Introduction
The Form Merge feature in the Form Campaigns module provides a streamlined process to send custom forms with pre-filled information to individual contacts or groups. This functionality is essential for efficiently managing documents such as Contracts and Salary Notices that require preliminary workflow processing before reaching employees.
A. Problem Statement
Users often encounter challenges in utilizing the Form Merge feature effectively due to complexities in setting up merge files, selecting appropriate forms, and ensuring correct data mappings. Additionally, the process demands specific user permissions and module enablement, which can be barriers without proper setup.
B. Solution
To optimize the use of the Form Merge feature, ensure that the Form Campaigns module is enabled and that users have Allow Import access. The process involves selecting a custom form, uploading and mapping a correctly formatted merge file, and validating the data to ensure accurate submissions to designated workflows.
You will need Allow Import access under User permissions along with the Form Campaigns module enabled.
Go to Tools > My Forms.
1. Click the Form Merge button.
2. Choose the form you want to send from the Form drop-down menu.
3. Click Select Merge File. Then click Next.
Merge files consist of fields (indexes) that are tied into the form that is selected. These need to be set up ahead of time with the information tied to the contacts to which we are sending the forms.
All merge files will be formatted in a CSV or XLSX format and will need to contain an Email column header and at least 1 valid email address. We recommend also having a First Name and Last Name header as well, which should be fields on the custom form we are sending to the contacts. Our Support team will typically create the merge files for each form that is to be used with Form Merge and Form Campaigns.
3. Choose our mappings from the Merge File to the form.
If the merge file was set up properly, we should not have to manipulate the mappings on this screen.
The Field column contains a list of available indexes on the custom form that was selected.
The Value column contains the columns available in the Merge File displayed as {{Column_Header_Name}}.
If you don't have a Value column in the merge file available for one of the fields to which we want to map, you can manually enter a value. This value will apply to all contacts' forms within the merge file. For the example below, we chose a date value under the Contract Expires field.
If there are any required fields on the form, but you do not have these fields filled out on the merge file, you will have the option to check the Allow Blanks box. If the field is not required on the form, this will not be available or necessary to check.
Click Next.
4. The Form Merge Wizard will now validate the data and mappings. If there is an issue, it will provide a message on what will need to be corrected. If we see no issues, we can click Finish.
This will then create a form for every row within the merge file.
Form Merge is typically set up to push the form into the workflow for review by staff. Then once the staff reviews from the workflow, there would be a button to email a copy to the employee as a PDF for Salary Notices, or as a link for the employee to sign the Contract.
This is usually set up by our Support team when initially building the module. Please contact Support if you would like assistance with creating or modifying workflows.
NOTE: Form Merge does not lock fields by default. If you would like any fields unlocked for only certain employees, like the form approvers, please contact Support with what fields and what users/user groups should have edit permissions.
C. Best Practices
- Proper Permissions: Verify that all users involved in form merging have the necessary permissions enabled to avoid access issues.
- Preparation of Merge Files: Ensure merge files are accurately prepared in advance in CSV or XLSX formats with essential columns like Email, First Name, and Last Name.
- Data Validation: Before executing form merges, validate the merge files to confirm all necessary fields are correctly mapped and filled.
D. Troubleshooting
- Mapping Errors: If errors occur during the mapping process, recheck the merge file for accuracy in headers and data entries. Ensure that the Field and Value columns in the system correspond correctly to the data points in the merge file.
- Permission Issues: Should there be access-related issues, confirm that the user’s permissions are set correctly under User Permissions and that the Form Campaigns module is active.
E. Related Articles
Form Campaigns: Creating a Form Campaign
Form Campaigns: Skipped Status
Conclusion
The Form Merge feature, as part of the Form Campaigns module, is a powerful tool designed to enhance the efficiency of sending pre-populated forms to recipients for essential business processes. By adhering to best practices for setting up and managing forms and merge files, as well as effectively troubleshooting common issues, organizations can maximize the utility and impact of this feature. For additional support or customization of workflows, users are encouraged to reach out to the Support team for expert assistance.