Entity Organization Feature
Overview of the Entity/ Organization Feature
ClearForm’s Entity/Organization feature is designed to connect each submission to a specific entity or organization.
The Entity/ Organization feature is also a good choice if you have a list of reference data that you would like to consistently reference in Forms.
Each Team in ClearForms can customize an unlimited number of Entities. The system default name for an entity is Untitled Entity, but this can be re-named and the new name will appear throughout the system for admins and applicants.
Setting up Entity fields for the first time
How to customize the group of fields associated with each Entity
Here's how to set it up:
- Select Create New Entity.
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Customize the Entity name. Some examples are: Business, Parcel or Employee Data. We recommend using what works best for your information.
- Pro Tip: The new name should make sense as a plural with the letter S added to the end.
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Name entity fields and decide which information you want to include for each entity. For example, a Business might have the Entity fields include Business Location, Contact Name, and Business Phone.
- Note: the first field (Name) can't be edited. This is what your applicants will use to search for their entity in the form.
- Select +Add Field to add another entity field.
- For each field in your Entity data, you'll decide whether applicants can View and/or Suggest Edits on each field. You'll always control whether or not those edits are accepted.
How to get data into your Entity list
Once you've got your fields set, there are two options as to how your Entity "list" will get populated.
- You can have applicants add in their information the first time they apply for a permit or license (when you add the field type to your forms, be sure to turn on Allow Applicants to Create New Businesses. In that case, you're done!
- However, if you already have a reference list (for example a spreadsheet of all your existing licensed businesses, current employees, or land parcels) the ClearForms team can upload this data into the system for you. Just get in touch via our online chat or email and we'll help you get the data into your Team.
Viewing your Entity Data in the Directory
ClearForms is organized around Teams, and each team has a Directory associated with it. Your directory is automatically generated by the ClearForms system and you can view all your Entity/ Organization data there.
The Directory link at the top right of your Dashboard opens the People tab. There you'll see a list of all the ClearForms users who have completed applications on forms related to that Team with the amount.
The Organizations tab, (this might be renamed if you've changed the default settings), presents all the Organization data. See the below screenshot for an example.
Note: if you have updated the name of your team's entity, the word Organization will be replaced with its new name.
Selecting an individual organization will present more detail including contact information, data in standard and custom fields specific to your Team, and links to each associated application.
ESRI ArcGIS
With an ESRI ArcGIS subscription and a public Feature Server URL, you are able to import dynamic entities from ArcGIS. Imported entities will reflect changes made in ArcGis into the ClearGov software.
What you Need
In order to integrate ArcGIS with ClearForms you need to provide a Feature Server URL. For additional information on ESRI ArcGis ClearGov integration, check out our training & support article: ESRI ArcGIS Entities
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