Applies To Version(s): 4

NOTE:

This feature is included in ShareVision Plus subscriptions.
For ShareVision subscriptions, this feature is an Add-On Product. Please contact customersuccess@sharevision.ca or experts@sharevision.ca to subscribe.
To learn more about the ShareVision and ShareVision Plus subscriptions, please visit our website.

Overview

Anonymous forms allows you to share a link to a form with someone who does not have a ShareVision user account so that they can fill in the form without having to login to your ShareVision site. You can either email the link to them or make the link to the form available to them (i.e. publish it on your website). When the link is selected, the form opens in a browser window and the form can be filled in and saved to your ShareVision site.

Note: The person filling in the form is not prompted to login in order to access and fill in the form. The Created field on any form that is filled in using this feature will be set to System Account instead of the name of a ShareVision user.

Use Case

Customers have used this add-on in the following scenarios:

Referral Form: Add a link to a Referral Form for their organization. Anyone who visits their website can fill in the form. If the referred individual is accepted and registered into their organization, the referral form can be linked to the Individual's Details in ShareVision.
Intake Form(s): An individual who has been accepted as a new client in an organization is emailed a link to the Intake Form(s) and fills in the form(s). The form(s) can be linked to the Individual's Details in ShareVision or the information captured in the form(s) can be used to populate other ShareVision forms.
Employment Application Form: An organization adds a link to an employment application form on their website. The submitted application form can be reviewed by the hiring manager in ShareVision.
Activity Sign Up Form: A link to the Activity Sign Up Form is either emailed to an Individual or is added to the organization's website and the individual can sign up for an activity using the anonymous form. The form can be linked to the Individual's Details in ShareVision.

Requirements

Login with ShareVision Administrator permissions
Have created a list that you want allow to be filled in by people who do not have a ShareVision user account

Recommendation

If you are using this feature so that Individuals you support can fill in the form using a link on your website or that you send to them via email, it is recommended that you add a column as a single line of text to the form to capture the Individual's name.

We do not recommend including the Individual column on the form as this will create a drop down list that will display all individuals on your ShareVision site to anyone that is completing the form.

Please be sure to review the information in the Addition al Setup Information section at the bottom of this article prior to setting up an Anonymous Form on to learn more about the two methods your ShareVision site can be set up when using this add-on feature. Each method supports linking an Anonymous Form to an Individual after the form has been completed and submitted.

Adding an Anonymous Form

Login to ShareVision with a user account that has Site Administrator permissions.
Select the gear in the upper right hand corner and then select Site Administration:
When prompted, enter your ShareVision Administrator username and password and select Sign In.
In Site Administration, select Anonymous Forms in the Features and Utilities section

5. Select the New Form button:

6. Select the List that you want to create an anonymous form for:

7. Select the Content Type you would like to use for the anonymous form:

8. Select the Use Captcha option to prevent spam form entries .

9. Next, you can either create a Landing Page that will be automatically displayed or you can have another web page appear when the anonymous form is filled in and saved.

a. If you select the option to create a Landing Page, you will need to create the Custom Landing Page in the space provided:

b. If you select the option to Redirect to another site, you will need to enter the Site URL in the space provided:

10. Scroll to the bottom of the form and select Save

11. The anonymous form is now ready and a link to the form can be shared to allow people who do not have a ShareVision user account to fill in the form.

Anonymous Forms Options

Once the anonymous form has been added, it will appear in the list:

Refer to the items listed below for an explanation of each numbered item in the above image:

List Name: Name of the list used for the anonymous form
Content Type Name: Name of the content type on the list used for the anonymous form
Form URL Link: When selected, the anonymous form will open in a new tab in your browser.
Copy URL: When selected, a window will appear advising that the URL to the anonymous form has been copied to the clipboard. Select, Close to close the window.
Edit: When selected, anonymous form set up window will open. You can:
1. Edit the setup and select Save. The changes will be saved and the window will close.
2. Select Cancel to cancel any changes and close the window.
Delete: When selected, you will be prompted to confirm the deletion:
1. Select OK to confirm the deletion and the anonymous form will be removed.
2. Select Cancel to cancel the deletion and the anonymous form will remain listed and will be available.
List names that are bold with a * indicate that the Landing Page or the redirect to another site have not been set up. If you set up the Anonymous Form prior to when the option to create the Landing Page or redirect to another site was added, the list names will appear in bold with a *. If you mouse over the List Name, the following message will appear:

Additional Setup Information

As noted at the top of this article, we do not recommend publishing the Individual's column on the Anonymous Form to prevent displaying a list of all Individuals on your ShareVision site. There are two methods for hiding the Individuals column on a list that will be used as an Anonymous Form:

Add a Content Type to the List: Adding a Content Type to the list that will be used for the Anonymous Form will allow you to hide the Individual column on this content type. After the form is filled in and submitted, any ShareVision Site Administrator can edit the Content Type for this item. By changing the Content Type to one where the Individual column is not hidden, the Individual can be selected and the form will be linked to the Individual's information on your ShareVision site.
Hide the Individual column on New Forms using the Form Security Configuration Add On: If your organization has a ShareVision Plus subscription, you can use the Form Security Configuration Add On to hide the Individual column on New Forms. The Individual column will not appear on any new form, however, it will be available when a form is edited which will allow a ShareVision user to select the Individual from the drop down list.
About the Form Security Configuration Add On
- For customers who do not have a ShareVision Plus subscription, The Form Security Configuration feature is an add on that can be subscribed to for an annual subscription fee. Please contact customersuccess@sharevision.ca or experts@sharevision.ca for more information.

See Also

Related Articles

Page:

Forms - Edit an Existing Form (Editing a List)
Page:

Form Help Configuration
Page:

Site Columns
Page:

Forms - Create a New Form for Users (Add a New List)
Page:

Forms - Create a New Form with the Add New ShareVision Basic Form Template

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