Form types and actions

Form Type and Action decide what a completed entry does. Both lock after you first save the form.

Form Type

• Animal — writes an animal (animal_id). Create needs prefix, date of birth, and sex.
• Membership — writes a membership (membership_id).
• Transfer — writes a transfer (transfer_id); entry needs an animal. Create needs a recipient.
• Lease — writes a lease (lease_id); entry needs an animal. Create needs lessee, non-member name, or recipient.
• Other — no domain target. Complete cannot apply updates.

Action

• Create — on Complete, creates a new target when none is linked, or saves an existing one.
• Update — on Complete, requires the target selected, then loads and saves it.
• Store — on Complete, records answers only; no animal, membership, transfer, or lease write.

Set Type and Action on Step 1 when you create the form. Choose Automatic or Manual approval under Form approval.

Create a form by setting the controls that change how members request it and how it is completed.

1. New Form

Open New Form.

2. Form Type

Choose Form Type. Type locks after the first save and changes which essential fields the form needs.

3. Action

Choose Action (Create, Store, or Update). Action locks after the first save.

4. Form approval

Choose Manual or Automatic approval. Automatic can complete after submit or pay when fees are settled.

5. Product group

Under Payments Settings, choose a product group when members should pick from fee options.

6. Create

Choose Create, then configure custom fields on the next step and Save.

7. Form view

The form view shows the saved type, action, approval, and payment settings.

Connected actions

Payment product or product group can require pay before approval. Manual vs Automatic approval changes whether entries wait for admin Complete. Type and Action lock after the first save.

Mark fields required or Admin-only on an existing form’s custom field builder, then confirm the field on an entry.

1. Open the form

On the Form list, open the form (for example Animal Registration).

2. Update

Choose Update on the form view.

3. Required on Owner Prefix

Edit the Owner Prefix field and confirm Required is selected.

4. Required and Admin-only Internal notes

Edit Internal notes, select Required, limit access, and select the Admin role.

5. Save

Choose Save to keep the field customisation.

6. Entry shows Internal notes

On a form entry, confirm Internal notes appears for admins.

Connected actions

Connected effects: Required fields must be filled before create/update save succeeds. An Admin role on a field hides it from members on request; society admins still see and edit it. Missing Create essentials (for example Animal prefix, DOB, sex) block form save until restored.

Request a payable form as a society admin: open New Entry, fill fields and fees, Save to Cart, then continue from the unpaid banner.

1. New Entry

On the form view, choose New Entry.

2. Member picker

When submitting on behalf of a member, use the member picker.

3. Owner Prefix

Fill required fields such as Owner Prefix.

4. Registration fee options

Under Registration fee options, choose the fee (for example Animal Registration Fee).

5. Save to Cart

Choose Save to Cart to leave the entry in Pending Payment.

6. Click here to make payment

After Save to Cart, the unpaid banner offers Click here to make payment.

7. Pay by Credit Card

On create, you can also choose Pay by Credit Card to go straight to payment.

8. Pending Payment

The entry status shows Pending Payment until checkout completes.

Connected actions

Connected actions: On forms with no fee, Create submits immediately (Automatic → Complete when apply succeeds; Manual → Pending Approval). Save to Cart sets Pending Payment and shows the unpaid banner. Pay by Credit Card opens payment (see Paying for unpaid forms).

Pay for form entries that are Pending Payment: open payment from the unpaid banner or Make Payment, select forms, then Pay by Credit Card.

1. Unpaid forms banner

From an unpaid entry, choose Click here to make payment. in the unpaid banner.

2. Make Payment

Or choose Make Payment on the entry action bar.

3. Select forms for payment

On Select forms for payment, confirm the checkbox for each entry to pay.

4. Pay by Credit Card

Submit with Pay by Credit Card to start checkout. Hosted card checkout is outside this how-to.

Connected actions

Connected outcomes: Save to Cart creates Pending Payment and the unpaid banner. After pay succeeds, Automatic forms move to Complete when apply succeeds; Manual forms become Payment Received Pending Approval. Apply failures leave New/Pending Payment unchanged. This pathway stops at Pay by Credit Card; the hosted gateway screen is not captured here.

Open a form entry and use Review, Complete, Reject, or Cancel. Outcomes for each action are listed under Connected actions.

1. View Form Entries

On the form, open View Form Entries (or an entry in the Entries grid).

2. Open the entry

Open the entry you want to process.

3. Review

Choose Review to mark the entry In Progress and open Update.

4. Complete

Choose Complete when the entry is ready to apply and finish.

5. Reject

Choose Reject to refuse the entry.

6. Cancel

Choose Cancel to cancel the entry.

7. Complete status

A finished entry shows Complete on the entry view.