Create a Form
Custom Forms, in iKnow, allow us to create forms to collect information, which can be added to iKnow. The forms can be accessed through a link, that can be sent to those we wish to fill it in, they can be embedded into a website, or they can be made available in iKnow, for logged in users to complete.
To create a new form, we will need to go to Settings and click Custom Forms. Any forms that have already been created will be listed here.
To create a new form, we need to click the Add Form button.
We will need to give our form a name, in the Form Name field.
If we want people to be able to complete the form when they log in to their iKnow profile, we will need to switch the, Available in iKnow toggle, on. This will mean a link to the form will appear in the Me section of iKnow.
To make the form available to be completed, the Live toggle will need to be switched on. If we want to prevent people from completing the form, we can switch the Live toggle off.
Any text that we enter in the Welcome Text, will appear at the top of the form. Any text entered in the Closing Text, will appear at the end of the form. These could be used to give information about our Privacy Policy.
If the form is to be available for a limited time, we can add a Publish and Expiry date, which will mean it can’t be completed outside these dates.
If we have a specific template that we want to be used, when contacting people who complete the form, by email or letter, we can add it by selecting it from the Branding Template dropdown menu.
Once we have completed the details, click the Save button, at the top of the page, and we will then be able to build our form.
Form Sections
To build our form, we will need to add Sections. Our form fields will then be added to the Sections.
To add your first Section, click the Add Section button.
Each Section will need a name, for example, we may have a section called Personal Information, that includes fields for Name, Age, Gender, and so on. If we want the Section to appear on the form, we will need to switch the Live toggle on.
The Advanced tab, allows us to set some more advanced options for the Section.
If we select Optional, we are able to decide whether all the fields in the Section will be shown, depending on the answer given in the first field. We may want to know if someone is married, for example, and, if they are, what their spouses name is and when they got married. However, if they’re not married, they don’t need to see these questions, as they’re irrelevant.
Optional allows us to add the first question, Are you Married?, along with the 2 answers, Yes or No. When we click the Save button, we will be able to enter the other questions. When someone completes the form, they will only see the additional questions if they answer Yes to, Are you Married?.
If we select Repeating, we can allow people to answer the same question multiple times, with different details. For example, if we wanted someone to add the names of their children, we can use the Repeating option. When a person completes the form, they will see the question we enter here, ie, How many children do you have?. They will then be able to select an option from the dropdown menu, up to the maximum number you set. They will then be given the relevant number of fields, to complete their children’s names.
Once we have completed a Section, click the Save button, and it will be added to the form, under Sections. If we want to make any changes to a Section, we can click the orange pencil icon, or click the dustbin icon to remove a Section completely.
Form Fields
To add Fields to our Section, click the Add Question button. There are two types of Question we are able to add. If we add an iKnow Question, we will be able to map the field to a field in iKnow, allowing the data added to be added to an iKnow profile. Adding a New Question will not allow us to add the data directly to iKnow.
Selecting Add New Question, will open a window where we can enter the question, and set the parameters for the field.
Question Name, will be the information we wish to collect, for example Name, or Job Title.
Type, allows us to choose how people will answer this question. For example, Text and Multiline, will allow the person completing the form to type an answer. Checkbox, allows the user to choose one, or more, predefined answers which we have added. Select, will give the respondent a dropdown menu from which they can select their answer. Some of the options, such as Attendance, Title, or Employment, will create a dropdown menu that reflects the options that are available in our iKnow.
If we want the question to appear on the form, we will need to switch the Live toggle on.
If the Required toggle is switched on, users won’t be able to submit the form without completing the question.
If we want to give the user further information about how to answer the question, we can add this in the Help Text.
We are also able to add a link, to a web page, that gives more information, by entering the web address in the Website Link box.
If we choose to add an iKnow Question, we will be able to choose from the fields that appear on people’s profiles in iKnow. This includes any Custom Fields we have added.
To add one of the fields to our form, we need to click the plus button, alongside the field.
If the person completing the form is logged into iKnow, the form will be prefilled with any data, that is already in iKnow, that relates to the form. For example, their name, address, etc. If we want to clear this data, and add different information, we can click the Clear Prefilled Data button.
If the person completing the form isn’t already in iKnow, and we have used iKnow Questions that are mapped to iKnow fields, they will be added to Pending Adults or Pending Children, in iKnow.
Form Actions
The Actions section, allows us to decide what will happen when our form is completed.
If we would like anyone to be notified that the form has been completed, we will need to click the Add Recipients button. We can then search for anyone who is in our iKnow database. Once we have added all our recipients, click the Save button. To remove any recipients, click the red dustbin icon next to their details.
Email Autoresponder
When someone completes the form, we may want them to receive an automated email, that thanks them for completing the form, and giving them more information. This could be more information about the event, or letting them know what the process will be, now they have filled in the form.
To do this, we need to switch on the Send email auto responder toggle. Then we’ll need to choose the field that contains the email address. We may have several fields where we have asked for an email address, so we’ll need to specify which one the system should use, by switching on the toggle, on the right.
We’ll need to complete the email subject, and then the name and email address that the autoresponder email will be sent from.
Then we need to add the main body text. We can format the text, in the email, and we can link to a website, or document, using the link button.
If the Append Form Submission toggle is switched on, a copy of the completed form will be added to the Auto Responder email.
Select Campus
If people completing the form are going to be added to our iKnow database, or if the form completion is going to trigger a Process, we will need to select the relevant location from the dropdown menu, under Select Campus. If we don’t select a Campus, we won’t be able to set a Process to be triggered, and details from iKnow Questions can’t be mapped to our iKnow.
If a Location has been selected, two additional sections will be available, Add to People and Start Process.
Add to People
Add to People, will allow us to map Questions to the iKnow fields we would like them to populate, when the form is submitted. To map the fields, click the orange pencil icon and, in the modal that opens, we’ll need to click the arrow, next to the section we wish to map, to expand it. We will then see the questions from that section, and will be able to select which field each one is mapped to, from the dropdown menu.
If an earlier question has been mapped to an iKnow field, we are able to use the Inherit Questions option. So, for example, if we have asked for an address from the person completing the form, and then asked for details of their children, we can inherit the address, so that it is attached to the children's details.
Start Process
Start Process, will allow us to choose which Process we would like to be triggered, when the form is submitted.
On Completion
The On Completion section, allows us to decide what will happen when someone submits the form. If we would like to display a message, enter the message in the On Completion Message text box, and select the option to Display a Message.
If you want a new form to load, when a form is submitted, select the Load a New Form option.
Share Form
In the Share Form section, we can choose how we would like people to access the form.
We are able to send people a link to the form, by copying the URL in the Link box.
We can embed the form, into a page on our website, by copying the code in the Embed on Website box.
We have the option to download a QR code, which people can scan with their smartphone, and be taken straight to the form.
If we would like to give people the opportunity to complete a hard copy of the form, we can click the Download as a PDF button.
Once we have completed our form, click the Save button, and our form will be added to the Forms page.
Viewing Responses
To view responses to our forms, we will need to go to Settings, and click Custom Forms. We will see a list of all the forms we have created. To view any responses, we will need to click the View button, next to the relevant form.
New responses that haven’t been read, will be listed under the, New tab. We can see the details that have been completed, on each form, by clicking the View button, alongside the form.
When viewing the form, we are able to use the Contact button, to contact people whose details are on the form, through the Communication Suite.
Once the form has been dealt with, we can use the Completed button to move the form, from the New tab to the Completed tab. Once a response has been moved to Completed, we are still able to use the Contact or Delete options.
If we need to remove the response, we can use the Delete button.
Editing a Form
We are able to edit a form, that we have previously created, by clicking the orange pencil icon. This will take us back to the Form editor, where we created it originally.
If we no longer need to use the form, we can click the Archive button. Archived forms cannot be re-used, though we will still be able to see responses that have been added.
We will only be able to delete forms that have had no responses.