Public Forms allow you to share SAM forms with End Users that do not have access to your system. Forms are completed online and responses go directly into your SAM site in real-time.
This Public Forms guide discusses:
- Planning
- Creating
- Settings
- Testing
- Sharing with End Users
Examples of Public Forms: Inquiries, Family Applications, Employee Applications and Questionnaires completed by clients, constituents and people referred to your organization.
Access Public Forms
There are many pre-built public forms in SAM by default.
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In SAM, click Settings > Public Forms |
Share Public Forms with End Users
There are two ways to share Public Forms:
- Add a link in a Template or email
- Add a link on your website
Copy and paste the Public Form's URL into a template, email, or webpage you are composing.
Find a Public Form's URL
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In SAM, click Settings > Public Forms > click on name of desired form > the form will open in a new tab > copy URL from your internet browser |
Create New Public Form
If you decide to build a new Public Form:
- Connect this Public Form with your process.
- Know what data is being collected and connect it to SAM's Tables and Fields.
- Decide if End Users will login.
- For lengthy forms, decide if the form will be divided into parts. Identify different form parts.
- Decide if payment is required on submission of this form.
- Decide how you will share the form with the End User: email or your website?
- Determine what happens on submission: email notifications or data capture?
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In SAM, click Settings > Form Customizer > click Create new Form (sidebar) > select the main Entity Type > select desired table to base the form on > enter Form Name and Form Title > under View/Edit, set the form as View, Edit, or both > enter a check for Public Form* > Save
* Link To Form is hidden when Public Form is selected. Add fields and format the form using Form Customizer. |
Form Name is used internally for SAM Leads. Form Title is used as the heading for the Form and is displayed to End Users.
Public Form Settings
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In SAM, open desired form in Form Customizer > Advanced Options (sidebar) > Public Form Properties |
Login/Prefill
No Login/Prefill Option
Opens the Public Form in its edit version. This is recommended for adding new records that do not already have a client record in SAM. Examples: Inquiry or Referral forms.
End Users can easily create duplicate records with this option.
Login and Prefill Option
SAM prompts login credentials from end users with selections to enter their password or start a new form. If end users click No, Begin Form, there's a potential of creating a new record.
Login Required
Enforces End Users to enter login credentials to access the form.
End users may need to create a password if they've not previously. SAM Guide: End User Experience
After Information is Saved
On submission of public forms, SAM can direct end users to a variety of options.
Show a Message
SAM will display a message to end users.
Enter a message in the box presented. HTML can be used to format the message.
Redirect the user to a page I designate
Direct end users to any web page. Enter a valid URL for this selection to work.
Redirect the user to another SAM form
Directs end users to another SAM Public form. Use this choice for connecting multi-part forms. Set how users access the form as View or Edit.
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View Form will display the information for ease of reading and better printing.
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Edit will allow the user to input additional information.
Use Existing Case or Create a new one
SAM Leads can add criteria to set when SAM should add submitted data to an existing case versus create a new case. This is important for long forms that end users access multiple times, like an Application form. SAM is setup to use the existing case when 'Case Entered Date' is within 12 Months.
Update Criteria for Use an Existing Case
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In SAM, click Settings > Form Customizer > select desired form > click Advanced Options (sidebar) > Use Existing Case for Form Criteria > click Add Filter > set Table, Field, and Criteria > Save Case stages and milestones are helpful criteria. |
Internal Sibling Forms
Public forms cannot be used as Sidebar links. Internal Sibling Forms replicate a linked Public Form layout.
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In SAM, click Settings > Form Customizer > select desired form > click Advanced Options (sidebar) > click Create Internal Sibling Form for Public Form > click Ok on popup Once created, view the sibling form under Advanced Options. |
Form name will be appended with 'Internal Sibling Form' to distinguish it from the original. Internal Sibling Forms can have different Form Properties, such as Form Title.
Testing Public Forms
Test your forms!!
Allow ample time to test, make modifications to layout, and email notifications, and evaluate the end user's experience prior to sharing the Public Form with end users.
As an End User
- Open the form like an end user would. Login. Read all messages and complete all fields on the form a few times.
- How do you feel completing this form? Is it too long, redundant, confusing?
- Does the end user know what to expect next?
As your team after Public Form Submission
- Find the test record in SAM.
- Do you need a notification that the public form was submitted? If so, setup an Email Auto Action.
- Can you find the form and data submitted in the client record?
- Do you need any additional data entry on submission?
Testing from an End User's Viewpoint
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In SAM, click Settings > Public Forms > click on desired form link to open form in a new tab |
Open Random Record
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In SAM, click Settings > Public Forms > click edit next to desired form > click Advanced Options (sidebar) > Really Advanced Options > Open Random Record |
View a Specific Record
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In SAM, click Settings > Public Forms > click edit next to desired form > click Advanced Options (sidebar) > Really Advanced Options > Open Random Record > update record ID and case ID shown in the URL string > press Enter (on keyboard) to open the link |
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