Meine Formulare - Invite persons

Page / - last modified by gru on 10.03.2021, 10:12

Invite persons

last modified by gru

on 10.03.2021, 10:12

Table of Contents

Overview

Configuration

Data source

Email configuration

Prefill form

Target state

6.2.0+ This license module is subject to costs and available from Xima® Formcycle version 6.2.0 onwards.

Content [ Hide ]

Overview

Configuration

Data source

Email configuration

Prefill form

Target state

Open the form menu and select Publish to open the dialog with the Invite option.

Overview

This feature lets you create multiple form records at once, with data taken from a CSV data source. Optionally, you can also send send an invitation email for each form record with a link to the newly created form record. The CSV data source with all information that should be used can be selected in the invitation dialog. The number of invitations that can be created at once depends on the license.

When you click the send button to start, a form record is created for each selected row in the data source. If configured, the form is prefilled with the data from the data source. Then, the form record is put into the chosen target state. Once the form record was created successfully, an email is sent to the email in the current row of the data source. The email may contain a link to the created form record that lets the recipient open the form, edit it and submit it. As the link contain a generated UUID, nobody without the link can open or view the form record.

Configuration

To start, you need at least one CSV data source in the backend. We recommend you to use a header for each column, as that makes it easier to identify what each column represents. The invitation can be configured via various required and optional settings. The dialog is divided into four parts:

Data source

A new form records is created for each row of the selected data source. Optionally, you can prefill the form with the data from the data source or send emails.

Data source (.csv)

All existing CSV data sources are listed here. Select the data source which you would like to use.
Please note that when the data source is changed, some settings (e.g. the E-mail to field) will be reset to a default value.

From (row)

By default, all rows from the data source are used. If you only want to use a subset of row, select the starting row here.

Number of entries

By default, all rows from the data source are used. If you only want to use a subset of row, select the numbers of rows here. The maximum number may be restricted by your license.

Once you have selected a data source, a preview of the selected range of rows is shown below. The preview only shows the first and last selected row.

Email configuration

You can send an email for each newly created form record. Use the variable [%$FORM_INVITE_LINK%] to insert a link to the form.

Send an invitation email to each person in the above data source

Activate this option to send an email for each created form record. The email address is taken from one of the columns of each row of the data source, see below.

Email to (column in data source)

Select the column of the data source that contains the email addresses.

Email from

Specify the sender address of the email.

Sender name

Specify the name of the sender of the email.

Subject

Specify the subject of the invitation email.

Message

The main message (body) of the email. This should contain a link to the form record. You can insert it the link with the following variable [%$FORM_INVITE_LINK%].

Prefill form

The form may be prefilled with data from the data source. For example, you could enter the email address of the recipient into a form field.

Prefill form fields

Activate this option to prefill the newly created form record with the data from the data source.

Data mapping table

Here you can choose a value for each form field. Select the form field to prefill in the first column. Enter the value for the form field in the second column. To insert a value from the data source, use a variable with the following format:

[%$data.COLUMNNAME%] (if the CSV data source has named headers), or

[%$data.col1%] (if it does not have named header).

If you decide later you do not want to prefill a certain form field, click the recycle bin icon to delete the mapping.

Target state

When no target state is set, the newly created form records are shown as saved in the inbox.

If required, you can select an initial state for the form record. In case you do not select a state here, the newly created form record will only marked as saved in the inbox.

Assign a target state to all form records created without error.

Activate this option and select a state for the form record that is used when the form record was created successfully.

Assign a target state to all form records created unsuccessfully.

Activate this option and select a state for the form record that is used when the an error occurred while the form record was created.