Minimum details for online forms

Forms are essential tools for collecting information from customers. This guide provides a comprehensive overview of the most important elements to consider when creating forms. Here are the key points:

1. Input field types

There are various types of input fields that can be used in a form, depending on your needs. Here are some common field types and an example of how each can be used:

• Text field: For short text entries such as names or subject lines.

  • Example: ""
  • Error message for invalid input: "Please enter your name."

• Text area (textarea): For longer text entries such as messages.

  • Example: "Message: [Text area]"
  • Error message for invalid input: "Please enter your message."

• Dropdown: For a selection from predefined options.

  • Example: "Reason for enquiry: [Dropdown: Product information, Support, General]"
  • Error message for invalid input: "Please select a reason for your enquiry."

• Radio buttons: For selecting one option from a small number of choices.

  • Example: "Gender: [Radio buttons: Male, Female, Diverse]"
  • Error message for invalid input: "Please select your gender."

• Checkbox: For yes/no questions or multiple selections.

  • Example: "Subscribe to the newsletter: [Checkbox]"
  • Error message for invalid input: "Please confirm your selection."

• File upload: For uploading files.

  • Example: "Upload CV: [File upload]"
  • Error message for invalid input: "Please upload a file."

Note: Individual error messages should be defined for each field. If no specific error message is set, a general error message such as "Please check your input." will be shown.

Example:

• Title: First name: [Field type: Text field] [Validation: No] [Required: No]
• Title: Surname: [Field type: Text field] [Validation: No] [Required: No]
• Title: Address: [Field type: Text field] [Validation: No] [Required: No]
• Title: Phone number: [Field type: Text field] [Validation: Number] [Required: Yes]
• Title: Checkbox: [Field type: Data protection] [Validation: No] [Required: No]
• Title: Submit: [Field type: Submit button] [Validation: No] [Required: No]

2. Thank-you page

A thank-you page is important to confirm to users that their enquiry has been received successfully.

• Sample text for the thank-you page: "Thank you for your enquiry! We will get back to you as soon as possible."

3. Storing the data in the Joomla database

There are two common ways of handling the collected data: storing it in the Joomla database or sending it by email.

• Advantages of storing data in the Joomla database:

  • Centralised storage and easy management.
  • The option to analyse the data later.
  • Easy management of enquiries and their status.

• Disadvantages:

  • Increased risk in the event of data breaches.
  • Requires regular maintenance and security checks.

• Storing the IP address: Consider whether the IP address should be stored. This can be useful for security checks, but it can also be a concern under data protection law.

• Deletion interval: Define after how many days the entries should be deleted from the database (e.g. after 30 days).

4. Data protection aspects

When creating forms, the data protection provisions of the GDPR (General Data Protection Regulation) must be observed.

• Consent: Obtain users' explicit consent to the processing of their data.
• Privacy policy: Make sure that your privacy policy is easily accessible and contains all information about how the data is processed.
• Security measures: Implement appropriate technical and organisational measures to protect the data.

5. Email to the sender

It is common practice to send the sender a confirmation email.

• Minimum details required:
  • Sender: Email address and name of the sender.
  • Recipient: The user's dynamic email address.
  • Content: Subject and text containing the dynamic entries from the form.

Sample text:

• Subject: "Your enquiry to [Company name]"
• Text: "Thank you for your enquiry, [Name]. We have received the following information: [Entries from the form]."

6. Email to the admin

A notification email to the admin should also be set up.

• Minimum details required:
  • Sender: Email address and name of the sender.
  • Recipient: The admin's fixed email address.
  • Content: Subject and text containing the dynamic entries from the form.

Sample text:

• Subject: "New enquiry from [Name] via [Form name]"
• Text: "A new enquiry has been received via the form. Details: [Entries from the form]."

This guide should help you create structured, data-protection-compliant forms with Joomla and RSForm. Make sure that the customer provides all the necessary information to ensure that everything runs smoothly.

7. SPAM