Forms are used as questionnaires, survey and polling tools, quizzes and assessment instruments and for a myriad of data collection activities.
They can be created to be printed and filled out manually or as an interactive document allowing the user to fill the form electronically. Electronic forms are interactive and often integrated to a database.
Interactive forms consist of “edit boxes” or “input fields” where the user enters the information. Each “field” has two identifiers associated with it.
- Field Name –a unique single word internal name used for integration with a database. Example of a field name for a first name can be fname or first_name.
- Field Label – external label using one or more words to guide the user of what they need to enter in the “field”. Field labels should be short but descriptive, like First Name.
A “field” is categorized based on the type of information it collects. There are basically 5 field types
- Text – for any alpha, number or other characters string (most common)
- Numeric – for real numbers (that can be calculated)
- Radio button- list of selection items that allow only one item to be selected
- Check boxes – list of selection items where one or more item can be selected
- Drop-down list – a single selection box with a menu of selection options of which only one can be selected.
In addition to “fields”, a form has additional textual information like titles, instructions, disclaimers etc that guide the user filling out the form.
For interactive forms to be accessible, all information including filling instructions and field labels must be available to assistive technology like screen readers and the user must be able to perform all interactive tasks using only the keyboard.
Strategies for Form Design and Layout
A well designed form is one that is easy to use allowing users to completely fill the form without making errors. Accessible forms should:
- Provide clear instructions for filling out the form. All instructions should be placed prior to the field where the information is to be entered
- Add navigational buttons like “previous page” or “next page” to the top and bottom of the form
- Add action buttons like “submit”, “email”, “print”, “save” etc. at the bottom of the form.
- Field labels must be meaningful and placed on the same line as the field if possible
- Use “textual properties” like Tool tips, titles etc. to provide additional filling instructions
- Form design should have a consistent layout, establishing a logical tab-order for all text, fields and buttons mapping them to logical flow of the information being entered
- Error message should be concise and clear, positioned near the field where error has occurred allowing the users to easily understand and rectify mistakes
- The form should not automatically change focus or trigger an event
- All information, labels and elements should be accessible to and/ or compatible with various assistive technologies
- Users must be able to completely fill the form using only the keyboard
