You configure the details for the submitter's online proposal submission experience using the submission forms in the Submission Configuration for an event. The Submission Forms contain information specific to a proposal submission link, such as sign in configurations, web skin, etc. You can create more than one proposal submission form in your Submission Setup. For example, a general proposal submission form for keynote speakers and a more detailed proposal submission form for conference speakers. To learn about configuring the evaluator and manager's online experiences, see Evaluator and Manager Configuration.
Based on the Session Proposal Defaults you have set, some information may default into various fields. You can override this information if needed.
- Click the Events link from the Main Menu. The Events page opens.
- Right-click on the event which needs a proposal submission form.
- Select Tools -> Session Proposal Management -> Submission Setup. The Proposal Submission Setup window opens.
- Select the Submission Forms tab.
- Click the Add button. The Add Session Proposal Submission Form window opens.
- Enter the name of the proposal submission form into the Description field.
- Select the Basic Setup tab.
- Select the following information:
- Submitter Account Management Configuration - Account Management Configuration for the submitter. The Account Management Configuration is where you configure the account fields for the submitter.
- Evaluator Account Management Configuration - Account Management Configuration for the evaluator. The Account Management Configuration is where you configure the account fields for the evaluator. Since evaluators cannot sign up, these fields are only available when editing their account.
- Submitter Sign In - Public Sign In Configuration for the submitter. When using a Public Sign In Configuration for only the submitter, the sign in configuration is usually enabled for both sign in and sign up.
- Allow Adding New Contributors - If checked, the submitter can add a new account for a contributor.
- Web Skin - Submission form web skin. The web skin controls the look of the public-facing application, such as font size, font color, button color, etc.
- Submitted Status - Status for submitted proposals.
- Rejected Status - Status for rejected proposals.
- Change Submission Status When Edited - If checked, the submission status updates to a different status edited. The Edited Status drop-down becomes available.
- Edited Status - Status for the edited proposal. Only available if the Change Submission Status When Edited is check box is checked.
- Evaluation Custom Field Set - Opportunity type that contains the evaluation custom fields.
- Select Evaluation Custom Fields hyperlink - Click the hyperlink to select the available evaluation custom fields. Only available if an opportunity type is selected from the Evaluation Custom Field Set drop-down.
- Contributor Account Management Configuration - Account Management Configuration for the contributor. The Account Management Configuration is where you configure the account fields for the contributor.
- Manager Account Management Configuration - Account Management Configuration for the manager. The Account Management Configuration is where you configure which account fields for the manager. Since managers cannot sign up, these fields are only available when editing their account.
- Force Account Edit on Sign In - If checked, submitters, evaluators, managers and contributors must review their account information after signing into the public-facing application.
- Allow Adding Related Contacts as Contributors - If checked, submitters can select contacts that have an existing relationship as contributors for a proposal.
- Terms and Conditions - Terms and conditions the submitter must accept before submitting a proposal.
- Approved Status - Status for approved proposals.
- Select the Submission Form Setup tab.
- Enter the following information:
- Submission Start - Proposal submission link is active on and after the entered date and time.
- Submission Cutoff - Proposal submission link is not active after the entered date and time.
- Submission Limit - Total number of proposals a submitter can submit for evaluation. Once a submitter meets the limit, the Add Proposal button is no longer available to the submitter. If 0 or no value is entered, there is no limit.
- Submission Editing/Deleting:
- Not allowed - Submitters cannot edit proposals after submission.
- Submitters may edit/delete submissions prior to the Submission Cutoff Date/Time - Submitters can edit proposals until the Submission Cutoff date and time.
- Submitters may edit/delete submissions prior to a specified date/time - Submitters can edit proposals until the date and time entered into the Edit Cutoff field.
- Expand the Submission Form Layout section.
- Select the following information:
- Hide Submission Text - If checked, the submission text box is not available for the submitter.
- Submission Text Required - If checked, the submitter must enter text into the submission text box. Only available if Hide Submission Text is unchecked.
- Submission Text Limit - Number of words or characters for the text limit. Only available if Hide Submission Text is unchecked.
- Submission Text Limit Type - What to use for the text limit: Words or Characters. Only available if Hide Submission Text is unchecked.
- Convert Pasted Text - If checked, formatting and underlying HTML is removed from pasted text. Only available if Hide Submission Text is unchecked.
- Submission Keyword Limit - Max number of keywords for a proposal.
- Show Topics - If checked, the submitter can assign a topic to the proposal.
- Require Topic - If checked, the submitter must select a topic. Only available if Show Topics is checked.
- Select Topics hyperlink - Click the hyperlink to select the topics available to the submitter. Only available if Show Topics is checked.
- Show Presentation Types - If checked, the submitter can select a presentation type for the proposal.
- Require Presentation Type - If checked, the submitter must select a presentation type. Only available if Show Presentation Types is checked.
- Select Presentation Types hyperlink - Click the hyperlink to select the presentation types available to the submitter. Only available if Show Presentation Types is checked.
- Use Submission Custom Fields - If checked, you can configure custom fields for the proposal.
- Submission Custom Field Set - Opportunity type that contains the custom fields for the proposal.
- Select Submission Custom Fields hyperlink - Click the hyperlink to select the available proposal submission custom fields. Only available if an opportunity type is selected from the Submission Custom Field Set drop-down
- Submission Section Heading - Name of the section that contains the custom fields for the proposal. This section heading appears in the public-facing application.
- Submission Section Instructions - Instructions that display under the Submission Section Heading in the public-facing application.
- Expand the Submission Documents section.
- Select the following information:
- Allow Submission Documents - If checked, submitters can upload documents for a proposal.
- Final Document Submission - Documents cannot be submitted after the entered date and time.
- Require Submission Document - If checked, submitters must include a document with the proposal.
- Submission Document Limit - Number of documents allowed for the proposal. If 0 or no value is entered, there is no limit.
- Submission Document Category - Document category assigned to the documents in the software. If a document is uploaded through the internal application instead of the public-facing submission portal, ensure that the document sensitivity is set to 'Public' in order for the document to be visible to Evaluators.
- Instructional Submission Text - Instructions for the document upload section in the public-facing application.
- Select the Submission Note Fields tab. You can create extra text fields to complete with the proposal. These text fields come into the software as Notes on the proposal.
- Click the Add button. The Add Submission Note Field window opens.
- Enter the following information:
- Note Class - Note class for the notes in the software.
- Note Heading - Name of the text box section that displays in the public-facing application.
- Note Instructions - Instructions for the text box section in the public-facing application.
- Allow Text Formatting - If checked, a rich text editor with more text formatting options is available for the text box.
- Required - If checked, text must be entered into the text box.
- Text Entry Limit - Number of words or characters for the text limit.
- Text Limit Type - What to use as the text limit: Words or Characters.
- Repeat steps 16 and 17 to add more submission notes. Use the Change Display Order button to change the order the notes display in the public-facing application.
- Select the Submitter Dashboard tab. The Submitter Dashboard text displays on the first page after the submitter logs into the public-facing application.
- Click the Add button. The Add Submitter Dashboard Section window opens.
- Enter the following information:
- Section Heading - Name of the section that displays in the public-facing application.
- Text Field - Text that displays on the public-facing application.
- Repeat steps 20 and 21 to add more dashboard text. Use the Change Display Order button to change the order the text displays on the public-facing application.
- Select the Contributor Form Setup tab.
- Select the following information:
- Contributor Assignment Setting - Determines if assigning a contributor is Required, Not Required or Disabled (not available).
- Default Contributor Roles - Role(s) to default as selected when a contributor is added to a proposal.
- Expand the Contributor Documents section.
- Select the following information:
- Allow Documents - If checked, submitters can upload documents for proposal contributors.
- Require Contributor Document - If checked, a document must be included for the proposal contributor.
- Limit Contributor Documents - If checked, you can set the number of documents a submitter can upload for a contributor.
- Contributor Document Limit - Number of documents allowed for the proposal contributor. Only necessary if Limit Contributor Documents is checked.
- Contributor Document Category - Document category assigned to the documents in the software.
- Instructional Contributor Text - Instructions for the document upload section in the public-facing application.
- Expand the Contributor Sign In section.
- Select the following information:
- Allow Contributor Sign In - If checked, contributors can sign in to view proposals where they are assigned as contributors.
- Contributor Sign In - Public Sign In configuration for the proposal contributor.
- Expand the Duplicate Checking section.
- Select the following information:
- Allow Duplicate Checking/Check for Duplicate - Select if the system should check for duplicates (Check For Duplicate Accounts) or not check for duplicate accounts (Allow Duplicate Accounts).
- Check for Duplicates Using - Method to use for duplicate checking. The new account and the existing account must match exactly to be considered duplicates.
- Additional Duplicate Criteria - Select additional duplicate criteria option(s). This allows for more strict duplicate checking. Click the check box next to the criteria in the drop-down to select multiple criteria.
- When a Duplicate is Detected - How the system should proceed if there is a potential duplicate:
- Automatically Select Duplicate Account - The system uses the existing account. The system selects the oldest account in the software that matches the duplicate checking criteria.
- Allow User to Select from an Account List - The person signing in selects which account to use.
- Automatically Select Duplicate Account - The system uses the existing account. The system selects the oldest account in the software that matches the duplicate checking criteria.
- Select the Languages tab. You only need to configure languages if you allow submissions, evaluations, and/or proposal management for more than one language.
- Click the Add button. The Add Public Language window opens.
- Select the following information:
- Language - Additional available language.
- Dictionary - Dictionary for the selected language.
- Region - Regional settings for date and time formats.
- Description to Use - Description for the language translations for any options that do not exist in the system dictionary.
- Select the Summary tab. You can copy the links for each of the proposal roles to share with the appropriate people.
- Click OK.
COMING IN 21.1
To delete a submission form edit the form and click the Delete button. Submission forms can only be deleted if there are no submissions on the event.
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