Webforms with Microsoft Forms

We recommend the use of MS Forms, available through Office 365, as a quick way to set up simple, low-traffic webforms. Forms can be included in Mosaic pages using the embed code (see Microsoft's documentation on how to send and embed a form).


For more complex forms, or forms which are likely to generate significant traffic, Advanced Webform functionality is available for Mosaic sites on request.

Advanced Webform functionality includes:

  • Form creation/administration restricted to specific content editors: only content editors given the 'Form builder' user role by their Site Owner/Administrator are able to make and edit webforms
  • A range of form components. A description of available form components is provided in the 'Available Webform components', below
  • Spam protection. Webforms on Mosaic use Google reCAPTCHA for spam protection (a reCAPTCHA must be set up by the Site Owner/a Site Administrator before webforms can be created). See the reCAPTCHA setup documentation for more information
  • Conditional logic. Forms can be given conditional logic to show/hide components
  • Setup email notifications to send when the form is submitted. Custom emails can be setup to send to particular individuals when forms are submitted
  • Download submissions in bulk. Form submissions can be reviewed and downloaded individually or in bulk, as Excel or CSV files

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Webforms can be built using the following components:

Components for data input Description
Textfield Input a single line of text; minimum and maximum character limits can be set for each Textfield
Textarea Input a block of text; the size and ability for the end-user to resize the text area can be configured 
E-mail Input an email address
Number Input a number value
Select options Provide a set of options to select from; can be displayed as radio buttons or as a dropdown list
Grid Provide a grid of checkboxes for answering a set of questions which require answers on a scale
Date Input a date; the date format can be configured
Time Input a time; a time-range for the end-user to select from can be configured
File upload Upload a file via the form; the filetypes which can be uploaded can be configured
Components for form layout  
Fieldset Group a set of input fields; provide a title for the grouping; the grouping can be set to be in an expandable section
Markup Provide text and image content to the form using a text editor
Page break Break the form into pages

Webform functionality is not available to Mosaic sites by default. To use Webforms on your site:

  1. a Google reCAPTCHA needs to be set up for the site and the reCAPTCHA Site and Secret Keys need to be added to the Site Settings > Form spam protection tab (see the reCAPTCHA setup documentation for more information)
  2. the Site Owner or Site Administrator needs to request the Webform functionality for the site using the 'Request a change to a Mosaic site' form on the Contact page

When webforms functionality is enabled on a site, a Form Builder user role becomes available to give to users (see Users > 'Add' new user/Edit current user).

In order for a user to create or edit a webform, they must be given the Form Builder role.

Once the Form Builder role is associated with a user, a Webforms screen will be visible in Manage Content. Webforms are created and managed within the Webforms screen.

Once forms have been created they will be listed on this screen, where you can view, analyse, and download submissions. Forms' editing screens can be accessed from this screen.