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[Edlio Webinar] Forms

Added Apr 22, 2020 •

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See how the built-in Forms feature streamlines information gathering for your school or district, and learn how to set up longer and more complex forms.

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Good morning everyone! Thank you so much for joining us today for our Forms Webinar. Today, we will be covering a walkthrough on how to build a form and share it on your website. We also have a technical support representative in the chat today who can answer any questions that you may have as we go along. The webinar is being recorded and will be accessible to everyone in the Help Center. Let's go ahead and get started. I am going to switch over to the admin site and the first thing that we want to do is log in. Once you have logged in where we go to access our forms feature is you can either click on Community here on the dashboard or if you go to our Hamburger Drop Down menu, you you can also go to Community here and click on Forms. If you've built forms before you will see all of them being listed out here. If you've never used it before you may not see any forms that have been created. So when you want to go in and create a new form, all you need to do is click on New Form in the top right-hand corner and that will lead you to the following page. The first important area that you want to take care of is naming your form because if you don't change the name, they're all going to say New Form. So it may be difficult to go back and find the form that you are looking for, so all you have to do is click on the pencil icon and forms can be used for a variety of options. For example, an application for your school, maybe a registration form, you wanted to create an absence form so if a student is absent the parent will come to the website and fill out the information. You can even use it for a parent survey as well. For today one of the requests that we received is students being able to contact their counselors. Now that everyone is remote, you aren't able to go to the office so maybe they have specific questions for their counselor, so I'm going to be creating a form that's specifically for a counselor request. I'm going to title this 'Counselor Request Form' and once you click out of it, it's going to save the title of your form. You can click on the pencil icon if you wanted to change the name. Now, as you can see you have the following fields all listed on the side. The great thing about forms is all you need to do is if there's a specific field that you want to add, is you just have to drag and drop to this area here. So let's say the first area that I wanted on my form is going to be contact information. So I would click on contact and drag it over to the form and you'll see that it adds the blue line. Once I drop it in here there are a variety of options listed out here. You may not need all of these options on your form, so what you can do is if you double click on a certain field, you'll see that you can make it required for them to have to answer this part and you can even delete. So let's say we don't need the middle name, we're going to leave first and last name, we only want one email address so we would click on it again and delete and we only want their mobile phone so we don't need the home phone number or the work phone. So we're just going to double click and delete. Now what I want to do here is also make some of these required so that way the form doesn't come in missing any information. So again, you would double click on the field, check off 'Required' so now you can see that it puts a red asterisk next to the field which shows that it will be required. Now, the next option let's say is you wanted to place the reason why they're reaching out to a counselor. A couple of great options to use here would be a long answer, which you could type in a question and have them type out whatever it is that they need help with or if you scroll down you also have an option of checkboxes, multiple choice, or a dropdown menu. So, in this case let's say that you wanted to go with checkboxes and list out a few reasons and the parent or student can select the specific reasons that they're contacting the counselor. So again you would drag and drop onto your form, we're going to make this required and under the question we are going to write 'Reason for Contact.' Now you'll see that you can add a hint if this was maybe a specific question that you were asking and by default, it places two fields for you but you do have the option to add more or even add other as an option and what other will do is if they select it it'll have a little text box next to it and you'll see once I show you the form of the answer that they can place in as to why they're reaching out to the counselor. So I'm going to put 'transcript' as the first one. Maybe they had a schedule change request and then we're going to place other as well. Now, our next option is let's say there are counselors at the high school level, there's one for 9th, 10th, 11th, and 12th so you want to know who they want to speak to about this. What we can do is you can take the drop down menu options drag and drop it over and what you can do here is we'll check it off as required as well, you would place grade level and we're going to add two more options here. So we'll put 9th, 10th, 11th, and 12th grade. So now they will be able to select from the drop-down what grade the student is associated with and another option that you may want to keep track of these is adding in the student ID number. So what you can do in that case is we have both the short answer and the long answer field, now usually student ID is a shorter number, so what you can do is you can use the short answer field. So again, you would just drag and drop and place it under and we want this to be required as well and they would be able place their student ID. Now on this side you'll also see that if you wanted to place additional options, maybe there was a link that you wanted to place, you wanted to put the exact date and time on the form, another great option as well is if they're reaching out or maybe there's a form that you want them to be able to upload let's say there was a PDF that they had to sign, what you could do is you could use this File Upload Option so maybe there was a document that they wanted to attach to the form as well they would be able to upload that to the form response as well. So we would just drag and drop You don't have to make this required because they may not have a form to upload with their request that they're placing-- 'Upload File Here'-- so you can just leave it as is so it won't be required. You'll also see you have the option for just adding text so maybe there was something that you wanted to add let's say there was a high-volume request so you wanted to let them know it may take 48 to 72 hours for a counselor to get back to them, what you could do is you can drag-and-drop the text box and you'll see that you have some formatting options, so you can embed, you can hyperlink. If you click on the three dots, you can even add an image if you wanted to. So let's say we wanted to put, "Due to high volume please give your counselor..." So let's say this is everything that we wanted on our form and after looking at it you realize maybe you wanted to change the order of certain fields, the six dots that you see on the side allows you to drag and drop to change the order so let's say we wanted student ID to go above first name, you would just drag and drop to where you would like it to go and you can do this with all of the fields on your form. Let's say you're all done with your form here, what you want to make sure that you do is click on save but before I click on save I did want to mention that everyone has the basic forms available in the admin site under Community. If you are not seeing the payments option that is because this is an add-on feature so if you're interested, you can reach out to your Client Success Specialist if you wanted more information on that and if you're not sure who your Client Success Specialist is, you can email clientsuccess@edlio.com and we'll let you know who your CSS is. I'm going to go ahead and click on save and you'll see that my form has been saved. So if I go back into forms, I'm going to see that my Counselor Request Form has been created and right now it's saying that there's zero responses because we haven't shared this with anyone. So if you click on the three dots of any form that you create you're going to see that you can go back in and edit the form. What we can also do is go into Form Options and what this will allow you to do is you can add specific individuals here, as many as you would like to, of who you would like to get notified when these responses come through. So maybe you have your counselor that you want to be notified when these come through so you can add in their email addresses here and separate them by a comma so when someone makes a response it'll go to them as well. So let's say it was test@edlio.com, make sure you place a comma and then add as many email addresses as you would like to here. You can also select to include their form responses in the email as well so they would be able to see what they put in the form. Then on the side here, you'll see confirmation email to respondent, this is if you want the respondent to receive a confirmation email that they went ahead and submitted the form, you can go ahead and select this as well and you can customize what you would like it to say. Under Behavior this is where you can customize what the button says so if you didn't want it to say submit you could have it say send and then you have the option of including the Captcha as well so that way you'll have them verify before they submit the form and then it'll take them to a thank you page after they have submitted the form as well so you can customize what that says as well. Then under Schedule, this will allow you to open the form on a specific date if you wanted to and close it out on a specific date as well if you didn't want to leave it open. So if we click on a specific date, we could select today for example and let's just go ahead and select that it's been available since morning. We're just going to leave it open, we don't need it to close out. So once you click on save, all of the settings have been saved here. If you click on the three dots, you'll also see that for the open and close dates that we did you'll have that separate option listed here, you'll see public view, you can click on copy so it'll make your form again for you and maybe there's a second one you wanted to make with the same field but you wanted to name it something else you could use this option instead of going in and creating them all over again and then you have the option to completely delete out the form as well. The next area I wanted to focus on is how you can share your form so you start getting responses. So once you click on share, you're going to see that you can copy the link, so once you click on copy it's going to go ahead and copy it for you. Now you have multiple options of where you can add a form, you can add it here under your menu options if you would like, you can create a button widget. I'll show you how to do that as well. You can also add it to one of your news posts and you can even add it to a page as well so there's a variety of areas that you can add your form to so I'm just going to make sure that I copy my link and let's say we wanted to add this to our site navigation. You can click directly on site navigation and it's going to take you right into Site Navigation and then you choose where you would like to add this. So let's say under contact we wanted to put a new item and this was Counselor Request Form Now, the option that we want to use here is URL because we have a link to the form so we would click on URL, paste in the forms link, and I'm going to click open as a new tab here and click on save. So now when I go back to the website and I refresh a few times under contacts, we'll see Counselor Request Form so when we click on the form here, here's the form that we've created so it has the asterik next to it as what is required and then you'll see that they can select their reason for contact, they can choose multiple options and then if they select other they can type out the reason why they're submitting the form. They can upload their files and here's our little message and then since we wanted to send them a confirmation email that they have submitted the form, it'll ask them to enter in their email address and then here's our Captcha where they verify that they are not a robot and once they submit, what this will do is it'll bring you right back into where you can go into your forms and you would be able to see all of your responses coming in and a good thing as well is when your responses start coming in, if you click on responses what this is going to allow you to do is it is going to allow you to export or print these responses. So that way instead of going through them one by one on the admin site if you wanted a specific file with all of the responses included you could go ahead and export or if you prefer to print, you can go ahead and print the responses as well. Now your next option of where you can place the forms since we placed it in Site Navigation already is if you go into Page Management, if you go to Homepage Widgets. Let's go ahead and remove these two. The widgets that you would need to use is the button widget because the button widget allows you to link to any internal or external links so you would drag and drop the button widget as to where you would like it show on the homepage and you can always come in and move it around just in case it blocks something on the website. You would go ahead and label it, paste your link and click on save changes. Now what this will do for you is if we refresh the website, it's going to place your counselor form here so let's say it's covering our logo I'm going to pull it down a bit. Now I'll refresh the site and here is our button widget so what this will allow us to do is if we click on it it's going to open up the form for us here as well and whenever you want to remove a button widget you can go back under homepage, click on the delete icon and always make sure that you click on save changes so that it reflects on the website and in case you wanted to double-check you could just refresh the website and it'll go ahead and remove that button widget for you. The other area that I wanted to show you where you can add your forms as well is to your pages, so if we click on the hamburger drop down menu, we'll go to Page Management and Pages and let's say we had a section that we had already created that was specifically for the counselors and we wanted this form to be attached to that section as well I'm going to click on Search Pages, this is a great tool to use if you don't remember where you placed a specific section or page. So it's under Miscellaneous and we can click right into it and what I'm going to do here is when I click on New Page, underneath you're going to see the option that you can add a feature page so what you would want to do here is click on Form and this will list out all the forms that you created in the forms feature. So what we'll do here here is click on Counselor Request Form and click on save. So now we would like to add this somewhere on the website so it is accessible to parents and students. So for that we will go back into Site Management, Site Navigation and you choose where you would like to add this so I'm going to place this under Parents. In this case what we want to do is click on Select a Page because we added this to a page that we created in our Pages feature. So we would click on Select a Page and you'll see that you have the same search option listed here so if I click on counselor, I can go ahead and click on my section on click on save and it'll show us that i saved successfully so now when I refresh the site, it may take a few refreshes. Under Parents, we'll see Counselor Information and once you click on it you're also going to be able to access the form here. So just to review, whenever you want to go in and create a new form no matter what it is that you would like the form to be, you would click into your hamburger drop down menu, go under Community and click on forms or you can click on Community straight from the dashboard, you would click on New Form, make sure you title the form by clicking on the pencil icon. You will drag and drop any of the fields that you would like to use in your form and then make sure that you click on save so that way you can share the form and parents or students can come in and fill out the specific request that you have placed. So as a reminder if you have any questions at all please feel free to reach out to your Client Success Specialist that Edlio. If you are not sure who your Client Success Specialist is, please email clientsuccess@edlio.com clientsuccess@edlio.com I wanted to thank everyone for joining us today, we will be here for just a few more minutes if anyone has any additional questions. We hope everyone has a wonderful day and thank you so much again for joining us today.

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