Did You Know: Using Global Forms within Variable Soft Proofing Products

Global profiles give your clients a way to organize sets of data that will be used repeatedly. This feature makes it possible to create custom data sets that end users can use to fill out fields on personalized products. This done using by setting up global forms and applying them to your soft proofing projects.

Benefits to the Client

• Enable end users to proof their products quicker with client-approved data sets called global profiles.
• Global profiles are a flexible tool and different clients utilize them in different ways.

How It Works 

To set up a global form:

1. Global Forms settings are located under Proofing > Global Forms.
2. Click on Add Global Form. You will need to select the portal that this global form will be used and give it an identifiable name (ie, DEMO-Doctor Offices). 
3. Click Create Form.
4. Next you will add the data fields to your global form which are called Items.
   You are able to rank (or order) the items as well as group them in categories.  The data fields use Text or Image Data. Text data can be set up a verified of ways:  a simple TextBox, MultiLine TextArea, Calendar Date, or you can control the data with a Dropdown List of Values. Image Data can be in the form of a simple Image Upload or a group of images in an Imagebank.
5. There are other settings within the Item Details that control the User Experience like making the item required or masking the value (ie, (###) ###-#### for a phone number).
6. You will continue to add items until you have all of the data fields that are needed for the global form. You can return to the global form settings in the future if you need to add more fields.

Once you have the Global Form complete, go into the soft proofing project that you will need to use this global form. At the top of the project settings, you will see Global Form Instances:

1. Find the global form name in the dropdown list and click “Add Instance”.
2. You will notice that a small grid appears with the global form name with a suffix of ‘_0.’ This identifies the unique instance of the global form that can now be used in this project. You have the ability to use multiple instances of the same global form as well as use instances of different global forms within the same project.  
3. Inside the grid you also have the ability to update the Display Label that will be seen by the portal user (the default displays as Select Profile).
4. Once you have an Instance created you can now use the Data column to map Global Form Fields to each variable. You will first need to choose Global Form from the Source Dropdown.
5. Then you will can choose the appropriate Data Item from the Global Form Instance dropdown.
6. You will then proceed to map each variable to the appropriate Data Fields.
7. Then Save Your Project.

Now you will need to move over to the front end portal to populate your Global Profiles with data:

1. Log in to the portal using an account with Admin Access in order to utilize the Admin menu. 
2. Go under Admin > Set Up > Global Profiles
3. Click on Add Global Profile. 
4. You can name the Profile and need to choose correct Global Form from the dropdown list. 
5. Click Create Profile.
6. Populate the profile with all of the data fields and click Save Profile. 
7. Also while you are in the profile, you will need to assign the profile to a specific user(s) and user group(s).  

To use the global profiles, a user or the user group they belong to must have access to the profile.

If you have any questions or need support, contact our support team at support@propago.com.