Skip to content

Online Forms: Saving Your Submission

July 9, 2018

In the Online Forms module in QuickSchools, there is a little known capability to allow applicants to save their online form, and submit it later. This is particularly useful if your form packet contains a large number of forms. Just be sure to turn on the feature when you’re configuring the Online Form Packet. Here’s what it looks like:

 

Configure Online Form Packet for Non-Authenticated Users

Configure Online Form Packet for Non-Authenticated Users

Once enabled, when an applicant accesses the Online Form via your public web page, they’ll be greeted with 2 options:

Online Form with Retrieval by Unauthenticated Users

Online Form with Retrieval by Unauthenticated Users

When applying for the first time, after clicking “New Submission“, the applicant will need to fill in his/her name and email address:

Creating a New Online Form Submission for Unauthenticated User

Once submitted, the system will display the reference number:

Reference Number for Online Form Submissions

Reference Number for Online Form Submissions

When the applicant comes back to the site, applicant can then click on “Retrieve Submission”, and the system will prompt the user for the email address and reference number:

Retrieving a saved Online Form Submission

Retrieving a saved Online Form Submission

Multiple Submissions

It is possible for one applicant to have several submissions. In this case, the applicant would have separate reference numbers for each application.

Controlling Submissions

When configuring an Online Form Packet, there is an option labelled “Users can only retrieve an existing submission”. This is for cases where you don’t want parents to freely create new applications online. Instead, they have to contact the school, and the school will invite the parent. During this process, a reference number is created, and communicated to the parent. 

To invite a parent to the Online Form Packet, open the list of submissions for the associated Online Form Packet, and click on “New Submission“. This will prompt the user for the applicants name and email:

Inviting an applicant with Reference Number

Inviting an applicant with Reference Number

Once you fill this in and click “Save”, the reference number will appear:

Reference Number for Manually Invited Applicants

Reference Number for Manually Invited Applicants

You can then communicate this Reference Number to the applicant as necessary (via phone, over the counter, etc)

Recovering the Reference Number

In the event the applicant forgets their reference number, you can access their application form, and use the Email function to send out the reference number. The Mail Merge function contains a list of fields you can use, which includes the Reference Number:

Mail Merge Fields for Online Forms with Reference Numbers

If you think you’ll be doing this often, you can create an email template with all the required fields, so that the applicant gets their info in an email. Here’s an example:

Email Template for Online Forms with Reference Number

Please note that the URL in the sample email above is taken from your Online Packet. Be sure to update that as appropriate. See below for example:

Public URL for Online Form Packets

Public URL for Online Form Packets

Do let us know if you have any further questions or comments about this.

No comments yet

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google+ photo

You are commenting using your Google+ account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s