Creating TX Forms

Creating a new General TX form

Use General forms to create an Inquiry or any form unrelated to an Event or Application. As a best practice, be sure to adopt standard naming conventions for forms shared organization-wide so it's clear what function or business your form serves.

1. Navigate to TargetX Builder.
2. Select the TX Forms icon.
3. Click on the General icon [].
4. Click the + to create a new form.
5. Enter a Form Name and click Create.
6. Complete the Details tab. Use the table below to understand the various options:

7. Click the Content tab.
8. Update the Title for the first section by clicking the edit icon, entering your Title, and clicking Done. Expand or collapse the section by clicking the bar or the  icon. The Section Name is displayed in Bold above the Section.
9. Drag and drop or select Content Blocks from the Content tab.

Note: If you click the Content tab before adding any sections, the system creates a Section automatically.

10. Add additional Sections by clicking the Add Section button.
11. Continue to add the appropriate Content Blocks by dragging and dropping blocks from the Content tab.
12. You can Preview your TX form by selecting the Preview icon [] from the Forms list or the form itself. 
13. Once you build your form, share it using the Action Menu.

Note: When users submit a form, Contact matching is based on the following:

• First Name
• Last Name
• Email

The system will look for an EXACT match on all 3 of the above fields. For details on customizing Contact matching, see Managing TX Forms.

Creating a new Application TX Form

The Application Form type is a form that centers around a Contact and an Application (in contrast with the General form that is just Contact-focused). This allows you to create records linked to the Application, meaning you can have questions on the Contact level, on the Application level, and on an Essay record (for example) related to that application. As a best practice, be sure to adopt standard naming conventions for Forms that are shared organization-wide, so it's clear what function or business need your Form serves.

These options display in all places where the object selector exists. This includes the Visibility conditions and Option Groups.

1. Navigate to TargetX Builder.
2. Select the TX Forms icon.
3. Click the Application icon [].
4. Click the + to create a new form.
5. Enter a Form Name and click Create.
6. Complete the Details tab.

   1. Click here to view the various options

      Field	Description/Notes
      Form Title	Title for your form. This will display in the left pane, along with your Description.
      Description	Description of the form. This will display in the left pane and should provide context for the user. You can include a link to a URL in the form description.   Highlight the field which should include a link and click the link icon. Click the Check to Save. Limitations: You cannot change font colors. If you include a numbered list in the Description, you can’t format the numbers to ‘restart’ or ‘continue’ if there is a break in the list of numbered items. If you choose to ‘indent’ a numbered item, the numbering will not change to a different format. For example, you cannot format a list as:  Item A Item B
      Logo URL	The public URL for your institution logo or the link to a Public static resource image file. This will display in the top left of the form panel. See below for details on building the Public URL for Logo or Poster images. Recommended image size: 70 x 60 px.
      Poster URL	The public URL for the image to display in the left pane. Recommended image size: 768 x1024 px.
      Confirmation Message	The message displayed once the user submits the form.
      Use Captcha	Enables the captcha option to display at the end of the form:
      Redirect to Custom URL	Allows you to enter a URL that the user should be directed to after they Submit the form and select Done. If left blank, the user is directed back to the location they came from.
      Sharing | Sites	Allows you to select one of your Sites to display the form. For example, if you have an Inquiry Site, select the Site from the list and then Copy the link to view it. The Public URL information dynamically builds the URL and Embed Code Snippet displayed. This information is NOT saved along with your form. When using a new site for application form types, you must add permissions for the application object for the site guest user. You will need the list of all the application fields added to the form: Navigate to Setup and search for Sites. Click your site, such as Inquiry. Click the Public Access Settings button. Click Object Settings. Select the Application object and click Edit. Assign READ and CREATE access to the Object. Assign READ access to any Application fields configured for your TX form.

7. Click the Content tab.
8. Update the Title for the first section by clicking the edit icon, entering your Title, and clicking Done. Expand or collapse the section by clicking the bar or the  icon. The Section Name is displayed in Bold above the Section.
9. Drag and drop or select Content Blocks from the Content tab.

Note: If you click the Content tab before adding any sections, the system creates a Section automatically.

10. Add additional Sections by clicking the Add Section button.
11. Continue to add the appropriate Content Blocks by dragging and dropping Content Blocks from the Content tab.
12. Preview your form.
13. Once you build your form, you can Share using the Action Menu.

Note: When users submit a form, Contact matching is based on the following:

• First Name
• Last Name
• Email

The system will look for an EXACT match on all 3 of the above fields. For details on customizing Contact matching, see Managing TX Forms.

Creating a new Events TX Form

You can create TX forms for Events from several locations:

• Event Settings tab
• Organization Events tab (when creating, viewing, or editing an Event)
• Event Forms tab
• TargetX Builder (from TX Forms icon)

The Form Builder button allows the creation of a New TX Form that can be assigned to the Org Event. As a best practice, be sure to adopt standard naming conventions for your Forms that are shared organization-wide, so it's clear what function or business need your Form serves.

1. Navigate to either Event Settings, Organization Events, or create a new Events TX form from TargetX Builder.
2. Locate the Event Forms Options section.
3. In the Event Form Type, select TargetX Forms.
4. Select a Default TargetX Form by clicking the magnifying glass to search or click on the Form Builder button to create a NEW form.
5.  Click the + to create a new form.
6. Enter a Form Name.
7. Indicate if you want to use reCAPTCHA for your Event form. 

8. Click Save.

Note: Description, Logo, and Poster images are defined in the Event record.

9. Click the Content tab to begin adding Sections to your form. A new Section will be automatically added.
10. Add a Name to your Section:

• ​​​Click the Edit icon [] to enter a Section Name.
• Click Done to save the Section Name.

11. Configure Content Blocks. A Content Block refers to the type of data you are collecting; such as Questions, Disclaimers, Hidden Fields, etc.):

• From the Content tab, choose the type of Content Block you wish to use: Question, Disclaimer, Hidden Field, Divider, Address Widget, or Display Text, and click or drag it onto your form.
• Select the Object and Field where the data will be saved.
• Enter the Display Text (1) for the Content.

12. Continue to add Content Blocks as needed.

Note: For Events forms, the left panel is defined by your Event setup

1 - Header Logo
2 - Header Text
3 - Event Name and Description
4 - Event Start and End Dates
5 - Event Poster Image

13. Enter any Custom Questions.

• These questions are in addition to any Custom Questions configured on your Event and will display under Additional Information when users register.
• Depending on your selection, the user’s answers to TX Event Form Custom Questions will be displayed in the Inquiry or Contact record.
• Custom questions built into the Organization Event record will continue to store responses in Contact Schedule Item records.  Only guest count and organization event custom questions will be presented when bypassing any registration form if configured.

Notes:

• Administrators MUST grant READ access to any fields included in your Custom Questions:
  • Add READ access to the Profile of the person(s) creating the form.
  • Add READ/WRITE to the Guest Site User profile.

• When using a new site for Events form types, you must add permissions for the Org Event object for the Site Guest User. You will need the list of all the fields added to your form.  For additional information on Permissions and TX Forms, see Implementing TX Forms.

• Contact Matching is based on first name, last name, and email address.

14. Save your changes. The system will validate your form.
15. Assign the form to your Event:
    1. Navigate to the Organization Events tab.
    2. Click on the Event that you wish to assign your form.
    3. Click Edit.
    4. Scroll to the TargetX Event Forms section.
    5. Click on the Search icon [] to search for your form.
    6. Click on the Form you wish to assign.
    7. Save your changes.
16. Preview your form by clicking the Event Registration Link, or by selecting the Preview icon [] from the Forms list or the form itself. 
17. If you wish to make changes after Preview, click on the Form Builder button in the TargetX Event Forms section, and you will be directed back to your form: 
18. Save your changes.

Adding Sections

Sections define the different areas of your form. The Section Header contains several components:

1 - Section Title displays as a Header on the form (new sections will default as New Title 0, New Title 1, etc).
2 – Edit allows you to update the Section Title.
3 – Delete deletes the Section.
4 – Move Section up/down can be used to move a Section up and down within a Form.
5– Expand/Collapse will expand or collapse the Section details.

1. Click the Add Section button at the bottom of the form: 
2. Click the Edit icon [] to enter a Section Name.
3. Click Done to Save the Section Name.
4. From the Content tab, drag the appropriate Content Block to your form.
5. Select the Object and Field where the data will be saved.
6. Enter the Display Text (1) for the Content.
7. Save your changes.

Adding Repeatable Sections

Repeatable sections enable you to configure one section that can be displayed multiple times to collect multiple records. For example, you might use a repeatable section for Enrollment History so students can enter multiple education records.

1. Create or edit a form and add a Section.
2. Select the Make this section repeating toggle.
3. Specify the Object that all the questions will reference, such as Enrollment History.
4. Indicate the minimum and maximum number of records. For example, you might indicate a minimum of one but a maximum of three if you require an entry but do not want the student to enter more than three enrollment histories.
5. You can choose to specify the text for the button that will indicate more records can be added. By default, the button will read Add One More. To change this, enter different text.
6. If you want to control when the section appears, enter Section Conditions. Only users who meet the conditions will see the repeatable Section.
7. Add Content widgets by selecting the type of information being collected. 
   1. The Object will default based on your earlier selection, and you must select a Field and any Conditions. Note: Conditions must be based on fields within the section. 

Configuring Content Blocks

The Content Block header contains some of the same components as the Section Header:

1 – Content Block Type will display the Type of Content you selected (i.e., Question, Disclaimer, Hidden Field, Address Widget, Divider, Display Text, or Upload).
2 – Delete will remove the Content Block.
3 – Move Content Block up/down can be used to move a Content Block up and down within a Section or into a different Section.
4– Expand/Collapse will expand or collapse the Content Block details.

Adding a Question

1. Click or Drag the Question widget onto your form.
2. Select the following:

• Object = Contact or Contact Child Objects.
• Field = <select an available field>
• Required = Click the toggle to ON if the field should be required:

3. Indicate if the question should be Used for Matching:
   1. First Name, Last Name, and Email will default to ON for Use for Matching.
   2. When users submit a form, Contact matching is based on the following:
      • First Name
      • Last Name
      • Email
   3. The system will look for an EXACT match on all 3 of the above fields plus any additional fields you choose for Matching. For details on customizing Contact matching, see Managing TX Forms.
4. Indicate any Conditions (condition sets) if applicable:

• Click  to add conditions
• Select an Object, Field, Operator, and Value that must be met for the block to display. You can only select Objects/Fields that have already been added to your form.
• Click  to add additional conditions
• Save your changes.
• For additional information on TX Forms Condition Sets, see Adding Conditional Content.

5. Add any Option Groups, if applicable.
6. Save your changes.
7. If errors occur during saving, a panel will display on the right, and the section with the error will be outlined in red. For additional information, see Validating your TX Form.

Note: If you include the Source field on the General form and the user does not answer questions related to the Inquiry fields, the system will still create an Inquiry record with the Source field data.

Adding a Divider

Adding the Address Widget

The Address Widget allows you to add Mailing Address or Other Address fields to your form. The question will automatically default to 'What is your address?'

1. Create a new General TX form or Events TX form.
2. Add a Section and add the Address Widget to your form.
3. Select an Object (Contact or Inquiry) and Field (Mailing Address or Other Address).
4. Indicate if the Address Widget is Required.
5. Indicate any Conditions.

Note: If you don’t want to use the full address widget, you can select individual address fields instead or remove any Widget Fields you don't want to be displayed.

Adding Conditional Content

Conditional Content allows you to display certain sections of your form to a specific group of users.

1. Add a Content Block to your form.
2. From the Content tab, select an Object and Field.

Notes on TX Forms Conditional Content:

• You can use multiple objects in your Conditions.
• Only operators that are relevant to the selected field will display.
• Any question that includes a Condition MUST include the related field on the form. For example, if you create a Condition of State = PA, then the State field MUST be included on the form; otherwise, the condition will be considered False.
• Multiple conditions are AND conditions; so, all criteria must be met for the condition to be True.
• To use a condition where a field is not blank, choose the not equal tooperator [ != ] and leave the Value field blank.

3. Indicate if the Question is Required.
4. Click the + next to Conditions.
5. Select an Object, Field, Operator and Value that must be met for the block to display.
6. Click  if you wish to add additional conditions.
7. Save your changes.

Note: Any fields used in your conditions MUST be on the form. For example: If you create a Content Block to display only for PA residents, then you MUST have the State field on your form.

Adding a File Upload

The File Upload widget in TX Forms allows you to enable file uploads for specific types of documents.

1. Click or drag the Upload widget onto your form.
2. Select the following:
   • Object
   • File Types - indicate the allowed file types by entering the file type extension. Use a comma for multiple options. For example, doc, docx, pdf
3. Indicate whether the upload is Required.
4. Indicate any Conditions.
5. Add a Label.

Notes: 

• A batch job, TX Forms Upload Cleanup, is available in Base Custom Settings to clean up orphaned files; if a user uploads a file but does not submit the form, the batch job will remove it.
• The file size limit is 3MB.

Adding Disclaimers

The Disclaimer Content Block allows you to select a checkbox that a user can click to acknowledge any disclaimers or terms and conditions. For example, you can include a Terms and Conditions section indicating that the user acknowledges that they are allowing your institution to contact them:

You can only select a checkbox field (i.e., Boolean field) for a Disclaimer Content Block; the list of fields will automatically be limited to checkbox-type fields:

• Object = select either Contact or Inquiry
• Field = select an available checkbox field
• Required = indicate if the field is required
• Conditions = you can add conditions if the Disclaimer should only display to a specific set of users.
• Disclaimer content types will display your Text in ALL CAPS.

Adding Display Text

Display Text can be used to display instructional text on the form. You can also define Conditions to display the text based on specific values. For example, you can add Display Text to a section that will display one set of instructions for In-State students vs Out-of-State students.

1. Create a General TX form, or Events TX form.
2. Add a new Display Text to your form.
3. Enter the text you want to display to users.
4. Click the + in the Conditions section.
5. Select an Object (Contact or Inquiry) and Field for the condition.
6. Select the operator.
7. Enter the Value for the condition.
8. Repeat for any additional conditions.
9. Save your changes.

Example Conditions:

Condition for Mailing State = PA

Condition for Mailing State != (not equal to) PA

Adding Hidden Fields

Hidden fields, such as Source, are used for data you want to collect that isn't meant to be displayed to students. Set the Default value that will be used to populate the selected field, for example:

• Object = Inquiry
• Field = Source
• Indicate the Value in the form pane:

Using Pre-fill URLs

The URL Pre-fill option adds a Pre-fill key that can be populated and shared to Pre-fill certain fields on your form. There is a limit of five Pre-fill fields per form.

1. Add a Question or Hidden Field to your form.
2. Click the Enable URL Pre-fill toggle. The Pre-fill key will display below, such as txf1. Note: The Pre-fill key will be referenced in the URL when you add the prefilled value.
3. Save the form.
4. Click the Details tab and navigate to the Sharing section.
   1. Select your Site.
   2. Copy the Public URL or Embed Code Snippet, depending on your needs.
   3. Add the Pre-fill value or your choice after the Pre-fill key. For example, if your Pre-fill key was txf1,  your URL would include txf1= as part of the URL. Add the value after the equal sign.

Example Pre-fill URL:

https://yourdomain.my.salesforce-sites.com/Inquiry/TargetX_Base__InquiryForm#?formId=b1MDa55555XW99MAG&formType=general&txf1=<PREFILL VALUE>

Notes:

• When using URL Pre-fill on a Record Type ID field, use the Label in the URL, not the ID. For example:txf1=Kudos
• To include multiple values, separate them with a semi-colon. Example: txf1=<PREFILL VALUE 1>; <PREFILL VALUE 2>
• For Events forms, Pre-fill parameters will only work for Event-specific links. Pre-fill URLs do NOT work on the Event Calendar.
• Multi-picklist fields can be pre-filled with single or multiple values.
• When using some special characters to pre-fill data on your form, you must use the HTML Encoded value.
  • For example, to add a + symbol as a prefill value, you must use %2B to pass the + character correctly.  Or %26 for an ampersand (&).  
  • Dashes, like those in a phone number, do not require the HTML encoded characters.  

• Test your pre-fill code on exposed fields when using special characters to ensure the pre-fill data populates correctly. This is especially important for hidden fields since you cannot see whether the field is pre-filled.

Adding Option Groups

Option Groups display if you've selected a picklist field:

1. Add a Content Block to your form.
2. From the Content tab, select an Object and a picklist Field.
3. Click the + next to Option Groups.
4. Click the  icon to expand the group and display the fields that must be completed.
5. Enter a Group Name.
   1. Select an Object, Field, Operator, and Value that must be met for the Option Group.
   2. With your Option Group selected, update the list of Values in the form pane.
6. Click the + next to Option Groups to add another Option Group.
   1. Select an Object, Field, Operator, and Value that must be met for the Option Group.
   2. With your Option Group selected, update the list of Values in the form pane.
7. Save your changes.

Notes:

• Any fields referenced in your Option Groups MUST be on the form. For example, If you create an Option Group to display specific Majors for Master’s students, you MUST have the Degree field on your form.
• Option groups are evaluated based on the order listed. The system will use the first Option Group that evaluates to True. The DEFAULT will always be last on the list.

Form Versioning

Form Versioning allows you to create draft versions without affecting the active version of your forms. You can view the versions of a TX Form from the list view by selecting Version History from the action menu:         

• All forms will have a draft with the draft version appearing first, followed by published versions, listed in descending order by date.

• Only published versions are saved as versions (i.e., If you create a new draft, the old draft disappears since it was never published).
• When a draft already exists, saving changes to a form will replace the current draft version.
• Changing the name of the draft or published version's name changes all versions' names and does not create a new version.
• You can choose to Preview, Edit, or duplicate a draft. Duplicate does not duplicate the history, only the fields.
• For Published versions, you can either Save edits or Save as Draft.

Note: the draft version never goes away. If you publish the draft, it still displays at the top of Version History.