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NOTE: This feature is available in the Professional and Enterprise versions of Stratus Desktop. Spectra does not include this feature. |
Before you can start using Web Forms to gather information for your clients and sessions, you need to design those forms. If you haven’t designed your forms yet, refer to Designing Web Forms.
Step 1 – Create Web Forms #
To allow a web form to be directly linked to a client, session, or invoice record, you’ll need to generate (create) individual forms for specific client(s), session(s), or invoice(s). Once a web form is created, it is immediately viewable on the Web Forms tab of the client, session, or invoice record and available for internal use. If the web form is also designed for the client to see and fill out, it will be made available during the time period specified in the web form template. There are three ways to create web forms — manually, automatically, and with triggers. Decide how you want to create web forms and perform any necessary setup.
| MANUALLY |
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This option is used to create a single web form at a time. You can manually create forms from a session, client, and invoice record. Here’s how:
Note: If this is the method you choose, make sure you set up a system to make sure this is done regularly! |
| BULK |
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This option is used to create web forms for a large group of existing clients. You can bulk create forms using the Bulk Create Web Forms tool. Here’s how:
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| AUTOMATICALLY |
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This option is used to create web forms for new clients/sessions/invoices moving forward from when the form is created. Here’s how to enable auto-creation:
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| WITH TRIGGERS |
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This option is used to create web forms over time based on a criteria. Stratus can automatically create web forms through Triggers. Here’s how you would set up a Client Status Trigger with the trigger type, Web Form:
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Step 2 – Notify Clients #
You’ll first need to notify clients that a form is available and provide them with the information they need to view it. The easiest way to do this is with triggers. Here’s how you would set up a trigger to email the client when a session feedback form is ready for them to view:
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Go to Maintenance > General > Triggers
Select New to create a new trigger.
Fill in the Description field, and then choose what options you want to use.
Choose the session status. For this example, we chose the “Import Images Pending” status. This is the status we use after a session has been held.
Click OK to save the trigger.
Close the window when finished.
Make sure to regularly process your triggers, either manually or with the Control Center. See also: Triggers
Step 3 – Process and Follow Up on Submitted Forms #
Watch your client, session, and invoice statuses and/or your task list and follow up when a new submission is received. You may want to email a PDF to the photographer or print a copy of the form.
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Open the client, session, or invoice.
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Click on the Web Forms tab. You’ll see a list of all the forms for this client, session, or invoice.
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Double-click to open a submitted form. Note: The Status column will indicate when a form has been submitted.
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Click Preview to see a web form before you print it.
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Click Export to PDF to create a PDF version to save.
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Click Email to create a new email with a PDF of the form attached. Note: If you have any Print Only or Internal Use fields in the form, these WILL be displayed in the PDF.
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Close the web form when finished.
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Save and close the session (or client/invoice).