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Connecting Forms to Database Actions

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A Guide to Connecting Forms to Database Actions

Before reading this article you should read Web Forms Overview, Accessing the Form Editor and Building a Basic Web Form.

To connect a web form to a database action, navigate to the form that you'd like to use as your trigger, login to the forms editor, and select Actions>Change Content. Once in change mode, hover over the form and either click the "Edit" button or just click the form.

An action can trigger off of any of the questions in your form. You can also trigger actions off of the form itself. For example if your form has the question, "Would you like to be contacted by a counselor?" it can be used to trigger a follow up request in the Elexio database.

To add an action to a control, navigate to the right of the control and select the "Edit" button.

For short and long answer controls, select the button that is labeled “Actions” and the Edit Actions window will appear.

Or, for controls with multiple possible answers (i.e. Choose One, Choose Multiple, etc.) navigate to the questions tab and select the lighting bolt to the right of the answer you want to use to trigger your action and the Edit Actions window will appear. (For example if you have answer of “yes” to the question “ Do you want to be contacted by a counselor?”). In either case (clicking actions or clicking the lighting bolt) .

The edit actions window appears....

Select “add action” and the Select Action/Link Form window will appear. Choose an action by engaging the action drop down list. The available database actions are:

  • Register for an Event
  • Assign assessment
  • Create prayer request from answer
  • Create note from answer
  • Involvement in a small group
  • Involvement in a ministry team
  • Involvement in a class
  • Add person to mailing list
  • Create follow up from answer
  • Change person’s status

The action you choose will have corresponding dependent choices. For example if you choose “Add person to mailing list” as your primary action you will have to select which specific mailing list.

A form can trigger multiple actions. For example if you have a “Choose multiple” control in your form, all of the answers you create could trigger different actions. Once you have added your action, navigate to button labeled "Done" which will save your action, then select the button labeled "Done" to save edits you have made to the question. 

  • Important Note: You cannot use a "Choose Multiple" control for paid event registration. Events with payment require individual forms. In other words, if an event has an associated cost (even if just an add-on item), you must create a unique form to register for each event. 

Close the Form Control Editor by selecting the button in the right corner labeled done.  Finally to save the entire form (and the page it is stored on) choose Actions>Publish These Changes.

Action Restriction for Long Answer Controls

Due to the nature of a long answer control, you will be limited to the following action types for these controls: Notes, Follow-Up Requests, and Prayer Requests.

 

Web Form Matching Logic:

When a database web form looks at submitted content in a person container, it has to decide:

  1. Does this person show a clear match with someone already in Elexio Database?
  2. If not, a new person should be created in Elexio Database: what household should that new record be in?

The matching logic (for question A) looks at Name, Email, Phone, and Birthdate, depending on which are included on the form:  

  1. If the information in the person container was filled by a login and person selection, then the match is already made
  2. Name matching always checks Last Name and First Name or 'Goes By' name.
  3. The form looks for a single match with a People record in Elexio Database based on Name + Email (any), Name + Phone (any), or Name + Birthdate.
    1. If a multiple match is found, then Middle Name is used to try for a single match.
    2. If a single match on any of these is found then the data is tied to that person's record. 
  4. If a single match is not found, a new record is created (with the Status that is identified as the default status for forms).

Then, if a new record is created what household should it be in? Question B): New records will be created in their own new household unless the household is matched to the first person on the form. That match can happen

  1. If the Person container was created by clicking "Add a family member," or
  2. If the Person container is a second container already on the form (not created by one of the "Add" buttons) and the address is left blank or the address is an exact match.

For best results in this area:

  • Include email address on forms as much as possible. Further, encourage form users to use a consistent email address with the church (i.e., the one they use for Portal login).    
  • In general the more of the matching fields you include in your form the better chance you have of making a match.

 

Portal Users and Logging In:

If your ministry uses Elexio Portal, form users can auto-fill form data from the household profile stored in the portal.  If a user is already logged in and they visit a form page, they will be prompted to "Select family member to auto add to the form".  If the user is not logged in, a login option will be shown in the upper right corner of the form.


Now that you have Built a Basic Web Form and connected it to a database action you are ready to Display and Use a Form.

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