Knowledge Base

Creating Application Forms & Settings


Frequently Asked Questions

#1 How to Add/Copy a Form?

  1. Click Dashboard
  2. Click Forms tab
  3. Click + Add New Form button
  4. Click Begin button
  5. Enter a Form Name (E.G. Speaker Disclosure)
  6. Enter a Form Type (E.G. Disclosure)
  7. Set the Form Definition
    NOTE: Conference Speaker Form should be set so you can add it to the Speaker Submission Module as a submission step. Evaluation Forms should be set as Overall or Session Evaluation (in order to link to CME - Credit Module)
  8. Select the Related Conference by clicking the dropdown list and choosing the appropriate conference
  9. Click Next button
  10. Set the Access Options, as desired
  11. Click Next button
  12. Enter a Main Contact Name
  13. Enter a Main Contact Email
  14. Set Anonymous Form field to determine if login is required in order to complete the form
    • If login is required, then the person is required to create a contact profile
    • If no login is required, then no personal information is captured, so there is no ability to send a confirmation email to the person after the form is submitted.
  15. Complete the remainder of the fields on the screen, as desired
  16. Set Copy Form Contact Profile (Select from dropdown if you wish to use another contact profile as the template)
  17. Set Copy Existing Form Fields (Select from dropdown if you wish to use another form as the template)
  18. Click Next button
  19. Click Finish button

Next Step: Click Proceed button to build your form.


#2 How to Build a Form?

Once the form has been added, the next step is to build it:

  1. If you clicked the Proceed button from Add Form, Go to Step 7, otherwise continue from Step 2
  2. Click Dashboard
  3. Click Forms tab
  4. Click the applicable form under the Form Title list to open it
  5. Click Settings button
  6. Click Manage Form Fields in horizontal menu
  7. Click + Add New Field button
  8. Select the Field Type
  9. Enter a label for Field 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. Save your changes by clicking Update Field Information at the bottom
  15. Repeat Steps 7 to 14 to add other fields
  16. Click Preview Form button to view the layout of your form
    NOTE: In the List Fields view, you may move the order of fields, by clicking the icon on the left with 3 horizontal bars, then drag and drop the field to its new location.

#3 How to add a Form to a Submission Step?

  1. Click Dashboard
  2. Click Speaker Module
  3. Click Settings
  4. Click Submission Steps in horizontal menu
  5. Click Add New button on far right
  6. Enter Step Label E.G. Speaker Disclosure
  7. Click in Step Type, Select Form Module
  8. Click Create button
  9. Set Display to Yes
  10. Set Required to Yes, if mandatory
  11. Click Update Step button
  12. Click on the 3 horizontal bar icon to drag and drop the Form to the proper sequence placement in the process

#4 How to link an Evaluation Form to a Session for Credits?

  1. Click Dashboard
  2. Click Credits Management in left side menu
  3. In Select Conference, pick the appropriate Conference from the dropdown list
  4. Click Sessions button
  5. Click Manage button beside the Session you want to link to the Evaluation Form
  6. In the Evaluation Form field, Select your Evaluation Form to be used
  7. Update the Credits Per Session, if undefined and credits apply
  8. Click Update Session button

Example of Manage button for a session:

Example of Screen to link your Evaluation Form to your defined Credit Types:

  • Populate Evaluation Form field by clicking in the dropdown box
  • Credits Per Session - provide the total credit per credit type for the Session


#5 What are the options in the Form Settings?

  1. Click Dashboard
  2. Click Forms tab
  3. Click the applicable form under the Form Title list to open it
  4. Click Settings button, from this screen you are able to configure a variety of settings, click the ? beside the field on the screen for more information:
    • Form Definition = the type of form - this is especially important if this is an evaluation form or linked to a submission step
    • Related Conference = this links the form to a specific conference
    • Who is Responsible = this identfies who should be completing this form
    • Login or No Login required = when No Login is required, no information about the subitter is captured and submissions will not appear in the grid, you will only be able to access the data by downloading it
    • Site Open >  Yes = Open or No = Closed
    • Hide Public Link - Yes / No
    • Allow Updates - Yes / No
    • Application Allowed - set a maximum number of applications per person
    • Main Contact Name
    • Main Contact Email
    • Login Screen Text
    • Post-Submission Screen Text
    • Email to Complete Applicant - when the application form is submitted
  5. Click Update Form to apply changes


#6 Where to find the link to a form?

  1. Click Dashboard
  2. Click Forms tab
  3. Click the applicable form under the Form Title list to open it
  4. Locate the Front-End Landing Page, the URL is the link to provide your end users to access the form
    • Note: if the form setting to Login Required, when a user clicks the link a login screen will appear and once they have logged in successfully, the form will appear immediately
    • If you wish to add this link to the form to the proflle home page, copy the url link and go to how to add a link on the profile home article > click here

#7 How to test a Form?

  1. Click Forms from the Admin Dashboard to enter into the Forms module
  2. Click on the title of a form
  3. Near the top of the screen, locate the ‘Front-End Landing Page’ url, this is the URL to post to a website or include in an email to the end users (or those testing) to access the form.
    • Click on the Front-End Landing Page link, it will open a new browser window, where it may be tested. Note: if logged in under an admin account, open the link in a private or incognito window to simulate a true end-user experience and create or log in using a testing account.

#8 How to add a Application Review final step?

  1. Click Dashboard
  2. Click Forms tab
  3. Click the applicable form under the Form Title list to open it
  4. Click Settings button
  5. Click Manage Screens in horizontal menu
  6. Click Add New button
  7. Add Screen Title
  8. For Screen Type, select Final Review
  9. Enter text for the Menu Submit button
  10. Set Required Screen to Yes
  11. Click Add Menu Item button


#9 How to Open / Close access to a Form submission?

  1. Click Dashboard
  2. Click Forms tab
  3. Click on the row the applicable form appears on to open it
  4. Click on Settings button
  5. Scroll down to Site Open field
    • Set to Closed - to stop access to the form
    • Set to Open - to allow access to the form
  6. For the Hide Public Link field
    • Set to Yes - to not allow access to the form from the URL
    • Set to No - to allow access to the form from the URL
  7. Scroll down and click Update Form button to save changes


#10 How to define a Voting Ballot type of Form?

When creating your ballot, set the following:

Form Definition = Vote or Poll

Allow Updates = No (this means once the person submits their vote, it cannot be changed)

Applications Allowed = 1 (this will limit to 1 vote per individual)

Anonymous Form = No (login will be required)

Note: if you set to Yes, then no information about the submitter will be collected and you will not be able to track who submitted responses.


#11 How to edit the confimation email message?

  1. Click Dashboard
  2. Click Forms tab
  3. Click the applicable form under the Form Title list to open it
  4. Click Settings button
  5. Scroll down to the field called 'Email To Complete Applicant' and revise the email content
  6. Click Update Form to apply changes.

#12 How to change the contact email on a form?

  1. Click Dashboard
  2. Click Forms tab
  3. Click the applicable form under the Form Title list to open it
  4. Click Settings button
  5. Locate the Main Contact Name / Main Contact Email fields and update
  6. Scroll down, click Update Form to apply changes

#13 How to set that an admin receives an email when a form is submitted?

  1. Click Dashboard
  2. Click Forms tab
  3. Click the applicable form under the Form Title list to open it
  4. Click Settings button
  5. Locate the Email Admin Contact on Submission and set it to YES
  6. Scroll down, click Update Form to apply changes

#14 How to edit the email subject and/or email message to a Reference?

  1. Click Dashboard
  2. Click Forms tab
  3. Click on the form in the grid list
  4. Click Settings button
  5. Click Form Fields in horizontal menu
  6. Locate the 'Reference / Endorser / Supporter' field associated to the Contact Reference labelled with 'Email' and click the Edit button
  7. Scroll down and you may update the Email Subject and/or Email Notification fields, then click Update Field Information button to apply the changes.
Overview

NOTE: These forms are independent from the Submission forms in the Speaker Module and Registration forms in the Attendee/Exhibitor Modules.

For Submissions Forms - use the Speaker Module.

For Registration Forms - use the corresponding Attendee or Exhibitor Module.

Use the Forms module to create supporting or independent forms to your Submission or Registration. These forms may be linked back to your Submission Steps process, Reviewer Process, Credits Management Module or Membership within X-CD.

For example, you may use the Forms module to create:

  • Award Submission Forms
  • Disclosure Forms
  • Consent Forms
  • Membership Application Form
  • Evaluation Form
  • Survey/Polling Form
  • Sign-up Form
  • Reviewer Sign-up Form

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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