Custom field forms is a valuable tool used to collect the important information needed for your website's product purchases.
Maybe you want to run award nominations through the Ecommerce module and be able to collect the nominee's name. Perhaps you're selling room rentals in your office and want to know the date the rental is needed and which room. Or even more simply, maybe you're selling association gear and want to know what size t-shirt someone needs.
Custom fields make all of that possible and they're simple to set up on products!
Quick Jumps:
First, Create Your Custom Fields
To start, first want create a custom field for the information to be collected. If the field already exists, skip this step and read on. The key is to ensure that the custom field is set to be visible within the Ecommerce section.
Adding Custom Fields to Products
On each product page (Ecommerce > Products > select desired product), there is a "Custom Fields" tab where to add custom fields to the order form.
Just like event tickets, drag & drop the needed custom field from the list on the left into the form on the right.
Check the box for Show on Transaction for the custom field to be visible on the product purchase transaction.
Important Note: Products with custom fields cannot be configured as membership or event add-ons.
Select Form Fields Setting
When adding custom fields to a product, there's also a setting to:
Require users to add the product one at a time to their cart to can collect one form per quantity.
Example: Awards Nominations - each nomination needs its own set of custom field values. When this setting is used, the quantity box is not displayed - the user will fill out the custom fields and click "Add to Cart." From there, they can opt to order the same product again, if they'd like, and follow the same steps.
-OR-
Only ask users to fill in the custom fields one time, regardless of the quantity being ordered.
Example: Custom Team T-Shirts - 4 shirts might be ordered, but you may only want to ask the team name once.
No matter which setting is applied, after a user adds a product to the cart they will see a pop-up with the following options:
Add Another [product name]
Continue Shopping
View Cart
Orders From The Frontend
Once custom fields are configured on a product, users will be able to purchase the product and are prompted to fill out added custom fields.
The fields will be displayed on the frontend product page near the "Add to Cart" button. If any fields are required, the user will have to fill them out before they can add to the cart.
Once users add the product to the cart, the custom field information will be displayed and user can review/edit the information before submitting the order.
If any changes are made to the custom field values and the user navigates away from their cart, the changes will be saved so they won't have to re-enter the information.
The user can also remove the product from their cart by clicking the trash symbol next to the price.
Orders From The Backend/Admin
When adding a new order on the backend, admins will also be prompted to enter the custom field information. If something is required, admins have the ability to leave it blank, but the system will ask for confirmation to leave blank.
Custom Fields in Product Purchase Emails & Invoices
The custom field values will also appear in the emails listed below so everyone can stay in the loop on what information was submitted with the order.
Order Confirmation email - sent to the purchaser
New Order Notification email - sent to the association (This email address is setup under Association Settings > Ecommerce)
Order Fulfilled email - sent to the purchaser when the admin changes the order status to "Fulfilled" unless otherwise selected to not send
Product custom fields will be visible on invoices in the description section as a product line item.
Example 1: Admin view on the backend
Example 2: Users view of their invoice
View Collected Custom Field Values
Once the custom information has been collected, the data can be reviewed providing a full picture of what the order contains.
There are a few places to find this on the backend depending on your needs:
Details tab of the Order
2. Purchases tab of the Product using List Views
List views are under the gear icon on the Purchases tab and allow columns to the list view.
This is great for a quick view and also for downloading to excel.
This doesn't have to be "turned on" in the custom field setup - it's automatically available as a column view, based on which custom fields are being used for the product.
Under the gear icon on the Purchases tab, you can add columns to the list view.
This is great for a quick view and also for downloading to excel.
This doesn't have to be "turned on" in the custom field setup - it's automatically available as a column view, based on which custom fields are being used for the product.