Program Forms
Updated 2 months ago
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Program Forms
Use Program Forms when you need to decide what information Gratona should collect for donors, recipients, or households. A form is the structure behind the fields people fill out in admin workflows, public signup and checkout pages, recipient profiles, donor profiles, reports, imports, and merge tags.
Program Settings > Forms groups recipient, donor, and household profile forms by type.
Walkthrough: adding a field to a form and creating a new form from the Forms tab.
Choose the Right Form
Choose the form based on the record you want to collect information for:
Recipient Profile: use this for the person, project, campaign designation, or other recipient that donors can sponsor or support.
Donor Profile: use this for donor information collected in admin, signup, checkout, imports, and donor-facing workflows.
Household Profile: use this for additional household information connected to household records.
Progress reports are managed separately. Use progress report forms when you need to archive repeatable updates, contact records, or survey-style records for donors or recipients. See Progress Reports.
Create a Form
Create a form before you attach it to a program or use it for collecting records.
Open Program Settings.
Select the Forms tab.
Select Create Form.
Enter a form name. The name must be at least five characters.
Choose the form type.
Select Save.
The Create Form drawer asks for the form name and profile type.
Keep these rules in mind:
An account can create one donor profile form and one household profile form. Older accounts may still show legacy donor forms that were created before this limit.
A form type cannot be changed after the form is created.
New donor forms should use standardized donor fields unless your team has a specific reason to keep a legacy custom-field setup.
If you choose the wrong type, create a new form with the correct type and move your setup to that form.
Manage Form Fields
Use fields to decide what information the form collects and how that information appears across Gratona.
Open Program Settings.
Select the Forms tab.
Find the form you want to update.
Select Manage Form.
The drawer opens with Manage Form Fields and Add New Field. Donor forms may also show Standard Fields, Custom Fields, and Program Overrides inside the field-management area.
Manage Form Fields shows field labels, shortcodes, field settings, drag handles, edit actions, and delete actions.
The field list shows:
the field label
the shortcode, such as
[en_first_name]or[dn_phone]field type and visibility tags
required, title, sortable, filterable, unique, bio, conditional, or featured-card indicators when enabled
drag handles for changing field order
edit and delete actions
Shortcodes are used in places such as Auto Emails and message templates. Reordering fields changes the order users see when they fill out or edit that form.
Add a Field
Use Add New Field when you need to collect a new piece of information.
The Add New Field drawer controls the label, field type, visibility, validation, and display behavior for a form field.
Choose the field settings based on what you want the user to do:
Enter Label: the field name users see, such as
Preferred Name,Birthday, orSchool Grade.Field Type: the input style. Available types include Text, Textarea, Static Text, Age, Date, Link, Select List, Radio, Checkbox, Table, and Auto Increment ID.
Enter data for field: used by Select List, Radio, Checkbox, Static Text, and Table fields. For list-style fields, enter options separated by commas.
Permissions: choose who can see the field. Everyone is public, Donor and Admins is visible to logged-in donors and admins, and Admins Only is only visible in admin areas.
Used by Donor Type: on donor forms, choose whether the field applies to Individual donors, Organization donors, or All donors.
Title: use the field as part of the display name for the donor or recipient.
Required: require the field before the profile can be saved.
Conditional display: on donor forms, show a field only when an earlier Select List or Radio answer matches.
Sortable: on recipient fields, allow the field to be used for sorting recipient records.
Filter: on recipient Select List fields, allow the field to be used for filtering.
Unique: on recipient Text or Auto Increment ID fields, require the value to be unique within the form.
Use as Bio: on recipient Text or Textarea fields, use the field as the recipient bio on sponsorship pages.
Feature on Sponsorship Card: on public, non-table recipient fields, show the value as a tag on recipient cards.
Editable by Recipient: on recipient fields, allow recipients to edit the field from the recipient portal profile editor.
Manage Donor Standard Fields
Donor forms can include standard fields for common donor information such as name, email, phone, and address. Use Standard Fields to control which standard fields are required, which ones build the donor display name, and who can see each field.
Standard Fields lets you configure donor title, permission, and required settings for donor profile fields.
Use Custom Fields for donor information that is specific to your organization, such as congregation, region, sponsor notes, or communication preferences that are not already covered by a standard field.
The donor email field is always included in Standard Fields. Its required setting follows the donor form's Don't Require Donor Email option.
Adjust Donor Fields by Program
Use Program Overrides when the same donor form is used by more than one program, but a field should have different visibility for one program.
Open the donor form.
Select Manage Form.
Open Program Overrides.
Choose a program that uses this donor form.
Change the program permission for the needed field.
Program Overrides changes donor-field visibility for one program while keeping the form default intact.
Fields without an override use the default permission from the form. If you change a program permission back to the default, Gratona removes the override.
Attach Forms to a Program
Creating a form does not automatically make a program use it. Attach the donor and recipient forms to the program that should collect those fields.
The program setup forms step attaches the donor and recipient forms that power program records and public workflows.
Attached forms control:
recipient fields shown when admins add or edit recipients
recipient fields shown on public sponsorship pages
donor fields collected during signup or checkout
donor and recipient fields available in imports, reports, saved views, and merge tags
donor and recipient fields available in email and SMS shortcodes
You can attach forms during program setup or from a program's manage/setup area. If you create a form from inside the program setup flow, the new form becomes available to attach after it is saved.
Use the Bulk Editor
The three-dot menu on a form card includes Bulk Editor. This opens a JSON editor for changing several fields at once.
Use the Bulk Editor only when you are comfortable editing structured field data. Removing an object can remove a field, adding an object can create a field, and changing field values can update existing fields. Invalid JSON or invalid field settings can prevent the update from saving.
Delete Forms or Fields
Delete fields only when you are sure the field is no longer needed. Deleting a field removes it from the form and can affect records, views, reports, imports, public pages, and merge tags that depend on it.
Delete a form only when the form is not needed anywhere. Gratona may block deletion when records depend on that form, such as donors on a donor form or recipients connected to a recipient form.