoft Lists provides an easier way to collect data onto Canadian servers. When compared with the Excel output of Microsoft Forms, Lists offers a more user-friendly experience within the SharePoint + Teams environment.
Accept complex applications that do not contain personal information (e.g., data validation, multiple long form questions, multiple attachments, ability to modify and update fields after submission, long form help text + submission instructions, ability to export to Excel). Microsoft Forms (additional training and approval required) Microsoft Lists, TeamDynamix Compared with Lists, Microsoft Forms provides a more flexible, powerful form builder that can handle complex data capture, post-submission, editing and export requirements.  However, as submitted data will be stored on U.S. servers and largely out of ECU's control, Forms is not suitable for the collection of sensitive or personal information.  For this reason, its use requires additional privacy / security training and approval from the CIO.

Polls

Learn more at Microsoft.com.

 

Lists

The new forms experience in Microsoft Lists is available for all staff and faculty and is recommended for the collection of simple lists.

  • See LinkedIn Learning's Microsoft Lists Essential Training for the basics of using Lists in OneDrive and SharePoint (note that this course does not cover Lists forms)
  • See video below to learn more about the new Lists form feature.

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