You can use the Forms to collect data from constituents. Questionnaires, Polls, Surveys, and feedback evaluations are examples of forms. You can also use Forms if you sell something (which is not attached to an event).
- Add New Form – Create from New
- Wizard Mode (Advanced Mode)
- Add New Form - Create From Template (Clone)
- Creating a Form Template
- Incomplete Non-member Record Purging
Add New Form – Create from New
In Advanced Mode, you can see all the simple Mode choices and many additional options. If you are in Simple Mode, the options shown are very streamlined, and several defaults get selected automatically. The additional options for Advanced Mode have shaded in gray colors, so the “added items” get separated. These instructions cover all of the steps you take in Advanced Mode. Items shaded in gray will only be visible when you toggle to Advanced Mode.
1. Click Add New Form.
2. Form Name: Form Name is what administrators see in the forms grid.
3. Custom URL: Enter a Custom URL for the Form. This allows you to use this link in messages to users, show it on other web pages, and link users directly to the Form.
4. Enable Identity Checkpoint for this Form: You can use Identity Checkpoint on public-facing forms (no login required). When enabled on a public-facing form, Identity Checkpoint attempts to match the email address entered on the Form with an existing email address associated with a constituent or non-member record that already exists in the Encompass database. Click here for more information on Identity Checkpoint. See also Keeping Forms with Identity Checkpoint from Timing-out for Users.
5. Do Not Save Form Data if the user does not complete the Form: The system checks this option by default. If the Form is incomplete, the system will purge the data in overnight processing for non-members (non-logged-in users). Uncheck the box if you do not want data from incomplete forms to be purged for non-members.
7. Audience: Select the Audience.
- Everyone –
- Ask unregistered users to create a Non-Member account before continuing. Users will be required to create a non-member account to access this content.
- Allow unregistered users direct access to the Form. The audience does not need to log in to view this content. A non-member record will be created behind the scenes automatically.
- Log out non-members after form completion - By default, non-members get logged out automatically after completing the Form. Uncheck the box to allow non-members to remain logged in and browse your site.
- Logged In - Members must be logged in to view this content.
- Role - Only members who fit the criteria for a certain role (i.e., Class of 1992, Current Students, or Female alumni) will be able to see this content. Choose from the previously created list of roles in the dual list box and use the arrows to select.
- Roles customize what the audience sees in a form. When you choose the role(s), you indicate that only those audience groups can see/not see in the Form. It also lets you target a specific group in your system based on their value for a particular field.
- Deny Access to the following: You may also exclude certain groups from the Audience by using this checkbox. Then, choose from the previously created list of roles and use the arrows to select a group to exclude.
- For example, you could include Everyone in the Audience except the Class of 2008:
- Select Everyone in the first list box.
- Click the checkbox to Deny Access to the following.
- Select Class of 2008 in the second list box.
- Roles customize what the audience sees in a form. When you choose the role(s), you indicate that only those audience groups can see/not see in the Form. It also lets you target a specific group in your system based on their value for a particular field.
NOTE: To customize content on steps for different types of members, fields, and categories can be role-based.
For example, you can assign a form/campaign/event so only accountants would see information on an accounting seminar, only information technology people would see a software class, etc. However, to create a good user experience, you need to ensure everyone sees something on every step (so some roles are not taken to a blank page).
8. If you would like this Form to be one that you can use as a template in the future, check the Include on the Template List for reuse box . You will be prompted for a description.
NOTE: Consider including the fFormon the Template . List if you are going to use the majority of the steps/categories/fields from this Form repeatedly for new forms in the future.
9. Select the Start Date and Start Time and End Date and End Time for the Form. (Dates and times are not required.) The Time Zone for the event will default to the one on your computer.
10. Choose Create from new.
11. Form Type: Select the form type from the dropdown list.
NOTE: Use the standard Form if you are only collecting data. Use the commerce form if you are going to include something for people to buy, such as a sweatshirt or a hat. Please be aware that it will NOT calculate shipping and handling or tax.
12. Select Accept all defaults and proceed to the Form Manager.
13. Add Commerce Identifier (for commerce forms): Select a Commerce Identifier from the dropdown list. Enter the Value for the Commerce Identifier field. Click Add.
Commerce IDs allow you to assign commerce identifier fields to Events, Campaigns and Commerce Forms for passing to your payment system. These IDs will automatically be pulled in the Event, Campaign and Commerce Form reporting, and also Reconciliation Reporting. They can include Revenue Codes, multiple General Ledger codes, etc. For example, Commerce Identifier Name = Department and the Value = 1247 (or "Accounting", however you track it internally).
NOTE: Encompass must set up the Commerce Identifiers for your system. Please contact Application Support for assistance.
14. Click Create.
15. Form Display Name: Form Display Name is visible to people completing the Form. (The Form Name and the Form Display Name can be different.)
16. Allow user to edit data after submission is checked by default. This allows people to complete the Form more than once.
NOTE: Checking “Allow user to edit data after submission” allows people to log back in and change their form data. Uncheck this option if you want it to be a one-time mission (like a nomination form).
17. Host form on SSL Secure Server: Select this option to have increased security for your form information. NOTE: The confirmation email does not contain the constituent's form data when this option is enabled. Constituents will get the email, but it displays a message about not showing sensitive information.
18. Enable Forced Navigation determines how the user/member progresses through the Form. If you check the box, it will force users to go page by page through the Form instead of allowing them to navigate through the Form themselves and perhaps skip pages.
- If you do not enable Forced Navigation, members will view this Form in a tabbed display where they can choose to skip around as they choose to make inputs to the Form.
- Only require Forced Navigation mode the first time through the Form is the setting to use to drive members through a Form the first time in Forced Navigation mode, but then allow them to edit as they choose when they come back to the Form - assuming it has been set to allow editing after submission as above.
- NOTE: Since system will purge incomplete records nightly, you may want to edit your multi-step Forms to “Enable Forced Navigation.” This will force users to click the navigation buttons and complete each step of the Form.
19. Display Breadcrumbs - Breadcrumbs allow users to keep track of their progress through the Form. This option is enabled by default. If you uncheck the box, the system will not show the breadcrumb trail to users. NOTE: The option to display/not display breadcrumbs is not available for commerce forms.
20. Set Form Navigation: Do you want to add this Form to the site navigation? These instructions assume that the Form is NOT added to site navigation.
NOTE: Adding the Form to site navigation can clutter the site navigation and the page and make it more confusing to members. Instead, insert a hyperlink or the URL of the Form on a page or email the URL to allow them to access the page directly.
21. Click Finish.
22. You will be moved out to the Form. From this screen, you can add fields, add categories, add steps, etc. See Manage Forms for instructions.
Wizard Mode (Advanced Mode)
To work in the Wizard Mode, you must toggle to Advanced Mode. Wizard Mode is helpful to use (especially as a beginner) as it walks you through every step of creating the Form so you can make sure the setting is as you want it before it goes live.
Create your Form using Advanced Mode. Select Proceed through Wizard to Edit Advanced Settings in the Form Type area. After you have finished adding the details, click Create. The system redirects you to the following area where you can update your Form:
- Form Exit: Choose which page users will be sent to when they exit the Form. Pick the appropriate option and click Next.
- Member Confirmation Email: This screen allows you to work with the email sent out to users/members when the Form is submitted. Make the necessary changes to personalize/update the message and click Next.
- Admin Confirmation Email: The final window allows you to work with the email sent out to administrators when the Form is submitted. Make the necessary changes to personalize/update the message and click Finish.
- You will be moved out to the Form itself. From this screen, you can add fields, add categories, add steps, etc. See Manage Forms for instructions.
Add New Form - Create From Template (Clone)
In Advanced Mode, you can see all of the choices shown in Simple Mode plus additional options. If you are in Simple Mode, the options offered are very streamlined and several defaults gets selected automatically. You can see the additional options for Advanced Mode in a different color for easy identification. These instructions covers all of the steps you take in Advanced Mode. Items shaded in gray are only visible when you toggle to Advanced Mode.
1. Click Add New Form.
2. Form Name: Form Name is what administrators see in the forms grid.
3. Custom URL: Enter a Custom URL for the Form. This allows you to use this link in messages to users, show it on other webpages and lets users link directly to the Form.
4. Enable Identity Checkpoint for this Form: Identity Checkpoint is designed for use on public-facing forms (no login required). When enabled on a public-facing form, Identity Checkpoint attempts to match the email address entered on the Form with an existing email address associated with a constituent or non-member record that already exists in the Encompass database. Click here for more information on Identity Checkpoint. See also Keeping Forms with Identity Checkpoint from Timing-out for Users.
5. Do Not Save Form Data if the user does not complete the Form: This option is checked by default. If the Form is not completed, the data will be purged in overnight processing. Uncheck the box if you do not want data from incomplete forms to be purged. NOTE: For example, you might want to uncheck the box for forms that might require more than one site visit to complete, such as job applications or enrollment forms.
6. Pre-populate user profile data from return link - Allows admins to send out email marketing communications that will pre-populate member data when recipients use links in the email to come back to a specific event, campaign or other Form. It allows the transaction to be associated with the recipient's constituent record in the iModules database without requiring the user to be authenticated.
7. Audience: Select the Audience.
- Everyone –
- Ask unregistered users to create a Non-Member account before continuing. Users will be required to create a non-member account to access this content.
- Allow unregistered users direct access to the Form. Audience does not need to be logged in to view this content.
- Logged In - Members must be logged in to view this content.
- Role - Only members who fit the criteria for a certain role (i.e., Class of 1992, Current Students, or Female alumni) will be able to see this content. Choose from the previously created list of roles in the dual list box and use the arrows to select.
- Deny Access to the following: You may also exclude certain groups from the Audience by using this checkbox. Then, choose from the previously created list of roles and use the arrows to select a group to exclude.
- For example, you could include Everyone in the Audience except the Class of 2008:
- Select Everyone in the first list box.
- Click the checkbox to Deny Access to the following.
- Select Class of 2008 in the second list box.
NOTE: To customize content on steps for different types of members, fields and categories can be role-based.
For example, a form/campaign/event can be designed so only accountants would see information on an accounting seminar, only information technology people would see a software class, etc. However, to create a good user experience, you need to make sure everyone sees something on every step (so some roles are not taken to a blank page).
8. If you would like this Form to be one that you can use as a template in the future, check the Include on the Template List for reuse box. You will be prompted for a description.
9. Select the Start Date and Start Time and End Date and End Time for the Form. (Dates and times are not required.) The Time Zone for the event will default to the one on your computer.
10. Add Commerce Identifier (for commerce forms): Select a Commerce Identifier from the dropdown list. Enter the Value for the Commerce Identifier field. Click Add.
Commerce IDs allow you to assign commerce identifier fields to Events, Campaigns and Commerce Forms for passing to your payment system. These IDs will automatically be pulled in the Event, Campaign and Commerce Form reporting, and also Reconciliation Reporting. They can include Revenue Codes, multiple General Ledger codes, etc. For example, Commerce Identifier Name = Department and the Value = 1247 (or "Accounting", however you track it internally).
NOTE: The Commerce Identifiers for your system must be set up by iModules. Please contact Customer Support for assistance.
11. Choose Create from template. A grid will appear with the template options available for you to work with. Click .
12. Form Display Name: Form Display Name is what will be visible to people completing the Form. (The Form Name and the Form Display Name can be different.)
13. Allow user to edit data after submission is checked by default. This will allow people to complete the Form more than once.
NOTE: Checking “Allow user to edit data after submission” allows people to log back in and change their form data. Uncheck this option if you want it to be a one time only submission (like a nomination form).
14. Host form on SSL Secure Server: Select this option to have increased security for your form information. NOTE: When this option is enabled the confirmation email will not contain the constituent's form data. Constituents will get the email, but it displays a message about not showing sensitive information.
15. Enable Forced Navigation: Determines how the user/member progresses through the Form. If you check the box, it will force users to go page by page through the Form instead of allowing them to navigate through the Form themselves and perhaps skip pages.
- Not enabling Forced Navigation means that members will view this Form in a tabbed display where they can choose to skip around as they choose to make inputs to the Form.
- Only require Forced Navigation mode the first time through the formis the setting to use to drive members through a Form the first time in Forced Navigation mode, but then allow them to edit as they choose when they come back to the Form - assuming it has been set to allow editing after submission as above.
- NOTE: Since incomplete records will be purged nightly, you may want to edit your multi-step Forms to “Enable Forced Navigation”. This will force users to click the navigation buttons and complete each step of the Form.
16. Display Breadcrumbs - Breadcrumbs allow users to keep track of their progress through the Form. This option is enabled by default. If you uncheck the box, the breadcrumb trail will not be shown to users. NOTE: The option to display/not display breadcrumbs is not available for commerce forms.
17. Set Form Navigation: Do you want to add this Form to the site navigation? These instructions assume that the Form is NOT being added to site navigation.
NOTE: Adding the Form to site navigation can clutter the site navigation and the page, and may make it more confusing to members. Instead insert a hyperlink or the URL of the Form on a page or email the URL to allow them to access the page directly.
Click Finish.
18. You will be moved out to the Form. Since you created it from a template and did not modify the form exit, confirmation emails, etc., you will see the following message:
19. This link is just a reminder to let you know that you will be using the default settings in the template unless you update them. Click the link, and the box will go away. If you need to edit any of the items, use the Manage Form dropdown box or Content Properties. Click here for more information on verifying cloned forms.
Creating a Form Template
Creating a template allows you to reuse an existing form. The template for the Form is available in the grid when you select the Create from Template (clone a form).
- From the Forms grid, choose
beside the Form you want to make a template to edit the properties of the Form.
- Toggle to Advanced Mode and check the option to Include on the Template List for Reuse.
- Give the template a description.
- Click Save.
Incomplete Non-member Record Purging
When a non-member record gets created during interaction with a public-facing form (one that does not require login), is not marked as "complete" by the Encompass system. The non-member record and the incomplete transaction associated with the Form gets deleted from the system during an after-hours, offline process.
The system will consider a commerce form “complete” when the transaction succeeds. Non-commerce forms will be considered “complete” when you complete all form steps.
NOTE: Since system will purge incomplete records nightly, you may want to edit your multi-step Forms to “Enable Forced Navigation”. This will force users to click the navigation buttons and complete each step of the Form.
Super Admins will receive email notifications daily of all incomplete records/transactions deleted from the Encompass database. Daily emails will also go to specific admins (Forms, Events, Campaigns) for the incomplete records/transactions deleted from their area. Admins can then decide if they need to follow up on any records/transactions.