Application Form & Form Settings

An Application Form is a type of form that you can create for your workspace.  Use an Application Form to create a form that can be used so that applicants/entrants or users can log in to access the form and input data.  Application Forms are unique in that an applicant/entrant/user can enter data, save a draft and when ready, submit their form.  Application Forms are normally used to capture the entry of data so that the user can access the data later to make updates and only submit their data when all information is completed to their satisfaction.  Only ONE Application Form is allowed in a workspace.

Sample Application Form

An Application Form lets you create a form that can be linked to the web from your website – or embedded into your website inside of an iframe.

Application Forms are typically used for gathering data for things like intake of applications, entries, some defined set of data, or some other sort of complex form. The Application Form contrasts to the Webform which does not require an entrant to log in and define a password in order to access the form. Instead, a Webform allows the user to submit a form without any login information.  You can see the differences between an Application Form and a Web Form  here.

Deploying an Application Form in a workspace requires three related tasks:  

  • Managing the settings related to your Application Form, such as the URL of the form, whether an email goes to the applicant upon submission, and what dates the form should open and close
  • Building the individual fields that make up the form
  • Designing the layout of the form


Before getting into the details of how to build an Application Form, it is worth understanding how an Application Form works.

When an applicant first comes to the form, they will see a place for the applicant to log in and/or sign up:

When they successfully log in, they will see a menu of options can be customized for your program.

All required fields MUST be completed before submitting a form.  Required fields will be denoted with a red asterisk next to the field label.   The restriction on the Application Form is that it only allows an applicant to enter one form.  This is by design.  However, it is possible for you to work with your WizeHive Implementation Lead to upgrade your Application Form to an  Advanced Cart form.  The Advanced Cart form enables an applicant to enter more than one submission with the same login ID and password.

Popular Uses of Application Forms

Application Forms are popular when you would like to:

  • Provide a means to enter an application for a scholarship, grant or contest
  • Provide the means to enter data relative to a program such as a set of project requirements, bug tracking entries, etc.
  • Provide the means to enter data from a variety of sources that can in turn, be reported on from this common WizeHive utility

Who can view an Application Form?

Anyone who is a member of the Workspace and has been assigned privileges to review one or more records in the Workspace can view those Forms.

How to Create an Application Form

Click on Manage Tabs in the upper right of your workspace.  You will be brought to the screen seen below. From this screen, click on the Add  a Custom App button.

You will then be asked to select a form type to create:

Select Application Form from this menu.  Once you have selected Application Form, you will see the following:

You will then be prompted to add the properties associated with the form.

FORM SETUP

Name:  In this field enter the name you would like to give to the application you are creating.

Tab Text:  In this field you will create the name of the tab found in the workspace

URL: In this field you will customize the URL that will be utilized to access the form from. You must enter a unique URL. If the URL is not unique,  red text that reads 'Not Available' will appear next to the text box. All Application Forms will be started with a prefix of:  https://app.wizehive.com/apps/

Form:  In this field you will provide a name for the form.  The drop down will show all forms contained in the workspace and give the option to create a new form. To create a new form, select <Create New Form> and click Edit.

Logo:  This is the field you will use to upload a logo to be presented in the form.  Uploading the logo in this field will display the logo at the top of the log in page and form.

Template Text:  This field enables you to customize the text associated with the form relative to messages, navigation buttons, errors, confirmations, etc. Click Edit to adjust the text associated with messages and default text in your form.

Review Form:  This field enables you to select the form that should be used as the Review Form for internal reviewers and can also represent the Review Form that will be used in private judging portals for reviews or a voting form for a public voting portal.  The Review Form drop-down will show all existing forms for the workspace or allow you to create a new form.

Review Score:  For the Review Form defined for this workspace, the review score represents the field that represents the total  score for the reviewed form. Reload Fields updates the drop-down list, if you recently update your form, you may need to click this. Recalculate Scores recalculates the review scores for all entries, this can sometimes take a few minutes.

Scoring Type:  Allows you to select if you want to total or average the scores that are submitted through the Review Form.

Max Score:  This field allows you to define the maximum possible score for a completed Review Form if your Scoring Type is set to calculate the Average.

Attach Files:  This field allows you to indicate whether applicants should have the ability to upload additional files outside of the upload fields within the application form itself.

Allow Resubmit:  This would enable an entrant to make changes to their application after they submit and resubmit their entry.

Login Text:  Allows you to customize the text that will appear to the left of the log in/signup window in the log in screen .

DATA MANAGEMENT

Entry Name Field:  Defines the field in the form whose information will be used to refer to the entry in the workspace. 

Entry Name Field 2:  Defines a 2nd field in the form, which, will be added to the entry name to identify the applicant.

Submitted Folder:  Represents the name of the folder that submitted entries will be placed in.

Draft Folder:  Represents the name of the folder that stores draft entries.

Pending Folder:  Represents the name of the folder that will be used to store entries awaiting their payment to clear through the defined payment utility.

Show Status in Menu: If you would like the folder that the application is residing in to represent the status of that application (e.g. Under Review, Semifinalist, Rejected, etc.), and if you would like that status to be shown to the applicant, select Yes.  On the main menu screen, the applicant will see the name of the folder in which their application currently resides, indicated as the status of that application.

COMMUNICATION

Email From Name:  Defines the contact name that will be used when sending the conformation email to applicants.

Reply-to Address:  Defines the email address that will be utilized as the reply-to email address in the conformation email to applicants.

Submission Subject:  Defines the subject of the conformation email to applicants.

Submission Email:  Defines the body of the email that will be sent as the conformation email to applicants.

Submission Text:  Defines the text that should appear in the confirmation message that appears online once an applicant has submitted their entry.

ADVANCED SETTINGS

Enabled:  Enables or disables the form from taking submissions.

Confirm Login ID:  Turns on the setting that requires an applicant confirms their Login ID (enter their email twice) before being able to update their Application Form.  This leaves less room for user error when entering an email address.

Submission Email: Turns the automated confirmation email for a submission on or off.

Hide print email: By default, an appliancant email appears on the top of print jobs requested by the applicant and in the backend. This can be hidden by selecting No here.

Print to pdf: Turning on this option allows an applicant to print a PDF of their full application package from the Main Menu, including uploaded files and attachments. *This option is not currently recommended as it will also allow the applicant to print pdfs of completed review forms.

Applicant menu access: (1) Follow application dates.  This option means that an applicant can only log in to their application between the start and end date. They would not be able to access any aspect of the application after the End Date if this were turned on (i.e. recommendations, followup forms, print).  (2) Always accessible. This option means that an application can always log in to their application Main Menu/portal.  The application itself will close on the specified End Date, but an application would be able to log in and see the status, print their application, monitor recommendations, and submit followup forms.

Start Date:  Defines the date that the URL that enables access to the form becomes useable. This is in EST.

End Date:  Defines the data that the URL that enables access to the form is discontinued so that it is no longer accessible. This is in EST.

Logout Redirect:  Defines the URL that the applicant will be redirected to upon logging out of the form.

Payment Type:  Defines the utility that is being utilized to accept payments for the form entry.  Selecting a payment vendor will provide you with further options and settings.

Late Fee: If the entry fee should increase after a specified day, indicate the increase amount here.

Date Late Fee Begins: The date that the late fee would go into effect.

FOR WIZEHIVE EMPLOYEES ONLY

These particular fields should only be used by to your WizeHive Implementation Lead.  These fields enable further interface to an application in the user’s environment.

How To Edit Form Settings

To edit the properties of the form, go to Manage Tabs and click the paper and pencil icon on your form or go into the form's tab and click Form Settings (seen below).

For more information on Form Settings:  How To: Edit Your Existing Application/Web/Internal Form

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