FORMS: Update Forms
What is an Update Form?
An Update Form is a powerful tool that helps you add or update data for Contacts who are already created in your CRM. Update Forms are different thank Kickoff Forms in that they are never accessible to an Unknown Target.
Update Forms cannot be accessed in a non-authenticated way - this means that Update Forms cannot be made publicly available to anyone on the internet. If you need a Form that can be publicly accessed, you should consider Kickoff or General Forms.
Kickoff Forms can be accessed by anyone on the internet via a publicly available link or by embedding the Kickoff Form into your website. But, Update Forms are different, and more secure in the sense that they can only be accessed in a way that is authenticated, meaning that we always know who is accessing the Form, and therefore, the data that is submitted is more reliable.
When the Contact completes the Update Form, the Form will update the data in their CRM Profile. If the data for a particular field is updated with new data, the existing saved data will be overwritten/updated.
CLICK HERE to learn about types of Forms
How do I create an Update Form?
Navigate to the Forms menu item, and click +Create Form.
You will then be able to choose Update Forms. Alternatively, you can click the icon beside the +Create Form button and choose from the dropdown menu.
From here, you will be able to build your Update Form.
Start by giving your Form a Title. By default, "Untitled Form" is populated into this field.
Allow the Contact to Save Form as Draft
- You can decide if you'd like to offer the option for your end user to save the Form as a Draft. If enabled, the Target will will see a "Save Draft" button alongside the "Submit" button whenever the Form is displayed.
Building your Form Fields
Use the dropdown menu to choose Custom Fields to add to the Form. Any Custom Fields you have already created will be in the list. You can also click Create Custom Field to create new ones.
TIP: If you choose to Add Selected Custom Field, you are also able to include Project Custom Fields.
CLICK HERE to learn about Custom Fields
Once you add the field, you can rearrange the order by clicking the icon and dragging it into place. You can delete a field by clicking the red icon.
To configure settings for a field, click the arrow.
Required: This field will be required to have input and the user will be unable to submit the form until it has been filled out.
Placeholder: The field will be open for any data input.
Pre-Fill Value: The value you input into the provided field will be shown by default.
Read Only: The field will be seen by the user, but no action will be needed.
Hidden: The field will be hidden from view and the user will be unable to input any data into it.
Subtext: This is a secondary title for the field. You can use this to fill in a description, give an example, or for general information you think would be useful to your Contact filling out the Form.
Field Styling & Layout Classes
Below are the classes that are available for you to use. You can have up to 4 columns per row and you can even mix & match as long as the percentages equal 100%. We also have some style classes that will allow you to add emphasis to the important fields.
field_first - Required in the first column of a row when using these classes to make multiple columns.
field_half - Directs a field take up 50% of the available width in a row
field_third - Directs a field take up 33.3% of the available width in a row
field_fourth - Directs a field take up 25% of the available width in a row
field_cb - Places a light grey background behind the field and some added padding
field_important - Places a soft red background with red border and added padding
Example: For two fields on the same row, the field you want on left should have two classes, separated by a comma: field_first, field_half / The field on the right only requires one class: field_half / You can mix & match the classes as long as it adds up to 100% in a row. Remember that the first field in any row should also be given the "field_first" class, separated by a comma.
TIP: This type of Form will be updating/adding information to existing Contacts, so you won't necessarily need to add fields like First Name and Last Name.
How Can I use Company Custom Fields?
You can use the Company Custom Fields dropdown to select a Company Custom Field that you created earlier using Custom Fields or you can create a new one by clicking the + button. To manage your Custom Fields click the settings icon.
CLICK HERE to learn about Custom Fields
Once you have selected your Company Custom Field from the dropdown you can determine who will have access to see this field.
You can choose for it to be the Primary Contact Only or All Associated Contacts. Keep in mind that only Contacts that have an assigned Company will be able to see this field. If a Contact does not have an assigned Company the field will be hidden.
How Can I use Advanced Blocks?
You can use the Advanced Blocks dropdown to select an HTML block or Signature Block that you can insert before, after, or between fields.
HTML Blocks: How do I add my own content in addition to form fields?
You can insert HTML Content Blocks that you can use to insert text, images, videos, etc. into the Form. You can place these blocks before, after, or even in between fields and can add as many as you'd like.
Select HTML Content from the Advanced Blocks dropdown menu.
Once selected, the Block will automatically be added to the list above.
Once added, click the icon to expand the pane and click the Edit Content button.
A standard WYSIWYG editor will appear in which you can add content. Click the <> icon to switch to HTML.
Signature Block: How do I add a signature area field?
You can use a Signature Block in Forms to easily & quickly get important sign-off on agreements, policies, or authorizations
Get started by opening Advanced Blocks and selecting the Signature Block
After you have added the Signature Block, click the arrow to customize the text/labels that appear on the front end of the Form.
You can add multiple Signature Blocks to the Form and you are able to customize each one separately.
Appointment Block: How can the Contact book an Appointment while signing up?
Select Appointment Block from the Advanced Blocks dropdown menu.
Once selected, the Block will automatically be added to the list above. You will then be able to determine the Appointment Type(s) under Appointment Scheduling. You can select multiple Appointment Types using the dropdown.
How do I configure Conditional Logic for Fields?
Conditional Logic allows you to create a Form that changes based on user input. Depending on what the Target (user who is filling out the Form) enters into a field, it can trigger whether or not to Show or Hide a different field.
All Custom Fields (with the exception of the "File Upload" type) can be configured to trigger Conditional Logic.
While in the editing screen, you'll see a tab to the right of the screen with a icon. You can click on this at any time to open a side panel, in which you can then configure your Conditional Logic.
CLICK HERE to learn about Conditional Logic
How do I configure Embedding options for an Update Form?
During editing of a Form, you can click the Link / Embed button located in the upper right-hand corner of the screen.
After you have saved the Form, you can access this screen by clicking on the Options menu button beside the Form name and selecting Link / Embed.
What you have configured in your Default Form Embed Settings will be applied here. However, you can change these settings individually.
The setting options are identical to the ones in CRM Settings.
CLICK HERE to learn about Form Embed Settings (CRM Settings)
How do I switch between Forms?
On the top right you will see a dropdown. It will be titled the name of the current Form you are working on. You can easily switch to a different Form and a different Form type by clicking on the dropdown and selecting one from the list.
How do I use an Update Form?
On the Link / Embed screen, a Placeholder is available for you to use within the platform. Simply click the Placeholder to copy it to your clipboard.
You can also click the ID in the Forms List View to copy the Placeholder.
You can use this Placeholder in a Portal Page with a Text Block to embed it.
CLICK HERE to learn about the Content Block Editor
IMPORTANT: Forms will not render in the Preview. Just Impersonate a Contact whom has access to the Portal Page to see how it will look. Update Forms are only available for Contacts at this time, and will not render for Staff Roles.
Staff Submit Forms can be completed by you or members of your staff to add new data or update data in the platform.
In the Forms List View, click the Options menu button.
Select the Staff Submit option and the Update Form will open in a new tab with a Contact selector. When submitted, the data will be updated and all associated automations will be instantly triggered.
How do I view submissions for my Update Form?
While viewing Forms, click the Options menu button and select Submissions.
Alternatively, you can click the Submissions button while editing the Form, located in the upper right-hand corner of the screen.
Each user will have their Name and email address listed, as well as the precise date and time the Form was submitted.
To manage submissions, click the Options menu button beside the submission you'd like to manage.
View: A modal will appear displaying the submissions.
Download PDF: Download a PDF version of the submission document.
Delete: Remove the submission form from the platform. Note: This cannot be undone.