Creating a Web Form for Outside Your Community

Permissions required:

Security: Add Projects (Admin > Security Roles tab)

Project: Web Form-related permissions (Projects > Permissions tab)

A web form allows you to quickly and easily collect information from your business contacts by using a survey called a web form. Public web form results are similar to community web form results, except responses are anonymous.

Because respondents are not yet part of your Active Community community, you cannot use custom fields in the web form. Custom fields supplement the basic information contained in core fields in contact and company profiles. You can, however, add groups, questions, and choices to a public web form.

After the form has been created, tested, and published, use an email to distribute the web form URL to contacts. There is no need to link a public web form to an activity in a project.

The first phase of the web form setup process is to name the web form, define how you want it to collect responses, and setup up web form groups, questions and question choices.

Create Web Form:

Key	Description
1	To create a web form: Give it a name Define how to collect responses Create question groups, questions, and choices

Important: Before creating a public web form, you must create a project.

To add a web form

1	Click Projects and locate and open the project to which you want to add a web form.

2	Select the Web Forms tab.

The Web Forms list page opens.

3	Click Add Web Form.

The Creating a New Web Form page opens.

4	In Web Form Name, type the name of the web form, which can be a survey, poll, or request for information (required). Example: Supplier Diversity Survey

5	In Description, type optional text that provides more detail about the web form, such as its purpose and the deadline for responses.

Note: Recipients see the description, as well as all other fields in the form.

6	In General Settings, select Public to generate a link (URL) to the web form after the web form has been published.

The host distributes the URL to contacts outside an Active Community community.

7	Click Save Changes.

The question group, called “Questions,” opens.

Note: A question group is a grouping of related questions. The questions are in a separate section.

8	Click Edit Group.

The Editing Custom Field Group page opens.

9	In Name, type over “Question” and give the group a name, such as “Level of Performance.”

10	In Description, type more detail about the question group; for example, “Information about the quality and frequency of communication with suppliers.” Contacts who respond to the survey can see the description.

11	Perform the appropriate action (optional):

Select...	To:
Display this group as a table	Display all questions in the group in a data table, which allows multiple answers to each question (see “Creating Questions in Data Tables” ).
Make dependent on another question (optional)	Make a question conditional based on the answer to another question (see “Creating Dependent Questions” ).

12	Click Done.

You have created a web form with a custom field group. At the top of the page, the name of the group refreshes with the name you typed in step 9.

13	Next steps (required):

a	Add questions to the group (go to “Adding Custom Field Questions to Groups” ).

b	Define choices for contacts to select for each question based on question’s format. Perform the appropriate action:

For these question formats...		Go to:
Drop List Multiple Choice Radio Button List True/False Yes/No Text Number	Date Text Area Display Image File Upload Company Link Specialized	“Adding Question Choices for Shared Formats”
Company Profile Contact Profile	Collect Contact Custom Field...	Step 4 in “Adding Question Choices for Web Form Formats”

21.2 release. Updated April 7, 2021 OpenText Active Community User Guide PDF

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