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Managing Forms

Purpose

The Form Wizard enables you to put forms on your website in order to collect information from visitors. For example, if you want to collect information from people who would like to receive your newsletter.

How to Set Up New Forms

When you are logged on as an Administrator, you will select the ADMIN HOME option from the menu. You will then click on TOOLS, then WIZARDS, and finally FORM WIZARD from the Navigator on the left side of your screen.

Once you click on the Form Wizard, the following screen will open:

On this screen enter the Name for your new form and click CONTINUE. This will take you to the screen below.
(NOTE: You can also edit existing forms by choosing a form from the drop down menu under "Edit a current multi-page form and then clicking CONTINUE).

Click ADD to create a new form. You will then see the following screen:

Enter the Name for your form page here and click on the Form Editor to get a list of different types of available fields. Fields available to place on your form include:

Text Field. Select this option if you want the user to input text, such as name or email address. Field types include text or password. If they are entering a password, then the text will be displayed as ***. Next enter the name of the field, such as Email Address. If you want a field to be required, then enter a * after the field name, such as email*. The size specifies the size of the text box and the max length is the maximum number of text characters allowed.  If you want a default value to display, enter that in the value box. Click INSERT when you are done.

NOTE: For any form that will be updating your current database, make sure the field name you specify exactly matches the field name in your current database.

List. Select this option if you want the user to choose options from a drop-down menu. Give the list a name such as Publications Available. In the Size field specify how many choices you will offer. If you check Multiple Select, then users can select more than one menu choice by holding down the CTRL key. In the values boxes, first enter the value that will be sent to your database, such as NWS1, and in the second field enter how you want the item to display in the drop-down menu, such as SEO Newsletter. Click ADD after you enter each item, and then click INSERT when you are done.

Checkbox. Select this option if you want the user to be able to click on an item to select it, or to be able click on more than one choice. Type in a name for the checkbox; the default is checkbox1. Next, assign a value to it that you want to send to your database, such as NWS1. Choose whether you want the default for the box to be checked or unchecked. Click INSERT when you are done. Next type a space and then type the text you’d like to appear next to the checkbox, such as SEO Newsletter. If you want more options for users to check, repeat the process.

Radio Button. Select this option if you want the user to be able to click on an item to select it; they are only able to select one of the items listed. Type in a name for the button; the default is radio1. Next, assign a value to it that you want to send to your database, such as yes or no. Choose whether you want the default for the box to be checked or unchecked. Click INSERT when you are done. Next type a space and then type the text you’d like to appear next to the checkbox, such as SEO Newsletter. If you want more options for users to choose from, repeat the process.

File Field. Select this option if you want the user to be able to upload a file to your website. This file will be stored in an UPLOAD folder that you can access on the ADMIN HOME page by clicking on TOOLS, then CONTENT FILE MANGER, and finally the UPLOAD folder.

When you are done entering fields on your form, click CONTINUE, which will take you to a page that allows you to add CANCEL, BACK, and/or SUBMIT buttons to your form. When you have checked the buttons that you want to appear on your form, click CONTINUE. Next you will see the following page and should select the desired response to your form. Click CONTINUE when you have made your selection.

NOTE: If you want your form to add people to a group (such as NEWSLETTER1), check UPDATE USER on the following form so that they will be added to your PEOPLE database and added to the group specified.

You will then have a chance to review your form or add new pages to the form. When you are done, click CONTINUE and you will be able to enter text that the website visitor sees after they fill out the form and submit it. Click CONTINUE to get the next screen:


Here you will determine the actions that will occur when the form is submitted. You can add the user to an existing group, such as NEWSLETTER GROUP. You can send an automatic email response to the person signing up, and/or you can notify someone at your organization of the new form submission.

To set up the email responses, click on the + next to the email you want to create. Here you will enter a name for the email, the subject of the email, the email address that is listed as the sender, choose who gets the confirmation (if anyone), and type in the body of the text message. You may choose the SEND TEST button to test the email. When you are finished, click OK.

For the Notification Email, if you would like more than one person in your company to receive it, you will need to set up a new group (such as Email Notification Group) and add people to this group that you’d like to receive the email. Then choose that group under the Send To Groups Tab when you are in the edit record for the email. You can find the records for these emails by logging in as an Administrator and going to ADMIN HOME. Click on MANAGE EMAIL and then SYSTEM EMAIL to see your emails in a list on the right side of the screen. Click the paper/pencil icon next to the newsletter to edit its content or the send to groups.

How to Add A Form to a Page

When you are on the web page where you would like the form to appear and are logged on as an Administrator, you will select the EDIT option from the menu. Next, click the paper/pencil icon. This will take you to the Edit record for your page, shown below:


On this screen put your cursor in the Copy box, click on the Add-on drop down menu and select Dynamic Form. An image with the Contensive logo will appear in the Copy Box. Click OK at the top of the page to save the form to your webpage.

How to Specify Which Form to Use

When you are on the web page where the form will appear and are logged on as an Administrator, you will select ADVANCED EDIT. The following screen will appear:


Select the wrench from the above menu to open up the box where you will select the form you created in the form wizard from the FormSet field.

How to Find Data Entered in a Form

If you login and go to ADMIN, click on REPORTS and then USER FORM RESPONSE. At the bottom of the screen in the search box in the name field type in the name of the notification email that you set up. This will find all emails that went out for this form. If the person was logged in when they filled out the form, you will see the name as part of the email title. If they weren't logged in, you have to open each record to try to find the person whose form information you are seeking.

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