Revision as of 13:02, 16 August 2024

Overview

A signup page (also known as a registration page) enables users and organizations to independently register and gain access to your system. It is common to have multiple signup pages depending on the types of people and organizations you want to register. In this article you will learn about the different types of signup pages, how to configure them and related functionality. Global Administrator access is required to create and modify signup pages.

Configuration - Essentials

Creating a Signup Page

The Associated Organization

Before you create a signup page, you will need to decide where the users and organizations you are creating will reside in your organization hierarchy. In other words, when you create a new user or organization via a signup page, where will they be created in your system? Typically, you would create an organization in the external organization hierarchy and call it something like "Web Registrants". Later you would associate that organization with your signup page. Then all new users and organizations created by this specific signup page will be created under that organization.

If you are creating an organization to act structurally like a holding folder rather than a true organization, then you need to flag the organization as such. If you flag an organization as a container, any hierarchy access granted in the security matrix to organizations will not be applied for the container organization.

To flag an organization as a container go to Menu Icon > Organizations > Edit an Organization > Actions > Edit Categories and Access > Toggle on Container.

To set up an organization go to Menu Icon > Organization Hierarchy > Click on the second tab which is the external hierarchy, and click the New button to create a new organization in the external organization hierarchy.

Roles and Categories

Main Articles: User Role & Client Categories

Once you have an organization set up that you will associate with a signup page, next you will need to set up Roles (for users) and Categories (for organizations). Roles are a way of grouping like users together. We use roles to control what the user can see and do in the system. When you create a user via a signup page, you need to give the user one or more roles. Typically, you would give a user a role like "Applicant" or "Reviewer". Before creating your signup page, ensure that you have created the roles you will assign to newly created users. You can setup user roles by going to Menu Icon > Global Settings > Users tab > Roles and click the New Role button. Note: when you create roles you can indicate if a role is only for internal or external users. For example, typically the "Applicant" role should only be giving to external users. Categories are a way of grouping like organizations together and are also used to control what can be seen and done. When you create an organization via a signup page, you need to give the organization one or more categories. Typically, you would give an organization the category of "Grant Seeking Organization" or "External Reviewers". Before creating your signup page, ensure that you have created the categories you will assign to newly created organizations. You can setup organization categories by going to Menu icon > Global Settings > Organization tab > Categories and click the New button.

Statuses

Main Article: Status

Lastly, set up a status for users and organizations. Statuses are like a place in time. For example, you might use a "Newly Registered" status for new registrants, and later once these users are vetted, you might switch them to an “Active” Status and later when you no longer engage with the user you might move them to an “Inactive” status. Before creating your signup page, ensure that you have created the statuses you will assign to newly created users and organizations. You can set up a user status by going to Menu Icon > Global Settings > User or Organization tab > Statuses, and click the New button to create a user or organization status.

Creating a User Signup Page

The user signup page adds or updates individuals within your system. Users created in the system via a signup page typically login and do something in your system, such as applying for or reviewing a grant application.

Sample user signup page

How to Set up a User Signup Page

1. Go to the Menu Icon > Global Settings > Users Tab > Signup Pages Link.
2. Click the New Signup Page button in the action bar. It looks like a plus sign.
3. Enter a name for the signup page that will be used to distinguish it from other pages, but will not be visible to the end user.
4. Choose an Associated Organization via the lookup. New users will be created under the associated organization. Generally, you want to select an external organization.
5. Enter a Description. This is not seen by your applicants but it is important as it helps differentiate user signup pages when you are picking a user signup page from the organization signup configuration page.
6. Change the Access Type to User Access if you want the user to be able to login.
7. For Roles to Add select the desired roles to be assigned to the user.
8. Modify the Signup Page Content and Confirmation Page Content as desired. Typically in the instructions you might want to add a phone number or email of who to contact if the user is having trouble registering. On the confirmation page content you might want to add something like "check your email and spam folder in your email for instructions on how to gain access to the system."
9. Drag and drop the fields from the Available Fields list into the Selected Fields list. These are the fields that will appear on the signup page. Once fields are in the Selected Fields list you may drag and drop fields to reorder them or hover over a field and click the grey x button to remove the field from the list. If you are adding the address fields, typically the country input should appear above the state/province drop down so that the list of states or provinces can be filtered based on the country.
10. Click Save.

Creating an Organization Signup Page

The organization or company signup page creates organizations within your system.

How to Set up an Organization Signup Page

1. Go to the Menu Icon > Global Settings > Organizations tab and click on the Signup Pages Link.
2. Click the New Signup Page button in the action bar. It is signified by a plus sign.
3. Give the signup page a name
4. Choose an Associated Organization via the lookup. New Organizations will be created under this organization. Generally, you want to select an external organization.
5. Optionally, enter a description. This will not be visible to applicants but is important for differentiating organization signup pages. You can include the purpose and usage of the page to make it easier to find and provide context.
6. For Categories select the categories you want to assign to new organizations created.
7. Change the signup page and confirmation page content if desired. For example you may want to add something like who the user should contact if they need assistance. Note if a user signup page is attached to an organization signup page, the confirmation page content of the user signup page will be used and the organization confirmation page content will be ignored.
8. Drag and drop the fields from the Available Fields list into the Selected Fields list. These fields will appear on the organization signup page. Fields in the Selected Fields List may be reordered using drag and drop. If you are adding the address fields, typically the country input should appear above the state/province drop down so that the list of states or provinces can be filtered based on the country.
9. Click Save.

Creating a Combined User and Organization Signup Page

Typically, you will want to create an organization and one or more users at the same time.

A signup page that creates a single organization and single user at the same time.

You can create signup page that will create one or more users and organization at the same time by:

1. Create a user signup page as above.
2. Create an organization signup page as above.
3. Edit the organization signup page, and for the setting called User Signup select either Single User or Multiple Users.
4. If you picked Single User you will see a User Signup Page setting. Click the drop down and select the desired user signup page. Note having a unique description on the user signup page will help make selection easy.
5. (Optional) Toggle on Enable Same Address Button if you want the user’s address to be pre-populated with the address of the organization so the user does not need to enter the same address twice.
6. Click Save.

Note: When you choose a user signup page, it will show up inside the organization signup page in its own section under the organization details. Also note that when a user signup page is attached, the user signup confirmation page is used. Therefore, if you want to make changes to the confirmation page that appears to the user upon submission, you will need to navigate the user signup page instead.

A signup page that creates a single organization and multiple users at the same time. In this example the Lead Applicant is set to a minimum of 1 so they are required. The co-applicant is set to a minimum of 0 and maximum of 3 so none or up to 3 co-applicants can register at the same time.

If you chose Multiple Users for the User Signup setting, you will be able to create an organization with more than one user signup as well as more than one set of users.

In this scenario you will see a setting called Multiple User Signup.

Click the Add Signup Page button to add multiple user signup pages. You can specify a minimum and maximum number of users you want to create per attached signup page as well as specify section and user titles.

Note: Depending on your jurisdiction, be aware that enabling multiple users means you are asking someone to enter personally identifiable information on behalf of another person, which may not comply with certain regulations.

Making Changes to Fields on Your Signup Page

Let’s say you want to make the Email field on your user signup page mandatory. Navigate to the User standard field for email: Menu Icon > Global Settings > Users Tab > Standard Fields link and edit the Email standard field by toggling on the Mandatory setting. Now when you go back to the signup page and preview it, you will see the email field is now set to mandatory and the relevant validation was automatically added.

Any changes you make to any fields that are included on a signup page will be updated instantaneously on your signup pages. You can also go back to the signup page at any time to change the order of fields and add or remove fields by modifying the selected fields. To remove a field, hover over the desired field and click the button marked with an x. Drag and drop Selected Fields to modify the order in which the fields will appear on the signup page.

Modifying the New User Email Template

New users who can log in will receive an email containing an activation link. To enable this, the signup page must have the Access Type set to User Access.

The email the user receives by default is configured globally and is located at Menu Icon > Global Settings > Security Tab > Password and Activation Policies > Activation Emails in the left navigation. Once you add the sample template you can modify it as needed. The sample template will send the new registrant a link where they can enter their desired password to complete user activation. The variable for this is:

https://@url@@activationlink@

If you want a custom new user email sent to users who register through this specific signup page only, instead of using the global template, then, on that particular signup page, go to the Templates tab and add the sample template and fill in the other fields. The New User Email Template on the signup page takes precedence over the New User general template found under Global Settings. Typically, we recommend that you leave the Template tab New User Email Template empty and use the global template instead.

Setting Up Privacy Policies

Main Article: Privacy and Security Policies

A privacy policy details your company’s views and procedures related to the collection of information on people who use your system. It's important to let your users know how you are going to use the information you are requesting, and to tell users who to contact should they have questions. In some jurisdictions, such as California, you are required to post your privacy policy by law. In the EU, the General Data Protection Regulation (GDPR) and the e-privacy directive oblige you to display a privacy notice containing specific elements on your system. Failure to do so can result in fines.

If you attach a privacy policy to a signup page. Anyone attempting to register will have to accept the policy before they can gain access to the system.

You can create a privacy policy for your system by going to the Menu Icon > Global Settings > Security Tab > Privacy and Security Policies link.

You might consider starting by creating a policy without any role or country permissions, allowing users who haven't signed in or don't yet exist in the system to view the policy from the signup page. Alternatively, you can attach a privacy policy to the login page so that users see it upon their first login, depending on their roles and country. Once the policy is created and activated, you can attach it to the user signup page by selecting the policy in the Attach Policies input field.

Modifying the Duplicate Check settings

By default, Email is used as a unique identifier of users in the system and Name is used for organizations.

If a user tries to enter an email that is already in the system, it will be flagged as a possible duplicate and prevent the user from registering with the same email twice. Optionally, you can conduct a duplicate check on multiple fields. It is important to note that when you add multiple fields in one Duplicate Check Field box, it will utilize the Boolean operator AND instead of the OR operator. For example: if you chose email and first name, it will only flag users that have the same email and first name as an existing user in the system (as opposed to flagged an existing user that may have the same email or first name). To add multiple fields using the Boolean operator OR, select the Add Duplicate Check Condition button, signified by the plus sign. In that case, duplicates will be flagged if either criteria is met independently.

Optionally you can change the uniquely identifiable field such as email to another field such as employee number.

Configuration - Advanced

Creating Multiple Language Signup Pages

Once you have created a signup page you can enter translations for each language you desire.

The language picker as it appears on a signup page.

The button used to enter translations on a signup page.

To enter a translation on a signup page

1. Click on the Signup Page Translation Settings button in the action bar.
2. Select the desired language.
3. Enter the translations desired into the appropriate fields.
4. Click Save.

The translations of custom and standard field captions are pulled from those fields and can be entered in those fields or via an import.

Once translations have been entered and saved on the signup page, you can send your users directly to the signup page in the language you desire. Do so by adding &tid=14 to the end of the signup page URL, where the number equals the desired language ID. In this case, the language ID 14 will bring the user to the signup page translated into Spanish.

The user can also switch languages on the signup page by using the drop down language menu in the top right of the header.

Note: When you switch languages, the signup page will reload and clear any data entered into the fields.

Creating a Routing Page

Main Article: Login Page

Routing pages are created to direct the user to the appropriate signup page in the desired language. Typically, the user clicks a button on the login page that takes them to an intermediary page where they can see the list of available signup pages. You can create a routing page by going to Menu Icon > Global Settings > Branding tab > Login Pages link > edit the desired login page > Routing Page tab.

The routing page takes users to the signup page that is right for them.

Use the URL lookup button and select the "Signup Page" option to populate the signup page link into the routing page. Note if you choose to paste a URL here instead use the relative path. Example:

/s_csignup.jsp?token=XVtQHUUGYVpQRhRRXxNRS1BWZEl2HnFsFA%3D%3D&ptoken=XVtQC1oGYVpQRhRRXxNRS1BWZEl2HnFsFQ%3D%3D

Relative paths will resolve correctly and work on production as well as development and backup systems.

Make sure you include the desired language ID. Example: &tid=14 to display the Spanish translation.

Creating an Organization Lookup Signup Page

Reduce the amount of duplicate organizations in your system by using an organization lookup signup page.

User begins typing the name of their organization and if that organization exists in your system, the user can select that organization and attach themselves to that organization.

The organization lookup signup page gives new users the ability to sign up under an existing organization. This can be achieved by allowing new users to search and select their desired organization from the list of existing organizations in your system. For example: in the research space, you may want to allow researchers to independently register for, and apply to, grants under an existing research body such as a university.

Typically, you will not want a list of all organizations you deal with exposed to the public, so on the configuration page you can filter the list of available organizations by organization category and status. This way new users will only be able to search and create themselves under a subset of organizations in your system.

You may also want to consider adding a vetting process utilizing workflows and users’ statuses before giving users who self-register under and existing organization full access to the system.

From the user perspective a new user goes to the desired signup page and then starts typing the name of their organization and they will see a list of organizations meeting that criteria. Once the user selects the desired organization, they enter their user information, and upon submission, the user is created under the chosen organization and the user would need to activate themselves as usual.

How to Set up an Organization Lookup Signup Page

1. Setup a user signup page as per above.
2. Setup an organization signup page as per above.
3. On the organization signup page, select the user signup page as per above.
4. For the Selected Fields on the organization signup page, you only need the Name field.
5. For the Verification Service dropdown under the "Verification Settings" section, select "Internal Organization Lookup".
6. Choose the desired Lookup Category and Lookup Status of organization you want users to be able to see and select. For example: you may only want organizations in the category of "Non-profit" and status of "Active" to appear in the list of organizations the user can attach themselves to.
7. Scroll up to the "Signup Page Content" section and modify the Instructions Content field as desired. You may want to add something like "Start typing the name of your organization and select it from the list. Fields marked with a red asterisk (*) are required. If you need assistance contact fake@fake.fake."
8. Click Save.

Using External Verification Services on Your Signup Page

You can create a signup page that will confirm an organization’s charity status by selecting an organization based on a third-party database prior to registering that organization in your system.

The information from the selected database such as Name, City and State is used to populate the organization signup page fields.

If the desired organization cannot be found in the third-party database (Example: It was added after the most recent update), you can provide a link to another signup page where that organization could still register.

Step one: User searches for their organization in the IRS database.

Step two: User selects their organization from the list and the information is automatically populated into the registration form.

The following services are available

How to Set up a Signup Page That Uses an External Verification Service

Generally, you set up each verification service in a similar way. Below is how you setup a signup page using the IRS verification option. Before you begin, you need to setup a custom field to hold the Employer Identification Number (EIN) value. The EIN is a Federal Tax Identification Number, it is a unique nine-digit number assigned by the Internal Revenue Service (IRS) to business entities operating in the United States. Other verification services will have a different identification number.

1. If you do not already have a custom field to hold the EIN number, create a Text Box - Text Single Line custom field in the organization custom fields, and permission this field to be available as desired.
2. Setup a user signup page the same way as above.
3. Setup an organization signup page the same way as above.
4. On the organization signup page select the desired user signup page as per above.
5. In the Input Form section drag and drop the EIN custom field you created from the Available Fields to the Selected Fields. You must add a custom field for this number in order to use the IRS verification feature.
6. For Verification Service select United States Internal Revenue Agency (IRS).
7. Click Sample Instructions for both Search Instructions and Result Instructions.
8. For Additional Automatic Field Population click the Add Mapping Field button that looks like a plus sign to create a new row.
9. From the Mapping Field column drop down, select Registration Number (EIN).
10. In the Custom Field input column right beside the mapping field, start typing the name of the EIN field you created and select it from the list.
11. Click Save.

How to Attach Workflows

You can attach an existing workflow to a signup page using the Attach Workflow setting. You can create Workflows under the Menu Icon > Workflows. Workflows on signup pages are typically used to to notify someone that a new user has registered and or some action needs to be taken such as an approval and/or to automatically run some tasks upon signup.

How to Set up an Eligibility Questionnaire

If there are criteria that would render an applicant ineligible to gain access to your system, you may want to setup an eligibility questionnaire that a user must fill in before you let the user register. This is typically done with a Universal Tacking Application (UTA). In the UTA, ask any questions that would cause an applicant to be ineligible. Example: If you don't fund religious organizations or organizations in a specific area, ask applicants these question before you allow them to register. If the applicant meets your desired criteria, you send them on to the desired signup page. If they fail your criteria, you send them to a page letting them know they are ineligible. Using this method saves the user time by letting them know up front if they are not going to be given access and it saves you time by reducing the number of users created in your system.

Other Vetting Processes

Some organizations require users and organizations to be manually vetted or approved before the user gains access. This is typically done by using the User/Organization status in conjunction with workflows to notify the appropriate internal staff.

Some organizations also require regular OFAC checks to be conducted on the organizations they fund, to ensure they are not in violation of economic and trade sanctions based on U.S. foreign policy, and national security goals against targeted foreign countries and regimes, terrorists, international narcotics traffickers, those engaged in activities related to the proliferation of Weapons of Mass Destruction, and other threats to the national security, foreign policy or the economy of the United States.

OFAC publishes a list of individuals and companies owned or controlled by, or acting for or on behalf of, targeted countries. It also lists individuals, groups and entities, includes terrorists and narcotics traffickers designated under programs that are not country-specific. Collectively, such individuals and companies are called Specially Designated Nationals or SDNs. Their assets are blocked, and U.S. persons are generally prohibited from dealing with them.

You can learn more about OFAC here https://www.treasury.gov/about/organizational-structure/offices/Pages/Office-of-Foreign-Assets-Control.aspx

How to Delete/Purge Your Information

When users sign up to gain access to your system, they provide you with Personal Identifiable Information (PII). We suggest you provide your users with information of who they should contact in regards to purging or deleting any personal information held within your system.

When you set up user Standard and Custom fields, there is also a toggle you can enable called Classify as Personal Data to alert people of the PII collected in fields. You can you also specify why you are collecting this PII.

Some organizations will set up data retention policies to remove PII after a set period of time, whereas other organizations may remove PII upon request. Either way, you should provide some way to contact someone acting as a privacy officer within your organization in regards to any privacy concerns from your users.

CAPTCHA

CAPTCHA (which stands for "Completely Automated Public Turing Test to tell Computers and Humans Apart") is used to minimize the occurrence of spam records being submitted via bots. CAPTCHA will reduce the amount of spam you receive, but it will not block all spam from bots.

CAPTCHA settings can be found at Menu icon > Global Settings > Security tab.

CAPTCHA Alternatives

By default, systems use Google reCAPTCHA. For users in countries that are unable to communicate with Google servers due to government policy, you may wish to enable the alternate CAPTCHA.

Alternate CAPTCH can be used by typing the country name into the input called Countries Using Alternate CAPTCHA Service.

Set Countries Using Alternate CAPTCHA Service to a list of relevant countries .

How to Test Signup Pages

Signup pages must be activated first before they can be previewed and tested. To test a page, do the following:

1. Go to the signup page settings and scroll to the "Activation and Security" section.
2. Toggle on Activate Page and click Save.
3. Under the "Activation and Security" section, copy the URL populating the Standard field.
4. Paste the URL into the address bar of a new tab in your browser and hit the enter. This will display a preview of your signup page.
5. To test the page, simply complete the appropriate details and submit the form. If successful, a confirmation message will be displayed.
6. The submitted user/organization will be listed under the signup organization in the Organization Hierarchy chart. Go to Menu Icon > Organization Hierarchy > External tab to view.

Tip: Keep Signup Pages Short

- Don’t ask every question you think you need upfront on the signup page. Once a user has registered and logged into the system, you can ask them more questions as part of your process.

- The shorter your signup page, the greater your completion rate will be, so ask the minimum amount of questions possible. Go through each question and ask yourself: why are we collecting this information, and how are we using it now?

- Have someone else fill in your form and look critically at how they answered. Did they answers the way you expected? Do you need to revise the question or provide instructions to ensure you get desired responses?

- If a question is not marked mandatory, do you still need to ask it? and if so when do you need to ask it?

Settings Explained

General Tab

The following settings are available on the General tab:

General Settings

Activation & Security

Signup Options

Signup Page Content

Note that this section only appears on Organization signup pages.

Confirmation Page Content

These settings can only be found on user signup pages.

Input Form

Verification Settings

These settings can only be found on Organization signup pages.

Templates

The following settings are available on the templates tab if Page Layout is set to Custom.

The page template allows you to modify the HTML of the signup page and is generally not recommended. If you choose to customize the HTML of your signup page you won’t get the latest and greatest templates and you may be required to update your HTML if changes to templates or functionality occur in an upgrade.

Signup Page Template

Click the Sample Template link to add the html of the signup page into the input and then modify as desired.

Confirmation Page Template

Only available on user signup pages. Click the Sample Template link to add the html of the signup page into the input and then modify as desired.