Gateway Form Creation

The gateway form links a Participant to the correct interview, enabling us to match their interview responses with their Participant record.

Purpose

Fillout includes features such as the ability to pre-fetch information from a Participant record.

The Send Interview Invitations to Mailing List Zap includes an invitation link like the following:

https://forms.hsb.online/amplify?interview_id=DB-HUM-001-004&first_name=Dave&last_name=Bayless&email=[e-mail]

Here's a breakdown of the components of the invitation link:

Component	Required	Description
https://forms.hsb.online/amplify	Yes	This is the Base Fillout Link.
interview_id	Yes	This identifies the VideoAsk associated with the interview.
first_name=Dave&last_name=Bayless&email=[e-mail]	No	This is the invitee's contact information, which is used to pre-fill the corresponding fields on the Fillout gateway form.

The Fillout form incorporates a pre-fetch step that retrieves the contents of the Interview record in the Virtual Interviews SmartSuite solution corresponding to the interview_id, including the Base VideoAsk Link. Upon submission, the Fillout form does two things:

• It creates a record in the Participants table of the Virtual Interviews solution.

• It redirects the user to a dynamically generated link such as the following:

https://www.videoask.com/fo4wqwho1?first_name=Dave&participant_id=5111268b-5d58-4d3f-b3aa-35cb340be0bf

Here's a breakdown of the components of the redirect link:

Component	Description
https://www.videoask.com/fo4wqwho1	The URL of the VideoAsk associated with the interview_id.
first_name=Dave	The Participant's first name, which is used to personalized the VideoAsk welcome message.
participant_id=5111268b-5d58-4d3f-b3aa-35cb340be0bf	This is the submission ID assigned by Fillout, which is used as the unique identifier of the record previously created in the Participants table.

The VideoAsk triggers the Add Interview Transcript to Participant Record Zap, which uses the participant_id to look up the Participant record, which is updated with the Interview Transcript.

Procedures

The Coordinator is responsible for creating gateway forms. Typically, there is one gateway form per organization.

1

Log in to Fillout

Click here to access Fillout, a sophisticated form builder with integrations with SmartSuite, Zapier, and many other applications.

2

Duplicate an Existing Gateway Form

• Go to the Home page.

• Hover over the tile for an existing gateway form.

• Click the kebab icon.

• Select Duplicate

• Give the copy a descriptive name (e.g., "[Organization Name] Gateway Form").

• Click Duplicate.

• Click Open form.

3

Duplicate and Customize the Theme

• Click the Theme button.

• Click the kebab icon to the right of the theme's name in the left navigation bar.

• Select Duplicate.

• Name the theme (e.g., "[Organization Name]").

• Select the Primary color.

• Change image (512 x 720 pixels).

4

Check the Redirect URL

Upon submitting the gateway form, the user is redirected to the VideoAsk interview associated with the interview_id value.

• Select the Ending tab at the bottom of the Edit page.

• The Redirect URL field should be set to the Base VideoAsk Link from the form pre-fetch. This will be dynamically inserted into the redirect URL when the user submits the form.

• Check the Redirect link parameters:

  • first_name >> First name (from the form input)

  • participant_id >> Submission ID (a unique identifier created by Fillout).

5

Review Integration Settings

• Select the Integrate tab.

• Select the SmartSuite connection.

• Review the Pre-fetch records settings. This will retrieve the appropriate interview record from SmartSuite when the user instantiates the Fillout gateway form.

  • Solution: Virtual Interviews

  • App: Interviews

  • Filter by: Interview ID equals interview_id

• Review field Mappings. Data from Fillout is automatically mapped to a Participant record in SmartSuite.

6

Check URL Parameters

• Click the Settings tab.

• Select the URL parameters link.

• Make sure the following parameters are added to the form:

  • interview_id (essential)

  • first_name

  • last_name

  • email

7

Publish the Form

• Click the Publish button.

• Click Customize link.

• Create a user-friendly ending for the link (e.g., "[organization name]").

• Click Set custom ending.

8

Update the Interview Record

• Click the Share button.

• Copy the Form link.

• Log in to SmartSuite.

• Select the Virtual Interviews solution.

• Click the Interviews table.

• Add the link to the Base Fillout Link field in the relevant interview records. In most cases, interviews related to the same organization will use a single Fillout gateway form.