Note: The “Essentials” add-on is needed to use field templates.
Are you tired of configuring the same field in all your forms? Do you create the same group of fields in several forms? If so using field templates will save you a ton of time.
With field templates, you can copy the settings of a field or fields inside field containers (like group panels or repeater fields). And add them to other forms easily. To create field templates do the following:
1.- Open the field designer and click on the “Export as template button”
if you copy a field container it will also copy all the fields inside it
2.- Define a template name and click on “Create”
That’s it! Now you have a template of the selected field(s)
Using a field template
To use a field template go to the “Template” sections and add the template just like you would add any other field
Deleting a field template
To view a list of your field templates or remove them go to the field template pages
With the “Register user” add on you can automatically create a user within a form submission, to use it follow these steps:
1.- Install the plugin, if you haven’t installed the plugin you can log into your account and download it form there.
2.- Open the form that you want to register users and then go to ‘Settings/Register Users”
3.- Map the register user settings to fields in your form. This information is going to be used to create the user. For example, in the screenshot below the plugin will create a user with the user name defined in the field “User Name” of your form, the password with the “Password” field, and so forth.
This is my form:
And I am using this field to create the user like this:
4.- In the “Role” setting define which role the user is going to have when created, this list will vary depending on the roles that your site has
5.- Define what to do when the username already exists, You have two options:
Show error: The plugin won’t submit the form and send an error message to the person submitting the form so he can try with a different username
Ignore: The form will be submitted and no user will be created.
Create users conditionally
You might want to create a user only when a condition is met (for example when the user opts to create an account).
To do so you just need to check the “Enable Condition” box and define your condition
Adding additional meta data to the user account
Additionally, you might want to save additional information, not only the standard data like username and name. To do so you can create a new user meta and link it to a field. For example, the screenshot below will also create metadata called “Phone” and will save the “Phone” field content in there.
It is important to notice though that by default WordPress won’t show this metadata in the user dashboard, but if you want to display it you can use plugins like https://wordpress.org/plugins/jsm-show-user-meta/ to display it.
2.- Right click in a folder or sheet and click on share
2.- Paste the email that you copied in step 12 of the google sheet configuration and click in “Send”
3.- Configuring a form to send the entries to a sheet
Now that you have your configuration file and give access to some sheets in your account you just need to link a form to your google sheet, to do so follow these steps:
1.- Open a form (in the aio designer) and go to settings/Google Sheets and check the “Enable” box
2.- In the JSON Config box paste the content of the file that you downloaded in step 15 of the google sheet configuration part. (You can open this file in any text editor like notepad)
3.- Click on “Verify and save configuration”
4.- If anything was done correctly you will receive a success message and the plugin will start searching for available sheets
5.- Select a sheet (if you don’t find any is because you didn’t give access to any sheet/folder or the folder that you gave access to doesn’t have any sheet).
6.- Map the field in your form to columns in your google sheet. In the example below I mapped the columns b, c, and d to the fields year, brand, and model respectively (column a is always used to save the entry id).
That’s it! Now your entry will be automatically sent to google drive after a submission.
3.- Create a new zap using “Zapier for All in one forms”
4.- Select the event “Form Submitted” and click on “Continue”. This event will be fired every time a new entry is submitted and will send it automatically to Zapier.
5.- Connect your site to Zapier using the site and API key that you got in the first step
6.-In the field “The form you want to use” you will see a list of all the forms on your site. Select the one you want.
7.- Optional.- Test the trigger, after clicking test you should see a preview of the information retrieved from your site (in this case it will be the last entry of your selected form)
8.- Click on “Action” and define what you want to do with the entry
9.- For this tutorial, I will configure a zap to send the entry to a google sheet. My google sheet has 3 columns which are “Company”, “Product Type” and “Product”, Zapier let me map these columns to any of the fields of my form
After finishing configuring your spreadsheet you just need to click on continue and that’s it! Now the entry will be sent to Zapier automatically after an entry is submitted.
You can also create workflows with the plugin, for example after a user submit a form you can send it to a “Validation” team which would do adjustments or add notes to it and then approve it (which would send the form to another team or would inform the user that its submission was approved).
To create workflows you need to do the following
1.- Set the initial status of the submission
By default each submission is marked as complete but if you want to do additional actions before completing it you can change its default status in the “Settings” tab of your form:
2.- Send an email when the form reaches an specific status
For example you might want to send an email to the validation team when the form reach the status of “Awaiting Approval” and another to the user that submitted the form once its submission was approved.
For this specific scenario you will want to create two emails:
One that is send to the approval team when the form is initially submitted (Which were configured to mark the submission as “Awaiting Approval”). This email would use this conditional logic:
And another when the form is marked as completed, the conditional logic for this email would be this:
3.- Allow specific users to edit the submission
You want the validation team to be able to change the status of the form (to approved or rejected for example) or even change the form. The easiest way to do this is include a link to the submission in the email that they receive. To do so, in the email builder add a link, a panel will pop up
and in the link type select “To view/edit this submission”
If you also want them to be able to edit the form click in “Allow Edition”
This will add a secure link to the form that will let them edit this specific entry.
3b.- (Optimal) Add admin fields to the form
You might want to have administrative fields (fields that are only visible to the administrators). You can do this by creating fields that are visible to specific user roles (like administrators) like this
And that’s it! With this configuration when the user submit a form it is first going to be send to the validation team which will be able to either approve it or reject it.
Each field have different preconfigured ways of calculating a cost called “Price Type”. You can also use formulas to do a custom calculation.
To define a Price Type go to the field settings and select a “Price Type”
Each field has different kinds of “Price Type”, bellow you can find a list of all of them and what each one does.
Define a fixed price for the field, this amount is going to be added to the total if this field is filled
The amount typed in the field is going to be added to the total
Price per word
Define a price for each word typed in a field
Price per char
Define a price for each character typed
The current total (or subtotal) of the form is going to be multiplied by the value of this field.
Define a price for each option of a field (like each item of a dropdown or checkbox list)
Don’t use this field to calculate a total
Price per distance
Used by the google maps field, define an addres and calculate a price depending on the distance (miles/kilometers or meters) between that point and the address defined by the user.
Price per Item
Used by the list and repeater field, define a price for each item added in those fields
Price Per Day
Used by the date range field, calculate the number of days between two dates and calculate a price for each day.
Quantity Per Day
Used by the date range field, calculate the total/subtotals of a field and then multiply it by the number of days between two dates.
Define a custom formula to calculate a price
It is possible to have different sections calculating subtotals and at the end display a grand total. This can be done using the group and repeater fields. The calculations done in these fields are done independently and they are added at the end to calculate a ‘Grand Total’
Tags can be used to insert the value of a field or attribute (like the submission date and id) in a text. There are many settings that support tags like the email settings, entry numbering and confirmation panel.
To use tags click in the tag icon, a pop up will be shown
Select the field or attribute that you want to add