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A =Configuration - Essentials===Creating a Signup Page=====Signup Page Name===Give your signup page (also known as a registration page) enables users and organizations to independently register and gain access to your SmartSimple instance. It is common to have multiple signup pages depending on the types of people and organizations you want to register and the languages your community speaksname.
You must have <u>'''Global AdministratorNote:''' setup </u> when you create roles you can indicate if a role is only for internal or modify signup pagesexternal users. This recommended if you have a role like "Applicant" that should only be giving to external users.
==Creating '''[[Client Categories|Categories]]''' are a user 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 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.
The user signup page creates people ===Statuses===: ''Main Article: [[Status]]''Lastly, set up a [[Status|status]] for users and organizations. Statuses are like a place in the systemtime. Users created via For example, you might use a signup page typically login "Newly Registered" status for new registrants, and later once these users are vetted, you might switch them to an “Active” Status and do something in later when you no longer engage with the systemuser you might move them to an “Inactive” status.Before you create your signup, such as applying for pages create desired statuses.You can set up a grant or reviewing user status by going to '''Menu Icon''' > '''Global Settings''' > '''User''' tab > '''Statuses''', and click the '''New''' button to create a grant applicationuser status.
Before you create ==Creating a User Signup Page==The user signup page, you will need to create an '''Associated Organization'''. An '''Associated Organization''' can be seen creates people in the organization hierarchy and acts as a holding organization you set this up the same way as any other organizationyour system. Any new users or organizations Users created will appear under the Associated Organization in the hierarchy. Typically, you will create an organization in the '''External Hierarchy''' and name it something like '''Web Registrants''', '''US Organizations''', '''International Organizations''', '''Non-profits''', etc. Once you have an associated organization setup, you will need via a role to assign to new users. '''Roles''' are a way of grouping like users together and we use roles to control what the user can see signup page typically login and do something in the your system. Lastly, you may want to setup a status such as applying for users. '''Statuses''' are like a place in time; for example, you might use or reviewing a “New Registrant” status for new registrants, and later once they have been vetted or approved, you switch them to an “Active” Statusgrant application.
When you create a [[File:Signup-user signup page, make sure you enter a description. You will likely have multiple png|thumb|none|800px|Sample user signup pages attached to the same associated organization, and the description input will be the only way you can tell them apart on the organization signup configuration page.]]
The organization ===How to Set up 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 is signified by a plus sign.# Give the signup page creates organizations within your systema name# Choose an '''Associated Organization''' via the lookup. Before you create an New users will be created under this organization signup page. Generally, you need want to create a select an external organization.# Choose the organization '''categoryCategories''' that you will use want to assign to group like new organizations together and control what created.# Change the content on the organization signup page and its users will be able to see and doconfirmation page with a custom message. LikewiseTypically, you will also want to add something like who the user should contact if they need an assistance.# Drag and drop the fields from the '''Available Fields''' list into the '''Associated OrganizationSelected Fields''' as new organizations list. These fields will be created under appear on the associated organization signup page. Fields in the hierarchySelected Fields List can be reordered using drag and drop. # Click '''Save'''.
# Go to [[File:Signup-org-single-user.png|thumb|none|800px|A signup page that creates a single organization and single user at the '''Menu Icon''' > '''Global Settings''' > '''Organizations''' tab same time.]] You can create a user and click on organization at the '''Signup Pages''' Link.same time by: # Click the '''New Signup Page''' button in the action bar. It looks like Create a plus signuser signup page.# Choose Create an organization signup page.# Edit the organization signup page, and for the setting called '''Associated OrganizationUser Signup''' via the lookup. New users will be created under this organization. Generally, you want to select an external organization.# You may want to consider disabling the pick either '''reCAPTCHASingle User'''; see below for more details.# You may want to consider using statuses for your organizations: for example, or '''New OrganizationMultiple Users''' status for newly registered organizations if you want to vet them internally.# Choose the organization categories If you want to add or remove. picked '''CategoriesSingle User''' are used to group like organizations together as well as control what the organizations and users can you will see and do.# Change the content on the signup page and confirmation page with a custom message. Typically, you will want to add something like '''Fields marked with a red asterisk are required.User Signup Page''' Then, append who setting. Click the drop down and select the desired user should contact should they need assistancesignup page.# Drag and drop the fields from the ''(Optional)'Available Fields'Toggle on '' list into the 'Enable Same Address Button''Selected Fields''' list. You can also drag and drop if you want the user’s address to reorder fields. Lastly, hover over a field to remove it via be pre-populated with the address of the small grey '''x''' buttoncompany.
==Creating <u>'''Note''':</u> When you choose a combined 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. [[File:Signup-org-multi-user.png|thumb|none|800px|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 and Organization Signup''' setting, you will be able to create an organization with more than one user signup page==as well as more than one set of users. In this scenario you will see a setting called '''Multiple User Signup'''.
Typically, you will want to create a user and organization at Click the same time. This is easily done with a setting called '''Attach Contact Add Signup Page'''. Note when you choose a button to add multiple user signup page, it will show up inside the organization signup page in its own section that appears under the organization details sectionpages. Also when You can specify a user signup page is minimum and maximum number of users you want to create per attached, the user signup confirmation page is used, so you will need to navigate to the as well as specify section and user signup page if you want to make changes to the confirmation page that will be displayed upon submissiontitles.
===How <u>'''Note:'''</u> Depending on your jurisdiction, be mindful that if you enable multiple users, you are asking someone to setup a combined User and Organization signup page===enter personally identifying information, into your system on someone else’s behalf.
# Create a ==Making Changes to Fields on Your Signup Page==Let’s say you want to make the '''Email''' field on your user signup page as per mandatory. Navigate to the '''User''' standard field for email: '''Menu Icon''' > '''Global Settings''' > '''Users''' Tab > '''Standard Fields''' link and edit the above. Make sure you enter something meaningful in '''Email''' standard field by toggling on the '''descriptionMandatory'''setting. Now when you go back to the signup page and preview it, as that you will see the email field is used now set to differentiate mandatory and the user relevant validation was automatically added. Any changes you make to any fields that are included on a signup pages page will be updated instantaneously on the organization your signup pages.# Create an organization You can also go back to the signup page as per aboveat any time to change the order of fields and add or remove fields by modifying the selected fields.# On To remove a field, hover over the desired field and click the setting button marked with an '''Attach Contact Signup Pagex''' use the . Drag and drop down '''Selected Fields''' to select modify the order in which the fields will appear on the desired user signup page.# Toggle on ==Modifying the New User Email Template==If you are giving new users the ability to login in via the '''Enable Same Address ButtonAccess Type'''; this will save your users timesetting, as they can click a single button which gets set to copy '''User Access''', then the address from their organization into their profile for scenarios where user will receive an email based off a '''New User Email Template,''' either the user has one on the same address as signup page or the organization they belong toglobal template.# Click By default, all new users will receive the email template found in '''Menu'Save''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:
==How to make changes to fields on your signup page==<pre>https://@url@@activationlink@</pre>
Let’s say If you want a custom new user email sent to all users who register through this specific signup page instead of using the global one, then, on that particular signup page, go to make the '''emailTemplates''' field on your user signup page mandatorytab and add the sample template and fill in the other fields. Navigate to the User standard field for email: The '''Menu IconNew User Email Template''' > on the signup page takes precedence over the '''Global SettingsNew User''' > general template found under '''UsersGlobal Settings''' Tab > . Typically, we recommend that you leave the '''Standard FieldsTemplate''' link and edit the tab '''New User EmailTemplate''' field by toggling on the “Mandatory” setting. Now when you go back to empty so the signup page and preview it, you global template will see the email field we modified has been set to mandatory and the relevant validation was automatically addedbe used.
Any changes you make ==Setting Up Privacy Policies==A privacy policy details your company’s views and procedures related to any fields that are included on a signup page will be updated right away the collection of information on people who use your signup pagessystem. You can also go back It's important to the signup page at anytime let your users know how you are going to change use the order of fields information you are requesting, and add new fields using drag and dropto 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. To remove a fieldIn the EU, hover over the desired field [[General Data Protection Regulation (GDPR)]] and click the button marked with an '''x'''e-privacy directive oblige you to display a privacy notice containing specific elements on your system. Failure to do so can result in fines.
==How to modify the New User Email Template==[[File:Signup-privacy.png|thumb|none|800px|If you are giving new users the ability attach a privacy policy to login in via the '''Access Type''' setting, they will receive an email based off the '''new user email template'''a signup page. You can see the email template used Anyone attempting to construct the email sent to all new users by going register will have to accept the '''Menu Icon''' > '''Global Settings''' > '''Security''' Tab > '''Password and Activation Policies''' > '''Activation Email Templates''' tab. You will notice a number of variables in the new user email template which will be converted into information (such as the username and password) when the email is sent policy before they can gain access to the usersystem.]]
==How You can create a '''privacy policy''' for your system by going to setup the '''Menu Icon''' > '''Global Settings''' > '''Security''' Tab > '''Privacy and Security Policies==''' link. We suggest you start by creating a policy for the '''Default Country''' and '''Languages''' of your choice. The default country is displayed until the user has logged in, at which point the system shows you the policy for the country you have chosen as your primary residence. We also suggest you '''Enforce User Acceptance''' by selecting a date on your privacy policy. Once you have a privacy policy created, go to the desired user signup page and select the desired policy from the '''Attach Policies''' dropdown. Then, '''Save''' your signup page. Now, when anyone is sent to your signup page, they will first be required to read and accept your privacy policy before they can register and gain access to your system.
A privacy policy details your company’s views and procedures related to ==Modifying the collection Duplicate Check settings==By default, '''Email''' is used as a unique identifier of information on people who use your system. Its important to let your users know how you are going to use in the information you are requesting, system 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 put a privacy notice containing specific elements on your system; failure to do so can result in fines'''Name''' is used for organizations.
You 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 create conduct a duplicate check on multiple fields. It is important to note that when you add multiple fields in one '''privacy policyDuplicate Check Field''' for your system by going to box, it will utilize the [[Boolean Operators|Boolean operator]] '''Menu IconAND''' > instead of the '''Global SettingsOR''' > operator. For example: if you chose '''Securityemail''' Tab > and '''Privacy and Security Policiesfirst name''' link. We suggest you start by creating a policy for , it will only flag users that have the same '''Default Countryemail''''' and Languages of your choice. The default country is displayed until the '' '''first name''' as an existing user has logged in, at which point the system shows you (as opposed to flagged an existing user that may have the policy for the country you have chosen as your primary residencesame email ''or'' first name). We also suggest you toggle on To add multiple fields using the [[Boolean Operators|Boolean operator]] '''User Acceptance RequiredOR''' for your privacy policy. Once you have a privacy policy created, go to the desired user signup page and select the desired policy from the '''Attach PoliciesAdd Duplicate Check Condition''' drop down. Thenbutton, save your signup pagesignified by the plus sign. NowIn that case, when anyone is sent to your signup page, they duplicates will first be required to read and accept your privacy policy before they can register and gain access to your systemflagged if either criteria is met independently.
==How to modify the Duplicate check settings==
Choose a Optionally you can change the uniquely identifiable 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 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 another user in the system. By default, '''email''' is typically used field such as a unique identifier of users in the system and '''Name''' is used for organizationsemployee number.
==Creating language specific signup pages==Relative paths will resolve correctly and work on production as well as development and backup systems.
Each language Make sure you want to support requires a separate signup page. Create include the type of signup page desired and choose the language you wantID. If you chose '''Español (Spanish)''' as your signup page language, and if you have entered Spanish translations for your field captions, then you will see Example: <code>&tid=14</code> to display the Spanish field captions on your signup pagetranslation.
Typically, you will route your users to the correct signup page via the routing page on ==Creating an Organization Lookup Signup Page==Reduce the login. Example: amount of duplicate organizations in your Spanish login page will route users to the Spanish system by using an organization lookup signup page, the English login will route users to the English signup page.To add a caption translation, go to the desired field and beside the caption click on the button called '''Edit Language Caption'''. Choose the desired language and enter the desired translation.
==Creating a routing page==[[File:Signup-ajax.png|thumb|none|800px|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.]]
Routing pages are created to direct the user to the appropriate The organization lookup signup page in the desired language. Typically, the user clicks a button on gives new users the login page that takes them ability to sign up under an intermediary page where they existing organization. This can see be achieved by allowing new users to search and select their desired organization from the list of available signup pagesexisting organizations in your system. You can create 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 routing page by going to '''Menu Icon''' > '''Global Settings''' > '''Branding''' tab > '''Login Pages''' link > edit the desired login page > '''Routing Page''' tabuniversity.
If Typically, you will not want a list of all organizations you paste deal with exposed to the URL of your signup page into a routing public, so on the configuration page, make sure you use can filter the relative path example: '''/s_csignup.jsp?token=XVtQHUUGYVpQRhRRXxNRS1BWZEl2HnFsFA%3D%3D&ptoken=XVtQC1oGYVpQRhRRXxNRS1BWZEl2HnFsFQ%3D%3D'''list of available organizations by organization category and status. Relative paths This way new users will resolve correctly only be able to search and work on production as well as development/backupcreate themselves under a subset of organizations in your system.
==Creating an organization lookup (Ajax) style signup page==Reduce the amount of duplicate organizations in your system by using an organization lookup. Some organizations, like a university, You may also want new users to register under an existing organization in your instance. This can be achieved by allowing new consider adding a vetting process utilizing workflows and users’ statuses before giving users to search and select their organization from the existing organization already in your system. The new user can then who self-register under the desired organization. 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. You can use the '''Ajax''' verification option on signup pages to achieve this. You can also put a manual vetting process in place to approve applicants, if desired. Note selecting existing organizations from your instance reduces the chance of duplicate organization creation, and may be fine for research organizations, but may pose a problem in other verticals such as case management, where you may not want a list of organizations you deal with exposed full access to the publicsystem.
When From the user navigates perspective a new user goes to the lookup desired signup page they can start 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. Note you can restrict which organization will appear in and the lookup by both '''category''' and '''status'''user would need to activate themselves as usual.
When users sign up to gain access to your system, they provide ==Tip: Keep Signup Pages Short==- Don’t ask every question you with personal identifiable information (PII). We suggest think you should provide users with information of who they should contact in regards to purging or deleting any personal information held within your systemneed upfront on the signup page. Some organizations will setup data retention policies to remove PII after Once a set period of timeuser has registered and logged into the system, whereas other organizations may remove PII upon request. Either way you should provide some way to contact someone in regards to privacy concernscan ask them more questions as part of your process.
==How to enable/disable reCAPTCHA==- 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?
CAPTCHA stands for “Completely Automated Public Turing Test to tell Computers - Have someone else fill in your form and Humans Apart”look critically at how they answered. CAPTCHA is used to minimize Did they answers the occurrence of spam records being submitted via bots. Toggling this setting on will reduce the amount of spam way you expected? Do you receive, but it will not block all spam from bots. Note: there is some debate over need to revise the usability and accessibility of reCAPTCHA, especially among people with disabilities. It is on by default but question or provide instructions to ensure you may want to be judicious in its adoption.get desired responses?
You can toggle the CAPTCHA setting on/off from both the '''Organization''' or '''User''' Signup configuration pages.- If a question is not marked mandatory, do you still need to ask it? and if so when do you need to ask it?
You don’t need to ask everything ===Confirmation Page Template===Only available on the user signup pagepages. The shorter your signup page, Click the greater your completion rate will be. Ask Sample Template link to add the minimum amount html of questions possible. If a question is not required you probably don’t need to ask it. Remember: once a user has registered and logged the signup page into the system, you can ask them more questions input and then modify as part of your process. Don’t overwhelm your users with too many questions upfront or ask for information you don’t really needdesired.
→Creating a Routing Page
=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 ==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 "Web Registrants" pseudo- Essentialsorganization as such, by going to '''Menu Icon''' > '''Organizations''' > Edit an Organization > '''Actions''' > '''Edit Categories and Access''' > Toggle on '''Container'''. If you flag an organization as a container, any hierarchy access granted in the security matrix will not be applied for container organizations. You can set up 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===: ''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). '''[[User Role|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 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.
===How to setup Set up a user signup pageUser Signup Page===# Go to the '''Menu Icon''' Icon > '''Global Settings''' > '''Users''' Tab and click on the > '''Signup Pages''' Link.
# Click the '''New Signup Page''' button in the action bar. It looks like a plus sign.
# Enter a name
# Choose an '''Associated Organization''' via the lookup. New users will be created under the associated organization. Generally, you want to select an external organization.
# You may want to consider disabling the Enter a '''reCAPTCHADescription'''; see below for more details. 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.
# If you want the user to be able to login, change the '''Access Type''' to '''User Access'''.
# You may wish Add desired roles to set the be assigned in '''Default statusRoles to Add'''. For example, if you have a manual vetting process you could start all users in a # Modify the '''New RegistrantSignup Page Content''' status and then move them to a '''VettedConfirmation Page Content''' status once your internal process is complete.# Add/remove any roles as desired. '''Roles''' group like users together and control what they can see and do Typically in the system.# Change the content on the signup page and confirmation page with a custom message. Typically, instructions you will might want to add something like '''Fields marked with a red asterisk are required.''' And then append that with phone number or email of who to contact for assistanceif the user is having trouble registering. On the confirmation page content you may might want to add something to the affect of like "'''Your username check your email and password have been emailed to you''' or '''check 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. You can also These are the fields that will appear on the signup page. Once fields are in the '''Selected Fields''' list you drag and drop fields to reorder fields. Lastly them or hover over a field to remove it via and click the small grey '''x''' buttonto remove the field from the list.
# Click '''Save'''.
==Creating a an Organization Signup Page==The organization or company signup page==creates organizations within your system.
==Creating a Combined User and Organization Signup Page=How =Typically, you will want to setup create an organization signup page===and one or more users at the same time.
# Click '''Save'''.
=Configuration - Advanced=
==Creating Multiple Language Signup Pages==
Once you have created a signup page you can enter translations for each language you desire.
[[File:Signup-language.png|thumb|none|800px|The language picker as it appears on a signup page.]]
[[File:SignupPageTranslations.png|thumb|none|800px|The button used to enter translations on a signup page.]]
To enter a translation on a signup page
# Click on the '''Signup Page Translation Settings''' 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 <code>&tid=14</code> 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.
<u>'''Note:'''</u> 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|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.
[[File:Singup-routing.png|thumb|none|800px|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:
<pre>/s_csignup.jsp?token=XVtQHUUGYVpQRhRRXxNRS1BWZEl2HnFsFA%3D%3D&ptoken=XVtQC1oGYVpQRhRRXxNRS1BWZEl2HnFsFQ%3D%3D</pre>
===How to setup Set up an organization lookup signup pageOrganization Lookup Signup Page===
# Setup a user signup page as per above.
# Setup an organization signup page as per above.
# Attach On the contact organization signup page to , select the organization user signup page as per above.# For the '''Selected fields'''on the Organization signup page, you only need the '''Name''' field.# For '''External Verification Service''' under '''Verification Settings''' choose '''AjaxInternal Organization lookup'''.# Choose the desired '''Lookup Category''' and '''Lookup Status''' of organization you want users to be able to see and select. '''Categories''' are a way of grouping like organizations together and permissions what they can see and do. For example: you may put all non-profits or all educational only want organizations into a in the category of "Non-profit" and allow status of "Active" to appear in the list of organizations the user can attach themselves to pick from those.# Choose what Organization Scroll up to the '''StatusSignup page Content''' you want users to see and choose from. For example: only allow users modify the ability to see and pick from Organizations with a status of '''Active''' or 'Instructions Content''Vetted'''.# Modify the message content as desired. You will likely 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 pageExternal Verification Services on Your Signup Page==Confirm You can create a signup page that will confirm an organization’s charity status or other types of statuses by selecting an organization based on a third-party database prior to registering. The IRS/CRA/UK/ABN/CRO/NCES lookup enables users to find an that organization in a 3rd party databaseyour system. Once the organization is selected, the The information from the selected database such as '''Name''', '''City''' and '''State''' is used to populate the organization signup pagefields. This lookup If the desired organization cannot be found in the third-party database (Example: It was added after the most recent update), you can be used provide a link to confirm or deny the status of an another signup page where that organization as a charitycould still register. [[File:Signup-irs-1. You can also optionally exclude types of organizations; png|thumb|none|800px|Step one: User searches for example, on their organization in the IRS search you could choose to exclude churchesdatabase.]] [[File:Signup-irs-2.png|thumb|none|800px|Step two: User selects their organization from the list and the information is automatically populated into the registration form.]] The following services are available
{| class="wikitable"
|-
||'''Verification Service'''||'''Description'''||'''Link to Data'''||'''Update Frequency'''
|-
||IRSABN||The Internal Revenue Service Australian Business Number (IRSABN) lookup contains a list of 501(c)(3) and other charitable organizationsbusinesses that have registered with the Australian Business Register.||[https://wwwabr.irsbusiness.gov.au/charities-non-profits/exempt-organizations-business-master-file-extract-eo-bmfABN Lookup]||MonthlyReal Time
|-
||CRA
||The Canada Revenue Agency (CRA) lookup contains a list of T3010 Registered Charities.
||[https://www.canada.ca/en/revenue-agency/services/charities-giving/list-charities/downloading-instructions.htmlCRA Data]
||Monthly
|-
||UKCC||The GOV.UK Charity Commission (CC) lookup contains a list of registered charities in England and Wales. http||[https://dataregister-of-charities.charitycommission.gov.uk/CC Data]
||Monthly
|-
||ABNCH||The Australian Business Number lookup United Kingdom Companies House (CH) contains a list of businesses that have registered with the Australian Business RegisterUK companies. ||[https://abr.businesswww.gov.auuk/government/organisations/companies-house CH Data]||Real TimeMonthly
|-
||CRO
||The Companies Registration Office Ireland (CRO) is the central repository of public statutory information on Irish companies and business names. ||[https://www.cro.ie/Services/Access-to-CRO-DataCRO Data]
||Real Time
|-
||IRS
||The Internal Revenue Service (IRS) lookup contains a list of 501(c)(3) and other charitable organizations.
||[https://www.irs.gov/charities-non-profits/exempt-organizations-business-master-file-extract-eo-bmf IRS Data]
||Monthly
|-
||NCES
||Public Elementary/Secondary School database of The National Center for Education Statistics (NCES) lookup contains data for all public elementary and secondary schools in the US. ||[https://nces.ed.gov/ccd/pubschunivfiles.aspNCES Data]
||Annually
|}
===How to setup Set up a signup page that uses the a verification serviceSignup Page That Uses an External Verification Service===Generally , you setup set up each verification service in a similar way. Below we show is how you how to 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 for the purposes of identification. This is typically created as text box type field on organizations and then you will want to permission the field based on which types of organizations in your system Other verification services will have this a different identification number.
# 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.
# Add 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 you created from the '''Available Fields''' to the '''Selected Fields''' area using drag and drop. You need to create this must add a custom field for this number in order to use the IRS verification feature (see above).# For '''External Verification Service''' choose select '''United States Internal Revenue Agency (IRS)'''.# Add the 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 Registration Number (EIN)'''.# In the next '''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''' > '''Global Settings''' > '''System''' Tab Icon > '''Workflows'''. Workflows may be on signup pages are typically used to to notify someone that a new user has been registered and or some action is required, needs to be taken such as approving the user based on a vetting processan approval and/or to automatically run some tasks upon signup. ==How to setup an eligibility questionnaire==
==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. Common eligibility questions include “Are you requesting monies on behalf of a religious organization?” or “Are you requesting monies on behalf of an organization that is located and operates inside the USA?”.
==Other vetting processesVetting 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 deleteDelete/purge 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 informationheld within your system. When you set up user [[Standard Field|Standard]] and [[Custom Field|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'''. [[File:CAPTCHA-Alternatives.png|thumb|none|500px|Set <strong>Countries Using Alternate CAPTCHA Service</strong> to a list of relevant countries .]]
=Settings Explained=Update behavior explained==General Tab==When you create a new organization signup page, there The following settings are multiple behavior options you can choose from. Typically, you will only allow user to create new organizations, but there are scenarios when one of available on the following may be more appropriate.'''General''' tab:
===General Settings===
{| class="wikitable"
|-
!|Setting!|Description|-|Setting|Signup Page Name||Use to differentiate signup pages.|-||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”. Note container organizations should be flagged as such.|-
||Description
||This input is not seen by your applicants but is used to differentiate signup pages 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===
{| class="wikitable"
|-
!||Create new or update matching organizationSetting!||This setting is not recommended. Allows the direct update of organizations when existing duplicate matches are found, or create new organization when no match is found.Description
|-
||Only create new organizationsActivate Page||This The signup page will only be accessible if this setting is the default toggled on. If this setting. It only allows is toggled off and a user navigates to this signup page they will receive an error message asking the creation of organizations as new when no existing duplicate match is found. No updates are made user to either organizations or contacts when existing duplicate organizations are foundcontact your system administrator.
|-
||Always create new organizationEnable Field Security Token||Always create an organization as newThis setting enhances security of signup pages by validating the fields that are submitted with expected values. Typically, regardless of whether any existing duplicate match is foundthis should be toggled on.
|-
||Only create new organizations and allow contact signupStandard||Allows Provides a link to this signup page which you can give to create a new organization or create a new contact under an existing organizationpeople who want to register in your system. No updates are made Click the '''View''' button to either organizations see the signup page, or contacts when existing duplicate organizations are foundclick the '''Copy''' button to copy the URL to this signup page.
|-
||Override User Signup Page Organization with Current Organization for New and Matching UsersEmail Broadcast||This toggle setting is only available an alternate URL intended for organization signup pages updating existing users in conjunction with a user signup page attachedthe email broadcast tool. If toggled onThis link is typically, it allows the direct update of the user’s organization when an existing duplicate match is found. If an existing user registers a new organization the user will be moved to the new organizationnot used.
|}
==Tip=Signup Options==={| class="wikitable"|-!|Setting!|Description|-||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: Keep if you chose email and first name, it will only flag users that have the same email and first name. If you want to use '''OR''' you must click the '''Add Duplicate Check Condition''' button.|-||Form Submission Behavior (User Signup)||This setting is only found on the User Signup page. Most people use the default '''Create new user only if no existing match found'''.|-||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 one 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.|-||Form Submission Behavior (Organization Signup)||Only available on the organization signup page. Most people use the default '''Create new organization only if no existing match found'''|-||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.|-||Attach Policies||Only found on the User Signup page. Select the policy you want users to be forced to accept before they can register. Typically, you would select a privacy policy that details your company’s views and procedures related to the collection of information on people who use your system. This way a new user can see and accept your policies before they enter any personally identifiable information (PII) into your system.|-||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/Province 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 to ensure it continues to work as expected after each upgrade.|} ===Signup Page Content===Note that this section only appears on Organization signup pages short. {| class="wikitable"|-!|Setting!|Description|-||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||This text will appear above the fields where you enter organization data. Typically, people enter “Organization Information”.|-||Instructions Title||Text entered here will appear inside the instruction box 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.”.|-||Contact Section Title||This text will appear above the fields where you enter user data. Typically, people enter “User Information”.|-||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. The default is “Copy Address”.|} ===Confirmation Page Content===These settings can only be found on user signup pages. {| class="wikitable"|-!|Setting!|Description|-||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 login page so people can log in after registering. Typically, people enter either “log in here” or “Visit youralias.smartsimple.com”.|-||Link URL||Link to login page. typically, people enter “/s_Login.jsp”.|} ===Input Form==={| class="wikitable"|-!|Setting!|Description|-||Available Fields||The list of fields you can pick from. Drag and drop these fields into the '''Selected Fields''' area.|-||Selected Fields||Any fields in this area will be displayed on the signup page. Reorder fields within this area using drag and drop. To remove fields, hover over the desired field and click the “x” button.|} ===Verification Settings===These settings can only be found on Organization signup pages. {| class="wikitable"|-!|Setting!|Description|-||Verification Service||Select the type of internal or external verification service you would like to use. Example internally you might want to search your systems organization hierarchy for a specific organization and add a new user under that organization. Externally you might want to search Internal Revenue Service data to ensure new charitable organizations that register have 501(c)(3) status and then populate that organizations information from the IRS database.|-||Lookup Category||Only available if Internal “Organization Lookup” is selected. Select the Categories of organizations you want to appear when a user searches for an organization to add themselves to. Typically, only charitable or research organization categories would be chosen.|-||Lookup Status||Only available if Internal “Organization Lookup” is selected. Select the Status of organizations you want to appear when a user searches for an organization to add themselves to. Typically, only organizations in an approved, or active status would be chosen.|-||Limit Searchable Fields to ID Only||if you toggle this setting on, users will only be able to search on the ID of the organization, not the name, state or other fields. For example, if you were doing an IRS search you will only be able to search the EIN number.|-||Limit Results to US Based Organization Only||Only available for IRS. Toggle this setting on if you only want US based organizations to show up in the list of search results.|-||Search Instructions (HTML)||Click the sample Instructions, and modify the provided text as desired. Typically, this explains how the user can search.|-||Result Instructions (HTML)||Click the sample Instructions, and modify the provided text as desired. This text will show up on the results page after you have searched for an organization. Typically, this explains how to select your desired organization.|-||Disable Automatic Field Population||When you select an organization from the verification service, the inputs on your form will be automatically populated. If your signup page does not include inputs for city, state or zip/postal code, check the ones that are not present on your signup page. This will prevent an error when the verification service tries to populate fields that don’t exist on your form.|-||Additional Automatic Field Population||Only available with IRS verification service. Click the add mapping field button under the mapping field column to add a mapping field. Then select a mapping field from the drop down. Then in the custom field column start typing the caption of the desired custom field, then click it to select that field. Note that the custom field you select must also be in the selected fields list in the Input Form section.|-||Exclude Foundation(s)||Only available with IRS verification service. Select foundations types you want to exclude from the search.|-||Exclude Subsection(s)||Only available with IRS verification service. Select subsections you want to exclude from the search.|} ==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.
[[Category:Interface]]