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Custom Forms

Manage Form Responses

Information on how to manage form responses in MinistryPlatform, including options to view responses as well as response notification and storage.

When someone submits a custom form, you can find their response in several places:
  • Go to Custom Forms > All Form Responses, then search for the form title.
  • Go to Custom Forms > Forms, then open the form, and click the Responses tab.

A SPoC can set up a process to notify a user when someone submits a custom form response.

Your Global Filter permissions may limit the forms or form responses that you can see. A form response's congregation is set automatically based on:
  • The congregation set on the related event.
  • The congregation associated with the program of the related opportunity.
  • The congregation associated with the program of the related pledge campaign.
  • The congregation assigned to the form.
  • The congregation assigned to the related Contact record (this does not apply to the default contact).

View Responses

There are several ways to view individual responses to a custom form:

  • The Selected Form Responses report organizes each response into a document.
    Tip: If you run the report on a large selection of records and it times out, break your selection into smaller pieces and run it again.
  • To see a single submission, open any Form Response record and read the individual's submission. Form answers display on the Answers tab.
  • If you use the Custom Form widget, users can drag-and-drop or browse to upload files through custom form answers. If someone completes the form through a non-widget application, it does not create a form answer. Files store as attachments on the Form Field Answer record in the Platform.

Update Responses Assigned to Default Contact

Instructions to update Form Responses assigned to the Default Contact.

MinistryPlatform attempts to match a Form Response to an existing Contact record. If it can't find a match, the response assigns to the Default Contact.
  1. In the navigation menu, click Custom Forms > All Form Responses.
  2. Locate and open the appropriate Form Response record.
  3. Click Edit Record.
  4. In the Contact field, search for and select the appropriate Contact record.
    Note: If there isn't a record for the person, you can add them using the Add/Edit Family Tool.
  5. Click Save.

Follow Up on Placement Required Fields

Instructions to sort your participants into specific groups or events once they complete a form.

Note: If you use the form along with an event, we recommend you use Product Option Groups to add registrants directly to groups. See Option Groups & Prices for more information.
  • This task assumes you have a Form Field on your form with Placement Required set to Yes.
  1. In the navigation menu, click Custom Forms > All Form Answers.
  2. Create a custom view on this page that filters for answers where the Form Field record has Placement Required set to Yes and the Form Answer has Placed set to No. If needed, you can also add filters for dates, events, and so on to narrow your results.
  3. After you receive responses, use the Placement Needed view to locate those who have not been placed. Then, you can add them to the appropriate group or event:
    1. Make a selection.
    2. In the selection menu at the bottom, select Current/Unsaved Selection.
    3. From the Actions menu, select Assign, and set Place to Yes on the selected Form Answer records.
    4. Use the Transfer Selection Tool to copy your selection to the Participants page.
    5. Open the Group or Event record, and click Add on the Participants page to locate your new selection.

Disable Further Form Responses

You can turn off access to a standalone form and stop further responses from coming in.

  1. In the navigation menu, click Custom Forms > Forms.
  2. Locate and open the appropriate Form record.
  3. Click Edit Record.
  4. Add an End Date.
  5. Click Save.

If someone tries to access the form after the end date, a message displays "This form has expired or is no longer available".

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MinistryPlatform

Last updated: November 11, 2024

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