Catalog products can now be associated with a Form which gathers information about the catalog item (product or service). Forms can contain fields for recording general information (Text, date, etc.) and option lists including associated pricing. For example, there may be options like Red, Green, and Blue without pricing or a list of options with prices e.g. rental car sizes.
How it Works
Items have a base price in the catalog. A Form's Fields can be configured with options, which may increase or decrease the base price. For example, a rental car may cost $30/day for a 'Compact', but if the buyer chooses to upgrade to a 'Mid Size,' an additional $14 per day is added (total $44).
Watch this short video on how to create Catalog Forms and the steps are explained in detail in this Help Article.
Associating a Product with a Form
Suppliers define a catalog of items as per normal. In the catalog CSV template, there is a Form column for specifying the name of the form used with the catalog item. Each catalog item can have a different form, if desired. For catalogs already uploaded, a form may be associated to a product by selecting Catalog > Edit on the product and specifying the form name.
| Note: The form name in the catalog must match the name of the form you are associating it within your store. Otherwise, a validation error will occur when uploading the catalog. |
Add Form
From your supplier profile, you can define forms for use with catalogs by going to the left side menu and selecting Profile > click Configure Store
Select the Forms tab and click +Add Form.
Insert your form name in the Name field > and optionally insert information in the description box. The information placed in the description box will appear in the help bubble text next to the form. Once completed, you can begin adding fields to your form.
Adding Form Fields
To add the required fields to your form click Add Field. A pop-up box will appear to configure the field with information for your customer and how the completed form would be sent to you.
- Type: Defines the details required and how the information is requested from users. For example, Picklist type, will populate Options section to add option buttons to form.
- Name: Can insert the question/statement users will view
- Code: The code acts as an identifier for reporting. The fields must have unique codes. Codes will not be visible to users. Character limit of 20.
- Description: Longer description can be added and will display below the form field, if Show Description box is checked.
- Show Description: Displays the description on the page below the field. If unchecked the Description information will be shown in a help bubble next to the field.
- Mandatory: Requires the user to take action on the field question, by selecting Yes, No, or Conditional. If Conditional is selected, you will have a box to choose Conditional Field that are based on option inserted in Type box (either Blank or Not Blank).
- Visible: This can either be Yes or Conditional (based on a previous answered entry).
- Help Text: A message to help users with their entry.
- Default Value: A value set to automatically appear in the entry that can be changed by the user if needed. This would be used if the answer 9 times out of 10 will be Yes, then you can set the default value to Yes.
Type Fields
- Checkbox: Allows the user to check the box or leave unchecked for a Yes/No answer or as a mandatory checkbox, the user is required to check the box confirming that they have read the information.
- Date: Provides a calendar to select a date.
- Date/Time: Provides a calendar to select a date and time format fields to define a time.
- Decimal Number: Allows for decimal numbers (i.e. 1.5).
- Help/Information: Opens up the field for Content/Type as a mandatory field on your form.
- Hyperlink: Opens a mandatory field where you can enter a hyperlink on your form.
- Money: Formats the field to currency and requires numbers to be entered.
- Multiselect: Add Option will appear.
- Number: Requires numbers to be entered.
- Paragraph Text: Allows for free form text.
- Picklist: Add Option will appear.
- Radio button: A group of Radio buttons
- Text: Allows for free text to be entered (limited to 255 characters)
If the field type is Picklist, Multi-Select, or Radio Button, Add Option will appear at the bottom of the pop-up box. You will need to click Add Option until you have the desired number of options. When adding options, you can also choose to specify a price for the option.
| Note: Adding a price for an option is used when that option is more than the price you have specified in your catalog. E.g. Jumper: catalog = $10 > sizes: small = $10, Medium = $11 and Large = $12. Small would have no price, Medium would have $1 and Large would have $2 in the form. |
Conditional Fields
Form fields can be conditionally visible, meaning visible information is dependent on previous fields selected.
To use this feature on the Add Field pop-up box, go to the Mandatory field > select Conditional > click the dropdown to choose desired option in Conditional Field (the field visibility is dependent upon). Once selected, the Type and Value fields will populate to choose desired option.
The example below shows that Form 2 will be visible, the user selects Value as "Yes". If the user selects the Value as "No", then Form 2 will not appear.
Assign Form to Catalog Items
To manually assign a form to catalog item(s):
Select Catalogs on left side panel > click View Catalogs on left side panel > select desired customer's catalog > click Active Products tab > Select Edit for the desired item > In Form field, select dropdown and choose desired form > click OK.
To assign a desired form via export/import:
Select Catalogs on left side panel > click View Catalogs on left side panel > select desired customer's catalog > click More Actions > select Export Active Products > click hyperlink titled "here" > once the catalog export is in Finished State, click Download.
Once the file is downloaded, link the desired form to catalog item(s) by inserting the form name in cells under column G. Note: Please do not alternate/remove headers.
Once updated, save file as a CSV format > select Catalogs on left side panel > click View Catalogs > select desired customer's catalog > click More Actions > select Upload Catalog File > click Browse to attached updated file > in Products not in upload field, select Keep them > click OK.
The Catalogs in Progress screen will appear displaying the progress of your catalog upload
To ensure the form was attached successfully, select Catalogs on left side panel > click View Catalogs on left side panel > select desired customer's catalog > click Buyer View tab > select the desired item to view attached form under Configuration header
Buyers are presented with the list of forms fields on the product detail page. If any of the form fields are option lists with pricing, the selection of an option will automatically change the price.
What happens to the Form Data?
Form data is captured and passed through the checkout process with the product/service lines on the PO. The data is then sent to the supplier in the line item description and within the PO integration message as extrinsic fields (if integration is enabled).