Overview
Custom Access Forms are a powerful tool for creating personalized experiences tailored to your customers when accessing shared content. Unlike generic authentication interfaces, custom Access Forms serve as a strategic gateway that gathers critical information about your customers relevant to the sales process. Buyers will appreciate the efficiency of a streamlined entry process that caters to their unique requirements, building trust that their vendor is only collecting information that is relevant to the buying process.
Article Sections
- How does it work?
- Forms Dashboard
- Creating a Form
- Form Permission
- Using a Form in a Share
- Share Model
- Digital Sales Room Settings
How does it work?
Admins
The Form Dashboard is not restricted to Administrators and can be enabled for any user in Configuration Bundles. If you enable the Form Dashboard for a configuration bundle all users within that bundle will be able to create and manage custom Access Forms in the Form Dashboard.
The use of a Form when sharing content is managed at the individual Form level in the Form Dashboard. Forms use Group permissions to determine who has access to use or edit each Form.
Users
Forms Dashboard
The Forms Dashboard, located in the Main navigation menu on the left side of the screen, allows users to see all Forms that have been created in your tenant. Users can view the list of Forms (sorted by last created date by default), search Forms by their title, and Sort by status, groups, or last updated date.
There are 4 status’ for Forms: Default, Published, Draft, and Archived.
Default: The Default Form is automatically available to All users in the tenant and can not be Archived.
Published: Published Forms are available to be used in Link Shares or Digital Sales Rooms to users who have been given permission.
Draft: Draft Forms are visible in the Form Dashboard and can be edited but they are not available to be used in Link Shares or Digital Sales Rooms until they are published.
Archived: Archived Forms are visible in the Form Dashboard but are not available to be used in Link Shares or Digital Sales Rooms until they are re-published.
Creating a Form
To create a Form select the “Create Template” button in the top right corner of the Form Dashboard. When you select “Create Template” you will be prompted to give your Form Template a title before moving on to the create Form page.
The Form Creation page allows you to choose which fields you want to include in the Form, the order those fields are displayed in, and whether each field is mandatory or optional. You can preview your Form before publishing or save as a Draft and come back to edit your Form again later.
Form Fields can be added or removed from a Draft or Published Form at any time.
Available Fields: Name, Email, Title, Company, Phone, Text Block.
The ‘Text Block’ field adds custom text to your Form but does not allow Form submitters to enter text in that field.
Form Permissions
When editing a Form you can determine which User Groups have access to Use or Edit the Form. If you give Edit access to a user group only users who have the Configuration Bundle setting for Forms Dashboard enabled will be able to edit the Form. Form editors can add or remove permissions at any time, but the Form Owner can not have their Use or Edit permission removed.
Using Forms in a Share
Share Modal
When sharing content, if users have permission to use Access Forms, there will be a new option to select a Form in the Share Modal when creating a Link or Digital Sales Room. If more than one Form is available users can select their preferred Form for this share from the Access Form drop down menu. Users can search within that menu for Forms by title.
Digital Sales Room Settings
When users are managing Settings for a Digital Sales Room they can choose to add or change the existing Form at any time.