How to order a Web Referral Form
Contents
[hide]What is a web referral form?
A web referral form, is a ‘contact us’ or 'referral form' page on your website. This enables people to refer themselves to you directly via your website using the Dizions secure data transfer process providing complete security for your clients and you. The page has a clean look, with no branding.
Please see an example of a form below:
How do I manage web referrals in Charitylog?
The software has a feature called the Inbound Referral Manager(IRM). The IRM allows you to do the following:
- Import referrals This adds a new record onto the system. It can also add a new referral / case if you have any of the referral linked fields on your form.
- Reject referrals This prevents a new record being created, and will remove the referral from the list of pending referrals.
- Search for existing records and update them The IRM will search your system for any existing records that match the details of the web referral. If you find a match, you can then update the existing record. This prevents duplicate records.
See the Importing web referrals page for a video tutorial.
What can go on my form?
You will need to download the list of compatible web-form fields for your system in order to complete the order form. This is found via Cog, Database Operations, Data Migration Centre, under 'Utilities' select the 'Download a Spreadsheet' section and download the web form fields spreadsheet.
- Standard fields Standard fields can be used on your web form. 'Standard fields' refers to the fields available under the 'Edit Fields' part of Customise Orgs & People.
- Specific referral linked fields can be included on you web referral form. These are: Project, Details of contact, Referral template, Referral reason.
- Extension database fields linked to the organisation/person. This is the area of Charitylog/Crossdata where you can add your own custom fields.
- Multiple record types. You may just have a client, but you may also want to add details of a family member, social worker etc.
- Relationships. You may wish for your Client and Referrer to be linked via the Relationships section when being imported. A static relationship can be created upon import. NB - relationships must be static, meaning they can't be set by the person filling in the form. You may therefore wish to use 'family member', rather than 'mother', as a relationship.
Note: It's not currently possible to add the following to web forms:
- Consent Rules (recorded under the GDPR section)
- NoK details
- Space to upload a document
- Fields that belong to a Referral-Linked Extension Database
- Any fields related to the Clubs and Clinics module.
Any incompatible fields entered on the order form will result in the order being sent back for adjustment and a delay in completion of the form.
What will my webmaster need to do?
The whole form can be inserted using a single line of HTML, so is usually suitable for organisations who manage their own website without a dedicated web developer. The form is placed in an I-Frame, which is like a webpage within a webpage.
Costs
Setup
The cost for a Standard Web Referral Form is £370+VAT (including first year maintenance). If you require a more advanced web referral form – please email webforms@dizions.co.uk before placing an order. Please note a more advanced web referral form may incur a higher cost.
Annual costs
The annual hosting and maintenance fee is £120+VAT per year, payable in advance. The first year is included with the initial fee.
Next steps
Available Fields
There is an Excel file that lists the available web referral form fields within your system. Go to Cog > Database Operations > Data Migration Centre.
Select the Utilities section, then click the Webforms Fields "Download" button.
This will give you a spreadsheet containing all of the available fields from your system. Use these fields to complete the order form below.
Order Form
Complete and sign the following order form;
How to fill out the Order form
The order form is separated by five columns:
Field Name This is the name of the field within Charitylog. The team will use this field name to retrieve the correct field for linking on the form. The field you've named on the form must exist within Charitylog.
Display Name On Web Form This is the field label on the Web Form. For example, the field may be labelled "Accommodation Type" within Charitylog, however you may wish for this to be displayed as "What is your current living situation?" on the Web Form. If this is the case, input the desired label in this column.
Record Type Specify which organisation or person type you wish the fields to belong to. For example, if the form is used to capture referrer information you will need to type "Referrer" in the box for this column.
Compulsory Field If it's mandatory for the field to be captured, please set this to "Yes".
Once we have reviewed your order we will send an order acknowledgement and an expected build date. Your order will then be completed, and we will contact you to review the web referral form whilst it's posting to your test system. Once you have confirmed you're happy the form will be set to post to your live system.
Web Referral Form Terms and Conditions
Our standard trading Terms and Conditions are still applicable.
This order does not guarantee acceptance for the work to be completed. All successful orders will be confirmed and acknowledged by email.
The signatory must have appropriate authorisation to place this order, or they agree to pay the fee.
The cost of £370 (ex VAT) includes a standard webform.
If you cancel the order before completion, then the full fee will still be payable. Any amendments to this order or web form will be chargeable. All changes will be considered and a quote for the amendments will be given prior to any changes.
Once the web form has been completed, you will have 7 days to make any minor changes. Minor changes are renaming the display label or display order. After the 7-day grace period has expired, any changes will be chargeable. You will be informed that the order has been completed, via telephone or email. If you do not contact us within 7 days for any minor changes then the order will be completed, and invoiced.
The completed Web Form will be hosted by Dizions, and an annual hosting fee of £120 (ex VAT) will be applicable. The initial setup fee includes the first year of hosting. The hosting of the form is for a fixed period of 12 months and is payable in advance. Non-payment of the hosting fee will result in the termination of the service. If you wish to terminate the service, 28 days’ notice is required up to the termination date. If the service is terminated, any pre-paid hosting fee will not be refunded. The Web Form will be removed on the termination date.
