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
  • Kaitlyn Batliner

    Hi Ashley and Kris,

    Please see the post above.

    Thank you,

    Kaitlyn Batliner

    Ungerboeck Consultant

    0 upvotes

  • Ashley McKiernan (Tickett Enterprises Limited)

    Hi Kaitlyn, 

     

    I don't believe that quite what I'm after. I am looking for the option, SPECIFICALLY 'Automatically add an Opportunity with each submission' 

     

    Please could you confirm where this is...? 

     

    Kind Regards

    Ash

    0 upvotes

  • Kris Corrigan
    • Edited

    Thanks Kaitlyn

    Ashley - This has now been moved to the Opportunity Type window where you choose the opportunity type from this window along with the fields you require, I have just tested this and it will still add an opportunity as expected, drop me an email kris.corrigan@accliverpool.com and I can call you and run through if you need.

    Thanks

    Kris

    0 upvotes

  • Kaitlyn Batliner

    Kris is correct. The 'Automatically add an Opportunity with each submission' is removed with 20.93 and is no longer necessary. If one or more opportunity types are selected on the Opportunity Types section, the form will automatically add an opportunity (type) with the submission. If no opportunity type is listed, no opportunity (type) is created.

    Best,

    Kaitlyn Batliner

    Ungerboeck Consultant

    0 upvotes

  • Ashley McKiernan (Tickett Enterprises Limited)

    Hi Kris/Kaitlyn,

    Firstly thanks for the response! 

    I've tested this functionality in 20.93E (2018100801), but this doesn't appear to be working correctly for me? 

    The opportunity gets updated, where I would expect a new opportunity to be created, when the web form is submitted with account details that match an existing account.

    Hope this makes sense? 

    Kind Regards

    Ash McKiernan 

    0 upvotes

  • Ryan Canny

    Hi Ashley,

    This appears to be a bug so I have entered a case for our Development team to review.  Once this is resolved I will let you know which version the fix went into.

    Thanks,

    Ryan

    Ungerboeck Quality Assurance

    0 upvotes

  • Lea Tenore

    Hello Zak--

    For Personnel Management and Supplier UDF's you will need to set those up in the Organization Master.  In the Organization Master screen click the Parameters button. 

    Personnel  Accounts--  Search for parameter AA AI40

    Personnel Contact - Search for parameter AA CI40

    Active Supplier Accounts - Search for parameter AA AI70

    Active Suppler Contacts - Search for parameter AA CI70

    *** Enter the Code of the Opportunity Type in the Alphanumeric Value field of the Organization Parameters Screen. 

    The UDFs should now be visible on the COWF configuration screen.

    Thanks!

    Lea

     

     

     

     

     

     

    0 upvotes

  • Zakaria Al-Alami (Jazz at Lincoln Center)
    • Edited

    Thanks, Lea.  Editing the Org Master parameters worked (Personnel UDFs are now available in the Manage Form Fields section), but I have one (hopefully last) hurdle:  setting the Custom Field Designation in the Contact Form Setup section of the COWF config is throwing a generic "An error has occurred..." when I try to submit a completed form from the corresponding web page.  Using any other Custom Field Designation (e.g. Event Sales, Supplier) isn't throwing the error.

    Any ideas, or should I now submit a ticket?

    Thanks again,

    Zak.

    v20.93E

     

     

    0 upvotes

  • Maggie U.

    Hi Zak,

    Please submit a ticket so our Team can take a closer look.

    Thanks!

    Maggie

    0 upvotes

  • Zakaria Al-Alami (Jazz at Lincoln Center)

    For anyone keeping score - the error I was getting when the Custom Field Design is set to Personnel is connected to a system parameter:  Application: ACT, Code: 102 has to be active and set to "Y".

    Zak.

    0 upvotes

  • Kris Corrigan

    Hi

    When sending an email confirmation if I choose the EZ Data Source how can I amend the heading of the email?, if I choose to add an email template and choose the data source within the advanced search templates upon receiving the email I have the tag as opposed to the body of the data source, how can I sort this?

    Thanks

    Kris

    0 upvotes

  • Sean Tame

    Hi Kris,

    I have been very confused as to why Email templates and Merge templates have been mashed into the one master list.  They are two distinct things (as evidenced by the fact you cannot select fields from both the SUBJECT and a custom data SOURCE within the one e-mail template as you can with Word Merges)

    I find it frustrating we cannot 'hide' Merge Templates from selection in e-mails when they are not designed at all for emails.  (they should be available for selection as merge tags with the body, but not as an overall e-mail template.  If you want it to be an e-mail template, create one and include the tag within the body.

    I have no idea why e-mail templates are forced to have EZWriter Tags. 
    And indeed, if we can select an EzWriter template in the compose e-mail window, then why don't they support subject lines?

    1 upvotes

  • Linda Hilko
    Kaitlyn Batliner 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.

    However, I cannot seem to find the location to make this change under Web Configuration/Application Settings. Where exactly is this? A search on the Menu does not find it. Also, what OTHER areas will this affect? A search through the knowledge base does not indicate where this From: email address is also used.

    1 upvotes

  • Brooke Adamson

    Hi Linda,

    This is actually on your web configuration exe file that is on your web server. Here is a screenshot of mine. You'd need access to your web server and be able to run as administrator to have access. IT has had to help me with this before they gave me access. 

    Hope this helps!

    Thanks,

    Brooke

    1 upvotes

  • Linda Hilko

    Thanks Brooke! We are hosted so I'll submit a case to have this taken care of once someone can tell me the other applications that will be affected by this change.

    Linda

    0 upvotes

  • Maggie U.

    Hi Linda,

    It is used for any public-facing application that doesn't have a From email address defined for the confirmation such as registration, customer opportunity forms or public-facing iEBMS applications.

    Thanks!

    Maggie

    0 upvotes

  • Linda Hilko

    Thanks Maggie. As soon as I have the email alias set up I'll submit a request to have this updated on our system.

    0 upvotes

  • Michelle Herson

    Hello,

     

    Two years ago there were some questions about the emails/activities that are generated when a COWF is submitted.  I was wondering if there is anyway to customize what is in the activity that is generated. Ours are being created with the majority of the fields not being completed.  I can't seem to get the COWF fields on the Activity Notification Template.  If this is not possible, can we send a copy of the confirmation email to ourselves and turn the automatic activity creation off?

    Thanks,

    Michelle 

    0 upvotes

  • Erin Luber

    Hi Michelle,

    Thank you for your questions.

    On the COWF configuration, there is an Activity Type drop-down.  If this is filled out, an activity is added for the Default Account Rep when a submission is made. The email is the same for all activity types so this may not work well for you. 

    We currently don't have plans on our road map to improve this process. We will however, continue to monitor this topic to see if others have input.

    Thank you,

    Erin 

    0 upvotes

  • Michelle Herson

    Hi Erin,

    We do not have anything selected for our Activity Type drop-down, but an activity is still created every time a COWF is completed.  Is this a bug I should report?

    0 upvotes

  • Erin Luber

    Hi Michelle,

    Please submit a case. Thanks!

    0 upvotes

  • Theresa Gorman

    Can you set the class of the account on COWF config,  It is logical you should have the option to set the new accounts or contacts as Leads which is what I would prefer.  Thanks

    0 upvotes

  • Erin Luber

    Hi Theresa,

    Unfortunately this isn't a respected behavior at this time. We are in the process of developing a solution for this in .97. 

    Please let me know if you have any additional questions.

    Thank you,

    Erin 

    0 upvotes

  • Kris Corrigan

    Have these gone in the latest cloud version or have they been renamed?

    Thanks

    Kris

     

    0 upvotes

  • Maggie U.

    Hi Kris,

    Customer Opportunity Web Forms remain available. There was a problem in the Early Adopter .97 release that was resolved with the 2021041901 hotfix. You may need to apply that and retest if that is the version you are working in.

    Thanks,

    Maggie

    0 upvotes

  • Brooke Adamson

    I can't find information on what appears to me as a new required field of COWF User. Can you explain the purpose of this field?

    Thanks, 

    Brooke

    0 upvotes

  • Himanshu

    Hi Brooke,

    This field will help you to assign a default user on COWF entries coming from the form. When you are filtering records in backoffice, you can use this filter for tracking and reporting purposes.

    Thanks

    Himanshu

    0 upvotes

  • Michelle Herson

    Hi,

    Where can we edit the email confirmation if an email template is not selected?

    0 upvotes

  • Ryan Canny

    Hi Michelle,

    This is a preset email confirmation that is sent by Ungerboeck so it is not editable. If you want to override the system's email you can use your own email template.

    Thanks,

    Ryan

    0 upvotes

  • Michelle Herson

    Thanks Ryan.  Is it possible to change the text size of the actual COWF?  Some folks are complaining that it is too small.

    -Michelle

    0 upvotes

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