Creating and managing an application form

You can get people into VO (virtual organization) by registering with an application (registration) form.
Firstly, the VO/group manager creates this form and later distributes it to potential members of a particular VO.
The VO/group manager gets an invitation URL link at system group “members”.
Path: - Access management - Organization - Members - Copy invitation link.

Registration forms are displayed to users by an application called Registrar. The user who wants to register must get a link either by "invitation notification" defined in a VO or Group, or it must be provided by the VO/Group manager in some other way.

Firstly, a person must be a member of the VO to have an approved application in the group.
Both applications can be submitted at the same time.

Application types

All modifications described here are in the Application form section below your VO. There are two types of application form: initial and for extension. Both can be customized in one IAM under Settings button (don't confuse with the settings tab) according to needs of VO/group manager.

Initial application serves to first contact with VO/group
Extension serves to extend your already existing account in VO/group.

There are two ways of approval style:

Manual - when user submits his application form, email notification to administrator is sent, admin can accept or reject in IAM, it is default option
Automatic - when user submits his application form, application is accepted automatically

Attributes’ settings in VO

open your VO - >attributes tab
attribute 1460 = URL of the application form
attribute 1500 = contact email
attribute 1540 (expiration)= membership expiration rules - period (e.g. 2.2.) , grace period (e.g. 2 months)- is a protection period, within the grace period user can submit an extension application before it expires
attribute “reply to” - email contact for receiving notifications (usually VO manager)

Creating a form

As VO or group manager, select your VO/group and in the left menu click on Application form (in the list of advanced settings). Click on Create.

There are two ways to fill a form with content.

Copy it. Button Copy from VO... serves to copy application form from other VOs to what you have an access. Do not forget to edit copied form before you actually use it. :)
Do it on your own. Fill form by items creating them one by one.

Creating an item in a form

Button Add serves to add new item to the form. First you need to fill these pieces of information:

Short name is compulsory attribute to identify the item (e.g. header, name, email…)
Type serves to select one of the several types of item from drop down menu (e.g. header, input text field, ..).
Insert after is to specify the place after which is new item inserted

After clicking on Create button, menu with more options appears:

Display on application - item will be displayed on initial form, extension or both (tick what you want)
User action : required - when checked, item is required to fill

Other tabs are the language ones. For each item and each language fields:

Label: is used instead of short name of attribute
Help: help for each item
Error: plain text of error, which appear when item is required but not filled, or does not match with regular expression. It should solve as information for user what is wrong.

Click on the Save to save an item.

To see the application preview, use Preview button. All changes are only temporary, to save whole form, press Save.

Please note: If you close form without saving, the all changes made in form are lost

How to delete, edit and order items

Item is deleted by the rubbish bin icon placed in the line with item definition. Before you delete an item, consider a possibility simply just to hide an item from both types of form (initial and extension).

Order of items are defined in the overview of all items. Order can be changed by buttons with arrows. Pencil icon in the item line enables to edit of all available parameters, editing is confirmed by button OK. All changes are saved after button Save is pressed

Item types

Input text field

Free short text (max. 512 characters).

WARNING: If a member want to fill a phone number, the number must begin with +.

Input text multi-line field

Free long text (max. 1024 characters).

Single value selection from list

PullDown menu, user can only select one from the answers.

Single value selection with opt. custom value

PullDown menu with option “- other value -” to enable inserting other value (as textfield) by user.

Checkbox

Input element of type checkbox is rendered by default as square boxes that can be checked.

Input text field for username/password

Editable fields, but when USERNAME is prefilled, it can not be changed and field PASSWORD is hidden. The relationship between both items is created by value of parameter Perun destination attribute or federation attribute (but just when filled with data from federation). Attribute name is connected with login in namespace or parameter name from federation, e.g. urn:perun:user:attribute-def:def:login-namespace:einfra or krbPrincipalName.

Different logins for different namespace are allowed, but it is necessary to keep a relationship via parameter and order of items. If login is empty in the form and it is typed by user, dynamic control of login availability check it.

Input text field for email

Editable field to set an email to verification. All notifications are sent to this email. When is filled value same as the verified one, email is consider verified.

Custom submit button

Submit button in the form. Label sets text in the button.

Submit button with auto-submit

If input in a form is valid, it's automatically submitted without user interaction.

Custom HTML text

Any HTML-formatted text, e.g. general instructions for application form. Content is saved into parameter label depending on language.

Header

Custom text displayed as heading.

Selection of timezone

Selection box pre-filled with available timezones like: Europe/Prague.

Hidden input text pre-filled from external source

Hidden text field containing values taken from federation, hidden for user but visible for VO manager. It serves to save data taken from federation.

Input text pre-filled from external source

Uneditable text field containing values taken from federation.

Configuration

Common parameters are:

Required - Item is required and user must fill it. Asterisk after item's name marks the item in the form.

Regular expression - If filled, item value is checked with regexp in field.

Federation attribute - Connection of item to data from federation. Item is pre-filled if data from federation is available. Allowed values are:

displayName (displayed name),
cn (common name),
mail (email address),
o (organisation),
loa (level of assurance),
eppn (mail?),
givenName (given name),
sn (surname).

Destination attribute - Relation to attribute in Perun system. Value submitted by user is saved to the particular attribute and pre-fills items in application. Only attributes for entities user and member can be saved and pre-filled.