The majority of the contents in this guide apply to both StudioPlus Spectra AND myStratus Desktop.
In most cases, instructions referring to "Spectra" also apply to myStratus Desktop.


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2. Building Web Forms

NOTE: This feature is available in the Professional and Enterprise versions of myStratus Desktop. Spectra does not include this feature.

*Please note: Because we are continually updating our library of training videos as new versions of our software are released, this video will likely show an older or newer version of StudioPlus Spectra/myStratus than you have installed. Don't worry! The video will still give you a great overview of this feature.

Building a Web Form

Building a Web Form is the process of setting up the fields and content you want to appear on your form. This is basically a template that will be filled in with client-specific information when the web form is created.  

Build Overview

A web form is made up of pages, sections, and fields. 

To build a web form:

  1. Add a new web form (for clients or sessions).
  2. Add a page to the web form.
  3. Add a section to the page.
  4. Add fields to the section.
  5. Repeat steps 2, 3, and 4 as needed.

Building Instructions

Follow these instructions to build your first web form:
  1. Go to Maintenance > Web Forms > Web Forms to open your list of web forms.

  2. Look at the Web Form Builder window. You'll see the following areas:

    • Web Form Ribbon - The ribbon across the top contains the tools you need to add, delete, edit, print, and export your web forms. The Create New section is what you'll use to create the various parts of your web forms. The Output section allows you to print/export the web forms along with previewing them online and copying the URLs for a new client's web form.

    • Web Form List - The panel on the left displays any web forms that have been set up in the software. You can click the arrow to expand a web form to see its pages, sections, and fields. In the example below, there are two existing web forms, called "Wedding Information Form" and "Wedding Contract."

    • Web Form Grid - The right panel is a grid that displays some key information for whichever form, page, section, or field is highlighted on the left. In the example shown here, the grid displays the fields in the "Bride" section of the "Contact Information" page of the web form called "Wedding Information Form." The grid can be used for quickly adding or editing fields, sections, or pages.

  3. Start by adding a new web form. To do this, highlight the "Web Forms" line at the top of the list and click New Web Form on the ribbon.

  4. Complete the following information for your new web form:

    • Title - The title of the form should describe the form's function.

    • Form Type:

      • Client:  Client form can be linked to an existing client’s record and will update those fields on that record  (i.e., name, address, email, etc.).  
      • New Client:  A New Client form will create a new client and fill in the linked fields.
      • Session:  A Session form can also include session information (i.e., session date, time, etc.).
      • Invoice: An Invoice form 


    • Session Type - If you're designing a session form, you can choose a specific session type that this form will be used for exclusively. Or, choose All if it should be used for all session types. 

    • Set Status - Set the client, session, or invoice status to a specific status when the form has been submitted (e.g., "Contract Signed" or "Contact Information Updated"). Note: These statuses must be created before they can be selected here. See Client StatusesSession Statuses, and Invoice Statuses for more information.

    • Visibility - Choose Always or Limited. You can limit when the form will be available to the client by entering values in the Make Visible and Stop Visibility fields.

    • Auto-Create - Check this option to have myStratus automatically create this web form when a client, session, or invoice is created. See more about creating web forms in the Using Web Forms topic.

    • Inactive - Check this option to inactivate the web form. This will prevent it from being created for new clients or sessions.

  5. Click OK when finished. Note: You can go back and make changes later by highlighting this web form in the list and clicking Edit on the ribbon.

  6. With your web form highlighted in the list, click New Page on the ribbon which will add the first page to the highlighted web form. A page contains sections and fields, concluding with a Next button if there is another page or a Submit button. You must have at least one page in your web form.

  7. Give the page a title and click OK.

  8. Next, make sure the page is highlighted in the list and then click New Section on the ribbon to create a section on your page. This is where you'll put your fields and other information. You must have at least one section per page.

  9. Give the section a title and click OK.

  10. Finally, make sure the section is highlighted in the list and then click New Field on the ribbon to start adding fields and other content to your form. 

  11. Complete the following for each field:

    • Title - The client will see this displayed above the field.

    • Type - Choose what type of field this should be.

        Text Box Displays a standard field for inputting new information (or updating existing information).
        Notes Provides a larger field for inputting longer statements or comments.
        Date Picker Provides a calendar to choose a date.
        Time Picker Provides a way to choose a time.
        Check Box Displays a check box that can be checked or not checked.
        Yes/No Displays a Yes or No toggle box. 

        Spacer Leaves a vertical blank space on the form for design purposes.
        Display Text

      Displays non-editable text on the form.
    • Required - Check this box if the field must be filled out before the form can be submitted.

    • In-House Only - Check this option to make the field visible within myStratus but NOT to the client.

    • Print Only - Check this box to make the field visible ONLY when you print the form or convert it to a PDF. The field will NOT appear on the screen in myStratus and will NOT be visible to the client online. 

    • Read Only - Lock the field so the client can view the information, but not modify it. For example, check this option for a session date field.

    • Max Characters - Used for text boxes and notes fields. Enter the max number of characters the client should be allowed to enter.

    • Width - Allows you to control the size of the field box. We recommend leaving this at the default. Use the column settings instead.

    • Internal Field Link - Link the form field to a field in your myStratus database. A published web form has direct access to your database and will display the information currently stored in the field. Because there is a direct link between the form and your data, your database will also be immediately updated with any changes made by the client when they submit the form. This setting will only display fields that match the selected Field Type. For instance, the internal field for First Name cannot be used with a Date Picker field type. Note: This is not required. If you don't link to a field, the information will only be visible when you open the client's form.

    • ATTENTION!                 

      Certain fields are available as a Yes/No or Checkbox Field Type. There are two ways to use this field online. The terminology you use with this field will depend on which Internal Field Link you select. The Allow Marketing checkboxes found on the General tab of client records is an example of these fields.

      • Allow Email Marketing (Yes=True) - When this field link is selected, if a client says "Yes" or checks the box on their web form, then the Allow Email Marketing checkbox WILL be checked on their client record. A suggestion for how this Field Title could be phrased is "May we email you marketing material?". With this phrasing, if a client does wish to receive marketing material, they can select "Yes" which will come into Stratus with the Allow Email Marketing box checked, meaning they DO want to receive marketing materials.

      • Allow Email Marketing (Yes=False) - When this field link option is selected, if a client says "Yes" or checks the box on their web form, then the Allow Email Marketing checkbox will NOT be checked on their client record. A suggestion for how this Field Title could be phrased is "Choose not to receive email marketing?". With this phrasing, if a client does not wish to receive marketing material, they can select "Yes" which will come into Stratus with the Allow Email Marketing box unchecked, meaning they CANNOT receive marketing emails.

    • Column - There are two "behind-the-scenes" columns in each web form. You can choose to locate a field in the first column (1), the second column (2) , or let it span both columns (Both).

    • Hover Text - Enter any instructional text that should appear when the client hovers over the field. Use this to clear up any confusion or address a commonly asked question. 

  12. Continue adding fields to the section by repeating steps 10 and 11.

  13. To add another section, go back and repeat steps 8-12. 

  14. To add another page, go back and repeat steps 6-12.

  15. Close the window when finished. Your web form template can now be used to create web forms for individual clients and sessions.

Creating Web Forms

Once you've built your forms, you'll generate individual forms for your clients and sessions. These forms will be available for in-house use on the Web Forms tab of your clients, sessions, and invoices. They will also be available to your clients according to the visibility rules you set up for the web form (Always or Limited). Depending on the Web Form, clients can view, modify, and submit the form during the period of availability.

For details, see Using Web Forms.

See also

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