Forms
Choose the right form tool for your project.
UND provides several form solutions to support different use cases, accessibility requirements, workflow needs, and data collection goals. Use the guidance below to compare available options and determine which form tool best meets your needs.
Form Types
When creating forms, it’s helpful to think of them in terms of two categories: web-based forms and document-based forms. While both can be used to collect information, web-based forms are the preferred option because they are generally more accessible.
- Use responsive design, making them easier to complete on phones, tablets, and other devices.
- Are generally more accessible for individuals using assistive technologies, like screen readers.
- Allow updates to be applied instantly, without redistributing files.
- Reduce issues caused by outdated or multiple versions of the same form.
- Simplify data collection, reporting, and record management.
Why do we recommend web-based forms over document-based forms? Document-based forms are often more difficult to make accessible. If a document-based form is required, PDF forms are generally preferred over Microsoft Word forms because they provide more robust support for form fields and accessibility features. However, PDF forms still require careful accessibility review and may require additional remediation.
Form Accessibility
Accessibility depends on both the form platform and how the form is created. Even when using an accessible form tool, form creators must still write clear instructions, use accessible question types, provide alternative text for images, and follow accessibility best practices.
Form Tools
MS Forms
Microsoft Forms is a web-based tool for creating simple forms, surveys, and quizzes. As part of the Microsoft 365 Suite, it includes built-in accessibility features that support keyboard navigation and screen reader use.
Qualtrics Forms
Qualtrics Forms are customizable online forms ideal for collecting data, conducting surveys, and managing feedback. They offer flexibility in design, question types, and logic, making them well suited for gathering information from large groups.
Docusign, Omni, and Gideon Taylor Forms
Docusign: PowerForms and Web Forms are ideal for forms that recipients can complete and sign on demand, without the sender initiating the process each time.
Omni Forms: Built directly on a UND sponsored site, these forms are ideal for collecting information that does not require a signature or authentication login.
Gideon Taylor Forms: Best used for workflows within PeopleSoft. These forms are ideal for collecting information that needs to be stored directly in PeopleSoft, as they ensure that data from form submissions connects to the system automatically at the end of the workflow.
PDF Forms
PDF forms can be used when appropriate, but they typically require more accessibility work than web-based forms. To support accessibility, PDF forms require proper tags, meaningful form field labels, descriptive titles, and a logical reading order.
Remediate Forms in Adobe Acrobat
Compare Form Tools
Each form solution offers different features, workflows, and accessibility considerations. Use the chart below to compare available options and determine which form tool best meets your needs.
| Feature | Microsoft Forms | Qualtrics | Docusign | Omni Forms | PDF Forms |
|---|---|---|---|---|---|
| Can be made accessible | Yes | Yes | Yes | Yes | Yes, but difficult |
| Mobile friendly | Yes | Yes | Yes | Yes | Yes, but limited |
| Allows UND login (SSO) | No | Yes | Yes | No | No |
| Supports signature | No | Yes (Question type not accessible) | Yes (Question type not accessible) | No | Yes |
| Supports display logic | Yes | Yes | Yes | Yes | No |
| Multiple people can take action | No | Yes, but limited | Yes | No | Yes, but limited |
| Supports restricted fields | No | Yes (Not recommended) | Yes | Yes | No |
Form FAQs
Use the frequently asked questions below to determine which form tool best meets your needs.
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MS Forms: Forms are designed to be accessible, but some manual edits and reviews will still be necessary. Learn more about accessibility in Microsoft Forms.
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Qualtrics Forms: Qualtrics forms are highly customizable, so you will need to ensure you follow accessibility guidelines for forms. Learn more about accessibility in Qualtrics.
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Docusign Forms: Docusign forms can be made accessible, but they require a general knowledge of form accessibility. For accessibility, use Docusign PowerForms or Web Forms, as the eSignature experience is not fully accessible. Contact UIT for more information on Docusign.
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Omni Forms: Omni forms can be made accessible depending on how they were built and configured. UND provides help documentation for how to create forms in Omni. Contact Aimee Halstenson at aimee.halstenson@UND.edu for more information.
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PDF Forms: PDF forms can be made accessible, but the process can be extremely difficult. Even the most perfectly remediated PDF may still contain some underlying accessibility issues.
- MS Forms: Direct link or QR code, direct invitation, live Present mode, embed
- Qualtrics Forms: Direct link or QR code that can be shared via email, phone number, or social media.
- Docusign Forms: Direct email link shared via email or website.
- Omni Forms: Distributed through the Omni website; they are set up as a web asset.
- PDF Forms: Direct link sent via email or a document download from a website.
- MS Forms: Responses can be viewed in the Responses tab on the MS Forms website. Data can also be exported to an Excel workbook.
- Qualtrics Forms: Responses can be downloaded to a spreadsheet, or individual forms can be exported as PDFs.
- Docusign Forms: Review forms in the Form Data menu option. Data can also be exported to a CSV file.
- Omni Forms: Responses can be exported to an Excel spreadsheet.
- PDF Forms: Submitted forms can be viewed as PDF files.