What is the Public Web Form Feature?

Any number of Public Web Forms can be created in your iCarol system, for countless uses, including:

1. Volunteer Application Forms
   
2. Intake/Application Form for services
   
3. Evaluation surveys
   
4. and Request for contact are a few ways current iCarol clients are using Public Web Forms.
   

For example, your organization may wish to create an Public Web Form that is used for several different types of Intakes your organization may manage. This Public Web Form could have a question that asks the public to "Select the type of service you wish to receive" with answers available like "Mobile Crisis Team", "Homeless Shelter", and "Tax Assistance". Then depending on the answer selected, a group of intake questions would appear that are specific to the service selected.

How it works

1. Develop pre-screening questions to determine the visitor’s eligibility
   
2. Set certain hours your Public Web form is available; outside of specific hours you can configure a message to appear for the public when they try using the form
   
3. Setup a password that must be entered to access the Public Web Form 
4. Specify which activities to complete after the Public Web form has been submitted
   
5. Include custom Header and Footer images on the Public Web Form page
6. Create customized Cascading Style Sheet (CSS) formatting

How to get started with setting up an Public Web Form

1. Would you like to setup an eligibility pre-survey? If yes, please answer all of the following questions in this section. If no, then please skip to the next section.
   
2. Please provide all of the data fields (categories, groups/questions, and items/answers) you’d like to have; be sure to also include if the possible answers should be in a pull-down list, check boxes, or a text box. If you choose to use a text box, please note the value entered in this field cannot be taken into account when determining eligibility. Please provide the list of the data fields you’d like to have in your Public Web Form in Word or Excel format.
   
3. How will we know that a user is not eligible for the full survey? Please provide point values for each answer that should be used in determining eligibility, and the total value of points needed to be determined eligible. In the example, the required total is 20, with 2 questions (Groups). For each question, answering “Yes” = 10 and answering “No” = 0"
   

1. What questions do you want included in your Public Web Survey?
   
2. Please provide all of the data fields (categories, groups/questions, and items/answers) you’d like to have; be sure to also include if the possible answers should be in a pull-down list, check boxes, or a text box. Typically, we see clients define data fields to comply with reporting requirements, as well as to track issues to help analyze the types of sessions you experience. Many clients need to capture the same data no matter how the help seeker contacts them. So we do have many clients ask us to make a copy of their Call Report Forms and then they make a few additions/changes that may be specific to the Public Web Form. Please provide the list of the data fields you’d like to have in your Public Web Form in Word or Excel format.
   
3. When providing data fields to include in your Public Web form, the following points are important to keep in mind:
   
1. Additional Categories can be included that only appear when viewing the Public Web Form as an internal Call Report in iCarol. In other words, you can setup Categories that don't appear to the public, and they only appear to your users when logged into iCarol
   
2. Only the following standard data fields are supported at this time: drop-down lists, check boxes, and free text fields; any other field format is not currently supported in the Public Web Form
   
3. Note, at this time Conditional Groups are not supported in Public Web Forms, only Conditional Categories are supported

1. Would you like an email notification sent when a new Public Web Form has been submitted? If yes, what email addresses would you like that notification sent to?
   
2. Would like to automatically schedule a follow-up activity when a new Public Web Form has been submitted? If yes, please provide the following information about how the follow-up should be scheduled:
1. Follow-Up Activity Subject:
   
2. Due In x hours from the time the form is submitted:
   
3. Assigned to: Anyone available -or- specific individual (include name of Vols-Staff):

1. Would you like to personalize any of the text or messages that appears in the Eligibility Pre-Screening or Public Web Form, or do you want to use the default settings? If you wish to personalize, below are the available fields. Please provide specific details for those fields you wish to personalize:
   
1. Pre-Screening Failure Page Title:
   
2. Pre-Screening Failure Page Message:
   
3. Survey Form Welcome Page Title:
   
4. Survey Form Welcome Page Message:
   
5. Survey Form Submission Complete Page Title:
   
6. Survey Form Submission Complete Page Message:
   
7. Submit Button Text:
   
8. Submit Button Help Tip:
   
9. Reset Button Text:
   
10. Reset Button Help Tip:
    
11. Next Button Text:
    
12. Next Button Help Tip:
    
13. Review Page Cancel Button Text:
    
2. Timeout Warning length: You can customize how long the Public Web Form can be open, without activity, before the warning message is presented letting them know the form will be automatically closed if they do not continue. The default selection for this setting is 500 seconds. Do you wish to customize this setting, if so, how long should it be set for?
   
3. Timeout length: You can customize how long the Public Web Form can be open, without activity, before automatically closing. The default selection for this setting is 600 seconds (10 minutes). Do you wish to customize this setting, if so, how long should it be set for?
   
4. Set Available Hours to Submit Form: do you wish to have certain hours when the public is able to submit the Public Web form, meaning if they try to submit the form outside of those hours they would see a message customized by your organization. For example, the message could say "This form can only be submitted during the hours of 8am-5pm. If you need assistance outside of those hours please call our hotline at 555-555-5555." If yes, please provide the days/times you wish to set the Public Web form is able to be submitted, and what message you wish to set for the public when the Public Web form is not able to be submitted.
   
5. Password: some organizations wish to restrict the Public Web Form so it is only available to users who have been provided a password to access the form. Your organization can setup a general password that will be used by anyone to access the Public Web Form. Would you like to enable this feature? If yes, please provide the password you would like configured.
   
6. Attachments: would you like to allow for the uploading of 1 or more attachments through the Public Web Form? 

1. Do you wish to customize the header and footer images? If yes, please send the images to iCarol Support so they can be uploaded into your system, in one of the following file types: .PNG , .JPG or .GIF.
   

1. Do you wish to create a custom CSS? If yes, we will send you our default CSS file to use as your template. If no, we will use our default CSS file for your form.