Who can See Form Responses?

• Master Administrator and Form Admins: can work with Responses of all existing Forms.
• Form Managers: can only work with the Responses on the Forms they manage.
• Full Read: can view all Form Responses from within a Profile.
• Process Admin: can view Form Responses for Forms connected (via automation) to any Process for people within a Process.
• Process or Queue Manager: can view Forms connected (via automation) to Processes they manage (process or Queue).

 

 

 

Locating Form Responses

As people submit Form Responses, you can look at three different places to view an individual Form Response: from the Form, from within a Process, and from a Profile.

Note: you must have appropriate permissions to view the responses 

From a Profile

1. Access the individual's Profile.
2. Click the Involvement tab.
3. Then click on the Forms tile number to view the list.
4. Forms submitted in the last three months will be listed.
5. Click the name of the Form (in Last 3 Months) or the date (in History by Form Responses) to view the Response.

From a Process

• Through automation, you may connect a Form to a Process, so that when a person submits the Form, they are automatically added to a Queue.
• To access this Form through a Process you must be a Process Admin, or be the Process Manager of that Process or Queue Manager of that Queue.

1. Open the Process or Queue you currently manage.
2. Click on the name of the person you wish to view the Form Response for.
3. After accessing the individual detail page in the Process, select the Forms tab.
4. You will only be able to see Forms that have been automated to a Process in this area.

From a Form

1. Click on Forms. (if you do not see this option on the left hand side and you are a form manager please adjust your campus to the Admin campus)
2. Choose the Form you wish to view Responses.
3. Click the Responses tab on the Form overview page.
4. Click anywhere in the row to view the most recent Responses.
5. If the Response is not listed, or you'd like to edit, delete or match the Response, click Manage Responses.

What to expect when viewing a Form Response

• The Responses will appear in the order they were submitted with the most recent submissions at the top.
• You can sort this list in a variety of ways, and you can change your view with the tabs at top to include those who paid, who are unpaid, those matched to a Profile, or not matched to a Profile.
• Depending how the Form was set up you may not see all options available with Form Responses.

 

 

Viewing a Form Response

Click View Response for an onscreen view of the Form Response.

• The Response will look very similar to the Form itself.
• There is a Print button at the top and bottom of the Response.
• All questions will be included, whether or not they were answered.
• Each answer choice will be shown in a darker shade of gray to differentiate from the answers, not chosen and the selected answer will typically have a checkmark indicating the selection.

Matching a Form Response

• When someone submits a Form without logging into Church Community Builder, you will need to match the Response to the appropriate Profile within your software.
• If there is payment connected to the Form and you want to create a transaction, you will also be able to match the billing information to a Profile (See next steps below on Form Payments for matching these Profiles).

1. Click Forms to access the main Form area. (if you do not see this option on the left hand side and you are a form manager please adjust your campus to the Admin campus)
   • (If you received an email notifying you of a new Response, the link in the email will redirect you to the appropriate Form).
2. Click either the Forms I Manage or All Active tab.
3. Click the name of the Form to open it up.
4. Next, click the Responses tab.
5. Then Match Responses which will take you to the list of Responses needing to be matched to a Profile.

7. Click the Match Person link on the right, or click Change Match if the person has already been matched.

Tip: When viewing any list except the unmatched Responses list, Responses that were submitted by logged-in users and ones that have already been matched will show Change Match. You may change the match of any Response if necessary.

8. You will be redirected to a page that lists up to eight probable matches for the person based on:
   • First, legal, and last name.
   • Work, home, and mobile phone numbers.
   • Email address.
   • Birthday.

9. If the name appears in the list, click the radio button next to the name to complete the matching Process.
10. If there are no matches, but you believe the person is in the database, you can search for an alternate name by using the box provided.

11. If there are still no matches click the Create a new person link to add the person to the database.

Privilege Restriction: Creating a new person requires the Create Profiles admin privilege in addition to Form manager of the Form.

12. All information from the Profile Fields area of the Form will be filled in automatically here. Fill in the remainder fields, accordingly:
    • Make changes or additions to the information if needed.
13. Then click the Create Person button to finish adding the new Profile to the database.

14. If applicable, a list of possible duplicates will be presented. Make sure to review the list before creating the new Profile.
15. Once you have matched the Profile or added a new Profile to the database, click Save to move on to the next unmatched name.

Tip: When a Form is matched, either automatically because the respondent was logged in or by an admin because the respondent was logged out, contact info that is blank in the Profile will update the individual's Profile with that detail even when the 'Update my Profile' toggle is off.

Note: Conflicting contact information will only be overwritten with the information from the Form if the person was logged in and the Update my Profile with this information checkbox is selected.

Edit a Form Response

Once a person submits a Response, the Form manager or a Form admin can edit the Response in most cases. Editing will typically be done when there is an admin only question to answer or somebody needs to change an answer to a question. Responders cannot edit or delete their own Responses.

1. To edit a Response: access the Form, click the Responses tab.
2. Then click Manage Responses.
3. Next, click Edit Response to the right of the Response you wish to edit.

4. This will open the Form for editing, make the changes needed.
5. Click Save at the bottom.