Overview
This article shows instructions for how to use Vuture forms with the InterAction CRM.
* Requires Version 2 of the Form Editor. If you are not on the latest version, please ask your Account Manager to enable:
Admin > System > Versions > FormEditor Version > 2
Admin > System > Forms > Force validation script
Admin > System > Forms > Enable Date of Form Processing
Admin > Roles > Forms > Hide Form Fields
Contents
As part of Vuture’s landing page functionality, you can create forms either in a Vuture landing page or embed a form on your website. These forms can synchronize directly with InterAction. You can use forms for:
- Event RSVPs
- Preference management
- Additional data capture or data enrichment
- Surveys or feedback
As part of your Vuture Master Template, we will create default RSVP forms for your events. Located in your Landing Pages folder, you'll find 'Prefilled' and 'Blank' RSVP Forms (see screenshot below). You can use these default forms as a starting point to help speed up the overall set up of your event process.
For more detailed instructions on how to successfully setup your RSVP Prefilled and Blank forms for an event campaign, please click here.
Alternatively, you can also create your own forms, starting from a new page.
- To create a new form, click into the campaign where you wish to create your form.
- Click on Landing Pages from the menu on the left
- Click on new page to create a new form
- Enter a name for your page.
- Select the layout you wish to use. As part of your Vuture setup we will include default page layouts you can use.
Editing forms
To get to the Form Editor screen to edit your form, click into the form itself on your Landing Page.
When you pull any contact field from InterAction into your form, if a contact completes the form and either adds new data or changes existing data, Vuture will write back that change to InterAction.
As part of the RSVP forms (Prefilled and Blank) in your template, you may see that a few contact fields have been added for you. For example the First Name, Last Name, Company, and Email fields.
Please note: All forms must have the following fields as a minimum: First Name, Last Name, and Email Address.
If you wish to add more contact fields that will sync with InterAction, please follow the below instructions (see animated GIF below which highlights these steps):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Make sure you have "InterAction" set as your Instance, instead of "Vx". Please note, this may be named differently in your Vuture platform.
- Choose "Contact information" under "Select list" (if not already chosen)
- Choose the contact field you wish to add under "Select InterAction Field"
- Decide if this contact field should be "required", "read only" (making the field uneditable), or "half width" (meaning it takes up 50% of the form, so that another field can sit beside it). Best practice tips on read-only fields for prefilled forms.
- Lastly click the "Add Field" button.
- This new contact field will be added to the bottom for your form. You may then click to drag and drop it higher up on your form if desired.
When you are finished adding your additional contact fields, click the "Save" button in the top right. Then click the "Publish" icon > "Publish now" to fully publish and save out your updates.
Adding an InterAction Additional Field
When you pull a list additional field from InterAction into your form, if a contact completes the form and either adds new data or changes existing data, Vuture will write back that change to the InterAction Marketing List.
Please note: All RSVP forms must have the following fields as a minimum: First Name, Last Name, Email Address and RSVP.
The form editor can use Enumeration (list), Boolean (yes/no), Date, and Text InterAction additional fields.
Date field format: InterAction date fields do not include the time.
Text field character limit: Text additional fields have a limit of 250 characters, which is a limit imposed by InterAction.
Enabling multiple line text area fields: If you need to offer clients a paragraph space or large box for text (rather than a single line of text) there is a system configuration option to allow the creation of multi-line text boxes for additional fields. This is "Admin.System.Forms.Create textarea additional fields". Ask your Customer Success Manager to enable this for you.
To add InterAction additional fields to your form that will sync with InterAction, please follow the instructions below (see animated GIF below which highlights these steps):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Make sure you have "InterAction" set as your Instance, instead of "Vx". Please note, this may be named differently in your Vuture platform.
- From the "Select list" drop-down, choose the InterAction Marketing List that you'd like the RSVPs to write back to.
- From the "Select InterAction Field" drop-down, choose the RSVP additional field that has been created for this Marketing List. Best practice tips for creating RSVP Forms with InterAction.
- Mark this field as required
- Lastly click the "Add Field" button.
- This new additional field will be added to the bottom for your form. You may then click to drag and drop it higher up on your form if desired.
- Repeat these steps for all additional fields you wish to add to this form, using the same InterAction Marketing List (e.g. Dietary requirements, sessions to attend, workshop choices, etc).
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
- Repeat these steps for the Blank RSVP Form, too.
Please note: If there is already a RSVP field on your form when you first create it, best practice is to remove this field completely and add a new RSVP field that is tied to the correct Marketing List for this event.
Additional Field Options to be aware of:
When adding InterAction additional fields to your form, you'll notice that there are several options you can choose from on the Add a field tab. Below are more detailed explanations of what each of these options mean.
- Required?: The contact has to complete this field before they can submit the form.
- Read only: This field is visible, but the contact can’t change the details. This is useful if you are using a Prefilled form to prevent someone who is different from the original contact to submit this form and overwrite the original contact's data. Best practice tips on using read-only fields for Prefilled forms.
- Dropdown: This will make a choice field show, in a dropdown style. Must be an enumeration or boolean additional field.
- Half width: If you select this, the field will take up half the width of the screen. It allows you to fit two fields on one row. If not selected, the field will display full width and will be the only field displayed in that row.
- Multiple: This will show the field value options in check-box style for the contact to select multiple options. For example, you may wish to use this type of field for CLE credits if someone is licensed in more than one state. For instructions on how to add a Multiple value additional field, please click here.
- Make hidden: These hidden fields will not be visible to the person completing the form but will submit data against their record into InterAction. When you hide a field, both the field and the label will be hidden. For instructions on how to add a hidden field, please click here.
- Large Text box: Displays a long-form text box for more detailed notes or answers. Must be a text additional field. Please note: InterAction only allows for 250 characters to write back. If you need to offer clients a paragraph space or large box for text (rather than a single line of text) there is a system configuration option to allow the creation of multi-line text boxes for additional fields. This is "Configuration.Forms.AdditionalFieldsAsTextarea". Ask your Customer Success Manager to enable this for you.
Add a hidden field
* Requires Admin > Roles > Forms > Hide Form Fields to be switched on for your role.
You can add hidden fields in your InterAction forms. These hidden fields will not be visible to the person completing the form but will submit data against their record into InterAction. When you hide a field, both the field and the label will be hidden.
For example, you may have two separate forms for RSVP Accept and RSVP Decline. For the RSVP Accept form, you may wish to make the RSVP field hidden with Accept as pre-checked. Please see animated GIF below to highlight this example.
To add a hidden field to your form, please follow the below instructions:
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Make sure you have "InterAction" set as your Instance, instead of "Vx". Please note, this may be named differently in your Vuture platform.
- From the "Select list" drop-down, choose your InterAction Marketing List that you'd like to add this hidden additional field for.
- From the "Select InterAction Field" drop-down, choose your additional field that has been created for this Marketing List and that you wish to hide from the contact on the form.
- Mark this field as Make hidden
- Click the "Add Field" button.
- This new additional field will be added to the bottom for your form. You may then click to drag and drop it higher up on your form if desired. You may also adjust the field settings as necessary.
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Add a hidden date field
* Requires Admin > System > Forms > Enable Date of Form Processing to be enabled.
Using Vuture's integration with InterAction you can pass a date field into InterAction every time a form is submitted. This is a hidden field in the form and cannot be seen by the contact.
To add a hidden date field to your form, please follow the instructions below:
- Create a date field as an additional field in you InterAction folder.
- Click into the form fields to get to the Form Editor (if you're not there already).
-
Click on the Form settings tab
-
Scroll down until you see "To save the date this form is processed for each user please select the correct folder and field below."
-
Under "InterAction folder", select the InterAction folder in the drop-down, for the Marketing List you've created the date field for.
-
Under "Select Date field", select your date field.
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
When a user submits the form, this field in InterAction will be populated with the date of submission.
Note: InterAction additional fields (Date) do not include Time.
Add a Multi-value Field
You can add multi-value InterAction additional fields to your form. This will show the field value options in check-box style for the contact to select multiple options. For example, you may wish to use this type of field for CLE credits if someone is licensed in more than one state.
To add a multi-value field to your form, please follow the instructions below:
- In InterAction, create an enumeration addition field with all your values. For example, if this were for CLE credits, you'd create an enumeration additional field called "CLE" with values for each state (i.e. Connecticut, Massachusetts, New York, etc.).
- Important - In InterAction, you must also check the "Multiple Values" checkbox (see screenshot below for an example).
- In Vuture (please see animated GIF below which highlights these steps):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Make sure you have "InterAction" set as your Instance, instead of "Vx". Please note, this may be named differently in your Vuture platform.
- From the "Select list" drop-down, choose your InterAction Marketing List that you'd like to add this multi-value additional field for.
- From the "Select InterAction Field" drop-down, choose your multi-value additional field that has been created for this Marketing List and that you wish to add to the form.
- Mark this field as Multiple
- Click the "Add Field" button.
- This new additional field will be added to the bottom for your form. You may then click to drag and drop it higher up on your form if desired.
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Please note: If after creating your multi-value additional field in IA, you do not see the additional field listed right away, please wait 15 minutes and try again. It will take about 15 minutes for Vuture and IA to sync, unless you have the Refresh Cache feature enabled.
Adding Global InterAction Additional Fields to your form
* Requires access to your Global folder. If you do not see the Global folder listed when following the steps below, please contact your Customer Success Manager to make this visible for you.
Global additional fields are not attached to a particular marketing list but are global attributes such as salutation, gender, preferred language.
You may wish to add global additional fields to a form. For example, when managing consent (see #2 Use Global Additional Fields).
To add global additional fields to your form, please follow the below instructions (please see animated GIF below):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Make sure you have "InterAction" set as your Instance, instead of "Vx". Please note, this may be named differently in your Vuture platform.
- From the "Select list" drop-down, choose [Global] to get to your global additional fields.
- From the "Select InterAction Field" drop-down, choose the global additional field you would like to add to your form (i.e. Consent).
- Mark this field as Required
- Click the "Add Field" button.
- This new global additional field will be added to the bottom for your form. You may then click to drag and drop it higher up on your form if desired. You may also adjust the field settings as necessary.
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Please note: You will have different Global fields available than are listed in the above animated GIF. The Global additional fields you will see are dependent on what your CRM Team have created. If you do not see one listed, please contact your firm's CRM Team to add it to the Global folder.
Removing fields from your form
To remove fields from your form, please follow the below instructions:
- Click into the form fields to get to the Form Editor (if you're not there already).
- Navigate to the field you wish to delete.
- Click on the red "X" icon in the top right corner of the field.
- Your field should now be removed from the form.
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Adding section breaks and instructional text to your form
When editing your form, you may wish to add sectional breaks to highlight each section of a form, especially if there are many fields. You may also wish to add instructional text to provide guidance to those who are submitting the form.
Below, you'll find instructions on how to add section breaks and instructions to your forms.
Section break
When editing a long form, you may wish to break apart the form into different sections (e.g. Contact information, Event details, etc.). You can do this by adding a "section break" to your form under Vx Fields.
To add a section break, please follow the below instructions (please see animated GIF below)
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Scroll down to the "Vx Fields" section.
- Click on "Section break".
- Your Section break field should be added to the bottom of the form.
- Click on the "New Section" field to drag and drop it higher up on your form.
- You should then be able to rename "New Section" to the title of your choice by editing the "Section label". Otherwise, click into the new field to edit this text.
- If you wish to add more information, you may add this under "Instructions for user".
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Instructions
You may wish to add instructional text to different areas of your form to help provide guidance to those completing the form.
To add instructional text, please follow the below instructions (please see animated GIF below):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Scroll down to the "Vx Fields" section.
- Click on "Instructions".
- Your Instructions field should be added to the bottom of the form.
- Click on the "Section instructions" field to drag and drop it higher up on your form.
- You should then be able to rename "Section instructions" to your desired text by editing the "Instructions for user".
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
* Please note, this is a premium feature. Please contact your Customer Success Manager for more information. They will need to enable Admin > System > Forms > Display file upload.
You can give your contacts the option to upload a file alongside the rest of the data they submit in a form (i.e. CV or Resume).
There is a 30MB limit to the file upload (or 30MB in total limit if you are using multiple file upload buttons). If you are expecting a large file attachment, please test with a large file before launching the form to make sure we can deliver those to you via the form submission email.
To add the file upload button, please follow the below instructions (please see animated GIF below):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Scroll down to the "Vx Fields" section.
- Click on "File Upload".
- You should now see that the Upload button has been added to the bottom of your form.
- To edit the title of the field, click into the file upload field and change the field label (e.g. Upload your resume).
- You may also choose to make this field required.
- Next, click on the Form settings tab.
- Enter in an email address for "Email form to". This email address will receive a copy of every form submission along with the uploaded file. (For more information on this, click here)
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Important: We will only send these files as attachments via email. We will not save them in the Vuture System. We do not scan any attachments for Viruses so make sure that you have the necessary checks in place.
Changing the wording of a submit button
You may wish to change the wording of the submit button for your form. For example, if you are connecting this form to a Payments page, it would make sense to change "Submit" to "Continue".
To change the wording of your submit button, please follow the below instructions (please see animated GIF):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Scroll down until you see the "Submit" button.
- Click on the "Submit" button.
- You may then update the "Button text".
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Field settings
For each of the additional fields you may have added on your form, you can alter each field's settings. To do so, click on any field and it will bring up further options for you to complete.
Below are some of the most common field settings you will see:
- Field Label: This is the text that we display next to the form field.
- Field Name: If you are using a field from InterAction this box will display the name of this field as it is in your InterAction instance. In this scenario we will grey out the field name as it is a system field. We lock this field down to prevent anyone from changing the IA Field Name. That way, all information will write back correctly to InterAction for that field.
- Options: This shows you the options you set on this field when you first added it to the form. You will see check marks against the relevant options. If you need to make changes you can change the options for this field.
- Predefined Value: You can specify a predefined value for a field. We will automatically display this when your contact loads the form.
- Instructions for user: If you add some instructions for this field, we will display them directly under the field.
- Conditional Field Name: This relates to form logic. Please click here to read more about form Logic.
Additionally, for enumeration fields (e.g. RSVP), you will see additional options (please see animated GIF below). This includes:
- Changing the text of the values (e.g. "Yes" to "I accept")
- Pre-checking the option, so that it is checked on the form automatically.
- Setting a redirect for when someone selects this option (i.e. selects "Yes" to RSVP, redirects them to the "Thank You Accept" landing page.
Please note: It is recommended to only set redirects on one additional field (e.g. RSVP: Redirect "Yes" to "Thank You Accept" landing page AND Redirect "No" to "Thank you Decline" landing page). Please see the below screenshot for this example. It is not recommended to set redirects on more than one additional field per form.
While the Field Settings tab covers the options for each field individually, the Form Settings tab covers options for the Form as a whole.
Click into the form on your landing page to get to the Form Editor screen. Then switch from the "Add a field" tab to the "Form settings" tab.
Form Name
If you fill in the Form name, we will use this as the subject line if we email you that someone has submitted the form (see "Email form to" setting below).
By default, the Form Name will either be "RSVP (Blank)" or "RSVP (Prefill)". It is best practice to change this to a unique name for your event, as this will also write back in the Summary of the InterAction activity.
For example, if we specify the Form Name to read "Vuture's 2019 Holiday Party" (see first screenshot below), the summary of the InterAction activity will read as follows when someone submits the form:
To help save time, you may use a Campaign Variable of {{Event_Name}} and use this in the Form Name value. Be sure to also include the "RSVP (Prefill)" and "RSVP Blank" in the Form Name to help differentiate this in InterAction. See screenshot below for an example. Please note: You will need to set up the Campaign Variable in the Campaign Summary and include a value for this to populate correctly in InterAction. For help with creating a Campaign Variable click here.
Email form to (optional)
When a contact submits this form you can have the completed form details emailed to the email address you put in this field. If you want to add multiple emails, simply separate them with a semi-colon e.g. info@vuture.co.uk; news@vuture.co.uk. This is also the address that any uploaded file will be sent to. Important: If you put your email address in this field you will receive a copy of every form submission.
If you'd like to change the FROM Address for the form submission notification from the default of auto@the-vx.com, please ask your Customer Success Manager to update 'Admin.System.Forms.Form Submission Notifications From Address'.
Thank you page
Be sure to set a landing page as your "Thank you page". This is the landing page the contact will be redirected to once submitting your form. Unless, you've set redirects on the RSVP form (see instructions here).
Important: If you do not set a "Thank you page", your contact will receive an error page when submitting the form.
Form data options
The "Form data options" setting specifies whether this form should be prefilled with the contact's details from InterAction or should be blank for new contacts to submit.
Below is a more detailed definition for each of the Form data options settings:
Pre-fill contact details
Selecting the "Form data options" to "pre-fill contact details" will display the contact details that are held in InterAction on the Vuture form. For example, the First Name field will be pre-filled with the contact's first name from InterAction. This is true for any InterAction contact fields you've added to this form, where there is data recorded for that contact in InterAction.
Please note: For this to prefill correctly, a contact must best sent a live email from your Vuture platform and click through to the prefilled form from this email. The form will not prefill for any "Send Test" emails, only live email sends and "Send Sample".
This helps to save your contact time when submitting an RSVP form. This also helps you to comply with GDPR by revealing the data you are holding about a client.
Examples of pre-filled forms include:
- RSVP forms - where the contact has been emailed an invitation from Vuture, using InterAction as the data source, and the form is set to prefill with their details. Their RSVP information will write back to the Marketing list.
- Preferences form - where the contact can see what contact information you have held against them and can freely make edits to update this information, ensuring the information you have in InterAction is up-to-date.
- Unsubscribe form - where the contact can request to unsubscribe from all communications or types of communications. (See more on managing unsubscribes in InterAction).
Blank form, disconnect from contact
Selecting the "Form data options" to "Blank form, disconnect from contact" will display all contact fields on the form as blank fields and it is not tied to any specific contact in InterAction.
A blank form is meant for new contacts or those who did not receive an email from your Vuture platform with a link to the prefilled version of the form.
Because a blank form is not tied to any contact record in InterAction, these types of forms can be shared as a URL or embedded on a website.
Once a contact submits a blank form, Vuture will try to find a match in InterAction by looking at the last name and email address (More information on this here: Contact matching rules between InterAction and Vuture - to avoid creating duplicate records ). If Vuture does find a match, it will amend the contact record in InterAction (following all DCM rules if in place). If Vuture does not find a match, it will create a new contact record for this contact in InterAction.
Examples of blank forms include:
- RSVP forms - where the contact has not received an invitation from Vuture, but wants to register to the event. They were either forwarded the invitation and clicked through to the blank RSVP form, were given the URL to the blank form, or completed the blank RSVP form on your website (if embedded).
- Subscription form - where the contact can subscribe to receive your marketing mailings and add themselves to lists based on their interests.
- Gated forms on websites - where the contact provides their contact details on your website in return for a piece of downloadable content (i.e. white papers).
Blank version
This setting is directly related to your Forward to a Friend Form. This setting allows you to choose a blank version of a form for when an email is forwarded via the Forward to a Friend Form. This way, if someone were forwarded an email (via the Forward to a Friend Form) and they click through to register, they can be taken to the RSVP Blank Form, instead of the RSVP Prefilled Form (meant for the original contact).
You can read more about this setting here. As best practice, we recommend using option #2, when using any personalized fields.
InterAction™ activity (optional)
If you like, you can write back an additional activity for a Vuture form submission to InterAction. Below are a few examples:
- RSVP Form - By default, if a contact accepts a RSVP, the activity of "Vx - Event Accepted" will be written back to InterAction. If you like, you can replace this activity with a custom InterAction activity. For example, you could use "RSVP", which could include all form submission details in the detailed summary of the "RSVP" activity. See screenshots below for an example.
- How this looks in Vuture's Form Setting:
- How this looks as the activity in InterAction:
- How this looks as the detailed summary of the "RSVP" activity:
- Preferences Form - When a contact submits a Preference Form, you could add the additional activity of "Preferences Changed". See screenshots below for an example.
- How this looks in Vuture's Form Setting:
- How this looks as the activity in InterAction:
- Subscription Form - When a contact submits your Subscription form, you could add the additional activity of "Subscription". You can also add these new contacts to a specified folder (see "InterAction folder" setting below). See screenshots below for an example.
- How this looks in Vuture's Form Setting:
- How this looks as the activity in InterAction:
InterAction™ folder (optional)
If you like, you can specify a folder to add contacts to in InterAction, once they submit a form. Below are a couple of examples:
- Subscription Form - When a contact submits your Subscription form, you may wish to add these contacts to a folder. For example, if you have a subscription form that is only meant for Alumni, you may decide to add these contacts to a "New Alumni" folder. See screenshot below for an example:
- How this looks in Vuture's Form Setting:
- Gated form on website - If using a gated form on your website for contacts to complete to download content, you may wish to add these contacts to a specified folder. See screenshot below for an example:
- How this looks in Vuture's Form Setting:
(Optional) Allocate as Source Folder
If a form has been set to allow the creation of new contacts in form options you can set the InterAction folder where new contacts are created by selecting the folder. You can also set this folder as the source folder for new contacts by checking the "Allocate As Source Folder" box.
For more information on this feature, please review this article: Choose The InterAction Source Folder For New Contacts .
Friendly reminder - Click the save button (top right of the screen) when you have finished editing the form.
