Build a Custom Event Registration Form

1. Log into the campus portal as an administrator.

2. Navigate to the FormFlow - Forms feature.

3. Click the Manage Forms link. The Manage Forms page appears.

4. Click Add form. The Add new form pop-up appears.

5. From the Choose a template drop-down, select < Blank Form >.

6. Click the Create button. A new blank form is created and the form settings screen appears.

7. Enter a Form name into the provided field.

8. From the Tab orientation drop-down, select Horizontal or Vertical.

9. Enter in a description of the form in the Description field.

10. For more information on the basics of creating a form, see Build a Form.

11. Click Save settings. The new form displays.

Connecting the form to the EXi Event allows the FormFlow - Forms portlet to associate the submission data with the appropriate event. This can also be used to pull information about the EXi Event into the form, such as the registration fee associated with the event.

1. In the Manage Forms view of the event registration form, click the Add Question button from the Form Admin toolbar. The Edit Item pop-up appears.

2. In the Unique ID field, enter in a Unique ID for the question.

3. From the Type drop-down, select "Hidden".

4. On the Settings tab, enter the EXi event's abbreviated name into the Default Value field. Example.
   
   The EXi event's abbreviated name can be found in EXi on the main event's details page. Example.

   

   

5. From the Map to EXi Event Field drop-down, select "Event Abbreviation".

6. If your event does not require a fee:

   1. Make sure the Execute On Load checkbox is checked.

7. If you event requires a fee and you wish for the fee value to be retrieved from the database:

   1. On the Look Up tab, select a Look Up DataSource to retrieve the event's fee using the specified event abbreviation.

   2. Set the argument for the DataSource to be the field on the form that will contain the fee value.

      The Event Fee field must be created prior to this step.

   3. Make sure the Execute On Load checkbox is checked.

8. Click the Save changes button.

You will need to capture the following information from the user registering for the event:

• Name information (First and Last Name or ID Number, etc.)

  The Name Information fields should be editable if you want users who are not already in your database to be able to register for the event. If your registration form is intended only for users already in your database, it is recommended that you set up the form to pre-populate the name and contact fields using a datasource and a personal identification value (e.g. ID Number, Party App ID number, or email address) and make the name and contact fields read only.

• At least one form of contact information: Address (Address Line 1, Address Line 2, City, State, Zip Code), Telephone Number, and/or Email Address

• Number of Attendees

• Submit button

  Create a Submit button with the following rule on the Rules tab of the Edit Item popup:

  • Select "If answer value is" from the rule drop-down

  • In the field to the right of the drop-down, enter *

  • In the drop-down below, select "Form: Submit"

Additional questions you may need to add:

• Event Fee (if there is an associated fee)

  This field should be read only to prevent form users from trying to change the fee amount.

If you are setting up a form for a multi-part event that has registration at the sub-event level, you will need to set up a collection grid to capture registration at the sub-event level.

The collection grid should have the following fields:

1. The collection grid

   From the Manage Form view of your form, click the Add Question button on the Form Admin toolbar. The following are the values/properties a sub-event collection grid must have:

   Definition tab

   1. • Unique ID

   This collection grid's Unique ID will be the value you select from the Grid drop-down when setting up the rest of the collection grid's questions. Example

   1. • Type: CollectionGrid

   Settings tab

   1. • Show Details Button: (checked)

      • Show Update Button: (checked)

2. Instructions on how to use the grid

3. An event list drop-down

   From the Manage Form view of your form, click the Add Question button on the Form Admin toolbar. The following are the values/properties an event list drop-down must have:

   Definition tab Example

   

   1. • Unique ID

      • Type: Drop-down

      • Grid: select collection grid's Unique ID

      • Grid Function: Key

   Settings tab

   1. • Map to EXi Event Field: Event ID

   Look Up tab Example

   

   1. • Look up datasource: JZB - Sub-event Fee Lookup

      • Execute on Load: checked

4. A fee per person field

   From the Manage Form view of your form, click the Add Question button on the Form Admin toolbar. The following are the values/properties a fee per person field must have:

   Definition tab Example

   

   1. • Unique ID

      • Type: Textbox

      • Grid: select collection grid's Unique ID

      • Grid function: Summary

   Settings tab Example

   

   1. • Read only: (checked)

      • Default value: 0.00

      • Validation: Money

      • Map to EXi Event Field: Event Fee

   Lookup tab Example

   

   1. • Execute on load: (checked)

5. A field to enter the number of participants

   From the Manage Form view of your form, click the Add Question button on the Form Admin toolbar. The following are the values/properties a number of participants field must have:

   Definition tab

   1. • Type: Textbox

      • Grid: select collection grid's Unique ID

      • Grid function: summary

   Settings tab

   1. • Required: (checked)

      • Validation: Integer

      • Map to EXi Event Field: # of people attending

   Lookup tab

   1. • Execute on load: (checked)

6. A button to submit the data to the collection grid

   From the Manage Form view of your form, click the Add Question button on the Form Admin toolbar. The following are the values/properties an add events to grid button must have:

   Definition tab

   1. • Unique ID

      • Type: Button

      • Grid: select collection grid's Unique ID

      • Grid Function: Add Button

   Rules tab

   1. • From the first drop-down, select "If answer value is". In the field to the right, enter *.
        In the drop-down below these fields, select "Grid: Add". Example

        

Setting up a Balance Calculator for a Multi-Part Event

To look up/populate contact fields, use one the Jenzabar provided JZB - Events Name Contact Lookup data sources or create your own so you can populate your forms with frequently used database information. Data sources are not limited to one form. You can reuse them as needed.

• Jenzabar-provided data sources

  Each of the event registration templates provided by Jenzabar includes a different way to retrieve existing contact information from the database. If you wish to utilize one of the pre-defined options and it does not already exist on your server, you will need to import in the corresponding template noted below which will import the data source with it. The data source will remain even if the form is deleted.

  • JZB - Events  Name Contact By Email Lookup (multi-part event template)

    This data source looks up contact information from the EX name_master and external person tables if the entered email address is listed there. It requires:

    1. • That an email address question be included on the form

       • The Look Up for the question be associated with this data source

       • Each of the arguments returned by the data source be associated with other questions on the form.

    If an existing record is not found, the questions can be filled in by the user, in which case their information will be stored as an external person upon submit.

  • JZB - Events Name Contact by ID_NUM Lookup (single fee event template)

    This data source looks up entries in the EX name_master table so it can only be used to look up internal users. It requires:

    1. • That a hidden data question be created on the form to contain an ID Number that is passed in as an argument for the form's URL

       • The Look Up for the hidden question be associated with this data source

       • Each of the arguments returned by the data source be associated with other questions on the form.

    Since this data source is expected to find an existing user in the database, it is recommended that the name and contact fields be marked as read only.

  • JZB - Events Name Contact by PartyAppID Lookup (single no fee event template)

    This data source lookup works with the partyappID in the URL, thereby allowing a lookup on both Name_Master ID Numbers and external people. It requires:

    1. • That a hidden data question be created on the form to contain a Party App ID that is passed in as an argument for the form's URL

       • The Look Up for the hidden question be associated with this data source

       • Each of the arguments returned by the data source be associated with other questions on the form.

    Since this data source is expected to find an existing user in the database, it is recommended that the name and contact fields be marked as read only.

• How to connect a question to a data source lookup

  1. Right click on the field that you wish to use to look up the user's contact information. For example, if you are using their email address to look up their contact information in the database, right click on the email address question you created.

  2. Access the Look Up tab.

  3. From the Look Up DataSource drop-down, select the datasource you would like to use to look up the user's information.

  4. Several drop-downs appear. The drop-downs correspond to the columns in the database table that have included in the Select portion of the datasource query.

  5. For each column listed, click on the drop-down and select the corresponding question on the form that relates to the information. For example, for the first_name column, select the FirstName form question. Example

     

  6. Once you are done selecting values for each column drop-down, click the Save changes button.

For each question you set up to collect the information listed above, you must map it to an EXi Event field in order for the data to be recorded for the event upon submit.

You can map to an EXi Event field when you are creating the question or after the question has already been made. Events mapping fields include ID Number, Party App ID, contact information, and event registration information. If the question has already been defined:

1. Right click on the question you wish to map and select "Properties". The Edit item popup appears.

2. Access the Settings tab.

3. Click on the Map to EXi Event Field drop-down and select the EXi Event field you would like to map the question to. For example, if you are mapping a First Name question, select "First Name" from the Map to EXi Event Field drop-down.

4. Click the Save Changes button.

If you are collecting fees for the event via the registration form, you may also map questions to a payment field so that their data is sent to their corresponding fields in the Payments feature after the user clicks the submit button.

You can map to a payment field when you are creating the question or after the question has already been made. Payment mapping fields include name and contact information. If the question has already been made:

1. Right click on the question you wish to map and select "Properties". The Edit item popup appears.

2. Access the Settings tab.

3. Click on the Map to Payment Field drop-down and select the payment field you would like to map the question to.

   If you are mapping a First Name field, select "FirstName" from the Map to EXi Event Field drop-down.

4. Click the Save Changes button.

If your event has fees that you need to collect payments for, complete the following steps:

Set up the balance calculator for a single event with a fee

1. Log in to the campus portal as an administrator and access EX FormFlow - Forms.

2. Click Manage Forms. The Manage Forms page appears.

3. Click on the form you want to update.

4. From the Tools menu, select Balance Calculator. The Balance Calculator page appears.

5. In the Final Balance field, enter in the following formula to calculate the balance of a single event with a fee:

{Fee}*{Participants}

6. Click Save.

Set up the payment profile

1. Log in to the campus portal as an administrator and access EX FormFlow - Forms.

2. Click Manage Forms. The Manage Forms page appears.

3. Click on form you want to update.

4. From the Tools menu, select Payment Profiles.

5. Click the Add Profile button to create a new payment profile. The Payment Profile page appears.

6. If your school will allow applicants to use an electronic check to make their payment, select the Allow E-check checkbox.

7. In the Show fee description field, review or update how the charge will be passed to your school's payment provider.

8. In the Transaction Code, enter your EX Receipt Entry Code used for online payments.

9. In the Default Fee amount, review or update the default amount being charged. Example. The default fee amount must be greater than $0 but will be overridden by any amount generated by the Balance Calculator.

   

10. In the Email address to notify on failed payment field, enter an email address at your school that can be used to notify the appropriate person or department the payment failed. For example, this might be your school's Accounts Receivable office or IT department.

11. Click Save Profile.

Set "Payment: Use Profile" rule on submit button

If your form requires a payment, make sure the Submit button at the end of the form has the following rule:

• To create a rule that will direct the user to the payment portlet, select "If answer value is" from the rule drop-down. In the field to the right of the drop-down, enter *. In the drop-down below, select "Payment: Use Profile". The payment profile drop-down appears. Select the payment profile you have created for this event. Example.