What is a Submission Form, and How to Create One?

Unlock the potential of your submission forms with our expert guide. Learn how to create forms that engage users and drive conversions.

Last Updated on March 3, 2024 by Ossian Muscad

Do you need to collect data from a lot of people? Are you looking for a way to make it easier for people to apply to your organization? If so, then you need a submission form! Submission forms make it easy for you to collect information from respondents and can be used for various applications. This article will discuss what a submission form is and how you can create one for your business. We’ll also discuss the different types of submission form templates that you can use for your organization. 

 

What is a Submission Form?

A submission form is a tool for data gathering. It allows you to collect pieces of information from respondents. A submission form is a versatile document and one that you can use to collect information in different formats. Submission forms make it easy for you to collect information from a large number of people. It’s great for different purposes, such as academic submissions, event registrations, and work applications. 

 

Why Use a Submission Form?

There are many reasons why you will need to use a submission form. Maybe you need to collect data for a research project. You may be looking for a way to make it easier for people to apply to your organization. Whatever the reason, submission forms can be a helpful tool. They make it easier for you to collect information from respondents and get the data or information you need to make decisions or take action. 

 

Different Types of Submission Forms

Submission forms come in different types. The type of submission form you’ll use will depend on the purpose of the submission form and the kind of information you need to collect. Here are some of the different types of submission forms that you can use for your business or organization: 

Standard Submission Form

A standard submission form is a generic, versatile tool that can be adapted for multiple uses across various fields and industries. This form typically includes fields for basic yet essential information such as the respondent’s name, contact details (including email and phone number), and the submission title or subject.

The simplicity and adaptability of a standard submission form make it an invaluable resource for businesses or organizations looking to gather information without the need for specialized, purpose-specific forms. Whether for event registrations, academic submissions, or general inquiries, the standard submission form facilitates efficient and organized data collection, streamlines processes, and enables effective communication.

Abstract Submission Form

Do you need to collect abstracts from respondents? An abstract submission form allows you to do just that! This specialized form of submission is designed to gather not just basic information but also detailed insights into the respondents’ professional or academic backgrounds. It is particularly valuable for conferences, academic journals, or any setting where a summary of work or research findings is required.

An abstract submission form typically includes fields for bio-data, educational attainment, author’s specialization, and the abstract title, ensuring you receive all the necessary information to make informed decisions. By using this form, organizations can streamline the process of collecting and reviewing abstracts, making it easier to identify relevant submissions for further consideration.

Event Registration Form

An event registration form is a critical tool used to register attendees for various types of events, from seminars and workshops to conferences and galas. This type of submission form is designed to collect essential information required for event planning and management. Key details such as the attendee’s name, contact details (including email and phone number), and the number of attendees are typically requested through the form.

This information not only facilitates smooth entry and participation for the attendees but also aids organizers in logistical planning, communication, and follow-up. By using an event registration form, event organizers can streamline the registration process, ensuring an efficient and organized approach to collecting attendees’ information, leading to a more successful event execution.

Work Application Form

A work application submission form is an essential tool used by employers to collect information from job applicants during the hiring process. This form is meticulously designed to gather comprehensive details such as the applicant’s name, contact information (including email and phone number), work experience, and educational background.

By using a work application form, employers can streamline the application process, making it more efficient to review candidates’ qualifications and suitability for a position. Furthermore, it aids in organizing the recruitment process, ensuring all applicants are evaluated based on standardized information, and contributing to a fair and impartial selection process.

Journal Submission Form

A journal submission form is a crucial tool for authors looking to submit their articles for publication in academic or professional journals. This type of submission form is specifically designed to gather critical information necessary for the submission and review process. It allows authors to provide the title of the journal they wish to submit to, indicate the type of journal (e.g., academic, scientific, professional), offer a detailed description of the journal’s focus or subject area, and include bio-data about the author(s).

This form may encompass the author’s academic qualifications, research interests, and previous publications. Utilizing a journal submission form streamlines the process of article submission, ensuring that publishers and editorial boards have all the necessary information to assess the suitability of the article for publication in their journal. It is an indispensable tool in the academic publishing realm, facilitating communication between authors and publishers and contributing to the efficient dissemination of scholarly work.

Manuscript Submission Form

Do you want to collect manuscripts from various authors for publication? If so, then a manuscript submission form is the one you should use. A manuscript submission form is used to submit manuscripts for publication. This type of submission form allows you to collect information such as the title of the manuscript, the type of manuscript (e.g., fiction, non-fiction, academic, poetry), the description of the manuscript, and the author’s bio-data.

Details of a manuscript submission form may include academic qualifications, previous publications, and research interests. The manuscript submission form is essential for publishers, literary agents, or any entity involved in the publication process, as it standardizes the submission process, making it easier to review and evaluate manuscripts based on consistent criteria. By employing a manuscript submission form, you can ensure that all necessary information is provided upfront, facilitating a smoother, more efficient manuscript handling and review process.

Player Profile Form

A player profile submission form is a specialized tool utilized primarily by coaches and sports organizations to collect comprehensive information about athletes. This type of submission form is instrumental in understanding a player’s strengths, weaknesses, skill levels, and overall performance metrics. It typically encompasses fields for personal information, such as the player’s name, age, and contact details, alongside specific data related to their sports career — including position played, years of experience, previous teams, and notable achievements.

Additionally, it may solicit information on a player’s physical attributes, such as height and weight, as well as any awards or recognitions received. By employing a player profile form, coaches can efficiently gather vital data on players, aiding in the assessment of their suitability for team roles or determining areas requiring development.

SEO Content Request Form

An SEO content request form is an invaluable submission form used primarily by digital marketing teams and website owners to request the creation of SEO-optimized content from writers specializing in search engine optimization. This particularly structured form helps in gathering essential details such as the specific article topic, preferred keywords or phrases, the desired word count, and the target audience for the content.

By accurately providing this information, the form ensures that the content produced aligns with SEO best practices, helping to improve the website’s visibility in search engine results. Additionally, this form can specify the tone, style, and any particular points that need to be addressed within the article, making it a critical tool for producing content that not only ranks well but also resonates with the intended audience.

These pivotal details captured by an SEO content request form facilitate the creation of content that is both search-engine friendly and tailored to meet marketing objectives. These are only a few submission forms you can create and use—there are tons of submission form templates available, catering to a wide array of needs and industries.

 

Elements of a Submission Form

In data collection and organization, the design of a submission form plays a critical role in facilitating a seamless exchange of information. Crafting a well-thought-out form not only ensures that all the essential details are captured but also enhances user experience, making the process more efficient and user-friendly. Here, we will outline the key elements that should be included in a submission form to ensure comprehensiveness and functionality.

  • Personal Information Section: Include fields for the name, date of birth, contact information (email and phone number), and address. This section gathers basic yet vital information about the individual, facilitating further communication.
  • Education Background: Request details on education history, including the highest level of education achieved, names of institutions attended, degrees or certifications obtained, and dates of attendance. This helps assess the individual’s academic and professional qualifications.
  • Work Experience: Create sections for the applicant to list their previous employment history, job titles, responsibilities, duration of employment, and reasons for leaving. It provides insight into the candidate’s work ethic and experience.
  • Skills and Competencies: Ask for a list of technical and soft skills. This enables the evaluator to understand the applicant’s capabilities and how they align with the job requirements.
  • References: Include a segment for providing professional references. Request the name, relationship, company, and contact information of each reference. This facilitates background checks and testimonials of the applicant’s professional demeanor.
  • Personal Statement or Cover Letter: Provide a space for applicants to write a brief personal statement or attach a cover letter. This offers insight into the applicant’s motivations, personality, and suitability for the role or opportunity.
  • Attachments and Portfolios: Add an option for uploading relevant documents, certificates, portfolios, or work samples. This feature allows the reviewer to further assess the applicant’s qualifications and achievements.
  • Data Privacy Consent: Incorporate a checkbox or signature field where applicants acknowledge and consent to the terms of data use and privacy policy. This is essential for compliance with data protection regulations.

 

By incorporating these elements into a submission form, organizations can ensure a comprehensive and efficient process that aligns with their information-gathering and evaluation needs.

 

Creating a Submission Form

Creating a submission form is easy and can be done in a few simple steps. All you need is a submission form template and a tool to create the submission form. Here’s a step-by-step guide on how to create a submission form: 

Step 1: Choose a Submission Form Template.

Selecting the right template is crucial as it will serve as the foundation for your submission form. Look for a template that closely aligns with the purpose of your form, whether it’s for job applications, event registrations, or any other information gathering. Many online platforms and form builders, such as Google Forms, Typeform, SurveyMonkey, and JotForm, offer a variety of customizable templates suited for different purposes.

When choosing a template, consider the layout, the type of questions it supports (multiple choice, text entry, file uploads), and how easy it will be for respondents to use. Additionally, ensure that the template is mobile-friendly, as many users will likely access the form on their mobile devices. Once you’ve selected the appropriate template, you can begin customizing it to meet your specific requirements.

Step 2: Download the Submission Form Template.

Download the chosen submission form template from the platform or form builder you have selected. Most platforms provide a direct download option, where you can save the template in various formats such as PDF, Word, or an editable form format compatible with the platform itself.

Ensure you have the necessary software or applications installed on your computer to open and edit the template according to your needs. If you plan to use an online form builder, you might not need to download the template; instead, you would customize it directly within the platform. Remember to check for any software or browser compatibility issues to avoid glitches in the customization process.

Step 3: Edit the Submission Form Template.

Editing your submission form template is a critical step to ensure it meets your unique needs. Begin by opening your downloaded or online template with the respective software or platform. First, customize the form’s visual aspects, such as colors, fonts, and layout, to match your organization’s branding and to make the form visually appealing. Then, adjust the preset fields in the template to suit the information you aim to collect. Add or remove questions, ensuring that each is clear and serves a specific purpose. For multiple-choice questions, verify that the options provided cover all possible responses or include an “Other” option for additional answers.

Next, consider the user experience by organizing questions logically and grouping related fields. This makes the form easier to fill out and reduces the likelihood of errors or incomplete submissions. If the platform allows, incorporate conditional logic to show or hide questions based on previous answers, streamlining the process for respondents.

Security is also paramount; ensure that any data collected is protected, especially if sensitive information is involved. Include any necessary disclaimers or consent boxes regarding data use and privacy policies, making sure that they are compliant with regulations such as GDPR, CCPA, or other relevant data protection laws.

Finally, test your form thoroughly before deployment. This includes filling it out yourself, checking for typos, ensuring all links work correctly, and verifying that the form is mobile-responsive. Collecting feedback from colleagues or a focus group can also provide valuable insights into further improvements. Once satisfied, your form is ready to be shared or embedded, where it can begin collecting data efficiently.

Step 4: Save the Submission Form.

After completing the customization and testing of your submission form, the next step is to save it in a format that is accessible and easy to distribute. If you are using a desktop application, choose a universally accessible format like PDF or DOCX for document-based forms, ensuring they can be opened on any device. For those using online form builders, most platforms will save your work automatically.

However, it’s essential to publish or activate the form according to the platform’s specific instructions to make it available for submissions. Additionally, consider creating a backup of the form template in cloud storage or an external drive for safekeeping. This precaution ensures that your efforts are preserved and can be easily retrieved or modified for future use.

Step 5: Share the Submission Form.

Sharing your submission form effectively is a critical step to ensure it reaches its intended audience and generates responses. There are several ways to distribute your form, each with advantages depending on your target recipients. You can:

  • Email: Send the form directly to your prospective respondents via email. This approach is highly effective for personalized invitations or when targeting a specific group of people. Ensure the email contains a clear call-to-action and a direct link to the form.
  • Website Embedding: If you have a website, embedding the form on relevant pages can capture the attention of visitors who are already interested in your content or services. Most online form builders provide embed codes that you can easily paste into your website’s backend.
  • Social Media: Share the form on your organization’s social media channels to reach a broader audience. Platforms like Twitter, Facebook, LinkedIn, and Instagram can disseminate your form quickly and attract a diverse group of respondents. Tailor your message for each platform to engage effectively with the audience.
  • QR Codes: Generate a QR code for your form and display it on physical or digital mediums like brochures, posters, newsletters, or events. This method simplifies access to your form, as individuals can scan the code using their smartphones and be directed straight to the submission page.
  • Collaboration with Partners: Distributing your form through trusted partners or sponsors can help reach audiences beyond your immediate network. This method can be particularly effective if your form is related to joint events, research, or campaigns.

 

Remember, your distribution strategy should align with your audience’s preferences and behaviors to maximize response rates. Always provide a brief introduction or description with your form to inform potential respondents about its purpose and how their input will be used.

 

Frequently Asked Questions (FAQs)

Q1: Can I modify the submission form after it has been published?

Yes, you can modify the submission form after it has been published. However, it’s essential to consider how changes might affect respondents who have already filled out the form or are in the process of doing so. For significant changes, it might be prudent to create a new version of the form.

Q2: Are there limitations on the number of submissions a form can receive?

This often depends on the platform or service you are using to create and host your submission form. While some platforms offer unlimited submissions, others may have a cap based on your subscription level. Always check the details of your service plan for specifics.

Q3: How do I ensure my submission form is accessible to people with disabilities?

To ensure your form is accessible, follow web content accessibility guidelines (WCAG), such as providing alternative text for images, ensuring adequate contrast between text and background colors, and using labels or instructions for form fields. Many form builders have accessibility features built-in, but it’s still crucial to review and adjust your form as needed.

Q4: Can submission forms be integrated with other tools or platforms?

Yes, many submission form builders offer integrations with a wide range of tools and platforms, such as CRM systems, email marketing services, and cloud storage providers. These integrations allow for automatic data transfer and can streamline workflows significantly.

Q5: What measures can I take to protect the data collected through my submission form?

To protect data, ensure your form is hosted on a secure platform that uses encryption, such as SSL/TLS, to protect data in transit. Additionally, be mindful of the data collection platforms’ compliance with data protection regulations like GDPR or CCPA and implement strong access controls and data retention policies.

Q6: How can I analyze the data collected from submission forms?

Many form builder platforms offer built-in analytics and reporting tools that allow you to view submissions, analyze data, and generate reports directly within the platform. For more in-depth analysis, you may export the data to spreadsheet software or integrate the form with data analysis tools to uncover insights and trends.

 

Create a Submission Form Using DATAMYTE

DATAMYTE is a quality management platform with low-code capabilities. Our Digital Clipboard, in particular, is a low-code workflow automation software that features a workflow, checklist, and smart form builder. This tool lets you create intuitive, customized submission forms without any coding experience.

DATAMYTE also lets you conduct layered process audits, a high-frequency evaluation of critical process steps, focusing on areas with the highest failure risk or non-compliance. Conducting LPA with DATAMYTE lets you effectively identify and correct potential defects before they become major quality issues.

With DATAMYTE, you have an all-in-one solution for quality management, including the creation and distribution of submission forms. Empower your organization’s continuous improvement efforts by streamlining processes, saving time, and ensuring data accuracy with DATAMYTE. Book a demo now to learn more.

 

Conclusion

No matter what purpose your submission form serves, the key to its success lies in thoughtful design, strategic distribution, and diligent analysis of the collected data. These elements work together to ensure you do not just reach your intended audience but also engage them effectively, gathering meaningful insights or responses.

The technology and strategies discussed should facilitate a smoother, more inclusive, and efficient process for both the creator and the respondent. By adopting a user-centric approach and leveraging the right tools, you can maximize the potential of your submission forms, making every interaction count towards achieving your organizational goals.

 

 

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