Navigate to the Forms & Reviews Manger in the Admin Panel under Site Building Tools. Select the tab ‘Categories’.
This page allows admins to create a new Call for Proposals, including defining form fields, category moderators, and when submissions are accepted.
Click Create Category.
Select Session Proposal as the Form Type and click Continue.
- The Session Proposal form type will always use approvals meaning submitted proposal forms will be in Pending Approval state and need to be moved through the approval process by an admin or category moderator.
Enter a Category Name, for example the name of the call or event. This name will appear on the front-end Proposals page.
Optionally, enter a Description.
Notify Staff of Submissions
Enter email addresses for users you want to be sent an email notification whenever a new item is submitted in this category. This can be used to notify call for proposals staff when a new proposal has been submitted for review.
Disable Ratings
Check Disable Ratings and Comments to turn off rating and commenting for this category. This can be used to control whether grading/rating is open for this call for proposals.
Submitter Permissions
Check Show Reviews & Ratings for Submitter to allow the proposal submitter to see their reviews and ratings. This will also enable a notification that will send to the submitter when a reviewer rates and reviews their proposal. If you don’t want the submitter to have access to their reviews and ratings, leave this unchecked. The notification will not send if unchecked.
Check Show Status for Submitter to allow the proposal submitter to see the approval status of the proposal. If you don’t want the submitter to be able to see the approval status, leave this unchecked.
Restrict Proposal Submission Timeframe
Optionally, enter in start date & time and end date & time if you want to prevent proposals from being submitted outside of a specific time frame. Users will not be able to create a submission outside of this timeframe on the front-end.
Create Tracks/Tags
Save your category to not lose your work.
Click cancel to navigate back to the Forms & Reviews Manager.
Select the tab ‘Item Tags’.
This is where tracks are defined that can be used across all call for proposals. Tracks are setup as tags within the site.
- Note: The specific tracks you want to use per call for proposals are selected on the category page.
Click Add New Tag and enter the label for your track. Continue adding until all of your tracks are defined.
Reorder your tracks as needed by dragging and dropping using the icon on the left of each row. This determines the order the tracks will appear on the proposal form.
Click Save.
Select Tracks/Tags
Navigate to the tab ‘Categories’ and edit your call for proposals category.
Check ‘Allow Tagging during Item Creation’ to enable track selection.
Select the tracks you want to use for this call for proposals.
The tracks will appear as seen below on the proposal form for the submitter to choose one or many.
Define Category Moderators
Enter in email addresses for users you’d like to be moderators for this category. They will have permission to access submitted proposals within this category, review their content, assign reviewers, edit or delete reviews on the submission, move the submission through the approval process, and schedule approved proposals as sessions.
Define Custom States
Save your category to not lose your work.
Click cancel to navigate back to the Forms & Reviews Manager.
Select the tab ‘Access & State Settings”.
Click ‘Create Pending State’ to add a custom state.
- Note: custom states are considered “Pending” because they are meant to be used before moving the proposal to ‘Approved’ or ‘Denied’
Enter the label for the custom state and click Save.
Select States
Proposals go through a submission process that includes moving through different states; for example, when first submitted proposals will be in the ‘Pending Approval’ state.
Draft, Denied, Pending Approval, and Approved states are included automatically. Check to select any additional states you’d like to use for this category.
- Note: Additional states can be added by navigating to the Forms & Reviews Manger in the Admin Panel under Site Building Tools. Select the tab ‘Access & State Settings’.
Build Proposal Form
Build a custom form to be used when collecting call for proposals.
Add new fields to the form by clicking on the field type under the Add Field tab. Here are some examples of how to use these fields for a proposals form:
- Use the Rich Text field to gather detailed information, such as the proposal description and learning objectives
- Use a Checkbox field to have the submitter agree to data usage, privacy policy, or terms and conditions
- Use the File Upload field to capture presentation collateral
- Use the Dropdown field to have the submitter select their presentation format, preferred presentation time, ability level etc.
Click the Field Settings tab or click on a field in the Live Preview to edit a specific field’s settings, such as field label, description, field options, whether it is required etc.
Rearrange the questions on your form by dragging and dropping.
To remove a field, select the field and click the red delete icon on the bottom right of the box.
- Note: Title and Description fields must be included for the form to work. The field labels and field settings can be changed, but the fields must be included on the form. The title and description are used when displaying and managing the proposals.
Click Save when finished.
Repeat these steps to create as many call for proposals as you need.