Forms & wording
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      2. Setting up your program
      3. Forms & wording

      Create / edit an application form

      Settings > Forms > New application form

      You can create a new application form in Settings > Forms by pressing New form. A form can be assigned to all application categories or to specific ones. The application form is used by applicants to create their applications before submitting them. Note that you cannot assign the form to application categories that already have another application form assigned to them.


      In Settings > Forms, you can see the number of categories a form has been assigned to while hovering with the mouse over the respective number will show you the names of the categories.

      Changing the categories

      You can change the category of an application form by going to Settings > Forms > Specific form > Edit > Assign to categories.

      Note that changing the application form or assigning a new application form to a category with submitted entries is generally not recommended since it can impact submission data if the new application form has different fields from the old one. 

      Customizing an application form

      You can always customize the application form by clicking on it. Note that each field contains information on which application forms it is used in and in how many applications it has been completed.

      To add a new or existing field press the Add form field button.

      Add existing fields 

      This option is available if you have already created at least one application form. You will see a list of all the fields you have used in other forms and can add any of them. Note that adding a field will also copy the field’s settings such as required field, wordcount, etc. 

      IMPORTANT: Making any changes to a field in an application form will affect all forms that have this field so the system will ask you to confirm the changes.  

      Create new fields 

      This is the only option available when creating the first application form for your program. Otherwise, it will appear below the option to add existing fields to your program. You can use this option to add new fields which will not feature any existing field settings. 

      Some fields have the Data access option which allows you to choose who can see the information entered into this field.

      Pre-fill from registration

      The Pre-fill from registration option allows the use of certain data entered during the registration used automatically to pre-fill the corresponding fields on the application form. The fields with this option are Name, Company, Job title, Email, Phone, Country, and Address.

      Editing an application form

      Once a form is created it’s added to the list of existing forms. The contextual button at the end of each row has the Edit button, where you can assign the form to specific categories and change its name.

      You can also use the Edit button with an application form opened for customization.

      With the "Use as application name" option on, some of the fields on the application form - Name, Company, and Text field, can be used as the identifying name for the entire application. Once set, the application will appear under this name in the applicant and judging portal, as well as the application list if you set it up for public viewing.

      Remember to add enough fields so that participants can present their application in the best possible way. You can edit the fields, rearrange their order with drag and drop, or delete a field by clicking on the X next to it.

      Use as application name

      The "Use as application name" option allows you to select a field that will be used as the application's name - this means it will appear on all lists for judging, public voting, etc. under that name. Note that you can change the field used as application name at any time, even after the submissions have ended.

      Max files allowed 

      This setting allows you to set the maximum number of items of this type that your applicants can submit. This setting is applicable for the following application form fields: files, gallery, links, and media embeds.

      Tooltip

      This option allows you to add a closed tooltip to every application form field with additional information which will be visible to your applicants when they hover over or click on the field name. 

      Use as sub-title

      The "Use as sub-title" option allows you to set a field to be used as a sub-title for the applications and functions the same way as the "Use as application name" option.

      Data access

      Choose who can see the information provided in this field:

      • Everyone — visible during a Public voting phase and if made public from Website > Applications page, as well as to program judges and members of your organization in Evalato.

      • Admins and judges — visible to program judges, as well as to the members of your organization in Evalato.

      • Admins only — only visible to the members of your organization in Evalato.