How to Use External Forms

This article was developed to describe the setup and use of an External Form within Forth CRM. It includes the following topics:

• Overview
• Setting up an External Form
• Sending an External Form
• Including payment options

Overview

External Forms can be sent directly to a client via email from the Client Dashboard. Once a client completes the External Form request, the information that the client inputs into the form is automatically updated in the contact in the CRM.

Setting up an External Form

1. From the Contacts tab, click Custom Fields.
2. Click Form Builder in the Navigation Bar.
3. Do one of the following:
   • Create A New Form: Create an entirely new form and then click the small white checkmark icon.
   • Edit An Existing Form: Edit an existing form listed in the dropdown menu (to turn it into an External Form). 
      
4. Configure or edit your form as desired.
5. Once finished, select the External Form checkbox and then click Save Form. This will turn your form into an external form, allowing it to be sent directly to a client via the Client Dashboard.
   
   Once the form is saved, click on the text that reads "External Form" to reach the page shown below in Step #6. This is in addition to checking the checkbox, as the text itself is also a URL that brings you to a page with settings that need further configuring.
    

6. Customize the following settings to display how the form appears to the client in the External Form section and then click Save Form (click to enlarge the image):

   Display Title: The title of the form.  Sub-Header: Description of the form. Domain: the domain to be used for the form to display on. Disclaimer: a note that appears on the bottom of the form. Email Subject: The subject the client will see in their email inbox. Email Body: The email body that the client will see in the email. SMS Body: SMS message body that the client will send in the message. From Address: Designates the "From" email address the recipient receives the External Form Request from. If left blank, the system will use noreply@setforth.com. Link Label: Customize text on the link button that the recipient clicks to complete the form. Updated Logo: Customize the logo to be used. Company Logo: Select from dropdown menu options. Contacts Company Type Logo: Select from a list of companies under this account. Default Logo: Check this box to make the selected logo the default logo. Theme Color: Assign the theme color to be used on the external form.

7. The Options portion contains several checkboxes:

• Require Signature: This includes a mouse signature box at the bottom of the page. The client must sign the form to complete the External Form request.
• Password Protect: This will install password protection for this form.
• Disregard Completed Fields: When checked, fields already filled in on the CRM side are omitted from the form, preventing the client from changing that information.
• NSLDS File Upload: When checked, an option to upload the NSLDS My Student Data File is added to the bottom of the External Form Request.
• Required: Select this checkbox to require the client to upload an NSLDS file to complete the External Form Request.
• Available for sending via SMS: Select this checkbox to make this form available for sending via SMS.

8. In the Request Documents section, provide the following information as needed:
   • Document Title: Name of the document that is being requested.
   • Document Type: The type of document being requested from the dropdown menu.
   • Req*: Checking this box requires the client to upload this document before completing the External Form request.
   • Allow Multiple: When checked, allows uploading multiple versions or types of documents at one time. 
     
9. When finished configuring the External Form settings, click Save Form located at the bottom of the page.

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Sending an External Form

1. From the contact's Client Dashboard, click Send External Form Request.
   
   The Send External Form Request window opens.  
2. Select the appropriate form from the dropdown menu (see above right).
3. Click Send Request (see above left).

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Including payment options

External forms can include requests to obtain payment information (i.e., credit card details and bank account information).

1. Begin with steps 1-4 in the Setting up an External Form instructions.
2. Start typing "comp" (for components) in the Add Fields To Form search box.
   
3. Select the components to add.
4. Select the group you want the fields displayed in from the Field Group menu.
5. Click Add Fields.

6. Once finished, select the External Form checkbox and then click Save Form. This will turn your form into an external form, allowing it to be sent directly to a client via the Client Dashboard.
   The client will receive an email containing the following fields, based on your selections.

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