Formidable Forms Registration Redistribution

# Project Requirements: Formidable Forms Registration Redistribution ## 1. Project Overview We need a solution built on our existing WordPress site (weareexpecting.ca) that intercepts registration form submissions collected via **Formidable Forms**, filters them by province, and re-distributes them by email between two recipient addresses. Each email must be a clean, single-column, HTML-formatted summary of the form fields. Additionally, every qualifying submission must be tagged with an "Industry" value inside Formidable Forms itself. This document defines the required functionality. The consultant should propose their preferred technical implementation (e.g., Formidable Forms native actions/add-ons, custom PHP hook, or a lightweight plugin) as part of their proposal. ## 2. Background / Current State - Site: weareexpecting.ca (WordPress) - Form plugin: Formidable Forms - Registration forms are currently submitted through Formidable Forms on this site. - We need submissions **filtered to Manitoba and Ontario only** — submissions from other provinces should NOT trigger the redistribution workflow described below (existing form behavior for other provinces should be left untouched unless otherwise agreed). ## 3. Functional Requirements ### 3.1 Province Filtering - Only process submissions where the province field value is **Manitoba (MB)** or **Ontario (ON)**. - Submissions from any other province must be excluded from this workflow entirely (no redistribution email, no Industry tag applied under this workflow). - Consultant to confirm which form field holds the province value and how province values are stored (full name, abbreviation, dropdown option key, etc.). ### 3.2 Email Redistribution (Round-Robin) - Two recipient email addresses will be provided (Email A and Email B). - Qualifying submissions (MB or ON only) must be distributed **alternately** between the two addresses on a strict round-robin basis: - 1st qualifying submission → Email A - 2nd qualifying submission → Email B - 3rd qualifying submission → Email A - ...and so on. - The round-robin counter must persist reliably between submissions (i.e., survive page reloads, server restarts, caching, multiple simultaneous submissions) so the alternation doesn't break, skip, or duplicate over time. - Each qualifying submission generates and sends exactly **one** email, to exactly **one** of the two addresses per the round-robin sequence above. ### 3.3 Email Format Requirements - Emails must be sent in **HTML** using an editable template (client must be able to update wording/branding without needing developer help — e.g., editable via a Formidable Forms email action template, a WordPress-editable template file, or similar). - Within the email body, form data must be rendered so that **each form field and its submitted value appear on their own single line**, formatted as: ``` Field Label: Field Value ``` (i.e., field label, followed by a colon, followed by a single space, followed by the value — one field/value pair per line, not comma-separated or tabular.) - All submitted fields on the form should be included unless we specify exclusions during development. - Subject line, header/footer branding, and any static intro/outro text should be editable within the template. ### 3.4 Industry Field / CRM Tagging - This requirement is **independent of the email** — the Industry value does not need to appear in the email itself. - For every qualifying submission (MB or ON), when the entry is received/processed by Formidable Forms, a field/column called **"Industry"** must be populated with the fixed value **"Insurance"** and saved as part of that entry's data inside Formidable Forms (visible in the Formidable Forms entries view/export, e.g., CSV export or entries table). - If "Industry" is not currently a field on the form, the consultant should add it as a hidden/system field (not visible to the person filling out the form) that gets auto-populated on submission, or propose an equivalent approach that stores this value against the Formidable Forms entry. ## 4. Non-Functional / Technical Requirements - Solution must work reliably within our existing WordPress + Formidable Forms environment without breaking existing form functionality for non-MB/ON submissions. - No sensitive data should be logged or exposed insecurely (registration forms likely contain personal information — consultant should follow standard data-handling best practices). - Solution should be resilient to typical WordPress events (plugin updates, cache clearing, traffic spikes) without losing the round-robin sequence or dropping submissions. - Preferably implemented using Formidable Forms' built-in hooks/actions and/or well-supported add-ons rather than a fully custom parallel system, to ease future maintenance — but consultant may propose alternatives with justification. ## 5. Deliverables - Fully working, tested implementation on the live (or staging, then deployed) weareexpecting.ca WordPress site. - Editable HTML email template(s) for the two distribution emails. - Brief written documentation covering: - How the province filter works and how to adjust it (e.g., add/remove provinces in future) - How the round-robin logic works and how to change/reset it - How to edit the email template - How the Industry field was implemented and how to view/export it from Formidable Forms - Confirmation of testing performed (e.g., test submissions for MB, ON, and a non-qualifying province, verifying correct email routing and Industry tagging). ## 6. Acceptance Criteria - [ ] Submitting a test registration with province = Manitoba sends one correctly formatted HTML email to the appropriate address per round-robin order. - [ ] Submitting a test registration with province = Ontario sends one correctly formatted HTML email to the appropriate address per round-robin order. - [ ] Submitting a test registration with any other province sends **no** redistribution email and does **not** apply the Industry tag under this workflow. - [ ] Round-robin alternation is verified correct across at least 4 consecutive qualifying submissions (A, B, A, B). - [ ] Each field/value pair in the email appears on its own line as `Field Label: Value`. - [ ] Email template can be edited by client staff (non-developer) without breaking functionality. - [ ] Every qualifying Formidable Forms entry shows Industry = "Insurance" in the entries view/export. ## 7. Open Items for Consultant to Address in Proposal - Preferred technical approach (native Formidable Forms actions vs. custom code/hook vs. plugin) and why. - How the round-robin counter will be stored/persisted. - Confirmation of the exact form field(s) used to determine province. - Estimated timeline and cost. - Any Formidable Forms add-ons (e.g., Formidable Forms Views, add-on email routing tools) that would need to be purchased separately, if any. ## 8. Access We Will Provide - WordPress admin access (or staging site) with Formidable Forms installed. - Existing form structure/field list for the registration form(s) in question. - The two recipient email addresses for distribution.