Table of Contents
Join Dane Whitcomb as he demonstrates the Contact Us form feature.
Contact Us Form Part 1
Summary
In part 1, Dane walks through the initial setup in Workflow Management.
Video
Transcript
Dane Whitcomb 0:05
In this video, we'll be going over part one of setting up WebTrac forms for the contact us page. So to start out, I'm going to head to Profile Management. And I'm gonna head to the WebTrac parameters Profile. So within this Profile, I'm going to head to contact us settings. And for most customers, the default option is probably set as email only. And so what this is gonna allow you to do is Type in one email and this contact us email. And on WebTrac, whenever somebody goes to that contact us tab and puts in their information and their message and hit submit, every single contact us email will go to the same email inbox. So for some customers that works and for others, they want their messages to kind of break out by different departments, whether it's activities, maybe somebody in charge of billing for pass memberships, or whatever that may be.
Dane Whitcomb 1:05
So that's where under the Contact Us option, this RecTrac forms will be nice, because we can actually create a form workflow that's going to direct people to contact the right staff member on that Contact Us page. So to do this, we'll start out by going into form workflow management. So form workflow management here. And we're going to Click Add a workflow. And we need to give it a workflow code. So we're pretty much gonna have one workflow for each drop down option we want under Contact us for someone they could connect or somebody that could contact about a specific matter. So maybe one for activity questions, maybe one about facilities, whatever really, you envision people using the Contact us for, there might there should probably be a drop down with a category that would fit that.
Dane Whitcomb 2:01
So in my example, I'll do one for activity. So anytime somebody has a question about an activity program, or maybe cancellation or anything related to an activity, they would pick this option. And my short description will be activity. And maybe I'll call it just activity inquiry. So we know it's an inquiry not just labeled as activity in my initial form status. So these form statuses as it says in the Help are maintained in system code management. So that's something I have already created. But you would want to create out when you before you even start this process. So in system code management, so kind of where I'm at now is where you'd want to go to system code management and Build these out. So if we go to a Type of form status, I have three of them. So I have one for new, one for in Progress and one for closed. And these are just different statuses, I can mark the format.
Dane Whitcomb 3:01
So when it gets created, it's going to be new, a staff member and RecTrac, if they're working on it, they can adjust it to in Progress. And then when it's completed, they can switch to close. So if you need more statuses, you can really create as many as you want. So it's kind of up to you. But I think New in Progress and close is usually a good start for most people. So I just created that by clicking Add, and giving it a code in the description. Once the Screen loads, I'll go over that. So if I was creating one for new, I would put the new as my system code in my description. And then my Type would be form status. So I'll cancel out of that. And then so you can put your statuses in, you're also going to need a form Type. And you should really only need one form Type at least to start out. So that's just going to be a different system code Type. So form Type are out there. And as you see, I just put one for contact us, it's just going to generic one for me. And that usually works. So you should just need one form Type that will need to be created.
Dane Whitcomb 4:09
So once those are created, we can head back to the form workflow update. So I've got an activity for my first workflow code. And my initial form status is going to be that new status I have. So this is what pulls from those system codes we were just looking at. So that's going to be new. And I'm going to Click Save. And now here's when I can start adding transitions. So think of transitions as the action that will take when you switch from status to status. And if it will email either the user and RecTrac who should be responsible for the form or the patron or both. So I'm going to add a transition. So think of this first transition as when somebody submits the form in WebTrac. So my initial form status is going to be new and my trigger action So who do we want to be contacted when they submit Get this form via WebTrac, I would think you would want definitely a staff notification.
Dane Whitcomb 5:05
So this would be the staff member who's responsible for activity inquiries. And then I think you would also want to notify the patron letting them know as like a confirmation that it's been submitted, those are usually the two I would do. So under staff notification, these are the users that are responsible for activity inquiry. So maybe it's going to a few people, or maybe just one person. In my case, I'm going to say this Burke admin is responsible for my activity inquiry, so I'm linking them. So whatever email is linked to their user, that's where this will go to. So this is going to be something like, you can put in a staff notification text, but in my example, I'll just say, you have received a new form, contact us message. Check the form dashboard in RecTrac, to view.
Dane Whitcomb 6:03
So obviously, you can get detailed or you can list out more steps on how to view it in the form dashboard, but you can really put anything in this textbox to let your staff member know that there's a new request in there. And then this part is going to the patron, so the patron notification text. So again, you can really put in anything you want in here, but maybe something like thanks for submitting, contact us request. We will respond to you soon. So again, maybe you want to get a little more detail than that. But I think you get the concept here that you're just whatever message you put in here will be emailed to the patron. So I'm going to Click Save. And now I'm going to add a new transition again. And this is going to be a form status of New. And now this is what would switch it to in Progress. And this is step two, you might not even want a trigger action for this. I think in this whole process, it's important to kind of think about how many times you're sending email notifications to the customer.
Dane Whitcomb 7:16
Because they're already getting one when they create it as a notification, most likely they'll be getting one when your staff member actually reaches out to them with the answer to their question. So that's already two emails. If you have one on switching it from new to In Progress, that's three. And if you haven't, when you close it, that's four. So for those two, you might not even want to notify the patron, you might just kind of use this as an internal way to say somebody's already working on it, I don't need to look into it. So that's kind of how I usually explain the new to in Progress. I guess you could also maybe notify, notify a staff member if you do it. But I don't think that's usually necessary. But that's really up to you. So I'm just going to use no transaction triggers for the in Progress. And then again, I'll add another one for when we close it.
Dane Whitcomb 8:07
One thing to note on this one, when you're using your to status of close, that's kind of saying the whole thing's finished, we've reached out to them. And that matters kind of taken care of, I would not put up from status on it. If you do put a from status of in Progress, that just means it has to go from new to In Progress to closed, you can't just go from new to closed. And I think there might be some scenarios where maybe it's a duplicate message or something that you don't really need to do anything about, there might be some scenarios where you just want to go from new right to closed. So I will just usually not put a from status on this one and just use to status of closed. And again, you could notify the patient on this, letting them know it's closed. But if they've already heard back from you with an email that might just be a little overkill at that point with the amount of emails you're sending to the customer. But you could definitely do again, like a staff and a patron notification and put it in there.
Dane Whitcomb 9:06
But in this case, I'm just gonna leave that trigger blank and just say we're only going to let them know when we create it, we're going to reach out to them and don't know when it's closed at that point. So that's kind of my whole form workflow for an activity. So I'm going to call this one done for activities. And then at this point, you would add a new workflow and say, maybe facility and we'll say facility inquiry and my initial from status would be new. And I'll save it and now when I Click on facility, you'd probably want to add those same triggers you added for the activity one for the facility. And so I think as you can see here, these will be your options in your drop down list of when the person is submitting their contact us on the page which options we'll have to pick from So I will just, you know, come up with a category for every option that somebody might reach out to you for and then you'll have kind of have all your bases covered of what they can pick from. And then once you have them all created, we'll move on to the next step of actually creating the form informed management which will be in part two of this video series.
Contact Us Form Part 2
Summary
In part 2, Dane walks through the setup steps in Form management.
Video
Transcript
Dane Whitcomb 0:05
In this video, we're gonna be going over part two of setting up the WebTrac, contact us forms. So in the last video, we went over creating the workflow management. So we're in workflow form workflow management, and we created an activity and a facility inquiry workflow with these transitions over here on the right side. And so now the next step is to go into form management. And think of form management of the actual details of the Contact Us. So what information do we want to gather for them? Is there any questions we want to ask them when they're submitting this form, things like that. So I've already created one for activities. And if we go into it, pretty much what you need to create is you link a record code again, so I just call the activities. And this is where you pick the form Type. And so I just had that one contact us form Type. And remember, that gets created in system code management with the system code of form Type. And then the short description what you want to call it, so I call it an activity inquiry. And then this is kind of the important part which workflow code we want to link this to. So since I'm creating one for activities, I'm going to link this to my activity workflow code.
Dane Whitcomb 1:21
So this is pretty much telling us, whoever fills one of these out, send it to that activity workflow code, which in turn sends it to that right staff member we linked. So that's what's gonna do that part of it. And then all these other fields, we don't really need to address. The next step is adding these form fields here. So you have the option to add fields on the bottom. That's how I added these two in. So you can add a header, a text or question. So in this case, I've got two questions, but think of a header as just text that will be bolder up on the top. And then a text would just be regular print text, kind of wherever you order it here. And then questions are going to be, I guess my examples here are from activities, which activity program are you inquiring about? And then please provide specific details regarding your inquiry below. So this question, I want to come first. So if I Click Change on it, basically, it's all set up through question text management. So I've got my question text, I've got my interface Type is all I can make it required if I want, which might be helpful.
Dane Whitcomb 2:38
So if I wanted to add a new question, it's just as simple as hitting Add Field, and then a question. So you can link any existing RecTrac form question you've already created. Or if you want to add a new one, you Click add. So this was I won't put this one in, but just so you can see the process of creating new question would be, how was your experience with this activity? Field Type, if you want to fill in just then fill in answer, they can do that. You have the option just like question text management to do combo boxes, editors are kind of a longer box, we can Type more things out. So like to use those as well. You can do a File Upload, and then really all the question types are in here, you can make it required. All sorts of good things like that. So if I were to save that, it would show up in my question text management, I can hit select to link it. And so now I've got three in here. And if I Click on one, actually, I can either move up or move down to show to adjust the order.
Dane Whitcomb 3:50
So I'm going to move this one down. And I'm actually going to delete this one and just keep the two I had. So now I can actually Click Save. And so now we've got it created for an activity one and I'm actually going to clone it and create one for facility as well. And I'm going to use this clone link form, Click clone linked form fields to this form. And so that's going to bring over those fields that I was just creating either the question the text or the header. I think it's an audit cases easier to clone those over then just make some adjustments as needed. So I'm just going to adjust really the things that I need to so this is now going to be facility inquiry. And it's important I link it now to my facility workflow. And now I just kind of need to change some of the text on here. And actually, since this is Question Text, I can't change it or else it'll change it for that other question in their LinkedIn activity. So I'm just going to easier just to remove these. And actually, this one will work because it's not specific to activities. So I'm just going to add one more question. And then it's going to be, which facility are you inquiring about? So I actually already have that one created, so I can link it. And I'm actually going to make that the first question, so I'm going to move it up. And I'm going to save.
Dane Whitcomb 5:36
So now at this point, we've kind of got the whole form process created in RecTrac. I've got my form workflow, with my activity and facility inquiry questions with the trigger actions. For those all set up. in form management. Now I've got my activity and facility forms created with the correct questions I want to ask them. So usually, in most cases, you'd have the same amount of form management records in your DataGrid as you do form workflows, if you want those to be directed to different users. So now I can actually switch over to WebTrac. And we can see what this looks like. So if I go to the contact us page, I get to contact us Please complete this form. So what what can we help you with, so I've got either activity inquiry or facility inquiry. So these are my two workflows I created. So I can pick which one applies to me. So I'm going to say facility inquiry. And now I just need to fill out the form. So I'm going to put in my email address here. Filling in my required fields, which facility are you inquiring about? So I'm gonna say, football Field. Please provide specific details regarding your inquiry below.
Dane Whitcomb 7:04
So anything you want them to know you would put in, they're going to accept the reCAPTCHA there, and I'm going to submit it. And so at this point, since we set up our trigger notifications, both the staff member who is linked to that workflow, so the RecTrac, user is going to get notified and the patron is going to get a confirmation. So now at this point, you can use the form dashboard. And I can see that my Contact Us form was submitted by this email address, some myself I submitted as a test, you can see the submission time the submission date, there's a few things you can do in here. So you can view and edit the form. So you can view what they submitted. So this is kind of how you get to see the question they submitted.
Dane Whitcomb 7:54
You can print the form. So by default, we know it assigned to the user that we linked on the workflow management, which I believe was one of those admin users. But if that's maybe once you read the content of the form, maybe it doesn't fit that person anymore, you can assign it to a different user. Right here. If you hit assign user, you have access to all user management. And you'll be able to assign it to anyone else. Cancel that. You can also adjust the status of it. So say maybe you started working on it. And it's no longer really new, but maybe it's not closed yet you can transition it from new to in Progress. So if I process that, we can now see our workflow status is just in Progress. If I Click back on it, maybe once I finished it, I can now bring it to closed in process. And so now I'm all set with that Contact Us form. I already responded to them and I can close it out. So that's the whole entire process of setting up form management for the Contact Us in WebTrac.