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Label User Submission Custom Status & Execute Multiple Actions [Complete Guide]

Introducing User Submission Custom Status

If you are already a user of RegistrationMagic, you maybe aware that it’s like a swissknife for managing user registrations on your WordPress site. Many of its feature sets (a.k.a extensions) work like toolkits which can be modified to serve any business or industry vertical. And once you combine power of these feature sets to match your workflows, it is then, you realize the full potential of RegistrationMagic.

By the way, it is completely fine if you wish to use RegistrationMagic for just filling up WordPress forms and it will shine as well as any other system out there. But its real power lies beyond that. For most businesses, submitting a form is start of a workflow and not the complete process in itself. You have people filling up your forms, now what? How do you take care of the next steps? Would you not love to have a system that takes care of everything beyond the submission right there inside the WordPress dashboard itself?

When it comes to taking care of complete registration and form submission processes that extend beyond filling up forms RegistrationMagic is a complete solution in itself. And even if you do not need everything it offers, you can be rest assured that it will scale with your business, if and when you need it. So you can pack and stow away your nightmare about switching to something else during peak season and hiring developers to migrate your form data. Let’s discuss how User Submission Custom Status can help WordPress admins.

User Submission Custom Status Basics

One of the most important customizable extensions in RegistrationMagic is User Submission Custom Status. Custom Statuses fulfill following requirements:

  1. Tagging or labeling form Submissions
  2. Executing multiple actions on a submission with single click
  3. Additional 4th level filtering option for submissions

User Submission Custom Status Default Custom Screen

Image: Default Custom Status screen

Apart from serving as handy labels or tags, each Custom Status can also have a set of action associated with it. Following actions are currently possible with every Status:

  1. Remove an existing Status
  2. Remove all existing Statuses
  3. Send an Email to the user
  4. Send an Email to the Admin
  5. Create User Account
  6. Delete User Account
  7. Activate User Account
  8. Deactivate User Account
  9. Attach Private or User Note
  10. Ban Email
  11. Ban IP
  12. Unblock Email
  13. Unblock IP

Not all registration processes are simple accept/ reject scenarios. There can be multi admin vetting, conditional approvals, temporary or permanent rejections etc. (Please note, RegistrationMagic already has you covered if you want to have automated vetting of submissions! – check out Automation extension.) To demonstrate power of Custom Status, we will create an imaginary scenario. Once again, you may or may not need all the features; it’s totally up to you how and what you want to use. We keep adding features to RegistrationMagic to cover all possible scenarios. So here’s what will happen:

Scenario

  1. User submits form 1
  2. Admin 1 vets the form. Based on the outcome:
    1. Admin 1 Rejects the form.   
    2. OR Admin 1 Approves the form and asks user to fill another form.
  3. User submits form 2
  4. Admin 2 vets the form. Based on the outcome:
    1. Admin 2 rejects the form, deactivates user account and blocks user email.
    2. Approves the forms and activates user account.

Preliminaries:

We will create following properties in RegistrationMagic:

  1. For Step 1: Sample Form 1
  2. Step 2: Custom Status ‘First Rejection’ and ‘First Approval’
  3. Step 3: Sample Form 2
  4. Form Step 4: Custom Status ‘Final Rejection’ and ‘Final Approval’

Although, to keep things simple, we will create basic forms, you can use Custom Statuses with any type of forms. We shall also make sure that submission notification form Sample Form 1 goes to Admin 1 and for Sample Form 2 goes to Admin 2. Additionally, success messages and auto-responders for both forms should be set to inform users about the next steps.

To make sure user accounts are not active before Admin 1 vets and approves their submission, we’ll turn off Auto Approval. This is done from Global Settings in RegistrationMagic’s left menu:

User Submission Custom Status Settings

In Global Settings, click User Accounts:

User Submission Custom Status User Activation

Now we select Deactivate User for Manual Approval in Account Activation Method option.

To set up specific email notification for both admins, we go to form Dashboard (by going back to All Forms link clicking Dashboard on form card) and click Global Overrides. Global Overrides allow us to set up form specific email notifications.

User Submission Custom Status Configure

User Submission Custom Status Admin

User Submission Custom Status Admin 2

To set autoresponders for each form, we click Auto Responder icon in form dashboad.

User Submission Custom Status Sample 1

Image: Autoresponder for Sample Form 1

To form submission success message, click Post Submission in form Dashboard:

User Submission Custom Status sample 1 configuration

Image: Success Message for Sample Form 1

We shall associate following actions with the Statuses we create:

First Rejection:
  1. Send an Email to the User informing him/ her about the rejection
  2. Delete user account

User Submission Custom Status first rejection

User Submission Custom Status first rejection 2

 

First Approval:
  1. Activate user account
  2. Send an Email to the User with link to fill up next form

User Submission Custom Status Final Approval

User Submission Custom Status First Approval

User Submission Custom Status User Account Actions

Final Rejection:
  1. Send an Email to the User informing him/ her about the final rejection
  2. Delete User account
  3. Ban Email

User Submission Custom Status Final Rejection sample 2

Screen Shot 2018-04-03 at 4.45.47 PM

Screen Shot 2018-04-03 at 4.45.56 PM

 

Final Approval:
  1. Send an Email to the user informing him/ her about the approval

Screen Shot 2018-04-03 at 4.55.22 PM

Screen Shot 2018-04-03 at 4.55.34 PM

Screen Shot 2018-04-03 at 4.55.48 PM

Here’s how our Custom Status screen looks like now for both forms:

Screen Shot 2018-04-03 at 4.56.58 PM

Image: Custom Statuses for Sample Form 1

Screen Shot 2018-04-03 at 4.57.13 PM

Image: Custom Statuses for Sample Form 2

Now we have to do one more thing – we make sure the Sample Form 2 is only visible to the users who already have filled Sample Form 1 and are approved. Otherwise anyone with a link can fill up the form breaking the workflow. To do this, we go to the Sample Form 2’s Dashboard and click Limits. Turn on Limits and select Limit by Status(es). Select First Approval from the list. That’s it! All we have to do not is publish the forms.

Here’s the Demo workflow:

 

  • User fills up and submits Sample Form 1.

Screen Shot 2018-04-03 at 5.46.20 PM

 

  • Form submits successfully and user sees success message.

Screen Shot 2018-04-03 at 5.54.53 PM

 

  • User receives email with acknowledgement link to check the form status on site (account not active yet.)

Screen Shot 2018-04-03 at 6.14.10 PM

 

  • Both Admins receive form submission notification.

Screen Shot 2018-04-10 at 11.15.07 PM

 

  • Admin 1 logs in and vets the form.

Screen Shot 2018-04-03 at 6.09.39 PM

 

  • Admin 1 marks the form submission for ‘First Approval’.

Screen Shot 2018-04-03 at 6.09.59 PM

 

  • User receives account activation email

Screen Shot 2018-04-03 at 6.20.42 PM

 

  • User visits the site and checks the form status online.

Screen Shot 2018-04-03 at 6.16.30 PM

Screen Shot 2018-04-03 at 6.19.21 PM

 

Screen Shot 2018-04-03 at 6.19.40 PM

Screen Shot 2018-04-03 at 6.20.04 PM

 

  • Both admins receive emails that a form submission has been marked ‘First Approval’.

  • User receives email with link to Sample Form 2.

Screen Shot 2018-04-03 at 6.14.28 PM

 

  • Next, User fills up and submits Same Form 2.

Screen Shot 2018-04-03 at 6.22.18 PM

 

  • User sees success message

Screen Shot 2018-04-03 at 6.22.41 PM

 

  • Admin 2 receives notification that a new form has been submitted.

  • Admin 2 logs in and filters the forms marked ‘First Approval’.

Screen Shot 2018-04-03 at 6.23.10 PM

 

  • User receives email. Admin 2 vets the form and marks it ‘Final Approval’

Screen Shot 2018-04-03 at 6.28.47 PM

Screen Shot 2018-04-10 at 11.19.59 PM

 

  • User receives email.

Screen Shot 2018-04-03 at 6.33.16 PM

 

  • Both admin receive email that a form has been marked ‘Final Approval’.

As you can see from this fairly simple demonstration that User Submission Custom Status provide a pretty solid framework to align form submissions and user registrations with your backoffice workflow. We have not yet touched all the feature available inside User Submission Custom Status extension, or things that can be done in combination with other 50 odd RegistrationMagic extensions. This workflow can be branched and extended into multiple steps. Hopefully this provides ample hint of power hidden beneath many layers of RegistrationMagic. Until next time!

 

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