Access to view a web form can be controlled by using a passcode. When form submitters enter the correct passcode, they will be able to see the web form. Alternatively, access to a web form can be limited to nexus groups using Web form submission access.

Note: The passcode is not case sensitive.


You should have a web form made before proceeding with the instructions below. If not, see the instructions on how to create a web form and add/manage form components.

There are 5 parts in creating a passcode-protected web form:

  1. Create a passcode textfield
  2. Create a page break
  3. Arrange the form components
  4. Set validation rule for the error message
  5. Disable the progress bar

1. Create a passcode textfield

  1. Click Webform tab, and then Form components sub-tab.
    Webform tab and Form components sub-tab.
  2. Under Label, enter a new component name for the passcode (e.g., "Passcode:").
    Passcode textfield label.
  3. Under Type, set component type to Textfield.
    Textfield form component type.
  4. Check the Required checkbox.
    Required checkbox checked.
  5. Click Add button.
    Add button.
  6. In the Description field, enter a short note about the passcode (e.g., "The passcode is provided in the welcome email. For assistance, email wcms@uwaterloo.ca.").
    Description field.
  7. Click Save component.
    Save component button.

2. Create a page break

  1. Under Label, enter a new component name for the page break (e.g., "Form").
    Form label.
  2. Under Type, set component type to Page break.
    Page break form component type.
  3. Click Add button.
    Add button.
  4. In Next page button label, enter a name for the button to validate the passocode (e.g., "Submit Passcode").
    Next page button label.
  5. Click Save component.
    Save component button.

3. Arrange the form components

  1. Drag the "Passcode:" textfield to the top.
  2. Drag the "Form" page break below the "Passcode:" textfield.
    Arranged form components with Passcode textfield on the top followed by the page break.
  3. Save.
    Save button.

4. Set validation rule for the error message

  1. Under Webform tab, select Form validation sub-tab.
    Form validation sub-tab.
  2. Select Specific value(s) link.
    Specific value(s)s link.
  3. Add a Rule name (e.g., "Invalid passcode message").
    Rule name field.
  4. Under Components, select "Passcode:" textfield.
    Passcode under Components heading checked.
  5. In (Key) value, enter the passcode (e.g., "passcode123").Key value field.
  6. Enter a Custom error message (e.g., "Passcode entered is incorrect. Please try again.").
    Custom error message field.
  7. Click Add rule.
    Add rule button.

5. Disable the progress bar

  1. Under Webform tab, select Form settings sub-tab.
    Form settings sub-tab.
  2. Scroll down, and select Progress bar.
  3. Uncheck all options.
    All options unchecked under Progress bar style.
  4. Save configuration.
    Save configuration button.