Expiring Forms / Asking for Form Resubmission

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 the form for the first time or by editing an already existing one:

1. Expiring Forms when creating a new one:

Head to Forms/Documents >> Customer Forms >> Add a Form:

Forms_-_Creating_a_new_Form_-_Step_1.gif

 

In the next page, you'll get the option to set the Form Name, what is Required for and whether you wish to "Ask customers to resubmit after some time?", simply 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:

Forms_-_Setting_Expiration_Period.gif

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. Expiring Forms 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:

Forms_-_Edit_Form_-_1st_step.gif

In 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:

Forms_-_Setting_Expiration_Period.gif

 

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 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:

 

Forms_-_Ask_for_updates.gif

 

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 afterwards.

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:

Forms_-_Stop_asking_for_updates.gif

 

Jump to: 

Add or remove fields to a Form
 
Deleting Forms
 
Staff permissions required to manage Forms
 
Form notifications
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