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Form Configuration

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Overview

Unifyr One gives you the option to configure forms to match your requirements as a supplier. Forms can be made easy to complete in the portal, by hiding fields that aren’t relevant. You have control over whether a user can view or edit data. You can also add validation rules to ensure clean data is always submitted by your partners.

Form Configuration in Unifyr One allows you to customize layout and behaviour of forms. This includes:

  • Renaming and hiding standard fields
  • Making standard fields mandatory/optional
  • Making fields read-only
  • Mixing standard and custom fields
  • Changing the field order
  • Using display conditions
  • Adding CAPTCHA verification (to some forms)

You can make changes to two types of form:

  • Unifyr One standard forms - for a list of standard forms, see the Access a Form for Configuration section of this article
  • Your custom forms - for more information, see Custom Forms.

Submit a request to your Unifyr One team to discuss using this feature - it may need to be enabled on your system.

Intended Audience

Channel Operations Managers

Contents

Click on the + to expand the instructions for the desired task.

Access a Form for Configuration

  1. Navigate to   > Settings > Forms & Fields.

  2. Choose the category of form you want to edit:

    • Partner User
    • Partner
    • Lead
    • Deal
    • Account
    • Deal Line Item
    • MDF

    admin_forms_felds_page.png

    You may also see the Custom Objects category listed here. For information on working with Custom Objects, see Custom Objects and About Custom Objects and Submissions.

  3. Choose Forms in the left hand sidebar to get a list of available forms.

    admin_forms_felds_page_forms.png

  4. Note the Form Type column in the list. This indicates where the form will be used to add information - Partner Portal or ZiftONE (Unifyr One Admin).
  5. Select the form you want to configure from the list. Note: these are Unifyr One standard forms, and you may not see all of these on your system. You may also see other forms, if you have implemented custom forms.
    • Partner User
    • Partner
      • Company Profile Portal
      • Partner Invitation
      • Partner Profile
      • Partner Registration Portal
      • Partner Registration Admin, for Create Partner (this form may need to be enabled on your system. Submit a request to your Unifyr One team if you want to use it)
    • Lead
      • Lead Contact (in Contact category)
      • Stage Change (in Contact category)
      • Lead Registration (in Register category)
      • Lead Accept (in Accept category)
      • Lead Reject (in Reject category)
      • Lead Feedback (in Feedback category)
      • Lead Unqualified/Invalid (in Unqualified/Invalid category)
    • Deal
      • Deal Registration - Default
      • Deal Registration Admin
      • If you're using Deal Types, you might see a form for each type
    • Account
      • Account Admin
      • Account Portal
    • Deal Line Item
      • Deal Line Item Admin
      • Deal Line Item Portal
    • MDF
      • Admin MDF Claim/Pre-Approval Form
      • Claim/Pre-Approval Request

  6. Make changes as required.

    You can make these changes - see the relevant sections for information:

  7. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

The ability to manage forms depends on your role and whether form editing has been enabled for your site:

  • Unifyr One admins can edit all forms - they'll be given a link to the form in > Settings > Forms & Fields > field category > Forms.
  • Non-admins can edit forms for custom objects. They can also edit other forms if form editing is enabled on the site.  Submit a request to your Unifyr One team if you want to discuss enabling the option.
  • If form editing is disabled, non-admins can't edit forms. They are told to make a request to the Unifyr One team to make the changes - they see the message Speak to your Unifyr One representative about making changes to field visibility.

How to Add/Remove a Field in a Form

  1. Open the form you want to edit - see Access a Form for Configuration

    Selected Fields shows the fields that are currently in the form, in the order in which they display.

    Available Fields shows the fields that can still be added to the form.

    Each field shows its origin - either Standard (Unifyr One standard fields) or Custom (based on your custom data fields. You can see the information by hovering over the field or clicking on it to edit it.

    admin_form_configuraiton_field_type_tooltip.png

  2. There are two options for adding a field to a form:

    • Click the Add icon icon_add_field.png to move the field from Available Fields to Selected Fields. The field is added to the bottom of the list - you can drag it to the required location.

      admin_form_configuraiton_field_add.png

    • Drag and drop the required field from Available Fields directly to the required position in Selected Fields.

    A custom field that has a dependency on another field displays a link icon:

    admin_field_relationships_linked_fields.png

    Adding one of these custom fields will add its dependent field(s) too. The dependent field (e.g. Products Offered) can’t be added without its controlling field (e.g. Product Area). For more information about linked fields, see Add a Relationship between Custom Fields.

  3. To remove a field, select it in Selected Fields and click the X.

    admin_forms_felds_remove_field.png

    Note: If the field shows a padlock icon, rather than an X, you can't remove it. This field is required by Unifyr One at a system level.

  4. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

How to Order the Fields in a Form

  1. Open the form you want to edit - see Access a Form for Configuration.

  2. Selected Fields shows the fields that appear in the form. Move the fields in the form by selecting them and dragging and dropping to the required position in Selected Fields.

    A custom field that has a dependency on another field displays a link icon:

    icon_link.png

    Moving a top level (controlling) linked field will move all its child (dependent) linked fields too. You can move dependent linked fields individually within their parent. For more information about linked fields, see Add a Relationship between Custom Fields.

  3. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

How to Rename a Field when Used in a Form

  1. Open the form you want to edit - see Access a Form for Configuration.
  2. Select the field in Selected Fields.

  3. In the configuration window for the field, enter a new value for Display Name.

    admin_forms_felds_rename_field.png

  4. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

How to Make a Field Mandatory/Optional When Used in a Form

You can specify that a field in a form must be completed by the user. The field can be always required, or include a condition when it is required (the field is optional if the condition isn't met).

  1. Open the form you want to edit - see Access a Form for Configuration.

  2. Note which fields are currently mandatory in the form - they have an asterisk next to their name:

    admin_forms_mandatory_field.png

  3. Select the field you want to make mandatory/optional in Selected Fields.
  4. In the configuration window for the field, enable (mandatory) or disable (optional) the Required field as required.

  5. [Optional] If you chose Required, add a condition under which the field is required. You can create the condition based on the value of one of your custom fields.

    This option applies to forms used in the partner portal only. It isn't available for forms used in Unifyr One Admin.

    Click Add Condition to configure the rule for the condition. Use the drop down menus to detail the logic of the rule In this example, the Communications Requested field is required if the value of Decision Maker is Yes.

    You can choose any of these as the basis of the condition:

    • Core and custom fields of a select type (select, multiselect, radio, checkbox)
    • Partner Group (for all portal forms)
    • Supplier User Roles (for all Unifyr One Admin forms)

    admin_form_required_condition.png

    [Optional] Click Add Condition again to add a new rule and make a group with the first one. They're joined with an AND operator - meaning that all the rules in a group must match for the condition to resolve to True.

    [Optional] Use Add Group to create another group of rules, separated from the first group with an OR operator - either group must match completely for the condition to resolve to true.

    If you don't add a condition, the field is always required when Required is enabled.

  6. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

How to Make a Field Read-Only When Used in a Form

You can make fields in a form read-only, to ensure that they only provide information and can’t be edited by users accessing the form. You have the option to always present the field as read-only, or leave it as editable unless certain conditions are met - for example, partners can edit the value in the field, but providers can only read it.

To make a form field read-only:

  1. Open the form you want to edit - see Access a Form for Configuration.
  2. Select the field you want to make read-only in Selected Fields.
  3. In the configuration window for the field, enable (read-only) or disable (editable) the Read-only field as required.
  4. [Optional] Add a condition to indicate when the field should be read-only. Click Add Condition.

  5. Enter the condition by selecting property/properties and entering values, for example Type Is Provider. The list of conditions available depends on the form type/field.

    You can choose any of these as the basis of the condition:

    • Core and custom fields of a select type (select, multiselect, radio, checkbox)
    • Partner Group (for all portal forms)
    • Supplier User Roles (for all Unifyr One Admin forms)

    admin_forms_read_only_field.png

  6. Add further conditions if required, by clicking Add Condition again and repeating the previous step. You can also create a new group of conditions. For information, see How to Add a Display Condition to a Field When Used in a Form.
  7. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

Notes:

  • If a field is set as Read-only but a condition isn’t supplied, the field will never be editable.
  • If a Read-only condition is supplied but isn’t matched, the field will be presented as editable.
  • If a field is set as Read-only, it will be automatically hidden on a Create form (for example, Add Contact or Create Lead)
  • If the field is set as Read-only and Required, the partner will not be required to complete it to save the form.

How to Add a Display Condition to a Field When Used in a Form

You can specify that a field will only be provided in a form under certain circumstances. You can add a single condition or multiple conditions that must be met for the form to be displayed. For example, you can specify that the Work No field in the Add Contact form only appears when the user sets the Decision Maker field in the form to Yes.

Display conditions are based on values of certain fields - standard and custom fields for which the user has to select values (fields of type Checkbox, Radio, Select, Multiselect). Specify the value(s) that must be true in one field for the second field to be presented in the form.

  1. Open the form you want to edit - see Access a Form for Configuration.
  2. Select the field to which you want to add a display condition in Selected Fields.
  3. In the configuration window for the field, enable Display Condition.

  4. Configure the rule under which the field will be displayed using the drop down menus, for example Status Is Approved OR Pending.

    You can choose any of these as the basis of the condition:

    • Core and custom fields of a select type (select, multiselect, radio, checkbox)
    • Partner Group (for all portal forms)
    • Supplier User Roles (for all Unifyr One Admin forms)

    admin_forms_display_condition.png

  5. Add further display conditions if required:

    • Click Add Condition again to add a new condition (creating a group of conditions, each one separated by an AND, i.e. they must all be met) and repeat the previous step.

      For example, Status Is Approved OR Pending AND Partner Group In Bronze Partner Group

      admin_forms_display_condition_group.png

      OR

    • Click Add Group to add a new group of conditions, separated from the previous condition/group by an OR, i.e. one of the condition groups must be met

      For example, [Status Is Approved OR Pending AND Partner Group In Bronze Partner Group] OR [Status is Draft AND Partner Group is Deal Champs]

      admin_forms_display_condition_groups.png

  6. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

Notes

  • It’s not possible to add a display condition to Required fields - they can’t be hidden.

How to Enable New Account Requests in Deal Forms

You can specify whether your partner users are permitted to request new accounts when they register deals in the partner portal.

If you enable the option, a Request New Account link is shown in the deal creation form. If the option is disabled, the link is hidden in the form and the user only has accounts to the accounts you've provided.

portal_deal_form_request_account.png

  1. Open the form you want to edit - see Access a Form for Configuration. This should be a form in the Deal category.
  2. Add the Account field to the form if it's not already available, then click the field to select it.

  3. In the configuration window for the field, enable Allow partners to request accounts.

    admin_custom_form_deal_account_request.png

  4. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update

How to Retain Field Values from a Lead Stage Change Form

You can specify that a lead record should show a collated view of the value a partner gives to a specified custom field every time they change the status of a lead.

  1. Open the the Lead > Contact > Status Change form - see Access a Form for Configuration for more information.
  2. Add the required custom field (of type Text Area) to the form if it's not already available, then click the field to select it.

  3. In the configuration window for the field, enable Append to existing value.

    admin_forms_stage_change_append_value.png

  4. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.
  5. Open the Lead > Contact > Lead Contact form. Add the same custom field anywhere in the contact form (this ensures that the custom field values are displayed in the overall lead record).
  6. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

The user can add a value for the field when they update the lead stage:

portal_lead_stage_change_comment.png

If you added the field to the Lead Contact form, the values are shown in the lead record in the portal, each on a new line:

portal_lead_appended_comments.png

How to Change the Column Layout of a Form

You have the option to use a one column or a two column layout for a form.

One column:

admin_forms_column_layout_one.png

Two column:

admin_forms_column_layout_two.png

  1. Open the form you want to edit - see Access a Form for Configuration.

  2. Select the required layout from the Layout area - One Column or Two Columns

    admin_forms_column_layout.png

  3. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

How to Display a Field at Full Width of Form

If you have selected Two Columns as the form's layout, you can choose to have any field displayed across the whole width of the form, instead of being half width in a column.

Standard width:

admin_forms_column_layout_std_width.png

Full width:

admin_forms_column_layout_full_width.png

  1. Open the form you want to edit - see Access a Form for Configuration.
  2. Select the field whose width you want to set in Selected Fields.

  3. In the configuration window for the field, enable the Full Width option.

    admin_forms_full_width_field.png

  4. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

Add Help Text for a Form

You can create a header for each of your portal forms (Form Type = Partner Portal). This allows you to add additional information to the top of your forms - for example, you might want to add some guidance text to help your users complete the form.

To add a header to a portal form:

  1. Open the form you want to edit - see Access a Form for Configuration. The form must be of type Partner Portal - you can't add headers to forms used in Unifyr One Admin.
  2. Go to the Other tab.

  3. In the Help Text field, enter the text you want to appear at the top of the form. The field accepts rich text, so you can format the text, and add links, tables, lists, etc. as required.

    admin_forms_other_tab.png

  4. Click Save to preserve the update, Save and Close to complete it and return to the form list, or Cancel to abandon the update.

    When a user opens the form in the partner portal, the help text is shown at the top of the form.

    portal_forms_help_text.png

Add CAPTCHA Verification to a Form

You have the option to add CAPTCHA verification to some forms. This helps to reduce spam submissions and requests, by ensuring that the forms are completed by a human.

portal_forms_captcha.png

You can add CAPTCHA to these forms:

  • Password Reset / Forgot Password
  • Partner Registration and Partner User Registration

CAPTCHA for these forms needs to be enabled. Submit a request to your Unifyr One team if you want to use it.

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