Data processing – link to Organization

Data processing for registration and deregistration

By using data processing, information entered by users into a form can be saved in the Organisation application immediately. This functionality was made for two specific purposes: registration forms and deregistration forms. Ultimately, a registration form causes a new profile to be created, and a deregistration form causes an existing profile to move to another folder in the Organization. We do not recommend to use this functionality for other purposes.

Below, you will find a description of the settings you can make in the section ‘Data processing’. Following this description, you will find some further explanation of how to use this for registration and deregistration forms.

Data processing

Save in Organization

Here you can activate the data processing. Choose from the following options:

Visitor is fully anonymous - The identity of the user is not visible, even if the user was logged in.
Do not save data in Organization. If user is logged-in, save this with the results - The data entered into the form will not be saved in the Organization. However, if a user is logged in, the identity of the user is visible in the results of the form.
Save data in Organization - The data entered into the form will be saved in the Organization. The use of fields of the type 'Organization field' is necessary.

Save as

Save as – Select the type of profile in which the information entered in the form should be saved. You can choose from all available object types.
If you chose ‘organization’ or ‘associationOrganization’ in ‘Save as’, and you have clicked on ‘save’, the field ‘Contact person’ will appear. With this field, you can make it possible that an organization/company member and a contact person profile are created simultaneously. The the Organization application, the profile of the contactperson will be saved under the profile of the organization/company member.
Generate username – Here you can determine what will be the usernames of the profiles. You can choose from the organization fields that are linked to the form. For example, if you choose the field ‘e-mail’, the e-mail address that was entered in this field, will become the username. You cannot select anything in this field if the form doesn’t contain organization fields yet.
Organization folder – Here you can select the folder in which the profile will be saved after filling out the form. You can choose between all folders in the Organization application. Make sure the Organization application first contains the folder in which you want to save the profiles. Learn how to create a new folder here.

Login

Login directly after completion – This option applies to registration forms only. Select this field if you want a user to be logged in directly after submitting the form. This is a useful option for granting onte-time access.
Profile logged in user after submission – Here you can choose what should happen with profiles of users when the submit the form. Select ‘Create new profile’ if an entirely new profile is to be created and a possible existing profile should remain unchanged. Select ‘Move current profile and merge data’ if you are setting up a deregistration form and the data in the existing profile should be retained. Select ‘Move current profile and overwrite data’ if you are setting up a deregistration form and the existing data of the user should be deleted while the data from the form should be saved in the profile.

Click ‘save’.

The form is not ready to be published yet. First, it needs to have a link to the Organization field(s) ‘Display name’ or ‘First name’ and ‘Sir name’. Names are required for Organization profiles. To make this link, go to the category of fields that should contain this information or make a new category.

Go to the section ‘Content’.
Go to a category of fields or create a new category. Learn how to create a new category here.
Click on ‘New field’.
While creating new fields, you will see the option ‘Organization field’. When you use this option, the field in the form will be linked to a field in the Organization. If you added a contact person, you will be able to choose the type ‘Organization field contact person’ as well. This type links to organization fields of the contact person.
Create a field of the type Organization field. Link the field to the Organization field ‘display name’, or create two Organization fields and link them to ‘first name’ and ‘sir name’.
Make sure that the linked fields have the same titles. This will prevent incorrect completion of forms.
Confirm with ‘save’.

When someone fills out this form on the website, the information will automatically be saved in the corresponding Organization folder.

Note that you need to have existing Organization fields in order to activate data processing. If you deactivate data processing, it is important to delete the Organization fields from the form, or the form will not be accessible on the website.

Registration form single member

You are going to create a registration form for a single member. This means that, in response to the form, one new profile will be created and saved in the Organization application. The registration form can be used for members as well as external persons who, for example, need to create a profile to be able to register for an event.

Make sure that there is a folder in the Organization in which the new profiles should be saved. Examples of such folders are ‘Registrations’ or ‘External participants’. Learn how to create a new folder here.
Go through all steps described under ‘Data processing’. Fill in all fields. Pay extra attention to the following fields:

Save as – In most cases, the correct object type is either ‘member’ or ‘person’. For externals, the object type ‘members’ is recommended because it contains the same profile fields in the Organization application. The object type ‘person’ has different profile fields. Learn how to edit object profile fields here. If you choose the object type ‘organization’ or ‘associationOrganization’, don’t select a contact person.
Login directly after completion – This option is useful for granting one-time access. This is often used to give externals a chance to register for an event and to make sure they won’t be able to login again afterwards.
Profile logged in user after submission – Select ‘Create new profile’.

Registration form Organization with contact person

You are going to create a registration form for an organization/company member with a contact person. This means that, in respons to the form, two new profiles will be saved in the Organization application: one for the parent company, and one for the contact person. These profiles will be linked together. When the company profile is opened, a new Organization tree will open with the company and the contact person beneath the company.

Make sure that there is a folder in the Organization in which the new profiles should be saved. An example is the folder ‘Registrations’. Learn how to create a new folder here.
Go through all steps described under ‘Data processing’. Fill in all fields. Pay extra attention to the following fields:

Save as – Select the object type ‘organization’ or ‘associationOrganization’.
Contact person – This field will only appear after you click ‘save’. In this field, select the object type ‘member’ or ‘person’. Note that the object type ‘person’ has different profile fields from the type ‘member’. Learn how to edit object profile fields here.
Generate username – Only one username can be generated. The field you choose here, determines which profile the username will be linked to. If you choose a field that is linked to the company profile, the username will belong to the company. If you choose a field that is linked to the contact person’s profile, the username will belong to the contact person.
Login directly after completion – This option is useful for granting one-time access. This is often used to give externals a chance to register for an event and to make sure they won’t be able to login again afterwards. The profile with the generated username will be logged in.
Profile logged in user after submission – Select ‘Create new profile’.

Deregistration form

You are going to create a deregistration form for members who want to terminate their membership. In respons to the form, instead of a new profile being created, the existing profile will be moved to another folder in the Organization application.

Folder in Organization and login options

First of all, you will need to create a folder in the Organization application to which the deregistered members will be saved. If the deregistration shouldn’t apply immediately, place this folder within the folder ‘members’. This way, the deregistered members will be able to login on te website until their profiles are moved to another folder. If the deregistration should apply immediately, place the folder elsewhere in the Organization tree. Learn how to create a new folder here.

Now go to the 401-page in the Website admin and check which folders can login. Also check which folders have access to the secured pages of the website.

The form

You can now create the form. Secure the page so that only logged in members can fill out the form. You can also move the form so that it easily accessible, for example under the ‘my-communiy’ page.

Think about the information that should be saved in the profile. Do you want to retain all information, or do you want to only save the information that is entered into the form? This decision determines the settings you are going to make and the fields you will add to the form.

Before you can add fields to the form, you need to make settings in the section ‘Data processing’. Fill in all fields. Pay extra attention to the following fields:

Save as – Select the object type ‘member’ if you want to retain the information in the current profile. If you only want to save the information that is entered into the form, it is possible to choose the object type ‘person’. Note that the type ‘person’ has different fields from the type ‘member’. Learn how to edit object profile fields here.
Generate username – Select ‘Do not generate a username’.
Profile logged in user after submission – Here you can choose what should happen with the profile of the member who filled out the form. Select ‘Move current profile and merge data’ if the original data from the profile should be retained and merged with the data from the form. Select ‘Move current profile and overwrite data’ if you want to delete all original data from the profile and only save the data that was entered into the form.

NB! Only form fields that are linked to organization fields will be saved in the organization profile!