A web form is mainly used to generate addresses. You can use a form to create new profiles or update existing profiles in the pool, for example. Forms are always linked to a single pool. This means that when you create a form, you must assign a pool to this form in which the entries are to be made. It is not possible to make subsequent changes - that is, to assign the form to another pool. In doing so, you define which fields of the pool are to be used - that is, filled in.
If you want to use a form for profile enhancement, only ever request the most necessary information (principle of data economy). If you ask for too much information, it may deter the user and the form may not be filled out.
Form protection mechanisms against spam bot entries
Form entries are currently restricted as follows: By default, a maximum of 20 addresses per hour can be entered via an IP address and a web form. This measure is intended to make unwanted spam bot entries more difficult. The number of allowed entries can be adjusted individually if desired.
Create forms
To create a new form, click the New button in the Forms folder and select Form. In the next step, you decide on a pool in which the form is to make the entries. Give the form a unique name and click on Save. Now the Preview tab appears. Here you can see a preview of your form. A new form already contains the fields , First name, Name and eMail. In the tab Configuration you can configure the form individually.
You create a new form in the Web Forms folder by clicking on + New/Form.
Select pool for the form
First you have to select a pool in which the profile entries are made.
Select the pool to which the form refers. It is not possible to make any subsequent changes. Enter a name and a description if necessary.
Form preview
With the preview you get a WYSIWYG view of the form - as it would look like with a browser.
In the Preview tab you get a WYSIWYG view of the form. This view is also used to test the functionality of the form.
Configuration
In addition to the general information, you configure the central functions and the workflow of the form here. The most important elements are the forwarding to the confirmation page, the uniqueness criterion (we recommend checking the e-mail address), and the entry procedure (we recommend entry for double opt-in). You use these components to control the flow of information during and after the entry. A confirmation e-mail is required for registration forms for newsletters with double opt-in procedures. You can store this confirmation mail in the Confirmation area. This confirmation e-mail must contain a confirmation link with the replacement variable {$GRANT_URL}.
The central functions and the workflow of a form are set under the Configuration tab.
- Name of the pool in which the form makes entries or profile manipulations.
- Uniqueness criterion: The e-mail address or profile ID is used to check whether a profile already exists in the pool. The check can be deactivated if required.
- Prevent updates: This checkbox is used to generate new entries. Only new profiles are entered in the pool.
- Protect logout: This checkbox prevents a profile that has been logged out from being marked as entered in the pool again by submitting the form.
- Entry procedure: The three most important registration procedures are: Double Opt-In, Opt-Out, Opt-In.
Unique criteria
In case a person registers more than once using a form, it can be checked whether there is already a profile with the corresponding uniqueness criterion (eMail) in the pool. If this is the case, the existing profile is updated.
In order to avoid duplicate profiles via a registration form in the pool, it is best to use e-mail as a criterion of uniqueness.
The system can check for the following uniqueness criteria:
e-mail: The system checks whether a profile with the specified e-mail address already exists in the pool. If so, the existing profile is updated. If not, a new profile is created.
Profile ID: The system checks whether a profile with the internal profile ID already exists. If so, the profile is updated. The profile ID is used if, for example, forms are called up in a personalized way in which no e-mail address needs to be entered.
- (no selection): The system does not check whether a profile already exists in the pool. A new profile is created each time.
Metod of registration
With the selection of the metod of registration you define which permission a profile gets by entering it in the form.
For a newsletter subscription, please use the double opt-in procedure if possible.
The following methods of registration are available:
- (no selection): no registration procedure -> if the permission should not be changed - e.g. for surveys etc. If a profile is newly entered, the permission is not confirmed.
Entry for Double-Opt-In: After registration, the profile is still unconfirmed until the Double-Opt-In confirmation link (only link valid for this profile) is clicked. This link will be sent by e-mail to the e-mail address used for registration. As long as this link is not clicked, the profile remains unconfirmed and cannot be sent.
Enter as Opt-Out: Here the permission for the profile is confirmed indirectly. This is the case, for example, if you manually enter existing customers into the database using a form (let them enter). Profiles that are imported into the system using an import have the permission opt-out unless another permission is explicitly specified in the import file.
Entry as Opt-In: The permission is granted directly. No additional confirmation - as with double opt-in - is necessary. After logging on, the user is usually shown a confirmation page about the successful login.
Deregister: When the form is submitted, the permission is automatically set to deregistered. No profile change date is set here, only the profile submission date.
Confirm as Double Opt-In: When the form is submitted, the permission is automatically set to Double Opt-In. This is only useful in exceptional cases.
Login only: Access protection to data that only users or authorized persons should have access to. It is used for authentication. After successful entry of the relevant data, for example, the user is forwarded to a form with the personal data.
Important!
It is the responsibility of the form administrator to follow correct procedures for generating permissions. The system provides tools for a large number of scenarios, but no standard specifications for all your scenarios. For examples, refer to the chapter Address Generation. Use these examples and adapt them to your requirements.
Address correction and redirection
- Address correction: By selecting Automatic address correction, the addressees are checked for validity of the postal address, if it is available in the pool. This service is subject to a charge!
- Redirection: After submitting the form, you will be forwarded to a confirmation page. Either an external URL or the URL of an object - e.g. another form - in the system can be used as a redirection. The URL Picker is a help when using the object URL. With this URL Picker you can simply select the object (forms, web pages) to which the form should redirect. To do this, click on the button next to the input element.
Confirmation email
- A confirmation e-mail is required for the double opt-in process. The confirmation email for the double opt-in process should contain the replacement variable {$GRANT_URL}. If the recipient clicks on the link, he confirms his entry and may be sent.
- Target group restriction: Here you can specify whether the confirmation e-mail should be sent to a specific target group only or to all subscribers. This makes sense, for example, if existing users as well as new users can enter their data in the form and only new registrations should receive the confirmation e-mail.
- BCC recipient: If an email address is specified, a copy of the confirmation email will be sent to the specified address. The mailing is personalized with the data of the entered profile. Multiple e-mail addresses can be entered comma separated. Note that only one mail is sent if the recipient of the confirmation mail and the BCC address are identical.
Important!
For the registration procedure Double Opt-In, an e-mail containing the replacement variable {$GRANT_URL} MUST be sent. The confirmation link for the final newsletter registration, which is individual for each user, is entered in these variables. Only if the user receives this e-mail and clicks on the link, he/she will be able to complete his/her registration successfully.
Request forwarding and language
- Inquiry forwarding: A report email is sent to one or more (comma separated) email addresses. It is also possible to use a profile substitution variable at this point, so that the request forwarding has an individual recipient for each profile (assuming the consent of these recipients in some form). A mailing can be stored here, which is personalized with form data of the entered profile. It is sent to the recipient e-mail addresses specified here.
- Report profile changes: When activated, changes to a profile also trigger the report - otherwise only new entries.
- Recipients: Here you can enter comma separated e-mail addresses which should receive the report e-mail.
- Language: Here you can set the form language. This means that the names of all standard database fields are automatically translated into the set language. If you do not select a language - (no selection), the system uses the default language of the browser.
Special settings
- Prevent double registration: If the check mark is set, no change is made to the existing data if the form determines that the user already exists. This prevents the form from being submitted several times by accident, e.g. by multiple clicks. This function requires JavaScript on the mobile device. Mobile devices without JavaScript can use the form normally, but multiple entries are not prevented.
Important: This option inserts dynamic HTML elements in the form source code and is therefore not effective for forms with an active individual template. - Protection against external entries: This function protects against unwanted automatic form entries. A confirmation cookie is set when the form is opened and checked again when it is submitted. This option requires cookies on the end device. Mobile devices with deactivated cookies can no longer send the form.
Important: The option inserts dynamic HTML elements in the form source code and is therefore not effective for forms with an active individual template.
- Optimized for mobile display: Specifies whether a viewport meta tag should be used for better mobile display. This option has no effect on individual templates.
- Auto-Submit: If the form contains only hidden fields and the profile ID is set as the uniqueness criterion, a checkbox appears at this point where you can set a checkmark. If the checkbox is set, this form will be automatically submitted when the form is called without the user noticing. This makes sense if you want to change additional properties of the new user's profile, for example, to assign him or her to a special target group.
Important The legal prerequisites for using this function should be checked carefully in advance. - Login form: All forms that have the "Login only" registration procedure are displayed here. You can then use these as access protection for the actual form. If you call up this form, the login form will be displayed first and you will not be able to access the actual form until you have entered the data correctly in the login form.
- Set action parameters: You can use this option to activate the automatic setting of the action parameter. This is required if the form is embedded in a Web page or similar.
Activate captcha
- Activate Captcha: Here you can select whether and with which captcha the form should be protected against automated entries. You can choose between the Google ReCaptcha and the Friendly Captcha. To use Friendly Captcha, you must first create an account with Friendly Captcha in order to use this service.
For more information about Friendly Captcha, see the articles Friendly Captcha and Protect forms with Friendly Captcha.
External tracking and external content
- Link tracker code: This code is added to each URL from the system, for use with campaign tracking tools such as Google Analytics, eTracker, etc... Please do not enter leading "?" or "&".
- External Content: Link to an external XML file. To integrate the external content, consult the documentation of the TAL-API.
Form fields
The field configuration represents the arrangement of the contents of the form. The field list is divided into two areas: The left area Fields contains all fields of the pool that you can use in the form and that have not yet been used in the form. The right area Form contains all fields that are used in the form. You can add individual fields to the form using drag and drop from the Basic Data, Internal and No Assignment areas. You can change the position of the fields in the form by clicking on Edit. To remove a field from the form, move the mouse pointer over the gear wheel and click Delete. You can use all fields of the pool in a form. If you need your own fields in the form, you must first create these fields in the pool. Then you can integrate them into a form. As long as fields are used in forms, these fields cannot be deleted in the pool, but only edited. If you want to delete fields from the pool, you must first ensure that these fields are no longer used in any forms.
Important!
If you want to use your own fields in a form, you must first create them in the pool.
Available fields
On the left side you can see all fields that are available to you - on the right side you can see all fields that are used in the form.
- The available fields can be inserted into the form from the different areas Basic Data, Internal, and Without Assignment by drag and dro
- With a click on Edit you can add, edit and delete the fields of the form.
Forms - edit fields
- Form fields can be arranged individually by drag and drop.
- To delete fields from the form again, click on the gear wheel and then on Delete.
Important!
Mandatory fields of the pool must always be included in the form. If you want to use a mandatory field in a form, you should only define this field as a mandatory field in the form and not generally in the pool, otherwise you will not be able to remove this mandatory field from a form.
Field options
A click on the gear menu and Edit opens the options menu of the form. This is where the individual options of the fields are set. There are two areas: Field and Advanced. Under Caption you enter a name for the field in the form. This has no effect on the label of the field in the pool.
- By clicking on the gear menu and editing, you can create and edit the display options of the pool fields. The options differ depending on the data type.
- The position of the label in the form can be set using the drop-down menu.
Attention: When switching to the classic view, this menu is not available, so the positioning of the label may be lost. - Here you get to the classic view.
Labeling
Here you can specify a label for the field in the form, this has no effect on the name of the field in the pool.
Display
You can select different options for the presentation of the input in a web form. This allows a web designer to work with appropriate input elements for each case. With the Display option, you can influence the user's data according to the following specifications as soon as it is entered.
Important!
For the Name and First name fields, we recommend the default display "Text input (also empty input, max. 45 filtered)". In this representation, a maximum of 45 characters are stored and no URLs are possible. If a URL is entered, all characters starting from the dot (incl. period) are removed. the name "https://maxmustermann.de" would be saved as "https://maxmustermann".
For many pool attributes there are different ways of displaying them, the following options can be used:
Text input: direct text input; displayed as input type="text" according to the pool attribute.
Text input with trim: Single-line input (e.g. for the e-mail address), where all spaces are trimmed at the beginning and at the end.
Text input (max. 45 filtered): Single-line input (recommended for the Name and First Name fields).
Text input with capital letters: All words begin with a capital letter. For example, the input "zur halbanger straße" will be converted to "Zur Halbanger Straße".
Text input all upper case, text input all lower case: Inputs are converted to upper or lower case letters.
Text input (also blank input): Normally, blank inputs in non-mandatory fields are ignored and existing values are not overwritten. With this option, blank entries are also accepted.
Text input (also empty input, max. 45 filtered): Normally, empty entries in non-mandatory fields are ignored and existing values are not overwritten (recommended for the fields Name and First name).
Password input: Text input with hidden display. Please note that such a password field does not provide sufficient protection for sensitive data.
Password generator: Hidden input that generates a password. The password is generated using a method that makes a dictionary attack more difficult.
Hidden input: The default value for this attribute is taken directly. The user has no direct influence on this input.
Dropdown: Single selections are displayed with a so-called dropdown selection. For this, the first value is always set as the default value, unless another default value is specified.
Date and time entries: Date and time entries as drop-down. A default value can also make a relative default with a text. It is also possible to enter only a future date (e.g. reservation request) or from the past (e.g. birthday).
Radio buttons: Single selections are displayed with a list of radio buttons. This single selection can start with an empty default value.
Checkboxes: Multiple selections are displayed with a list of checkboxes.
Checkboxes (append only): Only set values are added to the values in the profile. No values will be deleted.
Checkbox (inverted): Here the value in the profile is saved inverted, i.e. inverted. This option is only possible for true/false fields.
Display only: This option only displays the existing data, this data cannot be modified by the user.
Selecting the options also determines which default value is set for the field. If a corresponding value is set there, this value is displayed when the form is called. If this default value is always to be used, regardless of what data may already exist for the profile, you can achieve this with the Default priority Default setting in the advanced settings. In the advanced settings, you can define an individual error message for most fields. This error message is displayed when validation errors occur in field entries. However, validation checks are not possible for all fields of a form.
Default priority
Profile data: Fields are pre-filled with the profile values when a profile (profile ID) is recognized. From the call: Fields are pre-filled with values from the URL. Important: Please note that the parameter names correspond to the names/IDs of the form fields. For true/false fields, a parameter named accordingly always means prefilling (True). Omitting the parameter means no prefilling (False). Default setting: Fields are always pre-filled with the values that were specified as default in the field configuration.
Under the tab Advanced you can set where a default value is taken from. Furthermore, a text for an error message can be specified if a mandatory field is not filled in or is filled in incorrectly.
Important!
When using hidden input in forms, the unused options of the multiple selection must be removed from multiple selections - otherwise they are explicitly set to empty. This could lead to data loss, since existing data would be deleted from the profile field.
The classic view
In addition to the new view, you can also select the classic view. This view contains largely the same functionality: The order of the fields is determined here with an X and Y value, thus defining where the field will be located in the standard form. Same X-values mean same row. When you save, the system will automatically correct these values and adjust the position in the list accordingly.
The Label field refers to the name for the field in the form. It has no influence on the name of the field in the pool. This is important if you want to read the contents of the field with replacement variables.
Depending on the type of pool attribute in the form, you can remove certain options for the form from the selection of possible options in the form for single or multiple selection fields.
In the classic view, the internal designation of the pool fields can be seen in order to be able to read their contents via TAL using replacement variables.
- You specify the sorting of the fields numerically. The left column (X) indicates the position in the line (0 = first line, 1 = second line), the right column (Y) indicates the position within the line (0 = first position in the line).
- The internal field name is used as a replacement variable, for example {$SALUTATION}, so that the contents of the field can be read using TAL.
- In the advanced settings you can specify where the profile data is pulled from, which will give an error message for fields that are not filled in, whether data should be displayed automatically and whether write protection should be activated for fields that are already filled in.
- Further fields can be added on the Basic Data, Internal and No Assignment tabs.
Entry limitation
In order to limit the number of entries on a form (e.g. for tickets, limited article quantities or competitions), you have the option of limiting the entry in terms of time or quantity.
The registration limitation ensures that only a limited number of users can register via one form.
- Entry limitation: Here you can limit the number of entries that can be made on the form, for example, for events with an upper limit on attendees.
Max. entries: Maximum total number of entries before the entry limit takes effect.
Redirection: URL to which redirection should take place once the limit is reached. - Time limit: Here you specify the time from when the form should be accessible. (Attention: The time is given in UTC!)
Start time: Here you specify the time from which this form should be accessible.
Redirection: Here you enter the URL to which the form should be redirected before the set time. - Time limit: Here you can set a time limit until when this form should be accessible.
Time end: Here you can specify the time until when the form should be accessible. (Attention: Time is given in UTC!)
Redirection: Here you enter the URL to which the form should be redirected after the set time.
Theme
Under the tab Theme, you can design the visual appearance of your standard forms in a certain frame and define which messages the system should display when certain input errors occur. These settings primarily relate to the use of the standard form. You can display an image for the standard form and enter your own text. The text of the Submit button can also be edited using the input template. Error messages can be individually adapted and the font of the form can be set according to your requirements. Optional CSS allows you to customize the standard form.
- With the image picker you can select an image for the form.
- With the editor you can format the text for a form.
- The error messages can be output in a list.
When you enter data in forms, errors occur from time to time, which can be identified and corrected with plausibility checks.
You can check for the following errors:
Validation errors: Input of nonsensical values in a checked field (e.g. an invalid e-mail address).
Mandatory errors: Missing input in a field marked as mandatory.
Uniqueness error: For form fields with a uniqueness criterion the overwriting of contents is prevented - with a corresponding error message.
Identification error: If, in the case of forms for validating user data, the data entered does not correspond to the data stored in the profile, a corresponding error message also follows.
Important!
If, when filling out a form, all the standard pool fields used are empty, the form is considered empty and is not entered. However, if this is desired, the following tag must be inserted in the form.
<input type="hidden" name="allow_empty" value="1" />
Individual template
The Individual Template tab is only visible if you have purchased the corresponding tariff for it. If you want to use a freely configurable form instead of the standard form, you can upload a corresponding HTML template. This template may also contain TAL instructions. This provides you with much more open design options without having to forego the possibilities for using simple options from the standard configuration. In the Individual Template area, the sample template can be downloaded by clicking Download at Current HTML Template. Design the template as desired in an HTML editor (e.g. with Adobe Dreamweaver) and copy the revised HTML code into the source code view (click on Source Code) or upload the HTML file. You will find the upload area at the bottom left. Alternatively, you can also edit the template directly in the system using either the WYSIWYG or HTML editor. The new template will automatically become active after saving and checking. Here you can also use advanced functions like link tracking.
Important!
When using an individual template, the integration URL from the Integration tab must always be inserted manually into the form tag. <form action="Integration URL">
Individual templates must be activated. Optional CSS created under the tab Appearance will be deactivated.
Important!
All curly bracket expressions must be retained in the template. If you change the configuration of the fields afterwards, this must also be updated in the template. Otherwise data loss may occur. Furthermore, the code must be prepared XML-compliant. The system attempts to correct incorrect code automatically. This can lead to incorrect results under certain circumstances. If error messages are displayed, check the display of your file, or correct the error in your original and upload the file again.
Form Log
The form log displays all form actions of the last twelve months. This allows you to check who has used the form at what time. The log entries are retained even if the associated profiles have been deleted.
By clicking on the name under Details you will be taken directly to the pool for the respective profile.
The following information can be called up:
Details: Direct link to the profile in the pool
Profile ID: Serves to identify the profile
Date: Indicates when the form was processed by the profile
Permission: Type of registration (double opt-in is recommended)
Entry type: New entry or profile update
e-mail address: E-mail address provided when filling out the form
Confirmation e-mail: Name of the confirmation e-mail
Request forwarding: The address to which the report e-mail was sent
BCC Recipient: The address to which a copy of the confirmation email was sent
Integrate form
The system offers you various possibilities to integrate web forms on the website or in the e-mail. You can find all integration URLs directly at the form below the integration tab.