Customer Opportunity Web Forms

Customer opportunity web forms (COWF) is a public-facing web application that allows your potential customers to create an account and opportunity that gets automatically created within Enterprise. You can also configure the form to include your desired account and user defined fields (UDFs) so you can capture the information you need for the account and opportunity.

Add a Customer Opportunity Web Form Configuration

  1. Click the Customer Opportunity Web Form link from the Main Menu. The Customer Opportunity Web Form Configuration page opens.
  2. Click the Add button. The Add Customer Opportunity Web Form Configuration window opens.
  3. Enter the name of the customer opportunity web form into the Description field.
  4. Expand the New Account Settings section.
  5. Enter the necessary information:
    • When a new account is added - Desired behavior when adding new accounts:
      • Add an Individual Account - A new account is added as an individual account in the system.
      • Add both an Individual Account and an Organization - A new organization account is created along with a new individual account in the system.
    • Account Designation(s) - Account designation(s) (Event Sales, Registration, etc.) assigned to the new account. Typically, Event Sales is selected since the added accounts are usually potential sales accounts.
    • Account Type - Account type to assign to the new account.
    • A/R Control - A/R control to assign to the new account. 
    • Activity Type - Activity type for the activity created on the new account.
    • Default Account Rep - Account rep assigned to the new account.
  6. Expand the Appearance section.
  7. Select the webskin for the public-facing web page from the Webskin drop-down. The webskin controls the colors and images that display on the web page.
  8. Expand the Form Fields section. This is where you configure the fields your potential customer completes.
  9. Click the Manage Form Fields button. The Select Customer Opportunity Web Form Fields window opens.
  10. Move the fields you want available from the Available section to the Selected section. To move fields you can:
    • Use the green plus (+) sign next to the field to move each field individually.
    • Select a field and use the single right arrow button to move the selected field.
    • Select multiple fields using Ctrl+Click or Shift+Click and use the single right arrow to move the selected fields.
    • Use the double right arrow to move all the fields displayed in the Available section to the Selected section.
  11. Check the Required check box for any field in the Selected section to require the field before your potential customer can submit the customer opportunity web form.
  12. Select a field and use the up and down arrows to change the order of the fields in the Selected section.
  13. Click the Save button when complete. You return to the Edit Customer Opportunity Web Form Configuration window.
  14. Expand the More Settings section.
  15. Select the necessary information:
    • Send Email Confirmation - If checked, an email confirmation is sent to the email address entered by the potential customer when the form is submitted.
      • Email Template - Email template to use for the email confirmation. Only email templates with All Accounts selected as the email template subject are available for selection.
      • BCC - Internal users to receive a copy of the email confirmation.
    • Enable Captcha - If checked, Captcha is used to confirm the submission is from a real person and not an automated computer program.
    • COWF User - User to assign to the accounts created by the customer opportunity web form configuration. Often WEBUSER or PUBLICUSER are used as the public-facing application user.
  16. Expand the File Upload section.
  17. Check the Allow File Upload check box if the potential customer can add documents to the submission form. The following additional fields become available:
    • Heading - Heading assigned to the document when it is saved in Ungerboeck.
    • Instructional Text - Text for your potential customer to view on the web form.
    • Upload Description - Text to display next to the Add on the upload button. For example, Add RFP. If left blank, Add File defaults on the upload button.
    • Number of Files - Maximum number of files your potential customer can upload.  
    • Document Category - Document category to assign to the document. The document category controls the available document types for upload and the maximum document size for upload.
    • Document Types - Document types allowed for upload. For example, Microsoft Word or PDF files. The available options are controlled by the documents types configured for the selected document category.
    • Document Sensitivity - Document sensitivity to assign to the document.
    • Tooltip - Text to display above the Add button for the upload.
    • Required - If checked, your potential customer is not able to submit the web form until a document is uploaded.
  18. Expand the Opportunity Types section. This allows you to configure additional fields for your potential customer to complete online. 
  19. Click the Add button. The Add Opportunity Type window opens.
  20. Select one or more opportunity types from the Type drop-down.
  21. Click OK. You return to the Add Customer Opportunity Web Form Configuration window.
  22. If you only want to bring part of the user defined fields within an opportunity type online:
    • Select the opportunity type.
    • Right-click to select Customize. The Select Opportunity Type Items window opens.
    • Move the fields you want available from the Available section to the Selected section. To move fields you can:
      • Use the green plus (+) sign next to the field to move each field individually.
      • Select a field and use the single right arrow button to move the selected field.
      • Select multiple fields using Ctrl+Click or Shift+Click and use the single right arrow to move the selected fields.
      • Use the double right arrow to move all the fields displayed in the Available section to the Selected section.
    • Check the Required check box for any field in the Selected section to require the field before your potential customer can submit the customer opportunity web form.
    • Select a field and use the up and down arrows to change the order of the fields in the Selected section.
    • Click the Save button when complete. You return to the Edit Customer Opportunity Web Form Configuration window.
  23. Expand the Contact Form Setup section.
  24. Enter the necessary information:
    • Custom Field Designation - Designation that contains the custom fields/user defined fields (UDFs) your potential customer completes. 
    • Affiliations - Affiliations assigned to the account when it is added in the system.
  25. Expand the Products and Services section.
  26. Click the Select button to select the products and services available to your potential customers. These display as check boxes so your potential customers can check the products and services which apply to them. The Select Account Products and Services window opens.
  27. Select the products and services available to your potential customers. Use Ctrl+Click or Shift+Click to select multiple products and services.
  28. Click the Select button. You return to the Edit Customer Opportunity Web Form Configuration window.
  29. Expand the Logo Image Settings section.
  30. Enter the necessary information:
    • Allow GIF - If checked, GIF files are allowed for upload.
    • Allow PNG - If checked, PNG files are allowed for upload.
    • Allow JPEG - If checked, JPEG files are allowed for upload.
    • Maximum Image Size - Maximum image size, in bytes, for a logo.
    • Maximum Image Height - Maximum allowed height, in pixels, for a logo.
    • Maximum Image Width - Maximum allowed width, in pixels, for a logo.
  31. Expand the Preference Types section. See Manage Communication & Data Storage Preferences for more information.
  32. Click the Add button. The Add COWF Preference Type window opens.
  33. Enter the necessary information:
    • Preference Type – Preference Type you want available for the Customer Opportunity Web Form.
    • Mandatory – If checked, consent for the Preference Type is required. 
    • Active – If checked, the Preference Type is available on the online web page.
  34. Click OK. You return to the Edit Customer Opportunity Web Form Configuration window.
  35. Click OK. 

Edit a Customer Opportunity Web Form Configuration

You can change the settings for a customer opportunity web form configuration after you have already created it. When you change the settings of a customer opportunity web form configuration, the changes are applied immediately to the customer opportunity web form. If you don't want to update the existing customer opportunity web form configuration, then you must add a new customer opportunity web form configuration using the steps in Add a Customer Opportunity Web Form Configuration.

  1. Click the Customer Opportunity Web Form link from the Main Menu. The Customer Opportunity Web Form Configuration page opens.
  2. Right-click on the configuration you want to change.
  3. Select Edit. The Edit Customer Opportunity Web Form Configuration window opens.
  4. Edit the necessary information.
  5. Click OK. 

Delete a Customer Opportunity Web Form Configuration

If you no longer use a customer opportunity web form configuration and don't want to keep a record of it, you can delete it. When you delete a customer opportunity web form configuration, it is no longer available for use. You cannot undo the delete process.

  1. Click the Customer Opportunity Web Form link from the Main Menu. The Customer Opportunity Web Form Configuration page opens.
  2. Right-click on the configuration you want to delete.
  3. Select Mark for Delete.
  4. Click Save.

Related articles

Comments

66 comments

Date Votes
  • Ayal Mesher

    Hello,

    In "More Settings" you have the option to send an email confirmation. If the template is left blank the client receives a confirmation with their answers. We would like to receive that email internally, and send the client a canned response. Is that possible? If not, how can we add the clients responses to the end of our email template?

    Thanks,

    Ayal

    2 upvotes

  • Kaitlyn Batliner

    Hello Ayal,

    Unfortunately, neither are possible within COWF currently. Please enter an enhancement request for the workflow mentioned above.

    Thank you and have a great day!

    Kaitlyn Skubic

    Ungerboeck Quality Analyst

    0 upvotes

  • Ayal Mesher

    Is there any way to stop the Web Form from creating an activity with each new entry? The information it provides isn't useful and the default account rep receives an overwhelming number of activities.

     

    Thanks,

     

    Ayal

    1 upvotes

  • Kaitlyn Batliner

    Hello Ayal,

    Currently, there is no way to turn off the automatically generated activities from the Customer Opportunity Web Form submissions. However, there is an enhancement request in for the ability to turn this off. We greatly appreciate your query and I will be sure to relay it to Product Management. 

    Thank you and have a great day!

    Kaitlyn Skubic 

    Ungerboeck Quality Analyst

    0 upvotes

  • Sherri Hines

    Where does the information from the form end up in the system?

    Can you set the web form up to not have a password and still input information into the system?

    Can there be a notification set up so that a system user knows that something has come in?

    Thanks,

    ---Sherri

    0 upvotes

  • Ayal Mesher

    Hi Sherri,

    The web form will create an opportunity, account, and contact. You have complete control over which fields you offer to the client to fill in. 

    You do not need a password and it does send a notification to whoever the default user is

    -Ayal

    0 upvotes

  • Kris Corrigan

    Hi

    Any update on existing accounts to logon and add an opportunity / update their details?

    Also if choosing anything other than 'Event Sales' in the account designation how can we choose the opportunity type we would like to select, i.e. the same one as 'Event Sales'?

    Thanks

    Kris

    1 upvotes

  • Sean Tame

    Hi Chris,

    Regarding existing accounts logging on - see comments on this article.

    https://supportcenter.ungerboeck.com/hc/en-us/community/posts/219754368-Using-Opportunity-Web-Forms- 

    There are also useful comments here:
    https://supportcenter.ungerboeck.com/hc/en-us/community/posts/115007972533-Opportunity-web-forms 

    0 upvotes

  • Kris Corrigan

    Cheers Sean

    Still no further from these posts, Manish said in the world conference that this was an enhancement they would work on before the end of last year but still nothing unless I have missed an announcement of some kind.

    Kris

    0 upvotes

  • Kris Corrigan

    Hi

    Is web opportunity on 20.92 I cant find this.

    Thanks

    Kris

    0 upvotes

  • Sean Tame

    Are you searching for "Customer Opportunity Web Form"?  It is there.

    -1 upvotes

  • Kris Corrigan

    found it now, thanks all.

    I had a conflicting role.

    Kris

    0 upvotes

  • Kris Corrigan

    Nice to see this post in the newsletter, it would be even better to see this enhanced as promised by Manish.

    1 upvotes

  • afaggion@lunaparksydney.com

    We're looking at setting up COWF - does anyone know if it's mobile responsive?

    0 upvotes

  • Sean Tame

    Hi Anna,

    Yes, all public facing v20 applications are responsive.

    0 upvotes

  • Jo Parton

    We have a customer opportunity web form linked to an opportunity where an alphanumeric field is set to the maximum 255 characters. 

    Adding an opportunity in the back office restricts anything over 255 characters being added to this field - however the public facing form allows for more than 255 characters to be inputted into this field by the user.

    How do we implement a cut-off on the public facing form to match the field restriction?

    Thanks in advance

    Jo

     

    0 upvotes

  • Kaitlyn Batliner

    Hi Jo,

    The restriction should be enforced on the public facing site. Please submit a ticket so development can further review.

    Thanks!
    Kaitlyn Batliner
    Ungerboeck Consultant

    0 upvotes

  • Brooke Adamson

    How can I change the 'from' email address for the web opportunity form reply?

    1 upvotes

  • Kaitlyn Batliner

    Hi Brooke,

    In your v20 web configuration, you can change the 'From Email Address', but this will change the From Email Address for all applications. On the Web Configuration, this is under the Application Settings tab of the Web Configuration.

    Best,

    Kaitlyn Batliner

    Ungerboeck Consultant

    1 upvotes

  • Zakaria Al-Alami (Jazz at Lincoln Center)

    Hello.

    Can someone clarify how "Custom Field Designation" works? (under the "Contact Form Setup" section of COWF Config)

    Where/how does one configure said designations and their corresponding UDFs?

    Thanks,

    Zak.

    0 upvotes

  • Jemma Slater

    Hello

    I'm configuring an online web opportunity form to act as a 'booking EOI form' in lieu of hard copy paperwork. I'd like to put some text above the 'continue' button at the bottom of the screen that acts as an acknowledgement section for the customer to agree that they have read the terms and conditions of hire before selecting continue. Can anybody provide a suggestion of where I am best to configure this text; Opportunity type, Web Skin or Customer Opportunity Web Form?

     

    Thanks

     

    Jemma

    1 upvotes

  • Sean Tame

    Hi Jemma,

    Do have a version that includes Preferences?  Currently there is very little scope for additional text in the COWF.

    0 upvotes

  • Jemma Slater

    Sean, yes we do..

    I did have a brief look through the article regarding preferences and thought that I may be able to use that section. My only issue is the fact that it would have a header that says 'preferences' which isn't ideal.

     

    I've found that I can add a section to the bottom of the webskin but then the text actually appears below the action button at the bottom of the screen.  

     

     

    0 upvotes

  • Sean Tame

    You could change the term 'Preferences' to be 'Conditions' or some other word?

    0 upvotes

  • Lea Tenore

    Hello Zak-

    The Custom Field Designation in the Contact Form  Setup section is referring to what area of the software you would like to have the contacts active (Event Sales, Registration, Membership...)  The selections in the dropdown field are driven from the Account Designation(s) field above.  If you are not seeing a selection in the Custom Field Designation list, ensure it is selected in the Account Designation(s) field. 

    If you have UDF information you wish to collect on the contacts these will need to be configured in the Opportunity Types for the corresponding module (Event Sales, Registration, Membership...) From the Main Menu search Opportunity Types and select the hyperlink for the module.  Configure the UDF(s).

    Next you will need to access the corresponding configuration screen (Event Sales, Registration, Membership...).  From the Main Menu search for Config and select the hyperlink for the configuration screen.  In the configuration screen locate the Individual Account field and use the dropdown arrow to select the Opportunity Type and click OK.

    On the Customer Opportunity Web Form screen, in the Form Fields section, click the Manage Form Fields button.   You will now have the UDF(s) available to search and move to the selected side. 

    Thanks!

    Lea

     

    0 upvotes

  • Zakaria Al-Alami (Jazz at Lincoln Center)

    Thanks, Lea.... I see where I'm stuck:  i don't see config screens for Personnel Management or Supplier, to pull the UDFs from their corresponding Opportunity Types.  

    Where are those config screens hiding, or do they go by a different name?

    Zak.

     

     

    0 upvotes

  • Ashley McKiernan (Tickett Enterprises Limited)

    Looks like the option 'Automatically add an Opportunity with each submission' has been removed from 20.93? Could someone confirm this was a really useful feature. 

    0 upvotes

  • Kris Corrigan

    Hi Ashley

    I have tried in .93 E and also can't see this, I agree this was really useful and hope to god this is an error.

    I am thinking this is within E as am sure this was in B which we upgraded from.

    Thanks

    Kris

    0 upvotes

  • Kaitlyn Batliner

    Hi Ashley,

    With the 20.93 release, Opportunity Types now has its own section. You may need to Edit Layout of the Edit Customer Opportunity Web Form Configuration window and go to Manage Sections to add the Opportunity Types section onto the layout. This enhancement was made because we can now customize which custom fields from that opportunity type display on the web form.

    Once you have the Opportunity Types section added, you can click Add to add the appropriate Opportunity Types you would like the online users to choose from. You can also right click on the Opportunity Type and click Customize to choose which custom fields you would like to display online.

    Kaitlyn Batliner

    Ungerboeck Consultant

    0 upvotes

  • Ashley McKiernan (Tickett Enterprises Limited)

    Thanks for confirming Kris. I've also upgraded to E today but couldn't see the option. I'm not so sure that it was in B, but you could be right! 

    I have raised a ticket with USI so hopefully they'll come back with something!

    Thanks Ash

    0 upvotes

Please sign in to leave a comment.