Build a Multi-Part Event Registration Form (with or without fees)

The multi-part event registration form is associated with a multi-part event created in EXi Events and can be used to allow users to register for the multi-part event and its sub-events. This form can also be set up to collect payments for the event’s registration fees.

Use the steps below to create an event registration form for a multi-part event (with or without fees) where registration is defined at the sub-events. The registration form is based on the Jenzabar-provided template and automatically creates standard form tabs and questions relevant for a multi-part event. You can update, add, and remove tabs and questions as needed.

The multi-part event registration template has been set up to allow participants to enter their email address in order to automatically populate existing contact information in EX/EXi to the corresponding form fields. If the participant is not in EX, they can enter their name and contact information in the form. Once the form is submitted, the individual is considered an event participant with the appropriate events. However, you can update the form created from the template to use other options for populating the fields.

The following elements need to be defined on the form and associated with an EXi Event mapping field to accurately manage an event participant’s event registration information:

· Email address for the invitee. If you anticipate participants who are not in EX to attend the event (e.g., on campus community event), you will need to define elements for the first and last name as well.

· For a main event where registration is defined for individual sub-events, a collection grid must be added. This collection grid is provided by default with the multi-part event registration form template. The collection grid must include the following fields in order to accurately manage fees based on the number of anticipated participants:

o Event ID. The template pulls the Event ID and displays each sub-event via a drop-down.

o Event fees if any are defined for individual sub-events. The Balance Calculator lets you calculate a total fee balance.

Adding the EXiApiRoot to your campus portal's ERP Settings allows for features or modules in the campus portal and EXi to communicate and correctly map data from one application to the other.

Log into the campus portal as an administrator.
From the profile drop-down options, select Site Manager. Example. The Site Manager page appears and displays the Site Settings tab.
Next to Framework settings, click Edit.
From the Select a Category drop-down, select ERP. The Category: ERP settings page appears.

In the EXiApiRoot field, enter the correct EXiApiRoot. Example

To get your school's EXiApiRoot, take your school's EXi URL and add /api to the end of the URL. For example, if your school's EXi URL is http://AnywhereUniversity.net/EXi, the EXiApiRoot will be http://AnywhereUniversity.net/EXi/api

Click Save.

Any database connections you set up are available to all forms within any FormFlow or Workflow instance in your campus portal.

Database connections let you exchange information between your form and the EX database, a custom ICS NET table, or your own custom table. Database connections use ODBC connection strings. When EX and the campus portal are installed, an EX database connection is created for you based on your campus portal Site Manager settings. Jenzabar recommends verifying the connection string before using the form, and deleting, updating, or creating different connections as needed. If you import a form and no database exists, the portlet will create a database but will not provide a connection string. An administrative user will have to manually update the connection string.

Using a standard ODBC connection string to SQL Server requires that TLS 1.0 be enabled on the server. Some security standards require that TLS 1.0 and TLS 1.1 be disabled on the server and force the use of TLS 1.2.

Connection strings with the driver set to “SQL Server” will not work when connecting to a server with TLS 1.0 disabled. To fix the issue and ensure compatibility moving forward, the connection string driver should be updated to reflect the current version of SQL Server Native Client that is installed on the JICS web server. An example connection string is below:

DRIVER={SQL Server Native Client 12.0};SERVER=myserver;UID=te_pgmr;PWD=password;DATABASE=TmsePrd;Application Name=EX FormFlow - Forms;

NOTE: This currently only impacts customers that have the requirement to disable TLS 1.0. However, it is recommend that all clients follow this practice to avoid compatibility issues moving forward.

Ensure the user specified in the database connection string has permission to access the objects defined in your data sources, mapped statements, or stored procedures.

Sample Setup

Set Up the EX Database Connection

Jenzabar creates the default EX connection string for your school based on your school's campus portal Site Manager, Site Settings, Framework Settings, and ERP. You can then verify the connection string using the Databases page.

The database connection is specific to EX FormFlow and not a specific form. Additionally, the database connections you access through the Workflow feature are the same as those accessed through FormFlow - Forms. This means you do not need to set up a database connection for every feature or form; the connection will be available for any forms and feature instances you create.

Recommended Practice: Instead of using your school's SA credentials, create a generic FormFlow - Forms user account or use a dedicated service account such as ICSNetUser to access the data. This user account will need to be granted the appropriate permissions to the database tables and other database objects used regularly. TE_PGMR can be used, but if the TE_PGMR password changes, your team may forget to make the update in FormFlow - Forms and the database connection will no longer work.

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. Access the Database page:

o Click Site Administrators. When the Site Administrators page appears, click Databases.

o Click on the name of the form you are working with. When the form appears, select Databases from the Tools menu.

4. From the Database drop-down, select your EX database.

5. Verify the connection string is valid and follows your school's internal best practices.

6. Click Save database.

7. Click Done.

Add a Database Connection

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. Access the Database page:

o Click Site Administrators. When the Site Administrators page appears, click Databases.

o Click on the name of the form you are working with. When the form appears, select Databases from the Tools menu.

4. Click Databases. The Database page appears.

5. Click the Add icon.

6. In the Name field, enter the name of the database you are adding.

7. In the Connection String field, enter the ODBC connection string needed to connect to your database.

Connection string formatting is detailed on the connection strings website. The site includes details for SQL database strings as well as other databases.

8. Click Save database.

9. Click Done.

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 Add Form. The Add New Form pop-up appears. Example

4. From the Choose a template drop-down, select Multi-part event.

5. Click Create. The Add New Form window closes and a general registration form based on the Jenzabar-provided template is created with the online application tabs and questions. You can update, add, and remove tabs and questions as needed.

1. From the main toolbar, click Form Settings. The Form Settings appear.

2. The form automatically has the name of the imported file with the day and time it was imported. Use the Form Name field to update this to a name event invitees/participants will recognize when they access the event registration form link.

3. The template arranges the event registration form tabs horizontally. To change them to vertical, use the Tab Orientation drop-down.

4. The template has a brief overview in the Description field. Update this text to information invitees/participants may need or delete the text altogether.

You can also use @@ in this field to use a string replacer for looking up information.

1. From the Form Settings page, click the Settings tab. Example

2. To set up availability dates and times:

a. Click in the Display On field.

b. From the calendar that appears, select the date and time you want your form to be available to form users.

c. Click in the End On field.

The End On field is required before users will be able to access the form.

d. From the calendar that appears, select the date and time when you no longer want your online application form to be available to form users.

3. To make the form the only form available, select the Display in Main View checkbox.

If the Display in Main View checkbox is checked, users will not be able to pick up where they left off on their previous form submission. Users will be forced to begin a new form submission.

If you have other forms you want to be available during the same time frame, do not select this option.

4. To show a message to users before the event registration form is available, enter it in the Message Before Start field.

This information can let event participants/invitees users know when the event registration form will be available or provide contact information if they need assistance before the form is available.

5. To show a message to form users when the event registration form is no longer available, enter it in the Message After End field.

This information can let event invitees/participants know the registration form is no longer available, provide alternative instructions, or provide contact information if they need additional assistance. To display a message to users when the complete the form, enter it on the On Finish tab.

6. If invitees/participants will be uploading a file as a part of the registration (e.g., a presentation), enter or update the JICS server location where files should be stored in the File Upload Root field. Permits @@SubmissionID only in the file.

7. If you want the form questions to appear in a different order each time someone accesses the form, select the Randomize Questions check box.

1. From the Form Settings page, click the On Finish tab. Example

2. To use reCaptcha to validate users before the event registration form is submitted (optional), select the Use reCaptcha check box (This feature requires a Google reCaptcha account. For more information see, Google reCaptcha). If you are not using reCaptcha, proceed to Step 5: Set Up Access and Security Options.

reCaptcha is a validation feature that ensures the form user is a human and protects your site from bots.

a. In the Public Key field, enter the Google reCaptcha-provided public key.

b. In the Private Key field, enter the Google reCaptcha-provided private key.

3. To show a message to event invitees/participants once the form has been submitted, select the Display a Message to the User check box and use the field and formatting options to enter your message.

Let the event invitees/participants know the form has been submitted, provide additional instructions, or contact information for more information.

4. To send event invitees/participants to another website once the form is submitted, select the Transfer to Web Page check box and use the available field to enter the appropriate URL.

Send event invitees/participants to your school's main website once they submit the form.

If both the “Display Message to the User” and “Transfer to Web Page” options are checked, the message will display to the user for 10 seconds before the form transfers the user to the designated URL.

1. From the Form Settings page, click the Access/Security tab. Example

2. In the Number of Times a User Can Submit field, enter the total number of times you want to allow event invitees/participants to register for the event. Once they reach that number and attempt to submit again, a notification message appears letting them know they have met the submission limit.

If a value of 0 is entered into this field, the user can submit the form an unlimited number of times.

3. To remove all identifying information from the form meta-data, select the Make Submissions Anonymous check box. When a form user submits their form, it will come into EX as submitted by a guest user. This impacts meta-data only. If your form includes user-identifying questions such as name, address, ID number, it will be included on the form submission.

4. To let users access and review their event registration, select the Allow Users to Review Their Own Submissions check box. The View Reports link will only let users see their own registrations.

5. To limit people who can access the event registration form, select the data source that filters users who can access the form from the Limit Access to drop-down options. If the form user who is logged in does not exist in this list, the form link will not be available.

6. Click Save settings.

To tie the event registration form to the correct EXi Event:

Click the Manage Forms link at the top of the FormFlow - Forms page. The Manage Forms page appears.
Click on the event registration form you are working with. The event registration form opens.
At the bottom of the form, right click the UPDATE_THIS_FIELD field and select Properties. Example. The Edit Item window appears.
Select the Settings tab.
In the Default Value field, enter in the abbreviated name for your EXi Event's main event. Example.

This abbreviated name can be found in EXi on the main event's details page. Example

Click the Save changes button.

The form administrator can make additional changes on the Edit Item window if needed. However, if the Unique ID, Type or Map to EXi Event Field values are changed, the form may no longer work as expected.

If the multi-part event does not require a payment for any of its sub-events, then the payment profile should be removed from the form and the "Payment: Use Profile" rule should be removed from the submit button. Example

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 UP a Multi-Part Event Registration Form (with or without fees) from Template

Set Up the EX Database Connection

Add a Database Connection

FAQs

Additional Customizations

Work with Form Content