Understanding how fields are organized within Enrollsy’s 'Account' and 'Enrollee' sections is crucial for ensuring seamless data management and reporting. This guide explains the potential implications of making changes to these configurations and presents best practices to optimize both usability and report accuracy.
Field configurations in Enrollsy determine where specific data is stored and how easily it can be retrieved for reporting purposes. Whether you’re moving fields or deciding on the section for initial placement, understanding the short-term and long-term implications is key to maintaining a streamlined data workflow.
Understanding the Current Setup
If fields are set up exclusively under the 'Account' section or separated between 'Account' and 'Enrollee' sections, users may experience reporting complexities if changes are later made. For example, historical data will remain in the original setup (e.g., 'Account Holder') even if similar fields are moved to another section later. This dual-location data can complicate report generation.
Key Implications of Making Changes
Reporting Complexity: - Moving fields between sections doesn't cause any system errors but will lead to fragmented historical data. Users need to select the relevant fields from both the old and new locations when generating reports.
Historical Data Access: - Data previously entered under specific sections (e.g., 'Account') won't automatically migrate to the new section ('Enrollee'). Combining these datasets in reports will require additional steps.
User Experience: - Splitting fields between sections could be confusing for end-users managing enrollment data. Consolidating related fields wherever possible creates a smoother workflow.
What Happens When Enroll Form Field are Edited or Deleted?
What happens when you edit or delete an existing Enroll Form field? You LOSE all previous selections on all current Enrollments. If you change the options for a single or multi-choice field, the previously selected options no longer show. In other words, we can't keep previous answers to a field that no longer exists or has been changed.
Best Practices for Field Organization in Enrollsy
To avoid potential challenges down the road, consider these best practices:
Plan Field Placement Strategically: - Before setting up fields, decide whether their data primarily relates to the account holder or the enrollee.
Minimize Field Movement: - Make efforts to keep fields in their chosen section to preserve reporting continuity.
Communicate Changes Clearly: - If a reorganization of fields is unavoidable, ensure all team members are informed about the changes and how it impacts reporting.
Test Reporting Compatibility: - After making changes, generate sample reports to confirm that all historical and new data is accessible and accurately displayed.
Group Related Fields Together: - Keep similarly themed fields within the same section for clearer data segmentation and ease of report generation.
Edit Field(s)
At some point, you may want to edit the fields on the Enroll Form. While you certainly can do this, be careful about deleting fields. Access your Enroll Form by going to My Company > Forms > Enroll Form. Instead of deleting or editing fields, this is what you can do:
Create another field underneath the field you want to change, with the same name and the new options.
To do this, click the plus button under the section you want the field to appear, and a list of the field elements will appear. Type in your label and click on the appropriate field.
Hide the original field.
In the settings, scroll down to hide the original field from the Enroll Form and Parent Portal. You can rename the title of the original field to something else so that internally, as an Admin, you can differentiate between them (as all hidden fields will still be viewable on the Admin portal).
Here are the options you have:
Not Editable by Primary Account Holder - The Primary Account Holder does not fill in the field on the Enroll Form (the field is hidden on the Enroll Form). The Account Holder also cannot edit the field but can view that field on the Customer Portal. This setting is most beneficial for internal fields that Admin users fill out and need Account Holders to be able to view but not edit.
Hide in Customer Portal - Hides the field in the Customer Portal so it is no longer visible to the Customer.
Hide in Instructor Portal - Hides the field in the instructor Portal so it is no longer visible to Instructors.
Hide on Enroll Form - Hides the field on the Enroll Form so that new Enrollees will not see the field.
To hide the information, click on the settings of the field (the cog icon) and scroll to the bottom. Under "Other Settings," turn the toggle(s) on for one or both of the above settings:
You can also hide fields you don't want customers to edit in their account, such as consent fields, or create internal "office only" fields that only admin users can view.
Show/Hide Hidden Fields on the Enroll Form Builder
The Enroll Form builder page (My Company > Forms > Enroll Form) can get a little crowded if you have fields that you don't want to delete but have chosen to hide on the Enroll Form or Customer Portal. Admin users can hide any hidden fields on the Enroll Form Builder (My Company > Forms > Enroll Form). The switch will default to show all fields. Click the switch to the "off" position to hide all hidden fields on the Admin view.
Edit a Field to be Required
Any field can be either required or not required. "Required" means that the Customer must fill out that field at enrollment AND on any E-signature Documents with that field.
Here's how to change this setting. First, access your Enroll Form by going to My Company > Forms > Enroll Form then follow these steps:
Step 1 - Settings
Click on the gear icon to open up the settings for that field:
Step 2 - Toggle Required On
Next, click the toggle beside "Required" in the "on" position:
Click save, and you're done. You will have to do this for EACH field you need to be required to.
How to Delete a Field
To delete a field, click on the red trashcan icon within the field.
If the field has nested or conditional fields under it, you have to delete or move the nested/conditional fields first. Once all nested fields under the main field have been deleted or moved, the trashcan icon will become active on the main field, allowing you to delete it.
When deleting a field on the Enroll Form, a warning, like the one below, will appear. When you delete an Enroll Form field, the system will delete the field from every customer's account and all previous responses from all customers.
Export Customer Data
You can also download all the existing customers' data for historical purposes, including the old question/field, by exporting from the Enrollees table. Check out this support article to learn how to export data.
*Sync E-signature Documents to Enroll Form Changes
*Sync E-signature Documents to Enroll Form Changes
NOTE: This is an important step if you CHANGE any fields to or from required!
Any E-signature Documents will need to be synced with the Enroll Form for those fields to show up as required (or not required) on the document.
Making a non-required field in the Enroll Form required, or vice versa, will not require you to remap your E-Signature Documents (meaning any work you've done to drag fields onto your forms is unaffected). However, you WILL need to sync these changes to the Document. To do so, follow the steps below:
Open E-signature Document - Access your E-signature Document by going to My Company > Forms > Documents. Click on the pencil icon to edit the document.
Design Editor - Click on up Design tab for each existing E-Signature Document and scroll down to the bottom.
Click on "Sync Mappings with Fields" to sync the changed fields to your Document. You will see a green success message that the mappings have been synced.
Include Question/Field in Enrollment Confirmation Emails
You can also choose to include a specific question or field in either the Enrollment Confirmation email sent to the Primary Account Holder or Admin user (or both). Toggle the setting to the "on" position to include these fields in the email.
Moving Fields
When you are building or editing your Enroll Form, you may want to re-arrange your fields. You may also want to nest a field inside another field for organizational purposes, or to make that child field conditionally hidden/shown based on the response provided at the parent field. See this article for steps on how to move fields.
Some Important Tips to Remember about moving fields:
At this time, Enroll Form fields can ONLY be moved within the same section. It is not possible to move fields to other sections, including other Program Forms. Solution: You will have to recreate the field in the other section.
Default fields cannot be reorganized. If you need a default field in a different location. Solution: You will need to create a custom field to replace it and turn the default field off (uncheck "Visible").