This page provides guidance for government staff who are thinking about requesting a form and deciding which option is the best choice to meet client and business needs.
Options for forms
The government produces a variety of forms for the public.
- Online forms
- Static PDFs
- Custom print forms
Most Yukoners expect to be able to access services online when it is convenient for them. This is why we recommend you plan and budget to build online forms. These can either replace or accompany more traditional forms like static PDFs.
Online forms
Online forms are a great option to meet the needs and expectations of your clients. They can also help you level up your business and create efficiencies for you and your team.
The government has a variety of approved platforms for online forms. These have completed Privacy Impact Assessments and Security and Threat Risk Assessments and have built in many requirements to ensure the final product meets the government's Digital Service Standards.
Online forms can be simple or complex so we recommend you meet with our team to tell us how you currently deliver the service. We'll be able to give you a path and estimate to build a form that meets your business and user needs. Email [email protected] for more details.
Static PDFs
Although many departments use PDFs, they can be cumbersome for the people who have to fill them out and they can take longer for teams to process. They could be a good option if:
- you do not have the budget or timing to build an online form;
- people need to complete and submit the form offline;
- it's the type of form people can fill in digitally and email it as an attachment; or
- you need the form to appear the same whether it's printed, emailed or viewed on a computer or mobile device.
Custom print forms
Custom print forms are rare, but in some cases required if you need to:
- customize the size of the form;
- use special paper options such as card stock, carbon copies, or waterproof paper; or
- use specific binding or finishing options such as perforation or padding.
Email [email protected] to find out more about this option.
Online forms or PDFs?
There are a few factors to consider when you plan your forms project. These are:
- user needs;
- your budget;
- timeline to get the work completed; and
- complexity of the form.
User needs
You work with your clients and people accessing government services every day. Which option do you think will best serve these user groups? Ask yourself the following questions to help you land on the best solution.
- Are my clients likely to be using a mobile device to fill out a form on a job site or while they are on the go? An online form would be the easiest to fill out on a mobile device.
- Are people who will complete the form most likely to be sitting at a desk or completing the form at work? Either a web form or fillable PDF form could work.
- Is the main user group one that does not have access to a computer or mobile device and they need a paper form to fill out? In these cases, a fillable and printable PDF may best meet their needs.
- Have you considered people who might use assistive technologies such as screen readers? In these cases an online form is more accessible option.
What is your project budget?
As you plan your forms project, we recommend you meet with eServices to get an estimate on either option. Both options take around the same time to build. There is an annual cost to host online forms and there may be more problems to solve to implement online forms. For example, the way we connect the form to your back-end system could require some work and testing. We'll work with you to put together an estimate so you can plan out the approach that will work best for you and your clients.
Timeline
When do you need the form available to the public? Generally speaking, it is usually faster to get a PDF form designed and published. That said, in both cases departments can request rush jobs to meet most timelines. There would be an added cost to jump the line.
We do aim for a 2 to 3 week turnaround time for both options. This could be less or more, based on the complexity of your form.
Complexity of the form
In almost all cases, online forms are the best option if your form is long or complex. Our team are problem solvers and we'll work with you to make sure your online form meets the government's standards and is designed to meet user needs.