Online forms

When and how to use forms on

Designing your form

Before you begin, make sure you read the design forms digital standard.

This includes best practice guidance on what fields to include, how to write your questions, how to ensure your form flows and designing your layout.

GEMs forms

It's Department of Premier and Cabinet policy that the GEMs system is used to create the following types of forms:

  • grant, online grants application form, Grants EOI, evaluation reports (progress, final, acquittal reports, etc.)
  • EOI, nomination, awards
  • where payment is required

To request a new form, or an update to an existing form, contact GEMs support. Most departments have a similar policy. Check with your department if unsure.

DPC GEMs has a 2 week turnaround which includes testing to deliver a form. 

CMS (Drupal) forms

Our content management system (CSM) can be used to create the following forms:

  • expressions of interest
  • general enquiries

However, these forms don't support:

  • conditional logic 
  • file uploads

There are also already built forms to enter the following details:

Other types of forms

We have other form solutions that have been created for specific reasons.

You can also use the following:

  • Hotjar for user feedback
  • events booking and tracking tools: the most commonly used platform at DPC currently is Eventbrite

Be aware that the use of Drupal 8 for forms, particularly on SDP, is still in prototype. Only basic fields can be displayed and document upload is currently not permitted due to our privacy rating.

If you want a form for newsletter subscription, you should build the form in your newsletter software provider. Refer to the email newsletter digital standard to learn more about subscription requirements.

Content Editor access

Content Editors will be able to create online forms, however, they will need to be sent through to the BAU content team for final approval. Instructions on who is responsible for managing the form submissions and clearing these from the CMS on a regular basis must be added to the "administrative description" section when building the form. 

Once an online form is created, the Content Editor will be able to access the form to create updates and download reports. The submissions should also be exported and then cleared from the CMS on a monthly basis. For instructions on how to do this, read our exporting form submissions guide

The Content Editor will not be able to edit or download reports of any online forms that other Content Editors have created. 

Collecting customer data

The platform is only classified to collect data up to the level unclassified, no DLM. This means no 'sensitive personal information' can be captured in any forms.

Sensitive information is:

  • health (including predictive genetic information)
  • racial or ethnic origin
  • political opinions
  • membership of a political association, professional or trade association or trade union
  • religious beliefs or affiliations
  • philosophical beliefs
  • sexual orientation or practices
  • criminal record
  • biometric information that is to be used for certain purposes
  • biometric templates

For further details read the Australian Privacy Principles.

A collection notice must be included: 'We only collect your personal information so we can respond to a request, query or feedback that you submit. We collect, use, store and share your personal information as allowed by Victorian legislation on public records, privacy and data protection. Read our full privacy notice, '

You must also review or create a Privacy Impact Assessment. Check with the SDP content team if you're not sure if one exists for your website.

Terms and conditions statement

For surveys and forms that collect data, it's recommended that the following statement is included in the form for the user to 'check' or 'tick' that they understand the disclaimer. It's recommended that you check with your Department's legal team for a disclaimer to suit your campaign.

Example only

The <insert department/branch name> is collecting information and feedback to inform the Victorian Government on outcomes of the <campaign>. Any information collected will be used by the <insert department/branch name> and may be used in <department/branch> reporting in an aggregated or de-identified format.

<Insert department/branch name> collects, stores, shares and manages personal information consistently with the provisions of the Victorian Information Privacy Act 2000.

For more information on how <insert department/branch name> handles your personal information, or if you would like to exercise your right to access any personal information you provide, please see the <insert link to privacy policy>.

For more information on how the software companies engaged by <insert department/branch name> handle personal information, please see the <insert link to policy>.

<Checkbox> I have read and understand how <insert department /branch name> stores information.

Reviewed 04 June 2021

Vic Gov digital guide

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