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The following settings can be made for your form.


Text on the button to send the form

Specify the text in the submit button.

Text to show on answer submission

Edit the text that shows to respondent after submitting the form. The text can be formatted with Markdown syntax .

Handling of personal data

Check this option if you collect personal information via the form, such as names and “personnummer”. The respondent must then approve a standard text about the handling of personal data at the end of the form in order to be able to send their reply.

By agreeing to these terms, the respondent gives his consent to the data being stored and handled by KTH.

It is of the utmost importance that you as an editor also understand these terms and act on the basis of the commitments of the standard text. As an editor you are responsible for the collection of the data and need to be aware of the obligations this entails. Read the information carefully on the page Handling of personal data in the KTH web form service

When collecting sensitive personal data, KTH's data protection representative should always be contacted first: . Examples of sensitive personal data are information about ethnic origin, political views and religious beliefs.

Confirmation email

If the form contains an email question stating that a confirmation message will be sent to the sender, you can specify which text will appear in the message.

If you do not fill in your own information, the pre-input default information will be displayed.

Note that in order for email confirmation to be sent to the user, the form must contain an email question where it is set that a confirmation email should be sent to the user!

Text in the subject of the confirmation email

The subject line of the confirmation email. Also the text shown in the inbox list of emails.

Headline in the confirmation email

Header-formatted text at the top of the message field.

Text in the confirmation email

The message text preceding the list of posted answers. 

If the respondent has chosen to include their replies in the email or if you as an editor has made included replies mandatory, these will appear below the text you enter in the field.

Email address to use as reply-to in confirmation email

If the recipient of the email chooses to reply, it will be sent to the address you enter here. If no address is provided, the confirmation message will be sent from, which cannot be answered.

Recipients to notify

Specify which e-mail addresses should receive sent forms.

Keep in mind that email recipients listed here will receive all submitted forms regardless of recipient settings in multiple choice question.

(The Name field has no technical significance but clarifies to other editors what person is associated with an email address.)

Editors for this web form

Specify who should have access to the form in the list of forms at

Note that only usernames for KTH account is valid, no complete email addresses!

Also, keep in mind that editors also need permission to the form service itself: Ask for access to the KTH form service .

If the form belongs to a folder, you will see which editors have permission to the form via folder permissions.

Also note that you can't remove yourself as an editor of a form. You will have to ask one of the other listed editors to perform that.


Language for web form

Specify the language of the form. This controls, among other things, the text that appears when fields are not correctly filled in or when a form is only open for a limited time.

Newly created forms are set in Swedish by default. 

Using the language link in the top right corner of the form service's header, you change the language on the editor interface itself, but it does not have bearing on which language applies to the form you are working on. Remember to differentiate this.


Close web form

Check this option if the form should no longer be able to answer. You can anytime activate the form again by unchecking the box.

Once the form is closed, it can also be deleted from the list of forms. Keep in mind that all information will disappear when deleting a form. Make sure all collected data is saved before deleting forms. They can not be restored!

If personal data has been collected, it is recommended that all forms including responses are deleted as soon as they have fulfilled their purpose. All according to the principle that personal data should not be handled unnecessarily or in addition to consent. If you store personal data for purposes other than those that the respondent has approved in the form, new consent must be obtained.

Web form only open between the following dates

Check this option if the form only should be available for a limited time. Click in underlying fields to enable navigable calendar arrays where you enter start and end dates.

When a form closes after expiration date, an email is sent to the form's editors stating the form is closed with a link to the received responses.

Web form closes after following number of answers

Check this option if the form should be closed when a certain number of replies have been sent. Enter the number of answers allowed in the field to the right. Deleting received responses allows for as many new responses.

When a form closes upon the number of replies received, an email is sent to the form's editors stating the form is closed with a link to the received responses.

The setting of maximum number of answers can be combined with the time limit setting. For a form, the combination means:

  • The form will be closed when it has received a maximum number of replies even if the end date has not passed
  • The form is closed when the end date has passed, even though the maximum number of answers has not been received

Keep in mind that the maximum number of responses settings does not affect how many replies a single respondent can send.

Display information, at the top of the form, about when the form is closed

Check this option if the form should contain information about when it closes based on the date and / or how many responses are allowed.

Text to show when form is closed

Enter what information should be displayed instead of the form when it is closed. The text can be formatted with Markdown syntax .

Please note that this text applies in all contexts where the form is not displayed. Namely:

  • When the form is closed via the check box to close the form
  • When the form has not been opened yet due to a start date
  • When the form has been closed due to an expiration date
  • When the form has been closed due to the maximum number of responses received

In other words, you need to put a text that works regardless of the circumstances in which the form is not displayed.

Each recipient should only answer the web form once (cookie based)

Check this option if a respondent only should be able to send the form once. Cookie set on web browser is being used. The same respondent can always post multiple answers via different web browsers or devices.

User must be logged in to answer this web form

Check this option if login with KTH account is required for access to the form.

Note that this setting does not affect whether or not a confirmation email is sent to the user. Confirmation emails always require the use of email question in the form.

Check the following option "Register logged in user" for information on who posted the form with the reply. Be sure not to tick this option if the form is to be answered anonymously. If this option is checked, the respondent's user name for KTH account and first and last name will be shown in the response information.

Keep in mind that forms that are accessible to logged-in users are not displayed at all if they are embedded in websites that are public to all visitors. (In Polopoly, it is therefore advisable that it is the page that requires KTH login and that the form itself is public. Enter the "app.cortina.affiliations.alla" privilege group in the site permissions for the current page for requirement of KTH account.)

Collect browser information from user

Check this option if you want information on browser being used to accompany submitted forms.


Segment for friendly form URL

Enter a readable segment for the URL of the form (“slug”). This is irrelevant if you refer only to a webpage where the form is embedded. If you do not specify your own segment, the form will be available at[form ID number].

Keep in mind that if you change a manually set segment for an existing form, the old URL will expire.

Secret web address to form

The URL of the form according to the form ID number. Do not enter a separate segment for the address in the above setting, and refer only to the secret URL to make it difficult for unauthorized people to guess the form address.

ID-number for Polopoly

For embedding in Polopoly, copy the ID number and paste it into the special form block in Polopoly.

Embed code

HTML form for embedding forms on a web page. Use the Polopoly form block for embedding on Polopoly page.

(WordPress may have trouble managing the dollar sign in the code. Replace "$" with "jQuery" if you encounter this problem.)

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Belongs to: KTH Intranet
Last changed: Dec 05, 2022