Once you have created the sections of your application you can create questions under each section of your application for the applicant to answer. If you are not already in the Section and Questions set up you will need to navigate to that section as follows:
- Step 1: Select from the Home Page – Setup Application Forms
- Step 2: Select from the listing of applications the application you want to setup the section’s questions for by clicking on the name in the Application Form column.
- This will bring you to the Applications Dashboard.
- Step 3: Select the Sections and Questions Icon.
- This will bring you to the Sections listing, showing all the sections of your application.
- Step 4: To create questions for a specific section, you will need to click on that section’s name under the column “Section Name”.
- The Questions grid will appear listing all the questions already created in your section. If you have cloned this section from another section all the questions that were in the cloned section will appear in this section.
- Note: If this is a new section and you have not created any questions this screen will show as follows:
- The questions grid will show all the questions currently set up for the section.
8.1.1 Overview of the Questions Grid
- Preview Section: Previews the section layout
- Add Conditions(s): allows you to add conditions to multiple questions
- Require/Not Require: allows you to mark a question as a required or not required for the applicant to complete. Required questions are marked with and * and the applicant must complete required questions.
- Exclude/Include: Allows you to mark a question as excluded or included. Excluded means it is no longer part of the application form and the applicant does not see it or has to complete it.
- Hide/Unhide Custom from Reviewer: Allows you to hide or unhide a question so that it does not display the selected question when the reviewer views the application.
- Delete: Deletes a selected question. Note that a question that has already been answered by any applicant cannot be deleted but can be marked as Excluded so that it does not appear on the application.
- Add Question: Adds a new question
- Linked: Shows if this question is linked to another question within the application
- Display Order:The order in which the question is displayed on the application
- Up down Arrows: Allows you to adjust the display order by moving the question upwards or downwards in the listing.
- Question: The Question Name
- XML Name: The XML mapping name given to the question for linking data to external databases or other applications for report pulling and data export/import.
- Type: The format type of the question. (i.e. text, drop down, essay, phone number, etc.)
- Required: Is it required for the applicant to responded to this question.
- Excluded: This question has been excluded from the application form and not to be completed by the applicant.
- Hidden from Applicant: This question is not viewable to the applicant and not answered by the applicant.
- Hidden from Reviewer: This question is not viewable by the reviewer.
- Default Value: The response that the question automatically defaults to if not answered
- Conditions: Add/Edit: Used to set conditional logic for the specific question. If green than there are conditions set on this question.
8.1.2 What is the Preview Section Button
The Preview Section is extremely helpful when setting up your application. You can click on the Preview Section as you create questions within the section to view how they will be visible to the applicant on their dashboard as well as enter data as if you were an applicant to test how the application flows. You can also use the Preview Section to test conditional logic that has been set on a specific question to confirm that the question is hiding or appearing as desired.
8.2 How to Create a New Question
- Step 1: While in the Question Grid of a specific Section, click on the Custom Question button.
- This will open the Add/Edit Question information screen.
- Step 2: Fill in the data as detailed in the following sections.
- Step 3: Be sure to save your work when you are finished editing.
- Save – Allows you to save your work without exiting the page.
- Save and Exit – Saves you work and exits you back to the Questions data grid.
- Exit without Save – Exits to the Questions data grid and cancels any updates you may have made.
- Reset Form – Allows you to reset the form back to the default parameters
8.2.1 Creating a question Caption using question editor box
The Question: Editor Box is where you enter the question that will be viewable by the applicant. If you desire to enter this text using HTML, you can do so by clicking on the HTML text tab at the bottom of the editor box.
Question: Enter the question that will appear in the applicant’s application.
Note: This formatting is how the question will appear in the applicant’s application.
Design Mode - This editor will allow you to format text similar to how you would do so in Microsoft Word. Using this feature, you can change the font-size, color, style, etc., as well as add additional formatting features to your question as needed.
HTML text - If you desire to enter this text using HTML you can do so by clicking on the HTML text tab at the bottom of the editor box.
8.2.2 Creating Linked Questions
Linked Question: A linked question is a read-only display of a question that is linked to another question in the application that is the same question located in another portion of the application that the applicant will respond to.
You may need to see this data in another area of the application; therefore, this keeps the applicant from entering the information multiple times.
The linked question will automatically default to the response value of the question it is linked to. This is especially useful in Request sections where you may need to show the requester how certain questions were answered by the applicant, but don’t want them to have to answer them.
Note: If using linked questions in a request section, the linked questions must be answered by the applicant prior to the applicant assigning a request section to an individual.
Important: When using linked questions, once the section that contains the viewed linked question has been submitted (submitted by submitting the application form, clicking the Accept/Deny button to accept or deny the awarding, or clicking the Submit button contained in the section itself) the original question will be locked, and the applicant will not be able to go in and change the original answer.
- Example 1: Request Sections that are submitted by the nominee. Once the nominee submits the request section, if there were linked questions that the nominee could see how the applicant answered them, once the nominee completes and submits their replies the original questions that the applicant answered will now be locked and the applicant will not be able to make changes to those questions.
- Example 2: You have questions you entered in a staff section that are linked in a section that the applicant will be able to view and see your replies. (i.e. awarding information in an acceptance section or in a post acceptance section) Once the applicant submits the section that contains the linked items, you will not be able to change those replies in your staff section.
- Step 1: To link questions together click on the Add link next to Linked Question: in the Question setup.
- NOTE: The linked to question will need to be added to your application prior to linking additional questions to it.
- The “Select the Question to link to:” box will appear. This listing will show all the questions within your application by the section XML Name and Question XML Name.
- Step 3: Scroll through the listing until you find the question you want to link to and click the Link button next to that question.
- Once linked, you will see in the top left the words “This is a linked Question” and the remaining data in the question setup will default to the same setup data as the “linked to” question. You will to still need to list the display order you would like this question to fall in on the page you are entering it for.
- Step 4: Be sure to click Save or Save and Exit to save your data before exiting.
- When you return to the Question Data Grid under the Linked Column next to that question you will see a Linked Icon showing that it has been linked to another question within the application.
8.2.3 Adding a Report/Excel Column Name (Best Practice tip)
This is the name that appears as your column headings in Excel exports and reports created in the CommunityForce system. Therefore, it is important to keep this name as a short descriptive version of your question so that you do not make your column headers in your reports so long that you have to scroll through multiple pages to be able to view. The Report Display Name and the XML Name should be the same except the XML Name eliminates spaces between words. (See example below)
8.2.4 Adding a Question XML Name (Importance with data migration and integration)
Question XML Name: This is the abbreviated name that the database uses to refer to the question.
- The XML Name is very important when importing applicant data from one application to another or when integrating data from CommunityForce to another database.
- In order for this data extraction (mapping) to be successful, the source application’s task question and the destination application’s task question must have the same XML names.
- Once an application has been created, and data is being exported/imported, it is very important to never change this name in your application. When creating additional applications that an applicant can export/import data from one application to the other application, so as not to have to reenter data, the Fields within the one application must have the same XML names as the fields of the new application they are importing data to be populated with.
- The XML Name and the Report Display Name should usually be the same except the XML Name eliminates spaces between words. (See example below)
8.2.5 Adding Guidelines for Applicants (Bubble Instruction) (Best practice tip)
Guidelines for Applicants: These instructions are brief helpful hints displayed to the applicant regarding the information requested on this question.
- A blue icon will appear next to the question in the application. When the applicant places their cursor on this icon the information will be displayed to them. Enter any instruction for the question that will be helpful to the applicant.
- If you have important detailed instructions regarding how to answer a question, it may be better to include that explanation as part of the Question itself or to add an additional “message type” question prior to this question. This will insure that the instructions are not missed by the applicant.
Enter the instructions in the Guidelines for Applicants field of the question setup.
8.2.6 Overview of Question Data Types
The question Type is used to describe the type of answer field appropriate for the desired response from the applicant.
- Checkbox - The applicant is presented with predetermined values to select from via a checkbox. All values are displayed on the application. Applicant can check multiple values.
- Currency - A numeric field formatted with a dollar sign. Currency fields when displayed in the application will only align left when viewing.
- Date - Allows for a date format of: mm/dd/yyyy
- Date Day Validation – Same as the date field, however, the system will look at the minimum and maximum numbers of days and allow the applicant to apply if they fall within the allowable number of days. For example, an applicant has 30 days to enter an application for a specific event. That date must be within the last 30 days.
- DropDown - The applicant is presented with predetermined values to select from a dropdown listing. Applicant can only select one value from the list.
- Dependent DropDown – Allows you to build dropdowns dependent on selections in another dropdown selection. If they choose a value in one dropdown then in the dependent question the dropdown would only be a listing for specific items that apply to just that value in the originating question.
For example: if applicant selects the state of Virginia you can then have the City question appear with just a listing of all the cities in Virginia for the applicant to select from. That one city question can carry all the dependent cities depending on each separate state, but only show the cities for the state selected.
- Electronic Signature - The applicant is prompted to provide an electronic signature in the required format. The required signature has to match the First Name and Last Name the applicant entered when creating their user login profile.
- Email - Email – When used, applicant must enter an email address and it must be in the proper email format: email@example.com. This question type can also be used to capture additional email addresses of additional contacts for the applicant that would also need to receive any emails that were sent to the applicant by the administrator.
- Encrypted Field - Creates a text field that only the Global Administrator can view. For example you want the applicant to enter their SSN but not allow all other role types to be able to view it. If you create the question as an Encryptedfield only the Global Administrator can view the applicant’s reply.
- EssayBox - A large data entry area that allows text entry. May have a minimum and maximum number of words.
- Extended Checkbox - The applicant is presented with predetermined values to select from via a checkbox. Similar to a dropdown where the values are only displayed when the applicant clicks on the checkbox dropdown. However, multiple values can be selected.
- File - Allows the applicant to upload a document to the question.
- Matching Fund Eligibility – Used when you have one application, and that one application is used to apply to multiple scholarships. The Matching Fund Eligibility matches applicants to the funds they are eligible for based on their replies to eligibility questions within the application. Depending on how the applicant answers those questions, they are given a list of Scholarships they can apply to. They then select or unselect the scholarships they want to apply to from that listing.
- Numeric - Exact numeric numbers. Best for using arithmetic calculations for exact results. Numeric fields when displayed in the application will only align left when viewing.
- Organization Validation – Requires integration setup with your organization’s software program or a subscription requirement purchased through GuideStar and an additional plugin through CommunityForce. Creates a dropdown listing of pre-approved organizations information from your organization’s program that has been integrated with CommunityForce (i.e., Grants Edge) or with Guide Star
- Payment Gateway - Used to collect payment for an application form. Requires integration with a third party payment software.
- Phone Number - Allows for a phone number format of: xxx-xxx-xxxx, (xxx) xxx-xxxx, or (xxx)-xxx-xxxx. This does not allow for international formatting and therefore a text box must be used if needing international numbers.
- RadioButton - The applicant is presented with predetermined values to select via a radio button. Only one value can be selected. All values are visible on the application.
- Text - A short data entry text field.
- Thank You Letter – A special essay box question that is used to create a Thank You letter to be sent to the Donor. Once the applicant completes the Thank You Letter question, Manage Thank You Letters allows you to monitor the completion of the Thank You Letter, review and edit the Thank You Letter the applicant has completed, and allows you to send the Thank You Letter to the appropriate donor for the fund the applicant(s) was awarded. (See the Manage Thank You Letters guide for additional information on how to use the Manage Thank You Letters feature)
- Application Link - Allows you to create a question that allows the applicant to click a link and directs them to another application to apply to.
Note: the application they are linking to, must have a future begin date in order to show in the listing of available applications.
- Awarded Scholarship – If selected this question type will automatically populate the scholarships that were awarded to the applicant in this application process. If there was more than one award given to the applicant all the names of the awards will appear. This can be used as a question in the staff question for the staff to review or in a post acceptance section that shows the applicant the awards they have been awarded.
- Budget/Demographic – Builds a separate Budget/Demographic section hidden from your applicant that allows you to provide a preformatted Excel spreadsheet for your applicant to download, complete and then re-upload. Once they upload the completed document back to their application, the items they complete in the spreadsheet will populate an additional section built to capture the individual data as individual questions in the budget/demographic section that has been created. This allows you to be able to select these questions and run comparisons across applicants in ad hoc reports and allow you to include the spreadsheet data in your reports as well as still have the Excel document that they originally completed.
- Calculation -Read only field in which the value of the question equals the calculated sum of other numeric or currency question within the application. This question type allows you to create a formula that adds questions together to get a final total. (i.e. you have multiple question fields that are numeric that you need to add together for a final total) Note: you cannot create a formula that is calculating on another calculation question.
- Float - Numeric with special characters. Approximate numeric numbers.
- Message - Allows you to enter a read only message statement, instead of a value related question. Text Does not require the applicant to respond.
- Program Name – Allows you to create a question that will pick up a Program name and allow you to view that Program name when viewing in the Applicant Status report and other report areas of the site. This is can be helpful when you have allowed applicants to apply multiple times using the same application form process but maybe applying for different programs within your organization and need to see which application program is linked to which application form. The applicant will also see this so that they can determine which application form is for which program.
8.2.7 Adding Values For Checkbox, Extended Checkbox, Dropdown, or Radio Button Question Types
Checkbox, Extended Checkbox, Dropdown, and Radio Buttons all allow you to create a listing of values for the applicant to choose from.
Checkbox – allows for multiple selection from a listing of values (used when you only have few items to select from.
Extended Checkbox – allows for multiple selection from a listing of values (used when there is a long listing of items to select from.
Radio Button – Allows for a single selection from a listing of values (used when you only have a few items)
DropDown – Allows for a single selection from a listing of values (used when you have a long listing of items to select from. (i.e. Listing of States). Once the applicant clicks on the arrow in the dropdown field a listing with the available selections will appear.
- Step 1: Create a new custom question and select one of the listing type question types (CheckBox, Extended CheckBox, DropDown, or RadioButton)
- Once you select the question type an Add Value(s) button will appear to the right.
- Step 2: Click on the Add Value(s) button
- The Display Values table will appear. This is the table where you will enter the listing of the possible reply values for this question
There are two columns in this table:
Label - The value that the applicant sees in the listing of values to choose from.
Value - This is the actual value result given to the selected value. Not viewable by the applicant, this can contain additional data regarding this value that you may only want viewable by staff. This is the actual value that is used to pull filtering and conditions and will show in reports, as well. (Useful for internal coding of values that you may not want the applicant to see the code.)
- Step 3: In the Label Column enter the value that you want the applicant to see in the listing to select. If the Value is the same as the Label you can then click on the Green plus sign at the end of that row to save the data in that row. The Value field will be auto populated with the same value that you entered as the Label.
If you want a different Label then your Value, enter the Label name then tab to the Value and enter the Value name, then click the green plus sign to save your data.
- Note: Clicking on the green plus sign will save each line of values that are entered. Your information will not be saved for that row until the green plus sign has been selected and a new line appears.
- Important: When using Checkbox and RadioButtons you only need to add to the listing the specific items for selection.
- However, when using the Dropdown question type, always start the first item in your list with the word Select in the Label and the Value Column, so that it is the first value in the listing and what is populated in the questions before the applicant answers. If you do not add Select, it will automatically answer the question with the first value in the listing.
- Editor – If you have a long listing of selection items, the editor box allows you to make changes to the values you have entered so far. The editor can also be used to copy and paste long listings of values. In the Editor each Label and Value must be separated by a “~” and no spaces between. The item to the left of the ~ is the label and the item to the right is the Value.
- Step 4: Click on the Editor listed at the bottom left of the Display Values and enter a listing of value items such as states: (list one item per line)
- Step 5: Click Save to return to the Display Values Table, each item should now be listed as a separate row in the table.
- To Delete Items in the Table: Click on the Red X next to the row you want to delete.
- Step 6: Once you have completed entering your values, on the Display Values click the Save & Close to save the values you just entered.
Important: Make sure that you have a blank line of text with a green plus sign before exiting or the last item will not be saved.
8.2.8 Adding Values and Using the Dependent Dropdown Question Type
The Dependant Dropdown Question type allows you to build dropdowns dependent on selections in another dropdown question’s selection. If the applicant selects a value in one dropdown question then in the dependent question, the dropdown listing would only show specific items that apply to just that value in the originating question.
For example: if applicant selects the state of Virginia you can then have the City question (if created as a Dependent Dropdown questions) appear with just a listing of all the cities in Virginia for the applicant to select from. That one city question can carry all the dependent cities depending on each separate state, but only show the cities for the state selected in the State question.
- Step 1: Create a custom question and select the Dependent DropDown for the question type.
- Step 2: Click on the Add Values button to set up the values.
- A new Dependent Display Values box will open.
- Step 3: Select Section: Select the Section that has the original question that this question is dependent on.
- Step 4: Select Question: Select the actual dependent question that contains the trigger value
- Step 5: Select Option: Select the trigger value from that question that the new list is dependent on.
- Step 6: Add the new values that are to appear in the new question, if that trigger value was selected in the dependent question. Important, be sure to add the Select~Select at the beginning of each listing.
- Each possible value will need to be added twice on a separate line with the “~” separting each duplicate no spaces between. e. Richmond~Richmond (this is the same as if using the editor section in adding values for a regular dropdown.) Important, be sure to add the Select~Select at the beginning of each listing.
- Step 7: Click Save but do not click save and exit. You still need to add the additional values for all the other possible replies in the dependent question. Be sure to click Save on each option after you have entered its values.
- Step 8: To add another Options values, click the Select Option dropdown again and select the next value from that dependent question. The screen will clear where you will enter the possible values for that new option. Save and Repeat this for all the values in the dependent question.
- Step 9: Once all the options have values added to them and Saved. Click the Save & Exit, to complete the question set up.
For Example: You want a listing of cities to appear for just the state that was selected in the State Question.
The State question was created as a DropDown question type with a listing of states for the applicant to choose.
The City question would then be created as a Dependent DropDown question type.
The dependent city values would be set on each individual state value that was set in the original State Question.
You would select the state in the Select Option, then in the listing put all the cities for that state. Save it but don’t exit And then click the Select Option again choosing the next state in the dropdown and listing all of its cities, repeating for each state.
Once you entered all the cities for all the states you would Save & Exit to return to the question set up.
8.2.9 Adding a Currency Question Type
When a required value is a numeric currency value it is suggested that you use the Currency question type to allow for the formatting of the value into a currency format.
Once the value is entered by the applicant a Currency symbol will appear on their reply.
Prior to setting up the application the Global Admin should have already preset the main currency type of your organization, in the Administration/Site Settings (i.e. Dollar $ or Euro €, etc.)
To create a currency question, select the question type of “Currency” when creating your question in the custom question setup.
8.2.10 Adding a Date Question Type and Setting Parameters.
The Date Question Type allows you to set the question type as a date field in which the applicant enters a date as the value. A calendar will also appear that the applicant can select the date from.
Important: when cloning applications with date type questions, you will need to make sure that the new application’s date ranges have been moved forward appropriately, the system will not do this for you.
When you select the Date question type you will be required to enter a minimum date and maximum date range so that the selection calendar can be created.
Min Date - Enter the minimum date that the applicant can enter.
Max Date - Enter the maximum date the applicant can enter.
8.2.11 Adding a Date Day Validation Question Type
When using the Date Day Validation question type the system will look at the minimum and maximum numbers of days and allow the applicant to apply if they fall within the allowable number of days.
For example, an applicant has 30 days to enter an application for a specific event that occurred. The date of that event must have been within the last 30 days in order to proceed with completing the application.
When you select the Date Day Validation Question Type the Minimum and Maximum fields will appear. Enter a minimum and maximum number of days of 0 to 30.
The applicant will have to enter a date that is no older than 30 days. If it has been past the 30 days the applicant will not be able to enter the date.
8.2.12 Adding an Electronic Signature Question Type
The Electronic Signature Question type creates a predesigned format in which the applicant must enter their name to mark the application as signed by them and it will create a date stamp marking the date and time the applicant signed their application.
This is usually entered on the last section of the application along with some kind of acknowledgement certification questions and serves as the applicant’s signature for the application process.
The required signature has to match the First Name and Last Name the applicant entered when creating their user login profile.
Note: Electronic Signature can only be used for the signature of the applicant only.
The applicant will be required to type in the field their name as it appears in the User Setup.
Once the applicant types his/her name, it will be considered signed and a date stamp will appear showing the date the applicant signed it.
8.2.13 Adding an Email Type Question
The Email question type is used only when the required value is an email address.
Using the Email question type will force the applicant to enter a correct email format in the field. (i.e. firstname.lastname@example.org)
Helpful Hint: Note when emails are sent from the site to an applicant, the email address that the applicant uses for their login id is the email that all correspondence from the site is sent to. Therefore, you can also use the email question type to capture additional emails of the applicant that are different from their login email, as well as create separate email questions to capture the emails of additional contact individuals to be included in email correspondence to the applicant sent by the admin using either the Notify tab in the Notification center or the Notify Button in reports.
If you wish to capture multiple email addresses you can create this question multiple times.
- Step 1: When creating the email question type select the Email option in the Type field.
- Step 2: Once you select the Email question type the field “Include Contact in Emails sent to Applicant(s)” will appear on the Question setup. Choose the appropriate action for this email address.
Yes – Selecting Yes will allow the email address that the applicant enters for this specific question to be included as an additional contact for any email you send using the Notify button option in specific reports such as the Applicant Status report and/or by using the Notify tab in the Notification center.
No – Selecting No means that you do not want the email address to be used for sending additional correspondence from the site, but just want to capture an additional email for the applicant. When sending emails from the site using the Notify tab in the Notification Center or Notify button, you will not see the option “Include Contact in Emails sent to Applicant”.
Example: By selecting “yes” when creating this question type, it will also activate the feature in the Notification center “Include Contact in Emails sent to Applicant”. Any email question field that is marked as Yes will be sent that specific email when you choose Yes in the actual email.
(Please see Module 5 - Notification Center guide for more detailed information on how to send an email to the applicant and their contacts)
8.2.14 Adding an EncryptedField Question type
Using the EncryptedField question type allows you to create a text field that only the Global Administrator can view. This is useful if you have sensitive secure questions that you do not want everyone in your organization to be able to view.
For example, you want the applicant to enter their SSN but not allow all other role types to be able to view it. If you create the question as an EncryptedField only the Global Administrator can view the applicant’s reply.
This will not be viewable to anyone else when viewing the Applicant’s application dashboard, in the Preview Application-Application Summary.
8.2.15 Setting an EssayBox Text Field and Setting Word Count
The EssayBox question type is used when a question’s reply requires a lengthy text statement to be typed (i.e. essay questions).
When using the EssayBox question type you can control the length of the reply value entered by the applicant by setting the minimum and maximum word count. (i.e. 500 words or less).
When you select the EssayBox question Type the Min Word Count and Max Word Count Fields will appear.
Min Word Count - Enter the minimum number of words you require for a reply to the specific question. If you have a maximum word count but do not require a minimum you can enter “0”.
Note: An applicant will not be able to hit save until the minimum word count is met.
Max Word Count - Enter the maximum number of words you require for a reply to the specific question (i.e. max words = 500 will only allow the applicant to enter 500 words).
A dialogue box will appear on the applicant’s dashboard next to the question, where they can type their reply to the essay question.
8.2.16 Adding a File Question
File Question types are used when you require that a document be uploaded and attached to the applicant’s application. (I.e. transcript forms, FAFSA, photos, letters, budgets, etc.). The applicant would see this question and a Browse button next to the question that they can click on and select the document to be uploaded.
When you select the File Question Type a selection box will appear with the allowed file extensions. Select all the file extension for the types of documents you will accept for this upload.
Note: If you are using the PDF feature it is recommended that all uploads be formatted in Portrait mode, sized to 8-1/2” x 11”. Only files less than 10mb can be uploaded to the program.
8.2.16 Adding the Matching Fund Eligibility Question
The Matching Fund Eligibility question type is used when you have one application, and that one application is used to apply to multiple scholarships. This question must be present in those application forms in order for applicants to see the funding sources they have been matched to.
The Matching Fund Eligibility question shows applicants the funds they are eligible for based on their replies to eligibility questions within the application. Depending on how the applicant answers those questions, they are given a list of Scholarships they can apply to. They then select or unselect the scholarships they want to apply to from that listing.
Note: Before this question can be used you must first assign the funds to this application in the Mange Application Funds setup (or Manage Common Application Grants if using common application process) and set the individual criteria for each fund under the Manage Funds Critieria Information setup. Please refer to those guides for additional setup information.
When creating your question and selecting the Matching Fund Eligibility question type, the List Funds will appear.
There are two options available for the listing that you can select from:
- All – Shows a listing of all the scholarship funds available for that application and has only the funds selected that the applicant matched to. However, since all the funds appear, they have the option to select additional funds if they want to apply to those as well.
- Eligible for – Shows a listing of “only” the scholarship funds that that applicant has been matched to. The applicant can unselect any funds they do not want to apply to.
Best Practice Tip 1: Make this a separate Eligible Funds Section and the end of all the question sections. Give the applicant clear instructions to complete all prior sections before selecting their funds. If the applicant clicks on this section prior to answering all of the appropriate eligibility questions, they will need to continue clicking back to this section to see additional funds they are approved for. If you choose, you also can set conditional logic to have this section only appear once those specific questions have all been answered, but know this can get quite lengthy if you have multiple question that apply.
Best Practice Tip 2: If using this question type, you also can set conditional logic on questions specific to a fund. If a fund requires additional questions for just that fund, (i.e. Essay Question specific to fund) you can set conditional logic on the additional question, to appear only if the specific fund is selected
8.2.18 Using the Numeric Field and Set Parameters
Numeric fields are used when numeric values are required, or you need to run exact calculations on the numeric values entered by the applicant. The only separator characters allowed in numeric question types are decimals.
When using the Numeric question type you have the option to control the length of the reply value as well as the number range that the value falls between.
When you select the Numeric question type the Maximum Length, Min Value, and Max Value fields will appear. If your do not require any of these, you can leave them blank.
- Maximum Length - Sets the number of numeric characters allowed when replying to this question. (i.e. 4.00 = Max. length of 4 characters. The applicant will not be able to enter a numeric value longer than 4 characters long including the decimal).
- Min Value - Allows you to set the minimum (lowest) numeric range amount that will be allowed when replying to this question (i.e. you require a year between 2000 and 2015. The min value = 2000).
- Max Value - Allows you to set the maximum (highest) numeric range amount that will be allowed when replying to this question (i.e. you require a year between 2000 and 2015. The Max Value = 2015).
8.2.19 Adding the Organization Validation Question
This requires integration to be set up with your internal organization’s database or with GuideStar. If using GuideStar you must already have purchased a subscription requirement through GuideStar and an additional plugin through CommunityForce.
The purpose of this question is to not allow the applicant to type in a selection, but to give them a dropdown listing of preapproved items to select from.
Once you have the integration setup completed, this question will appear in your application and should require no further setup by you.
When this question is created, and the Organization Validation question type is selected a field will appear to select what you are using to validate with.
Depending on what was decided on in the integration, this will validate with a field in GuideStar or your organization’s database and create a dropdown question with a prepopulated selection from your database.
Validate with: Grants Edge (Schools), the question will automatically populate with the approved organization listing of schools from your GE program (schools field) for the applicant to select from that dropdown listing.
Validate with: GuideStar: A validate button will appear next to the text field. The applicant enters their organization name and clicks the validate button. The moment they click on validate it goes to GuideStar and pulls data from GuideStar to populate data fields that have been pre-mapped to GuideStar fields within the application.
8.2.20 Adding the Payment Gateway Question
The Payment Gateway question type is used when requiring the applicant to pay a fee for the application form. Integration with your payment software is required to use this question type. If you are not sure if this has been integrated, please see your Global Admin or your account representative to have this functionality added to your system.
Prior to using this question, you should already have entered the amount for the application form in the General Information setup for this application, and your Global Admin should have already enabled Application Payments in the Administration>Site Settings/General Settings.
Once integration has been completed with your payment software, this question will appear in your application and should require no further setup by you.
The question that is the Payment Gateway Question will have the Question Type of Payment Gateway. This question will have coding connected to it to direct the applicant to the Payment Software.
This question will give the applicant a button they will click on to be directed to the payment software that has been integrated with your site.
(See: Additional Application Setup Features: Application Payment Form for additional information regarding set up of this functionality)
8.2.21 Adding a Phone Number and Force Format
When a required value is a phone number you can use the Phone Number question type to force a specific format to be used when the applicant enters their phone numbers.
When you select the Phone Number question type the Select the format field will open. Select the format you want the applicant’s to use when entering phone numbers.
The following format selections are available:
8.2.22 Adding a Text Field and Maximum length
The Text question type is used when a brief text and/or numeric value is required. (I.e. entering a street address such as: 1234 Jones Street, or requesting the applicants last name)
Note: You cannot run numeric calculations on text fields.
When you select the “Text” question Type, the Maximum Length field will appear.
Maximum Length: When using the Text question type you can control the length of the text entered by setting the maximum length of characters allowed. The applicant will not be able to enter any more characters then the maximum length allotted. (I.e. Maximum Length = 15, will only allow the applicant to type 15 characters). If you do not want to limit the length you can leave this blank.
8.2.23 Creating the Thank You Letter Question
(This is a brief overview of how to create the question type. For a more detailed explanation on how to use this question type please see the Manage Thank You Letters Guide
- Step 1: When creating the question select the question Type: Thank You Letter.
- Step 2: The field will appear “Selected Grant” where you will see the listing of the available fund(s) linked to that application form based on the Fund Setup or if having multiple funds available to award, the funds linked in the Manage Funds Criteria created for that specific application form. Select the fund that belongs to this Thank You letter.
8.2.24 Adding the Application Link Question
Creating the Application Link question allows you to create a question where the applicant can click a link to be directed to another application.
- Step 1: When creating your question select the Application Link question type:
- The Selected Application and the Use Link To fields will appear
- Step 2: In the Selected Application field click on the dropdown arrow to see a listing of available applications. Select the application you want the applicant to be directed to.
- Note: the application they are linking to, must have a future begin date in order to show in the listing of available applications.
- Step 3: In the Use Link To select the option that you want to occur when the applicant clicks the link
- Link: The applicant clicks on the link and a pop up appears giving them the option to apply to the application. If they click the apply button, they are then directed to the dashboard for that new application.
- Apply: The applicant clicks on the link and is automatically directed to the dashboard for the new application, no option to apply is available it is automatic.
- Apply and Import: The applicant clicks on the link and is automatically direct to the dashboard for the new application. Any questions that were in the original application that carry the same xml name that are present in the second linked application, will automatically be pushed down and populated with the replies in the initial application. Applicant will not be required to re-answer those questions.
Once you have selected the application and the option to link to the application the link will appear in the question for the applicant to click on.
Best Practice Tip: Since this is more likely a question that you want to appear after the initial application process, it’s recommended that you create this question in a separate section. Create that section with a Section Type of “Acceptance” and a Status(es) of “Selected for Award”. That way you can control what applicants receive this section in their dashboard. Only applicants that you have moved to the status of “Selected for An Award” will see this section in their dashboard and be able to click on it. Set the deadline as either the deadline of the new application or with “No” deadline. Mark the lock after submit as “No” for this section.
8.2.25 Adding the Awarded Scholarships Question
If selected this question type will automatically populate the scholarships that were awarded to the applicant in this application process.
- Step 1: When creating the question, select the Awarded Scholarship question type.
Once this question is created the applicant will see the question in their dashboard as follows:
If there was more than one award given to the applicant all the names of the awards will appear.
If this question is present, it can also be used to set conditional logic on other sections or questions that can hide or appear if a specific fund was awarded. (i.e., if awarded a specific fund then they need to send a thank you. If the Awarded Scholarship Question shows that specific fund was awarded, then the question to provide an uploaded thank you note will appear)
Best Practice Tip: When using this question type for the applicant to view, it is best to create a separate section for this specific question and any additional award questions that may apply. That way you can control where in the process the applicant will see this section in their applicant dashboard. Create the Section as a section type of “Acceptance” and a Status(es) as either “Selected for Award”. Only when the applicant is moved to a status of “Selected for Award” will the applicant see this section automatically in their dashboard. You will want to set a deadline separate from the application as this section will more than likely be completed after the original application deadline.
Best Practice Tip 2: If you award applicants and do not want them to see what they have been awarded prior to an official announcement, you will want to create the section for this question, but DO NOT MARK the Section ACTIVE in the application. Award your applicants first, change their status to the appropriate trigger status, notify the applicants of the award, and let them know in the notification that you will be activating a section for them to complete. Then go in and activate the section by putting a check in the Activate Section column of the Section listing. All applicants at that point that have the specific status that you selected when creating the section will have that section appear in their dashboard, but only when you activated it. So do not activate until you are ready for those applicants to see it.
8.2.26 Creating the Budget Demographic Question
Using the Budget Demographic Question type will allow you to provide a preformatted Excel Document for your applicants to download and complete. This can be used for capturing budget information and/or demographic information in an excel format for your applicants to complete, but then have the system convert that data into separate questions for reporting capability.
If you have multiple spreadsheets that you are capturing different types of information (i.e. Budget data for one and another for Demographic data) you would need to create separate Budget Demographic Questions for each separate spreadsheet you are providing. Every time you build a separate Budget Demographic question for your applicants, it will in turn build a separate section just for that spreadsheet.
Since the purpose of the Budget/Demographic Question is only to be able to capture individual data in a reportable format for the Admin, the applicant does not see the Budget/Demographic Section on their application form, it will only be viewable on the back end by the Admins.
The applicant will see the question, download the attached spreadsheet that you are providing, complete the spreadsheet and then reupload it to the same question. They see nothing but that question(s).
Since the Question is built first, before the section is built, you will need to create the actual question(s) in another section of your application form.
When you create the Budget Demographic Question, the system will also automatically create a separate Budget or Demographic Section in the application form that will contain all the questions needed to capture the data from the Excel Spreadsheet.
- Step 1: When creating your question, select the Budget/Demographic question type. Note when naming your question, the Question XML name will be the name used to Name the section that will be capturing the data.
- Step 2: This will open the Template where you can click on the green Excel icon to download the preformatted Excel Document.
- Step 3: Once you open the Excel Document you will need to follow the instructions in the red notes section and use this document to build your spreadsheet you want the applicant to completed.
- Use the format to build your spreadsheet as you would normally want it to be completed, you can also add formulas to be calculated in the Excel Spreadsheet on rows and columns.
- Note that Column Headings and Row headings should be unique.
- Leave the First Column Heading Blank
- Do not leave any Row Headings blank delete all blank rows and the Notes section prior to saving your document
- Use the format to build your spreadsheet as you would normally want it to be completed, you can also add formulas to be calculated in the Excel Spreadsheet on rows and columns.
- Step 4: Once you have completed the document be sure to delete all the rows containing the Notes section and any blank rows above it.
- Step 5: Save your document to your local computer and close the document once you have completed it.
- Step 6: Click on the Select Template button and upload the document you just created.
- Step 7: The file will show uploaded.
- Step 8: Complete the remaining items in the question setup and click the Save button to save this question’s build.
- Step 9: You will receive the following message notifying you that the Question was saved and a New section has been auto-created with the same name as your Questionxml name.
- Step 10: You have two separate selections:
- Click the Go To Section Details to be directed to the actual Section that was built and view the individual questions built based on your uploaded document. Or,
- If you click OK you can access the section by clicking on the Go To Section Details in the build of the Budget/Demographic Question.
Step 11: Once you are completed with the upload you can click the Save and Exit to return to the Questions grid listing.
The section that has been built will display in your Sections grid listing as a Staff Section that is Hidden from the Applicant and the Section Type will show as Budget/Demographic.
The applicant will see the original question in the actual section that you built the original question as follows:
They can then click on the attached document to download it, populated it and then click the Browse Button to upload their completed document. Once they upload their completed document the items in the hidden section will automatically be populate with the information the applicant completed in their uploaded form.
Important Note: if you need to make a change to the actual excel spreadsheet you are providing to your applicants, in the original question, you will not be able to do so while the application is live to your applicants. You must make all changes either prior to the application going live or after the application has closed and you are cloning it for the following new cycle. (Please see the Best Practice Tip below).
Best Practice Tip:
In order to make a change to update the Spreadsheet you are providing to your applicants, it is best practice to delete the entire Budget/Demographic Section and the original question that was used to build that section. Then go through the entire process to rebuild the question with the new spreadsheet. Therefore, you do not want to do this to a live application form as this will affect any applicants that have completed this question, as the section they completed will no longer be present and they would need to do the question and spreadsheet again.
8.2.27 Adding a Calculation Field and How To Set the Formula
Calculation question types are used to create a read only calculation field in which the value of the question equals the calculated sum of other numeric, currency, or float question types within the application. You can create a Calculation Field question type that will return the results of the calculated fields. (I.e. you have multiple question fields that are numeric that you need to add together for a final sum total)
- Step 1: Select the Calculation question type
- The Formula field will appear above it.
- Step 2: To add a Formula click the Add A Formula.
- A box will appear where you will select the fields that are to be calculated together.
- Step 3: Click on the Add A Field button to begin selecting the fields to be calculated.
- The first line will appear to enter the Section Name and the Field Name of the first field in your calculation.
- Step 4: Select the dropdown arrow in the Section Name and locate the section the field is located in and select it.
- Step 5: Select the dropdown arrow in the Field Name and locate the field you want to run the calculation on.
- As you add fields you will be required to select the appropriate Operator for the calculation you wish to calculate. The available operators are: +, -, *, /
- Step 6: Select the dropdown arrow in the Operators and select the operator for the calculation you wish to calculate. This is the operator that controls how you are going to calculate this line with the next line below it.
- Once you have completed this calculation line, click on the Add a Field again to add each additional field to be included in this calculation.
- Note: The operator will not appear in this second line until you hit the Add A Field button again. The reason this happens is, is because when you only have two fields to calculate it is not necessary to add the operator on the second field. This is also the case for the last line in your calculation you will not have an operator on that line as it is the last line and there are no other items to be calculated in this formula. After completing your last line do not add an operator or hit the Add A Field button again or this will cause an error in your formula.
- You can delete a row in the calculation by selecting the Red X next to that row.
Note: you cannot create calculation formulas using other calculation questions or mix calculations where you are adding two fields and then subtracting another.
Tip: If you are using calculations, and you click on your preview screen and nothing is showing, check to see if your formula is correct. A bad formula can cause the preview screen not to show.
- Step 7: After you have entered all the fields to be calculated, click on the Save or Save & Exit to return to the question’s setup screen.
- The Formula field of your question will now be populated with the formula fields you selected.
Once the applicant fills in the data and answers all the questions required for the calculation. The applicant will need to click the Calculate button on their dashboard that is present on this question.
The result of the calculation will then appear to the applicant on their application.
Note: When creating this question, it is important to inform the applicant of the fields being calculated so that they can make sure they have answered those prior questions correctly so that the returned result is accurate.
8.2.28 Date Difference Question Type
Date Difference Question Type is used to determine the calculation in months between two dates. This would be used to determine the difference in months from one date question to another.
Each question that you are running the calculation on must be a Date question type.
Example of how it is used:
- Step 1: Create the individual date questions for the applicant to complete that you want to run the Date Difference calculation on. When creating those questions be sure to select the Question Type of Date.
- Step 2: Once you have created the separate Date Questions you can create the Date Difference Question. When creating the Date Difference question select the Date Difference in the Question Type field.
- Step 3: Once the select the Date Difference Question Type the Add Dates will appear. Click on the Add Dates item to open the calculation section.
- Step 4: Click on the Add a Field button, this is where you will select the first date question you want to run the calculation formula on.
- Step 5: Select the Section Name that contains the first date question.
- Step 6: Select the Field Name of the actual date question in that section.
On the Operator the selection should show as “–“
- Step 7: To add the next date question, select the Add a Field button again. A second line will appear, select the Section Name and Field Name of the second date question you want to calculate on.
You can click the red X to delete a field and enter a new one, if needed.
- Step 8: Once you have entered the second date you will notice that the Add a Field button will disappear as well as the operator will not be present on that second line. Click Save or Save & Exit to save the calculation formula.
- Step 9: Once you return to the Question setup screen, the Formula will appear in the Add Dates Formula field. If you need to change the formula, you will need to select the Add Dates button again and make the appropriate corrections to the formula. If you make a change be sure to save the formula again.
Be sure to mark the Required on the question if you require this question to be answered as well as the remaining items as needed.
Once you are done creating the question be sure to click Save and Exit to save the Question and return to the Questions listing.
8.2.29 Adding a Float Type and Setting Parameters
Float question type values are used in the same manner as numeric but are for more complex scientific equations that require calculations ran on figures containing non-numeric mathematical symbols such as negative positive symbols or fractional dividers as well as figures containing a floating decimal value.
When using a float question type you can set a minimum and maximum value to force the applicant to enter figures within a specific range of numbers.
When you select the Float question type the Min Value and Max Value fields will appear. However, if you do require a min or max value you can leave these fields blank.
- Min Value - Allows you to set the minimum (lowest) numeric range amount that will be allowed when replying to this question
- Max Value - Allows you to set the maximum (highest) numeric range amount that will be allowed when replying to this question
8.2.30 Adding a Message Question in Application
Message question types are used to create a message statement to the applicant, instead of creating a question for the applicant to reply to. Message questions are useful in creating a header titles to separate multiple parts of a section.
When selecting Message question type, you will type the message in the Question box and format it to how you would like it to visible by the applicant.
8.2.31 Adding the Program Name Question Type
The Program Name Question type, allows you to create a question that will pick up a Program name and allow you to view that Program name when viewing in the Applicant Status report and other report areas of the site. This is can be helpful when you have allowed applicants to apply multiple times using the same application form process but maybe applying for different programs within your organization and need to see which application program is linked to which application form. The applicant will also see this so that they can determine which application form is for which program.
To create a question as the Program Name question, create the question as you would normally create the text question to capture the name of the program the applicant is applying towards. Select the Question type of Program Name instead of Text. This will then create a text box field for the applicant to enter the name of the Program.
The question created above will appear to the applicant as follows:
Whatever the applicant enters, in this field will then appear as the Program Name in the Program Name column of the reporting areas. The applicant will also see this column when viewing their My Applications tab so that they can determine which application is for which program.
8.2.32 Making a Question Required
In the Question Setup for each individual question there is an option “Required”. If a question on the application is required and must be answered by the applicant, you must mark that question as required and the applicant will not be able to submit their application until the question has been answered.
Important: The section that contains the required question will not show 100% complete in the applicant’s dashboard, until the applicant has answered all the “required” questions within that section. Therefore, each section must contain at least one required question in order for the section percentage to show. If there is not a required question on a section, the section will not show a percentage of completion and the applicant will not be able to submit.
When creating a new question this question will automatically default to No.
Yes: The question is required, and the applicant will not be able to submit the application until he/she replies to this question.
No: The question is not required, and the applicant can skip this question, and not answer it.
In the question listing for each section, the column “Required” will show as “Yes”, if you selected “Yes” or it will be blank if you selected “No” for each question. You can use this to double check all your questions to make sure you marked them correctly.
8.2.33 Excluding Questions that you do not want to delete
A question that was previously created in an application may no longer be necessary. Once a question has been included as part of an application and applicants have replied to those questions, the question can no longer be deleted from the application.
Therefore, in order to keep the past data, there is the option to “Exclude” that question from the application.
This will allow the question, along with any data that may be stored on that question, to remain in the database.
Once a question is “excluded”, applicants will no longer see this question and the question will not appear in the application dashboard.
When creating a new question this question will automatically default to No.
Yes: The question is excluded from the application and no longer visible to the applicants.
No: The question is visible and included as part of the application. All questions that are active in an application should be marked No.
In the question listing for each section, the column “Excluded” will show as “Yes” if you selected “Yes” or it will be blank if you selected “No” for each question. You can use this to double check all your questions to make sure you marked them correctly.
8.2.34 Setting Hide from Reviewer as Active on a Question
There may be questions within the application that you do not want to be visible to the review committee during the review process. (I.e. hiding the applicant’s contact information).
“Hide from Reviewer” allows you to hide the question from the reviewers and they will not be able to see the information when they view the applicant’s application.
When creating a new question this question will automatically default to No.
Yes: The question is hidden and the reviewers cannot see the replies to this question.
No: The question is viewable to the reviewers and not hidden.
In the question listing for each section, the column “Hidden From Reviewer” will show as “Yes”, if it is hidden and you selected “Yes, or it will be blank if you selected “No” for each question. You can use this to double check all your questions to make sure you marked them correctly
8.2.35 Setting Hidden from Applicant as Active on a Question
There may be questions within the application that you do not want to be visible to the applicant but that can be answered by the Admin and viewable to the reviewers. (I.e. score results, calculated questions, document uploads by the Admin, etc.)
When creating a new question this question will automatically default to No.
Yes: The question is hidden and the applicant cannot see the question in their dashboard.
No: The question is viewable to the applicant and the applicant can reply to the question.
In the question listing for each section, the column “Hidden From Applicant” will show as “Yes”, if it is hidden and you selected “Yes” or it will be blank if you selected “No” for each question. You can use this to double check all your questions to make sure you marked them correctly
8.2.36 Showing a Question on the Manage Award Screen
When awarding applicants using the Manage Awards (used for awarding multiple scholarships in one application) you can have the replies to specific questions appear from the applicant’s application. (Note: this will only display in the Manage Award Section and will not be viewable if using the Batch Awards to award applicants.) You can add up to 20 questions to this view. Note, this will not affect the question if you do this after the applicant has applied.
When creating the question in the Sections and Question setup select “Yes” for the Show on Award Screen in the Add/Edit Question:
Note: When creating new questions in your application the default for this question is No.
Yes: The question’s values will appear in the Manage Awards
No: The question’s values will not appear in the Manage Awards
To view the question in Manage Awards, you must first select the scholarship you are awarding to view the listing of all eligible applicants for that specific scholarship. The question and its reply will appear when you click in the Award Questions column for each applicant and when you click the Award Applicant to award the applicant.
8.2.37 Show on Reviewer Scorecard PDF
When the reviewers are reviewing applicants, they have the ability to print two different PDF documents; a PDF of the Scorecard and a PDF of the Applicant’s application form.
However, the reviewers Scorecard PDF will only show the questions created in the scorecard task assigned to the reviewers and the replies/scores the reviewers made to the specific questions on their task/scorecard.
If there are specific questions that need to be added to the Reviewer’s Scorecard PDF from the application form itself, you can select Yes on this item when creating the application question and they will be included in the Scorecard PDF. (i.e. questions the applicant answered, that helped the reviewer determine how to answer the specific question on their scoring, that the reviewers might want to see on the Scorecard PDF).
Note: When creating a new question this question will automatically default to No.
Yes: The question will be included on the Reviewer’s Scorecard PDF when they view or print it.
No: The question will not be on the Scorecard PDF. But can still be viewed in the application PDF and application preview that the reviewers see to make their determinations.
8.2.38 Setting Read Only as Active on a Question
When a question is marked as “Read Only” the applicant can view the question, but will not be able to enter any data for this question.
This is used mainly in integration items that are coming from a client database into the CommunityForce site. Since the data is coming from your external database to populate the question, if you do not want the applicant to change the integrated data you would have the question marked as read only. The applicant can see how the question was populated from your database but not be able to make any changes to the data.
Message question types and questions that have been linked to another question in the application are examples of Read Only questions. (These two question types will automatically default as read only therefore you will not need to select them as “read only” when creating them).
When creating a new question this question will automatically default to No.
Note: you would not want to mark a read only question as “required”.
Yes: The question is a read only question and the applicant does not reply to this question.
No: The question is not read only and the applicant can reply to this question.
8.2.39 Adding a Default Display Value to a Question
“Default Display” allows you to enter a “default” value reply to the question. The question will default to this value and will not be required by the applicant to answer, however the applicant has the option to change the reply.
When creating a new question, enter the actual value that is to show as the default answer to this question.
Note: This value must match exactly as the value you entered in the Add Values table to appear correctly to the applicant.
The majority of your applicants live in the State of Virginia. Therefore, to make it easier on your applicants you create your application question “State” and add a default value of VA. This question will show in the applicant’s dashboard as completed.
In the question listing for each section, the column “Default Value” will show with the default you have entered. If there is no default set, this column will be blank. You can use this to double check all your questions that you want to add a default, to make sure you set them correctly.
8.3 Setting Hide/UnHide from Reviewer on Questions - Batch Action
When you have multiple questions in a section to Hide or Un-Hide from your Review Committee you can do so without having to go in to each separate question.
From the Questions listing for each section you will notice a button at the top called Hide/Un-Hide Custom Questions(s) from Reviewer.
- Step 1: Select all the question that you want to Hide/Un-Hide in the grid by clicking in the checkbox next to the question you want to hide.
- Step 2: Click the Hide/Un-hide Custom Question(s) from Reviewer button.
- You will receive a confirmation confirming the action you are wanting to perform.
- Step 3: Click yes to the confirmation
- Step 4: Next you will receive a status update, click ok to return to the Question(s) grid.
- When you return the column marked Hidden from Reviewer will now reflect the selected status.
- If you selected questions that were blank and not Hidden, they will now show with “yes” in the Hidden from Reviewer Column. However, if you selected question that were marked already as “yes” in the Hidden from Reviewer column, these will now show as blank for not Hidden.
- If you want to reverse this option, select the same questions again and repeat. If they were hidden they will then show as blank for not hidden.
8.4 Deleting or Excluding Custom Question(s)
Only questions that have not been responded to by applicants can be deleted.
Once data has been entered on a question it can no longer be deleted from the application or section. Questions that have data entered will have to be marked as excluded.
You can Delete or Exclude a single question or multiple questions in batch.
Note: you will want to use caution when deleting or excluding/including questions on a live application form. It is best practice to do this before going live as any applicants that have or have not answered those questions will be affected.
- Step 1: From the Sections setup Question data grid, select the question(s) you want to Delete or Exclude by clicking in the checkbox next to the question.
- Step 2: Click the Delete Custom Question(s) button or Exclude/Include button
- Step 3: If Deleting, you will receive a Delete Confirmation, click “Yes” to continue or “No” if you do not want to delete.
- If Excluding/Including, you will receive the Exclude/Include Confirmation, click “Yes” to continue or “No” if you do not want to proceed.
Note: If data has been entered on the question you will receive a System Alert, and the question will not be able to be deleted. Otherwise you will receive a status update letting you know the question has been deleted.
- Step 4: Click ok on the Status Update to return to the Question’s data grid.
Status Update when deleting:
Status Update if Excluding/Including:
If Excluding/Including the Exclude Column will show “Yes” if that question is currently Excluded from the Application form.
8.5 Setting the Display Order for a Question
“Display Order” is the sort order sequence number of the question as it appears on the page as the applicant is reading the questions. If you enter a number that is already being used by another question in that section, the new question will take that number in the sequence and move the prior question after it the next number in the sequence and all other questions below will be moved down one count. This is a required field when creating questions and cannot be left blank.
When creating your question enter the number that you want the question to fall in sequence on the page as the applicant is filling out the application.
Once you return to the Question data grid you can also adjust the sort order by clicking on the up and down arrows in the grid:
8.6 Adding a Document to a Question
If you have a document that may be informational to the applicant in order to answer a specific question, or a template that the applicant can fill out and upload to a question, when creating your question, you can attach that document directly to a question. Then when the applicant views that question, they can click on a download link to access it, (i.e. Policy and Procedures. Rules and Regulations, forms to complete, etc.).
Any question but a calculation question, can have a document uploaded to it.
To create a document upload question:
- Step 1: Create your question in the Question Setup and select the question type you want this question to be, (i.e. Message, File, etc.)
- Step 2: Select the Upload File: Choose File button at the bottom of the Question setup.
- Step 3: Your Windows Explorer folder will appear, select the file you want to upload, and click the open button to add it to the question
Once you have uploaded the file, the name of that file will now show next to the Choose File button
How to Remove a File
Once you Save and Exit the question and return you can remove the file by clicking on the Remove File that will now appear.
If you remove the File, make sure to click Save or Save & Exit to save the removal.
Once you save the removal, if you need to upload a new document you can do so by repeating the Upload steps again.
Below are a couple of examples of how you can set this question up for your applicants:
If you want the applicant to complete a form, you can have the document directly uploaded from the “File” question type that you created for them to upload it to:
If you want to make this easier on the applicant this can also be separated into two separate questions, a message question where they can access the document, and then a second “file” question where they are to upload it:
You have a document you want the applicant to be able to view. (I.e. rules and Regulations for a specific scholarship program) You can create just a single message question type with the document included in the question.
8.7 Linking the Batch Awards – Requested and Budget columns to questions in your application form
If awarding your applicants per application form and using the Batch Awards feature to award your applicants, there are two columns in that awarding report Requested and Budget that must be linked correctly to the correct section and questions within your application form. If not linked correctly these fields will not be populated in this report.
In order to create the linkage you must create the actual question(s) with specific xml names. The XML must match the Question XML Name for it to appear in the Batch Award Report. The following are the XML names to use:
You would want to link these to the questions that are asking for the actual amounts you are wanting the applicant to enter for the requested amount they are wanting to receive, as well as the actual budget amount they are requesting funding for.
Question XML: each of the questions must have the following question xml name: You would want to link these to the questions that are asking for the actual amounts you are wanting the applicant to enter for the requested amount they are wanting to receive, as well as the actual budget amount they are requesting funding for.
Requested Amount: use the question xml name of: AmountRequested
Budgeted Amount: use the Question XML Name: BudgetTotal
8.8 Save and Cancel Option When Creating Questions
Once you have setup or made edits to a question be sure to “Save” your information prior to exiting the setup screen. The following options are available:
Save - Allows you to save any changes made without exiting the screen
Save and Exit - Saves your changes and exits the screen
Exit without Save - Exit the screen but will not save any changes
Reset Form - Clears all the information entered on the question.
8.9 Adding Conditional Logic on Questions
There may be instances that depending on how an applicant answers a specific question other questions may or may not need to be answered by the applicant.
Conditional Logic can be set on a question that will trigger it to appear depending on how the applicant answers questions before it.
Conditions are set on the question that is going to be affected by the conditional logic and hidden when the condition is met.
- Step 1: While in the Question Setup Grid, set conditional logic on one specific question, by clicking on the Add/Edit in the Conditions column for that question
Note: Questions that already have conditions set on them will be have the Add/Edit under the conditions column highlighted in green.
- The Conditional pop-up is used to define when a question is hidden to the applicant based on how the applicant answers specific questions within your application. These can be set on a single data value or a combination of data values. When creating conditions you are selecting the values that will allow the selected question to hide in the applicant’s dashboard, if the condition is met. Question that do not have conditions set on them will automatically appear and do not need conditions to be visible.
- Step 2: Try entering a condition on a question using the following guidelines. Once you enter your first condition, click the Add Condition button to enter additional lines of conditions. The red X will allow you to delete a condition you do not want.
To add a condition to hide a question:
- Section: What section has the question that will trigger this question to hide? Select that section.
- Question Name: What question in the selected section, is the trigger for this question to hide? Select that question.
- Condition Type: What is the condition of the answer/value that has to be met in order for the question to be hidden? Select that condition. Possible conditions are:
- Contains – the answer/value contains this value
- Starts With - the answer/value starts with this value
- Does Not Contain - the answer/value does not contains this value
- Is Not Empty - the answer/value is not empty (applicant has answered this question)
- Is Empty - the answer/value field is empty (applicant has not answered this question)
- Is Exactly – the answer/value must exactly match the value.
- Is Less Than - the answer/value is numeric and is less than the value amount
- Is Equal To - the answer/value is numeric and is equal to the value amount
- Is Greater Than - the answer/value is greater than the value amount
- Is Not Equal To - the answer/value is numeric and is not equal to the amount.
- Value: What is the answer/value the applicant must answer in order for the question to be hidden? Enter the value. (The value must be entered exactly as it is in the question setup)
- Operator: Used when entering multiple lines of condition values. And means all of the conditions in the listing need to be met in order to cause a question to hide. Or means either of the conditions can be met. This applies to the row that and/or is on, and the next condition row following. If you have groups of conditions, it applies to each line in the group and then on the last line of the group, how it relates to the next group of condition values.
- Grouping: This column groups your conditions into sets of conditions. You may have several groups of condition where the first group is executed and then the second group is executed etc. Assign each of the conditions in a group the same number. The first group is 1, the second group is 2, etc.
Examples of entering conditions:
Example 1: You want the question “Please attach your employment resume” to only appear for applicants that have selected “Yes” to the question: “Do you have work experience?” If they selected “No”, or have not answered the question yet, you do not want the question to appear.
You would enter the condition as follows on the question “Please attach your employment resume”:
Example 2: You want the question “Please attach your employment resume” to only appear for applicants that have selected “Yes” to the question: “Are you currently employed?” and on the question “Gender” selected “Male”. You must enter every possible scenario that it should be hidden for, and group each scenario as a separate group.
Use caution when using contains on values that could be included within another word in that question’s values listing, (i.e. Male is part of Female, Other is part of Mother, or brother).
- Step 3: after you have entered your conditions information, be sure to select Save to save any conditions you have added.
- Step 4: Once you return to the Question data grid listing screen the Add/Edit in Condition column next to your question will now display as green, showing that conditions have been entered on that question. If it is not showing as green, click “Save” on the Question data grid listing to refresh your information.
8.9.1 Setting Conditional Logic on Multiple Question
If you have multiple questions in the same section that have the exact same conditional logic, you can set the logic for all the questions at the same time without having to go in on each separate question to set it.
Best Practice Tip: Once a question has logic set on it you will not be able to select it for the multiple selection option. Therefore, when setting logic on multiple questions, set that multiple logic first. Then go back in on the individual questions and add the additional conditions that apply only to that single question.
- Step 1: While in the Question Data Grid Listing, select the all the questions you want to enter the logic on, by entering a check mark in the box next to that question.
- Step 2: Click the Add Condition(s) button.
- This will open the Add condition box, notice that it list at the top of the box all the questions it will be adding that condition to:
- Step 3: Enter the conditions, as you would if it was just for one question, that apply to all the questions and click the Save and Exit to return to the Question Data Grid listing. All the questions will now have the condition set on them.
- Note: If you need to add additional conditions on just one of the questions that you just updated in the group, you can click on the Add/Edit next to that question and add the additional conditions that apply only to that question.