Evaluating Legacy Forms for Migration

Forms are specialized web applications with their own content workflows that often change over time, and may be managed or accessed by different people than those who manage web content. Unfortunately the form-builder tool that is integrated in our WPM system (JotForm) does not allow enough of the flexibility expected by modern users and content owners.

To better meet a wide range of existing content needs, there is no "one-size-fits-all" form builder in our new Drupal platform. This means we are unable to migrate forms created as JotForms intact from WPM into Drupal. Instead, we are providing content owners the ability to embed forms built with modern forms software that is supported by our IT applications team. Our IT applications team is currently in the process of sourcing an enterprise solution for our forms building needs that takes into account the variety of ways that we use forms at the college. This process will take several months before it is in place and rolled out to the campus community. As we are in the process of migrating legacy content from WMP to Drupal this means that we will need to find temporary solutions to your web form needs.

The following information is being provided to help you assess your forms and guide you to a solution that is right for your needs. The right form solution will vary based on the information being requested in the form, so existing WPM forms need to be evaluated individually to determine the best option for rebuilding them. Any content owner who wishes to embed a form on their upgraded site will need to build a new version of that form to replace the old one using a supported external forms tool OR temporarily link back to the existing form in WPM until the enterprise form solution is deployed.

What to Consider

Here are some questions you'll need to answer before discussing how to rebuild an existing form:

  • Is it clear who this content is for and is it still valuable/relevant for that audience?
  • Is it also clear who owns and manages the form, especially those who may be part of the workflow for submissions to that form?
  • Does this content need to be a form or can it be better shared (more accessible, search friendly, etc.) elsewhere?
  • If it is still an active, relevant and useful form, what is the best window of opportunity for recreating this form using a different tool?
  • Does your form request any personal or private identifying information, or request for payment?

Solutions and Options

A. DO NOTHING

If the form is not currently active or required, it can be ignored and not included in legacy move to Drupal. We recommend deleting any form you are no longer using, but legacy forms will remain in WPM along with their data for reference up to an additional year (details TBD).

B. TEMPORARILY LINK BACK TO WPM

If your existing form is active and sufficient for your current needs we can temporarily link back to the form in WPM from your upgraded website until such time as the enterprise form solution is rolled out. Once the new form tool is available to the campus you would need to recreate your form using the new tool and then we would remove the link back to the old form housed in WPM.

C. REBUILD IN NEW FORM TOOL

If you determine your form is still required for your upgraded site, and cannot wait for the new enterprise form solution, it will need to be recreated using a modern form builder tool recommended by our IT applications team. Limited support is currently available for Microsoft Forms, Google Forms, and Cognito Forms. If your content is in a survey format, Qualtrics is recommended.

NOTE: Starting in June 2020, Formstack will be the preferred web form solution supported by the college. All active legacy web forms will be moved to the new Formstack enterprise tool with support from IT on a rolling basis. Read more about this on Intercom.

Our Drupal platform can or will support embedding of these forms on a page, but the form must be built and published first. Please be advised that once the new enterprise form solution is rolled out you may need to recreate the form a second time using that new tool. So this solution should be used sparingly.

Please submit a Website Form Consultation Request to get help choosing a form tool that fits your needs.