Rock U - Workflows - Form Builder

Transcribed Video Content

Often, the main purpose of a workflow is to have a person fill out a form. But it can be out of reach for some staff because building a whole workflow is a little bit technical and, and it can be kinda tricky to do. But that's where Form Builder comes in. Using Form Builder, people can simply build a form quickly and easily without having to develop a whole workflow around it. So let's take a look at how it works. Now, there's nothing that you need to do in advance to start using the form builder. We can get started on our first form right away by navigating to tools and form builder. Okay. On the left, you'll see a listing of categories. If these categories look familiar, it's because they're the same categories used for workflows. This brings up an important point for you to remember, which is that each form you build in the form builder actually gets saved as a workflow type with a single form builder action. The name that we give our form becomes the name of the new workflow type. So here, on our samples category, let's go ahead and add a new form, and we'll do that by clicking the add form button over here. Okay. And we'll give it a name. Now, again, this name is going to become the name of the workflow that ultimately gets created. And the description, which also doubles over as the description for the workflow type that gets created. And then you can choose a template down here. And you can build your form from a template. We're not going to do that right now. We'll get to that soon. And then down here is the category. And, of course, we've chosen the samples category, but you can pick any category. New categories can be added from the panel on the left. And again, these double over as workflow type categories. So if you add a category here, you'll see it under the workflow configuration page as well. Alright. Then all we need to do is click start building. This is the main form builder page. Okay? So let's look at the form itself, which is the large area on the right. So you can see the form has a header. There's an area for person entry. And then there's a main section, and then finally a footer down at the bottom. So we can come up here and we can edit the header. And we can say, please fill out the form below. Why not? Okay. We can also edit by clicking the gear icon, the person entry form. And so when we click that icon, we come over here and we have all these options on the left for the person entry, option. And if we come down to the main section, there are some settings here too. You can give it a title and a description. And we're gonna come back to this section in a minute, so we're gonna skip over that for now. And then down here in the footer, we'll just put some text. Now, we're just making a simple header and footer for example purposes, but, but you can put whatever you want in there. Okay. Now, let's look at the field list panel on the left. Okay. So first is the section. And you can click and drag this section over to the right, and we could add a new section that way. A section is where fields go. So, you can have multiple sections to kinda group your fields together. Okay. Then we have our common fields, boolean, date, integers, a number, a single select, a multi select. We have all these different field types. And then down below that, we have additional fields that you can expand for things email or gender or campuses or things that. Down here, you can choose to enable or disable the person entry. So if I turn that off, you'll notice that the person entry section that was over here on the right goes away. But we'll go ahead and leave it in. And then last but not least, what the campus is set from. So the the form comes with a campus attribute. It would be a workflow attribute. And you can determine how that campus attribute gets populated. Should it come from the current person, the workflow person, or the query string. So, let's add a field to our form by clicking and dragging a field from the left to the right. And we'll bring over a boolean field. We'll put it on our form there. And we'll put in a date field. Okay. Let's edit some of the settings for these fields. Okay. So let's look at the boolean first. Now, I click on that or if I click the gear icon on it, then we have our field type configuration over here on the left. And I can give it a description if we wanted. And you'll notice that as soon as I do, it gives it that little, tool tip icon there. So that's where the description becomes, and you can give helpful tips to the person filling out the form as they go. And then just any boolean field, we can pick what we want the text to be for true and for false. We can also change the control type if we want. So let's go ahead and we'll change the name to Have you been baptized? And we'll say yes or no to that. And then we can come down here and do the same thing. , we can say baptism date, and we can put that in. Now, this is the date field, but, either field that we're looking at, whether it's, the boolean fields or the date field or any of them, they're gonna have these same three items down at the bottom, conditionals, format, and advanced. So on the baptism date, let's give it a conditional. So this is some logic that you can add. And we're gonna say, we're gonna show the baptism date if the person has answered, have you been baptized, is equal to yes. And we're gonna save that. So the baptism date isn't gonna show if the person says no, that they haven't been baptized. So that's what the conditionals do, is you can add some logic to show or hide certain fields based on how the person answers different fields. Then down here, have the format, where you can change the column span. So this form is 12 sort of units wide, which means that if we were to say reduce the size of baptism date down to six, and then our boolean, if we were to drop that down to six as well, now we have our two fields side by side. Six and six is 12. You could have three fields that are four wide each or, , whatever you need to do. You can also make it required if you want it to be required. So we'll make have you been baptized required, but not baptism date, because we're only showing that if they pick yes over here. And then down under the advanced setting, can change the field key. And, again, these these are all workflow attributes that are getting behind the scene that are getting built behind the scenes. So the field key is just the key that the, attribute is gonna use. And then you can choose whether or not to show, on the results grid, the workflow results grid. Okay. So next, let's take a tour of some of the other tabs along the top of the form builder. So, first thing that we're gonna look at is submissions. And, well, I should save first. Don't forget to save. Luckily, it'll it'll give you a handy reminder. So, let's go to submissions. And this will be a list of all the times that the form was submitted. And you can filter by person or by campus. There's nothing here because we just built this. But normally, you'd see a list of the submitted forms here. Over on communications, this page has two areas, one for the confirmation email and one for the notification email. The confirmation email, if we enable that, it goes to the individual who submitted the form. From here, you can choose the recipient and whether to use an email template or provide a custom email. Then down below, you have the notification email. Now, this is to let other people know that the form has been filled out. You can choose to send this notification to a specific individual, a given email address, or multiple email addresses, or a campus topic address, which you would configure for each campus at the campus level. And then, as with the confirmation email, can either use a template or you can create a custom email right here on the page. Okay. Next up, we'll head over to the settings area. And this is where you'll come to adjust the high level information about your form. So for instance, you can change your form's name. You can update the description. You can choose a template, which we'll get to next. You can change the category if you need to. You can also set whether or not the person is required to be logged in in order to fill out the form. And then last but not least, you can give the form a date range so that it's only available to be filled out between these two dates. There's also completion settings down at the bottom. And this lets you change the message people see when they complete the form, or instead of showing them a message, you can redirect the person to a new page when they submit the form. Then over here, last but not least, is the analytics page. And again, we haven't this is a brand new form, there are no analytics yet. But typically, this page would show you how many people have viewed the form, how many people have completed it, and the percentage of people who viewed the form that then proceeded to click complete it. There'll also be a chart that appears showing this data in a graphical view. And you'll want to keep in mind that these analytic features assume that the workflow entry block that's used for completing this form is configured to collect this information. And so we can see this under our home page, and we can go to the external website, and we can head over to connect and contact us. Here's a workflow entry block. If we look at the block settings for this block, down here at the bottom, log interaction when the form is viewed, log interaction when the form is completed, you want these both set to yes in order to track those analytics for your form. So for now, let's take a look at our form under admin tools, general settings, and workflow configuration. And we saved it under samples. And here is my form. Okay. So you can see that this workflow was created. It has one activity with one action, that's form builder. And if we hit the play button here, we can see we have our our person, we have our we have our header, first of all, and then we have our person entry fields. And then we have, have you been baptized? The field that we added to our form. And if we pick yes, then the baptism date shows up next to it. And then down at the bottom here, have our footer. Okay. So, let's take a look at form builder templates. Okay. And you can access the templates from admin tools, general settings, and form builder templates. Okay. Now, when a form is built using a template, the items that came from the template can't be changed while the person is working on the form. So, for instance, you can set the form's header in the template. If you do, the person creating the form from your template would not be able to change the header. So, let's add a new template to the list just to see what it looks . So, we have, the name, of the template and the description. You can choose from here whether or not login is required. We saw that earlier we were looking at the form builder. You can optionally build that into your template. Then we have the form header and the form footer. And again, if you set these here, then the person using your can't change them. So, this is a great way to ensure consistency across multiple forms. Then you can choose to enable or disable the person entry settings. And if you do, you can make all of the adjustments here. If you've ever used the form, workflow action, then this might look familiar. It's the same type of person entry stuff. Then down below, you can set the the confirmation email settings. And, again, these are the same settings that we saw when we were looking at the form builder. You can just also do them here at the template level to set it up that way. And then last but not least, the completion settings. So again, you can show them a message or redirect them to a new page. Again, if you set it here, then you just can't do it on the actual form that's building being built from the template. So that's how you work with forms and templates. For more information, check out the form builder chapter in the blasting off with workflows guide. Thanks for watching.