Building Forms on B-Portal

The Forms feature in your portal gives you control over the registration and agreement documents that your users encounter from the fields users fill in during sign-up, to the legal agreements they must accept before gaining access. 

This feature exists so that each portal can be independently configured to meet its own business requirements, without affecting other portals or the underlying platform defaults.

This article will cover the following topics: 

1. Pre-Requisites

2. Main Content

2.1 Understanding the Forms Page

2.1.2 Two Types of Forms

2.1.3 Data Inheritance and Portal Isolation

2.2 Editing the Registration Form

2.2.1 Editing the Form Title

2.2.2 Preset Fields

2.2.3 Adding New Fields

2.2.4 Setting Conditions on Fields

2.2.5 Reordering Fields

2.3 Editing the Terms and Conditions

2.4 Working with User Agreements

2.4.1 Creating a User Agreement

2.4.2 Understanding Agreement List on the Forms Page

2.4.3 Deleting a User Agreement

2.5 Managing Agreement Versions

2.5.1 Editing a User Agreement Title

2.5.3 Version Table Columns

2.5.4 Adding a New Version

2.5.5 The Three-Dot Menu

2.5.6 Activating a Version

2.5.7 Updating Version Details

2.5.8 Deleting a Version

3. Troubleshooting

1. Pre-Requisites

Before working with the Forms feature, the following areas of the platform must be correctly configured. Errors or missing configuration in these areas will directly affect what appears on your Forms page.

2. Main Content

2.1 Understanding the Forms Page

2.1.1 Page Location

1. Click Settings on the top menu bar
   
    
2. Then, click Forms on the left menu bar
   

2.1.2 Two Types of Forms

When you arrive at the Forms page, you will see two distinct sections:

2.1.3 Data Inheritance and Portal Isolation

Understanding how data flows between Bakuun and your portal is important for avoiding confusion about why certain changes do or do not appear.

• Default forms are copied once at the time your portal is created. After that moment, they become independent.
• Any changes made by Bakuun Admin to their default templates will not override your portal's configuration.

2.2 Editing the Registration Form

2.2.1 Editing the Form Title

1. Click Edit Icon on the Form Title
   
    
2. Enter your desired title. The maximum length is 60 characters
    
3. Save your changes.

2.2.2 Preset Fields

The following fields are pre-populated from the Bakuun System and will always be present in the Registration Form. They cannot be deleted or disabled, and they remain required at all times.

Important: All preset fields are fixed in position and cannot be reordered they do not have order arrows. Email and Password fields have additional protections: they cannot be deleted, disabled, or made optional. Attempting to do so is not permitted by the system.

2.2.3 Adding New Fields

1. Click + Add Field to open the field creation interface.
   
    
2. Configure the new field as required.
    
3. Save your changes to persist the new field order and configuration.

2.2.4 Setting Conditions on Fields

Conditions allow you to show or hide fields based on a user's input in another field, which is useful for tailoring the registration experience to different user types or geographies. This is available for fields of the following types: Country, Dropdown, MultiDropdown, and Radio. 

1. Click the Gear Icon on an eligible field to open the conditions sidebar.
   

    

2. Configure the conditional logic as required.
   
    
3. Save your changes.

2.2.5 Reordering Fields

Fields that support reordering can be dragged into a new sequence. Note that the preset fields listed in Section 3.2.2 do not support reordering.

Once you are satisfied with the order of your non-preset fields, click Save to persist the new arrangement.

2.3 Editing the Terms and Conditions

Clicking Edit Icon on the Terms & Condition row to edit the preset Terms & Conditions.

The editor will display the preset Terms & Conditions content that was initially pulled from Bakuun System, split into Headers and Sections.

Key rules for this editor:

• The Bakuun Terms and Conditions section is always pulled live from Bakuun System settings and cannot be edited at the portal level. It will always reflect Bakuun’s current content for that section.
   
• You may create new sections or edit sections that are not locked by Bakuun System settings.
   
• The Save button is disabled by default. It becomes enabled only when you have made content edits or added a new section with content.

2.4 Working with User Agreements

User Agreements are custom legal documents you create for your portal. Unlike Default Forms, these are created entirely by you and exist solely within your portal.

2.4.1 Creating a User Agreement

1. Under User Agreements, click + Create 
   
    
2. A sidebar menu will open.
   
    
3. Complete the following fields in the sidebar:

4. To add additional sections to the agreement, click the + icon. This will open the section creation view where you can input initial details of your agreement.
   
    
5. If you added a section and wish to remove it before saving, click the Trash icon on that section. The section will be immediately deleted with no confirmation prompt. Any content you had entered in that section will be permanently lost.
   
    
6. Click Create to create the agreement. The sidebar will close, and the new agreement will appear in the User Agreements section of the Forms page.
   

2.4.2 Understanding Agreement List on the Forms Page

Each User Agreement listed on the Forms page will display the following information. This exists to give you a quick view of each agreement you have created, and which are in use. 

2.4.3 Deleting a User Agreement

1. Navigate to the Form list page, and select the Trash icon
   
    
2. Click Delete in the popup to confirm. The agreement will be removed.
   

Important: The Delete Button is only enabled when the agreement's In Use count equals 0. If any version of the agreement is currently assigned to users, you must first deactivate or re-assign those versions before deletion is possible.

2.5 Managing Agreement Versions

Each User Agreement can have multiple versions, allowing you to update content over time while maintaining a history of what users have accepted. The versions table is accessible from the Edit User Agreement page.

Click the Edit icon on an agreement on the Forms page opens the Edit User Agreement page. This will allow you to edit the details of the agreement after you have created it.

2.5.1 Editing a User Agreement Title

1. Click Edit on the Edit User Agreement page. The title field becomes editable.
   
    
2. Make your changes and click Save. The Last Updated timestamp will refresh to reflect the edit.
   

2.5.2 Understanding Version Statuses

Each version has one of three statuses. Understanding these is critical, as they control what actions are available.

2.5.3 Version Table Columns

In Use and To Adopt sidebars also contain filters that would allow you to easily sieve through and locate the accounts of interest.

2.5.4 Adding a New Version

1. On the Edit User Agreement page, click + Add Version Button. A popup will open.
   
    
2. Fill in both fields:
   

The Add Version button at the bottom of the popup is disabled by default. It becomes enabled once you have entered text in both fields.

3. Once you’re done, click Add Version. The new version will be added to the top of the versions table with a status of Draft.

2.5.5 The Three-Dot Menu 

At the end of each version row, a three-dot menu will be clickable. Clicking on the three-dots will reveal different options depending on each of the version's status and usage counts. 

There are three possible menus:

2.5.6 Activating a Version

Activation applies to versions with a status of Draft or Deprecated. Activating a version makes it the live agreement that users are presented with.

1. Open the three-dot menu on the version you wish to activate.
   
2. Select the Activate option. A confirmation popup will appear.
   
    
3. Click Confirm. The following changes will occur simultaneously:
   • The selected version's status changes to Active 
   • The previously Active version's status changes to Deprecated

Important — what happens to existing acceptance records:

• Users who previously accepted an older version remain counted under that version. Their "In Use" count for that version does not change.
   
• Users who have not yet accepted any version are moved into the To Adopt count of the newly activated version.

2.5.7 Updating Version Details 

1. Open the three-dot menu on the version you wish to edit.
   
    
2. Select the Update Details option. A sidebar will open with the current version content for the necessary edits to be done.
   
    
3. Make your edits, then click Save. The sidebar closes, and the Last Updated timestamp for that versionwill refresh.
   
   Note: Editing a version's content does not change its status. A Draft version remains Draft, and an Active version remains Active.

2.5.8 Deleting a Version

Deletion is only available under specific conditions. The Delete option only appears when:

• The version status is Draft or Deprecated, AND
• Both In Use and To Adopt counts equal 0

Active versions cannot be deleted.

1. Open the three-dot menu on the eligible version.
   
2. Select Delete. A confirmation popup will appear.
   
    
3. Click Delete to confirm. The version is permanently removed.
   

4. Troubleshooting