Forms Tracking

You, as the exhibition organizer, can create the form using Word Merge. For example the form can be a contract for the exhibition which the client exhibiting needs to sign and return to you, or a waiver form or insurance form and so forth. You can then assign the form to the exhibition and to the client’s orders. Then you can track the forms to see if and when they were sent out to the clients, if and when they were returned to you, and each order attached to the form for this exhibition.

Create Form

Navigate to the menu Exhibitions -> Forms Tracking -> Word Merge Template. Click on “Create New”.

Choose the exhibition from the drop down menu for which you want to create this form. Enter a description for the form. You can then choose to select the browser setting for the date and number format or from the drop down menu, choose the format as applicable. For example, MM/DD/YYYY for the date format and so forth.

Click on the “Select” button, in order to browse and select the Word Merge Template which you already created as this form. Then click on the “Save” button.

Note that now on the left hand side node for this exhibition, the new form displays. Note that you can also now click the “Click here to Download” button to view the template.

If you click to download the template, it will open as a separate word template which you can edit at any time as you please. Then you can always re-select the updated template in this same screen.

Here’s a sample of a word merge template.

Setup Forms / Forms Maintenance

The form has to be created with a name that attaches it to a type of exhibitor that exists in the system. This will allow you to attach a form to the exhibition orders, and it gives the flexibility to have different forms for different exhibitor types.

Navigate to the menu Exhibitions -> Forms Tracking -> Setup Forms. Click the + sign and enter a form ID, description and then choose the exhibitor type from the drop down menu and click the + sign.

Repeat the process for any number of exhibitor types, and then click the “Save” button. At any later time, you can always mark a form as inactive, by choosing the form from the drop down menu and click on the no box for “Inactive” to set it to “Yes”. Then click on the “Save” button. This will prevent the form from appearing in other menus once the form is obsolete.

Assign Forms to a Show

Not that you have created a form, and assigned it to exhibitor types, now it is time to assign the form to a show so the form can be tracked for each order in that exhibition.

Navigate to the menu Exhibitions -> Forms Tracking -> Assign Forms to a Show.

Choose the exhibition from the drop down menu and then enter under the section titled “Add a Form”, a number which determines the order of the forms appearing. For example, the form with the sort number 1 will appear before the one marked as 2, and so forth. If you change the sort at any time, make sure to click the button “Apply Sort” then “Save”. This will change the order of the forms appearing in this screen as well as others.

Choose the form from the drop down menu. Then choose the date from the pop up calendar of when to send out the form to clients and the deadline to return it to you.

Check the boxes for “Track Sent” and Track Returned” if you want the system to track these dates of the sending and return of the forms.

If there is a prerequisite form which needs to be returned first to you by the client before sending out this form, then choose that form from the drop down of prerequisites. Click the + sign to add the form. Repeat the process as needed to add all the forms to the list for this exhibition. Then click on the “Save” button.

Note that you can copy the existing forms in the system from another exhibition to this exhibition if they have the same required forms to be used. To do so, choose the exhibition from the drop down menu on this same screen. Then choose the exhibition to copy from in the other drop down menu. Then click the “Copy” button.

At any time, you can click “Clear Grid” to clear out all associated forms for the exhibition from the screen and start over. If you change your mind, click “Reset” to return all forms as they were before clicking the “Save” button.

View Form in Order

Create a new order or view an existing order for this exhibition, and under the node Forms, you will be able to see an automatic list of forms which have been attached to this exhibition and this particular order.

You can edit the dates sent and dates returned per form to keep track of when they were sent out and returned.

Click the “Save” button when finished with updating the dates.

Track Forms for a Show

You can keep track of all forms for one exhibition with not only the dates of sending and returning but also by order.

Navigate to the menu Exhibitions -> Forms Tracking -> Track Forms for a Show.

Choose the exhibition from the drop down menu and the screen will display the data for this exhibition.

The ID and description of each form including the prerequisite forms will display. Each corresponding date, tracking status and orders will also display. The hyperlinks to the orders if clicked will direct you to a separate screen displaying the orders by order ID so you can drill even further into the order. You can update any dates for the order as well the order itself, cancel it or bill it as you wish.

Click on the “Return to List of Forms” to return to the previous screen without losing the query data.

Now click on the Forms Sent hyperlink, the screen will display the orders by form by status.

Here you are also provided with hyperlinks to the individual orders.

Click on the top link “Return to List of Forms” which will take you back to the list of forms for the exhibition. Click on the hyperlink number for a “Not Sent”.

This will give you a list of orders where the forms were not sent out to the clients. You can check the box for each order you want to mark as its form being sent to the client and then click on “Mark Forms as Sent”.

This will prompt you to use the Word Merge Template you created only on in this guide.

Choose the word template from the drop down and click on “Process”.

This will open up the word merge template and automatically fill in the client’s data in the fields.

You can then save and email or print out to the clients.

When the process is finished, the system will take you back to the list of forms tracking per exhibition and note that the hyperlink in the “Not Sent” column which you previously clicked and for which you marked the forms as sent now has a different number hyperlink less than before by the number of forms you sent.

Click a hyperlink of a “Forms Sent” column. You will receive the screen which has the orders whose forms were sent out to clients.

You can check a box for any of them and mark as not sent by clicking the button “Mark as Not Sent”.

The process will take place and this order will be removed from the list.

Click the link “Return to List of Forms”. Note that the number of “Not Sent” incremented and “Sent” is less.

Click on the hyperlink “Returned”, and the screen displays the orders whose forms are returned from the client.

Mark orders for which forms have not been returned by checking the boxes and then click the button “Mark as Not Returned”. The system processes the request and updates list moving these orders to the returned forms list.

Click the link “Return to List of Forms”. Click the hyperlink to number in the “Forms Returned” column.

Check boxes for orders in the new screen to mark them as returned then click “Mark as Returned”.

The merge pop up screen displays.

Choose the word template to document. Then click the “Process” button. This will open up the template with the client data populated. Save and print to mail or send by email to your clients.

The system will then update the returned forms data.

Click the “Return to List of Forms” and note the button to display clients who share spaces. Not the button on top right “Do Not Include Sharers”. Leave as is to not include in the results displayed the clients who share spaces and click to include clients who share spaces.