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Form Builder Replacement

Overview

Form Builder, the Stanford Web Forms service, currently relies on AFS, and UIT announced Google Forms as its replacement in January 2020. Google Forms is a secure, easily-managed web forms solution that provides many of the same features and functions as Form Builder. 

UIT retired the Form Builder service effective July 30, 2020. If you’re a form owner and you need to access data submitted through your forms, you may still do so when logged into formbuilder.stanford.edu through the end of 2020.

Timeline

  • JANUARY 2020
     
    UIT announced Google Forms as the replacement for Form Builder.
  • April 30, 2020
     
    You can no longer be able to create new Form Builder forms.
  • July 30, 2020
     
    UIT retired the Form Builder service and all existing forms.
  • Dec. 30, 2020
     
    Form owners can access data submitted through old forms when logged into formbuilder.stanford.edu through the end of 2020.

What you can do now

UIT recommends using Google Forms to create new forms. Google Forms is a secure, easily-managed web forms solution that provides many of the same features and functions as Form Builder. For more complex form creation, Qualtrics is a secure and supported alternative. 

 

Learn more about Google Forms

Frequently Asked Questions

Why is Form Builder going away?
Replacing Form Builder is one part of a larger UIT initiative to modernize Stanford’s web content management systems that currently rely on the Andrew File System (AFS). AFS is minimally supported and hosts web content created by individuals and other organizations in unsupported, outdated, and insecure versions of web tools.
When is Form Builder going away?
After April 30, 2020, you will not be able to create new Form Builder forms. After July 30, 2020, the service and all existing forms will be retired.
What are the benefits of using a cloud-based vendor solution?
A cloud-based solution will provide continual security updates and enhancements.
What can I use in place of Form Builder?
In place of Form Builder, you can use Google Forms, a secure, easily-managed web forms solution that provides many of the same features and functions as Form Builder. For more complex form creation, Qualtrics is a secure and supported alternative.
What will happen to my current forms?
You may still access your current forms but after April 30, 2020, you will not be able to create new forms. After July 30, 2020, the service and all existing forms will be retired.
How can I start preparing for this change?
The best way you can start preparing for the new web forms service is to review your existing Form Builder forms, remove any that are no longer active (check with other form admins first), and determine which forms you may need to replace.
Will Google Forms have the same features and functionality that were in Form Builder?
Yes! With Google Forms, you can create polls, quizzes, surveys, evaluations, and more within Google Drive. Build your own form using the tools in Google Forms, or choose from a variety of templates, such as event registration, course evaluations, and RSVPs. Google Forms’ many features work seamlessly with other collaboration applications in G Suite (Docs, Sheets, Slides, Drawings, etc.) through your Stanford login.

These features include the ability to:

  • Create and preview the form as you build it using a simple interface
  • Export data to Excel, Sheets, or other spreadsheets
  • Share forms with collaborators for editing
  • Embed forms in webpages or protect them through single sign-on (SSO)
  • Store forms in Google Drive for easy access
  • Collect and store file uploads submitted with forms in Google Drive
Get more information about the Google Forms service and learn how to get started on the Google Forms service page.
How do I embed my Google Form in a webpage?
You can embed a Google Form in a webpage using iframes. Follow these instructions.
How can I restrict my Google Form to just Stanford users?
Follow these instructions to restrict a Google Form to just Stanford users.
With Form Builder, I could auto-fill user data in a text field. What tool can I use to do this and how?
You can use Qualtrics to auto-fill user data in a text field. Follow these instructions on how to set up the auto-fill.
With Form Builder, I could capture the SUNet ID and other data about a person filling out a survey. What tool can I use to do this and how?
You can use Qualtrics to capture SUNet IDs and other data about the users who fill out Qualtrics surveys. Follow these instructions on how to capture the SUNet ID and other data.
What are accessibility best practices when creating Google Forms?
When creating forms through Google Forms, it’s important for your content to be web accessible to your audiences. This includes audiences with hearing or visual impairments who may rely on assistive technologies to both understand and interact with your web forms. Follow these few best practices to create accessible forms through Google Forms. They’re as simple as adding descriptive context and thoughtful structure to allow everyone to understand and complete the tasks within your web form. 
When I try to open a Google Form, I get a message that says I need permission to view the form. What do I need to do to get access?

You have two options to be able to view a Google Form:

Option 1: Make sure you are logged into your Stanford account, not your personal Google account. Follow these instructions on how to switch between your Stanford and personal Google accounts.

Option 2: If you still are unable to access the form after logging into your Stanford account, contact the person who created the form or who sent it to you. They may need to change the permissions setting for their Google Form.

How do I set up email notifications in Google Forms?

The Advanced Forms Notifications Add-on for Google Forms gives you the ability to send custom email notifications to form respondents and to the form owner after forms are submitted. Follow these instructions to install and set up the Advanced Form Notifications Add-on.

I've received word that Google Forms for those located in China are not able to be submitted. What should I do?
For those located in China, use Stanford Virtual Private Network (VPN) to access Google Forms, or any web application within the Google suite, with your Stanford login.