Creating Collection Items from Easy Form Submissions

In previous articles we have seen how to create a collection and add items either by importing them or creating them manually. A third option also exists for adding items to a collection, in this case by allowing your community members to contribute by creating collection items directly from their EasyForm submissions. 

All entries will be submitted in a draft status first and must be reviewed and published by a Stacks administrator in order to be added to the collection. These entries will also be captured in a PDF file that will automatically be attached to the collection item. 

Enabling Creating Collection Items from EasyForms

Once a collection has been created, you will need to enabled this feature on the specific EasyForm users/patrons will submit from, as well as map the EasyForm fields to the collection item fields. 

Enabling the Feature

1. From the Dashboard, click the Easy Forms tile
2. Find the form to enable the feature for by
   1. Browsing the list; OR
   2. Searching the forms by the title
3. Once found, under the Operations column, click the drop-down arrow, then click Settings
4. Click the Collection Mapping tab near the top of the screen
5. On the Options sub-tab, click the Enable Collection Mapping box
6. Select Collection, select the collection that the form submissions apply to
7. Click Save when finished

Easy Form to Collection Item Field Mapping

Tip! The instructions here are assuming you are still on the easy form settings tab as described in steps 1 - 3 in the directions above.

1. Click the Mapping sub-tab (from the Settings > Collection Mapping tabs)
2. For each Collection Item field, select the EasyForm question(s) that should be mapped to the collection item field
   1. To select multiple EasyForm fields press and hold Command/Ctrl and click the fields
3. Click Save to complete the field mapping

Publishing Collection Items

As mentioned earlier, once a user has completed an EasyFrom submission the collection item will be available for a Stacks administrator to review and publish to make it available within the collection.

Email notifications can be enabled to alert the administrator about new submissions, for more information on EasyForm email notifications please see the article EasyForm Settings - Emails/Handlers.

To publish a collection item:

1. From the Dashboard, click the Collections tile
2. Find the collection which contains the item to be published by
   1. Browsing the list; OR
   2. Searching the collection by title
3. Once found, under the Operations column, click the drop-down arrow, then click List Collection Items
4. Find the collection item by
   1. Browse the list; OR
   2. Search the collection item by title
5. Once found, under the Operations column, click Edit
6. Review the submission and make any changes if necessary
   1. Change to, change the item's status to Published
7. Click Save when finished