E-lomake online form

E-lomake online form is an online tool that allows you to build, publish, edit, and copy a variety of questionnaires. You can use the E-lomake to gather a variety of information: registrations, feedback, research material, preliminary information or attachments. E-lomake online forms can be created by the staff and students of the University of Helsinki. 

E-lomake online form is available at https://elomake.helsinki.fi

E-lomake online form is not suitable for processing sensitive personal data. Read more here (in Finnish):.
Read also about the impact of the EU General Data Protection Regulation on the use of the e-lomake form here.

From Detailed help tab you can find instructions with pictures.

 

You can find the E-lomake Quick guide here and the instructions here.

Plan first - then implement

Plan the questions and the structure of the form in advance. Do you want to collect numeric or textual data? Are the reports the E-lomake offers sufficient or do you want to transfer the data for further processing to, for example, a spreadsheet program or a statistics program?

Also, consider how the data on the form will be processed. You can share data processing rights with others, even in such a way that more than one person processes only part of the data. In general, it is a good idea to give administrative rights to more people so that, for example, one person can edit and process the form when others are on holidays.

Test the form before public use. Test saving the data, creating reports, and transferring the data. Once the form is working properly, delete your tests and make the form public..

Also, plan the life cycle of the form. You can schedule the publication of the form well in advance. You should consider how the form might be used once the data has been collected. You can use a form as a basis for a new form, but remember to delete unnecessary forms. You can also make forms available to administrators only, so no new responses are accrued. However, be sure to retrieve all the information on the form if you need it later.

Particularly if you are making multiple forms, you may want to consider whether the forms have the same recurring elements. You can group parts of a form into field groups that you can use in other forms. For example, you might want to make your contacts a reusable field group. You can publish reusable parts of the form for public use or restrict the use of the form so that you can only use it yourself. Note that you can also use an already published suitable field group that someone else has created for general use.

 

Login

E-lomake online form is available at https://elomake.helsinki.fi/

Settings

  • Click on Profile Settings on the front page.
  • Your personal information is displayed at the top left (1). You can change the editor language from the drop-down menu (2). When you are finished, click on Save to save the settings (3).

 

New form

This is an example of creating a very simple form, publishing it, and processing the data collected. Each element of the form is described in detail in the instructions by the designer of the E-lomake online form.
More detailed instructions from the designer of the E-lomake online form can be found here

  • Click on Create a new form.
  • Click on OK to confirm the creation of a new form.
  • The editor opens. The edited form is displayed on the left (1). On the right (2) you can see the buttons you can use to add elements and functionalities to the form. The Fields tab contains the functions related to the individual elements of the form, the Form  tab contains the functions related to the form as a whole.
  • Click the pencil icon next to the title.
  • The menus required for editing the form open on the right. Enter a title to the form in the field Form header (1) and click on Save (2). Also note that there is a question mark next to each field. Hover the cursor over it to display the help text for that component.
  • Changes made to the form are displayed on the left (1) in the edit mode. Use the Preview button to see what it looks like to the user. If you want to check the functionality of the form, you may want to publish the form temporarily by clicking Publication. The buttons needed to create the form are displayed on the right in the edit mode (2).
  • Next, a field group that collects personal information is added. Select Text field (1) and give the field a title (2). Open Extra settings (3) and fill in the required fields. Please note that this information will be placed in the new group Personal information (4). When creating forms, it is a good idea to design them so that the same field groups can be used in other forms. You often need to collect personal information, so it is a good idea to make it a reusable partition. When you're done, click Save (5).
  • The form saves the changes and shows the form being created. You can edit all the components you have added by clicking on the pencil icon (1); you can delete a component by clicking on the X (2) or duplicate it by clicking on the plus symbol (3). The order of the components of the form can be changed by dragging them from the double-headed arrow (4) to a new location.
  • Next, we will add an e-mail field to the same group and check the validity of the field information. Add the field as above, but select Email address  from the Verification  menu (1). The field is in the same Personal Information group (2) as the name query added above. Click on Save (3).
  • You can review the form by clicking Preview. A preview of the form opens in a new tab on your browser.
  • Note that even if the value in the e-mail field on the form is checked, the check is very rudimentary. In practice, any string containing the @ character is valid. If you use the form check features, try for yourself how they work. Close the tab.
  • Next, we will add a checkbox group to the form. First, open Check box group (1). Enter the options in Selections (2). If you need more rows, click on add above the column. The group is later used to present dependencies, so we will now create a new group called Fruit (Hedelmät) (3). Click on Save (4).
  • Let's make another similar group called Roots (Juurekset) with selections carrot (porkkana), turnip (nauris) and beetroot (punajuuri). Save your changes by clicking Save.
  • Now the form should look like this:

 

Dependencies

Dependency means that respondents are shown different follow-up questions based on their previous answers. For example, if the respondent selects “Fruit” (Hedelmät), they can choose from Apple (Omena), Orange (Appelsiini) or Pineapple (Ananas), but they do not see the options in the group “Roots” (Juurekset). Let’s continue building the form started above and first make a Radio button group with two options, Fruit (Hedelmät) and Roots (Juurekset).

  • Select Radio Buttons. Enter a row heading in field (2), options in fields (3), and place the field in a new field group (4). Save by clicking Save (5).
  • The form should look like this:
  • Note that the new components are shown at the end of the form. In terms of the usability of the form, this order might not be the best one. You can reorder sections of a form by clicking and holding the double-headed arrow with your mouse and dragging the section to a new location.
  • The form looks much better now. All field groups and fields on the form are displayed in a more natural order. The goal is to have a field group Selection (Valinta) visible to the user with a row instructing the user to Choose one from two group options, Fruit (Hedelmät) or Roots (Juurekset). Clicking on either of the two; the user will only see the items included in the corresponding group.
  • Next, we will define the dependencies. Click on Dependencies under the Form tab (1). Fill in the information in the New dependency section as shown in the image below (2).
    • This field = Choose one
    • Operator = Contains
    • Value = Fruit (Hedelmät)
    • Action = Show
    • Target = Fruit (Hedelmät)
  • Click on Save (3).
  • Define the other dependency in the same way
    • This field = Choose one
    • Operator = Contains
    • Value = Roots (Juurekset)
    • Action = Show
    • Target = Roots (Juurekset)
  • You can later edit the dependencies by clicking on the blue ring and remove them by clicking on the red cross.
  • Open the preview by clicking Preview.
  • When selecting one of the pushbuttons, the corresponding checkbox should appear. NOTE THAT THE PREVIEW DOES NOT ALWAYS CORRESPOND TO THE FINAL FORM. It is always best to test the usability and appearance with a published form.

 

Feedback to the user

It is a good idea to give feedback to the user of the form after they have filled in the form and submitted the information.

  • Click on Feedback  under the Form tab (1). Choose the feedback to be sent. In section (2) you can insert a URL link and redirect the respondent to another website. In section (3) you can insert a feedback text to be viewed. By clicking Select responses, you can attach information about the answers provided on the form (3). You can also send e-mail (4) and add the e-mail sender's address (5). Click on Save (6) to save the changes.
  • The default feedback should be short.
  • It is usually better to write the more informative feedback text yourself, for example:

 

Reuse field groups

In many cases, several different forms collect the same information, such as contact information. The reuse of field groups facilitates the preparation of the form and possibly also its further use, when the information obtained from the different surveys is in a standard format.

  • Click the pen icon (1) to open the field group in edit mode. From the Group reuse menu you can choose whether you want to allow the field to be reused and who can use it (2). Click on Save (3).
  • You can find the ready-to-use fields from the Ready-to-use fields menu under the Fields tab.

 

Publishing a form

  • Click on Publication.
  • Choose Published when you are ready to publish your form. The option In admin use can be used, for example, in the testing phase. You can restrict access to the form by selecting the login method under Authentication source. You can copy a direct link to the form from Direct link to form (3). Choose your preferred settings and click on Save (4).

 

User authentication

  • You can require users to log in to the form. By selecting LDAP authentication, the login is done with the University of Helsinki username and password.

 

Processing of collected data

  • Once the form is published, you can see a Report button in the editor. Clicking on it will open a report.
  • The answers are displayed in a table format (1). You can process, delete or open individual answers in XML format from the icons on the left (2). From the top row (3), you can manage the entire set of answers, for example, transfer the data to an Excel or delete all of them. From the title bar, you can open a graphical presentation of the distribution of the answers to a single question or perform simple statistical actions by clicking the bar diagram icon.

 

Parallel forms

To create parallel forms, such as different language versions, follow these steps:

  • Open the Forms tab. Click the arrow next to the gear icon. Click on Create a new parallel form.

Granting rights

Note: The search for E-lomake users will only find those University of Helsinki users who have once logged in to the E-lomake system with their own username. So ask the people to whom you want to share rights to sign in to the service if you cannot find them through the search. User information is checked from the LDAP database at the first login. In general, it is a good idea to give at least administrative rights to more people so that, for example, one person can edit and process the form when others are on holidays.

  • Click on Permission under the Form tab (1). By clicking Select users (2), you can search for users.
  • Enter a name or a username in the search field and click on Search. Select the correct person from the list by clicking Select (2).

 

Testing the form

You may want to use the form preview mode frequently when you are creating a new form. However, you cannot test all properties of a form in the preview mode. Once you have completed the form, publish it, fill out the form yourself, and review the reports generated by the form, as well as data processing and transfer to other programs. When the form works as desired, disable the form and delete the test responses. Then publish the form for general use.

 

Deleting a form

  • Open the Forms tab and click the gear icon next to the form. Delete the form by clicking Delete.
    Be sure to retrieve the information on the form before deleting it!

 

E-lomake user support

E-lomake online form is now a service provided by the IT Center. In case of technical problems and error situations, help for staff and students is provided by the Helpdesk.

Mailing list

The users of the E-lomake have their own mailing list, e-lomake@helsinki.fi, which is used to inform about current and important issues related to the E-lomake (new features, updates, interruptions, and so on). If you are an active user of E-lomake, we definitely recommend joining the mailing list!

Joining the mailing list:

  1. Send an e-mail to majordomo@helsinki.fi
  2. Enter only the following text in the body field in one row:
    subscribe e-lomake@helsinki.fi
    Note: If you want to use an e-mail address other than the one from which you are sending the subscription message, then enter this text in the body field: subscribe e-lomake@helsinki.fi oma.oikea@osoite.fi
    In other words, replace the text oma.oikea@osoite.fi with the e-mail address you want to receive e-mails to, for example, raimo.keski-vaanto@helsinki.fi

Unsubscribing from the mailing list:

  1. Send an e-mail to majordomo@helsinki.fi
  2. Enter only the following text in the body field in one row:
    unsubscribe e-lomake@helsinki.fi oma.oikea@osoite.fi
    Replace the text oma.oikea@osoite.fi with your e-mail address, for example, raimo.keski-vaanto@helsinki.fi.

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The instructions site of the University of Helsinki's IT Helpdesk helps you with IT-related issues related to your work. Let us know how we can improve our instructions. We greatly appreciate your feedback!

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