Submission Portals

Overview

While webforms and application forms may suffice for simpler processes, there are instances where you may wish to collect multiple stages of information from your applicants, including supporting documentation from other individuals as well, such as recommenders.  In these situations, a submission portal must be created.  When an applicant accesses a submission portal, they will be able to see different stages of the process and status updates for each.  An example may be a grant application, where an organization might submit not only the grant application itself but supporting financial documentation, budgets, and letters of support from others. 

Setup

Note: At this time, Submission Portals can be configured by our Implementation Team. Please reach out to support@wizehive.com and ask about getting the plugin for your workspace today! 

In order to add a new Submission Portal, access your workspace settings from the navigation bar.

You will see a listing of existing submission portals if you have any. To create a new portal, click the green +Create Submission Portal button in the top right.

At this point, you will designate your user form as well as the user email, which will be a field from that form.  This will be the form that contains your user info of those who will access from your portal.

Next, you will set up your primary form and folders.

The form you designate as primary form will be the main/first form for your applicants to fill out, though you can set up up to 20 forms for them to complete throughout the process.  The folders configured on the primary form will be used to move an application through any of the stages in the process.  As a first step you will be asked to designate a draft folder for applications in draft mode (started but not submitted) as well as a submitted folder where the application will move once the first stage is completed.  As you continue to configure your portal, you may need to configure folders for subsequent stages in the process.

Upon clicking 'Save Settings,' you will be presented with this message:

Clicking 'Let's Do This' will bring up a wizard to help guide you through the process.  You can click 'Skip Guide' if you do not wish to utilize, or click 'Next' for further info.

Settings

Under Settings, you can update and customize the URL of your portal.

You can view which form and field you have designated as your user form and user email field, as well as configure text which will appear on the login screen.

Portal Sections

The portal sections are the building blocks of your portals. They are in four levels:

Each level has its own section in this article so click to learn more.

The portal sections of a brand new portal will look like this:

As you add stages and steps, it will look like this:

Each row is a hyperlink to the configurations for that particular section for quick navigation/updates.

Homepage

The homepage is the foundation of the steps which make up your portal.  

You can change the Homepage text that applies to the Submissions sections and set the Submissions form here.

When a user first logs in to the submission portal, they will see the homepage first. The above configurations will be manifested like this:

By clicking "+ Get Started," the user will be brought to their submission and its stages.

Submissions

A submission is a collection of stages which a portal user may move through while completing a process. 

Begin your configuration by clicking on the 'Submissions Section' in the left panel. 

This submissions section allows you to configure text which will appear at the top of the homepage.

Stages

Stages are the milestones of a submission process.  In order to add and begin configuring stages, scroll down on your submission section to see a graphical representation of the flow of your submission process.  Here you can see and configure your stages.

Follow these steps in order to add and configure your stages.

  1. Stage Types
  2. Adding a Stage
  3. Configuring a Stage
  4. Deleting a Stage

Stage Types

There are two types of stages:

Required Stages

Required stages are a collection of one or more steps which require a portal user to take some action. These stages have a completion button which a portal user is must click once they have completed all the steps in order to move on to the next stage in the submission process.

External Stages

External stages are used to note that some process is occurring outside of the submission portal; for example, when a submission is in review.

Note: Some portal users may not complete all stages; for example, if a user's submission is rejected at some point in the process, that user may be moved to a rejected state and not be able to continue in the submission process.

Adding a Stage

To add a stage, click the circular plus-sign icon:

You will be brought to this page:

Here you can: name your stage, set your stage type; and set the folder that determines this stage; meaning, when an application is in that designated folder, it will enter into that stage. 

Once a stage is added, you can further configuration it by looking at the submissions flow and clicking 'Configure Stage' for the stage you wish to configure.

Configuring a Stage

The "Configure Stage" page will look like this:

You can change the primary folder the stage and/or rename the stage if you'd like to make changes to the initial settings you set up when you created the stage.

You can also add pre-completion and post-complete text.  This messaging will describe and provide further detail to a stage before an applicant completes that stage, and can add confirmation messaging after an applicant submits everything for that stage.

Finally, you can customize the Completion Button - the button an applicant will click to submit that stage.

Through the Configurations page, you can also access and configure the Steps for that stage.

Deleting a Stage

In order to delete a stage, you need to access that stage's configurations.

In the bottom left corner, find the red button that says "Delete [stage name]",

Note that you cannot delete the Primary or final stage.

Steps

Steps are forms that are associated with required stages.

  1. Adding a Step
  2. Deleting a Step
  3. Reordering a Step
  4. Moving a Step
  5. Renaming a Step
  6. Step Description
  7. Step Types
  8. Form Pages

In a new portal, your first step will automatically be created based on the primary form selected in the initial setup prompts.

Note that there is a limit of 20 steps across stages, so it is helpful to plan your stages and steps in advance of adding them to your portal.

Adding a Step

To add a step to a stage, click on the stage name in the left rail and navigate to the "Steps" tab.  There you will see an option to +ADD STEP.

You will be asked to name the step and select the form it is tied to.

The new step will be displayed in the steps list, and you may click the "Configure Step" button to make additional configurations to the step.

Deleting a Step

You may delete any step (except for the Primary Step) within the step configurations by clicking the "Delete {Step Name}" button. 

You will be presented with a warning message about deleting the step, and you will be required to type in the step name exactly in order to continue deleting.

Clicking "Continue" after typing in the step name will delete the step (and all associated settings) from the portal.

Reordering a Step

You may rearrange steps within a stage (except for the Primary Step) by dragging and dropping above or below other step(s).

Moving a Step

You may also move a step from one stage to another.  To do this, click on the backward arrow button and select what stage you want to move the step into.

Note

When you move a step into another stage it will automatically be added to the bottom of the step list. If you wish to place the step into a different position in the new stage, navigate to the new stage once you have moved the step and follow the instructions for Reordering a Step.

Renaming a Step

To change the name of a step, navigate to the step configuration via the left rail.

Hover over the step name, and click in to edit.

Note

This edit does not require you to click the 'Save All Settings' button. As soon as you edit the name, the change will be reflected in the portal.

Step Description

The first tab you will see when configuring a step is the "Step Description" tab.  This tab consists of three elements:

  1. Step Form: displays the form associated with the step.
  2. Step Type: step type is based on what type of form the step is associated with. Learn more about step types below.
  3. Step Description: allows you to configure descriptive text that will be displayed on the submission page within the step card.

Step Types

There are three types of steps
  1. Primary Step
  2. Listing Steps
  3. Single Form Steps
Primary Step

There will only be one primary step type per portal.  This type is reserved for the step which hold the primary form.  This is the form that all other forms in the portal must be linked to.  The primary step will be used to move the submission through stages based on the folder of the form.

The primary step is special in that it has limited abilities.  The primary step may not be reordered within a stage and it may not be moved to another stage.  It must always be the first step in the first stage.  This step also is not able to be deleted as doing so would break all other step configurations.

Listing Steps

Listing steps mean that a portal user will have the ability to submit more than one iteration of this form, and unlocks a third setting tab in the step configuration called, "Listing Page".

Listing Page Tab

This tab allows you to configure messaging that will appear at the top of the listing page which displays all draft and completed items for that step.

Single Form Steps

Single Form steps mean that a portal user will only be allowed to create one iteration of the form.

Form Pages

The form pages tab consists of two items:

  1. Page type setup: this setting defaults to 'Input + View', meaning a portal user will have the ability to create, edit, and complete the form as well as view and print it.  Update to 'View ONLY' if a portal user should only be able to view and print the form (no editing).
  2. Step Form Messaging: configure text that will display above the form input and/or view pages.

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