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Web Form Platforms

Last Updated: August 29, 2025 9:42:30 AM PDT
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Learn about the form platforms available through UC San Diego campus and their unique requirements.

Important first considerations and best practices

Before requesting an eform, review the topics below, as well as the information in the drawers.

Purpose & Audience

  • Define the form’s purpose and target audience (internal/external).
  • Clarify how collected data will be used and managed.
Data Security
  • Use secure (HTTPS) platforms.
  • Only collect necessary, non-sensitive data.
  • Follow legal/institutional data policies.
  • Choose platforms suitable for data sensitivity.
Design & Usability
  • Owner/builder of the form should put their contact info at the top of their form; in case a submitter has questions about completing the form
  • Ask only essential questions; group related items.
  • Use short, clear field labels without jargon.
  • Indicate required fields with a consistent marker.
  • Make fields required only when necessary.
Recurring Forms
  • Use evergreen titles (avoid years/dates).
    • ✅ “Scholarship Application Form”
    • ❌ “2025 Scholarship Application Form”
  • State deadlines in form description/confirmation.
Field Types & Logic
  • Prefer dropdowns, checkboxes, radio buttons.
  • Include “Other” options for flexibility.
  • Use conditional logic where appropriate; test for clarity.

Choose the Best Platform for Your Use Case

Different form requirements and uses
Product Good for Acceptable use guidelines
DocuSign
  • Self service
  • Turning paper process into electronc process
  • Capturing signatures
  • Workflow notifications
  • Legally binding signature
Kuali Build
  • Self service
  • Forms
  • API data pull from other campus systems
  • Smart with dynamic fields
  • Workflows: Automated approval and notification
  • Security reviews in progress
  • Legally binding signature
MachForm (eForms)
  • Self service
  • Open forms (no SSO)
  • Quick deployment
  • Website embed
  • Simple Workflows
  • No Personally Identifiable Information (PII) allowed.
OnBase
  • Forms
  • API data push/pull from other campus systems
  • Workflows: Automated approval and notification
  • Website embed
  • Secure Document Retention Policy Compliance
Qualtrics
  • Self service
  • Complex surveys
  • Data collection and management
  • Data analysis
  • Website embed
  • Workflows
  • SSO capable
Service Now
  • Forms
  • API data push/pull from other campus systems
  • Workflows: Automated approval and notification, ase management
  • Website embed

What Is Permitted and Contact Information

Permissions and contacts
Data Type Data Use Guidance Additional Information Supported By
Credit card (PCI-DSS) Not permitted Credit card data may not be collected or stored at UCSD. See: Payment Card Industry Data Security Standards (PCI DSS)

Merchant Services
Export control Not permitted  

Export Control Office
Electronic Protected Health Information (ePHI) subject to HIPAA Not permitted HIPAA requirements are quite complex. Please consult with the Health Sciences Security Office or the campus Office of Information Assurance Office of Information Assurance, Health Sciences Security Office
Human subject research Consult Consult with the Human Research Protections Program. Additional consulting is available from the campus and Health Sciences security office Human Research Protections Program; Office of Information Assurance, Health Sciences Security Office
Intellectual property Consult Consult with appropriate UC location authority (e.g., Office of Innovation and Commercialization, Office of Research Affairs, campus counsel) Office of Innovation and Commercialization
IT security information (e.g., administrative passwords, network diagrams) Permitted Note that passwords may never be stored. If you need to share a credential, use the free campus LastPass service Office of Information Assurance
Other sensitive institutional info (e.g., fundraising, attorney/ client privileges) Permitted Certain types of information may not be appropriate for storage in a form database.  Consult with data proprietor and appropriate UC location authority (e.g., privacy official, development office, campus counsel, information security officer) if you are unsure

Office of Information Assurance
Personally Identifiable Information (PII) Permitted If you are unfamiliar with securing data, consult with the Office of Information Assurance. Office of Information Assurance
Research data Permitted Certain classes of data require additional protections in order to meet Federal security requirements. Consult with the Office of Information Assurance or the Health Sciences Security Office &/or the Research Integrity Office if you believe your data may fall into this category Office of Information Assurance, Health Sciences Security Office.
Animal general (non-humanoid subject research) Not permitted Consult with data proprietor and UC location office of research IACUC
Student education records (FERPA) Permitted Excluding student health records. Consult with data proprietor and UC location authority Registrar's Office