It is possible to create a web form on the pages of an EPFL WordPress site via the WPForms plugin. The objective is to offer a generic, flexible and easy-to-use form management tool for WordPress sites, offering an interface payments and having its data hosted at EPFL (therefore in Switzerland). This plugin is not available by default because any form collects the personal data of those who fill it out (e.g. name, first name, email, etc.) and therefore must comply with the Data Protection Act. This module is not available for sites managed externally or outside the WordPress EPFL solution.
Please follow the procedure below if you need a form.
Available form types
- Registration for an event with payment
- Registration for an event without payment
- Ordering a paid service for external audiences (e.g. ‘certificate request‘)
- coming soon (under development): survey
Steps:
1. Comply with data protection
2. Request the installation of the WordPress plugin on your site
4. Display the form on the site
Limitations of the proposed plugin
1. Comply with data protection
By using WPForms you guarantee the proper application of the FADP
Almost all forms made with WPForms collect personal data: you therefore formally undertake to read and apply the good practices described by our Data Protection Officer.
Any questions regarding data protection can be directed to the person in charge.
2. Request the installation of the WordPress plugin on your site
Upstream,
- Read the legal procedure
- Complete the private policy template that will be requested.
- If your form includes a payment module, please activate it (the link to a snow form will be available soon)
Then
- Send the request to [email protected]. The name of the person responsible for data processing is required, as well as the private policy file if necessary.
The plugin is installed by our support teams (usually within 3 business days). It potentially allows the creation of several forms: the person responsible ensures that each new form created complies with the procedure.
3. Create the form
Connect in “wp-admin” mode to the desired site.
In the right column, choose WPForms, then Add New or Form Templates
- You will have the option of using a “template” or creating the form from scratch. The template is a good option, but if you opt to create from a blank page, you will need to select the desired fields and drag them onto the page.
- Each field has options, to configure as you wish. You can also move, delete or duplicate them.
- It is possible to make conditional fields, which are displayed only depending on the response of another field.
- When sending the form, parameters allow you to specify the confirmation message.
- For payments, it is possible to use the Payonline system via a payment instance. Certain form fields are then mandatory.
About PayOnline, see also:
- PayOnline’s General Terms and Conditions
- the form to obtain a PayOnline terminal
4. Display the form on the site
- Insert a “WPForms” Block and choose its form from the drop-down list.
It is possible to put blocks (for example paragraph) before and after the form. - Alternative: Add a ‘Block’ block
Enter: [wpforms id=”6″] if for example, this is the field entered in the “shortcode” column
- If it is a conference, do not forget to add on the same page the link to the completed pdf of your ‘private policy’.
- It is not possible to restrict access to a form displayed on a page of a public site. To restrict access to the form, the only method is to install it on an internal site inside.epfl.ch.
5.Manage the form lifecycle
- As soon as the form is online, you can collect the results: go to Tools / Export
- Responses can be exported in .csv or .xlsx format
- Possibility for the owner of the form to receive an email notification for each entry (see preferences):
go to Settings / Notifications
- The person completing the form receives a confirmation email only if the form is interfaced with Payonline (form with payment).
6. Delete site data
- At the end of the event (or as soon as the data is processed), be sure to not only delete the form if necessary, but also any data that was entered.
- Go to WPForms / Entries then click on the trash can (Delete All)
Limitations of the proposed plugin
It seems important to remember that the primary functionality of WPForms is the forms! Many of the limitations below are similar to what one might expect from an online sales plugin, like WooCommerce & co.
- The notion of quantity is not (yet) implemented. For example, in the case of guided tours of EPFL, the amount varies depending on the number of participants; WPForms does not allow for amount x participants.
- The notion of stock: WPForms does not offer the possibility of limiting the quantity of an item sold.
- Quantity discounts: 1 for 3, 2 for 5, etc… are not features provided by WPForms
The other limitations are directly linked to the requested developments.