To set up an onboarding questionnaire, go to
"Control Templates" and select "Data Fields"
Click "Create Data Field" and give the field a label (e.g. "First Name")
Select the user type and input type (e.g. "Text Input") and ensure that you do not apply a workspace
Configure the field by adding a group name and selecting a role to apply it to
Optional: Add a label footnote, default text, and/or make the field required
Repeat the process for additional fields and arrange them in the desired order using the "Sort Position"
When finished, go to the onboarding link and refresh to see the newly added fields
Video Transcript:
Okay, now that we have an understanding of how to set up user roles and apply users to those user roles, you may want to collect more information from those users, whether it be in their profile or during the onboarding process. If you share that onboarding link I showed you in the previous video. So for instance, if you come over here to use a role, you have an option of grabbing the onboarding link by just clicking that icon. We're going directly into the role and grabbing it here.
So when you go out to your onboarding link you have just our standard default questions. So if I were just to go through here you would see it's just the normal contact information. But maybe you want to capture more information, such as the logo or the website details or just details for your projects or maybe some files and things like that, before they actually login and then when they login inside their profile, they can update that data or add more that you may not offer onto the onboarding form.
So to accomplish that in our system you can access that by going to control templates, data data fields, so data fields don't get them confused with data form. Data field data fields within a data form are related to that particular data form which you learned in the previous videos. These data fields are related to system fields, so you have the ability to change our lead disposition statuses, our project status. You can add to our leads view, to collect more data about leads that we don't provide in our global fields.
So think of them as system fields, and so in this case we want to add to the system fields the user profile and the onboarding like, and to do that, go ahead and click on, create data field.
Name in most cases is going to be the label of the system field. So in this case, if I wanted to create one for first name, which I don't need to because I already have it, I would name it first name right. So that's what's going to show up on this data form.
So I'm going to go ahead and set up a few sample ones here. So I want to collect, let's say, existing website type. So as I mentioned, there's various different modules that you can customize for user profile and user onboarding. You're going to want to select the user to type, you're going good and select that and then input type is going to be either text input, text area, checkbox, drop down, file upload, multiple file upload. In this case i'm just going to use text input in the workspaces. This is important if you're setting up a data field that's either going to alter the system field for a user or add to the existing system fields for a user, in this case adding to the onboarding form that you want to collect from the user and their profile.
Do not apply a workspace. Workspaces are only for system fields that you want to change for your own individual usage, not for your users. So don't assign a workspace here. In this case, and I'm going to hit and now, if I go into this field, I can start configuring it.
So, for instance, you can click here on the label or you can click here on the edition. As you can see, if I go back out to my own boarding form, it's not going to show up. The reason for that is you have to configure more steps for it to show. So we're going to go directly into this field and before I cover these options, the most important option for user data fields is going to be the group name.
The reason why that's important is on your onboarding form. These are grouped and there's a name associated with the group. In addition to that you have in your profile. You have groups such as user profile and social. You're going to be creating additional taps and so to be able to leverage the profile fields and also the onboarding fields, you need to apply a group. So I'm going to add a group in real quick here and we're just going to call website project details.
So once you start typing in you're goin to start seeing this blue drop down right here. You have to select that. Once you've done typing. So I'm done typing. I'm going to select it and now I have my group. So if I were to go out to this data form and hit refresh, I still don't see it. The reason why I don't see it. It's because I haven't applied a role yet.
So I get down to the role and explain that in just a second. At this point on to add an icon. You don't have to add an icon if you don't add an icon. It still shows up here, but you know it just doesn't look as cool as if you had an actual icon here. So I'm going to brush.
So this automatically saves for you. Also if you set up additional fields in the same group, if you make any changes to the group aim or icon, it will update all the fields associated with that group profile. Only. This is helpful if you have a really long onboarding form and you have a lot of questions and you want maybe half of them to be during the sign up process and the other half be inside the profile. So these are related to the profile only. I'm not going to check that and then short position. Once you add more you have the option of changing out the sort. So for this example I'm going to apply it to the client user role so you can apply it to as many roles as you like.
In this case I only want my clients providing me this type of question when they on board, because the other ones are internal. So I'm going to a client use a role and if I were to go out to the onboarding form now and hit refreshed now, you can start seeing it's starting to build out.
So back to data field. Within. Here you have an option of creating a label footnote, which is going to be this section right here, and then you also have the option of a default text so you can set the placeholder as well, including required. So I'm not going to do any that on this and I'm actually going to add a couple of more real quick just so you can experience it the right way to create data field and use your imp.
And I'm going to do textarea this time no workspace, because again this is for the users and not for my workspace and go ahead and hit. I'm going to jump in here and select the group that's already created. It's automatically set everything up, including the sort position, and then I'm going apply it to the role. Access. No need to set anything there for me, and I'm going to do one more.
Let's set this one. Social media user text area workspace consists for users at social media. Select group, name one, roll access. Now I'm done. So now I can create a user manually and then now they can login and access their profile and update that information, or they can come in through the onboarding.
And in this case I'm going to go through the process so you can see what this looks like. One thing: once you've done setting up your account, it actually sends a welcome message: make sure you have all your logos and everything set up to ensure that you are branded properly for this onboarding process.
So now you're going to see those questions that I just did. Let's go next, so you can have as many as you want right, you can have as many groups break it down, allow them to provide assets such as file upload and things like that. But when you hit said, what this is doing is sending you a notification and also it's sending a notification to the user, the new user with their welcome details.
So you go ahead and hit summit. That's going to go ahead and process the account. You're going to get the success message to. All the messages went out and then now, when you go after, you get your notification, which you also get your notification right here. And then you, when you go to your users to, you can now see that new user right. If I were to go into their profile and go over here to edit profile, you now see these taps right.
So these tabs are only available based on that sorrow. And then you can come in and see what data they put in. And what's cool is? I can come and update this and add to it and you can have as many tabs as you like and collect all this data, all this data store. That's even more important. Later down this training you'll see how you can
Later down this training you'll see how you can use these tags in these custom fields to personalize email notifications, to personalize email templates, personalize cadences on your website and use those profile data tag, so to pull from their profile.
So lot of fun stuff coming! Another quick little tip. This is a hierarchy. So as you log out, it logs you right back to the user you were before. So if you're in a parent account that has child users and you go into a parent account than a child, it's like walking back the steps right. So you're just going to log out now you'll be back in your parent account, log out and now you're back into your main account.
It's always good just to look up there to see who you are and where you're logged out.
