Knowledgebase

Introduction

The Site Manager includes a powerful form management system that allows you to create, organize, and manage custom forms for collecting information from your website visitors. This comprehensive system integrates seamlessly with your website pages, member directory, and e-commerce functionality to provide a unified data collection solution.

Whether you need simple contact forms, detailed membership applications, or complex multi-step data collection processes, the form management system provides the flexibility and control you need to gather information effectively while maintaining the professional appearance of your Orthodox parish or organization website.

Key Concepts

Understanding these core concepts will help you effectively use the form management system:

Form Groups

Form Groups serve as organizational containers that help you categorize and manage related form fields. They function as folders in a hierarchical structure, allowing you to:

• Create logical groupings of related fields (e.g., "Contact Information", "Event Registration", "Membership Details")
• Establish parent-child relationships for complex organizational structures
• Reuse common field groups across multiple forms and integrations
• Maintain consistent data collection standards across your website

Form Fields

Form Fields are the individual input elements that visitors interact with on your forms. Each field belongs to a Form Group and can be configured with specific properties including:

• Field type (text input, dropdown, checkbox, date picker, etc.)
• Labels, placeholders, and help text
• Required/optional status
• Default values and validation rules
• Layout and formatting options

Form Data

Form Data represents the information submitted by visitors through your forms. The system automatically captures, stores, and organizes this data, providing you with tools to:

• View submissions in an organized table format
• Export data to Excel for analysis
• Filter and search through submissions
• Track submission dates and sources

Available Field Types

The form system supports a comprehensive range of field types to meet diverse data collection needs:

Input Fields

Text (Short) - Single-line text input for names, emails, short responses

Textarea (Long) - Multi-line text area for comments, descriptions, detailed responses

Dropdown - Select menus with predefined options

Checkbox - Multiple selection options allowing visitors to choose several items

Radio - Single selection from multiple options

Date - Date picker for events, appointments, birthdays

Date Range - Start and end date selection for events or periods

Hidden - Fields for tracking or passing data invisibly

Layout Elements

Heading - Large titles to organize form sections

Subheading - Smaller section titles for subsections

Divider - Horizontal lines to separate form sections

Space - Adjustable vertical spacing for layout control

Paragraph - Rich text blocks for instructions or information

HTML - Custom HTML content with responsive options

Section - Embedded content from other Site Manager sections

Main Features

Drag-and-Drop Management

The form management interface provides an intuitive drag-and-drop system that allows you to:

• Reorder fields and groups by simply dragging them
• Organize fields hierarchically within groups
• Quickly duplicate existing fields or groups
• Expand or collapse sections for easier navigation

Data Collection and Export

Every form submission is automatically captured and stored with comprehensive tracking:

• Submission Tracking - Date, time, and source information for each submission
• Data Organization - Submissions grouped by form type and organized in searchable tables
• Excel Export - One-click export to spreadsheet format for analysis
• Filtering Options - Search and filter submissions by date, content, or other criteria

Spam Protection

Built-in spam protection helps ensure you receive legitimate submissions:

• Email/Domain Blocking - Block specific email addresses or entire domains from submitting forms
• Keyword Filtering - Automatically reject submissions containing specified terms in subject or comments
• Honeypot Fields - Invisible fields that trap automated spam bots

Field Validation

Control data quality with built-in validation options:

• Required Fields - Mark essential fields that must be completed before submission
• Field-Type Validation - Automatic validation for email formats, dates, and other field types
• Options Configuration - Set up dropdown, checkbox, and radio button options

Integration Points

The form system integrates seamlessly with other Site Manager features:

Email Forms

Attach form groups to contact forms and email sections on your website pages:

• Contact Pages - Standard contact forms with recipient selection
• Custom Forms - Specialized forms for specific purposes
• Multi-Recipient - Route submissions to different staff members
• Completion Actions - Display custom thank-you messages, show other sections, or redirect to URLs

Member Directory

Enhance member profiles with custom form fields:

• Personal Information - Additional fields beyond standard directory data
• Family Details - Custom fields for family-specific information
• Contact Preferences - Additional member data collection

E-Commerce Integration

Collect additional information during the ordering process:

• Customer Profiles - Extended customer information beyond billing/shipping
• Product Orders - Custom fields for product variations or specifications
• Order Details - Special instructions or preferences
• Item Offerings - Additional data for specific store items

Getting Started

Accessing Form Management

1. Log into your Site Manager admin panel
2. Navigate to the "Forms" section in the main menu
3. Select "Form Fields" to begin working with your forms

Basic Workflow

Step 1: Create Form Groups

Start by creating logical groupings for your form fields. Consider how you'll use the forms and organize fields accordingly.

Step 2: Add Form Fields

Within each group, add the specific fields you need. Configure labels, validation, and options for each field.

Step 3: Integrate Forms

Attach your form groups to email forms, member directory sections, or e-commerce processes as needed.

Step 4: Manage Submissions

Monitor and export form submissions through the Form Data section.

Best Practices

• Plan Your Structure - Design your form groups and fields before creating them
• Use Descriptive Names - Clear field names make management easier
• Test Thoroughly - Submit test data to verify forms work as expected
• Configure Spam Protection - Set up email/domain blocking and keyword filtering as needed
• Export Regularly - Download submission data for backup and analysis

Field Configuration Options

Each field type offers specific configuration options:

• Labels and Placeholders - Customize text that appears with fields
• Tooltips and Descriptions - Provide additional guidance to users
• Default Values - Pre-populate fields with common responses
• Required Status - Control which fields must be completed
• Field Options - Configure choices for dropdown, checkbox, and radio fields
• HTML Responsive Settings - Control responsive behavior for HTML fields

Troubleshooting Common Issues

Form Not Displaying

• Verify the form group is properly attached to the page section
• Check that all required fields have proper configuration
• Ensure form groups contain at least one active field

Submissions Not Received

• Check spam protection settings for overly restrictive rules
• Verify email recipients are properly configured
• Test with different email addresses to isolate issues

Validation Errors

• Review required field settings
• Check field types match expected input formats
• Verify dropdown, checkbox, and radio options are properly configured

Next Steps

This overview provides the foundation for understanding your form management system. For detailed instructions on specific tasks, refer to these additional articles:

• Creating and Managing Form Groups - Step-by-step group creation and organization
• Configuring Form Fields - Detailed field setup and customization options
• Managing Form Submissions - Working with collected data and exports
• Integrating Forms with Email Sections - Adding forms to website pages
• E-Commerce Form Integration - Enhanced ordering and customer forms
• Spam Protection Configuration - Setting up blocking and filtering
• Form Data Analysis and Reporting - Getting insights from collected information

For additional support with form management or any other Site Manager features, please contact Orthodox Web Solutions support through your client portal.