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Forms Management

Forms

The Forms page facilitates the creation, distribution, and management of public engagement forms for various community services and data collection needs.

Location: Resources → Forms

Objectives

  • Primary Goal: To centralize form submissions for various public services, enhancing community interaction and data collection
  • User Benefits: Simplifies information gathering, promoting efficient public service and engagement

Key Features

  • Form Dashboard

    • View all available forms
    • Track total submissions per form
    • See last submitted entry timestamp

  • Submission Management

    • Review and process submissions
    • Assign to team members
    • Attach to contacts
    • Export responses

  • Form Distribution

    • Shareable web links
    • Embed on website
    • Track engagement

Tips and Tricks

Best Practice: Regularly monitor the submission counts to gauge public engagement. Use the last submitted date to track the forms’ relevance and activity.

Reviewing Form Submissions

Accessing Submissions

  1. Navigate to Resources → Forms
  2. Click on the form to review
    • By default, forms with ‘Open’ status appear
  3. Use search/filter options at the top to refine results
  4. Click on individual submissions to view details

Processing Submissions

Attaching to Contacts

  1. Open the form submission
  2. In the Actions widget, locate ‘Attach Contact’
  3. Search by:
    • Name
    • Email
    • Phone
    • Account number
  4. Select the matching contact

Important: Attaching ensures the response is logged under the proper contact and any preference changes are applied.

Updating Submission Status

  1. Open the submission
  2. In the Actions widget, change status:
    • Open - Requires review/action
    • Closed - Completed/no action needed

Note: Marking as ‘Closed’ doesn’t delete the submission; it removes it from the open list. Status can be changed back to ‘Open’ if needed.

Managing Submissions

Editing Submissions

  1. Navigate to the specific submission
  2. Click ‘Edit’ in the Actions widget
  3. Make necessary changes
  4. Click ‘Save’ when complete

Adding Notes

  1. Open the submission
  2. Click the ’+’ icon next to ‘General Notes’
  3. Type your note
  4. Click ‘Save Note’

Notes are timestamped and show the author

Assigning to Team Members

  1. Open the submission
  2. In the Actions widget, click the dropdown next to ‘Assigned’
  3. Select team member(s)
    • Multiple employees can be assigned
  4. Assigned members receive notifications

Common Form Types

Add or Update Contact Information

Special handling for contact update forms:

  1. Open the submission from notifications or Forms page
  2. Assign a team member using the Actions widget
  3. Attach to existing contact if found
  4. Update in billing system first (recommended)
    • Ensures consistency with imports
    • Prevents manual override issues
  5. Update contact preferences in Yoppify:
    • Click attached contact
    • Click ‘Edit Contact’
    • Adjust preference toggles:
      • Text messages
      • Phone calls
      • Email

Warning: Manual updates in Yoppify override import updates. Always update in billing system when possible.

Other Common Forms

  • Service Requests - Report issues, request services
  • Event Registrations - Sign up for programs/events
  • Feedback Forms - Collect community input
  • Permit Applications - Initial permit requests
  • Newsletter Signups - Subscribe to communications

Sharing Forms

  1. Navigate to the form
  2. Click ‘Shareable Web Link’ button
  3. Copy the provided URL
  4. Share via:
    • Email campaigns
    • Social media
    • Website links
    • Printed materials (QR codes)

Embedding on Website

Forms can be embedded in your Yoppify widget:

  • Automatically appears in forms section
  • Direct link available for sharing
  • Responsive design for mobile access

Exporting Data

Export Options

  1. Navigate to the form
  2. Click ‘Export’ button
  3. Choose format:
    • CSV - For spreadsheet analysis
    • Excel - For advanced formatting
    • PDF - For reports/archives

Export Contents

Exports include:

  • Submission date/time
  • All form fields
  • Attached contact information
  • Assignment status
  • Notes (if included)

Creating New Forms

Note: To create a new form for your Yoppify widget, please reach out to Preston at preston@yoppify.com.

Information Needed for New Forms

When requesting a new form, provide:

  • Form purpose/title
  • Required fields
  • Optional fields
  • Validation rules
  • Notification preferences
  • Assignment workflow

Form Analytics

Key Metrics

Monitor form performance:

  • Submission Rate - Forms submitted over time
  • Completion Rate - Started vs. completed
  • Processing Time - Open to closed duration
  • Popular Forms - Most used forms

Improving Response Rates

  • Keep forms concise
  • Use clear field labels
  • Provide help text
  • Mobile-optimize design
  • Send reminder communications

Workflow Integration

Automated Actions

Forms can trigger:

  • Email notifications to staff
  • Text confirmations to submitters
  • Contact record updates
  • Task creation in workflows

Follow-Up Actions

Common post-submission tasks:

  1. Send acknowledgment
  2. Assign to department
  3. Update contact record
  4. Schedule follow-up
  5. Generate reports

Data Management

Privacy Considerations

  • Store data securely
  • Limit access to authorized staff
  • Purge old submissions per policy
  • Never share personal information

Data Retention

Recommended retention periods:

  • Service requests: 1 year
  • Registrations: Until event + 90 days
  • Feedback: 2 years
  • Applications: Per regulatory requirements

Quick Reference

Daily Tasks

  • Review new submissions
  • Assign urgent requests
  • Process contact updates
  • Close completed items

Weekly Tasks

  • Export data for reporting
  • Review assignment queue
  • Follow up on pending items
  • Archive old submissions

Need a custom form? Contact Preston at preston@yoppify.com

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