Custom Forms and Products

Transcription

1 Custom Forms and Products What is a Custom Form? A Custom Form is a form that is created to collect added information. It is often necessary to collect added information. A custom form can be used on it s own or in conjunction with an Event or Mission Trip Registration. Important things to remember: Forms are versatile o Use by themselves o Use with an Event Registration o Use with a Mission Trip Registration Forms can be re-used o The same form can be used on it s own, with an Event registration and with a Mission Trip Registration o The same form can be used for multiple Events Forms can collect just about any type of information Forms can give added instruction to the user about the Event, Form or Mission trip registration when needed Creating a Custom Form Demonstrate - To create a custom form, navigate to the Forms page under the Custom Forms section. Click on New and fill out the appropriate fields. Purpose - It is important to keep in mind the purpose of the form at this time, as it will influence how you fill out each field. Once the Form is created individual fields can be added. Custom Form Fields Form Title: will only appear if the form is used as a stand-alone form Form Instructions: will only appear is the form is used as a stand-alone form Get Contact Info: Set to True if First Name, Last Name, and Phone Number should be collected. Only applicable on stand-alone forms, when a form is used as a part of an Event Registration or a Mission Trip registration the address will automatically be included as required fields. Get Address Info: Set to True if physical address information should be collected as required. Only applicable on stand-alone forms, when a form is used as a part of an Event Registration or a Mission Trip registration the address will automatically be included as optional fields. Form Fields For each field the following fields are available. 1. Field Order-Must be a number. Will determine ordering of questions on form. Can be used to re-arrange fields on the form

2 2. Field Label-Text that will appear next to the field on the form 3. Field Type ID: The type of data to be collected 4. Field Values-If using a Drop Down Box or Radio Buttons list options to choose from separated by line breaks (hitting enter/return). 5. Required-Requires the Portal user to answer the question before form will be accepted. Form Field Options Each form should have one or more individual fields attached to it. Forms can have as many fields as needed. There are various field types each one can be used one or more times per form. 1. Checkbox-Provides a checkbox to check 2. Date-Provides a date field with optional calendar pick box 3. Drop-Down Box-Provides a drop down box with options to choose 4. Instructions-A text field to provide information to the user; does not collect any information 5. Memo/Large Text Box-A large text box for paragraph responses 6. Radio Buttons Horizontal-Provides radio buttons (Portal users may pick one with choices placed horizontally 7. Radio Buttons Vertical-Provides radio buttons (Portal users may pick one with choices placed vertically 8. Text Box-provides space for a short response. Tips & Tricks: Ordering Use Odd numbers to enable easier adding later. Instructions Use an Instructions field before another data collecting field when the question is longer. Number your questions If you use an Instruction field before another question more than once, ensure to add a number to each question for easy identification on the form response tool. Copy Fields When creating a lot of form fields at the same time, use the copy function on the form fields sub-navigation field. Copy Forms If a form has most of the fields you need, copy the entire form and ensure to include the Fields on the copy dialogue. Then add, edit or delete the form fields as appropriate.

3 Publishing the Form Depending on how the form will be used will determine how the form will be published. Add the form to an event with a product Add the form to a Mission trip Pledge Campaign Use the form as a Stand alone form: o Copy the Form GUID (field on the Form page) o Update the following link with the appropriate information for your domain name o Add the GUID to the end of the link as in the example below:! Viewing the Collected Form Information It is possible to view the collected form information in various places. All Form Responses o This page shows every response o Open a record to view the responses to each field in the subnavigation pane. All Form Answers o This page shows every answer to every field Form Responses Tool o Launch this tool from an open form record (Forms Page) o This tool will provide a.csv file to download of all answers for all fields. NOTE: The Form Responses Tool is also available from an open Event record.

4 What is a Product? A product is a essentially a payment amount. To create a registration for an Event, a Product must be added to the Event record. What are the Elements of a Product? A product consists of 3 elements: 1. Product This is the minimum record that must be created to add to an Event. a. The Product record controls the base cost, the deposit cost, and the currency. 2. Option Group This is an element that holds one or more product prices to enable users to choose additional options before checking out. a. More than one Option Group can be added to each Product. 3. Product Option Price These records, when added to an Option group, enable more than one option to exist within a registration. a. This is often used for added options, such as a book or additional family members. NOTE: Registrants can be added directly into groups by using the Add to Group field on the Product Option Price. Product Record Fields 1. Product Name-Should be an appropriate, unique name, as it appears in various drop-down lists within MinistryPlatform. It does not appear on the Portal. 2. Description-Helpful so that users do not create a similar product twice. 3. Base Price-Amount required for all registrations to pay. If you are planning on creating an option group, you may want to set this as $0.00 or the lowest price option. 4. Deposit Price-If you want to allow deposits fill in this field with the appropriate amount. (Note any deposits made will be applied to the total amount due, rather than in addition to the total amount due.) 5. Active-Makes this product available to users to attach to events. 6. Price Currency-Choose appropriate currency type.

5 Product Option Groups Record Fields 1. Option Group Name-Fill out appropriately, this text will appear as the header above the option group on the event registration. 2. Product-Select the appropriate product to connect the option group to. (Product should have been created in Creating a Product. ) 3. Description-Helpful so that users do not create a similar product twice. 4. Mutually Exclusive-If Yes is chosen, the user will only be able to pick one of the options (It will appear like radio buttons, if no is designated it will appear like checkboxes). 5. Required-Forces the user to chose at least one option. 6. Note Label-If you would like the user to be able to add an optional note for each option. The text inputted in this field will appear above the text box on the payment option. Product Option Prices Record Fields 1. Option Price-Amount to collect 2. Option Title-A simple title, should be descriptive for the portal user to understand what they are purchasing. 3. Active-Set to Yes if the option should be available to users 4. Qty Allowed-Number of products a portal user can purchase. 5. Add to Group-When this option is chosen by a user they will be added to the group specified when they complete their registration. Tips & Tricks Creation Order Create the Product, create the Product Option Group in the sub navigation and click save. Then use the jump link on the Product Option Group to jump to that record and create the Product Option Prices in the sub-navigation fields. Required or Not Required options Use more than one Product Option Group when certain aspects of the registration should be required and other are options. For instance in the case of a women s retreat choosing a room option should be required but adding a t-shirt is optional. Create two product option groups, one for rooms and one for t-shirts and connect them both to the Product. Register directly to groups Sometimes there may only be one option such as a women s Bible study but all the women should be added to a group. Create a product option to use the Add to Group field in this scenario. Use a name for the Option group such as Confirm Choice Below. Don t forget about re-usability If there are no Product Option Groups needed for a product at a certain amount simply name it the price it costs so that it can easily be used for any Event.

6