Custom Forms

Create a Form

  1. Click the 'Forms / Registrations' left main menu item.
  2. To create a prebuilt form with its various associated settings, choose the 'Add From Template' button and select Poll / Survey. This allows you to create the poll with most settings already configured for you. 
  3. To create a Poll / Survey from scratch as a blank template, click the 'Add' button to add a form.
  4. Add the various form elements you need to your form to accept information. You can do this by clicking on each item or via drag and drop.
    Click here to read more on our Form Builder tool, how it works, and how to use it efficiently.
  5. Click "Save Form". A modal window will appear with 3 options:
    • Continue editing the form.
    • Go to Advanced Form Settings
    • Go to Form Manager

Edit Form Settings

  1. When you are done creating your form and have 'saved it', in the modal window that displays, click the 'Let's go to Form Settings' option.
  2. Within the Form Settings tab, edit all the various settings that you'd like to have set for this form and click the 'Save' button at the bottom of the page.
    1. Category. Select the type of Form that this will be. This is a very important step as this determines which area within NPOHarmony that your form resides. 
      1. General Forms. Forms here will display in the 'Forms' main menu item. These are forms that do not fall into one of the other categories.
      2. Giving / Donations. Forms here will display in the 'Online Giving' main menu item. Useful for forms that you will use for accepting online donations, giving, gifts, tithes, etc. Forms that accept payment for things outside of 'donations' can fall into one of the other categories and do not have to be here.
      3. Registrations. Forms here will display in 'Registrations' main menu item. Forms that you need to track sign-ups for and even accept payments for as well.
      4. Attendance Tracking. Forms here will display in 'Attendance Tracking' main menu item. Forms that you will use for Attendance tracking that have attendance tracking form elements and settings set.
      5. Polls / Surveys. Forms here will display in the 'Polls / Surveys' main menu item.
    2. Featured / Featured Forms - This allows the form to display at the beginning / top of the when viewing the listing of forms within the category. This is useful as your dashboard widgets link to the various categories of forms. For example, the Online Giving widget routes to the listing of forms within the Online Giving category. You may just have 1 or 2, but you might have tons. This ensures the important 'featured' forms show first in the list.

Advanced Form Settings

In Settings, you will see 4 tabs. Each of these tabs contains the setting of a form aspect:

It is the first tab of the Form Settings and is displayed by default. From here you can set up:

  • Form Name: Displayed on the application administration pages and as the title of the form public page.
  • Slug: This option allows you to customize your forms URLs. By default, slugs are created based on the name of the Form, but you can edit it here.
  • Status: Indicates if the form is being shown. If set to Off, the form is no longer displayed to the user and instead appears a message indicating that the form is disabled and does not accept more submissions.
  • Created by: Field available only for administrator users. Used to assign a form to a different advanced user.
  • Language: This language will be used to display form messages. For example, validation errors. Note that you can add another language to the application.
  • Text Direction: Allows you to set the direction in which the values appear in the form. By default, the text direction is Left to Right (LTR). But, you can change the text direction from Right to Left (RTL) from the dropdown.
  • Private: Only logged-in users with the right permissions can access the Form page or Form Widget. If this option is enable, anonymous users will be redirected to the login page and users without permissions will be redirected to the Form Management page.
  • Message: Sets the message to be displayed to the user when the form has been disabled (Off).
  • Shared With: This feature allows you to share the form with other users. You have three options:
    • None: The form will only be visible by its creator (without considering the administrator who can see all the forms).
    • Everyone: The form will be visible by all users of the application. Only managers can share forms with everyone.
    • Specific users: Allows you to select the users who will be able to see the form. Related permissions: Includes the word "Shared" in his name. For example, viewSharedForms, editSharedForms, deleteSharedForms.

      Important! Keep in mind that although a user can share a form with another user, this user must have the permissions to view, edit, delete, etc. required for each action. For example, if you share the form with two users with different roles: Manager and Editor. The Manager user could only have access to view the reports and statistics of shared forms, while the Editor user could only have access to the Form Builder and Form Settings of shared forms.

  • Generate Submission Number: This option allows you to set a custom sequential submission numbering for your form. The submission number will be increased by 1 always. Except, if you set a bigger number in form settings (In this case, we are going to use this number). So, only when the number is bigger than the submission number of the previous entry we are going to use it to prevent duplicates. Take into consideration that the Submission Number helps you to identify a Submission in your Form, but a Submission ID helps you to find a Submission in the entire application. Two different forms can have the same Submission Number, but never the same Submission ID.
  • Number Width: Set the minimum width of number without a prefix (zeros will be added to the left side). This will change the minimum width of the submission number for new submissions. E.g. set to 5 to have submission number displayed as 00001 instead of 1. Leave empty to disable.
  • Number Prefix: Prefix before submission number (optional). This will change the prefixes for new numbers.
  • Number Suffix: Suffix after submission number (optional). This will change the suffixes for new numbers.
  • Save DB: Indicates if form submissions must be stored in the database or not. In any case, this does not affect each emailing entry.
  • Owner Scope: When this option is active, only the Form Managers can manage all the Submissions. The rest of the users who have access to the Submission Manager, will only be able to manage their own submissions.
  • Protected Files: When this option is active, only Logged-In users with Form access can access or download the files.
  • Time Zone For Submissions: When this option is enabled, the submission date will use this timezone, instead the user account timezone.
  • Date Format: When this option is enabled, the submission date will use this date format, instead the application date format.
  • Editable: When this option is active, form submissions can be edited by anonymous users by using the Form Widget. So, you will be able to allow your users edit form entries from your own website.
  • During: It must be a number, for example: 1. This number defines the amount of time a user can edit a submission.
  • Unit of Time: It can be Hours, Days, Weeks, Months or Years. This allows you to define exactly the time you can allow the edition. Eg. 1 hour or 1 day.
  • If the Submission meets: Only Form Submissions that pass this condition can be edited. This allows us to enable/disable the edition depending on the value of form fields.
  • Limit total number of submission: Specify the maximum number of submissions that the form will accept in a period.
  • Action: The action to be executed when a form has reached its limit. It can be: Show error message (By default) and Show error message and Disable Form (This action is only available when "Per Time Period" is "All Time").
  • Total Number: Total number of submissions to be accepted.
  • Per Time Period: Period in which the number of submission will be counted.
  • Limit submissions per User: Sets the maximum number of submissions that the Form can receive from the same user in a period.
  • Limit By: There are four options: IP Address, Browser Fingerprint, IP Address or Browser Fingerprint and IP Address and Browser Fingerprint.
  • Max Number: Maximum number of submissions allowed.
  • Per Time Period: Period in which the number of submissions will be counted.
  • Schedule Form Activity: Set the start an end date in which the Form must be enabled (ON) Before and after it, the form will be automatically disabled.
  • Start Date: Select the date on which the form will be activated.
  • End Date: Select the date on which the form will be deactivated.
  • Use password: Enable or disable the form protection by using password. If the option has been enabled, you should fill the Password field. Otherwise, the form will not be saved and instead, a validation error will be displayed. By default, this setting is OFF.
  • Spam filter: Indicates if the form should use the honeypot technique to filter submissions made by real users from the ones made by bots (spam).
  • Authorized URLs: To prevent a third party from embedding your Form on their own website, your form can be restricted to a list of URLs that you authorize.
  • No validate: This option allows you to disable the Client-Side validation (by the browser). Take into account that the Server-Side validation won't be disabled. It's recommended to have this option in Off.
  • IP Tracking: When this option has been enabled, IP addresses won't be collected by the application. You can enable the Browser Geo-location to collect the Sender information with consent.
  • Analytics: Enable/disable monitoring the form by the application. When, IP Tracking has been disabled, Form Stats will be collected with IP anonymization.
  • Autocomplete: Enables the browser's autocomplete to forms that have been previously filled. By default, this setting is ON.
  • Save & Resume later: When this option has been enabled, the browser automatically will store the information entered by a user on each field to be resumed later, even if the user close the browser.

Conditional Logic, Add-Ons, Analytics & More

  1. On your Forms Dashboard, click the 'Actions' drop down button to display a variety of options for your form. This allows you to go back and update your form or settings, as well as a plethora of other actions. Set conditional rules, view form results, reporting and analytics, or form sharing tools.

Add conditional logic to a form

The rules are based on the information that the form fields have at any given time and allow you to disable or enable and show or hide fields and other elements in the DOM. In addition, you can also do math and skip pages with this powerful tool.

You can access the Rule Builder from the Form Manager:

    1. In the navigation bar, click "Forms"
    2. Click on the form name
    3. Click on the button "Conditional Rules" (Flow Graph icon)

Confirmation Settings

This tab allows you to configure four key aspects of the submission confirmation:

  1. Inform to the user immediately: Whether using a text message (alone or above the form) or redirect the user to another web page. In the first case, you must type the message to display and in the second, the full URL of the web.
  2. Conditional Logic With this tool you can customize the way that you handle and process your submissions, giving you more control once a user has submitted your form. A common example of this would be if you wanted to provide your end users the option to download a file. In this scenario you can redirect to the file to start the download process. But, if the user don't want to get the file, we will show the Thank You message.
  3. Send confirmation email to the user: If you select this option, each time a user submits a form, they will receive an email that will thank them.

Notification Settings

In this tab you can configure how Form Submissions will be sent to your email (All data, only a link to the data or a custom message). Additionally, you can set the email subject, email addresses and more.

  1. If the form has fields of "Email" type, you can select them as Send To and/or Reply To email address.
  2. If the form has fields of "File" type, you can attach uploaded files to emails.
  3. If you choose only Plain Text, a default message with all the submitted data will be sent in plain text.

Share Form.

Share by link, QR code, or embed your form on another website.

  1. Once your Form has been created, all settings are good, you're ready to share your Form.
  2. If you would like to share your form with others, first you must set your Form sharing options when editing your Form Settings.
    1. On your Forms Dashboard, click the 'Actions' drop down button by the Form you want to edit and click 'Settings'. If others should be able to edit the form or see the form results, adjust this in the 'Shared With' section.
    2. Ensure 'Private' setting is as you would like it to be. If it is toggled off, the form is accessible by anyone in the USA. If toggled on, the form will only be viewable by those logged into NPOHarmony. If someone is not logged in, they will be routed to the login screen.
    3. Save Form Settings.
  3. On your Forms Dashboard, click the 'Actions' drop down button by the Form you want to edit and click 'Publish & Share'.
  4. Choose how you would like to share your form from the options that are available.

Download QR Code

QR Codes are an excellent way to connect people from print media or invite people in a mobile world to complete your form.

To download the QR code, follow the next steps:

  1. In the navigation bar, click "Forms"
  2. Click on the form name you want to share
  3. Click on the "Publish and Share" button (the green arrow icon)
  4. Click on the "Download QR Code" menu.

In this page you can see the QR Code to the friendly link of your Form. Also, you can click the "Download" button to share it with your users.

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