How to create Content Collection forms
The Content Collection feature of Touch Stay is an advanced feature to support property managers obtain information about the homes they manage, directly from the property owners. If you would like to use this feature in your account, then please reach out to support, who will activate it for you (free of charge).
In this article:
Content Collection forms
Content Collection forms are created when a form template is applied to a guide. The template contains the custom fields or topics that the owner needs to provide information for and, once approved, these will then update the guide the form is for.
Before you can create a Content Collection form, you must have created a template first. If you still need to do that, then this article explains how to create Content Collection templates.
If you are planning to send the link to the forms from Touch Stay, then you will need to have an email prompt created, and the owner details (name & email address) added to the guide record (or at least to hand when creating the forms). This article explains how to create email prompts.
The owner details can be updated for each guide from the Guide Details tab, or if you have many owners then we can upload them in bulk for you, please reach out to support for help with this.
Creating new forms
To create new forms, head to the Content Collection page from the main side menu and the "Forms" tab. From here you can either create a single form, for a single guide, or create them in bulk for many guides at the same time.
Creating single forms
Click the "+ Create form" button and then select the guide it is for. If you have added the owner details to the guide record, they will now load into the screen. You can add/update them from here if you need to, or ignore them if you plan to send the form links from your own CRM system.
Next, choose the Content Collection template to use and if you plan to send to the owner from Touch Stay, the email prompt. When you're ready, click "Create & send". This will then generate a form for the chosen guide, using the chosen template, and if a prompt was added then the email will automatically send out too.
Creating new forms in bulk
Click the "Bulk actions" button and then "Create forms". Select the template to use, any prompt, and then use the check-boxes to mark the guides to create the forms for. There's a "Select All" option, or you can search for individual guides using the search option. When you're ready, click "Create & send". This will then generate forms for all the chosen guides, using the chosen template, and if a prompt was added then the emails will automatically send out too.
Note: if you plan to use email prompts, then be sure the owner email addresses have all been added before using the bulk create form process.
The forms table
Back on the Forms tab, you can see any forms you've created and their status in the table. Use the 3 dots menu for each form to view any completed forms from your owners and the history of any email prompts sent to them. You can also copy any form links from the option in the 3 dots menu, this allows you to see exactly how the form looks when the owner opens it.
If any of your form templates are set to require your approval before the content goes live, then you can review and approve the forms from here. There's more detail about reviewing and approving form submissions in this article.
The possible form statuses are as follows:
- New form - a new form or version has been created, but the owner has not yet started to complete it.
- Unsent - a new form has been created, but either no prompt was chosen, or the owner email was missing and could not be sent.
- In progress - the owner as started completing the form but not yet finished it.
- Awaiting approval - the form has been completed by the owner and is waiting your review and approval before updating the live guide.
- Approved - the form has been completed and approved and the content for the latest version updated on the live guide.
Downloading forms in bulk
You can download your form links in bulk from the "Downloads" option above the forms table. Click the button and then select either csv or xlsx format.
This will then generate a file in the chosen format with all the form links along with the guide and template names. This could then be uploaded to a CRM system or similar to send the links to the owners.