Note: Minimum Operating System Versions

The Captello app requires at least iOS 14 or Android 10.

Creating a Capture Form Template

Templates significantly simplify the creation of new event forms. They ensure a consistent experience across all events while reducing human error from event coordinators who may not be as familiar with the process. Accessing these templates streamlines event management, promoting efficiency and uniformity.

To create a template, follow the steps below:

Navigate to Events > Capture.
Navigate to the template tab.
Click ‘New’.

Then fill out your template information:

Name – Name of your Template.
Save to – save the event to a folder
Description – An area to provide a detailed overview of the event.
Labels – custom labels for segmenting reports
Template owner – Assign the owner of the template. The user who created the template will be the owner by default.
User Access – Users and groups invited to the event.

Note: All people added to this field will have access to all events created from this template.

Event attributes – Choose your event attribute, whether it is Business Line or Industry.

To add fields to your form, simply click on a field or drag and drop it onto your form.

Once you have added all the desired fields, click Save.

Adding Documents to Send to Your Leads

Use this feature to share documents or e-literature during your event easily. You have two options:

Preview and share documents outside the form.
Select documents during form submission to include in follow-up emails.

These documents are uploaded to the system and organized into Document Groups. You can include one or more Document Groups in your event lead capture form, simplifying the distribution and access to information.

Here is how to upload documents to your document group:

Access the documents field settings by clicking on Document element > Click on the plus icon.

Then click on the plus icon to upload your documents.

Click on Add Files to upload your document or you can drag the file and drop it

Add the uploaded documents by clicking on the plus icon, entering a name for your document group, and clicking Save.

You can email the prospect their selected document using a Doc request action.

Here is how to set up the document email:

Navigate to Content > Emails

Click on New
Enter your email details.

For an easy email-building experience, choose Start with a Template.

Select a layout, I am using a ‘1 column’ layout for simplicity.

Click on the body of the email to modify the text. You can also add a message to the recipient prospect.

Add a text block by clicking on the Text element and insert the document field into it to avoid accidentally editing the code.

Now, insert the document field containing the selected documents into the email by clicking on the 'Fields' tab.

From 'Category', choose 'Last Submission Data', and from 'Field', select 'All Documents', then click 'Insert'.

The field will appear in the email along with the default message, 'Here are the docs you requested:'. Feel free to change the default message to whatever you prefer!

Your document email is now ready. Click 'Exit'. The next step is to set it up in your template.

Here is how to Set up the document request fulfillment action on the capture form template:

Navigate to Events > Capture > Templates.
Click on your template.
Click on the settings gear from the top right and click on 'Actions (Doc Request)'.

Select the action to ‘send email’ action then select the email you created from the 'Select Email' dropdown.

Click Save.

Now your document email is set up successfully, and the prospect will receive the selected documents via the email.

Creating a New 365 Capture Form Using a Template

Here is how to create a capture form using a template:

Navigate to Events > Capture > Click on ‘New’ tab.

Fill out your capture form information.

Name: Name of your Event.
Template: Create an Event using a Template.
Save to: Save event to a folder.
Campaign: Add event to Campaign for ROI tracking purposes.
Description: Internal description of event.
Campaign Date: Start and end date of campaign used for reporting.
Event Owner: User in charge of managing event.
Event Address: Physical location of the event using Google Maps.
Registration List: Attach a list of attendees.
Labels: Custom labels for segmenting reports.

Once you have entered the form information and selected the template.

Click ‘Continue’.

The Capture form builder will show up. You can add additional fields as needed and set up fulfillment actions as well.

Fulfillment Actions

Fulfillment actions are one-step, instant automatic actions performed as soon as a form submission is received. For example, you might:

Add a tag with the event's name to the prospect profile
Send the prospect to a deeper nurture automation
Send the prospect an email

Here's how to add a fulfillment action: click on the gear icon at the top right corner.

Actions (Doc Request) - This action will trigger when the form is submitted with selected Documents.
Actions (Fields) - This action will trigger based on the value of a given form field.
Actions (On Input) - This action will trigger when a condition is met based on values of given form fields. Click here for more details.
Actions (Orders) - This action will trigger when an order is created, updated, assigned, completed, canceled, released, or reopened.
Actions (Rating) - This action will trigger when the form is submitted with some Rating selected.
Actions (Submission - Existing Prospect) - This action will trigger form submission when the submitted lead exists on OneFocus.
Actions (Submission - New Prospect) - This action will trigger form submission when the submitted lead does not exist on OneFocus.
Actions (Submission) - This action will trigger on every form submission.

Select the action from the ‘Select Action’ drop-down menu, such as:

Send email
Send alert: to alert yourself or a user about a submission.
Add to list
Send to workflow: to send a lead to an automation.

Editing Submissions

You can edit any of the submissions made previously to update information or add missing information.

Here is how to edit submission data:

Navigate to Events > Capture
Locate the appropriate Event
Click on the number of captured submissions in the Submissions section.

You should now be on the overview page showing all your submissions. Hover over any submission to see options to Delete, Preview or Edit.

Selecting Preview or Edit will show your form with the submission data filled in. Once you are done editing, click on the 'Update' button to save the changes.

Syncing leads to CRMs

To sync leads to a 3rd party CRM, follow our guides below:

Exporting Data:

To export data you need to:

Navigate to Events > Capture.
Locate the appropriate Event.
Click on the drop-down > Select Export.

You can select one of the options below to export your data:

To directly export the submissions you have made, select the ‘Submissions’ option.

Other options are used for more sophisticated reporting, explained below:

Propsects: Lets you choose prospect fields to export, this will include data about the prospect that isn’t necessarily captured in submissions, but could’ve been added to the prospect profile from other sources.

Event Metadata: Does not include submissions or prospect data. It just includes the event name, date, location, owner, user capturing the data, and labels.

All Event Data: Includes submissions and metadata.

Everything: Includes all of the above.

Once you have selected the type of data to export:

Click the "Spreadsheet" button in the export menu.
If you have chosen to export ‘Prospects’ or ‘Everything’, you will be prompted to select the fields you'd like to export by either clicking the plus icon or by dragging and dropping fields into the "Include" column.

Click ‘Export’ and your spreadsheet will start downloading!

Dashboard

The Dashboard presents essential metrics from your events, allowing you to monitor and analyze performance. Here, you can:

See the number of submissions.
Access data on how prospects were captured.
View your return on investment (ROI).

Here is how to access the dashboard:

Click the Dashboard tab in the main menu. Then

click on the drop-down and select 365.

Click on All Events drop-down to select your event capture form.