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** Note this guide is about the Gravity request form, to view the Ninja Forms request form overview click this link.

 

What is the Request form?

Do you want to ask new users signing up for your DoOO anything about their project before they get an account? A request form is one option for this, and can help you keep track of new users. Without the form, any user in your community can log in and sign up for their own account, without being asked any further information. You can use the request form to ask new users their expected graduation date, course/major, what they intend to use their site for etc. But you might also want to limit the number of accounts that are created in order to manage the growth of the project directly. The request form can be especially helpful keeping track if your program offers Top Level Domain registrations. Note that the request form requires a bit of manual admin work for every new user due the reviewing and approval processes.

**it is important that the request form is NOT renamed, or else it would break the functioning of the form. **

The Gravity request form that comes with DoOO will look something like this:

Enabling the Form in WordPress – User Roles

You know you want the form, so how do you use it? One of the first things you will need to do is switch the default user role from author to subscriber. The Author role allows the users to create an account and cPanel without the request form. The Subscriber role redirects new users to the request form after logging in with SSO. To make this change, go to your WordPress dashboard and select Settings then General. There you will be able to switch the default user role to subscriber. 

Selecting "General" under "Settings"

 

Editing the Form

On the WordPress dashboard, go to Forms:

From there, hover over “Request Form” and click edit. I also want to draw your attention to the green on/off radial button. If you want to temporarily disable the Request form and allow a large number of preapproved new users to sign up quickly click this green toggle button.

 

Form Fields

This is what a generic request form will look like:

 

 

Some entry fields we recommend including in the request form are name, email, preferred domain name, institution affiliation, intended use of the website, expected graduation date, major, course etc. The request form uses a block editing style. Every field on the form is a different block highlighted in blue when your cursor is on it. You can click and drag blocks to rearrange the order of the form and easily add more fields using this menu on the far left side of the editing screen:

 

The upper right hand corner of a field block allows you to access field settings through a drop down menu, copy a field, or delete a field. **Note that if you delete an entry field block you will also lose all data collected from it.

 Whenever you’re finished making changes, click the blue Update button on the left hand side of the screen. 

 

The Approval Process; Changing User Roles in WordPress

A new user signs in via SSO and then is redirected to the request form. They submit it and you receive an entry. Great! Now what? The admin “approves” the user by switching their user role from subscriber to author in WordPress. There are a couple places you can change this. 

Go to the Users section on the WordPress dashboard:

Hover over the user you would like to approve, and select “edit”.

hovering over user to select "edit"

Then, scroll to the Role field and switch it from subscriber to author.

selecting author from the drop down menu for role

To change user roles in bulk, you can select several accounts at once and simply toggle “change role to..” select author, and then click change. This also works for just one user as well.  

changing role on the all users page

After you change a new user to author, email them to let them know they are now able to create their account and choose a domain/subdomain.

 

Viewing Submissions

From the WordPress dashboard, click Forms then click Entries:

Here you can see every column is a different field from the request form, all in one place. You can also search entries based on field by clicking the “Any form field” dropdown:

 

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