Summary
Create a task and link associated sponsorship item type orders to a custom form, then assign the task to Exhibitors to fulfill the purchased sponsorship item.
Pre-Requisites
The following must be completed before beginning this workflow:
- First-time users must contact your Project Manager to enable the Sponsorship Fulfillment feature in the Event Portal.
- Complete Financial Setup in Global Admin: Payment Schedule, Financial Setup - Rate-card, Sponsorship Types, and Sponsorship Items
Setup & Configure
This workflow is completed in two parts:
- Part 1 - Create the custom fulfillment form in the Event Portal.
- Part 2 - Create and link the task to the sponsorship item.
Part 1 - Create the Fulfillment Category Form.
Step 1: Navigate to Admin Panel > Site Building Tools > Forms Manager > Categories.
Step 2: Click Create Category, select the Generic Form type, and click Continue.
Step 3: Build the Category form to be completed by exhibitors.
Category Details Section:
- In the Category Name field, enter a Form Name.
- Select the Hide from Front-End Category List: checkbox to remove visibility on the front end.
- Select the Hide Add Photo checkbox to prevent accidental image upload in the incorrect field.
Field Editor section:
- Click the default Title field.
Update the Field Label to the Form Name.
Update the Field Description and add Do not modify this field.
Update the Default Value field text to add the Form Name.
- Click the default Description Field.
Update the Field Description and add text: Do not modify this field.
Update the Default Value field text and add text: Sponsorship Asses.
- Click the Add Field tab then click File Upload to add the field where exhibitors will provide the asset.
Optional: Click the field then select the Required? checkbox.
Optional: Events associating multiple sponsorship items to a single form can click here to view additional field recommendations
Step 4: Click Save at the top or bottom of the Form Builder page.
Part 2 - Create a Task associated with the Sponsorship Item
Step 1: Navigate to Admin Panel > Site Building Tools > Organizations Manager > Tasks.
Step 2: Click Create New Task Definition, then configure the following:
- a. Enter the task name in the Description field, and set a due date and time if desired.
- b. Set the Task Type field to Form Submission.
- c. Expand the dropdown list of the Review Item Categories field and select the newly created Fulfillment Category Form.
- d. Select the checkbox, or checkboxes, for the Sponsorship Item to be associated with the form.
Note: Visible checkboxes are grouped by the Sponsorship Type defined in Global Admin. New Sponsorship Items created in GA sync and display in the Portal after ~2 hours.
For existing tasks, return to the Task Manager and select the appropriate checkboxes to associate newly created items.
Note: Multiple sponsorship item types can be linked to a single task, however, all exhibitors are taken to complete the same fulfillment form.
Step 3: Click Save.
Contact your project manager or the support team for further assistance if the Sponsorship Type groups and Item checkboxes do not appear at the bottom of the page.
Confirm Successful Setup
Once configured, the task is only visible to exhibitors who have an order for the sponsorship item associated with their Booth Record.
It appears on the Tasks block to be completed the first time a Contact associated with the company logs in to the Portal or immediately if a Site Admin performs a manual sync from the Org Cover block.
Important Note: The task may not appear in the Portal unless the invoice is processed in Global Admin or a partial payment has been applied to the order.
Complete the following steps to confirm the task correctly appears on the task block:
-
- Apply the order to a test exhibitor in GA.
- Log in as the exhibitor and navigate to the Exhibitor hub page.
- Confirm the associated task appears on the tasks block.
Use Case Considerations
If multiple sponsorship items are attached to one form, add a Dropdown List field for exhibitors to specify the asset being uploaded.
Return to the Category Form editor, in the Field Editor section:
- Click the Add Field tab then click Drop Down.
Update the Field Label to Sponsorship Item.
Update the Field Description and add text: Select the Sponsorship Item from the list.
Optional: Select the Required? checkbox.
Update the Options and add individual sponsorship item options.
Report on Uploaded Sponsorship Assets
Run the Review Item Category Report, located at the bottom of the Fulfillment Category Form page to view form submission data.
Step 1: Navigate to Admin Panel > Site Building Tools > Forms Manager > Categories.
Step 2: Locate the desired Category Form and click Edit.
Step 3: Scroll to the bottom of the Form Builder page and click Run Report.
Step 4: After the Status column updates to Completed, click Download CSV.
Note: Some columns on the report may be duplicated due to mandatory field requirements.
Review form submissions from the front end of your portal via the category form submission page. To collect uploaded assets, click Explore on the individual form submission then click Download File.