Changing the Content Type to Link a Form to an Individual

Overview

This knowledge base article provides recommendations and steps for using a Content Type on a List where an Anonymous Form will be used to collect information without the person who is filling in the form having to login to ShareVision. Changing the Content Type on a form submitted through Anonymous Forms will allow your ShareVision Administrator to link the submitted form to an individual on your ShareVision site. 

The information presented includes:

• Initial Setup
• Linking a Submitted Form to an Individual

Requirements/Dependencies

• Login with ShareVision Administrator permissions
• A list that you would like to:
  • use to collect information without having the person who is completing the form login to ShareVision
  • link to an individual after the completed anonymous form has been submitted 

Initial Set Up

On the list that you plan to use for the anonymous form, you will need two content types. One will be used for the anonymous form and the other will be needed after the anonymous form has been completed and submitted so that a ShareVision Site Administrator can change the content type of the submitted form allowing it to be linked to an Individual. 

1. On the list, you will need 2 content types. To learn more about working with content types, please consult the Create a New List Content Type article for step by step instructions.
   
   
   
   
2. When setting up the two content types, each content type will be similar. While similar, there will be some differences in the columns that will be added to each content type. The screen captures of the forms below highlight the differences of each content type.
   
   Anonymous Activity Sign Up Form (Form can be filled in without logging in to ShareVision.)
   
   
   ShareVision Activity Sign Up Form (This form is only available if you login to ShareVision and have ShareVision Administrator access.)
   
   
   

Linking a Submitted Form to an Individual

After the anonymous form has been filled in and submitted, the content type on the submitted form can be changed from Anonymous Activity Sign Up Form to ShareVision Activity Sign Up Form. When the content type is changed, Individual, Program or Service and Sign Up Status columns will be available for a ShareVision Administrator to update. This will allow you to link the Activity Sign Up Form to a specific Individual. 

Here are the steps for changing a content type:

1. Login to your ShareVision site with an account that has ShareVision Administrator permissions.
2. Select the gear in the upper right hand corner and then select Site Administration:
   
   
   
3. When prompted, enter your ShareVision Administrator username and password and select Sign In.
   
   
   
4. Select View All Lists and Libraries in the Lists and Libraries section.
   

5. In the search field, enter the name of the list

6. Select the Search button

7. Select the list form the search results

8. When you select the list, the list items will be displayed. It is recommended that the list view for the items listed includes the Content Type column.

   List Views

   To learn more about working with List Views which includes how to add and remove columns from a List View, review the Working with List Views knowledge base article.

9. In the example below, the List View has already been set up to easily identify which anonymous forms have been submitted and not updated. 

   1. The first item listed was a form that has been previously submitted by an individual using the anonymous form. Once it was submitted the Content Type was updated to ShareVision Activity Sign Up Form and the Individual, Program or Residence and Sign Up Status fields were filled in. 
   2. The second item listed is an example of a form that was submitted by an individual using the anonymous form but that has not been updated yet. This is the item that will be used to show how to update the submitted anonymous form. 
      
      
10. Select the ellipse (...) next to the item you would like to update
11. Select Edit Item
12. Select the drop down arrow in the Content Type field and change the Content Type from the anonymous form content type to another other content type
13. After the Content Type is changed, the form will refresh and the columns (fields) from the newly selected Content Type will be displayed. These fields have been highlighted on the image below
    
14. Update the fields that appeared after you changed the Content Type. 
15. Select Save

The anonymous form has now been updated so that it can be added to a PagePart on a Page for the Individual that signed up. Refer to List PageParts: Set Up and Configuration for more information.

See Also