- 1 Overview
- 2 Configuration - Essentials
- 2.1 Creating a signup page
- 2.2 Creating a user signup page
- 2.3 Creating an organization signup page
- 2.4 Creating a combined User and Organization signup page
- 2.5 How to make changes to fields on your signup page
- 2.6 How to modify the New User Email Template
- 2.7 How to setup Privacy Policies
- 2.8 How to modify the Duplicate check settings
- 3 Configuration - Advanced
- 3.1 Creating Multiple language signup pages
- 3.2 Creating a routing page
- 3.3 Creating an organization lookup style signup page
- 3.4 Using external verification services in your signup page
- 3.5 How to Attach Workflows
- 3.6 How to setup an eligibility questionnaire
- 3.7 Other vetting processes
- 3.8 How to delete/purge your information
- 3.9 How to enable/disable CAPTCHA
- 3.10 Tip: Keep signup pages short
- 4 Settings Explained
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.
You can setup an organization by going 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
Once you have an organization setup that you will associate with a signup page, next you will need to setup 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 them one or more roles. Typically, you would give a user a role like "applicant" or "reviewer".
Before you create your signup page, make sure you have created the roles you intend to give to the new users.
You can setup user roles by going to Menu icon > Global Settings > Users tab > Roles and click the New button.
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 them one or more categories. Typically, you would give an organization the category of "Grant Seeking Organization" or "External Reviewers".
Before you create your signup page, make sure you have created the desired categories for your organization.
You can setup organization categories by going to Menu icon > Global Settings > Organization tab > Categories and click the New button.
Lastly, you may want to setup 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 they have been 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 you create your signup, pages create desired statuses.
You can set up a user status by going to Menu icon > Global Settings > User tab > Statuses, and click the New button to create a user status.
Creating a user signup page
The user signup page creates people in your system. Users created via a signup page typically login and do something in your system, such as applying for a grant or reviewing a grant application.
How to setup a user signup page
- Go to the Menu Icon > Global Settings > Users Tab > Signup Pages Link.
- Click the New Signup Page button in the action bar. It looks like a plus sign.
- Choose an Associated Organization via the lookup. New users will be created under the associated organization. Generally, you want to select an external organization.
- Enter a Description. This is not seen by your applicants but it is important as it is the only way you can tell user signup pages apart when you are picking a user signup page from the organization signup configuration page.
- If you want the user to be able to login, change the Access Type to User Access.
- Add desired roles
- 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.
- Drag and drop the fields from the Available Fields list into the Selected Fields list. Once fields are in the Selected Fields list you 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.
- Click Save.
Creating an organization signup page
The organization or company signup page creates organizations within your system.
How to setup an organization signup page
- Go to the Menu Icon > Global Settings > Organizations tab and click on the Signup Pages Link.
- Click the New Signup Page button in the action bar. It looks like a plus sign.
- Choose an Associated Organization via the lookup. New users will be created under this organization. Generally, you want to select an external organization.
- Choose the organization Categories you want to add.
- Change the content on the signup page and confirmation page with a custom message. Typically, you will want to add something like who the user should contact should they need assistance.
- Drag and drop the fields from the Available Fields list into the Selected Fields list.
- Click Save.
Creating a combined User and Organization signup page
Typically, you will want to create an organization and one or more users and at the same time.
You can create a user and organization at the same time by:
- Create a user signup page.
- Create an organization signup page.
- Edit the organization signup page, and for the setting called User Signup pick either Single User or Multiple Users.
- If you picked Single User you will see a User Signup Page setting. Click the drop down and select the desired user signup page.
- Optionally toggle on Enable Same Address Button which will allow the user to populate their address using the address of the company so the user does not need to enter their address twice.
- Click save.
Note: when you choose a user signup page, it will show up inside the organization signup page in its own section that appears under the organization details section. Also note, when a user signup page is attached, the user signup confirmation page is used, so you will need to navigate to the user signup page if you want to make changes to the confirmation page that will be displayed upon submission.
If for the setting User Signup, you chose Multiple Users you will be able to create an organization and more than one user and 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 mindful that if you enable multiple users, you are asking someone to enter personally identifying information, into the your system on someone else’s behalf.
How to make 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 right away on your signup pages. You can also go back to the signup page at anytime 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 to modify the order drag and drop fields.
How to modify the New User Email Template
If you are giving new users the ability to login in via the Access Type setting, which gets set to User Access, then the user will receive an email based off a New user Email Template either the one on the signup page or the global template.
By default, all new users will receive the email template found 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@. It is also possible to email users their username and password by using @email@ and @password@ if desired.
If you want a custom new user email sent to all users who register through this signup page only, instead of using the global one, then 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 so the global template will be used.
How to setup Privacy Policies
How to modify the Duplicate check settings
Choose a field, such as the user’s email. 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 again. Optionally, you can conduct a duplicate check on multiple fields. It is important to note that when you check on multiple fields it is currently an and, not an or. 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. Support for OR is planned for the November 2020 upgrade.
By default, Email is typically used as a unique identifier of users in the system and Name is used for organizations.
Configuration - Advanced
Creating Multiple language signup pages
Once you have created a signup page you can enter translations for each language you desire.
To enter a translation on a signup page
- Click on the Translation button in the action bar.
- Select the desired language.
- Enter the translations desired into the appropriate fields.
- 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
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.
If you paste the Page URL of your signup page into a routing page, make sure you 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.
Also make sure you include the desired language ID example &tid=14 will display the Spanish translations.
Learn more about routing pages on Login Page
Creating an organization lookup style signup page
Reduce the amount of duplicate organizations in your system by using an organization lookup signup page.
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 setup an organization lookup signup page
- Setup a user signup page as per above.
- Setup an organization signup page as per above.
- On the organization signup page select the user signup page as per above.
- For the Selected fields on the Organization signup page, you only need the Name field.
- For Verification Service under Verification Settings choose Internal Organization lookup.
- 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.
- Scroll up to the Signup page Content and modify the Instructions Content 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.
- Click Save.
Using external verification services in your signup page
You can create a signup page that will confirm an organization’s charity status by selecting an organization based on a 3rd 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 3rd 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.
The following services are available
|Verification Service||Description||Update Frequency|
|ABN||The Australian Business Number lookup contains a list of businesses that have registered with the Australian Business Register.||Real Time|
|CRA||The Canada Revenue Agency (CRA) lookup contains a list of T3010 Registered Charities.||Monthly|
|CC||The Charity Commission GOV.UK lookup contains a list of registered charities in England and Wales.||Monthly|
|CRO||The Companies Registration Office Ireland (CRO) is the central repository of public statutory information on Irish companies and business names.||Real Time|
|IRS||The Internal Revenue Service (IRS) and Internal Revenue Service via Charity Navigator (IRS) lookup contains a list of 501(c)(3) and other charitable organizations.||Monthly|
|NCES||The National Center for Education Statistics lookup contains Public Elementary/Secondary School database of all public elementary and secondary schools in the US.||Annually|
How to setup a signup page that uses the an external verification service
Generally you setup each verification service in a similar way. Below is how you setup a signup page using the IRS verification option via Charity Navigator. 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.
- 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.
- Setup a user signup page the same way as above.
- Setup an organization signup page the same way as above.
- On the organization signup page select the desired user signup page as per above.
- In the Input Form section drag and drop the EIN custom field we created earlier from the Available Fields to the Selected Fields. This custom field is required in order to use the IRS verification feature.
- For Verification Service select Internal Revenue Service via Charity Navigator.
- Click Sample Instructions for both Search Instructions and Result Instructions.
- For Additional Automatic Field Population click the Add Mapping Field button that looks like a plus sign to create a new row.
- From the Mapping Field column drop down, select Lookup Field ID (EIN).
- 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.
- 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 run some tasks automatically.
How to setup 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 areas, 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 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 should provide users with information of who they should contact in regards to purging or deleting any personal information held within your system.
When you setup user standard and custom fields there is also a toggle you can enable called Enable 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 setup 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.
How to enable/disable CAPTCHA
CAPTCHA stands for “Completely Automated Public Turing Test to tell Computers and Humans Apart”. CAPTCHA is used to minimize the occurrence of spam records being submitted via bots. Toggling this setting on may reduce the amount of spam you receive, but it will not block all spam from bots. Note: there is some debate over the usability and accessibility of CAPTCHA and reCAPTCHA, especially among people with disabilities.
CAPTCHA is on by default but you may want to be judicious in its adoption.
You can toggle the CAPTCHA on or off for your entire system by going to Menu icon > Global Settings > Security tab > and choose either Enabled or Disabled. If you choose inherit you can specify which signup pages will have a CAPTCHA via their configuration pages.
Note you can also choose to bypass the use of Google's reCAPTCHA for users in countries that are unable to communicate with Google servers because of government policy.
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 when do you need to ask it?
The following settings are available on the General tab:
|Associated Organization||Determines where the users and organizations created will reside in your organization hierarchy. Typically, you would create an organization in the external organization hierarchy and call it something like “Web Registrants”.|
|Description||This input is not seen by your applicants but it is important as it is the only way you can tell user signup pages apart when you are picking a user signup page from the organization signup configuration page. You may also wish to add special instructions or notes for other administrators in this field.|
Activation & Security
|Activate Page||The signup page will only be accessible if this setting is toggled on. If this setting is toggled off and a user navigates to this signup page they will receive an error message asking the user to contact your system administrator.|
|Enable Field Security Token||This setting enhances security of signup pages by validating the fields that are submitted with expected values. Typically, this should be toggled on.|
|Standard||Provides a link to this signup page which you can give to people who want to register in your system. Click the View button to see the signup page, or click the Copy button to copy the URL to this signup page.|
|Email Broadcast||This is an alternate URL intended for updating existing users in conjunction with the email broadcast tool. This link is typically, not used.|
|Duplicate Check Field||Select one or more fields to be used by the duplicate check. Typically, Email is used for users and Name is used for organizations. If you choose to check on more than one field the operation used is AND. For example: if you chose email and first name, it will only flag users that have the same email and first name. Support for OR is planned for the November 2020 upgrade.|
|Update Behaviour||This setting is only found on the User Signup page. Typically, you will choose Only create new users. The three available settings are:
|Duplicate Restriction Message||Enter a custom message you want displayed when the duplication check fails. By default, it will say “A user/organization matching the information you entered already exists. Please contact your system administrator.”|
|Access Type||Only available on the User signup page. Set to User Access if you want the user to be able to login. This setting only applies to new users. New users will be given the access type selected. The Access Type for existing users will not change.|
|User Signup||Only available on the organization signup page. Choose between Single User which will create 1 user along with the organization or Multiple Users which can create multiple sets of users along with the organization.|
|User/Multiple User Signup Page||Select the user signup page(s) you want to attach to the Organization signup page. The User signup page, will show up inside the organization signup page in its own section that appears under the organization details section.|
|Submission Behavior||Only available on the organization signup page. Typically, only Create new organization, block submission if matching organization found is recommended. The options are:
|SmartCheck Validation||Select the SmartCheck validation you want to run upon form submission. Note if you are on an Organization Signup Page with a User Signup Page attached, the SmartCheck validation from the User Signup Page will be automatically included.|
|Attach Workflow||Select the desired workflow you would like to run upon the registration of a new user or organization. Typically, workflows on signup pages notify someone that a new user has registered and or some action needs to be taken or the workflow will run some tasks automatically.|
|Default Country||This setting is used to specify a default country on the signup page. For example, if all applicants registering via this signup page live in the United States, you might choose that option as the default country.
When the form opens, if the value chosen is United States then that value will automatically be pre-selected in the Country field for the user. The user can still change the Country field value if they wish, but if the user does not, this feature saves the user some time.
|Default State||This setting is used to specify a default State on the signup page. For example, if all applicants registering via this signup page live in New York State, you might choose that option as the default State.
When the form opens, if the value chosen is New York then that value will automatically be pre-selected in the State field for the user. The user can still change the State field value if they wish, but if the user does not, this feature saves the user some time.
|Default Status||Select the status you want to give the User/Organization upon registering. Statuses are like a place in time; for example, you might use a "Newly Registered" status for new registrants, and later once they have been vetted, you might switch them to an "Active" Status.|
|Categories||Only found on Organization signup pages. Categories are a way of grouping like organizations together and are used to control what can be seen and done. You can Add, Remove or Update categories for Organizations using this setting.|
|Roles||Only found on User signup pages. Roles are a way of grouping like users together. We use roles to control what the user can see and do in the system. You can Add or Remove roles for Users using this setting.|
|Page Layout||This setting controls the layout of the page. Default is recommended as you will always get the latest and greatest signup page template. If you select Custom you will be able to add the sample template and customize the HTML of the signup page. However, if you select custom, your template will not get updated with future upgrades and as such you may be need to manually update your custom template after future upgrades.|
Signup Page Content
|Page Title||If you want to add some text such as “registration” into the header beside your logo you can add it here. Typically, this input is left blank.|
|Company Section Title||Only available on the organization signup page. This text will appear above the fields where you enter organization data. Typically, people enter “Organization Information”.|
|Contact Section Title||Only available on the user signup page. This text will appear above the fields where you enter user data. Typically, people enter “User Information”.|
|Instructions Title||Text entered here will appear inside the instruction box in blue and above your instructions. Typically, people enter “Registration”.|
|Instructions Content||Add any custom instructions to help user complete the signup page. Typically, people enter “Fields marked with a red asterisk (*) are required. If you need assistance contact Fake@fake.fake.”.|
|Enable Same Address button||Toggle on to get a button that will populate the user address fields with the values entered into the Organization address fields. This feature will save users time if they use their organizations address for their user address.|
|Same Address Button label||Define the caption you would like to see on the same address button. Typically, people enter “Copy Address”.|
Confirmation Page Content
This content can only be defined on the user signup page.
|Confirmation Page Title||Large text displayed after the user has submits the form. Typically, people enter “Registration Complete”.|
|Confirmation Page Content||Smaller text displayed after the user submits the form. Appears under the title. Typically, people enter “Thank you for registering. Activation instructions have been emailed to you.”.|
|Link text||Text used for a link to the log in page so people can login after registering. Typically, people enter either “login here” or “Visit youralias.smartsimple.com”.|
|Link URL||Link to login page. typically, people enter “/s_Login.jsp”.|