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Creating + Managing Forms
Creating + Managing Forms

Learn how to create and manage Forms

Michael Stephenson avatar
Written by Michael Stephenson
Updated over a week ago

Overview

This guide provides essential insights into creating, customizing, and managing your Forms, simplifying the process to enhance user engagement and streamline data collection.

Dive into the comprehensive configurations to maximize the utility and efficiency of your Forms below:


Creating a New Form

  1. Click the + New Form button

  2. Type a name for your Form.

  3. Click Save in the top right corner.

  4. Configure your new Form using the steps below.


Modifying, Duplicating, and Deleting Forms

Modifying Forms

  1. To modify an existing form, click on the form name.

  2. Make your edits. Changes are automatically saved.

Duplicating/Deleting Forms

  1. From the forms listing, click the More icon (three vertical dots) at the end of the row of the Form you wish to duplicate or delete.

  2. Select duplicate or delete , depending on your desired outcome.


Configuring your Form

Header

  1. Form Name: Clicking on the name will allow you to edit the Form's title.

  2. Prospect or Simple Form Type: Select if this Form should be a prospect or simple Form.

    • Prospect: Acts as a request-for-information form, automatically creating a prospect milestone for the user.

    • Simple: Eliminates the creation of a prospect milestone for every submission. Note: A record will still be created for an unknown user who submits a simple form.

  3. QR Code: Show/download the QR code for that Form

  4. Preview Form: Preview your Form at any time to view changes made

Content Tab

Main Form

The main Form is where you will capture essential information from the respondent. In the next section, you can gather additional details with an optional follow-up form.

  • Form Title + Subtitle

    Start by replacing the Form Title and Form Subtitle text with a title and subtitle of your choosing. This information will be displayed to anyone who views this Form.
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    โ€‹An example of the Title and Subtitle on the Form is below. Consider using this space to add instructions or information before beginning the Form.
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  • Submit Button Label

    Change and customize the default 'submit' text on the submit button to fit your needs.

  • Submit Color Button

    Select from your primary or secondary color for the submit button. These colors are configured in Settings > General > Branding.

  • Generate PDF for Every Form Submission

    You can choose to generate print-friendly PDFs from form submissions. For a complete guide on generating PDS from Forms, click here.

  • Adding Fields

    You'll see a few default fields that we think will be valuable on an already-added inquiry form. To add additional fields, click on the Add Field button.
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    โ€‹Important: Element451 uses email address as a primary identifier, so make sure that you keep the email address field on your Form.

Once you set up your fields, you can create a follow-up form. The follow-up form allows for a secondary form to be displayed after the initial information gathering that can be useful for gathering some additional but not required information.

Follow-Up Form

If you choose to add a followup form:

  1. Toggle the 'Use follow-up form' setting to Yes.

  2. Configuring your follow-up form is the same as the main Form.

Thank You Note

The thank you note will be displayed to all users who submit the Form.

  • Show Thank You Note: Displays a simple thank you message and allows you to add a button to download a file (if you use the Form to access specific files, like a Viewbook) or visit a URL.

    • To add a button, click on the Show Button toggle. You can then add a button to download a file or provide a link to a new page.
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  • Redirect to a URL: Redirect users to a specific web page after form submission.

Payment

Form Payments allow you to accept payments directly through Forms, using your existing payment processors. This feature enables payment collection and gathering of essential data in diverse scenarios.

Form Payments support various payment options, including fixed, conditional, calculated, and user-defined amounts, and offer discount code coupon functionality.
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  • Active: Use the Active toggle to enable form payment collection.

  • Discounts: Turning this toggle on permits discount codes to be used on this payment. Discount codes are configured in General Settings. To learn more about configuring discount codes, visit our Discount Codes article.

  • Payment Description: Describes the product or service purchased only for internal use.

  • Credit Card Provider: If you have multiple credit card providers, you will be prompted to select one. Note: Form Payments only work with Element451 preferred payment partners.

  • Account: Input an account number or name for internal tracking.

  • Payment Type: There are four payment types to choose from: fixed, conditional, calculated, and user-defined.

    • Additional fields will appear to configure the specific settings depending on the Payment Type chosen. You can explore our article, Payment Types, to gain further insight into each type and how to configure them.

    • If you wish to use payment rules, you will need to select the Conditional payment type.

Authentication

Enabling the authentication feature requires identity verification before accessing the form. Authenticated forms are ideal for gathering information from prospects further along in the admissions funnel, current students, alumni, or anyone else with an existing record in Element451. These forms use a unique identifier to match the individual's record before collecting form data. As a result, Authenticated Forms prevent the creation of duplicate records.
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  • Use Authentication: Enables the authentication feature.

  • Authentication Dialog Title: The text that appears above where the contact will enter their identifier.

  • Label for Authentication Field: The text on the box where they enter their identifier, specifying what they should enter.

  • Identity Type: Choose how you want contacts to identify themselves. The available options are:

    • Primary User Email

    • School Email

    • School ID

    • Secondary Email

How does it work?

  • Enter Identity Information: When contacts access the form, they will be prompted to enter a value for the selected identity type in a dialog box.
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  • Receive and Enter Code: After entering their identity information, contacts will receive an email with a verification code, which they must enter on the form to gain access and complete. A confirmation message will display in the modal to indicate to which email address the code was sent (e.g., "Weโ€™ve sent a code to almama*****@gmail.com.")

Design Tab

  • On the Design tab, you can select the primary and secondary colors of your Form and the design of the fields.

Notifications Tab

  • Admin: Add email addresses of internal users who should be notified when the Form gets submitted.

  • User: If you wish to send email confirmation emails or any notification to the submitter, you must configure a Workflow.

Embed Code

  • You can find the JavaScript or iframe code to embed your Form on external website pages on the Embed tab.

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