After building and reviewing an application form, it must be published before it can be shared with prospective applicants. Publishing makes the configured form available through its unique URL. Authorized users can preview the form, publish it, copy the published link, share it through approved channels, or unpublish it when submissions should no longer be accepted.

Before publishing, review the complete applicant experience and verify all form settings.

Navigate to the Application Form

1. Log in to openSIS.
2. Select the required school and academic year.
3. From the left navigation menu, expand Admissions.
4. Select Application Forms.
5. Select the name of the form you want to publish.

The application form builder will open.

Navigation: Admissions > Application Forms > Form Name

The publication controls appear in the upper-right corner of the builder.

Review the Form Before Publishing

Publishing should be the final step after the form has been built and configured. Before continuing, verify that:

• The correct form fields have been added.
• Required fields are marked appropriately.
• Field labels and instructions are clear.
• Form pages appear in the correct order.
• Primary and secondary contact fields are included when required.
• The communicating email address is correct.
• Conditional logic works as intended.
• Direct enrollment is enabled only when appropriate.
• Secondary-form linking is configured correctly, if applicable.
• Fees and subscriptions show the correct amounts.
• Payment instructions are accurate.
• Privacy notes are included when required.
• File-upload and signature fields are functioning.
• Terms and conditions use the approved wording.
• The form’s appearance is clear and consistent.

Publishing a form without completing these checks may result in incomplete applications, incorrect applicant communication, or inaccurate charges.

Preview the Application Form

Use Preview to review the form from the applicant’s perspective.

1. Select Preview at the top of the form builder.
2. Review the first page of the form.
3. Move through each additional page.
4. Check the field order and layout.
5. Confirm that required fields are clearly identified.
6. Test dropdowns, checkboxes, dates, multiple-select fields, and other interactive elements.
7. Review applicant instructions, payment details, privacy notes, and terms and conditions.
8. Return to the builder and correct any problems.

Previewing the form does not submit an application or create an applicant record.

When conditional logic is used, test the applicable responses to confirm that fields are shown or hidden correctly.

Save and Publish the Form

Once the form is ready:

1. Select Save & Publish.
2. Wait for the system to complete the publishing process.
3. Return to the Application Forms list if necessary.
4. Confirm that the form displays an Active status.
5. Open the published form and complete a final review.

Publishing makes the form accessible through its published URL. It does not automatically place the form on the institution’s public website. The URL must be copied and shared through the appropriate channel.

Copy the Published URL from the Form Builder

1. Open the published application form in the builder.
2. Select the arrow beside Save & Publish.
3. Select Copy Published URL.
4. Paste the copied URL into a browser.
5. Confirm that the correct form opens.
6. Share the verified URL as required.

Testing the link before distribution helps prevent applicants from receiving an incorrect or inaccessible form.

Copy the Link from the Application Forms List

The published link may also be available from the Application Forms list.

1. Navigate to Admissions > Application Forms.
2. Locate the required published form.
3. Select the link icon under Action.
4. Copy or open the published form URL, depending on the option presented.
5. Verify the form before sharing the link.

Use the form name and status to ensure that the correct application is selected.

Share the Application Form

The published URL can be shared through the institution’s approved channels, such as:

• The institution’s admissions webpage
• An applicant email
• A parent or guardian email
• A prospective-student portal
• An approved admissions campaign
• A secure message sent by admissions staff

When sharing the form, provide enough context for the applicant to understand:

• The purpose of the application
• Who should complete it
• The submission deadline
• Required documents
• Applicable fees
• A contact for admissions assistance

Avoid sharing internal test forms or outdated forms with applicants.

Update a Published Form

If a published form requires a correction:

1. Open the form from the Application Forms list.
2. Make the necessary changes.
3. Preview the complete form again.
4. Recheck any affected conditions, payments, pages, or contact settings.
5. Select Save & Publish to publish the updated version.
6. Test the published URL.

Be careful when making substantial changes after applications have already been submitted. Previously submitted application records reflect the information collected through the form at the time of submission.

Unpublish an Application Form

Unpublish a form when it should no longer be available for new submissions.

1. Open the published form.
2. Select the arrow beside Save & Publish.
3. Select Unpublish.
4. Confirm the action if prompted.
5. Return to the Application Forms list and review the form’s status.
6. Test the previously shared URL to confirm its current availability.

Unpublishing may be appropriate when:

• The application period has ended.
• The form requires major revision.
• An incorrect form was published.
• The program is no longer accepting applications.
• The form has been replaced by a newer version.

Important: Unpublishing prevents continued use of the form but does not delete previously submitted applications. Existing applicant records remain available for authorized admissions users.

Manage Previously Shared Links

If a published URL has already been placed on a website or included in messages, update those locations after unpublishing or replacing the form.

Review:

• Website buttons and links
• Email templates
• Campaign messages
• Internal instructions
• Applicant guidance documents
• QR codes or other published materials

Removing outdated links helps prevent applicants from attempting to access an inactive form.