Build a data entry form to create or update organization contact records and link them to organization records. Once created, consider Customizing the Organization Dashboard to provide a link to the new creation form for organization contacts.

This form can also be used as the New Record link on the Organization Contacts Lookup page. Instructions for this can be found in the Customizing the New Record Lookup Link article.

Creating and configuring a new record data entry form

Creating the form

1. Select Forms on the top navigation bar.

2. Select New Form. A popup appears (pictured).

3. Configure each setting as necessary. See Form Settings - Edit Form for a complete listing of these options.

4. Click Save.

   

Edit the form properties

1. Select Edit Form.

2. Select Edit Properties.

3. Change the Scope of the form to Dataset

4. Select the Dataset Organization Contacts.

5. Configure other settings as necessary. See Form Settings - Edit Properties for a complete listing.

6. Click Save.

   

Build form

1. Start by removing all of the default form fields from the form.

2. Add form fields for each of the data points you want to capture when creating a new dataset record, mapping these fields to organization contacts dataset-scoped fields. (If the field doesn’t already exist on this record type, it may be necessary to create a custom field.)

Required form fields

The following form fields are required to ensure that dataset records are created and function properly. Confirm that the following form fields have been included on your new form:

Parent record data

To associate the organization contact record with the parent organization record, add the following form fields to the new record creation form:

School Name Search

• Field Type: Text Box

• System Field: Unmapped

• Autosuggest: School Name Search

• Options: Required for submission

School Key (Parent Key)

A text box mapped to Parent Key is needed to ensure that record is associated with the correct organization. Once a school name is selected in the previous form field, this field auto populates with the CEEB of the organization selected.

Ensure that this field is only mapped once on the form. In addition, if more than one "School Name Search" appears on the form, the two fields need to be separated by a section break.

• Field Type: Text Box

• System Field: Record: Parent Key

• Autosuggest: School Key

• Options: Hidden / accessible through script

Collecting organization contacts addresses

If the query is built using the organizations contacts query base, it is not necessary to collect the organization contact address on this form. Create a query to return the organization address associated with organization contacts record.

Email address and unique for merging

If the organization contact's email address is used as both the email address and the unique for merging field, three fields must exist on the form to store this data correctly and to correctly match on an existing record or create a new record upon form submission.

Device type

• Field Type: Select List

• System Field: Device: Device Type

• Group: Defaults to 1. The group number is used for the Device Type mapping must also be used for Device Value (below).

• Default Value: Email Address

• Options: Hidden / accessible through script

Device Value

• Field Type: Text Box

• System Field: Device: Device: Value

• Group: Defaults to 1. The group number used for Device Value must match the group used for Device Type (above).

• Options: Required for submission

Unique for merging field

Add a Text Box form field mapped a custom email unique for merging field (scoped to the organization contacts dataset). Then use a formula to copy the value entered in the Device Value form field (above), eliminating the need to input the email address more than once.

Tip: The unique for merging field may also be set by a rule for consistency (for example, if some contacts are created by import and not always via this form), however calculating this value in the record creation form is recommended so that the value will be set immediately upon submission without waiting for the next run of the rules.

• Field Type: Text Box

• System Field: Fields: select the custom unique for merging field created for this purpose

• Calculation Formula: @sys:device:value

  • Note, if the group number used for Device Value is something other than 1, the variable to identify this field for calculation purposes will be appended with that number, for example: @sys:device:value^2. If you are unsure, reopen the Device Value form field configuration and copy the value from Export Key (example, sys:device:value^2). When used as a calculation formula, add @ to the beginning of the export key to use it as a variable.)

• Options: Hidden / accessible through script

Display Name

Rather than waiting for the display name rule to run to set the display name field, a form field with a calculation formula may be added to set the display name field upon submission of the form. Refer to the Managing Organization Contact Display Name Rule article for more information about building the corresponding rule.

First add form fields for both first name and last name, and map these to custom dataset-scoped fields. Then add form field for Display Name configured as follows:

• Field Type: Text Box

• System Field: Record: Name (Display Name)

• Calculation Formula: @sys:field:contact_first + ' ' + @sys:field:contact_last

  • Note that in this syntax, ' ' is two single quotes separated by a space, not double-quotes. This ensures there is a space between first and last name in the resulting value.

• Options: Hidden / accessible through script