Rock U - Workflows - Form Builder

Transcribed Video Content

You may have already created some forms in Rock using workflows. Now there's actually an even easier way to do that and it's using the form builder. Now this builder benefits from a drag and drop interface so that you can quickly style and place the exact fields you need to create a nice form and Rock. Then you can even plug it back into a workflow super easily. So let's look at how to use the form builder in Rock right now. Let's check out the form builder. So we'll head to tools, scroll down, click form builder. And you'll notice there's a few different categories here and they actually mimic the categories that come out of the box for workflows. So these will look familiar to you. You may have created some of your own and you can create new categories here or you can add subcategories, meaning you're just actually adding a workflow type that has one workflow action and it will show up where all your other workflow things show up. But the form builder is really a simpler way to build form actions and you have a lot of control over how things look and how they end up working. So let's build a form right now. Let's build a staff form and you'll just click on the category you want then click plus and let's name this baptism form. And it will just give us a slug and it's always nice to write a description. So this is used for baptism. I'd write a more helpful description than that, but I'm not gonna be helpful in this case. Then category, we can already see staff forms. Then templates, this is something I'll show you a bit later what those look , but we're not gonna build this off a template right now. We'll click start building. Now once this loads up, you'll see we have a drag and drop interface that gives us all kinds of ways to configure forms. So first of all, you can go in and edit your header. So let's just say baptism form. And a couple important settings to think about are, first of all, if you wanna have person entry enabled, you can turn that off and on in the settings. And what this is is a standardized way to get information that's usually pretty important to get about a person such as, their campus, a bit of information on their campus, personal information gender, email, phone, SMS, birth date, their address, things about their family, and some demographics. You can pick what shows up, whether it's hidden, optional, required, and what record source to use, meaning if a new person is created, would we where would we consider them entered from? And in this case, workflow makes sense. And that'll generally make sense, for out of the box record source, then you can pick the connection status that someone has if they're added, to your database from here. So we'll leave it on in case someone signs up to be baptized and they've never been in our system before. But we have a section in here and a footer. You can drag in new sections. You can also very easily delete them and you can drag to rearrange if you have multiple sections, then we have lots of pretty helpful blocks right here. And there are some additional blocks that you can drag in but we've put some of the most important ones or most commonly used ones up here. So let's start building this out. We'll drop in a boolean and a date. And if you wanna edit these, just click settings and we're gonna name this, have you been baptized? And you can pick a description for this and if you do that, you'll see a tool tip pop up and whoever is filling out the form will be able to hover over this and get a bit more info that helps them if there's a question that might be unclear or you wanna unpack a bit more. Then you can pick what the true and false text would be. You can pick what type of control. So if you want a checkbox, a toggle, I think a checkbox makes the most sense here. And these little sections down here, you'll see on essentially all the blocks and they're pretty important to changing how these blocks act or look. So for conditionals, we can do something really special. We can say under what conditions this field shows up essentially. So if we were to add criteria, we could say if the date is blank, then we don't want to show this block or yeah. That would be the case here. So you can say under what conditions a block would be hidden or shown. That's really nice if you want to hide complexity from people. You have a lot of fields and some wouldn't be relevant if someone answered, a question a certain way. So that's conditionals. Format, this is really nice touch. So there are 12 units of column on this form. So for example, we just drop this to six. If we drop this other block to six, then these will line up right next to each other. So if you do some simple math, you can do some more complex layouts and you can pick whether this is a required field or not. And if you wanna hide the label, then in advanced, you can pick the field key. And this is just, the attribute key that you would see within, the workflow if you were to go check it out. And you can pick whether you want this result to be on the results grid, which we'll see later. Okay. Now for date, let's just say baptized date and, you can pick which format the date shows up in. You can again pick the control type. So if you want date parts picker or date picker, you can display current option, meaning someone could just click this if they just got baptized. And again, you can add conditionals, formatting, and advanced. But we're going to, click around a little bit. So first of all, you can pick also in the settings how you wanna set the campus. So this form will use context to pick the campus. You can either do it from a query string meaning meaning the URL that someone accesses this form with, the workflow person, or the current person. Now we'll click settings here. We already looked at this earlier, but this is a more in-depth view with a couple different things such as, what do we want to happen upon completion? Do we wanna redirect people to a page? We can pick the URL or what display message or completion message do we wanna have. You can pick when form entry starts and ends, if someone needs to be logged in to your site, If there's a template, I'll step through in a second, then automations, this is really nice. You can optionally pick whether you want confirmation, notification, emails to be sent, and you can actually pick connection requests. This is super powerful. So depending on the person that's entered or if someone's entered, you can pick a connection type, opportunity, status, all that, and even match attributes so that you can take a new person entered in a form and put them straight into a connection flow. Then if you wanna view exactly what this form looks right now, you can click preview and it's not showing up right now unfortunately, but you would get a quick preview of exactly what this form looks . Now we have this saved. Another quick note, you can full screen this if you'd to have a bigger canvas to work with. But we've done our editing, we're gonna save. And once we save, we're free to exit. Couple other things I wanna highlight on this. You can see submissions by clicking here. You can see analytics, which right now we don't have any since no one's filled this out, but this is really helpful to see how people are engaging with your form. You can also link to the form and you can actually link to the specific workflow entry point. So if you have multiple different workflow entry blocks or places that people can fill out this form, you can pick which one to copy a link to which is really helpful. Then you can quickly clone or delete a form from here or just go back and edit it. Okay. So here's our baptism form. Let's see what it looks when we go check out the workflow that this has created. So this is the simple view. If we go to settings, workflow configuration, and that was a staff form. You'll see that baptism form that we just created pops up. We have one activity and it's simply a form builder action. Now let's look at how to turn what we just made into a template so that if you wanna do this faster in the future, you can. So we'll go to admin tools, settings, and you're going to look for form builder templates. We don't have any right now, but we'll add one and let's just call it baptism entry. And we can set a couple settings that will help you skip steps in the future such as is login required. You can pick the form header we edited earlier. Let's just say, have you been baptized? Then we can pick person entry settings. Let's do some of these things. We'll just quickly fill out some required fields. And there's lots of different things you can configure. Then again, you can pick confirmation email or even completion settings, what you see upon completion. So we'll save this. We missed the type. So we've picked the address type now, another required field if you're going to do person entry, then we'll click save. And we're going to go admin tools up to tools, which we're at earlier, and we'll click form builder again and imagine we're adding a form. You can click template baptism entry, which we just created, then start building. And you'll notice we're not actually starting from scratch. First of all, we have that header that we added. We have person entry enabled for us and you actually can't change it. This is helpful if you wanna standardize something for your team, you wanna give them a template they can use and we collect the same information every time. This template makes it easy for you. And this is the form builder. Great. Now your polished form is collecting the details that you need. The form builder, again, also makes it easy for you to follow-up and see how people have been filling out this form, quickly look at those submissions that have already been done. Now thanks for watching this video on the form builder. Have a great day.