Site Admin - Add an Online Form

Depending on your access level, you may be able to add an online form.
 
To add an online form:
 

1. Click on the Publish menu -> click Publish Content -> from the drop down menu select Form -> You can click the Add Blank Form or Add Downloadable Form button, or you can choose one of the templates provided from the drop down menu -> click the Add Template Form button. Once you've made a selection, the FormBuilder Page will be displayed.
2. Enter the Title, Description, and Instructions for the form. Note: If needed, you can include a hyperlink in the Description or Instruction fields that links to other information found elsewhere on the site, or to a different Web site. This is particularly useful for forms like Architectural Requests, in which it is useful to include a hyperlink to the Modification Guidelines. This helps to ensure that your members read the Modification Guidelines prior to submitting their request.
3. Select the desired security level from the Permissions drop down menu. This will be the minimum security role that will be able to access and fill out the form.
4. If you want the form to automatically be displayed on the Management Office page, checkmark the "Display in Mgmt Office" box. Note: If you have chosen not to display the form on the Management Office page, you must create a hyperlink to the form from the appropriate page so that users can access the form.
5. Specify whether or not you wish for tracking to be enabled for the form, and whether the form is a Calendar Resource Reservation form.
6. In the Email field, enter the e-mail address(es) to which submitted forms should be sent. To add an e-mail address, click Add. The Email Address box will open; enter the e-mail, then click OK. To add additional e-mail addresses, click Add again. You may add as many e-mail addresses as needed. To edit a value previously entered, select the e-mail address from the list, then click Edit. The value will be retrieved, and you may enter the necessary changes.
   1. Alternatively, you do not have to enter in email addresses, you can check the "Send to Association Email Address" box to have the submissions send to the Association Email set in the site's General Settings found under Publish > Modules & Settings > General Settings
7. In the Submittal Text field, enter a message to display to users once the online form has been submitted. Note: You may include a hyperlink in the Submittal Text to link to other information appearing elsewhere on the site or to a different Web site.
8. Under the Form Viewer, you can add a variety of fields (such as checkboxes, drop down menus, text boxes, etc.), which the user may fill out or select as needed. You can also add instruction fields. To add a field, click the Add Field button. You will see a list of Field Properties on the left. Each property has a graphic next to it showing what the field will look like on the form if you select it. (See below for further descriptions of each property.) For each property, enter the corresponding field details on the right. (Field Details are also described below.) When you are finished adding a field, select OK and the new field will appear at the bottom of the Form Viewer.
    
   Helpful Tip: You can add blank lines between fields to create sections within the form by adding an Instructions field without a value.
   1. Field Types:
      • Text Box - Used for short text values like First Name, Last Name, Street Address, Unit, Phone Number, and E-mail.
      • Memo Field - Used for long text values like Descriptions, Comments, and Feedback.
      • Date Field - Inserts a field that allows the user to select a date, which must be entered in the form of xx/xx/xxxx (e.g., 05/31/2010).
      • Open Charge - Allows the user to enter a monetary value. For example, this field could be included on a donation form, in which the user can specify how much money they want to donate.
      • Charge Field -  Allows the user to specify the quantity of a particular item. If the user clicks on the "Ext. Price" field, the total price will automatically be populated (assuming a quantity is entered).
      • Charge Group - Allows the user to select an item from a list of items, each with specified prices. The user can enter a quantity for the item selected. If the user clicks on the "Ext. Price" field, the total price will automatically be populated.
      • Charge Reserve - This option becomes active if you have placed a checkmark in both the "Enable Tracking for This Form" and the "This is a Calendar Resource Reservation Form" checkboxes. The Charge Reserve field is used for entering the charges for facility reservations.
      • Checkbox - Used for indicating agreement or making a forced choice selection (e.g., "By clicking this box, you confirm that you have read the guidelines.") Note: if you wish to make the selection mandatory, make sure to put a checkmark in the "Required Field" box. Doing this will force the user to click the checkbox before he or she can proceed to the next page. If the user does not add a checkmark to the box on their screen, the page will not allow the form to be submitted. A message will appear alerting the user to make a selection.
      • Checkbox Group - Allows you to put two checkboxes together so that the user can select multiple boxes if needed.
      • Option Group - This is similar to a Checkbox Group, except that it allows users to select options rather than checkboxes.
      • Single Select - Allows you to create a drop down menu. The user is allowed to select only one of the items listed in the drop down menu.
      • Multiple Select - Allows you to create a drop down menu in which multiple items can be selected. In the Inline Help field, you may wish to add a note to your users on how to select multiple items, e.g., "To select more than one item, hold the CTRL key down while you are selecting the additional item(s). To deselect an item, highlight it, then press the CTRL key again."
      • File Upload - Allows users to upload files filling out the form (e.g., resumes, photographs, letters, etc.). In the field type, you can specify whether to allow all files, images only, or documents only. By selecting Image, you allow the user to upload certain image files only (.gif, .jpeg, .jpg, .bmp, .png). Any attempt to upload a file other than those listed will result in an error message to the user. If you select Document, you allow the user to upload certain document files only (.doc, .xls, .ppt, .pdf, .zip).
      • Instructions - Allows you to add instructions for a group of fields.
      • Blank Row - Allows you to add a blank row between groups of fields. To increase the amount of space between groups of fields, change the Height to a higher number.
   2. Field Details:
      • Label - This is the title appearing to the left of the input field. It lets the user know what information needs to be filled out or selected.
      • Required Field - You can check this box to alert the user that they are required to fill out a particular field or make a selection. The user cannot submit the form without entering a value. Required fields are indicated with a red asterisk.
      • Default Value - You can enter a default value in this field that will automatically appear for users when they are filling out your form. The user is allowed to change the default field when filling out the form.
      • Smart Field - Smart fields allow you to map your fields with fields contained in the database so that the value will automatically be populated based on the user's log-in information. This is especially convenient for Name and Address fields.
      • Field Type - Allows you to indicate what type of text should be entered in a field (e.g., Text, Email, Numeric, Currency, or Password). For example, if you select Currency, the field box will be displayed with a dollar sign ($) in front of it. If the user attempts to enter letters, an error message will be displayed (after the user clicks Submit) asking the user to correct the entry.
      • Inline Help - Provides supplementary information or tips that may be helpful to the user while he or she is filling out the form. Specific tips can be added for each field if needed.
      • Display Before - Allows you to change the order in which fields appear. To move a particular field before another field, select the appropriate field from the drop down menu.
9. If you would like to change the order in which the fields appear, click on the field within the Form Viewer section. Under the "Display Before" drop down menu, select which field you want the current field to appear before.
10. To edit an existing field, click on the field as it appears in the Form Viewer. A Form Field Editor box will open.
11. Click either Save or Save as Template. Saving your form as a template will allow you to access and use it later to create another form from. (Saving it as a template will make it accessible via Publish -> Publish Content -> from the drop down menu -> Forms -> from the drop down menu select the iconized template form. If you click Save, your form will not be stored as a template. After saving your form, you will be returned to a copy of the form as it will appear to the user. Be sure to test your form to make sure the submitted information is sent to the proper e-mail address. Pressing the Submit button will send a copy of the completed test form to the email address(es) you specified in Step 6.