Online Forms

About Online Forms

On-Line Forms have been designed to work in conjunction with Interactive Marketing, allowing for greater

functionality, whilst saving time and providing Chambers with a solution that can interact better with both prospective

and existing clients

What can it do

Website Newsletter sign-ups – The functionality for prospect/existing contacts to sign-up for Newsletters via Chambers websites. All responses (completed forms) then appear in LEX allowing you to create a new contact or merge data with an existing contact record.
Update Contact Details/Double Opt-in – A form can be sent via Interactive Marketing allowing the recipient to update their contact information, and subscribe to newsletters.
Website Event Registration - A form can be associated with a marketing event. This allows recipients to forward an invite to colleagues (non-invitees), register for an event and register prospective clients for the event via Chambers website.
Workshop / Breakout Sessions – When Chambers is running an event with multiple speakers holding simultaneous sessions, both recipients and non-recipients can register and specify which session they want to attend.
Collecting E&D Data for members and staff

Enabling On-Line Forms

Chambers require Interactive Marketing as well as the On-Line Forms package (chargeable). Additional html templates

will be needed before online forms can be enabled via advanced System Options. The templates will be designed in

consultation with Chambers and possess Chambers corporate branding

Form Creation – New Contacts

A New Contact form should be used with Newsletter Sign-ups/Event Registration (non-invitees.) The New Contact

form is not prefilled with the contact information so that anyone can complete the form.

The form can be associated with a campaign, but does not have to be. When a form is completed Chambers will

receive an email notification (allows for multiple addresses) as well as the completed response, which can be added to

an existing contact record; or a new contact record can be created

Form Creation – Existing Contacts

An Existing Contact Form should be using in conjunction with an Interactive Marketing campaign. The forms fields can

prefill the recipients contact information (name, email address etc.) thus saving time for the contact and increasing the

return quota.

It is recommended that an existing contact form is associated with a campaign and therefore any completed responses

will appear on the campaign (forms tab) record. In addition, the campaign html templates can be associated with the

form which can then create a form button, allowing the recipient to click via the email to the form.

The Existing Contact form can also be used for sending out an invitation requesting additional feedback (e.g. dietary

requirements), updating contacts information/double opt-in and when an Event has breakout session/workshop

sessions

Create a New Form

To create a new form, select add new icon from the Online Forms tab

A new On-Line Form tab will now appear.

Form Name – Enter the required text for this form – for example, Newsletter Sign-Up Form, or if the Form to be associated with a campaign then the name of the campaign should be used including the words “New” or “Existing” as appropriate.

Form Type – Select New Contact or Existing Contact.

Link to Marketing Campaign – The form can be associated with an existing campaign, which will allow responses (completed forms) to appear in the campaign once approved. If the form is generic and cannot be associated with a campaign, then this field should be left blank.

Email Responses – When a form is completed an email alert will be emailed to the address stored within the field. Multiple addresses can be used if the email addresses are separated by a comma or semi colon. For example, name@domain.com; name2@domain.com.

Browser Title – This will be the name of the browser tab when viewing the form. The name should be kept short as most browser tabs are limited in the number of characters they can display.

‘Not a Robot’ Check – This will enable a Googles reCAPTCHA service that helps protect websites from spam and abuse. A “CAPTCHA” is a test to tell human and bots apart. It is easy for humans to solve, but hard for “bots” and other malicious software to figure out

Fields Tab (New Contact Form)

When a New Contact form is created then by default the Contact fields have already been created, as well as the

Company Name. The aim being that these will be the more essential and useful fields. The contacts fields cannot be

prefilled with existing data

Fields Tab (Existing Contact Form)

When an Existing Contact Form is created LEX will display a blank form.

To begin, select either the Full Name, Contact Details, Company Details and Address form buttons

As this is an Existing Contact Form, LEX will then display a prompt indicating fields that will be added by using the Existing Contact Form button and whether the fields should be prefilled with existing contact data. It is usually recommended that “Yes” and “Prefill Existing Contact” data is selected.

Once selected the form will display the following;

Building a Form

In order to create and build a form the Field buttons will need to be used. The field button looks at different types of

fields within the Contact and Company records and can capture information for default fields as well as UDF created.

Welcome Screen

If the requirement is to have a welcome page before the form can be completed then select this button, or select the

“Add Welcome Screen” text at the top of page. If there is no requirement for a welcome screen, then do not select as

it will not appear by default

When viewing the form, the welcome title will appear in the middle of the screen. Any text, links and images within

the html editor will appear below the title. The button (to click through to the form) can be renamed.

Section/Heading

If the requirement is to have a multi-page form, then use the Section/Heading button. This will then act as a page

break on the form and will introduce a Next button when completing the form.

This is an example of a how the Section Header will display:

Full Name

The Full Name field button will create three fields (Title, First name and Surname.) LEX will show a prompt to confirm

that these three fields should be added. When using an Existing Contact Form an additional option to prefill with

existing contact data will also be shown.

Contact Details

The Contact Details field button will create five fields (Title, First Name, Last Name, Telephone Number and Email.) LEX

will show a prompt to confirm that these five fields should be added. When using an Existing Contact Form an

additional option to prefill with existing contact data will also be shown.

Company Details

This button will create three fields (Company Name, Company Telephone Number and Company Email.) LEX will show

a prompt to confirm that these three fields should be added. When using an Existing Contact Form an additional

option to prefill with existing contact data will also be shown.

Address

The Address field’s button will create five fields (Address, City, County, Postcode and Country). LEX will show a prompt

to confirm that these five fields should be added. When using an Existing Contact Form an additional option to prefill

with existing contact data will also be shown

Email, Website, Number, Telephone Number, Currency and Date

The form buttons below all act in a similar way and can capture further information which can then be saved/merged

against the Contact record.

In the example below, the requirement is to capture a prospects Contacts Record mobile phone number via Chambers

sign-up page. In order to achieve this, the Telephone Number form button will be used, but with a few modifications.

Select the Telephone Number field
Amend the question from Telephone Number to a more bespoke question, for example, “Please can you provide a mobile number?”
Within the Icon field, search and select Mobile Phone.
In the Connected Field search and select Contact: Mobile.

As this is a New Contact Form there is no need to Prefill with Recipient Data and there cannot be a default value.

The Required flag enables specific form fields to be mandatory. It is important to note that if marked “Required” and

the mandatory field is not completed, the form cannot be submitted.

The Read Only option should normally only be used in conjunction with Existing Contact forms and invitations.

Any text that is entered in the Tooltip field will be displayed when the recipient hovers over the question for further

clarification/explanation. Alternatively, the Hint field can be used in a similar way to the Tooltip. The text will be

displayed just below the question when the Form is viewed

Single Line Text / Multi Line Text

A single line text box can be used as a miscellaneous type field and can link to any field on the Contact record that

contains just one line of text e.g. name and phone number. The field cannot be linked to the Notes field on the

Contact Record.

A multi-line text can only be linked to a field on the Contact record (normally the Notes field) unless another UDF

record has been created using the select mode of Multi.

Multiple Choice / Drop Down

A multiple choice form field can be used to capture numerous responses/answers for the same record field e.g. Areas

of Law and Marketing Groups fields on the Contact record, which allow for multiple selections to be added.

The Drop Down form field is a single select option, where the prospect/contact can only select one option from the

drop down.

In this example the requirement is to capture the prospects/contacts areas of law using the Multiple Choice option.

1. Select Multiple Choice field.

2. Insert text for the question. For example, “Please specify the areas of law that are of interest?”

3. Within the Connected Field either select the lookup icon or use the predictive to locate Areas of Law.

4. The Selectable Values field will now display Chambers Areas of Law. If any of the Areas of Law are not

pertinent, then they can be removed by selecting the cross (X) beside the group name.

5. The Default Value in this example should be left blank.

6. Enable the “Required” flag, as this is a requirement for this form capture.

7. The Number of Columns field changes the display on the form, so the selectable fields can be presented in an

easy to read format. The available options are numbered from 1 to 4, so if Chambers has various group fields

the number of columns should be increased. In this example the number of columns is set to three.

Example of form, when the number of columns is set to 3

Paragraphs

The Paragraph form field allows for bespoke text to be added onto the form, which can help the prospect/contact

understand a specific question.

Grouping, Moving and Deleting Form Fields

The order in which the form fields are presented on the page can be grouped, reordered and removed.

1. Hover over a field on the main page of the screen.

2. The field will appear in grey with three icons at the end of the field (unless it’s the last field where the group

option will not show.)

Move - To move a field, select the arrow cursor icon and, whilst still selected (left click and hold), drag the

form field to another position

Group - To group fields together so that they appear on the form next to each other, select the Group icon on the first field that you wish to group. This will automatically set this field and the next together so they appear on the same line.

Grouped items will have the option to ungroup and release the grouped fields

Delete - To remove and delete a field from the form, select the Recycle Bin icon

Workshop Sessions

This field form button only works when a form is associated with an event which contains a programme with

workshop sessions. An Existing Contact Form and New Contact Form will have to be created in order to handle

responses from an invitation, email forwards to non-invitees and/or anyone registering via Chambers web page.

1. Select the Workshop session button

2. Enter text within the Question field. For example, “Please select which sessions you would like to

attend?”

3. Within the Selectable Values field, select the relevant sessions for this question, either by using the predictive or from the lookup facility.

4. The Single Select option prevents the recipient from selecting more than one of the Selectable Values.

5. Finally, select if this question is mandatory by enabling the “Required” flag and then complete the Tooltip (if required.) The Number of Columns field should only be completed if the Single Select option has not been selected

When the Live Form is viewed the prospect/recipient will then be able to indicate which session they wish to attend. In addition, the description section from the programme (in the marketing campaign) will be displayed once a session has been selected.

Draft and Live Form Buttons

There are two methods to preview a form.

View Draft Form button allows for the form to be previewed without saving. This allows for amendments to be made to a form which might already be live and accessible via Chambers website.
View Live Form button will preview the form from the last time it was saved.

Published url

When a form is saved it is then published with a unique url. When a live form is viewed the web address shown is the

url address specific to this form.

The url will also be shown on the Forms Details tab and can be copied from here if required

Reponses

The responses tab is where the form data is held once a form is submitted by a prospect/contact. The reason for this

tab is to allow for manual verification before the Contact can be assigned, as well as providing a merge process if the

contact already exists within the LEX database. Every form has a Responses tab and will also show on a campaign, but

only if the campaign and form have been associated.

The Responses tab has a filter facility which will show which contacts have been responded and approved (actioned,)

as well as a filter to display not approved (not yet actioned.)

Match Company/Contact

When a response is shown within the tab it should be actioned by either associating with a Company or merging into

an existing contact.

1. Right click on the Contact and then select Match Company/Contact

2. A new pop-up will appear to allow the contact to either be matched to an existing or new company

3. On the Match to Company field, either locate the correct Company by using the predictive or by using the lookup facility.

4. If the Company doesn’t exist, then use the “Add New” icon to create the Company record.

5. On the Match to Contact field check whether the contact record already exists. If the contact exists, select the name.

6. If the contact does not yet exist, then leave the Match to Contact field blank.

7. Select “Next” and a new pop-up will appear

New Contact:

Existing Contact:

Events – Form Reponses

An event can be associated with a form to record further information (e.g. dietary requirement) or to allow event registration externally from an email invitation (website.)

If Chambers are holding an event that consists of workshop session (breakout sessions) then forms will have to be created in order for the prospect/contact to select the sessions that they wish to attend.

In most scenarios two forms (Existing and New Contact) should be created: An Existing form to be associated with the email invitation and a New Contact form for website registrations or in the event of the email invitation being forwarded to a non-invitee.

When an Existing Form is created for an event we would also recommend that their Contact information be marked as read only. This is to prevent an email invitation being forwarded to a non-invitee by an original invitee who has not completed the form as they could change the contact details.

The form responses will appear on the Form Reponses tab and the Event Responses tab. The form will have to be associated with an event in order for the event responses tab to appear. In addition, only Reponses that appear on the New Contacts form will have to be actioned.

Once a Response has been received right click on the contact and a pop-up will appear.

Match Company/Contact – This will allow the contact to be matched to an existing or new company.
Add to Campaign – This will add the contact using the associated form name as the company. The attendance on the Campaign for this Contact will have to be manually changed.
Add to Campaign & Attending – As above but the Contact will be marked as attending on the Campaign