Manage rapid insight forms

Who can use this feature?

Rapid insight forms allow your teams to complete custom forms—or send forms to other internal users—to facilitate gathering of account information. Data updated from a form automatically updates attributes on the related account profile.

The following form types are available:

  1. Request information: Allows manual updates of data when requested from a SuccessPlay action or from the + Quick Actions bar > Request Information on an account profile. 
  2. Create account: Allows manual entry of new Totango accounts from the My Portfolio view (+Quick Actions bar > Create Account). 

    Global admins can change the permissions for who can see this option from User Management > Permissions > Application Permissions  > Create New Account. Global admins always see this option unless the default form is disabled.

  3. Create opportunity: Allows manual entry of new Totango opportunities from the My Portfolio view (+Quick Actions bar > Create Opportunity) or the Opportunities widget on the account profile. 

    Global admins can change the permissions for who can see this option from User Management > Permissions > Application Permissions  > Create New Opportunities. Global admins always see this option unless the default form is disabled.

  4. Update collection: Automatically created when a new collection is added. Allows manual updates of data from SuccessPlay actions or from the + Quick Actions bar > Request Information on an account profile. 

Create a "request information" form

Create forms from within admin settings, or create a new form from a SuccessPlay action (request information).

Any attributes you want to include in a form must first be available from within Data Modeler.

  1. From Settings, click Customer Engagement > Rapid Insight Forms.
  2. Click + Request Information Form.
  3. Add a name and description.
  4. Choose the account types this form applies to, or leave set to All Account Types.

    Forms are only presented in accounts of matching account types. When using this form in a Request Information action of a SuccessPlay, ensure that the accounts in the target criteria for the play match account types specified in the form.

  5. Click to add a section and name the section.
  6. Click Add Attribute (+).
  7. In the Add Dimensions & Attributes window, locate the dimension (group) for the attribute(s) you want to add, and click to select. When done selecting the attribute(s), click Done to add them to the form.
  8. For each attribute added, optionally hover over to mark the attribute as mandatory for form completion.

    You can also add read only fields to the form to provide context during form completion. 

  9. Optionally choose to allow attachments to be uploaded during form completion. Attachments are saved to the Assets tab on the account profile.
  10. Continue to add section(s) and attribute(s) as needed.
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  11. Click Save as Draft to come back to the form design later, or click Enable.

Enabled request information forms are immediately available to teams to use from the + Quick Actions bar > Request Information on an account profile. SuccessBLOC collaborators can also select this form when adding Request Information actions to SuccessPlays.

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Create a "create account" form

You may have only one "create account" form per parent account type. Things to consider:

  • Plan on which account types you want to create from the UI
  • Ensure that you have a unique numbering scheme for creating accounts
  • Identify the right users in your team to create new accounts in the system

Any attributes you want to include in a form must first be available from within Data Modeler.

  1. From Settings, click Customer Engagement > Rapid Insight Forms.
  2. Click + Request Information Form > Create Account.
  3. Add a name and description.
  4. Choose the parent account type and the valid account types to choose from.
  5. Account identification is required:
    • Name
    • Account ID
    • Account Type
  6. Add additional attributes as needed. Suggestions include: Status, Contract Value, Contract Start Date, Contract Renewal Date.
  7. Click Save as Draft to come back to the form design later, or click Enable.

The enabled "create account" form is available to anyone with access from the My Portfolio page > + Quick Actions bar > Create Account.  See add new accounts using a form.

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If you don't see your form, you may need to disable another active form of the same type. To disable a form, edit the form and save it in a draft state.

Create a "create opportunity" form

The ability to create opportunity forms is available to customers who have the Totango opportunity add-on feature enabled. Things to consider:

  • You can create more than one opportunity type form (e.g., new customers vs. renewals).
  • Totango team members must have permissions to create a new opportunity.
  • The parent_id is optional.
    • If a parent account is associated with an opportunity, the opportunity will show up as a child in the account's hierarchy structure.
    • If your account structure is typically flat, associating a parent account with an opportunity will create a multi-level hierarchy structure. Ensure that you review your enterprise health calculation settings if this is the first time your account structure will be displayed in a hierarchy.
  • Opportunity ID is generated automatically at the time of creation.
  • Opportunity Created By is not visible on the form but is also generated automatically.

Any attributes you want to include in a form must first be available from within Data Modeler.

  1. From Settings, click Customer Engagement > Rapid Insight Forms.
  2. Click + Request Information Form > Create Opportunity.
  3. Add a name and description.
  4. Choose the parent account type and the valid account types to choose from.
  5. The following form fields and properties are not customizable:
    • parent_id
    • Opportunity ID
    • Totango Opportunity Name
    • Totango Opportunity Owner
    • Totango Opportunity Value
    • Totango Opportunity Close Date
    • Totango Opportunity Stage
    • Totango Opportunity Type
  6. Add additional form attributes as needed. 
  7. Click Save as Draft to come back to the form design later, or click Enable.

The enabled "create account" form is available to anyone with access from the My Portfolio page > + Quick Actions bar > Create Opportunity.  See add new opportunities using a form.

FAQs

Question: I'm a global admin, but I do not see the option to create an account via the My Portfolio page.

Answer: Ensure the form with the "create account" type is set to Enabled.

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Question: Can I lock the Opportunity ID field from being modified when a team member fills out the form?

Answer: The properties for the default form fields on an "Opportunity" form are not customizable at this time.

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