Please note: Your Vuture Administrator should enable the system configuration setting Admin.System.Forms.Limit Form Submissions
For each role that should have access to the feature your Vuture Administrators should ensure that "Admin.Roles.Forms.Limit Form Submissions" is enabled.
Overview
This article shows how to set up Vuture forms to limit the number of delegates attending an event. By using a logical formula in the field settings of the Accept/Decline field you can prevent invitees from registering, once a preset limit is reached.
The formula hides the Accept/Decline field thus preventing further registrations. A similar formula can be used to display an "Add to Waitlist "or a "We are now fully subscribed" field.
For information on how to use form logic to show or hide fields within forms click here
This links to an article titled Adding Logic to Forms, which applies to all CRMs and none.
Contents
Setting Up the Event
Setting up the RSVP Landing Page
Setting up the Count formula
Creating the conditional fields
Finding the List ID in Vuture
Adding the formula to the conditional field
Setting up the event
In this example we wish to limit the number of delegates once a set limit is reached. The Count formula is added to a conditional field rule on the Accept/Decline field that counts the number of times the field is submitted with the value of "Accept". Once the limit is exceeded the field is hidden.
Start by creating a list. The Accept/Decline field will write back to this list as an additional field. If you wish to have an Add to Waitlist Field you can create it when you build the form. For further information on adding additional fields to a contact and setting up forms to write back to the Contacts Module, click here.
Setting up the RSVP Landing Page
Build the RSVP Landing Page form:
The RSVP Accept/Decline field.
Put this field onto your RSVP Prefilled and RSVP Blank forms. You will need the RSVP field later to send out Reminders. It is these Acceptances that the Count formula uses, in the conditional rule, to display or hide the fields.
Note: A Waiting List option is not mandatory. You could instead have a “Sorry, this session is now full” message.
Setting up the Count formula
You will find it helpful to build your line of logic in Notepad (or similar) and then copy it into the form when you are ready. This will prevent any formatting being introduced into the formula by mistake.
This formula contains the logic required to perform the calculation that adds up all the positive responses, compares them to the number at the end and if the counted number is lower than the number at the end the field remains visible. Once it is exceeded, the field is hidden. In the example up to 5 positive responses are allowed before the field is hidden.
Here is an example of the line or formula you will need to enter, where the details in curly brackets will be replaced by your own firm's details:
{ Count: 'all', Instance: {'0'}, ListId: {'Vx List Id'}, Field: {'Field Name'}, Value: {'Value'} } <5
There are four elements to the formula after the COUNT command:
- The Instance number: defines what CRM is in use. The instance number for standalone clients using the Contacts Module is always 0.
- The List ID: The ID number of the list the formula needs to count.
- The Field ID: The Accept/Decline field in the list described above
- The Value in the Accept/Decline field: it might be "Yes" or "Accept" as we wish to count the positive responses
Open Notepad (or similar) and copy/paste the sample below:
{ Count: 'all', Instance: {'0'}, ListId: {'Vx List Id'}, Field: {'Field Name'}, Value: {'Value'} } <5
Please note: The count form logic will not work for multiple options of a field. For example, if you had a field for "What session would you like to attend?" with options for Session A, Session B, and Session C and you wanted to shut down a session once it reached a specific count, you would need to separate these options out into their own fields. For each Session option, you would then have a field such as "Would you like to attend session A?" with the options of "Yes" or "No".
Creating the conditional fields
Each field on a Vuture form has an "Add conditional rule:" field on the Field settings tab. The count formula is added to this field, thus deciding if it is visible or not.
Finding the List ID in Vuture
To find the list ID, go to the Lists area in Vuture. Click on the list name, hover over the options highlighted and you will see the EmailListId= number in the line at the bottom of your screen.
Alternatively, if you are using the new Campaign Editor, hover your mouse over either the Export list or Delete list tab instead and you will see the List ID included in the line at the bottom left of your screen.
Be Careful! Don't click on Export List or Delete List by accident. Just hover over to get the ID.
You can find the Field ID from the form and the Yes value from "inspect" (described below). There is also a new, easier method for obtaining the Yes value, described below.
The Field ID you need is the Field Name (not the Conditional Field Name) for the field you are counting, so for Session A, here:
Note about Field Names and Conditional Field Names: Conditional Field Names are only used when you are putting a condition on one field, to react according to the value in another field. An example of a condition is, “if a contact RSVP is Accept, show the Dietary Requirements field”.
When using the Count instruction, as in the case here, you do not need the Conditional Field Name, you need to use the Field Name.
New Method: To Find the Yes Value Using Copy and Paste instead of Inspect
We wanted to make it easier for users to create Form Logic statements or Conditional Rules. Now, instead of using "Inspect" to study the underlying html of the form, there is an option to Copy and Paste the value of fields into the Conditional Rule statement.
When you use the Copy option, Vuture will find and copy the hidden Value of the field to the clipboard. From there, you can Paste it into your Conditional Rule.
The Copy option is under the two pages icon, next to each field:
Please note, it is the "hidden value" that the feature is copying. This is not necessarily the same as the words that the client will see.
Previous Method: To find the Yes value using "Inspect" (this method is still valid, but the method described above is likely to be easier)
To find the Value, click on the relevant field, right click on your mouse and choose Inspect from the drop-down menu. The Value is visible in the inspect element after the Name (see image below).
Close Inspect with the little x, at the top right of the inspect screen.
Once you have all the values:
Replace the values in the Notepad sample with your own values, to create your own line of form logic.
In my example, it looks like this:
{ Count: 'all', Instance: '0', ListId: '128', Field: ' SessionA', Value: 'Yes' } < 1
Your line will have different values.
Copy this form logic line into the Add conditional rule: box for the Event Session A field. It means this:
Count the Yes Values and keep showing this field as long as the count is less than 1 (where 1 is the number of spaces at your event).
Important: values should be given between single, straight, quote marks.
You now need the next bit of Form Logic:
When the event is full show sorry the event is full/add to waiting list field
Because you are working with the same field ID and the same Value you don’t need to start from scratch.
Go back to your Notepad and copy the same line of form logic into the Add conditional rule box for the Event Session A Waiting List field. Then at the end of the line change just the < into >=
This line now means: Count the Event Yes/No field and show this Waiting List field when the count gets to more than or equal to 1.
In this example, (your Vuture instance will use different numbers):
{ Count: 'all', Instance: '0', ListId: '128', Field: ' SessionA', Value: 'Yes' } >= 1
Note about Testing: To see the Count command working, you need to Send the email to yourself or other testers.
It is recommended to test until you are confident, using event numbers of only 1 or 2 spaces for example. You can track the sends you have done using the View Stats icon – to see how many people internally have “taken a place” during the test process.
When you are finished testing, reset the form logic - from an event capacity of 2 or 3 to the full numbers - plus any internal testing numbers. Then do Clear Form Submissions on the View Stats and send the email out to clients as a live send.
There follows an example of how to take account of any internal testing, with internal people signing up for your event:
Example of how to reset before sending live invitation:
Places at your event: 50
Number of times internal testers sign up: 7 (check this number in View Stats)
Set your final event numbers to be 57 places available in your form logic.
Other Use Case Scenarios:
