Classic Forms in DonorPerfect
Learn the basics of DonorPerfect Online Forms. Forms can be used for online and mobile donations, monthly gifts, volunteer sign ups, event registration, and more! Topics include: what are DonorPerfect Online Forms, creating a form, downloading your data into DP, and field mapping.
**You can find the handout for this webinar here:
Categories: Foundation Series, Training Webinars
Classic Forms in DonorPerfect TranscriptPrint Transcript
Good afternoon, everybody. My name is Shawn and I’m going to be retraining today as we get into the classic forms 101. So if you’ve attended yesterday’s presentation, you know, we went over the new online forms and the drag and drop Read More
Good afternoon, everybody. My name is Shawn and I’m going to be retraining today as we get into the classic forms 101. So if you’ve attended yesterday’s presentation, you know, we went over the new online forms and the drag and drop functionality for those of you who haven’t signed up for that yet, or if you’re looking to build a type of form, that maybe the new drag and drop forms aren’t ready to run for you yet. Yeah, today we’re going to be talking about setting up those kinds of forms. So we’re gonna get into creating forms and styling, putting logos on there, updating the email message and then downloading into donut perfect
so today, we’re gonna be talking about kind of what the classic forms are, in general, we’re gonna go over some key items to be aware of before we get started. We’re gonna walk through setting up a form in a snap and then where you can find the data in DonorPerfect
so what is and use the question box for this? What is one way that you hope to use the classic forms?
So far I’ve seen to collect online donations. That is a classic answer is what most people are using forms for. That being said, we can use online forms for not just donation pages, but creating mailing lists, registrations, getting membership form setup, creating volunteer form, forms, fundraising. And I mean, really any item that you’d want to collect information about. Now, what are those classic forms, much like the new forms, they are an online form, you’re gonna hear me say that word a lot today that integrate directly with DonorPerfect, so your donors visit your website or social media when they click on an email link. And then they’re taken to the donation page, they fill it out, and then it either downloads automatically work, use it up to be downloaded very easily into doing it perfect. Now, before we get started with the forms, you’re going to need to make sure you have a couple things set up. One, you want to make sure you have a safe safe payment processing gateway that is required to accept online donation. With your gateway, you’ll also have a merchant processor, that’s going to be the tool that actually moves the money back and forth between your donors accounts in your organization’s account. If you don’t have a gateway setup, simply reach out to the payment processing team. And they can help you out with that.
Now the options that are going to be available to you when you’re creating online forms the ability to make a new form. So if you want to start from scratch, you can do that with a pre existing template. You can copy an existing form. You know, this is commonly used for events that you ran a gala last year super successful and the form looks great. You know the codes are mostly set up you know the few minor changes it’ll be ready to go for next year. And rather than build a new form from the ground up, copy that form, make the changes update your header and tweak the general ledger and solicitation codes if needed. And boom you’ve got yourself a brand new form and then you also have the ability to edit your existing forms.
Now if we go into DonorPerfect under Apps, online forms, if you have access to both types of forms you’re going to see Oh error with drag and drop and online forms. If you don’t have access to the New Form Builder, its online forms will take you right to the classic page. From here, you’ll be brought to the review and acceptance center where you can edit an existing form, you can copy an existing form, you can add a new form. When you go to add a form, we’ve got donation pages. So there’s the single donation page, or donors can make a one time or recurring gift, all of their interaction is going to happen on a single page, then there’s going to be a follow up confirmation page as well as a Submit page. But as far as the data entry is concerned, it’s all going to be done on this first page. We’ve also got multi donation pages where they can sign up for a single or one recurring donation, they can do a membership, if they’d like, you can sell items, if you got stickers, hats, shirts, anything like that. You can sell items here. There are crowdfunding forums. You can set up an organization page and then your donors can set up their own fundraising pages.
And then there’s a link to the drag and drop builder if you have access to it. If you’re not looking to collect donations, under signups and surveys, we have mailing lists, volunteer application, our logs, rating organizations, event feedback. We have events, specific templates, our kind of all purpose or multipurpose event for lunches, golf outings, bowling. And we also have membership forms. Just got asked an excellent question. Can the online donation form integrate with a tool to determine if the donor works for a matching donation company? We do have a partner I don’t remember the partners is name off the top of my head. But if you talk to your account manager, we do have a partner program that does exactly that. So short answer yes long answer yes, talk to your account manager they can get you the specific details.
So an online form can be created for all of the following except for which one one time gifts, recurring gifts, volunteer hours, event registration, relationships between records.
All right, at 9% said relationships between records, which is correct. Most of our forms have access to one time or recurring options. You can build event volunteer forms for both our logging and just sign up. There’s also event registration forms Now don’t ask them excellent question. Do you have to set up the event first? If you want DonorPerfect to integrate with an event management event, then yes, you have to have the event set up first. And maybe we’ll actually use that as our example form today is an event management integrated form. If you don’t need it to integrate with event management because it’s like a small event or you don’t have event management, you don’t need to integrate it directly. But if you wanted to integrate you have to make the event first.
So before we get into that, why don’t we go ahead and start up our form. So I’ll use the event management as an option since that was brought up. So let’s say for black tie blue jeans, we want to have a form So let’s make sure we don’t already have one in here. Sometimes that happens. Perfect. Okay, so the event is already in DonorPerfect we’ll go down to add form and then under events
we’re gonna select the classic option
give it a name, choose our payment options, I always like to include as many options as possible and we want to make donating easy and effortless for our donors. And then if we wanted to integrate we select EMI code let’s just double check
reload the page here looks like that event hadn’t been assigned. Solicitation area now we’ll select the black tie blue jeans event.
If we want to use sponsorship levels, we can check that off. Honestly, my recommendation is always include the sponsorship level option because it’s way easier just to hide them later than it is to add them if you realize you need them. And then we’re going to finish up setup. Just asking donors donate using PayPal or Venmo etc instead of cheque cash credit card. Without classic forms. No, we do not have a PayPal or Venmo integration. Our new forms do have a PayPal and Venmo integration once we have created our form, we can get into the editor we can view the form. And here you can see we’ve got a whole bunch of options.
So before we get into the finer details of editing a form, let’s break down all forms anatomy. So every form is going to be broken down into at least three pages. There’s the donation page, there’s the confirmation page, and there’s the payment page. Now some forms like an event form are going to have an extra page the donation page will essentially be split into two. So one of them will be the donation details, the other page will have the donor details. And then they’ll still share the confirmation and payment pages. So much like if you go to the doctor’s office or the the dentist or pretty much anywhere where you have to schedule an appointment. Sometimes you have to fill out forms, those forms each have different pages. And an online form is basically the same thing only electronic. And the form was to say the forms page is then broken down into sections. So that’s where you can include information. Every form by default has like a donor information section where it collects their address payment details, things like that. You can also create new sections. So for example, here we have a favorite candy. You can use these sections to consolidate like fields or similar fields to make filling out the form more intuitive and easy for your donors. Each of those sections, as I’ve mentioned is made up of fields. Fields are what your donors are interacting with. So let’s say that you go to an online form and you need to put in your first name and your address and everything like that you’re putting data into fields
and then, there’s also items. Items are a little they’re little like sections and they’re not entirely the same. An item is anything that involves a monetary transaction. So if you are making a donation you are interacting with an item if you are purchasing a sponsor To ship for an event you are interacting with an item.
Much like sections, items are going to be made up of different fields. Now with your sections, you do have the ability to add new sections. First, you need to select a particular page. So if you wanted to put the information on like the gift screen, you can do that if you want to put the extra section on the donor Details page, you can do that. You can reorder and you can rename your sections. If you wanted to have them arranged in a certain way, or if you’d like to use a specific terminology that your donors are used to, much like sections, your fields can also be edited. So you can add new fields. If you are going to create a brand new field, we really recommend you add it to doing it perfect first, that way, it’s exactly where you want it to be. You can also delete fields from a form. Whenever possible, I recommend hiding fields just because again, it’s easier to unhide something than it is to add it back later, especially if you don’t have online forms. Plus, you can apply additional formatting options for your textbox fields. So for example, if you’re putting a custom date field in there, you can make sure that it actually registers as a date so people can put whatever they want in there. You can move your fields around rearrange them, you can adjust the number of characters that a field can accept. Cynthia had a great question, can the donation form have a drop down to select the fun that somebody would like to donate towards? And then the follow up to that was also does the payment page autofill from the information on the first page? So the answer to both questions is yes. So actually, let me back up a second here you can actually see on this example where would you like your money to be directed, we made the general ledger field visible we renamed it so that way it makes sense to somebody filling out the form that doesn’t know what a general ledger is specifically. And then we can choose the what we want them to be able to select you don’t have to make all of the codes available. But I will certainly show you how to set that up in a form
and then for your item options, you can add new transaction options dropdowns radio buttons and like like with the the fields and the other sections, you can rearrange the order. So let’s get into the donut perfect and we’re going to just set up our event so
see if they have if I can’t find just
no lock on a header to get something whipped up for next time. So I’m just gonna go ahead and under the Header Footer.
Just gonna look for one of our standard options. So with our correlators I can save that to just one page. And then I can make these page options
unique or I can go ahead and just save it to everything and then all of my pages will have the same header now on the first page, I might also want to include some extra information
and that’s April 21. That’s
why we might have that at a particular event area so you can put like the address in here
Now we can have that information here. Put that on our just on our first page. And now if we view the form we can get to the first page, we see that we have all that information there. I go to the next page, I don’t have all that extra stuff, you know just moves right into that section. Under the form styler, I can apply some different color options. If you have somebody on your team that knows how to use CSS, by all means, please utilize that tool, you can make a really impressive looking form that way that is not something that we train on or support ourselves. So like I said, if you have somebody that knows how to use that tool, absolutely feel free to do so. But it’s not something we can necessarily assist you with. Now if you don’t have anybody for that you can use the forum style
so you can choose some themes
you can put in some default options
you can customize backgrounds. You can update section headers we can change our font colors
if you know what the hex codes are for, for the colors that you want to use, you can plug those right in. Otherwise you have access to the slider
I can update the background color
I can also change button colors. Not only can you change the default color, but you can also update the hover color. So Cynthia asks, Can you add your branded colors? Absolutely. You just need to know what those colors are. A tool that I will often use it’s free you can use it online I’ll share it in chat with everybody is a website called image color picker. And you can just like upload an image it’ll give you the color palette. I believe Adobe has a similar tool if you already have access to that, if we save and close and I view the form again that header doesn’t really match right now but we’re well on our way to updating. Now how everything is gonna look under email options, we can update our from address
call a party, you can update our subject line and then like we do with our header we can make changes.
Keyboards just not. There we go.
Okay, we might have something like in our address details slash directions
I can come back in here, I can add the rest of the information I need later.
So we can get started with that. And you can have all that wrapped up under set item codes. If you are like in this case, we’re using this as a event form. So it’s going to automatically assign the general ledger. But you can also assign your sorry, automatically you can assign a solicitation, we can also assign a general ledger, I could have a particular Thank you code. So for example, if I have like an event, thank you that I often use, I can make sure that that’s available.
So use our gala. Thank you. So I’ll reload my page here. But that to the building funds used to Gala, thank you sub solicitation code, that’s a ticket purchase. Campaign code is annual fund. And it’s an online donation. And I can do that for the other options as well. So you’re just selecting the different options available so bronze sponsor
actually special events, that makes a little bit more sense.
gold sponsor now, when you create an event for specifically, if you do have a sponsorship option, it’s gonna give you it’s like five, I think five or six sponsorships. You don’t have to use all of them. So for example, the premium sponsor and the presenting sponsor, I’m actually going to deactivate those because I don’t need that many sponsorships. I’ll show you how to do that in a little bit. Now for my additional donation option. I’m going to go ahead and I’m going to make the general ledger code visible to my donors.
So I can say visible. And what I can actually do is I could say Where would you like your donation to go?
Or you know, how would you like your donation to be utilized. And then I can take out the options I don’t want them to be able to select so maybe I want to keep the annual fund. I don’t need to go into memberships. I don’t really want to deal with restricted contributions. And maybe if I want unrestricted to be kind of the default what I can do is actually change that to say you know where needed most you can choose the default of the blank if you’d like or you can make sure that the top option is selected by default. That’s what I’m going to do. And I’m going to save that I asked you you limited the four pages different forms are going to have different amounts you can add pages to allow each form is built to have a specific series of pages to collect information that it is concerned with. If I view my form
here they have the option to tell me what they want the money to be used for.
Under links and sharing. You can share information you know you can create
can create a friendly link that also generates a short link that you can use on Facebook, Twitter, Instagram, things like that. Under fields and items, this is where you can update fields, you can add new sections, you can also rearrange your fields. So for example, first I’m going to hide some fields that I’m not interested in. I don’t need optional line. I don’t need business though, I’m going to hide those. And then by default, it’s going to have everything set up in one column. Yeah, yeah, I want this to be put into two columns. So I can actually edit one of those fields and I can consolidate some of those fields together. So if you put two or more fields on the same line, it’ll put them next to each other. So for example, on line one now first and last name, it’ll be next to each other line for address and address two will be next to each other if you have multiple lines in a row, so for example, five and six are together DonorPerfect will consolidate and just remove any excess lines
View the form
and now it’s tightened up a little bit for me. And you can do that with any type of information any any of the fields can be arranged like that.
If you want to read it, rename or re like update the gift amount for something, you can click on View edit choices. Now, each of these tickets is $75, I can update the value of those tickets. If I need to update the display title, I can also do that by clicking Edit section I can select update that to 75.
Down here if you’re using an event form if you purchase like a sponsorship or multiple tickets, we also have an attendee Information section. So it’ll give you prompt you to fill out the information for each of your attendees.
So again, we’re just moving some fields and everything tightened up a little bit
if you want to add a new field, you can click on the Add Field button and we can set up a new field. So for example, it’s an event, we probably want to have a meal choice so we can do a drop down list that doesn’t look like we have a meal choice option already. So what we’ll do is actually step out of the form for a moment go into DonorPerfect we’re going to access screen designer and make sure we have that meal choice option.
So we’ll go ahead and create a new field
we’ll make that a drop down we’re going to put that under special event information
and the reason we wanted to build that in doing a perfect is so that we it goes exactly where we want it to go. Do you create it on the form? It’ll show up and down are perfect but every form every page has like a web link information section. It’ll always default to there. We can go ahead and do beef chicken
vegetarian fish meal and seafood meal again to access that understandings screen designer
now if I want to add the field
that’s possible is trying to put that on the main screen so I may have put that in the wrong spot. So we’ll go ahead and set that up on the main screen just to be sure
try this one more time at our field
not sure why the meal choices and shut up where I want to show up. So we’re just gonna go ahead and call this event meal we could put the codes right in here so.
And we can have that default to blank we can make that a required field and click Next. And again if you want to, when you get to this section where it says field position, this is where you can condense those fields together. So for example, First name, last name address was city state was.
Now you can see we have our meal choice option
under item availability, you can mark certain fields as hidden or certain items is hidden. So for example, I’m just going to do bronze, silver and gold sponsorships. So I’m going to hide premium presenting. So now if I preview the page now I don’t have to worry about seeing that. The other thing I can do is if I edit here, I’m sorry, wrong page. If I go back to fields. If I want to rearrange the sponsorships I can edit one of the sponsorships and I can move things around. So in this case with a sponsorship, I probably want to put my most expensive one at the top
so that way, as donors are going to fill out the form, they’re going to see the most expensive one and then they’ll see next next bigger than the line. So somebody that’s looking for a sponsorship, if I put the cheapest one first, they probably give a stoplight, whichever one they feel the most comfortable with. If I put the more expensive one at the top, I’m more likely to get people to buy those higher price sponsorships. Now, under item availability, you can actually limit the number of sales for specific options. So let’s say that for this one I’m selling at three gold sponsorships, so five silver sponsorships and 10 brand sponsorships and then I’m also selling an additional 250 tickets. I can put those values in here and then as each one is sold Gonna perfect reduces it down until finally when I hit zero I can apply a sold out message so for example if present if premium sponsor is one that I was still offering it’ll say sold out and donors can interact with it
and then finally if you need to add a section first under fields you’re going to choose the page then you’ll click on Add Section
he’ll tell them imperfect where you want that section to go and then we might say attendee information and maybe we want to do a drop down and I’m gonna go ahead and create the field again just here so I don’t have to go back into doing it perfect but
will you be attending virtually in person in person
virtually now that I have that field there when I go to fill out the form that options available if I wanted to include
maybe just some information I can perhaps mark an allergy option I believe I already have a field for.
Okay, put that field in so there’s a little checkbox that they can choose
and finally if I want to put a memo box in there for them to explain
again if I preview the page
I can mark that information
Alright so before we dealt with filling out the form and downloading into donut perfect just a final knowledge check from within donut perfect which menu is online forms located?
All right, so 67% said App Links that is the correct answer your online forums are going to be found under Are apps in DonorPerfect. So we have our form, and it’s all set to go. Donors are gonna start filling it out. So as a donor, I’m gonna go in here, I’m gonna buy two tickets. And maybe I’ll do an extra donation, I can go where needed most fill in my information
attending in person, no allergies, I can skip that and meal choice, I’m feeling beef. Now they are doing an event and they don’t know who their guests are going to be, you can leave those fields blank otherwise, you can fill them
confirm the details. $150 for the tickets $20. For the extra donation amount, click Next. If I’d like to help cover costs, I can chip in a little extra or I can say no.
Fill in the card information. Make sure that my billing address data is correct. And it does copy from the first from we’re actually not the first time.
When it’s good, we’re all set. Now to download. Hopefully it didn’t just download automatically perfect. So to download first, you want to set up your download settings. So record matching the default would be last name, first name and zip code. Record matching is that’s that’s kind of the white whale for online forms. Every organization is going to have it set up a little bit differently. And even then it’s not going to be perfect because people are messy. You know, we’re chaotic. The information about us is messy and chaotic. If, for example, if I’m in DonorPerfect as Sean McClellan, but I decided to use my nickname Mac when I’m filling out the form. And even though I’m the same person, the first name isn’t necessarily going to match there. So don’t be afraid to change up your matching criteria based off of what you have going on in your system. First Name, Last Name and zip code might be terrible for you. You might do really well to do last name, zip code and email or something like that. But to change that, you just have to select the options. For your download settings, you can turn on automatic downloads if you’d like. If you do DonorPerfect will search every time a gift comes in, it’ll search the record for a matching donor. If there’s one match, or if there’s no matches DonorPerfect will download it just fine. If there’s more than one potential match, or if the donor made a tribute gift, it’ll hold it for you wait for somebody to go in and verify where that information goes and then it’ll download
if you don’t want to inappropriate to do automatic downloads, just leave it off and then you can download things in batches. Leave prevent redownload of records turned on it makes sure that no one will accidentally double a gift and then the donor covers cost as a separate transaction. Generally speaking, I don’t recommend turning that on. A donor covers cost is still tax deductible, your organization receives the full donation from the gecko and the processing fees are built afterwards. So you don’t really want to have it broken down into multiple gifts. Also if your donation form sets up for monthly giving anything after the first gift is no longer going to have the split
I’m gonna leave that turned off, you can send notification emails and then we’ll save so now we’re going to download the gift. So I’m going to the pending folder. Select the donation. download that to do in a perfect wants to confirm if I’m going to match to this record. So yep, that’s the record, I’m gonna go ahead and add the gift
when I go into DonorPerfect don’t know I typed in my whole name is right there.
My last gift was today. Now because I made two different donations, it’s going to split it into two separate gifts there. So I have a ticket purchase.
And then I also have just a regular donation, and we can see that this one’s marked as unrestricted, because I said where needed most. Also, because this was an event forum specifically, I have a contact record, including me in the event. And if I go under Tasks, event management
I’ve been added as the registering for the event. And you can also see that My guest has been included as well.
So that’s all I’ve got for the demo portion. So we’re gonna recap a couple of things, and then we’re going to answer a few questions that I missed earlier. And then if anybody else has any additional questions, we’ll tackle those and then I’ll turn everybody loose for the week. So classic forms are a tool used to collect supporter data and online donations. A safe safe payment gateway is required if you’d like to collect donations. And the online forms can be customized to align with your brand and message. So this time, if anybody has any questions, Cynthia had an excellent question. It’s a very common one. Do online forms have the ability to apply apply conditional formatting outside of tributes having the ability to toggle the notification fields, the classic forms do not have the ability to do conditional formatting. The new forms right now don’t but that is the first iteration. So if that’s something that there’s a high demand for it, it’s something that the software can handle it may be applied for new forms. But you cannot do conditional formatting for the the current forms. Last time, can we see recording this video is going to be shared out. So we did record this session, you’re all gonna get an email with the link to the recording. We also have this one in our library of recorded webinars. So it won’t be this exact session. But the same content is going to be available there as well. And I know we use the event form as the example. Since I believe Donna had mentioned events earlier. It’s also that time a year you know event season is usually March, April, June. But you do not have to use these forms only for events. But this time, I’d like to say thank you. Hope you enjoyed this presentation. I hope you found it informative if you weren’t sure if you will want to use our forms or not. Hopefully this gave you enough information to make an educated decision. And that’s our last webinar of the week. Yeah, enjoy the rest of your week. Hopefully Friday goes by quickly and painlessly for is it can so that way you can enjoy a nice relaxing weekend. Take care everybodyRead Less