Knowledge Base

Submission Form Building


Frequently Asked Questions

#1 How to Add a Field to the Submission Form?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click the Settings button
  4. Click Form Fields in horizontal menu
  5. Click + Add New Field button
  6. Select the Field Type
  7. Enter a label for Field Label
  8. Click Add Field
  9. If applicable, enter Field Description and any other attributes of the field
  10. Set Required to YES or NO where YES will make the field mandatory
  11. Set Admin Only to YES or NO where YES if this is administrative field only accessible by Administrators
  12. Save your changes by clicking Update Field Information at the bottom


#2 What are the different field types I can use on my form?


#3 What are Field Definitions?

Field Definitions allow for more advanced functions to be performed using your customizable submission fields.

For example, your form might have multiple Text fields where you ask submitters to enter different things.
One of those fields can be defined as the "Title" field.
When this done, your field is now special and can be used in email messages where you want to include the submission title as a hot key.

Here is a list of field definitions:

  • Title Field - Can be used for Text or Text Area fields. This definition can only be used once per module.
    It will tell the system which field to be considered as the title.
  • Main Abstract Field - Can be used for Text Area fields. This definition can only be used once per module.
    It will tell the system which field to be considered as the main abstract field or main summary field for a submission.
  • Track Field - Can be used for Radio or Drop Down fields. This definition can only be used once per module.
    It will allow your submissions to be categorized in the admin area by these tracks.
  • Preference Type Field - Can be used for Radio or Drop Down fields. This definition can only be used once per module.
    It will allow your submissions to be categorized in to a presentation preference, like 'Oral' or 'Poster', etc. This data will automatically be added to some reports.
  • Session Chair - Can be used for text fields. Can be used multiple times.
    It will allow a submitter to select a contact from the system who is to be considered a Session Chair for their submission. When (and if) you accept the submission and assign the submission as a session, the chair(s) associated with the submission will become corresponding Session Chairs in the program module.

#4 How to Edit a Field on a Submission Form?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click the Settings button
  4. Click Form Fields in the horizontal menu
  5. Click the Edit button on the left hand side of the field that you would like to update.
  6. Make your changes to 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 for Invited abstracts, set Display to Invited Only to YES
    • To have a field not display for Invited abstracts, set Hide from Invited to YES
    • To set a field as an administrative field (will not display to the end user), set 'Admin Only' to 'YES'
    • If you want to edit an existng option, scroll down and click the Edit button beside the option
  7. Click Add/Update Field Information button to apply the changes


#5 How to Edit a Field Option on a Submission Form?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Form Fields in the horizontal menu
  5. Click the Edit button on the left hand side of the field that you would like to update.
  6. Scroll down to the list of options, and Click Edit button beside the option
  7. Update the field attribute(s)
  8. Scroll down, click Update Option button to apply changes

#6 How to Delete a Field on a Submission Form?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Form Fields in the horizontal menu
  5. Click the red Remove button on the right hand side of the field that you would like to remove.
    TIP: We recommend hiding the display of the field if you are not 100% sure you will not use this field again.
  6. Repeat step 5 for any other fields you wish to remove.


#7 How to Hide or Delete a Field Option on a Submission Form?

NOTE: You will not be able to delete a field option, if this field has data in the system. An error message will appear. Either remove the data from the system or make the field option hidden instead.

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Form Fields in the horizontal menu
  5. Click the Edit button on the left hand side of the field that you would like to update.
  6. Scroll down to the list of options
    • Click Remove button beside the option to delete it.
    • Click Edit button beside the option, set Display = No to hide the option

#8 How to change the order of how the fields appear on a form?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Form Fields in the horizontal menu
  5. Click and hold the icon located on the far left of the field that looks like 3 horizontal bars, then drag that field (up or down) to it’s new position on the form
    • NOTE: if you want to re-order options within a field, click the Edit button beside the field, then scroll down to the option list, then drag and drop the options into the desired order.
  6. Click Preview Form to see the field in its new position


#9 How to Test / View a ‘Display If’ field?

You would test a 'Display If' field setting by simulating an abstract submission. Do not test the form using your admin account.

  1. Click Dashboard
  2. Click your Speakers Module
  3. At the top of the screen, under Submission Overview heading, a web link (URL) is displayed called ‘Front-End Landing Page’, Click the link
    NOTE: This will open the link in a new browser screen.
  4. Click on Click Here to Start button under the heading NEW ABSTRACT
  5. Click Start Abstract button
  6. Select the option on the field that will show the ‘Display If’ field, then the conditional field will appear on the form.
  7. Select an option that the ‘Display If’ field does not apply to, then the conditional field will not display on the form.
    E.G. if you have a field where Presentation Type of ‘Oral’ is selected and you defined a ‘Display If’ Biography text box to appear, then to test this, select ‘Oral’ for Presentation type and your Biography text box will appear. If you unselect ‘Oral’ and select a different option, then the Biography text box will not display.

#10 How to Preview my Submission Form?

This will allow you to preview the form to review the aesthetics. 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 Speakers Module
  3. Click Settings button
  4. Click Form Fields in the horizontal menu
  5. Click Preview Form button


#11 How to add a URL on a Submission Form?

You can add a link on your submission form to another site or to a document located on another server. For example, you may want to link to your Hotel bookings link.

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Form Fields in horizontal menu
  5. Click + Add New Field button
  6. Select the Field Type = Screen Text
  7. Enter a label for Field Label E.G. Hotel Link
  8. In the Field Description, enter your text, highlight the text to be linked and then click the Link icon
    E.G. Enter 'Click here to book your hotel', highlight 'here' and click the Link icon
  9. Enter the URL address
  10. Click the Target tab
  11. Select New Window (_blank)
  12. Click OK button
  13. Scroll down and Click Add/Update Field Information button

NOTE: If you want to upload a document to your system and link to that refer to General > Admin Dashboard FAQ


#12 How to add another option to an existing field?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Form Fields in the horizontal menu
  5. Click the Edit button on the left hand side of the field that you would like to update.
  6. Scroll down to the list of options, and Click Add New Option to this Field button
  7. Fill in the Option Label and Database Value
  8. Scroll down and click Add Option

#13 How to add a file upload field to a submission form?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click Settings button
  4. Click Form Fields in horizontal menu
  5. Click + Add New Field button
  6. Select the Field Type = File Upload
  7. Enter a label for Field Label e.g. Figure Upload
  8. Set the Accepted File Types field e.g. .jpeg and .png
    • Tip: Hold down the CTRL/COMMAND key to select multiple file types.
  9. Click Add/Update Field Information button

#14 How to test a submission form?

To test a submission form, create and use a test account instead of an admin account. Using an admin account to test may not provide accurate results.

  1. Click Dashboard
  2. Click Speaker Module
  3. Click the URL for Front-End Landing Page
  4. Logout of the current account
  5. Login with the test account by either creating a new test profile or login using an existing test account.

#15 How to change the email address that submission confirmation email is from?

  1. Click Dashboard
  2. Click your Speakers Module
  3. Click Settings button
  4. Click Emails in horizontal menu
  5. The Module Email Address field is the email address the confirmation emails will be sent from. Update this email address.
  6. Scroll down and click Update button

#16 How to setup an admin email when a submission is submitted and/or edited?

  1. Click Dashboard
  2. Click Speakers Module
  3. Click the Settings button
  4. Click Emails in horizontal menu
  5. Scroll down near the bottom to Admin Emails section of the screen
  6. Set Email Administrator After Submission to Yes / No, as desired
  7. Set Email Administrator After Updates to Submission to Yes / No, as desired
  8. If you want to add other emails, populate Emails Sent To with other email addresses separated by ; and no spaces
  9. Draft the Email Message to Admin and include the relevant hotkeys
  10. Click Update button

Overview

The submission form for your event is the start of your conference cycle.

The fields you create will determine the data you will later have in the cycle to perform any future required steps.

The data collected can be reviewed, downloaded, published to a printed program, displayed on the web or in a mobile app.

You should consider all the data fields you are looking to collect when building your form.

Common examples are: Title, Abstract, Description, Category, Track, Purpose, Research, Methods, Conclusions.

A field could also be a File Upload field, meaning the submitter will attach a file to their submission.

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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