Home > Web Forms (myStratus ONLY) > 3. Creating Web Forms for Clients3. Creating Web Forms for Clients
To allow a web form to be directly linked to a client, session, or invoice record, you'll need to generate (create) individual forms for specific client(s), session(s), or invoice(s). Once a web form is created, it is immediately viewable on the Web Forms tab of the client, session, or invoice record and available for internal use. If the web form is also designed for the client to see and fill out, it will be made available during the time period specified in the web form template. There are three ways to create web forms -- manually, automatically, and with triggers. Decide how you want to create web forms and perform any necessary setup.
This option is used to create a single web form at a time. You can manually create forms from a session, client, and invoice record. Here's how:
Open the client, session, or invoice record.
Click the Communication tab of the ribbon at the top of the record.
Click the arrow under Web Form and choose which web form you want to create.
The web form will be created and immediately available for in-house use on the Web Forms tab of the client, session, or invoice record. Double-click to open a form.
The form will also be made available to the client according to the visibility rules you set up for the web form (Always or Limited). Here's an example: You open a session that is scheduled for next month and create a "Session Feedback" web form. The visibility rules for that form are set up to start 1 day after the session date and end 7 days after the session date. In this case, the feedback form for this session would exist as soon as you create it, but it would only be visible to the client during the week following their session. Note: This works the same way when forms are automatically created.
After the client submits the form, any linked fields will be updated in your database. The web form status will be updated, along with the client/session/invoice status updates specified in the template.
This option is used to create web forms for a large group of existing clients. You can bulk create forms using the Bulk Create Web Forms tool. Here's how:
Go to Maintenance > Web Forms > Bulk Create Web Forms.
Select which Web Form you will be creating in bulk
Based on the selected web form, choose which clients/sessions/invoices the form should be built for. The options for this are a Filter, Client Status, Session Status, Invoice Status, Client Group, or Marketing Plan. The filters and options available will vary depending on the type of web form selected - Client, Session, or Invoice based. See also: Building Web Forms
Press Create to create the web form on respective client/session records.
After the client submits the form, any linked fields will be updated in your database. The web form status will be updated, along with the client/session status updates specified in the template.
This option is used to create web forms for new clients/sessions/invoices moving forward from when the form is created. Here's how to enable auto-creation:
Go to Maintenance > Web Forms > Web Forms to open your list of forms.
Highlight the web form you want to modify and click Edit on the ribbon. (Or, just double-click the name of the web form.)
Check the Auto-Create option.
Click OK to save your changes.
Stratus will now automatically create the web form whenever a new client (or session/invoice) is created.
Once Stratus creates a web form, it is immediately available for in-house use on the Web Forms tab of the client (or session/invoice) record. Double-click to open a form.
The form will also be made available to the client according to the visibility rules you've chosen for the web form (Always or Limited).
This option is used to create web forms over time based on a criteria. Stratus can automatically create web forms through Triggers. Here's how you would set up a Client Status Trigger with the trigger type, Web Form:
You'll first need to notify clients that a form is available and provide them with the information they need to view it. The easiest way to do this is with triggers. Here's how you would set up a trigger to email the client when a session feedback form is ready for them to view:
Go to Maintenance > General > Triggers
Select New to create a new trigger.
Fill in the Description field, and then choose what options you want to use. Choose the session status. For this example, we chose the "Import Images Pending" status. This is the status we use after a session has been held.
Click OK to save the trigger.
Close the window when finished.
Make sure to regularly process your triggers, either manually or with the Control Center. See also: Triggers
Watch your client, session, and invoice statuses and/or your task list and follow up when a new submission is received. You may want to email a PDF to the photographer or print a copy of the form.
Open the client, session, or invoice.
Click on the Web Forms tab. You'll see a list of all the forms for this client, session, or invoice.
Double-click to open a submitted form. Note: The Status column will indicate when a form has been submitted.
Click Preview to see a web form before you print it.
Click Export to PDF to create a PDF version to save.
Click Email to create a new email with a PDF of the form attached. Note: If you have any Print Only or Internal Use fields in the form, these WILL be displayed in the PDF.
Close the web form when finished.
Save and close the session (or client/invoice).