Forms


Forms are used as Additional Information Forms when you are setting up an Audition, Event, Exam or Tuition application online. They are very useful for adding questions that are not available through Ensemble's set up and are very informative when it comes to collecting information for your reports.


Any Additional Information Forms are displayed on their own page when formatted online. This is an example of how they appear online to the applicant:



To add an Additional Information Form to an application, you must tick the checkbox when setting up the application.



       How to add a Form:


       Go to Settings à Forms (under CRM Section) and add a new record:



The text box titled: ‘Paritor Form’ is the title of the Form and will be displayed online. It is recommended that you name it in line with the service that the applicants will be applying for:



To create the questions, you will use the buttons located at the bottom of the screen:



The first two are present on each screen, but the final four relate to the creation and editing of the Additional Information Form.


Add Item to Form – press this button to add an item to the Form


Move Item Up – once you have more than one item listed, you can change their positions


Move Item Down – once you have more than one item, you can change their positions


 Preview Form – press this button to preview how your Form will look to the applicant


Once you have pressed the Add Item to Form button, the screen will change to look like this:



On the right-hand side of the page, there is a dropdown menu titled, Item Type:



These are all of the different questions you can add to the Additional Information Form:



Label


This is the default type. Use Label’s to mark different sections of the Form. For example, if you want to show a series of checkbox questions, it is useful to the applicant to have a directive to tell them what to do.



Item Label – this is the heading and will be shown online


Item Sub Label – if you have further instructions put them in this box


Item Type – this is the type of Item you are adding to your Form, in this case, a Label



Adding in the text also updates the List of Items on the Form as well as the Item Detail. If we preview this, you can see how it appears to the applicant:




Numeric


A Numeric Item Type allows you to formulate a question that has a numeric answer:



Item Label – this is the heading/question to be shown online


Item Sub Label – if you have further instructions put them in this box (optional)


Item Type – this is the type of Item you are adding to the Form, in this case, Numeric


Minimum Value – for Numeric questions, you can add a minimum value that the applicant can enter


Maximum Value – for Numeric questions, you can add a maximum value that the applicant can enter


Validation Formula – for Numeric questions, you can add a set of answers that you would like the applicant to choose from. Separate these with a comma after each valid answer. These will be displayed as a dropdown choice.



If we preview this, you can see how it appears to the applicant:



Can't update with the dropdown menu from the validation formula, get this error when try to preview:




Text Box Single Line


A Text Box Single Line allows you to formulate a question that has a single line text box as an answering method:



Item Label – this is the heading/question to be shown online


Item Sub Label – if you have further instructions, put them in this box (optional)


Item Type – this is the type of Item you are adding to your Form, in this case, Text Box Single Line


Minimum Character Length – for Text Box Single Line questions, you can add a minimum number of characters required from the applicant


Maximum Character Length – for Text Box Single Line questions, you can add a maximum number of characters that an applicant can enter


Validation Formula – You can add a set of answers that you would like the applicant to choose from. Separate these with a comma after each valid answer. These will be displayed as a dropdown choice.



If we preview this, you can see how it appears to the applicant:


You can see there is a red asterisk next to the question. As I have entered ‘1’ into the Minimum Character Length, the applicant must put at least one character in the box to proceed with the application.



Text Box Multiple Line


A Text Box Multiple Line allows you to formulate a question that has a multi-line box as an answering method. This is similar to the Text Box Single Line, but allows the applicant more space to answer:



Item Label – this is the heading/question to be shown online


Item Sub Label – if you have further instructions, put them in this box (optional)


Item Type – this is the type of Item you are adding to your Form, in this case, Text Box Multiple Line


Minimum Character Length – for Text Box Multiple Line questions, you can add a minimum number of characters required from the applicant


Maximum Character Length – for Text Box Multiple Line questions, you can add a maximum number of characters that an applicant can enter


Validation Formula – you can add a set of answers that you would like the applicant to choose from. Separate these with a comma after each valid answer. These will be displayed as a dropdown choice.



If we preview this, you can see how it appears to the applicant:


You can see there is a red asterisk next to the question. As I have entered ‘1’ into the Minimum Character Length, the applicant must put at least one character in the box to proceed with the application.



Date


A Date allows you to formulate a question that has a date as an answer:



Item Label – this is the heading/question to be shown online


Item Sub Label – if you have any further instructions put them in this box (optional)


Item Type – this is the type of Item you are adding to your Form, in this case, a Date


Validation Formula – you can add a set of answers that you would like the applicant to choose from. Separate these with a comma after each valid answer. These will be displayed as a dropdown choice.



If we preview this, you can see how it appears to the applicant:



The applicant will be asked to choose from a list of dates:




Email


An Email question allows you to ask for a further email address if required. However, this could lead to duplicated information if not managed:



Item Label – this is the heading/question to be shown online


Item Sub Label – if you have further instructions put them in this box (optional)


Item Type – this is the type of Item you are adding to your Form, in this case, an Email



If we preview this, you can see how it appears to the applicant:



Will need replacing when updated - error as above



Checkbox


A Checkbox question allows you to formulate a question that has a checkbox answer:



Item Label – this is the heading/question to be shown online


Item Sub Label – if you have further instructions put them in this box (optional)


Item Type – this is the type of Item you are adding to your Form, in this case, a Checkbox



If we preview this, you can see how it appears to the applicant:




Checkbox and Text


A Checkbox and Text questions allows you to formulate a question that has both a Checkbox and a Text answer:



Item Label – this is the heading/question to be shown online


Item Sub Label – if you have further instructions put them in this box (optional)


Item Type – this is the type of Item you are adding to your Form, in this case, a Checkbox and Text


Minimum Character Length – for Text Box Multiple Line questions, you can add a minimum number of characters required from the applicant


Maximum Character Length – for Text Box Multiple Line questions, you can add a maximum number of characters that an applicant can enter



If we preview this, you can see how it appears to the applicant:




Dropdown


A Dropdown question allows you to formulate a question that has multiple answers to choose from the dropdown menu:



Item Label – this is the heading/question to be shown online


Item Sub Label – if you have further instructions put them in this box (optional)


Item Type – this is the type of Item you are adding to your Form, in this case, a Dropdown


Validation Formula – this box allows you to enter the data for the answers you wish applications to choose from. Separate each answer with a comma:



If we preview this, you can see how it appears to the applicant:





Once you have entered all of your Additional Questions, they will have appeared in the List of Items on the Form on the left-hand side of the Form Record:



You can now reorder the list, if required, using the Move Item Up and Move Item Down buttons:



You can also delete Items from the list using a button that only appears after at least one Item has been created:



Once you are happy with your Form, save the record where it will appear in the list on the left-hand side of the screen: