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Forms

v5.1 - Last Mod.: 11/02/2009
With Forms you can add both simple and very complex forms without any programming knowledge. Data entered into the forms can be sent directly to multiple email addresses and can be statistically evaluated based on a chosen timeframe. An export function enables you to transfer information from forms to external programs such as OpenOffice or MS Excel.
Note: To get an overview about existing forms you must be logged in as "Portal Master" or "Content Manager."

1. Overview

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
You get the following table:
  • Name Shows the name of the form and its ID.
  • Elements Shows the number of elements the form contains.
    By clicking the icon Plus you can add an element.
  • Entries Shows how many entries exist.
  • Preview By clicking the icon you can view the form.
  • Edit By clicking the icon you get to the editing mode.
  • Translate By clicking the icon you get to the translating mode.
  • Delete By clicking the icon you can delete the form.
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2. Add

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. Click the tab Add.
  4. Enter in the field Name the name of the form.
  5. From the selection box Preferred Language choose the language in which the form is shown per default. Activate the option only one language on the right, if there should be no translation.
  6. Activate the checkbox Only registered users if registered users only should be ablte to fill out the form.
  7. Activate the checkbox Only one submission if the form can be filled out only once.
  8. Activate the option Activate email notification to activate email notification.
  9. Enter in the field Sender the email address of the sender.
  10. Enter in the field Forward the email address to whom the form entries should be forwarded.
  11. Enter in the field SITEFORUM template the template which should be open after transmission, e.g. /contentManager/selectCatalog.
  12. Enter in the field SITEFORUM parameters all parameters which are necessary for the diversion to the template, e.g. &ParentID=1139496226279&intro=1&active=no.
  13. Enter in the field Content the text which the user gets after filling out the form.
  14. Click the button Save when ready.
    You get to the tab Add Element, which lists all existing element types:
    • TEXT Is a one-line field for text input.
    • RADIO Is a button to allow one selection from multiple preset options.
    • CHECKBOX Are buttons to allow several selections from multiple preset options.
    • TEXTAREA Is a multiple-line field for text input.
    • COMMENT Is a comment that will be shown on the form.
    • LISTBOX Is a list to allow selection from multiple preset options.
    • YES/NO Is a YES/NO selection in the form of a checkbox.
    • SEPARATOR Is a line to separate elements.
    • IMAGE Is for displaying an image in the form.
    • HIDDEN Is a hidden element.
    • IMAGEPATH Is for selecting an image with an image path for the form.
  15. Choose the element you want to place in the form.
  1. Activate the corresponding option.
  2. Click the button Next.
If you have chosen TEXT please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enter in the field Designation the name of the field how it should appear in the form.
  3. Enter in the field Comment a comment if you want to explain an element shown with small fonts.
  4. Enter in the field Additional Parameters additional parameters like the width of the field (size="30") or a CSS class to individually adjust the values given from the system.
  5. Choose from the selection box Preferred Language the default language of the field.
  6. Enable the checkbox Mandatory Field if the field has to be filled out.
  7. Enable the checkbox Status to activate the element.
  8. Click the button Save when ready.
If you have chosen RADIO please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enter in the field Designation the name of the field how it should appear in the form.
  3. Enter in the field Comment a comment if you want to explain an element shown with small fonts.
  4. Enter in the area Options
    1. in the field Option Name a name for the selection.
    2. Enable the checkbox Active to activate the option.
    3. Click the button Save option.
    4. Repeat this process as often as you need.


    5. If you want to edit an option, click the icon Edit.
      If you want to delete an option, click the icon Delete.

  5. From the selection box Preferred Language the default language of the field.
  6. Activate the option Mandatory Field if the field has to be filled out.
  7. Activate the option Status to activate the element.
  8. Click the button Save when ready.
If you have chosen CHECKBOX please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enter in the field Designation the name of the field how it should appear in the form.
  3. Enter in the field Comment a comment if you want to explain an element shown with small fonts.
  4. Enter in the area Options
    1. in the field Option name a name for the selection.
    2. Enable the checkbox Active to activate the option.
    3. Click the button Save option.
    4. Repeat this process as often as you need.


    5. If you want to edit an option, click the icon Edit.
      If you want to delete an option, click the icon Delete.

  5. From the selection box Preferred Language choose the default language of the element.
  6. Enable the checkbox Mandatory Field if the field has to be filled out.
  7. Enable the checkbox Status to activate the element.
  8. Click the button Save when ready.
If you have chosen TEXTAREA please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enter in the field Designation the name of the field how it should appear in the form.
  3. Enter in the field Comment a comment if you want to explain an element shown with small fonts.
  4. Enter in the field Additional Parameters additional parameters like the width (size="30") or a CSS class to individually adjust the values given from the system.
  5. From the selection box Preferred Language choose the language in which the form is shown per default.
  6. Enable the checkbox Mandatory Field if the field has to be filled out.
  7. Enable the checkbox Status to activate the element.
  8. Click the button Save when ready.
If you have chosen COMMENT please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enter in the field Designation the name of the field how it should appear in the form.
  3. Enter in the field Comment a comment if you want to explain an element shown with small fonts.
  4. From the selection box Preferred Language choose the default language of the element.
  5. Enable the checkbox Status to activate the element.
  6. Click the button Save when ready.
If you have chosen LISTBOX please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enter in the field Designation the name of the field how it should appear in the form.
  3. Enter in the field Comment a comment if you want to explain an element shown with small fonts.
  4. Enter in the area Options
    1. in the field Option name a name for the selection.
    2. Enable the checkbox Active to activate the option.
    3. Click the button Save option.
    4. Repeat this process as often as you need.
    5. If you want to edit an option, click the icon Edit.
      If you want to delete an option, click the icon Delete.
  5. From the selection box Preferred Language choose the default language of the element.
  6. Enable the checkbox Mandatory Field if the field has to be filled out.
  7. Enable the checkbox Status to activate the element.
  8. Click the button Save when ready.
If you have chosen YES/NO please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enter in the field Designation the name of the field how it should appear in the form.
  3. Enter in the field Comment a comment if you want to explain an element shown with small fonts.
  4. From the selection box Preferred Language choose the default language of the element.
  5. Enable the checkbox Status to activate the element.
  6. Click the button Save when ready.
If you have chosen SEPARATOR please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enable the checkbox Status to activate the element.
  3. Click the button Save when ready.
If you have chosen IMAGE please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enter in the field Designation the name of the field how it should appear in the form.
  3. Enter in the field Comment a comment if you want to explain an element shown with small fonts.
  4. From the selection box Preferred Language choose the default language of the element.
  5. Enable the option Status to activate the element.
  6. Click the button Save when ready.
If you have chosen HIDDEN please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enter in the field Designation the name of the field how it should appear in the form.
  3. Enter in the field Attribute Name a description of the element.
  4. From the selection box Preferred Language choose the default language.
  5. Enable the checkbox Status to activate the element.
  6. Click the button Save when ready.
If you have chosen IMAGEPATH please do the following:
  1. Enter in the field Unique Identifier a unique identifier.
    Note: The identifier must not have any special characters and must not start with a number.
  2. Enter in the field Designation the name of the field how it should appear in the form.
  3. Enter in the field Comment a comment if you want to explain an element shown with small fonts.
  4. From the selection box Preferred Language choose the default language.
  5. Enable the checkbox Mandatory Field if the field has to be filled out.
  6. Enable the checkbox Status to activate the element.
  7. Click the button Save when ready.
After saving the element you get to the overview of the created form elements. If you want to add more elements, click the tab Add element.

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2.2 View form

To view a form click either
  • the tab Preview or
  • Overview on the left and afterwards the icon Preview.
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3. Manage form elements

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. Choose the form in which the elements you want to manage are located.
  4. In the column Elements click the link # Elements.
You get the following table containing all elements, which are associated to the form:
  • Position By clicking the arrows you can change the position of the elements.
  • Designation Shows the name of the element.
  • Element type Shows the element type.
  • Active Shows the status of the element, green = active, red = inactive.
  • Edit By clicking the icon you get to the editing mode.
  • Translate By clicking the icon you get to the translating mode, q.v. 3.2 Translate
  • Delete By clicking the icon you can delete the element.
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3.1 Edit form element

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. Choose the form in which the element you want to edit is located.
  4. Click the number in the column Elements.
You get the following table containing all elements, which are associated to the form:
  1. Choose element you want to edit.
  2. Click the icon Edit.
  3. Do the desired changes, q.v. 2.1 Add element.
  4. Click the button Save when ready.
To add a new element, click the tab Add element.

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3.2 Translate

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. Choose the form which contains the element you want to translate.
  4. Click the number in the column Elements.
  5. Choose element you want to translate.
  6. Click the tab Translate.
  7. Click the button Add Translation at the desired language.
    1. Enter the translation in the corresponding fields, q.v. 2.1 Add element.
    2. Click the button Save when ready.
To edit the translation of a form element click the button Edit.
To delete the translation of a form element click the button Delete and confirm the erasing procedure by clicking the button OK.

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3.3 Delete

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. Choose the form in which the element you want to delete is located.
  4. Click the link # Elements in the column Elements.
  5. Choose the element you want to delete.
  6. Click the icon Delete.
  7. Confirm the erasing procedure by clicking the button OK.
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4. Manage Forms

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
You get the following table:
  • Name Shows the name of the form in the first line and below the default ID with which you can respond to the form.
  • Elements Shows the number of elements the form contains.
    Note: If there are no elements yet you see the link Add Element.
  • Entries Shows the number of entries, q.v. 5. Form Entries.
  • Preview By clicking the icon you can view the form.
  • Edit By clicking the icon you get to the editing mode.
  • Translate By clicking the icon you get to the translating mode.
  • Delete? By clicking the icon you can delete the form.
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4.1 Edit

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. Choose the form you want to edit.
  4. Click the icon Edit.
  5. Edit the form as desired, q.v. 2. Add.
  6. Click the button Save when ready.
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4.2 Translate

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. Choose the form you want to translate.
  4. Click the icon Translate.
  5. Click the button Add Translation at the desired language.
    1. Enter the translation in the corresponding fields, q.v. 2.1 Add Element.
    2. Click the button Save when ready.
To edit the translation of the form click the button Edit.
To delete the translation of the form click the button Delete and confirm the erasing procedure by clicking the button OK.

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4.3 Delete

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. Choose the form you want to delete.
  4. Click the icon Delete.
  5. Confirm the erasing procedure by clicking the button OK.
The form is not shown in the overview anymore.

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5. Form Entries

When users fill out the forms you can view, edit, delete or export these entries.

5.1 View

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. Choose the form whose entries you want to view.
  4. In the column Entries click the link # Entries, which shows the number of entries of the form.
  5. Choose in the area Timeframe from with the selection boxes Month, Day and Year the start of the desired timeframe.
  6. Choose in the area Timeframe until with the selection boxes Month, Day and Year the end of the desired timeframe.
  7. Click the button Search.
You get an overview of all form entries:
  • Pos This column numbers all entries.
  • Time Shows date and time when the entry was made.
  • User Shows the name of the user who filled out the form.
    Note: The name can only be shown with registered users.
  • Language Shows the language of the form.
  • Update By clicking the icon you can update the entry.
  • Delete By clicking the icon you can delete the complete entry.
  • All further columns show the elements you created before.
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5.2 Export

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. Choose the form whose entries you want to view.
  4. In the column Entries click the link # Entries, which shows the number of entries of the form.
  5. Choose in the area Timeframe from with the selection boxes Month, Day and Year the start of the desired timeframe.
  6. Choose in the area Timeframe until with the selection boxes Month, Day and Year the end of the desired timeframe.
  7. Click the button Search.
Above the appearing list of the form entries, in the area Results available for form: you find the link Download.
  1. Click the link.
  2. In the new window click either
    • Open to open the file or
    • Save to save the file on your computer or system.
Note: The file is a .csv file.
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6. Settings

In this section you can assign existing forms to documents or users. This means that you assign so-called metadata to the upload of a document in the Document Management System. Or when you add new users you can assign form metadata to the entry mask.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Forms.
  3. In the navigation on the left, below Settings, click General settings.
  4. From the selection box Metadata form for documents choose the form which should be active while uploading a document.
  5. From the selection box Metadata form for users choose the form which should be active while adding a new user.
  6. Click the button Save when ready.
To delete form metadata please do the following:
  1. Choose from the selection box Metadata form for documents the concept Please select.
  2. Choose from the selection box Metadata form for users the concept Please select.
  3. Click the button Save when ready.
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