Formstack is a no-code digital forms platform used at KAUST to build forms, collect structured information, automate notifications, and support approval or workflow-based processes.
It is a good option when you need more than a simple survey and want a form that is structured, flexible, and easier to manage over time.
A simple way to think about it:
Microsoft Forms = simple forms and surveys
Formstack = structured forms, workflows, and more advanced data collection
SharePoint / OneDrive = where your documents and files should usually live
Use Formstack when you need to collect information in a more structured way and the process involves more than a simple one-page form.
KAUST provides multiple form tools for different needs. If you are not sure which platform is best for your use case, review the comparison guide before building your form.
Build forms using drag-and-drop tools without writing code.
Show or hide questions based on how someone answers previous fields.
Send email notifications, confirmation messages, and approval steps automatically.
Review, search, and export submitted form data from one place.
Build forms for public audiences or internal audiences, depending on the business need and configuration.
Once you have a Formstack license, sign in using your KAUST account through the Formstack login page.
Before you can start building forms in Formstack, you will need a Formstack license.
Before you start building, take a few minutes to plan the form. This saves time later and reduces rework.
Plan these items first:
Always test your form before sharing it widely.
Recommended checks:
Once the form is complete and tested, you can publish it and begin collecting responses.
People submitting the form should know that their submission was received successfully.
Use a confirmation screen or message so people know the form was submitted and what happens next.
Configure email notifications so the right people are alerted when a form is submitted, approved, or requires action.
Once your form is live, most of the ongoing work happens in the submissions area.
This is where you can:
If your form collects uploaded files, plan the storage approach before publishing the form.
Important considerations:
Use internal forms when the audience is limited to the KAUST community. These forms may be better suited for SSO or access restrictions where appropriate.
Use public forms when the audience includes external people, such as event participants, external applicants, or community members outside KAUST.
A form should be treated as a managed business tool, not something that is built once and forgotten.
Every form should have a clear owner responsible for keeping it accurate, useful, and maintained over time.
The form owner should be responsible for:
Learn about the different types of fields you can add to your form and how to configure them effectively.
Step-by-step guidance on creating accessible, intuitive forms that meet the needs of your audience.
Understand how to manage, export, and analyze the data collected through your Formstack forms.
Connect your Formstack forms to Microsoft OneDrive to store uploaded files securely and stay within storage limits.
Enable KAUST Single Sign-On to restrict form access and autofill identity fields for a seamless experience.
Quickly locate the Form ID needed for integrations like Power BI or automated workflows.
Follow step-by-step instructions to connect Formstack form submissions directly to Power BI for reporting.
