Why Use the "Map Form Fields to Database Fields" Feature in Vome?

Why Use the "Map Form Fields to Database Fields" Feature in Vome?

Why Use the "Map Form Fields to Database Fields" Feature in Vome?

Overview

Vome’s "Map Form Fields to Database Fields" feature ensures that responses to custom form questions and attachments are automatically linked to a volunteer’s profile. Without this mapping, responses remain only within individual form submissions and do not sync with the main database.


1. What Happens Without Mapping?

  • Responses to custom questions stay only in the form submission table or individual submission view and do not update the volunteer’s profile.
  • Attachments (e.g., certifications, ID documents) are stored in the form but are not linked to the volunteer's profile for easy access.
  • Admins must manually transfer form responses into the database for each volunteer, increasing administrative workload.

2. Benefits of Mapping Form Fields to Database Fields

A. Automated Data Syncing

  • When a volunteer submits a form, mapped responses automatically update their profile, eliminating manual data entry.

B. Enhanced Volunteer Profiles

  • Keep volunteer records up to date with critical details such as qualifications, preferences, and required documents.

C. Easy Data Access & Reporting

  • Mapped responses can be quickly accessed in the volunteer database and included in reports.
  • Example: If a volunteer submits their CPR certification via a form, mapping it ensures that it’s automatically stored in their profile under "Certifications."

D. Streamlined Compliance & Verification

  • Organizations requiring specific documents (e.g., background checks, licenses) can automatically track and verify compliance within the volunteer database.

3. How to Map Form Fields to Database Fields

  1. Create or Edit a Form in Vome.
  2. Add Custom Questions or Attachment Fields as needed.
  3. Turn on “Map form field to database field.”
  4. Add a database field title. It doesn't need to be the same string of text as your question.

4. Best Practices for Mapping Fields

Map important fields such as skills, availability, and certifications to keep profiles updated.

Use clear field labels to ensure accurate data syncing.
Regularly review mappings to ensure they align with current organizational needs.
Test the form by submitting a response and verifying that the profile updates correctly.

Conclusion

The "Map Form Fields to Database Fields" feature is essential for maintaining up-to-date volunteer records, reducing manual work, and improving reporting. By mapping key responses to the volunteer database, organizations can efficiently manage and access volunteer information whenever needed.

For further assistance, contact Vome Support or visit our Help Center.

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