Forms / Form Elements
  • 26 Feb 2024
  • 10 Minutes to read
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Forms / Form Elements

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Article Summary

Limitation

The Dietary Preference field on the Attendee object is automatically set to map to the Dietary Preference field on the Event Item. As a result, the Attendee's Dietary Preference field does not work with custom Forms.

About Form Elements

Using Forms and Form Elements is an easy way to survey your Attendees when they're registering for an Event, after they register, or after the Event has ended. This can give an insight on reporting to capture the voices and opinions of Attendees.

Supported Form Element Types

  • Big List Group

  • Checkbox

  • Date

  • Divider

  • Email

  • File Upload

  • Hidden

  • Multi-Select Picklist

  • Number

  • Parameter

  • Picklist

  • Text

  • Text (30,000)

  • URL

Add Form Elements

Form Elements can be added to several places, but first, there are a few picklist options that need to be added to the Type field on the Form object.

  • "Pre-registration": This is for answering Form Elements during the Checkout process. These will be displayed when the Attendee fills in their information to register.
    Note: This can also be set on an Event Item to be used with Visibility Control. This allows asking specific questions to specific Attendee.

  • "Post-registration": This is for answering Form Elements after the Attendee registers for the Event. The questions will be displayed on a confirmation page through their AttendeeLink.

View Attendees Answers

There are a few easy ways to view an Attendee's answers! The Forms are submitted to Salesforce through the Blackthorn Events Form Submission object. There are two Related Lists that can be added on the Attendee object to easily access an Attendee's answers: Form Submission & Form Submission Answer.

  1. Navigate to the Form Submissions Related List, and click on the Form Submission Name you want to view or Navigate to the Form Submission Answer Related List, and click on the specific answer you want to view.

  2. If a specific Form Submission fails to process, open the Blackthorn Events Form Submission, and click the Process button. This will reprocess the answers and submit the form properly.

  3. The following Form Element Types do not map to the Answer field on the Form Submission Answer object. For the Types that are not mapped to the Answerfield, see the mappings below.

    • Form Element Type = "Date" maps to the Form Submission Answer Answer Date field.

    • Form Element Type = "Number" maps to the Form Submission Answer Answer Number field.

    • Form Element Type = "Multi-Select Picklist" maps to the Form Submission Answer Answer Text Long field.

    • Form Element Type = "Text (30,000)" maps to the Form Submission Answer Answer Text Long field.

    • Form Element Type = "Big List Group" maps to the Form Submission Answer Form Big List Option field.

Share Files Uploaded via Form Elements

Salesforce offers several ways to share files uploaded via Form Elements with Type = “File”. To learn more, select an option on Salesforce’s File Privacy and Sharing document that meets your requirements.

Configuration

  1. Navigate to the Forms tab and click New to create a new Form.
    Create a new Form

  2. In your newly created Form, click the New Form Element button in the top right-hand corner.

  3. You can now create a variety of questions.

Sorting Form Elements

Form Elements will no longer reorder themselves after their Sort Order has been set by an Admin.

NOTE: If two Questions on a Form Element have the same Sort Order position, the Question added first will be shown first.

Form Element Fields

Spaces and Picklist Values

When creating multiple Conditional Questions on a Form Element, do NOT add a space after entering a picklist value. Picklist values that include a space after the value will not save properly after an Attendee clicks Save.

Type: defines the type of question you want to ask.

Required: defines whether or not the question is required.

Maps To (Object)(Optional): defines where the Attendee's answer will go. If you select "Contact" from this picklist, the Attendee's answer will be defined on the Contact object.

Maps To (Field)(Optional): defines where the Attendee's answer will go. If you select "City" from this picklist and "Contact" from the Maps To (Object) field, the Attendee's answer will be populated on the “City” field within the Contact object.

Enter your question to ask below: defines the primary question.

Supplemental Question Information: This is a supporting field to the Enter your question to ask below: field. The text will appear below the primary question and can include any rich text, such as hyperlinks, colors, and formatting.

Default Value: defines the default value for a picklist, text field, etc. when an Attendee opens the registration form.

Default Checkbox Value: defines the default condition for a checkbox Form Element.

Hint: defines the help text for the question.

Check out the following screenshots below
Form Element Fields 1


Form Element Fields 2

Conditional Questions

The following types of Form Elements allow for conditions.

  • Checkbox

  • Date

  • Email

  • Multi-Select Picklist

  • Picklist

  • Text

  • Text (30,000)

  • URL

Limitation

A single Form Element can only include up to 200 Conditional Form Elements (questions).

Setup

After clicking the New Form Element button, you'll see the Form Element page. We've filled this section as an example.
Conditional Questions 1

After you begin filling in the Form Element fields, the Add Condition button will appear at the bottom, right-hand side of the page. Clicking Add Condition allows you to add conditions based on selected values.

Conditional Questions were added to give you more flexibility. For example, if an Attendee selected their meal preference as "Steak," the next question would be "What would you like as a side?".

Not Supported

Creating a Conditional Question within a Conditional Question is not supported.

In this example, if they selected any other food, they wouldn't have the option to select a side item.
Conditional Questions 2

Example

Here, we have a similar question "What is your favorite sport?". Depending on how an Attendee answers the question, the question "What is your favorite team" will change. If the Attendee selects "Baseball", they will see baseball teams. If the Attendee selects "Football", they will see football teams.
Conditional Questions 3


Conditional Questions 4

File Uploading

Who can access the files that are uploaded as part of a Form Element?

Only an authorized user can access/view the files section in Salesforce. Since there can only be one authorized user for Blackthorn Events, this user will be listed as the creator of all records (i.e. Attendees, files) created during registration from your Event webpage. All other users must be given specific access to the files under the authorized user.

We have added file uploading as part of the new Form Element. The files can be written to anything in the Maps To (Object) picklist. The file is uploaded after checkout and will be added to Salesforce Files as well as the object defined in the Maps To (Object) picklist. Please keep in mind that files can take up to 5 minutes to relate to their respective record.

Supported File Types

  • All image file formats (for example, .jpg, jpeg, .png, .gif, .svg) and

  • PDF (.pdf).

Setup

  1. Choose Form ElementType = "File Upload".

  2. Enter the text you want the Attendee to see in the Enter your question to ask below: section.

  3. Files that Attendees upload will be added to the Files section of Salesforce. This can also be added as a Related List to the Attendee/Contact/etc. object that is defined in the Maps To (Object) picklist. This will allow you to easily see the file the Attendee uploaded.
    File Uploading 1

Example

File Uploading 2

Big List Group (Typeahead)

Form Big List Groups were added for picklists with thousands of options. Including a Form Big List Group gives Attendees the option to search for the answer they'd like to select.

Setup

  1. Open the App Launcher and navigate to Form Big List Group.

  2. Click New in the top-right-hand corner.

  3. Enter a name in the Form Big List Name field.

  4. Click Save.

Big List Group 1

Example

For this example, we will use Zip Codes.

Imagine if an Attendee had to scroll through thousands of Zip Codes just to find where they live. That’s very inefficient. Now, an Attendee can simply search for their answer and click it.

  1. Open the App Launcher and navigate to Form Big List Group.

  2. Click New in the top, right-hand corner.

  3. Enter “Zip Code Test” in the Form Big List Name field.

  4. Click Save.

  5. On the new record, click New in the bottom, right corner (next to "Form Big List Option").
    Big List Group 2

  6. On the next page, you will see:

    • Option Name - The value that is saved in Salesforce as the answer. 

    • Option Value - The text an Attendee will see when completing the checkout process.

  7. Click Save.

  8. Navigate to Forms.

  9. To create a new Form Element, click "Big List Group" in the Type field.
    Big List Group 3

  10. Define the question on the Form Element.

    • For the Zip Codes example, enter "What is your Zip Code?".

    • Select “Zip Code Type” in the Big List Group field.
      Big List Group 4

  11. Click Save.

Results

  1. The user is asked to enter their zip code.
    Big List Group 5

  2. The user enters “540” and only sees the options that start with “540.”
    Big List Group 6

Dividers

Dividers allow you to add a blank space between questions, or include more information for Attendee to see!

Setup

  1. Choose Form ElementType = "Divider".
    NOTE: If you do not initially see "Divider" in the Type picklist, go to Blackthorn | Events Admin > Metadata Updates > and click Update Picklists.

  2. Optional: Define the text you want the Attendee to see in the Additional Information to display below the divider: field.
    Dividers 1

The Supplemental Question Information field will be displayed at the bottom of the Form Element.

Example

This is what the finished product will look similar to!
Dividers 2

UTM Parameter

UTM Parameters are tags that you can add to a URL. When the link is clicked, the tags are sent back to Google Analytics (or your preferred system) and tracked. The tags are stored in the Attendees' local storage for 30 days after clicking on the Event link.

Setup

  1. Choose Form ElementType = "Parameter".

  2. Define the text. The text entered here will be a part of the original URL.
    UTm Parameter 1

Example

Parameter question types will not show up in the Additional Information section. Here is an example of a URL that includes the parameter.

"https://events.blackthorn.io/en/3h2AhtF7/g/HNex28aSVs/test-all-custom-question-types-4a123hZrGq/overview?utm_param=utm_param_Value"

Notice that at the end of the URL, "?utm_param=utm_param_Value," is the text, "utm_param" that was defined in the image above.

After the user navigates anywhere in the URL, the “?utm_param=utm_param_Value” disappears from the URL. Even though the text isn't visible, all the information will still be tracked.

URL

The URL option allows for an Attendee to enter a URL upon registration. This field will validate that the text entered is a proper URL. When written to a URL Salesforce field, this will appear as a hyperlink. When written to a text field will appear as text with no hyperlink.

Setup

  1. Choose Form ElementType = "URL".

  2. Define the text you want the Attendee to see in the Enter your question to ask below: field.

  3. Optional: Define Supplemental Question Information, Default Value, and Hint fields.

Example

When an Attendee enters data into a URL field, it will be validated that the text starts with http:// or https:// and the text has a top-level domain (.com, .gov, .io,. etc.) identified.

UTm Parameter 2

Post-Registration Forms

Forms with Type = "Post-registration" use AttendeeLinks to gather information. Once an Attendee registers for an Event or is invited to an Event, they'll receive their AttendeeLink via email. Once they receive the AttendeeLink, they will be able to answer the Post-Registration questions.

Setup

  1. Choose Form ElementType = "Post-registration".

  2. Click Save.

  3. Enter the text you want the Attendee to see in the Enter your question to ask below: section.

  4. Click Save.

  5. Add your Form to the Form (Post-Registration) field on your Event.

Post Registration 1

That's all there is to it. Attendees will now see a form when they revisit their AttendeeLink.

Example

This is what the finished product will look similar to!
Post Registration 2

Post-Event Survey

Limitation
Translations do not work for post-Event surveys/Forms. This update will occur in a future release.


Post-Event Surveys allow for Attendees to give feedback on the Event. This uses the Post Event Questions URL field on the Attendee. If you want to set up a process to automatically send this URL, we recommend doing so in process builder or flows.

Setup

  1. Navigate to the Forms tab and click New to create a new Form.

  2. Enter a name in the Form Name field and choose a form type in the Type field.

  3. Click Save.

  4. Go to relevant Event, Event Item, or Attendee and add the previously created form to the Post Event Questions field.

    Note: The Post Event Questions URL is unique to Attendee and pulls from the form added to the Post Event Questions field on the Event, Event Item, or Attendee.

The same applies at the Sessions level. The Post Session Questions field can be found on both the Session and Session Attendee records. The Session Attendee record also has the Post Session Question URL similar to its Event record counterpart. You can add these fields from their respective page layouts.

COMING SOON!

Currently, this checkout will create a separate Blackthorn Events Form Submission Record for the Attendees. If you use the same form for both Pre and Post-Registration, the answers will not update to the new values if an Attendee changes their answer.

Form Preview

From your Form record, there is a button called Form Preview that allows you to preview your form and change the Sort Order of questions.

To change the Sort Order, drag and drop a specific question or use the up/down arrows next to each of your questions.