Using the Web Portal Forms Manager

Overview

Gnosis version 1.2.926 and up has an inbuilt forms manager that allows you to easily construct and manage the content of forms on your web portal without having to use the Composite CMS to edit the page directly when changes are needed.

Forms managed by the Web Portal Forms Manager can consist of Person and/or organization profile fields, Attribute fields, plain HTML fields, and some other special-purpose fields like document upload widgets.

This document has two parts:

  • Setting up a Web Portal Page in Composite to Host the Form
  • Creating a Form and Managing Form Fields

 

Setting up a Web Portal Page in Composite to Host the Form

Forms With Person/Organization Profile Fields

To set up a form that includes Person profile and/or Organization profile fields, you will create a new Gnosis Portal page (with a Connect4Connector control in the controls area) and add the NewRegistration control from the Functions > Gnosis > Data-Controls menu. 

If this form is to be used for New Person/Organization registration, the Connect4Connector's Page Auth Level should be set to NotAuthenticated.  This will cause the NewRegistration control to initially prompt for an email address if the current user is not logged in.  If the current user is logged in, the form will immediately display the specified data for that person/organization.

Setting the Connect4Connector's Page Auth Level to DatabaseGuest will require the person to be logged in and the form will not accept new registrations.

The following properties on the NewRegistration control will require setting:

  1. Login On Successful Register should generally be turned on
  2. Registration Mode must be set to Person or Organization mode - or allow the guest to decide.
  3. New Person Success Page (if using a person mode) must be set to the page to go to after successfully registering or editing a person.
  4. New Organization Success Page (if using an organization mode) must be set to the page to go to after successfully registering or editing an organization.
  5. Person Signup Form ID will contain the form number (see next section) containing the attributes and other form elements to be presented after an initial person profile is submitted.
  6. Organization Signup Form ID will contain the form number (see next section) containing the attributes and other form elements to be presented after an initial organization profile is submitted.

Additional properties may be set to show, hide, and change the behavior of the person and/or organization fields.

Forms Without Person/Organization Profile Fields

To set up a form that includes only attribute, HTML, and/or Special purpose fields, you will create a new Gnosis Portal page as detailed above and add the Dynamic Form UI control from the Functions > Gnosis > Data-Controls menu.  The following properties on this Dynamic Form UI control will be required:

  1. Entity Type must be set to Person or Organization.  This will direct the form to save its data on the Person's profile or on the profile of the person's Primary Organization.
  2. Form ID will contain the form number (see next section) containing the attributes and other form elements to be presented.

With this type of form, the Connect4Connector's SuccessPage property is used to determine the next page to display after saving content on the form.

 

Creating a Form and Managing Form Fields

Overview

You may have any number of forms defined for different purposes, or with slight variations in content or supporting text.

Generally, these forms can contain any of the following:

  • General Attributes (all types are supported) - You may add an attribute category in one entry, or, individual attributes.
  • Auto-Update Attributes - These attributes can auto-update with a date when the page is saved.
  • HTML - HTML may contain instructions or information as well as HTML text formatting information
  • Document Upload widgets - These are used to have the guest upload a document to the document library in their profile.

Additional features that can be utilized for fields include:

  • Specify a Page Number to support multi-page forms.
  • Specify whether the field is a required response.
  • Add Help-text below the field to assist with input.
  • Specify a default value to save into the field unless overridden.
  • Show or Hide individual fields to allow invisibly setting hidden fields.

The Forms Manager

The forms manager is accessed from Gnosis Pro under "Settings > Administration | Website & System Administration > Dynamic Form Management.

Running the forms manager opens a browser window that looks like the following:

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On this management page, you may create new forms, edit existing forms, preview form content and delete unwanted forms.  As the form manager does not directly manage attributes, you may include the attributes in the form, but editing and deleting the form will not affect any attributes or attribute data.

 

Editing a Form

With a form open, you may use the form controls to adjust the content and behavior of the forms:

  1. Form action buttons to display and navigate forms and add new form fields.
  2. Page selection for multi-page forms
  3. Form Field Move & Delete options (you may also change field order by grabbing the move handle to the left of each field and dragging it to a new location).
  4. Field Action Options - Edit, move to a page and delete.

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Your system may have a test page/form loaded to enable seeing the dynamic forms in action.  If so, you will find the page at https://XXX.gnosishosting.net/Portal/Form where XXX is your Organization ID.

 

Adding Attributes and Other Form Elements

Forms created with this tool primarily consist of Attributes, HTML Text, and some special-purpose fields such as the Document uploader.  To add a form element, press the "Add Item" button.  This will present the following options:

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  • "New Attribute" requests that you identify the attribute to be added by ID number or Alias Name.
     
  • "New Attribute Bulk" allows you to add multiple attributes at the same time by adding Attribute Category Alias Names or IDs, each separated by a comma. If you are adding an attribute category, you also have the following two options:
    • A Single Category Entry: The forms manager can reference a specified category and automatically display all attributes in the category when a person is filling out the form.  This option does not allow you to set up individual attributes with respect to the way they appear or the text associated with them but does make it easier to build the form by only having to manage category-level entries.
    • Check on the "Replace categories with individual attributes" checkbox to have the form manager automatically insert each individual attribute in the specified category(s) rather than have them all represented by a single category level entry.  This approach allows you to set up options such as Auto-fill, default values, read-only, completion required, and override for standard attribute prompts.

  • "File Upload" supports the web visitor uploading a file to their personal document library in their record.  You can pre-set the category and file name that you want the file to use when uploaded.

  • "New HTML Block" allows you to specify (using HTML) formatted text and images to add to the form.  To use this feature, you will need a basic knowledge of HTML, or, use a Third-Party external HTML editor to create the HTML for the content to be displayed.  As shown below, for this above-referenced editor, simply enter and format content as desired and then copy/paste the HTML code on the right into the form field.
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