FormVites

Last Updated 2/13/2015
FormVites is an Add-on Module to the Reg System. Learn how to create a FormVite. invite contacts, and manage submittions

FormVites is a forms management and invitation add-on to the Registration Module.  If you do not have the FormVites add-on you can contact Brick River for pricing

FormVite Fields

  • Title - give your FormVite a name
  • Start - (optional) the date the FormVite is first available. Each form can have a separate start and end date which is specified in the form's registration period properties
  • End - Last day the FormvVite is available.
  • Description - this information will be displayed on the FormVite page. Give helpful instructions or other information related to the forms
  • Contact Name - name of the person to contact if the invitee has questions
  • Contact Email - email address an invitee can send questions of comments to
  • Files - upload files that the invitee can download or view
  • Requires Approval - provides a way to review and approve the FormVite once it is submitted
  • Forms - select the forms to available to this FormVite
  • Template - a template for the FormVite page.  You can select from any of the registration template or create a new one
  • Make invisible - remove this FormVite from the FormVite listing

How do I create a FormVite?

  1. Create the forms you want included on the FormVite
  2. From the Reg menu, click on the FormVites link.
  3. Create a new FormVite by clicking on the Add new button.
  4. Fill in the FromVite detail fields
  5. Create an invitation list of invitees by selecting contacts
  6. Email the invitees. Each invitee will get a distinct URL to their FormVite page.

FormVite Statuses

  • No Respionse Yet - added to the invitee list and has not yet clicked on the FormVite link
  • Viewed - viewed the FormVite page, but has not yet started any forms
  • Started - at least one of the FormVite forms have been started
  • Submitted for Approval - the FormVite has been submitted and is available for review
  • Submitted/Complete - the FormVite has been submitted and is available for approval
  • Approved - if the FormVite requires approval, a FormVite can be approved

FormVite Approvals

FormVites with Requires Approval selected provides for FormVites to be approved.  Once an invitee submits a FormVite, the status of the FormVite changes to Submitted for Approval.  The approve and unsubmit buttons then become available.  If a form needs to be updated or edited after being submitted, unsubmit the FormVite so the invitee can go back and edit their forms (provided forms allow for editing after submission). If the FormVite is complete, it can be approved.  FormVites can be unapproved later if required.

FormVite Management Detail Page

The FormVite is managed and edited from the FormVite detail page.  To access the FormVite detail click on title of the FormVite from the FormVites listing page.   The top of the detail page lists the forms included in the FormVite with links to the forms for managing or editing forms. The Edit FormVite button allows for changes to the FormVite after creation of the FromVite.

Creating the Invitation List

Click on the Create the Invitation List button and select the contact view you want to add invitees from.  You will be directed to the views index where you can filter and search for invitees.  After filtering or searching for the contacts you want to add to the invitation list click the Action button at the top, right and select Add to FormVite.  You will be given a list of FormVites, select the one you want to add the contacts.  You will be redirected to the FormVite detail page.  Once you have added all of the invitees be sure to email them so they know how to get to the FormVite page.

Viewing/Filtering Invitee Progress

The Invitee list can be filtered by selecting the progress level of the invitees. Select the progress level to view only the invitees at that progress level.

Email

Invitees can be mailed as a group or individually.  To email a group select All Invitees or a set of the invitees by progress level.  After selecting the group you will be directed to the email compose screen to compose your email. To email an individual invitee, select the email icon to the right of the invitee.  Emails created through FormVites will always contain a link to the invitees FormVite page.  If you want to add an additional link to the body of the email use the mail merge fields and select FormVite Link.

Invitee's FormVite Page

The Invitees FormVite page can be viewed by clicking the invitee's name. 

Completed/Started Forms

Once a form has been started it is visible from the FormVite detail page.  Forms can be viewed for printing and reviewing or for editing and managing.

Access Permissions

To give a user permissions to FormVites they must be a Registration Super Admin, Simple Reg Manager or Simple Reg Manager. Reg Super Admins have permissions to all FormVites, Simple Reg Managers and Self Managers need to be granted permission to specified FormVites.  Additionally, anyone accessing FormVites must have permission to the FormVites view.

Article Topics

Reg System

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