How to create expiring Forms
There might be forms that you wish your customers to complete periodically instead of just once (the first time they make a registration or purchase).
For example, you may want a health questionnaire to be updated by your customers every 6 months so that you know you have the very latest health information about each customer.
Or, you may wish for customers to refresh their emergency contact details periodically so that their record is as up-to-date as possible.
You can set a form to expire either when creating a form for the first time or by editing an existing one:
1. When creating a new one:
Head to Forms/Documents >> Customer Forms >> Add a Form:
On the next page, you'll get the option to set the Form Name, what it is required for and whether you wish to "Ask customers to resubmit after some time?". Here, select 'Yes' and you'll then be prompted to choose the number of weeks you wish to re-ask customers to complete the form again:
Then continue completing the rest of the steps requested until your new Form is created.
Please see our Creating a Form guide for further help required on creating a new form.
Once completed, the customer will be prompted to complete the form during their first registration and/or membership purchase, and then once it expires (in our example above 24 weeks after for example) the customer will need to resubmit the Form again the next time they make an applicable registration or purchase.
2. When editing an existing one:
Head to Forms/Documents >> Customer Forms >> click "Details" next to the Form you wish to set to expire >> and then click on the "Edit" button you'll see on the top right-hand side:
On the next page, scroll down to the "Ask customers to resubmit after some time?", simply select 'Yes' and you'll then be prompted to enter the number of weeks you wish to re-ask customers to complete the form again. Finally, click 'Save':
Once saved, the customer will need to resubmit the Form again the next time they make an applicable registration or purchase after their original Form has expired. Using the example above this would be the next time they make an applicable registration or purchase 24 weeks after the first time they completed the Form.
Asking for immediate Form resubmission
Sometimes you may decide to add a new Field to an already existing Form. For example, you now want to know if your customers suffer from neck problems within a health questionnaire form, or you want to ask them for a second telephone number in your contact details form.
When doing so, by default, customers won't have to resubmit the form. However, if you want customers who have already submitted the Form before to complete the new Fields added, you can "Ask for updates". As a result, customers who have already submitted the form will only need to answer the new Fields the next time they make an applicable registration or purchase.
To ask for updates, first head to the Form you wish to edit and add a new Field, see our Add/Remove Fields to a Form for further guidance on how to do so.
Once you've completed adding new Field(s), return to the Form and you'll then see a warning message confirming how many customers have already submitted an earlier version of the Form and whether you wish to ask for updates, simply click on the "Ask for updates" button and then again in the pop-up window you'll get:
All relevant customers will then now be prompted to complete the new Fields added only when they next make an applicable registration or purchase. Any customer who has not yet submitted the Form before will be prompted to complete all Fields within, including the latest added one(s).
Please note, if your Form is set to expire and the next time a customer makes an applicable registration or purchase the Form has already expired then they'll be prompted to complete the whole Form and not just the Field(s) added afterward.
Finally, you can also stop asking customers for updates at any time too. To do this, simply head to the relevant Form in Forms/Documents and click on the "Stop asking updates" button, and then again in the pop-up window you'll get:
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Add or remove fields to a Form