Creating Forms

You can create various types of Forms in the system:

• Account Form: Whenever an Account is created, this form may be completed and the information will be stored for that account. This form type is not product specific. Only one form of this type may be active at a time.
• Auto Graded Exam: This exam can be consumed through the Learning Management System (LMS) and allows only list-based questions. The passing percentage is determined in the Course.
• Course Form: This form is used as a non-graded form in the LMS for data collection.
• CRM Contact Form: Every time a Contact is created in the CRM, this form will be completed. This form type is not product or category specific and only one form of this type may be active at any time.
  
• CRM Lead Form: Whenever a Lead is created in the CRM, this form will be completed and information will be stored on the lead. This form is also not specific to a product, category, or region and can only have one active form of this type at a time.
• CRM Opportunity Form: Each time an Opportunity is created in the CRM this form will be completed. This form is global and therefore only one of these forms can be active at a time.
• Donation Form: Donation forms can be attached to Money Requests that are of the Donation type. Note that Donation Forms need to be associated with a list item in the Donor List.
• Manually Graded Exam: This exam can be consumed through the LMS and requires the grader to grade the exam. This is commonly used for Essay questions.
• Order Form: This form will be completed once per order provided the customer has at least one product in the cart that the form is assigned to. There can be only one of these form types active at a time.
• Participant Form: Whenever a Participant is created, this form may be completed and the information will be stored for that participant. This form type is not product specific. Only one form of this type may be active at a time.
• Participant Progress Report: This form is completed by staff and admins to assess their progress after an event. It is visible to the Account holder but can only be edited by Admins or Assigned Staff.
• Payment Form: Payment forms can be attached to Money Requests that are of the Payment type. Note that Payment Forms need to be associated with a list item in the Payment Requests list.
• Post Product Account Form: May be used for post-event surveys and collecting feedback from the Account holder after the event has taken place. The form may be edited by the Account holder, Administrator, or both as configured.
• Post Product Participant Form: Each Participant registered for the particular event to which this form type is assigned may complete it. Information is entered on this form after a product has been purchased and is participant specific.
• Product Form: Specifically designed to be associated with a Product. The questions on this form are presented with each product purchased.
• Product Participant Form: This form type is filled out by customers when they purchase a particular product that has a participant. Every participant must complete this form for each order placed on the product to which it is assigned.
• Staff Admin Form: This form will be completed once for each staff person edited by a system administrator (for instance, when marking a staff member as hired). This form is not product specific and only one can be active at a time.
• Staff Application Form: Customers who utilize the Staff system will use this form type to create an Application for positions available through the Shopping Cart.
• Survey Form: This form type can be used to collect answers for any general survey related questions. This is a standalone form that can be used with a unique URL to link directly to the form. 

To add a new form, start by navigating to Settings > Assignments > Forms and click + Form at the far right:



Note: Search for existing forms in the Search field and Edit their questions by clicking the Edit Questions icon:



Clicking "+ Form" will open the "Create New Form" screen:



Name your new form in the Title field. Please note that the Title will not be editable once saved. Then choose the Form’s Visibility.

• “Updatable by Account” - the form can be changed by your customers.
• “View Only by Account” - the form can be updated only by an Administrator (not by the customer) but can be seen by the customer.
• “Hidden From Account” - the form cannot be seen or updated by customers.

Next choose the Form Type. Form types and definitions are listed above.



Note: Product, Product Participant, Post Product, and Post Product Participant Forms also have the option to set Pre-Populate Answers. If set to pre-populate, the form responses will be pre-populated from previous orders if the account has completed the same form in the past.

Display Types:
Product Participant forms and Product forms have a Display Type field that allows a feature called "Form Repeat" For more information on this feature click here

Click Save after you define your new form.

This will open the "Create Form Question" screen:


There are two categories of questions available: Account Questions & Custom Questions.

Not every form has the ability to support account questions so you may not see them listed.

 

Your next step will be to choose the type of question you would like to add to your form:  

• HTML - This is just a “placeholder” used for headers, pictures, video, etc. It is not a question an end user will respond to.
• Textbox - This is a question where an end user will type in a response.
• Drop Down List - This presents the end user with a list of available options in a drop-down menu. The end user can only choose ONE option.
• Cascade - Similar to a multi select drop down question with triggers, this type of question has a user select one choice which then triggers another drop down question to be selected and continues down this path until they reach their last selection they can make. For more detailed information on cascading click here
• CheckBox - This is a question where the end user can check (or leave unchecked) a single box, e.g., example: “Check here if you agree.
• CheckBox List - This presents the end user with a list of available options in a list of options with check boxes. The end user can check as many options as he wishes.
• ListBox - This is similar to a drop-down EXCEPT the user can select multiple options.
• Radio Button List -  This presents the end user with a list of available options which are listed with round “radio buttons” they can select. Only one can be selected.
• Date and/or Time Picker - The end user can select a date, a time, or both, from a calendar and/or a time picker.
• File Upload - End User can upload a file from their hard drive to the system through the form.
• WYSIWYG Editor - The end user can input their answer via a Word style editor. "WYSIWYG" stands for "What You See Is What You Get."

Depending on which question type you choose, you will be taken to a specific Form Setting screen. It is here that you can input your text (or pictures or video) to create the particular form question.

Here are the most common Form Setting layouts:

Text Box:


First, give your question a Title in the Question Settings area. You may choose choose to also give it a Universal Name and/or Export Column Name -- they are to match field names when exporting data to another system.

Then, give your question a numeric Sort Order value. This is to organize the order of questions on a form, eg the question with a Sort Order of "1" is first question, and so on. Please note that questions can also be ordered on the Edit Forms page via the up and down arrows.

 

You may check the "Hide from Email" option. When the email operator for this particular form is used in an order confirmation / etc. that specific question (and answer) will not be shown in the email.

 

Checking the "Read Only" checkbox will make it so this question be seen but can not be edited.

Check "Admin Only" if the question should only be displayed when an Administrator is viewing the Form. This is useful, for example, to provide instructions to Administrators that customers do not need to see.

Now, move down the page to the Textbox Settings. These setting control the text box that the user will use to answer the question. Here you can choose if the question will be required (the end user MUST answer it to proceed), and if it is Encrypted (the data cannot be seen without de-encrypting):



If you choose to make your question Required, you must enter an error message that will display if the end user does not answer it:



You can set the Data Type to Text (default), Integer, or Decimal. The Text Data Type has different Validation options, such as None (default), Phone Number, and Postal Code. Integer can be validated as a Positive Integer, and Decimal can be validated as Currency. For example, if you choose American Postal Code from the Validation Text drop-down, the answer the end user gives MUST be in the format of a U.S. Zip Code – 80205 for instance)


Important! If you expect some of your clients will be using UK phone numbers, you will need to modify your configurations before using the United Kingdom Phone Number option. To do this, navigate to Settings>Set Up>Configurations>Search for "Regular Expression to validate a Phone Number" and enter ^((\(?0\d{4}\)?\s?\d{3}\s?\d{3})|(\(?0\d{3}\)?\s?\d{3}\s?\d{4})|(\(?0\d{2}\)?\s?\d{4}\s?\d{4}))(\s?\#(\d{4}|\d{3}))?$ into the field (we recommend you copy and paste this directly into the configuration). Once this is saved, your customers will be able to enter their UK-formatted phone numbers into forms.

You can change the textbox’s pixel length and width, and you can set a maximum character length. You may choose the Multi Line option, which gives the user a text area (instead of a text box) to answer the question in. The difference between a text box and a text area is that the users can modify the dimensions of an area.



Finally, you are prepared to compose the question. This is what the user will see when viewing the form. Compose the text in the WSIWYG editor, including whatever formatting, images, videos, or hyperlinks that you desire. Or, if you just need a simple paragraph

Click Save once you have set your form question the way you want it.



Checkbox: Follow the same steps as creating a Textbox question – filling in the Question Title, Question Text, Universal Name, and Export Column Name. Fill in the Value Label underneath the Checkbox Settings.



This is the text that will be displayed next to the Checkbox, for example: “Check Here to Agree."
Again, just like a Textbox question, choose if Required and enter the error message if the question is Required.  You can also change the Width and Height (in Pixels). Click SAVE when finished.

Drop-Down List (Layout is the same for Checkbox List, Radio Button List, List Box, Grid View, Cascading Drop Down):
Follow the same steps as creating a Textbox question, filling in the Question Title, Question Text, Universal Name, and Export Column Name.
At the bottom of the page under DropDown Properties (or Checkbox, Radio Button, Listbox, Grid, etc. depending on question type) choose if the question is Required (Yes or No):



If you choose “Yes” for Is Required, you must enter the error message. As with the other question types, you can adjust the Width and Height for the form question (by pixels). You can also choose if this question is skipped when the account is impersonated through the admin side.

Answer Settings

The Answers Settings section is where you define the possible answer choices for the Form Question. Lists come in two flavors, Local and Global.

Local Lists

By creating a Local List, your list of answer selections will be unique to the Form Question. It will be not be available or usable elsewhere in the system. You may also clone an existing Global List to use an editable template, without effecting the other uses of that list elsewhere in the system.

Global Lists

By creating a Global List, your answer selections will be available and re-usable elsewhere in the system. You can also choose to re-use an existing Global List. It is very important to note that editing a Global List will effect it elsewhere in the system. For example, if you choose the Global List of US States, and edited that list to remove some of the states, elsewhere where the list is used (such as when a customer is inputting their shipping address), those modifications will be seen -- meaning that that customer might not be able to choose their state.

Using a Local List - Creating a New List

To create a new Local List, click Use Local List, then click Create New Local List. Click "Add New Answer Choice" to input the choices via the screen, or click "Upload Answer Choices" to input the choices via a spreadsheet.

Using a Local List - Cloning an Existing List

To clone an existing List, click "Use Local List", then open the "Clone Source menu, make your selection, and click Clone. The list of answer choices will populate, and you can add, edit, re-order, and delete choices without affecting the source list.

Using a Global List - Create a New Global List

Click Use Global List, then click Create New Global List. Give your List a name and a label, then click Save. You can then add answer choices via the screen or via a spreadsheet. You can then see the List at Settings->Lists, and you can also re-use that List elsewhere.

Using a Global List - Re-using an Existing Global List

Click Use Global List, then open the Global List menu, select the List, and give it a name and a label, then click Save. The list of answer choices will populate. If you add, edit, re-order, or delete choices, the source list will be effected, as will all places where that list is used.

Adding and Editing Answer Choices

Whether your list is Global, or Local, cloned, or new, or re-used, adding and editing Answer Choices. To add via the screen, click "Add a New Choice", input field values, and click "Save". To add via a spreadsheet, click "Upload Answer Choices", click "Download Template", input field values, save the file on your computer, click "Choose File", select your saved file, then click "Process Template". You can click the Edit Icon next to any Answer Choice to make changes to it. 

Triggered by Another Question

Some types of questions can be hidden until a specific answer is given to a different a question. For example, I have a CheckBox question where I ask "Do you have any special requirements?"

 

 

I created another question that is triggered to shown if the User answers "Yes." I chose the Question, chose the Answer, and clicked the Add Trigger button. 

 

 When viewing the Form in the Admin, the Triggered Question is nested under the question that triggers it, and the "Has Triggers" checkbox is checked.

 

Important! After the form is created, it is important that it is assigned to the desired Product, Category, or Region to take effect.