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A summary of available form software. Different form options are suitable for different types of data collection, although Sharepoint has functionality for forms, it is worth checking that it is the best solution for your purposes.


Different form options are suitable for different types of data collection. What is the purpose of your form?

Form purpose

Options (see below for more information)


(e.g. declaring a conflict of interest)

  • SharePoint:
    • Online form - can set it so that it records the SSO of the person logged in
    • Scan and upload / email to a list
  • PDF forms


(collecting information, anonymous or otherwise for later analysis)

  • Online Surveys (BOS)
  • REDCap
  • Qualtrics



  • Doodle polls
  • Google forms
  • SharePoint - if security and confidentiality are an issue


(for courses etc)

  • University course booking system (currently in development)
  • Web forms (other solutions preferred)
  • PDF forms


(for events)

  • Web forms (other solutions preferred)
  • Online Shop
  • Eventbrite
  • Google form


  • Online Shop

Ongoing data gathering

  • SharePoint


  • Website form
  • Google form


  • Website form
  • Google form

Sign up

  • Website form
  • Google form

Data Resonsibilities

Before creating your form you will need to think about what personal information is being collected, why you need this, what you are going to do with it, how it will be stored and how long for.  You will need to be transparent with your data subjects about what you are doing with their data.

Note: some services don’t store data in the EU/EEA – you will need to consider whether this is appropriate.

Find out more about your responsibilities:

Solutions: Descriptions

SharePoint forms

  • Expertise is needed to set up high quality usable and accessible forms.
  • Very limited support available.

SharePoint forms are suitable for:

  • Very basic information, the more complex the collection the harder it becomes to administer it.
  • Collecting information from internal members of the University.
  • Storing information in a list.

They aren’t good for (these could be done but only with substantial SharePoint expertise):

  • Booking.
  • Getting an email sent.
  • Anything that is mission critical.
  • Surveys.
  • External facing forms.

Other SharePoint options:

Uploading scanned forms to SharePoint

  • More secure than email.

Emailing scanned documents

  • Effective way of storing documents in a shared location.

Online Surveys (BOS)

Account requests

  • Easy to set up surveys.
  • Can export data.
  • Might not accommodate surveys with very complex requirements - although functionality is being expanded.


  • REDCap is a secure web application for building and managing online surveys and databases. While REDCap can be used to collect virtually any type of data, it is specifically geared to support online or offline data capture for research studies and operations.
  • Further information and account requests.
  • REDCap website.

Online Shop

Website forms

  • Consider how secure your web forms are.
  • Does the all the data also get sent in an email? Think about whether you should prevent personal information from being included in emails. 


  • Accounts not currently provided by the University.
  • Can accommodate more complex requirements than Online Surveys (BOS).  

PDF  forms

  • If these are going to be emailed consider what data you are asking people to provide.
  • Signed PDF forms - can upload a scanned signature to use for signing PDF forms. Other options are the same as typing a name onto a document.  


  • Easy to use.
  • Data is stored outside the EU.

Doodle polls

  • Easy to use.

Google forms

  • Easy to use.
  • Templates for different types of scenarios.
  • Data is stored outside the EU.