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Inquiry Form

Enrollment Manager is delivered with a web form to be used for standard web inquiries. The form is delivered with field values matching those in your Enrollment Manager System. As students submit data using this form, the data is automatically imported to Enrollment Manager using the Standard Import process. Changes to this form should be requested through the RuffaloCODY Support Team subject to the guidelines below. To see a sample within an iFrame, click here.

Form Design

The form delivered at Go-Live will be designed using grayscale colors intended to be ‘generic’ to work immediately. The design of your form, however, can be updated to complement your existing web site design and/or colors. Since most colleges have elaborate Content Management Systems and designs for their web site, we cannot always match the exact look and feel. We will strive, however, to provide a form that complements your site. The form itself can be deployed in one of two ways:

Standalone Web Page

In this deployment, the page exists on its own and includes a header section and the form itself. The header section can be modified to include an image, or HTML content. For a sample of stand-alone form, click here .

iFrame Page

Note: Online forms are continually tested within an iFrame using Internet Explorer. Other browsers -- including Safari and Google Chrome -- may yield differing results. It is recommended that clients view their forms (inside of iFrames) within alternate browsers and, if needed, add text to their web page such as: "If you are unable to see the calendar below, please click on this link." Then, have the link re-direct visitors to the stand-alone form. 

In this deployment, the form is simplified to include only the form fields with no header or footer. Using this method, you can insert your form as an iFrame into your existing web site.

In addition to customizing the header section of your form, you can select the font color/type/size, background colors, and subject header colors on your form. To request any changes to the header, footer, fonts, or colors, you should send specific instructions to Admissions Lab Support including the following details:
  • Images- If you wish to use image files in the header, the files should be provided sized to fit the form with no editing required.
  • Colors- To change the colors used in the form, please provide the specific hexadecimal (hex) number for the color requested. Hex numbers are available in any graphics software and in various forms on the web if you need assistance.
  • HTML- If you provide HTML content for your header, the code should be stored in a text file and include absolute link references to any images or pages. Relative or root-relative links (such as /images/logo.jpg) are not supported. In addition, the HTML content should be free from style sheet (CSS) references, or javascript references. If you need this type of advanced functionality, consider using the iFrame deployment mentioned above.
  • Fonts- To change the font type used in your form, you must provide a web-safe font. Web-safe fonts include Arial, Arial Black, Comic Sans, Courier, Georgia, Impact, Lucida Console, Lucida Sans Unicode, Palatino Linotype, Tahoma, Times New Roman, Trebuchet, and Verdana. These fonts are commonly available for both Windows and Mac users and, thus, safe to use in your forms.

Form Fields and Data

Your standard inquiry form includes a collection of fields commonly used in Inquiry Forms. You will probably find the form to be ‘too long’ to be used initially. Our intent is to include all the possible fields you might want to include in an Inquiry Form, with the understanding that you will remove several fields before deploying.

There are two types of fields in your form, visible and hidden. The values used in each of these are designed to match your Enrollment Manager content and provide immediate functionality. The fields in the standard form include the following:

Visible Fields

  • First Name
  • Middle Name
  • Last Name
  • Gender
  • Birthdate
  • Street 1
  • Street 2
  • City
  • State/Province
  • Zip/Postal Code
  • Country
  • Home Phone
  • Email
  • Opportunity Type
  • Entry Term
  • Current/Most Recent School
  • Organization Code
  • High School City
  • High School State
  • High School Graduation Date
  • Hispanic Yes/No
  • American Indian or Alaska Native
  • Asian
  • Black or African American
  • Native Hawaiian or other Pacific Islander
  • Two or more races
  • White
  • Social Security Number
  • Score Test Name
  • Score Value
  • Score Test Date
  • Academic Interest 1
  • Academic Interest 2
  • Varsity Athletic Interest
  • Extracurricular Interest 1
  • Extracurricular Interest 2

Hidden Fields/Default Values

The following hidden fields are used to support the data import process and provide data for Enrollment Manager indicating the source of the inquiry.
  • Username (Used for SearchTrack and future functionality)
  • Password (Used for SearchTrack and future functionality)
  • C422OpportunityID (Used for SearchTrack and future functionality)
  • C422PersonID(Used for SearchTrack and future functionality)
  • Department (Used for future functionality)
  • OpportunityImport (Matching criteria used in data import. Default Value=1)
  • PersonOrgImport (Matching criteria used in data import. Default Value=1)
  • OrgName (Defaults to CRM Organization name)
  • PersonMatchMethod (Matching criteria used in data import. Default Value=1)
  • PersonImport (Matching criteria used in data import. Default Value=1)
  • OpportunityMatchMethod (Matching criteria used in data import. Default Value=1)
  • Activity_01_Description (Default: Web Inquiry Received: Enrollment Manager Inquiry Form)
  • Activity_01_Value (Default: Web inquiry)
  • Activity_01_Date (Default: Form Submit Date)
  • Activity_02_Value (No default value defined)
  • Activity_02_Description (No default value defined)
  • OpportunityStatus (Default: Inquiry)
  • Address_01_Active (Default: Yes)
  • Score_Source (Default: Self reported)

Updating forms

The RuffaloCODY Support team can update domain values on your form at any time. To request field changes, provide the specific field name and the desired changes. Once your form is live, any other changes are subject to our forms change process.

Action Items

The following steps are available to update the Inquiry Form:
  1. Review the delivered form: Links to your form are available from within Enrollment Manager by going to Admin/Public Links. Here you’ll find a link to your form in our Staging Environment (for testing your form), and the Live Environment. During your review, you should evaluate the following areas:
    1. Header images or content
    2. Form fonts, colors, styles
    3. Field values used in visible fields (these values should match values you’ll be using in Enrollment Manager)
    4. Default field values for hidden fields (shown above)
    5. Required fields (identified on your form)
  2. Contact RuffaloCODY Support for changes: If you require any changes to your form, contact  RuffaloCODY Support with a compiled list of all changes requested, using the guidelines in this document to prepare your list. Changes are typically made within 2-3 business days and posted to the Staging Environment for your approval before publishing live.

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