Creating and Editing Sales Forms

Creating and Editing Sales Forms

Creating a Sales Form

Sales Forms can be set up to sell products, collect donations, and to capture data. There are a few basic steps to follow for creating a form:

1.  Determine if you are going to start a form from scratch or copy an existing form.
  • To copy an existing form:  go to Store & Forms > Forms > Select the form. On the Setup tab, scroll down to the bottom and use the orange "duplicate form..." button.
  • To create a new form:  go to Store & Forms > Forms > New Form.
2.  Create your SKUs.  If you are going to sell a product or collect a donation on your form, you must first create a SKU in the Catalog.

3.  Set-up your form. 

4.  Add products and/or data fields to your form. More Information About Adding Data Fields.

5.  Test your form.

6.  Make your form Active.

Setup Tab

When choosing how to set up your forms there are two things you want to consider:
  1. How to make it easy for users.
  2. What information you need for your reports.
URL:  Use this URL if you would like to provide a direct link to your form from a content page, newsletter, etc. Users will still be prompted to log in if they haven't already, but then they will be taken directly to the form rather than the list of Open Forms.

It is important to note that this feature is ONLY available if the form has been set to One Per Family.  A URL will not be provided on forms that are set One Per Student.

Form Title:  The title for your form that will present to users in their list of forms. 
Extended Description:  This text will appear below the title of the form in a smaller font. For example, you might want to include a due date here.
Form Status:  There are four choices - Draft, Test, Active, Archived
  1. Draft mode is only available to Admins working on the form.
  2. Test mode allows Admins to see the form and test the functions. It will be highlighted yellow in the list of Open Forms and can only be seen by Admins with Dashboard Access. Note: A form in test mode will only be visible if the Publish and Unpublish Dates/Times are current.
  3. Active mode is when you want your form to be available to your users!
  4. Archived mode is recommended when you are done with a form and no longer want it to be presented in your list of forms on the Dashboard. It will move to the Archived List and can be accessed in the future.
Publish and Unpublish Date/Time:  The date range for these must be current (not in the past or future) or the form will not be presented in the Open Forms list.

Form Re-Use:
  • As Many as Wanted - The form will be available until the Unpublish Date occurs even if a user has already made a purchase from the form. This setting allows users to purchase from the same form multiple times. Once they complete the form, they will be presented with another in their Open Forms.
  • One Time Only - Once a purchase has been made from this form, it will no long be presented to the user and they will not receive another.
Family/Student:
  • One Per Family - Use this setting when the form applies to anyone in the contact's family and you do NOT need to track the sale back to a specific student or teacher.  
  • One Per Student - Use this setting when the sale needs to be tracked to a specific student or any custom fields that pertain to a student. For example, school supplies are usually designated as One Per Student.
For more information, see the FAQ - How do you set up sales that are tagged for a specific student?

Description Preamble:  Text that appears at the top of the form. It should be a brief description. Our recommendation is to keep it simple! Include pictures or graphics to make the form interesting and appealing.
 
Description Postamble:  Text that appears at the bottom of the form.


Products & Data Fields Tab

You can add products (SKUs/Line Items) or add data fields to any Sales Form.


  1. You can edit the form settings for each product or data field by clicking the 'edit' button to the right of the item.
  2. You can edit the form settings for multiple items all at once by using the 'edit checked' button. For example, you might be having a spirit wear sale where you want to temporarily lower the price of several items.

Adding Products

When you select 'add a product' you will be prompted to select a product from your Catalog. If the SKU has not already been created in the Catalog, you will need to do that first. More Information About Creating a SKU 

Product Description Tab:  Where you select the SKU from your catalog that you would like to add to the form.

Changes to SKUs made at the form level will NOT be reflected in the catalog for that SKU

Form Specific Tab:  Where you specify information about the product (SKU) that is unique to this form.

Visibility Tab:  Allows you to specify when and to whom your products are shown.

Images and Sales Information Tabs: These fields will be auto-populated from the information included with that SKU in the Catalog.
  • You can override the catalog information at the form level on the Product Description tab.
  • Changes made at the form level will NOT be reflected in the catalog for that SKU.
Data Fields Tab: If you would like to collect specific data for each quantity of an item (SKU) that is purchased, you can add a data field(s) to the product. When the customer fills out the form, they will be presented with a set of these fields for each quantity selected. More Information About Adding Data Fields to Products

Adding Data Fields

Using Data Fields on a sales form allows you to collect information from your users without requiring the purchase of a product or SKU. You can add data fields in addition to products on your form, or you can create a form that is 'data only.' For example, a Faculty Favorite Things form.

Definition Tab:  Your field name and description.
Presentation Tab:  The details about the type of data field and parameters for the field.
Layout Tab:  Controls how the field will present on the form.
Visibility Tab:  Allows you to specify when and to whom your data fields is shown.

Email Tab

When an order is placed on your site, the system automatically sends the user an itemized email receipt. You can customize the receipt for each specific form.

Send Confirmation Email:  When a sales form is 'Data Only' (ONLY contains data fields), it might not be necessary to send a receipt to the user after they submit it. The system recognizes this and allows you to turn "off" the receipt.

CC on Emailed Receipts:  The system will automatically email a copy of every receipt from orders placed on this form.

Email Receipt Text:  Add custom information to the receipt that is specific to the form. 


Form Access Tab

Form Users:  When a student has their own login (email & password) and that login is connected with a parent's account, the student will also have access to any forms that have been granted Student Form Access.
  1. Parents - Parents can see the form in the Open Forms block.
  2. Students - Students with account access can see the form in the Open Forms block.

Notes about Form Access:
  1. Form Access will default to Parents Only.
  2. All forms that have granted access to students will also be available for parents.
  3. If a form has Student Access and is ALSO set as “per student”, the student will only see the form that pertains to them. A parent would see the forms for all their students.
Form Conditions:  Form Conditions allow you to restrict a form's availability/presentation to a particular group of users. For example, if you have a form that only applies to your faculty/staff, you can set the form so that it only presents in the list of Open Forms if the user is a faculty/staff member.

Where Can You Use Form Conditions?  You can add a form condition to the following forms:
  • Student Information
  • Directory & Publish Preferences
  • Sales
  • Volunteers
  • Information
  • Packets
How Do You Use Form Conditions?  You can set a form condition using any of the parent or student data fields, including custom fields. (If you need a custom field created, submit a Ticket to our Help Desk)
  • Click the "+" sign to create the condition.
  • Use the drop down menus to select the fields and restrictions.
  • You can select more than one option for each condition. For example, if you want the form to present to all parents and all faculty, check the boxes next to both Parent/Guardian and Faculty.
  • You can have multiple form conditions on a form.  If you have more than one condition, each condition must be met for the user to be presented with the form. For example, you could set 2 conditions - 
1) the user must be a Parent/Guardian, and
2) the Student must be in 8th Grade.
  1. Using the "not equal to" condition is complicated. If you choose to use it, you should always test to be sure you get the results you expect.
  2. Beware of "empty" conditions. If you click the + sign, but don't select a corresponding condition, your form won't be visible to anyone.


Advanced Tab

Form Design Settings

Labels (Description, Image, Cost, and Quantity):  These are the labels (column headers) that are displayed on the form at the top of the list of products. You can customize or delete the options that are presented.


Additional Form Settings

Form Type:
  • Private - the user must be logged in to access and submit the form. Most forms are set this way.
  • Guest - the user can access and submit the form without being logged in. Additional Information about Guest Forms
Proceed Action:
  • Normal - presents the "Save and Continue" button.
  • Checkout - presents only the "Proceed to Checkout" button.
  • Both - presents both buttons.
Required:  Is it required that the user complete this form before they can complete the checkout process? There are 2 different options:
1) No - It is NOT required that the user complete this form before they can check out.
When a form is NOT required, you have the option to Warn the User at Checkout about the form if they elect to not fill it out or skip it.


2) Yes - It is required that the user complete this form before they can check out. This should be used only in situations where they MUST complete the form. (meaning absolutely CANNOT skip)
The Required Form Setting will NOT apply in cases where users are checking out for a Fundraising Campaign or an individual Store.
Automatically Add:
  • Yes - Automatically add to accounts - Forms will automatically show up as an option in the list of forms for the user. 
  • No - Force users to select manually - Users must choose to add these forms to their list. This is helpful when you have a long list of forms that are active at one time. This is rarely used.
Failure Redirect URL: This will allow you to determine where to send the user if the user tries to open a form and they don't match the form conditions. This only applies if you are utilizing the direct URL to create a link to the form. Otherwise, the form won’t even present in the Open Forms list since the conditions don't match.
More information about the Failure Redirect URL


Payments

Allow Partial Payment:  For sales forms, do you want to require payment in full at checkout or allow the user to pay a minimum set amount?

Override Taxable Status:  This is helpful if you are having a tax free sale and want to offer all of the taxable items on the form as tax free. If you switch this to yes, no sales tax will be collected for any line item that is purchased from that form.



Tagged Form Settings

Automatically Tag Form:  You can choose to tag a contact from your database when the form is submitted.
  • This defaults to No.
  • If you select Yes, a Data Field set up as a Name List will need to be added to the Line Items tab on the form as well.
Contact Field From Form:  Select the Name List Data Field you added on the Line Items tab.

Notify Tagged User:  Should the contact be notified by email that they have been tagged on the form?

Message (Optional): Enter a message you would like included on the email notification sent to the contact.
For more information regarding Tagged Forms, view Tagging a Contact on a Form.














Video - Email, Advanced, and Form Conditions Tabs



Video - Previewing and Test Forms





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