Service Details

MachForm is a tool that can be used to create responsive forms using an easy drag and drop builder.  Links to forms can be integrated into your departmental site or sent out by e-mail to respondents.

• Create forms that are accessible only to those with a Passport York account, or create forms that can be used by external members to complete forms
• Forms can contain many elements including text boxes, multiple choice questions and file uploads
• Submissions can be automatically e-mailed to you, or you can download submitted entries from the platform
• Logic can be used to show and hide questions based on choices

Security and Data

Prior to using MachForms, review York’s guidelines for form and data security.

• Machform Usage Guideline
• Important protection reminder reducing spam on forms

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Getting Access to MachForm

Access must be granted to MachForm before you can start creating forms.

1. Your department head must send an e-mail to the Osgoode ITS Helpdesk to request an account

Using MachForm

1. You must be connected to VPN, or be using an on-campus internet connection to create or modify forms
2. Sign into the instance using the buttons above and sign in with your Passport York credentials
3. Sign in with your MachForm credentials (username@yorku.ca and the MachForm password)
4. If you are signing in for the first time, change your initial password by clicking on My Account then Change Password

Creating New Forms

Naming Conventions

It is important to use a consistent naming convention for your forms.  While one size doesn’t fit all, we ask that you follow these guidelines where possible.

• Use Department Name – Form Name.  e.g. Osgoode ITS – Employee Onboarding
• Where it is not appropriate to include the department name, begin the form name with the title.  e.g. Student Ambassador Sign-up
• Use Title Case for the form names; avoid using all lowercase or all capital letters
• Avoid adding “Form” to the end of the title.  For certain types of forms, like surveys and RSVP, add those terms before date period at the end of the form name
• If the form corresponds to a certain date period, put that date period at the end of the form name.  e.g. Programs and Records – JD Fee Waiver Application 2026; avoid putting date periods at the beginning of the form name

MachForm Tags

You must tag your forms with your official department name.  Forms without tags may be subject to deletion without notice.  See MachForm Tags for approved tags.

If a tag that represents your official department name is not provided, or does not accurately reflect the official department name, e-mail help@osgoode.yorku.ca to request an updated tag.

Creating Forms

1. Click Create New Form
2. Select Form Properties then click show more options
3. Under Security, check Enable Spam Protection (CAPTCHA)
4. In the drop-down, select Simple Text
5. Continue with creating the form
6. Click Save Form when the form is completed
7. Add your departmental tag to the form.  See MachForm Tags for approved tags.

Setting Form Notifications

1. When setting up e-mail notifications, use no-reply@machform.osgoode.yorku.ca as the From Email

Sharing Forms with Colleagues

If a colleague needs access to edit a form that you have created, send an e-mail to the Osgoode ITS Helpdesk with the following information:

1. Whether or not the form is on the Internal or External instance of MachForm
2. The form’s ID# (view your form, the ID# is displayed in the URL)
3. Name of the users with whom the form should be shared

Available For

• Full Time Staff
• Temporary Staff
• Full Time / CLA Faculty

Pricing

There is no charge for this service.