BITSAA.org Backend Administration - Reviewing & Processing Contact Forms

Reviewing & Processing Contact FormsGuided Tour

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BITSAA.org Backend Administration

Reviewing & Processing Contact FormsBITSAA.org Backend Administration

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Welcome aboard!Congratulations on joining the limited group of backend administrators at the BITSAA International Portal.

The backend admin has all privileges to site-wide content management, member directory management, data management, blogs and email messages etc. As you go along exercising these privileges, you will pick up more details about the same.

In the following guided tour, we attempt to familiarize you with handling contact forms that are submitted to us via the BITSAA portal. At the end of this tour, you will know how to view the submitted forms & process them.

Not to mention, at any time, if you face a difficulty, you can get back to the BITSAA Technology Team. We are just an email away!

Let’s get started!



Locate the ‘Contact Forms’ head in the Menu1

Description

Locate the ‘Features’ menu item on the main menu of backend. Under the heading ‘Contact Forms’, you will find multiple options:

1. ‘Contact Form Types’ lets you view the different contact form categories we have created on the portal.

2. ‘Add a New Type’ lets you create a new contact form on the portal.

3. Using ‘View/Export Forms’ option, you may review the contact form contents filled in by the user/member and accordingly take action. You will be using this item very frequently.



Custom Form Types2

Description

This shows the various form categories that are already present in the system.

1. Use these icons to edit a form category details or to preview the form in a fresh browser page of the portal.

2. This lets you quickly some statistics about respective contact form types, by listing down the total no. of forms submitted & the ‘Open’ ones that need processing.

Problems

Not able to find ‘Features’ or ‘Contact Forms’ heads in your admin main menu?

Please contact the Tech-Team for appropriate privileges.

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Editing a Contact Form Type3

Description

On clicking the ‘Edit ‘ icon next to a form category, you will get this page to edit the form details.

1. You can edit the name of the form and its ID. The ID forms the direct URL for the form from portal.

2. This field lists down email addressed to which alerts are sent as and when someone submits a form of this type on the portal.

3. The introduction text that will appear on top of the contact form page. You may choose to leave it blank as well.

4. Also set a ‘Thank You’ text to be displayed to the user after submitting the form from the portal.

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Previewing a Contact Form4

Description

If you preview the contact form on the portal frontend, it will look something like this.

1. You may choose to add intro text on the top from the Edit page failing which it will appear blank (as in this case).

2. The member may put in some comments here which can be viewed by you on the backend.

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Add a New Type5

Description

You can add details to create a new form here.

1. Specify a meaningful name for this contact form and its ID. The ID forms the direct URL for the form from portal.

2. This field lists down email addressed to which alerts are sent as and when someone submits a form of this type on the portal.

3. The introduction text that will appear on top of the contact form page. You may choose to leave it blank as well.

4. Set a ‘Thank You’ text to be displayed to the user on submitting the form.

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View/Export Forms6

Description

You are now ready to review form submissions. This shows all form submissions till date.

1. Using this, you can filter the list by status i.e. open or closed, type of form (i.e. category) or even by date of submission.

2. You may choose to export all the forms listed (or those filtered further) in the form of Excel sheet using this option.

3. You can choose to View or Delete any submitted form.

4. This lists down the type and status (open/closed) for each form submitted.

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View/Process Contact Form7

Description

On clicking on the ‘View’ icon you will be directed to this page for processing the form.

1. Depending on the team the form is addressed to, you may choose to direct this form to another site admin.

2. This shows the person who has submitted the form and other details below.

3. Once, you have viewed the form submitted and have taken appropriate action to process it, please mark the status as ‘Closed’.

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View/Process Contact Form (Contd.)8

Description

1. If you reply to them, you can do it within the system, and this way, there will a record kept in the system with the contents of the email sent. Click on ‘Reply’ button to do so.

2. Additional comments filled in by the member/user is displayed here.

3. If you choose to forward it to someone else or ignore, please make a notation in the Administrative Notes section so that Tech-Team knows that someone has dealt with it.

4. In case you have changed any information of the form or appended any admin notes, do submit it.

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You are now good to go!From the Technology Team’s side, you now possess all the basic knowledge to review and process contact forms from the portal backend. In case you get stuck somewhere, we are always willing to help. Drop us a line on email.

That’s all! We hope that the guided tour was helpful!

BITSAA.org Backend Administration - Reviewing & Processing Contact Forms

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