Knowledge Base

Manage Contact Forms


Frequently Asked Questions

#1 How to Access the Main Contact Form?

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Contacts Form button
  4. If there is no dropdown list, skip this step, in Change Contact Profile Form, Select the form you want to edit from the drop down list and click Go.

NOTE: Each module will also have a contact profile menu option in the Settings screen, where you can set the attributes of the contact profile form fields for the specific module. To access the module contact profile settings, click the module > click Settings button > click Contact Profile in the horizontal menu


#2 How to Edit Contact Form Fields?

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Contacts Form button
  4. IMPORTANT: In the Change Contact Profile Form area, select the module contact form you want to edit.
    • If there is no dropdown list, proceed to step #6.
  5. Once you've selected the contact form, a list of the current fields will display.
  6. Select the field you want to edit.
  7. If the field you are editing is an option field (radio, drop down, check box) you will see the options, and the ability to add or edit these options, once you select to edit the field
    • To make a field mandatory set 'Required' to YES
    • To make a field hidden set 'Display Field' to 'NO'
    • To set a field as an administrative field (will not display to the end user), set 'Admin Only' to 'YES'
  8. Click the Yes check box for Do you want to update other similar fields belonging to custom contact forms? (Note: This field is shared across all modules.)
  9. After updating the field options or settings, click Update Field Information button to apply your changes.

#3 How to Add a New Field to the Contact Form?

IMPORTANT - Existing Fields

If you are adding a new field, you must check for Existing Fields!

If you add a new field that is a duplicate of an existing field, you will end up with the same data in different spots and this will lead to confusion and conflict.

For example, if you already have a custom field on another form called "Profession", do not create a new field called "Profession". Use the Existing Field

If you have not added any custom fields yet, then no existing fields will appear to select.

  1. Click Dashboard
  2. Click Contacts Module in the left side menu
  3. Click Contact Forms button
  4. In the Change Contact Profile Form dropdown field, Select: Now Viewing: Default
    • If there is no dropdown list, proceed to step #6
  5. Click Go button
  6. Click + Add New Field button near the top of the screen
  7. Select the Field Type
  8. If you have any Existing Fields, you must verify the field you are adding now is not already part of your system.
  9. In field label, enter a label
  10. Click Add Field
  11. If applicable, enter Field Description and any other attributes of the field
  12. Set Required to YES or NO where YES will make the field mandatory
  13. Set Admin Only to YES or NO where YES if this is administrative field only accessible by Administrators
  14. ** ONLY applicable for Organizations using Dues Management
    • Member Signup Form to YES if this field is to appear on the new member registration form
  15. Save your changes by clicking Update Field at the bottom
  16. In the Change Contact Profile Form dropdown field, Select: the appropriate contact form you want to have the field available on
  17. Click Go button
  18. Click + Add New Field button near the top of the screen
  19. Select Existing Field, from the dropdown list, pick the new field you added to the Default Form
  20. In field label, enter a label
  21. Click Add Field
  22. If applicable, enter Field Description and any other attributes of the field
  23. Set Required to YES or NO where YES will make the field mandatory
  24. Set Admin Only to YES or NO where YES if this is administrative field only accessible by Administrators
  25. Save your changes by clicking Update Field at the bottom

#4 How to Manage the Options or Choices Under a Field?

In the individual field option value screen, you may change the field option label, and choose whether the value should display. There are 2 more advanced features used with field values in our system. You may choose groups to add the user to if they select this particular value, and you may also select other fields that will now be required if the user selects this value.

NOTE: If you are adding or removing options and you are using multiple contact form fields, you will need to update the field on your module contact form(s) and Default form that shares the same field.

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Contact Forms button
    • Be sure to select the appropriate contact form before you edit any details
    • If there is no dropdown list for contact form, proceed to the next step
  4. Click the Edit button beside the field you want to edit
  5. Scroll down and click on
    1. 'Add New Options To This Field' button to add a new option
    2. Click Edit button beside the Option to make changes to the option
  6. Once you set your Field settings and options, click Update Field Information button to apply your changes.


#5 How to Delete a Field?

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Contact Forms button
    • Be sure to select the appropriate contact form before you edit any details
    • If there is no dropdown list for contact form, proceed to the next step
  4. Click the red Remove button on the right hand side of the field
    TIP: We recommend setting 'Display Field' to 'No' (to hide the field), if you are not 100% sure and may want to use this field again.
  5. Repeat step 3 for any other fields to remove/hide.

#6 How to Preview my Contact Form?

This will allow you to preview the form to review the aesthetics of the current version of the form. The required functionality will not work as desired in this screen and should not be used to test the functionality of the form and field settings.

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Contact Forms button
    • Be sure to select the appropriate contact form before you edit any details
    • If there is no dropdown list for contact form, proceed to the next step
  4. Click the Preview Form button


#7 How to Add a Field for a Speaker/Author to Upload their Photo?

The photo for a Speaker should be uploaded in the individual's contact profile. To do so you will need to add a field on the contact profile.

NOTE: The photo uploaded will resize the submitted photo to 200 pixels wide x relative height. Acceptable photo formats are: .jpg, .gif or .png An error message will appear for any other file types and will not upload.

  1. Click Dashboard
  2. Click Contacts Module
  3. Click the green Contacts Form button directly on the Contact Overview
  4. IMPORTANT: In the Change Contact Profile Form area, select the module contact form you want to edit 
    • If there is no dropdown list, proceed to step #6
  5. Once you've selected the contact form, a list of the current fields will display.
  6. Click + Add New Field button
  7. For Field Type, Select File Upload
  8. Enter a Field Label (e.g. Photo)
  9. Click Add Field button
  10. Provide a Field Description
  11. Set Field Required to Yes, if mandatory
  12. Click Update Field Information button

NOTE: When a submitter logins to the system, ask them to click Update Profile, Scroll down to the Photo field and click Browse to upload a photo.


#8 How to Enable / Disable Users from Editing their Profile Information?

  1. Click Dashboard
  2. Click Contacts Module in left side menu
  3. Click Manage Contact Forms in left side menu
  4. Click System Contact Form Settings
    • Set Block Contacts From Edit Profile
      • Yes = disable editing
      • No = allows editing
    • If you are using X-CD to manage your membership, Set Block Members From Edit Profile
      • Yes = disable editing
      • No = allows editing
  5. Update Settings button to apply changes
    • When a user logs in to the Profile Home URL, if edit is enabled, an Update Profile menu option will appear.


#9 How to Manage the Country list?

  1. Click Dashboard
  2. Click Contacts Module in the left-side menu
  3. Click Contact Forms button
  4. Click Manage Countries button
  5. If you wish to use a different label for a specific country
    • Enter a new label under the Alternate Label column
    • Press Enter key
  6. If you wish to have one or more specific country always appear at the top of the country list
    • Click Add button
    • Select country
  7. If you no longer want a country to always appear at the top of the country list
    • Cick the Remove button
    • Click the X beside the listed country
    • confirm removal from top of list

Overview

Contact Forms are the profile forms new contacts to your system need to fill out to create profiles in your system. It is also the form existing contacts will use to update any profile information. You may customize your Contact (or Profile) forms based on the modules of the contact filling out the form.

For example, you might want to collect certain profile information for someone creating a profile in your registration system.

  • For a registration form home address, city, and state might be important information for you collect.
  • On a membership form university they attended might be something you want to collect.
  • On an author profile form, you might want to collect a jpeg file upload of their headshot for your final program. 

For each module you are using you may create and adjust the fields you collect on the profile creation form. 

When you create a new module, a new contact form is automatically created for you. You may choose to use your system's default contact form or a previous conference or form module contact form may be copied over to the new module you are creating.

IMPORTANT NOTE:

Please only use the Email and CC Email as your email fields in your contact form.

This is very important because they are assigned type="email" meaning they will be validated on submission as an email.

For example, if you were to change Email to First Name, this field would not validate, because a person's full name is not a valid email address. We recommend these 2 fields be left as is.

X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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