

Higher Ed
The University of Florida College of Pharmacy Uses FormAssembly to Exceed Expectations for Student Processes
The numbers
60%
Reduction in the time needed for students to submit forms (from 5 min. to 2 min.)
1
Central location for data versus 4 databases
120
FormAssembly forms created
Use Cases
Offer Acceptance Process Forms
Offer Acceptance Process Forms provide customized URLs with prefilled data for incoming students.
The UF College of Pharmacy uses FormAssembly, in conjunction with their existing Salesforce records, to make the admissions process personalized for each incoming student. This new process provides a customized URL within an acceptance letter that directs each student to a prefilled FormAssembly decision form. Previously, school administrators used a mail merge system that did not include a personalized link.
The enrollment decision form directs students to a customized form that has their information pre-populated from Salesforce, using the FormAssembly Prefill Connector. Within the form, students are able to confirm their enrollment decision and personal information, accept the requirements for admission, provide the phonetic pronunciation of their names, and supply their t-shirt size.
The new method provides convenience, speed, and flexibility, as students are able to confirm their enrollment from anywhere.
“There were forms that the person had to physically fill out when they came in. They were doing this on a laptop. You’d come to your interview and then have to wait in line to fill out this additional form, which collected t-shirt size and phonetic pronunciation of your name,” Karcinski said of the previous process.
As students no longer have to be physically present, the university is able to save valuable time for both students and staff members.

Seat Deposit Payment
Seat Deposit Payment Forms create a simple, automated process with payment data accessible in real-time.
The UF College of Pharmacy uses a second FormAssembly form (the seat deposit form), which is phase two of their enrollment confirmation process. Students are required to pay a seat deposit fee to reserve their slot in the incoming class. Previously, confirmation for a paid deposit would go into a separate database. Staff members had to look up if a certain student had paid, and then record that information separately.
“Now when someone pays, it’s all automatic,” Karcinski said.
There’s now centralized, real-time information for staff to access in Salesforce.

Campus Tour Calendar, UF Welcome Center
The Campus Tour Calendar syncs with Visualforce to manage all attendees for daily campus tours.
As a result of Karcinski’s experience with FormAssembly, he realized that there were other creative applications of the product that extended beyond the scope of the College of Pharmacy. For instance, the University of Florida Welcome Center now uses FormAssembly to schedule and streamline their campus tours.
“The calendar is a Visualforce page that reflects the tour dates that are set up in the Salesforce instance on the calendar. We’re dynamically pre-filling those tours as they’re selected into one FormAssembly form,” Karcinski said.
The calendar contains 60 tour dates, with two tours per day. In roughly eight to nine months, the university has received over 15,000 form submissions for new tours. Karcinski said that the calendar usage is “the most robust or large-scale project that we have,” and looks forward to watching it grow for future use.


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