Form Building FAQs
There are several tools available to build, route, and sign forms. Below are some frequently asked questions (FAQs) to help you decide with tool best meets your needs (i.e., PDF forms, Box Sign, Qualtrics, Kuali Build, Microsoft Forms).
Note: Kuali Build requires a training class before you receive build permission; all other tools can be used by accessing the tool.
How can I distribute the form?
PDF Forms: Email link directly or download from a website
Box Sign: Link to form emailed from Box Sign
Qualtrics: Link emailed from Qualtrics or create shareable link (for web pages, etc.)
Kuali Build: Creates a sharable link for people who have permissions
MS Forms: Shareable link or QR code, direct invitation, live Present mode, embed
Can the form request Tufts Credentials (username and password) to authenticate?
Tufts Credential authentication is done using single sign on (SSO). If you require SSO, you should use Qualtrics or Kuali Build. Not all tools can use SSO.
- PDF Forms: No
- Box Sign: No
- Qualtrics: Yes
- Kuali Build: Yes
- MS Forms: Yes
Can multiple people take action on the form (i.e., completing, signing)?
If you need multiple people to take action on your form, using Box Sign or Kuali Build is recommended.
PDF Forms: Yes, but only one at a time and must be done by manually sharing between individuals.
Box Sign: Yes, up to 35 people can take action on a form. You can specify a signing sequence and Box Sign will automatically notify people when they need to take action.
Qualtrics: Not recommended. Possible to setup multi-person workflow but difficult.
Kuali Build: Yes using workflow that is setup when building the form. Kuali Build notifies people when they need to take action and allows for forward and backward sequence revisions/approvals.
MS Forms: No, only one person can act on a form. However, the form can be included as a step within a larger workflow in Microsoft PowerAutomate.
Can my form have restricted fields that only approvers/reviewers can view/edit?
If you need restricted fields, Kuali Build is recommended.
PDF Forms: Form fields would need to be marked as "for office use only" and then completed after submission.
Box Sign: Not possible. When form is complete, all parties involved can view the completed form fields.
Qualtrics: Possible, but not recommended.
Kuali Build: Yes.
MS Forms: No
Can submitters edit responses after submission?
If you want to allow editing of responses, consider using PDF Forms or Kuali Build.
PDF Forms: Form fields would need to be marked as "for office use only" and then completed after submission.
Box Sign: Not possible
Qualtrics: Possible, but not recommended.
Kuali Build: Yes
MS Forms: Yes
Can the form use logic to hide/display questions based on the submitter's choices?
If you need logic built-in your form, consider using Qualtrics or Kuali Build.
PDF Forms: No
Box Sign: No
Qualtrics: Yes
Kuali Build: Yes
MS Forms: Yes
Once a form is completed, how can it be viewed?
PDF Forms: Individual PDFs
Box Sign: Individual PDFs in Box and in the detailed Signing Log
Qualtrics: In spreadsheet download or export individual forms as PDFs from Qualtrics
Kuali Build: In spreadsheet download or export individual forms as PDFs from Kuali Build. (Note: only approval workflows should be stored in Kuali Build; form data should be downloaded and saved in Box)
MS Forms: In the Responses tab for the form on the MS Forms website, as well as in an automatically synced Excel workbook.
Can my form integrate with other Tufts systems to automatically capture submitter information and data?
If you want your from to automatically capture and pull data from other Tufts systems, consider using Qualtrics or Kuali Build.
PDF Forms: No
Box Sign: No
Qualtrics: Yes
Kuali Build: Yes
MS Forms: No
Can my form be completed on a mobile device?
PDF Forms: Possible, but not recommended
Box Sign: Yes
Qualtrics: Yes
Kuali Build: Yes
MS Forms: Yes
How can I make sure my form meets accessibility?
PDF Forms: It's difficult but can be done. Learn more about PDF forms and accessibility.
Box Sign: PDFs will be problematic for sight impaired people using screen readers.
Qualtrics: Can be used to create accessible forms. Learn more about Qualtrics and accessibility.
Kuali Build: Can be used to create accessible forms. Learn more about Kuali Build and accessibility.
MS Forms: MS Forms is the most accessible option. Form fields are designed to be accessible, but you do still need to choose an accessible color scheme and add alternative text to images. Learn more about Microsoft Forms and accessibility.
Where can I find more information on how to use these tools?
PDF Forms: How to create fillable PDF forms with Adobe
Box Sign: Box Sign online guide
Qualtrics: Qualtrics online guide
Kuali Build: Kuali Build online guide
MS Forms: MS Forms online guide