Admin accounts must have the Forms Manager admin role permission checked to access this tool.
The functionality offered by the Forms Manager, located in Admin Panel > Site Building Tools, allows site admins to create and report on custom exhibitor forms.
Forms may be used to collect information, display digital listings associated with the Enhanced Digital Content (EDC) add-on, and gather session proposals for the call for proposals add-on.
In addition, integration can be enabled to sync submitted form data to and from Global Admin. For example, syncing product listings created in the Event Portal to Global Admin for display in the Mobile App.
There are up to nine accessible sections associated with this feature.
Jump to Section:
- PDF Options
- Access & State Settings
- Categories
- Rating Categories
- Item Tags
- Reports
- Reviews Exporter
- Reviews Importer
- Analytics > Proposals
PDF Options
The PDF Options section is the default landing page of the Forms Manager.
This feature is used to customize the layout and design of exported form submission results. Allow site visitors the ability to download results by selecting the PDF Export checkbox in the category details section of the form builder.
Access & State Settings
The Access & State Settings section is used to define custom status options if Approvals are enabled in the category details section of the form builder.
The system defines the Approved, Denied, Incomplete, and Pending Approval states by default, and site admins cannot remove or delete them, however, the label that appears on the front end can be modified by editing the text in the Label field.
Important Notes:
- Toggle the Allow Unapproved Item Access radio button to permit visibility of unapproved form submissions to specified user segments.
- Click the Create Pending State link to generate a new custom status.
- Select the Searchable checkbox to allow the status to appear as a filter when site visitors search.
Categories
The Categories section is used to create, store, and report on the custom forms that appear on the front end.
Access the category form builder and begin assembling a new custom form by clicking the Create Category link and then selecting a Form Type.
Form Types
There are three primary form types:
• Digital Listing - For digital content upload forms (e.g., products, press releases, & show specials).
• Generic Form - For information collecting (e.g., exhibitor insurance forms & speaker agreements).
• Session Proposal - For submissions associated with the Call for Proposals and Conference add-ons.
Note: The Online Exhibitor Contract form type is visible but should not be selected at this time.
Category Form Builder
The category form builder may display up to four unique sections:
• Category Details - Define settings associated with the category form.
• Category Image - Upload and display a default image for all submissions created using the form.
• Approval States and Moderators - Visible only on the Session Proposal form type.
• Field Editor - Add or remove custom fields to display info and collect data on the form.
Category Details
Category form settings vary based on the selected form type. Some settings are only applicable for the Session Proposal or Digital Listing form types. Review the setting descriptions below to learn more about each option.
--
| Setting Name | Option Description |
| Category Name | The name attached to the form that appears on the front end. |
| Description | A brief explanation about or reason why the form is needed. |
| Email Addresses | List of users who receive an email when the form is submitted. |
| External Integration Type |
Define the integration type to enable the sync with Global Admin. Select the A2Z Personify OIDC IDP option from the dropdown if your portal has IDP enabled. |
| External Integration Id |
The GA Event ID used to enable the sync of event-specific data. This field becomes visible after the External Integration Type field is defined and must be populated to successfully enable the sync between systems. |
| Booth Selection | This field setting is not operable at this time. Functionality is coming soon. |
| Searchable | Include the form and form submissions in site searches. |
| Hide from Front-End Category List | Controls the display of the form on the front end of the portal. (e.g., Select to disable visibility in the Add Listing dropdown menu on the marketplace gallery page.) |
| Exclude from Recommendations | Controls the appearance of submissions on review blocks where the Show Recommendations block setting is selected. |
| Use Approvals? |
Enable manual review and approval for form submissions. Approve pending submissions if approvals are enabled by adding the Reviews > Approve Review Item block to the Listings - View Item page. |
| Disable Creation & Editing |
Disables edit access to existing form submissions and prevent new submissions by site users. Site Admins retain access to create, edit, and delete items if this setting is selected. |
|
Disable Ratings and Comments *Used for Call for Proposals and Conference add-ons |
Prevents grader's ability to rate and comment form submissions. |
|
Show Reviews & Ratings for Submitter *Used for Call for Proposals and Conference add-ons |
Controls submitter's access to view grader feedback of session proposal submissions. |
| Show Status for Submitter | Controls submitter's access to view the status of their form submission when the manual approval process is enabled. |
|
Hide Submitter Name (Blind Review) *Used for Call for Proposals and Conference add-ons |
Prevents graders from knowing who submitted the proposal and enables the blind review process for session proposal submissions. |
|
Show Reviews Ratings for Reviewer *Used for Call for Proposals and Conference add-ons |
Controls when graders are permitted access to view grades and ratings submitted by others. At all times - Allow graders to see all reviews and ratings at all times. After submission of their own review - Allow graders to see session proposal reviews and ratings only after submitting their own. Never - Prevent graders from seeing session proposal reviews and ratings at all times. |
| Hide Add Photo Prompt | Controls the display of the Add Photo option after a user submits the form. Select to disable and prevent users from uploading an image associated with the form submissions. |
| PDF Export | Controls the ability to download a PDF of the results by site users. Select to allow site users access to download. |
| External Link Label |
Controls the display of a button that links to an external site. Enter a button label, e.g., Buy Now or Learn More, to let submitters provide an external link. |
| Who Has Access to View |
Controls visibility of the form on the front end of the portal. Everyone - Allows visibility of form submissions to all site users. Organization Members Only - Limits visibility of form submissions to all users except exhibitor contacts and users associated with an organization. Owners Only - Limits visibility of the submission to all users except the submitter. |
| Form Type | Specify the kind of form associated with the category. |
|
Digital Listing Badge *Limited to Digital Listing Form Types |
Controls the display of an icon associated with the form submission. If defined, the badge icon appears on the table view of the organizations > organization list block (e.g., exhibitor list). |
|
Proposal Submissions Allowed *Limited to Session Proposal Form Types |
Specify the start and end date and time in which users are permitted access to submit session proposals. |
| Allow Tagging During Item Creation |
Controls the ability of submitters to manually associate tags with their submission. Tags are most commonly used with the Matchmaking add-on. |
| Enable Organization Limits |
This setting limits the form visibility to exhibitors only and only appears as an option after a form is saved and created. Disable the form on the Exhibitor profile progression completion bar by navigating to Site Building Tools > Organizations Manager and then de-selecting the Enable checkbox on the details table. |
Category Image
Category images are not required but may be uploaded to create a more uniform look across form submissions on the front end.
If a category image is not defined, listings created after the form is submitted do not display a photo unless manually added by the submitter via the Add Photo prompt.
Approval States and Moderators
The Approval States and Moderators section is only visible when the Session Proposal Form type is selected.
Important Notes:
- Enter multiple email addresses, separated by a comma, to designate a Category Moderator and grant limited admin permissions to the specified user accounts.
- Category moderators have access to review unapproved form submissions for their assigned category, however, all other site admin permissions are restricted.
(e.g., category moderators can assign graders to a session proposal, view proposal submissions, manage the status of pending proposals, etc. but cannot access the site admin panel.)
- Specify Approval States that appear on the front end by toggling the Enabled checkbox.
- Approval states are managed in the Access & State Settings section of the Forms Manager.
Field Editor
The Field Editor section allows site admins to view a live preview of the form and manage the individual fields that are visible. The left menu is grouped into three sections:
Add Field - Add, manage, and remove individual fields that appear on the form
Important Notes:
- There are 18 unique field types to choose from when building your form.
- The first two fields on all forms must be the text field and/or text area field type.
The form will not work as intended if either the Title or Description fields are removed. Rename the field labels, if desired, to ensure your category form can be submitted.
- Add new fields by clicking the desired Field Type.
- Click, hold, drag, and drop to rearrange the order in which they appear on the front end.
- To delete a field, click the field in the Live Preview, then click the red remove field icon.
Field Settings - Manage unique settings associated with individual fields.
Important Notes:
- Click the Field Settings tab label or click the field in the Live Preview to modify field attributes (e.g., field label/name, description, options, requirements, etc.)
- Select the Required? checkbox to prevent submission of the form if the field is empty.
Tabs - Display individual fields in groups and separate them across multiple tabs on the same form.
Review Item Category Report
Site Admins can access reporting functionality at the bottom of each category form.
The Review Item Category Report displays the following columns of data:
|
Column Name |
Column Description |
|
Item ID |
The unique ID number associated with the form submission. |
|
Category |
The form name used to create the submission. |
|
Created At |
The date and time in which the submission was entered. |
|
Username |
The username of the account that created the submission. |
|
Submitter Email |
The email address associated with the account that created the submission. |
|
Organization |
The company assigned to the user account that created the submission. |
|
Status |
The approval state of the submission at the time the report was run. |
|
Booth # |
The booth number assigned to the organization of the user that created the submission |
| All Custom Fields added to the Form | Data entered by the submitter for all form submissions. |
To export a CSV file of data associated with the category form:
1. Click the Run Report button.
2. Refresh the page to monitor until the Status updates to Completed.
3. Click the Download CSV button to open or save a copy of the file.
Important Notes:
- Files uploaded by exhibitors or other site users are only accessible to download on the front end of the portal.
- Click the Run Report button before generating a new report each time to ensure data is accurate and returns the most up-to-date information.
- The Reports queue lists the date and time of all previously queued reports.
Rating Categories
This section of the Forms Manager is primarily used with the Call for Proposals package add-on.
Rating Categories are visible on the Reviews > Review comments block and are used by graders to score session proposals.
Important Notes:
- Rating Categories are scored on a scale of one to five stars.
- A maximum of five (5) rating categories can displayed on the Reviews > Review Comments block at a time.
- Click the Create New Rating Category link to add custom rating criteria.
After defining rating categories, complete the following steps to display them on the front end of the site.
1. Navigate to Admin panel > Site Building Tools > Page Editor
2. Locate the Listings - View Item page (Default UR: /listings/item:category_id/:item_id and click Edit.
3. Locate the Reviews > Review Comments block and click Edit.
Note: If the block is not on the page, click Add Block, from the Category dropdown select Reviews, and from the type dropdown select Review Comments.
4. Configure the desired standard block settings, then scroll down and click the Show Ratings checkbox.
5. Select the desired rating categories for Rating Category 1, Rating Category 2, etc.
Note: Only the first five rating categories defined here will appear on the front end. Additional rating categories may be selected but are not visible to site users.
6. Click Save to update the block settings.
7. Click Save at the top or bottom of the Page Editor to save the page updates.
Item Tags
This section of the Forms Manager is commonly used with the Call for Proposals and EDC add-ons.
Tags can be used on the front end of your Event Portal in a variety of ways to classify and sort data making it easier for site visitors to find it when browsing and searching your portal.
The Item Tags section allows site admins to add a keyword or term as a tag which can then be enabled on a category form for submitters to select and associate with their form submission.
Important Notes:
- Users can create and add tags manually by typing the keyword or term with a hashtag prefix (e.g., #marketing) directly in the description field of any form submission.
- Tags cannot contain any spaces.
- Item tags can be associated with digital listings (e.g., products)
- Tags can be chosen by proposal submitters and then assigned as tracks after it is approved and scheduled as a session.
- Select the Allow Tagging During Item Creation checkbox, and all relevant tags, in the category form builder to grant submitters the ability to designate a session track.
- Item tags created for Call for Proposals must be defined in both Forms Manager and in Events Manager (Admin Panel > Events Manager > Item Tags) to successfully be assigned as tracks.
Tags defined in Events Manager must be mapped to Tracks in GA to successfully sync data.
Reports
Site Admins can access two unique reports in the Reports section of the Forms Manager: the review items overview report and the review items reviews report.
Important Notes:
- Files uploaded by exhibitors or other site users are only accessible to download on the front end of the portal.
- Click the Run Report button before generating a new report each time to ensure data is accurate and returns the most up-to-date information.
- The Reports queue lists the date and time of all previously queued reports.
Review Items Overview Report
The Review Items Overview Report pulls a general summary of all submissions across all category forms. It displays the following columns of data:
|
Column Name |
Column Description |
|
Title |
The name of the individual form submission as entered by the submitter. |
|
Category |
The form name used to create the submission. |
|
Submitted By |
The username of the account that created the submission. |
|
Submitted Date |
The date and time in which the submission was entered. |
|
Average Rating |
A calculation of all individual ratings divided by the total number of reviews. Applicable only for the Call for Proposals add-on. |
|
Status |
The approval state of the submission at the time the report was run. |
Review Item Reviews Report
The Review Item Reviews Report pulls data related to the Call for Proposals add-on. This report provides grader details on proposal submissions including review information, such as grader feedback text and grader scores.
It displays the following columns of data:
|
Column Name |
Column Description |
|
Category ID |
The unique ID number assigned to the submission form. Review the Category Details section of the form builder to determine this value for an individual category form. |
|
Category Name |
The form name used to create the submission. |
|
Review Item ID |
The unique ID number assigned to the individual form submission. |
|
Review Item Name |
The name of the individual form submission as entered by the submitter. |
|
Review Item Status |
The approval state of the submission at the time the report was run. |
|
Reviewer Name |
The username of the assigned grader. |
|
Review Text |
The commented text provided by the assigned grader after reviewing. |
|
Each Rating Category with Score |
The rating given by the grader for all custom rating categories assigned to the review. |
Reviews Exporter
Admin accounts must have the Configuration Manager admin role permission checked to access this functionality.
The Reviews Exporter allows site admins the capability to download a JSON file containing Forms Manager setting details.
This feature is not commonly used for Event Portal sites.
Reviews Importer
Admin accounts must have the Configuration Manager admin role permission checked to access this functionality.
The Reviews Importer allows site admins the capability to upload a zipped folder that contains a JSON file of modified Forms Manager settings.
This feature is not commonly used for Event Portal sites.
Analytics > Proposals
The last section of the Forms Manager is used with the Call for Proposals add-on. It offers site admins the ability to review and download data regarding proposal analytics.
Important Notes:
- Click the column headers to sort by a specific column.
- Click Download CSV to download a CSV file of the available data.
It displays the following columns of data:
|
Column Name |
Column Description |
| Proposals Submitted | The total number of proposals submitted using the Session Proposal form type. |
| Proposals Pending Approval | The total number of submitted proposals in Pending status. |
| Proposals Denied | The total number of submitted proposals in Denied status. |
| Proposals Approved | The total number of submitted proposals in Approved Status |
| ID | The unique ID number associated with the form submission. |
| Title |
The name of the individual form submission as entered by the submitter. Note: This column displays the contents of the first field of the proposal submission form. |
| Description |
The description of the individual form submission as entered by the submitter. Note: This column displays the contents of the second field of the proposal submission form. |
| Submitter | A link to the profile of the submitter's user account. |
| Submission Date & Time | The date and time in which the submission was entered. |
| Average Rating | A calculation of all individual ratings divided by the total number of reviews. |
| Number of Reviews | The total number of reviews submitted by graders. |
| Status | The approval state of the submission at the time the report was run. |