Registration Forms

How to

1. Access Registration Form Manager
2. Create a new Registration Form
3. Edit a Registration Form
4. Understand Registration Questions
5. Add new Registration Questions
6. Understand Groups
7. Understand Responses
8. Export Responses

Example

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Accessing Registration Form Manager

To access the Registration Form Manager you must be logged in with the administrator toolbar visible at the top of the screen.

• Load the content menu on the left of your screen by selecting the button from the administrator toolbar.
• Select 'Registration Forms' from the content menu.

The Form Manager will load in the same window. Any existing forms will be shown in the table on the right side of this window. The Manager Options menu will appear on the left side of the screen.

Up to ten forms will appear on each page of the Registration Form Manager. When additional forms exist in a folder, the top of the Manager will change. Forward and back arrows allow movement through the pages. The drop down list shows the ID numbers for the objects on each page.

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Creating a Registration Form

To create a new Registration Form, enter the Manager as described above, and select 'Add Registration' from the Manager Options menu on the left of the screen. A new page will load in the same window.

• Title: The title given to the form when it is created will appear and allow you to identify the form in the Registration Form Manager.
• Alert User: An email address may be entered into this text box. New registrations will trigger an notification/alert message that will be sent to this email address.
• Staff must approve?: Ticking this checkbox means that each user applying via the registration form will not be given access to secure pages unless first verrified in Registration Responses by an administration user.
• Allow users to Edit their Details: Ticking this box allows registered users to alter their details the next time they log in.
• Text above Username/Password: The text that is placed above the Username/Password box if users are allowed to edit their details.
• Text below Username/Password: If users can edit their details, this text will be placed below. This text is ideal for customized messages regarding the registration form.
• Thank You page: After a form has been submitted, a user will be taken to a specific page. This may be a purpose built page saying thank you for submitting the form, your home page, or any other page. To choose a page within your site to link to select the 'Pick' button - browse the Page Manager for the desired page.
• Form Elements: These are the questions that appear on your registration form from 'Title' to 'How did you hear about us?'. Selecting the checkbox next to one of the form elements will include that item in your form. Ticking the checkbox in the 'Mandatory' column will ensure that the requested information is entered by a user when they submit the form. See Registration Questions, below, for more information.
• Select Groups for Registration: When a user is created via a registration form they may be placed into a user group. For more information see Users or Groups. The user group may determine which objects or pages are viewable when they log in. See also Permissions.

Select 'Save' to complete the creation of the new form. The Registration Form Manager will load showing the new form at the end of the Manager table.

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Editing a Registration Form

To edit an existing Registration Form, enter the Manager as described above and select the Radio button next to the ID number of the form you wish to alter. The Form Management screen will load, providing you with the same options as when a form is initially made.

Make the neccesary alterations and click 'Save'.

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Registration Questions

When creating a Registration Form you are required to select questions to appear on that form. The predefined list includes the Fields which are entered into standard registration forms. As in the below example some fields are requested and some are also mandatory. When a user fills out the registration form, they will only see fields for the question that have been ticked in the "Request" column. If one of the mandatory fields are not filled in, by the user, then a javascript validation popup will be displayed requesting data in the required fields.

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Adding or Editing your own Registration Questions

Specific questions, other than those predefined, can be added or removed from the Registration Forms Manager at any time. New questions will be added for specific forms only. If they are required for multiple forms you may have to add the additional questions manually to each form.

• In the Manager select the radio button next to the ID number of the form you wish to customise questions for and click 'Questions' from the Manager Options Menu.

Any existing questions that have been added to the form will be listed as User Defined Questions. Selecting one of these - you are able to edit its properties by clicking the 'Edit' button, or remove it by clicking 'Delete'. If there are no User Defined Questions currently attached to the form you have selected you will only be presented with 'Back' and 'Add' buttons.

The 'Back' button will return your browser to the previous screen.

Selecting 'Add' will load the New Question section (right) where you can add any other questions you might want to ask the user. Enter into the text box the question, and select the question type from the drop down list. The Question Type determines how the user will provide their answer:

• One Line Text Box - A text-field where users can enter data.
• Multiple Select List - You must supply possible answers for this option (defined in the next step) for the user to select from.
• Large Text Area - Allows a user to enter more information than a text-field.
• Label - does not accept input from users, but is merely a placeholder for labels within your form.
• Date Chooser - Provides a popup allowing users to choose dates.
• Drop Down List - This is much like the multiple select list (above) however only one item is visible to the user initially. Multiple answers appear to the user when the arrow has been selected. You must supply possible answers for this option.
• Radio Buttons - You must supply possible answers for this option.
• File Upload - Allows a user to upload files from their local computer to be submitted with the form.
• Image Upload - Allows a user to upload files - specifically requests image files.
• Website Address - Requests a website address from the user.

Finally, if the new question requires a set of defiined answers, provide them in the 'New Answers' section. For extra answers, click on the '+' button. An additional text box will appear.

Note: if you wish to have more answers than there are fields available, save your question and re-edit it. More option fields will be made available to you.

Once complete, click 'Save'. The User Defined Questions will reload showing a list of questions that have been created for your registration objects.

The next time you edit a Registration Form you should notice the new questions:

Selecting the user defined questions, to make them appear on a registration form is done in the same manner as with the predefined question set. The notable difference is the arrows next to the new questions. While the predefined questions remain in a set order, the positioning of any new form fields may be altered (in relation to other user defined questions). Selecting a single arrow will move the form field one position in that direction. Clicking on a double arrow will cause an alert box to pop up on your screen asking how many places you wish to move the question. Please note: the user defined questions will always remain at the bottom of the question list and may not be inserted amoungst the predefined question set.

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Groups

The 'Groups' button in the Registration Form Manager Options Menu allows you to create lists of groups that can be added to registration objects. Users can select one or more of the groups to 'belong to'. You can use these groups to send out emails to people who belong to certain groups.

For example, if you have groups to do with where users have lived in the past you can send emails to all those users who currently belong to the 'Australia' and/or 'British' groups.

To add a group to your Registration Form Manager, select 'Groups' from the Manager Options Menu. All currently existing groups will be listed.

• To Add a new group, select the 'New' button. You will be shown a New Group screen similar to the one below. Enter a name or short description for the new group and click 'Save'.

The previous screen (above) will reload. The new group/s will appear in the list. If you have a high number of groups you may need to scroll through the list using the scrollbar.

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Responses

As people sign up using your registration form, you have the option to view the information they have entered. You may also delete these responses or add 'notes'. To do this:

• In the Registration Forms Manager select the radio button next to the ID number of the form you wish to view responses for.
• Next click the 'Responses' button from the Manarer Options Menu.

A list of respondants, their email address along with the time and date of their response will be shown. Results specific for each respondant may be viewed by clicking on the 'View' button on the same line. Selecting 'Remove' on will delete the response from your database. Deleted responses can not be retrieved.

Where many responses exist, you may scroll through the pages via the arrows and dropdown list (right).

When viewing a response from a visitor, you will see a list of the questions defined when the form was created followed by the respondants answers to these questions. While these answers (within the text areas - see below) may appear editable, they are locked. To edit details within a user's responses, you must click the 'Edit' button.

As previously mentioned, notes may also be added to a respondant's details. To do this select the 'Add New Note' button.

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Exporting Responses

To export data saved by the registration form:

• In the Registration Forms Manager, select the radio button next to the ID number for the desired form.
• Next, click the 'Responses' button from the Manager Options Menu on the left of your screen.

At the top of the list of respondants, click on the 'Export Users' button.

Selecting this button will open or download a comma seperated value (.csv) file. Depending on your Internet Browser and computer type, you may see a screen similar to the following:

It is recommended that you choose to save the .csv file to a location on your computer. Once the file has saved, go to that location on your computer to access the file.

Again, depending on your computer, this file type may be opened in a variety of programs - either as plain text (in notepad for example) or as a spreadsheet document (in Excel or Open Office). When opening the file, the first line contains the names for the fields originally created in the registration form. Consequent rows, show each respondant's record on a seperate line.

An example of registration form output as opened in Notepad:

An example of registration form output as opened in Excel: Please note, the differing methods that these two programs display the saved data. A spreadsheet like view of the data will show seperate columns of information for each of the questions created in the initial form.

For information on how this data can be imported into Broadcast Email, please refer to this section of the Aplinx User's Manual.

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Example

Below is an example of a working Registration Form. When submitted, the form below is sent to the Netagi Aplinx team.