Designing Your Form
Forms can be used for a variety of purposes. As a result they have several options which make them appear to be more complicated to set up. We have pre-designed some standard form options to reduce this complication. If you have a need beyond the capabilities we have designed, let us know and we can enhance the Form Builder to suit your needs. Some forms require secure access, so it is important to also read about the Security Module.
Note: Once a form has been created you can not change any of the fields. So carefully plan out what the form will look like before you start building it with this module.
Displays all forms
Allows you to begin creating a form. After creating a form you must insert it into a page where it can be viewed and used.
Adding a Form
Give your form a short descriptive name so you will recognize its purpose later. The form name is not displayed on the website.
Allows you to add comments about your form. It is also not displayed on the website.
This is the opening comments introducing your form to your website visitors. Since the actual form will appear just below the introduction, you may want to include instructions on how to use the form and answer any questions they may have when filling it out.
We suggest you answer the following potential questions:
- Clarify who should fill out and submit the form.
- Explain what happens to the information they input.
- Give them a timeframe of how long it will take to process the form.
- Tell them if they will receive a response and what it will be.
- Explain what they are to do if further action is required.
After a visitor completes your form and submits it, they will automatically be taken to a "Thank You” page.
No Payment: If this form is not being used as a method for receiving payment then use this Editor window.
Paid by Cheque: If this form is to be used for receiving a cheque payment then use this Editor window to give them further instructions.
Paid by Paypal: If this form is to be used to receive a payment and you have already set up a Paypal account which accepts credit cards then you can use this Editor window.
Require User Confirmation
This feature sends the visitor a "confirmation” email after they complete the form. They will be asked to click on a "confirm” link to validate their email address. If you use this feature and they do not confirm their email, their form submission will not be visible to you. Using this feature eliminates most pranks and uncommitted visitors from submitting a form.
Auto Process Requests
Answering "No” to this feature gives you an opportunity to process forms manually. This means that when a form is submitted you have the opportunity to examine the person’s request before considering it "processed”. It makes no difference to the system if you manually or automatically process forms. This feature’s only purpose is to offer you a method for managing your forms.
|Consider the familiar inbox and outbox scenario often found on many people’s desks. Requests are received by the inbox and once they are acted on — or processed — in some way the requests are moved to the outbox.|
When to choose "Yes” or "No” to Auto Process …
Choosing "No” to Auto Process means each form submission will be visually checked, validated, and acted on in some way by an administrator, just like the familiar inbox and outbox idea suggests.
Choosing "Yes” to auto process means each form is moved immediately to the outbox with no administrator checking, and if the form was associated to a secure group the person becomes a secure user immediately.
This option tells the program to notify by email the person whose email address is entered. Whenever a form is submitted, whether it is confirmed or not, the "owner” will be notified. The "Owner email” does not have to be an administrator’s.
These options are fairly self-explanatory.
You can designate the Tax "Label” as anything understandable to your visitors.
Associate to groups
This option allows you to designate which security group your visitors will become part of once the form is processed.
Tip: To choose more than one security group you hold down your CTRL key on your keyboard and left click the security groups you want.
Example for designing a LOW security validation form:
No valid information required
There is no email confirmation required and this form will process automatically. The reason this is considered low security is because there is no visual validation by an administrator and the system will make them a secure user automatically if the form had a security association.
Example for designing a MEDIUM security validation form:
Only a valid email address is required
The only intervention required to complete this form registration process, is that the visitor must confirm by entering a valid email address. This will send them the webserver’s confirmation email which they must then click on the "confirm” hyperlink (point 5.6.1). The reason this is considered medium security is because there is no visual validation by an administrator and the system will make them a secure user automatically once they confirm the email.
Example for designing a HIGH security validation form:
A valid email address and valid information is required
To complete this form registration process the visitor must confirm by entering a valid email address and by entering valid information for all questions (called fields) like their name and address. The reason this is considered high security is because the web server will require them to confirm and the administrator will visually have to look at each request before making them a valid secure user.
Answering "Yes” in the Collect column will display the questions in your form. Answering "Yes” in the Required column will not let the visitor submit the form unless every required question is answered.
There is always a question as to why we include two address fields called "Address” and "Address 2”. The reason is to give the visitor the option of inserting their suite or apartment number.
There are two options which allow you to change the wording being displayed in your form. They are the State/Province field and the Zip/Postal Code field. If all your visitors who will be filling out the form are Canadian, then you would want to remove the "State” and "Zip” fields.
Before clicking "Submit” you can request that more question fields be added to your form, in addition to those shown here. Before the program can give you more fields it needs to know how many more you need. To learn more about additional fields click here.