00KC1001A K-12 Camps

The visibility property under the details tab of this component is set to "Not Visible" so this will not show up on the form (also it is not even sent to the form).

User-Defined Fields to Capture Attendee's Email Notification Preferences

Introduction: Two User-Defined Fields (UDFs) are used to capture the attendee's email notification preferences. 
The attendee selects the event of interest from UserDefinedField 3 or "Event Number/Name" and they select what information they want about that event from UserDefinedField 4 or "Notify me when...".  The following describes how those fields were setup:

A. UserDefinedField 3 or "Event Number/Name"

1. Change the Generic Label:
   • Navigate to the event's Setup > Contact > Preferences section.
   • Locate the field labeled User Defined Field 3 and update its text to "Event Number/Name."
2. Configure the Dropdown List on the Interactive Site:
   • Ensure this field is set as a "Required" dropdown list on the form.
   • Update the dropdown list to include new events and remove outdated ones as necessary.
3. Set the Default Value:
   
   • The default value should be "--- Make a selection from event list ---".
     • This is used by the page validation logic, so if the default value of this field is changed to some other wording, like "Select and event" the page validation logic must change to match that wording. If the user leaves default value, they will not be able to move to the next page of the form
     • Check Page Validation Logic if the current value is modified.

B. UserDefinedField 4 or "Notify me when..."

1. Set the Label:
   • Navigate to the event's Setup > Contact > Preferences section.
   • Locate the field labeled User Defined Field 4 and update its text to "Notify me when..."
2. Configure the Dropdown List:
   • Ensure this field is also set as a "Required" dropdown list on the form.
   • Use the following options in the dropdown list (aligned with the old CSMSPACE form):
     1 Registration is open and available
     2 Event dates have been announced
     3 The event has been scheduled/rescheduled
     7 About sponsorship opportunities

Using Notes for Audit Log Creation Dates

Introduction: Currently, the system does not provide a method to filter attendee records by the date their contact record was created. However, NOTES are automatically date-stamped when added to an attendee record. These records can be filtered by the date the NOTE was created, the name of the NOTE, and its content. This functionality allows staff to construct and manage a secondary audit log for tracking purposes. To summarize:

• • NOTES provide a user-accessible alternative audit log for tracking the creation and modification of attendee records.
  • Each note is date-stamped upon creation, allowing filtering by date, note name, and note content.
  • Two specific notes are required: "Critical Date" and "Critical Date Directions".

Set Up NOTES in the Event

1. 1. Navigate to the event's Setup > NOTES section.
   2. Check for the existence of the following notes:
      • "Critical Date"
      • "Critical Date Directions"
   3. If either note is missing:
      • Create a new note named "Critical Date".
      • Create another new note named "Critical Date Directions".

Add Notes to a Form's Submit Action

1. 1. Go to the event's Online section and select the desired form for editing.
   2. Open the Submit Actions tab.
   3. Create a new action:
      • Select the action type: Data Creation.
      • Choose the module: Notes.
   4. Configure the notes:
      • Select "Critical Date" and enter the action word "Created" in the content box.
      • Select "Critical Date Directions" and enter the text:

        Basic Action Keywords: Created, Modified, Deactivated, Reactivated. This note and the "Created" Note are added automatically by submit action when the record is created. Other phrases may be used as needed to describe other situations.

   5. Save your changes:
      • Click "Update/Save" for the submit action.
      • Save the form before exiting.

Results on Attendee Records

1. 1. From Submit Action

      When an attendee record is created through a form with a configured submit action:

      • The "Critical Date" note with "Created" as its content is automatically added along with today's date.
      • The "Critical Date Directions" note is also added with its predefined content.
        
        
   2. From Manual Addition by Staff

      Staff can manually add or modify notes in an attendee record as needed:

      • Use basic action keywords such as "Modified," "Deactivated," or "Reactivated."
      • Add additional phrases as necessary to describe specific situations.

Create Specialty Forms for Specific Events

Introduction: Customized interactive forms tailored to a specific event or groups of events, This might be done limit the choices availble.  For example a speciality form may be created just EconEval event.  Also the merge docs used could be tailored to that event.  if a department/organization has a numberof events, for instance Underground Mining, a specialty form could be created where just the multiple underground events are listed.  

1. Clone the Main Form:
   • Duplicate the main form and name it using the event ID or base ID (e.g., "00CS1001A").
2. Set an Alias for the Cloned Form:
   • Set alias to the event base number such as 00CS1001A. This will probably match the event number used in Step 1.
3. Configure "Event Number/Name" Field:
   • Drop-down list:
     • Remove all items from the dropdown list except for the specific event associated with this form (e.g., for "00EC1001A Economic Evaluation," delete all other entries).
     • If configured with more than one event id/name leave the phrase "--- Make a selection from event list ---" as the first entry
   • Default Value: Always set to the first value in the dropdown list. (If the first value is "--- Make a selection from event list ---" use it.)