User Guide. Form Builder 2.0 for Jenzabar EX

Transcription

1 User Guide Form Builder 2.0 for Jenzabar EX October 2010

2 2010, Jenzabar, Inc. 101 Huntington Ave., Suite 2205 Boston, MA This document is confidential and contains proprietary information. The use of this document is subject to the license agreement that governs usage of the associated software. No part of this document may be photocopied, reproduced, stored in a retrieval system, transmitted in any form or by any means, or translated into another language without the prior written consent of Jenzabar, Inc. This document may contain errors, omissions, or typographical errors and does not represent any commitment or guarantee by Jenzabar. The information herein is subject to change with or without notice. Jenzabar disclaims any liability from the use of information herein. Please refer to the most current product release notes for updated information. All rights reserved. Trademarks and Attributions 2009 Jenzabar, Inc. All rights reserved. Jenzabar is a registered trademark of Jenzabar, Inc. Jenzabar's Internet Campus Solution, ERA, and the Jenzabar logo are trademarks of Jenzabar, Inc. All other trademarks not owned by Jenzabar are used for identification purposes and are trademarks of their respective owners. Revision Date Comments Revision History i

3 Table of Contents Overview... 1 Creating and Maintaining Forms...1 Storage and Activation of Forms...2 Data Mapping...4 Hidden Data and Custom Data...4 Question Types...5 Other Key Terms...8 Form Submission Review Process...9 Managing Mapping Tables and Columns in EX Key Concepts...10 Physical Mapping Tables vs. Logical Mapping Tables...10 Mapping Column Configurations...11 Maximum Mapping Rows...13 Modifying a Mapping Table s Properties...13 Allowing (or Disallowing) a Column to Pre-populate a Response Field...13 Allowing Blank Responses to Override (or not Override) a Database Value...14 Making a Column Available (or Unavailable) for Mapping...15 Making a Column Required (or Not Required)...16 Adding, Modifying, or Deleting the Default Value for a Column...17 Working with Custom Tables...18 Making a Custom Table Available for Mapping...18 Making a Custom Table Unavailable...21 Creating and Modifying Forms Creating a Form...23 Importing Content from an Existing Form...24 Importing a Section or Questions in a Section...25 Importing Questions or Headers...27 Defining a Form's Settings...30 Edit Basic Form Settings...31 Set Up Payment Options...33 Create and Use Waiver Codes...34 Set Up Completion Messages...36 Modifying a Form...38 Validating a Form...38 Previewing and Testing a Form...39 Working with an Introduction Creating an Introduction...41 Importing an Introduction...41 Modifying an Introduction...42 ii

4 Deleting an Introduction...42 Working with Instructions Creating Instructions...44 Importing Instructions...45 Modifying Instructions...45 Deleting Instructions...46 Working with Hidden Data Creating Hidden Data...47 Importing Hidden Data...48 Modifying Hidden Data...48 Deleting Hidden Data...49 Working with Sections Creating a Section...50 Importing a Section...51 Modifying a Section...52 Deleting a Section...52 Working with Questions Creating a Question...53 Text Field Questions...53 Essay Questions...59 Drop-down Menu Questions...62 Multiple Choice Questions...65 File Upload Questions...69 Importing a Question...71 Modifying a Question...72 Deleting a Question...73 Working with Headers Creating a Header...75 Importing a Header...75 Modifying a Header...76 Deleting a Header...76 Reordering and Rearranging Form Content Reordering Sections...78 Reordering Questions and Headers...79 Moving Questions and Headers to a Different Section...80 Working with Data Mappings Defining Data Mappings...82 Mapping: Choose a Table Screen...83 Mapping: Choose a Row Screen...83 iii

5 Mapping: Set up Mapping Screen...84 Working with Question Mappings...87 Mapping a Question...87 Modifying a Question s Mapping...89 Deleting a Question s Mapping...90 Working with Hidden Data Mappings...92 Mapping Hidden Data...93 Modifying a Hidden Data Mapping...94 Deleting a Hidden Data Mapping...96 Working with Custom Data...98 Adding Custom Data...98 Modifying or Deleting Custom Data...99 Clearing the JICS Cache iv

6 Overview Form Builder 2.0 is a tool that allows you to create forms in JICS to use in CRMs Candidate, Advancement Officer, and Student for Jenzabar EX. The Personal Info Update form from the Course Schedules portlet in CRM Student is used as an example throughout this User Guide (Guide). Typically, each portlet that uses Form Builder will have a single form type available, although the Course Schedules portlet uses two different form types. Each form type, also referred to as a submission type, will have a unique set of properties available to it, both from the JICS perspective and the EX perspective. This document describes the Form Builder 2.0 functionality as of JICS Although most of the documented functions are applicable to all versions of Form Builder 2.0, some noted features are only available in certain versions. For example, the Lookup function of the Text Field question type is available starting with JICS 7.2.4, while the File Upload question type is available for the Student Request portlet starting with JICS Creating and Maintaining Forms You design and activate forms that users can then fill out and submit. A prerequisite for all Form Builder form creation and maintenance procedures is that you must first log in to JICS as a user with privileges to Administer and/or Map Data for the forms in a given portlet. See your IT Administrator for information on how to turn on these privileges as well as how to access and/or activate a form through each Form Builder-related portlet. The following is an example of the data that can be included on the Personal Info Update form: Name Preferred name Birth name Permanent address and phone address Emergency address and phone Degree data Ethnicity data 1

7 Overview The sample screen below is a portion of the Personal Info Update form: Storage and Activation of Forms The number and types of forms you build vary depending upon the form type and your institution s needs. Once you create forms, they are stored in the JICS system until they are activated. When you activate a form, you publish it to the portlet so that users can display it, fill it out, and submit it. The Apply Online 2.0 and Student Request portlets allow for multiple forms to be created and to be available for activation at any given time. For example, in the Apply Online 2.0 portlet, you might create an application for prospective undergraduates, a different application for prospective medical school students, etc. Similarly, in the Student Request portlet, you may want to create two forms: one for students to submit a Leave of Absence Request and another to allow students to submit a Change Major Request. The following table details form attributes for each portlet. A sample form is one that is provided with the installation that is maintained by Jenzabar and is therefore not editable. However, the questions on the sample forms can be imported into any customized forms. A default form is one that Jenzabar provides with the installation but is a live form that can be edited as needed. 2

8 Overview Apply Online 2.0 Portlet (CRM Candidate) Multiple forms can be activated at one time Different forms can be activated for different instances of the portlet Forms can be stored for future use Sample form is available for reference Default application form exists Introduction and each section of the form and any instructions for the form are displayed as separate pages Make an Inquiry 2.0 Portlet (CRM Candidate) Only one form can be activated at one time for each portlet instance Different forms can be activated for different instances of the portlet Forms can be stored for future use Sample form is available for reference Default application form exists Introduction and each section of the form and any instructions for the form are displayed as separate pages Course Schedules Portlet (CRM Student) Only one form is available for Personal Info Update and Registration Agreement form types Form is the same for all instances of the portlet Sample forms are available for reference for both the Personal Info Update and Registration Agreement form types Default forms are available for both the Personal Info Update and Registration Agreement form types All information (introduction, each section, and instructions) is displayed on a single page Relationship Management Portlet (CRM Advancement Officer0 Multiple forms can be activated at one time, but only one form is available per data category Forms are the same for all instances of the portlet No sample forms are available Default forms exist for all editable categories All information (introduction, each section, and instructions) is displayed on a single page Student Request Portlet (CRM Student) Multiple forms can be activated at one time Different forms can be activated for different instances of the portlet Forms can be stored for future use Sample forms are available for reference Introduction and each section of the form and any instructions for the form are displayed as separate pages The activation of the Personal Info Update and Registration Agreement forms for a particular student is based upon flags defined in EX for the student indicating if links to the forms should be displayed when the student enters the Course Schedules portlet. 3

9 Overview Data Mapping Within Form Builder, you design data entry forms that include questions that must be edited or completed. If appropriate, you can also map the response fields of those questions to columns within your database. After a user responds to each question and submits the form, the responses and their mapping columns are stored in a holding table for later review. The submission is then processed (either manually or automatically, depending upon the form type), and the responses are stored in the appropriate columns. For the form types that need to be processed manually, the mapping columns help a submission reviewer identify changes between the submitted data and the data currently saved in the database for a given column, enabling the person reviewing the submission to decide which data to save to the database. For the automatically processed form types, the mapping columns are used to automatically insert or update the data in the appropriate tables. While technically it is the response field for a question that is mapped to the column, this process is referred to as mapping a question in this Guide. When you map a question to a form, you are essentially telling the system that it will update or insert a row into the appropriate table each time a completed form is submitted and processed. Therefore, once a question is mapped to a table, that mapping is considered part of a row (sometimes called a complex row ). If you are mapping multiple questions to the same table, you have the option of letting the mappings be inserted/updated as part of a single row, or you can specify that the system insert/update multiple rows in the table. For example, Question A might be associated with Row 1 and Questions B and C might be associated with Row 2. Each form type is set up so that certain EX database tables are automatically available within JICS for mapping. However, if you have custom tables to which you want to map data, you can make those tables available for mapping from within EX. See the Managing Mapping Tables and Columns in EX topic for more information. Hidden Data and Custom Data As part of the mapping process, you can define static data that is stored in the EX database each time a form is processed. There are two types of static data: Hidden data identifies a quality that describes the entire form. For example, hidden data might identify the information as being from an online application instead of a hard-copy application. Custom data typically identifies a quality that describes only one row, or set, of data in the form. For example, if your form is going to insert data into a table that is capable of storing both home and work addresses and the form asks for both home and work address, you can use custom data to identify which set of questions should be associated with the home address code and which set of questions should be associated with the work address code. 4

10 Overview Question Types Form Builder allows you to use five types of questions: A Text Field question is one that you would use for a simple question, such as the user s name or date of birth. Optionally, you can set up this type of question so that the system validates the user s response as being in a specific format; for example, if you wanted the user to enter an e- mail address, you could specify that the response be in a format like name@domain.com. Additionally, a Text Field question can be defined as a Lookup type of question, where the user can search for a particular name and have the corresponding ID be saved to the submission. 5

11 Overview In JICS 7.2.4, the Lookup functionality will only be available to customers who are licensed for CRM Advancement Officer. A future version of JICS will allow all institutions that use Form Builder 2.0 forms to take advantage of the Lookup feature. An Essay question allows you to capture lengthy text responses. A Drop-down Menu question requires that users must select their response from a list. You can set up the drop-down list so that the choices are all hard-coded or so that the choices are determined dynamically. With the dynamic method, the choices might be based on the user s response to a previous question (which would make it a dependent question) or they might simply be pulled from your database. A drop-down list's options might also be dependent upon who the logged-in user is (i.e., a student or advisor) or the ID for whom the data is being saved (for example, when an advancement officer is updating information for a constituent). 6

12 Overview Multiple Choice questions require users to respond in one of two ways: 1. If only one response can be submitted, the response will be submitted via radio buttons. 2. If multiple responses can be submitted, you can allow users to select multiple options using check boxes. With either type, you can set up the question so that the choices are all hard-coded or so that the choices are determined dynamically. With the dynamic method, the choices might be based on the user s response to a previous question (which would make it a dependent question) or they may simply be pulled from your database. The multiple choice options might also be dependent upon who the logged-in user is (i.e., a student or advisor) or the ID for whom the data is being saved (for example, when an advancement officer is updating information for a constituent). File Upload questions allow the submitter to upload one or more files to JICS for later review as well as download any files defined for the question. The question can be defined to display selected template files to the submitter. Additionally, the question can be set up to allow for the submitter to upload a pre-defined number of files. 7

13 Overview The File Upload question type is only available in JICS and later versions. It is also currently only available to the Student Request portlet. Uploaded files are not transferred to the EX database upon submission but must be viewed through the Student Request portlet's reviewing functionality; therefore, you should not map a File Upload question. However, if you do map a File Upload question to a mapping column, the mapping column value will simply be a text string saying, 'See file(s) in JICS interface.' Other Key Terms The following terms are used in the creation of forms: A Category has two different meanings, depending upon which portlet you are viewing. o Apply Online 2.0 and Student Request portlets use categories to group like forms together for display to the user. Permissions can also be set for each category to allow for greater control over which users see which forms. The category name is displayed to users in the JICS roles with permission to view the category, and all activated forms associated with the category are displayed below the category name. o The Relationship Management portlet displays sections of data to the user, and each section is referred to as a data category (or category for short). Editable categories (i.e., those with a green plus icon to allow for new data to be submitted and pencil icons to allow for the editing of existing data) have a corresponding form that has the same name as the category name. A Section is a logical grouping of questions within a form. Every form must have at least one section. Each section can be customized with introductory text and images. A Header is used to group related questions within a section. You may want to use headers on a lengthy section to break up the page visually. An Introduction is text used to preface the main body of a form. The introduction can consist of text, an image, or both. It is displayed as a section that precedes the rest of the form content. Instructions text is used to provide guidance to the user on how to complete the form. Instructions can consist of text, an image, or both. Instructions are displayed as a separate section that comes after the introduction if one exists; otherwise, instructions precede the rest of the form content. The Apply Online 2.0, Make an Inquiry 2.0, and Student Request portlets show each section, the introduction, and any instructions as separate pages. Forms shown in the Course Schedules and Relationship Management portlets display all of the information for the form on a single page. 8

14 Overview Form Submission Review Process When a user submits a form, the data entered on the form is automatically stored in holding tables in the EX database along with the mapping column information for each piece of data. The Registration Agreement and Relationship Management form types are processed automatically and require no additional intervention to get the submitted data into the appropriate EX tables. Submissions for the Apply Online 2.0, Make an Inquiry 2.0, Student Request, and Personal Info Update form types need to be processed manually. During the manual processing, a window is displayed to the person reviewing the submission allowing them to see the submitted information and compare the submitted values to the existing values in the database. The submission reviewer can then choose whether to keep an existing value as is or to save the submitted value to the corresponding mapping column in the database. The Personal Info Update form type has one piece of data that is updated automatically upon submission. Once the student submits their data, the STUDENT_TERM_TABLE is updated for the year and term specified in the submission to indicate that the student has submitted their information. This allows the student to immediately continue with registration through the Course Schedules portlet. There is no data mapping that needs to be done on the Personal Info Update form for this automatic update to occur. 9

15 Managing Mapping Tables and Columns in EX When you create Form Builder 2.0 forms in JICS, you have the ability to map questions within your forms to tables in the EX database. That is, when you design your forms, you will specify exactly how questions should be mapped to the database. Eventually, the data that users enter into their forms will be stored in these tables according to the way you mapped them. By default, Form Builder lists several tables to which you may want to map questions. However, you may want to make modifications to the list of available tables. For example, you may want users to be able to map to a custom table that is not listed within JICS and/or to restrict the availability of a table that by default is made available. Key Concepts Physical Mapping Tables vs. Logical Mapping Tables Physical mapping tables are those tables available for mapping whose mapping columns match one-for-one to the actual EX database table of the same name. For example, NAME_MASTER and BIOGRAPH_MASTER are physical mapping tables. Most of the mapping tables available by default are physical mapping tables, but there are several logical mapping tables defined by default as well. All of the available _UDF tables and any customer-defined tables are physical tables. Logical mapping tables are tables comprised of mapping columns from multiple related tables. Logical mapping tables are necessary when related information needs to be processed together. For example, the TEST_SCORES mapping table is a logical table made up of columns from the TEST_SCORES and TEST_SCORES_DETAIL tables. The test code required for the TEST_SCORES table is also required for the TEST_SCORES_DETAIL table when referring to a single test. Additionally, multiple element scores need to be associated with that same test. Therefore, putting the columns together into a single logical mapping table makes the processing of the data much simpler. 10

16 Managing Mapping Tables and Columns in EX There are currently two logical mapping columns that are associated with physical mapping tables: NAME_MASTER.ORG_NAME_COMPUTED and CANDIDATE.SOURCE. Both of these columns have special processing available to them. The NAME_MASTER.ORG_NAME_COMPUTED column combines the data from the LAST_NAME, FIRST_NAME and MIDDLE_NAME columns to show an organization s name in a single text string rather than showing the data in three separate text strings. This column should only be used when entering or updating an organization's name for the organization's ID Number. Other mapping columns should be used when entering an organization that has an association to the ID Number for whom the data is being submitted. For example, RELATED_PERSON.ORG_NAME should be the mapping column used to indicate the name of an organization related to the ID Number for whom data is being submitted, whereas NAME_MASTER.ORG_NAME_COMPUTED would be used to display the name of an organization whose data is being updated with the submission. The CANDIDATE.SOURCE column is used to indicate that the submitted source value should be put into the first available source column in the CANDIDATE table. If you wish to put the source value into a particular source column, then the desired source column should be specified in the mappings instead. Mapping Column Configurations When you work in EX to manage the availability of tables for mapping, you have the ability to make several choices. You can allow the system to pre-populate response fields in forms with values from the EX database. This option is available for all of the physical mapping tables representing EX model tables, as well as the BIOGRAPH_ETHNIC_RACE logical mapping table. For example, if you have mapped the BIRTH_DTE column from the BIOGRAPH_MASTER table to a question in a form, you may want the system to prepopulate the form with information for the logged in user from that column (if any exists), which eliminates the user having to type in his or her birth date again. This preference is controlled by a field labeled Is Available to Pre-populate on the Manage Mapping Tables window. On the window that submission reviewers use to process data from the submission holding tables, you can allow a blank response in a submission to override a value that may already exist in the EX database (or conversely, you can specify that a blank value cannot override an existing value). Whether this value should be selected depends upon the question. For example, for a question such as Address Line 2, you may prefer to let the blank value override the data currently stored in the database. However, if the user leaves his or her birth date blank, you may prefer that this blank value not override the 11

17 Managing Mapping Tables and Columns in EX value in the database. This preference is controlled by a field labeled Allow Blank to Override DB on the Manage Mapping Tables window. You can restrict the columns available for mapping. A table may be available for mapping, but you do not need to make every column available. You can indicate that specific columns are or are not available to designers of forms. This preference is controlled via the Is Available for Mapping check box on the Review Submission Mapping Details window. You can modify a column to specify that if a question maps to that column, the question will be required. This preference is controlled by the Nullable field on the Review Submission Mapping Details window. If the Nullable check box is selected, the question will not be required. If it is not selected, the question will be required. By default, the Nullable check box is not selected for certain columns in EX model tables. Therefore, you may want to review the setup for each column in the table(s) you are using and, if appropriate, make changes. You can enter default text for a column. This value is relevant if a form designer maps the column to custom data. (For a definition of custom data, see the Hidden Data and Custom Data topic). If default data has been defined within EX and a form designer in JICS maps custom data to the column, the text box that is displayed for the entry of custom data will default to this value. This value is controlled through the Default Value text box on the Review Submission Mapping Details window. The Default Value column can also be used with the Relationship Management portlet to provide a default value with which to pre-populate a question when creating a new row for a category. This allows for a Form Builder question to display a static value for a new entry and any current database value for the selected ID Number when editing an existing data row. The Is Available to Pre-populate and Allow Blank to Override DB settings apply to the mapping tables regardless of which form is using it. Therefore, you will need to coordinate with other offices using the more common mapping tables (i.e., NAME_MASTER and ATTRIBUTE_TRANS) to ensure that the settings are appropriate for all offices. For example, the Admissions Office may not need to be able to pre-populate a question with the DEATH_DTE column, but the Advancement Office may need that column available for pre-population. Therefore, it is better to mark the column as available for pre-population even though a particular form may not make use of it. The other three configurations described above (Is Available for Mapping, Nullable, and Default Value) are specific to a particular form type, so less coordination among offices will be needed for these settings. 12

18 Managing Mapping Tables and Columns in EX Maximum Mapping Rows When mapping a Form Builder question to a mapping column, you will need to decide which mapping table to use. Once you have selected a specific mapping table, you will be taken directly to the screen to select a mapping column if no other questions have been mapped to the table. If one or more questions are already mapped to the table, you will be presented with a screen from which to select a row from the selected mapping table. You may then elect to use an existing mapping row or create a new mapping row for the table. Once you have chosen a mapping row option, you will then be shown the screen to select a mapping column for the question. Each mapping table in EX is defined to allow either a set number of complex mapping rows or an unlimited number of mapping rows. For example, you may only submit data for one NAME_MASTER row per submission, so the maximum number of mapping rows is set to 1 for the NAME_MASTER mapping table. On the other hand, a single submission may submit an unlimited number of mapping rows for the ADDRESS_MASTER table. If you map more rows to a mapping table than is allowed, you will be notified of the problem when the form is validated. The Relationship Management forms are unique in that the forms should only ever submit one mapping row of data for each mapping table for each submission. Although the ADDRESS_MASTER mapping table, for example, allows for multiple mapping rows to be defined on a form, only one row should be used for Relationship Management forms. Modifying a Mapping Table s Properties At times you may want to make changes to the way forms can interact with tables that are available for mapping. For example, you may want to make certain columns unavailable for mapping or specify that a question that maps to a certain column should always be required. Allowing (or Disallowing) a Column to Pre-populate a Response Field You have the ability to specify that a mapping table can pre-populate a form with data. That is, when you are creating a question in Form Builder, you can specify that the response field should be pre-populated and select the column that will be used to pre-populate the field from a dropdown list. If a column is available for pre-populating but later you use the procedure described in this section to make the column unavailable, the system will not automatically update a question that had been designed to pre-populate with this value. In this case, you must use Form Builder to open the question for editing and change the setting for the Prepopulate field. 13

19 Managing Mapping Tables and Columns in EX This change will affect all form types. To allow (or disallow) a column to pre-populate a response field: 1. Start EX. 2. Open the Common module. 3. Choose Task Internet Configuration Manage Mapping Tables. 4. The Manage Mapping Tables window is displayed. 5. In the Available Tables drop-down list, select the table that you want to modify. 6. The system updates the Mapping Columns area of the window with information about the table you selected. This information includes a list of the existing columns, along with a column labeled Is Available to Pre-populate. a. To allow a response field to pre-populate with data from this column, make sure the checkbox is selected. b. To prevent a form from being pre-populated with data from this column, make sure the checkbox is not selected. 7. Alternatively, select the Select All check box above the Is Available to Pre-populate column to mark all mapping columns as available for pre-population. 8. Save the changes. 9. Clear the JICS cache (see the Clearing the JICS Cache topic). Allowing Blank Responses to Override (or not Override) a Database Value Some questions on forms may be optional, which means that a user might submit a form that includes a blank response field. However, the database may already contain information on the person, including data stored in the column to which the blank optional question was mapped. You have the ability to specify for each column that when a submission reviewer manually processes submitted data, the Review Internet Submission window in EX does not display the blank value submitted via the form if the database already contains an existing value (in this case, the Review Internet Submission window would display the existing value). This setting is also taken into consideration for each column at the time of submission for form types whose data is automatically saved to the EX database. Alternatively, if you want the Review Internet Submission window to display a blank value that was submitted instead of the existing value or if you want a blank value to automatically be saved to the database for the automatic update form types, you can also choose that option. 14

20 Managing Mapping Tables and Columns in EX Changes to this setting will be applied with the next manually processed submission and/or the next automatically processed submission. This change will affect all form types. To specify that a blank response can override (or not override) a value stored in the database: 1. Start EX. 2. Open the Common module. 3. Choose Task Internet Configuration Manage Mapping Tables. 4. The Manage Mapping Tables window is displayed. 5. In the Available Tables drop-down list, select the table that you want to modify. 6. The system updates the Mapping Columns area of the window with information about the table you selected. This information includes a list of the existing columns, along with a column labeled Allow Blank to Override DB. a. To display submitted, blank values instead of existing data, make sure the check box is selected. b. To prevent submitted, blank values from overriding existing data, make sure the check box is not selected. 7. Alternatively, select the Select All check box above the Allow Blank to Override DB column to mark all mapping columns to allow a blank value to override a database value. 8. Save the changes. Making a Column Available (or Unavailable) for Mapping There may be times when you want to change the availability of a column in a particular mapping table. For example, there may be a column that is currently available but you do not want it to be available any longer. Conversely, you may have chosen to make a column unavailable but now you want it to be available. Making a column unavailable for mapping does not automatically update any forms that use the column. Therefore, you must use Form Builder to remove any mappings to the column so that the column is no longer used. See the Deleting a Question s Mapping topic for more details. This change will only affect the selected form type. To make a column available (or unavailable) for mapping: 15

21 Managing Mapping Tables and Columns in EX 1. Start EX. 2. Open the Common module. 3. Choose Task Internet Configuration Internet Submissions. 4. The Internet Submissions window is displayed. 5. Select the appropriate Form Builder 2.0 submission type. 6. Click Review Mapping Details. 7. The Review Submission Mapping Details window is displayed. 8. In the Available Tables field, select the table whose availability you want to modify. 9. The system updates the Data Mappings area of the window with details about the columns defined for your table, along with a column labeled Is Available for Mapping. a. Select the check box for each column that you want to make available for mapping within Form Builder. b. Clear the check box for each column that you do not want to make available for mapping within Form Builder. 10. Alternatively, select the Select All check box above the Is Available for Mapping column to mark all mapping columns as available for mapping. 11. Click Save. 12. Click Close. 13. Clear the JICS cache (see the Clearing the JICS Cache topic). Making a Column Required (or Not Required) If you have made a column available for mapping and you want to ensure that when this column is used for mapping, the user is required to answer the question, you can specify this within EX. Conversely, if you want questions mapped to this column to be optional, you can specify that also. If you make a change as described in this section, the change will not affect forms already mapped to this column, unless you go back to the form, delete the existing mapping, and re-create it. This change will only affect the selected form type. To make a column required (or not required): 1. Start EX. 16

22 Managing Mapping Tables and Columns in EX 2. Open the Common module. 3. Choose Task Internet Configuration Internet Submissions. 4. The Internet Submissions window is displayed. 5. Select the appropriate Form Builder 2.0 submission type. 6. Click Review Mapping Details. 7. The Review Submission Mapping Details window is displayed. 8. In the Available Tables field, select the table whose availability you want to modify. 9. The system updates the Data Mappings area of the window with details about the columns defined for your table, along with a column labeled Nullable. a. To make the question required, clear the check box in the Nullable column. b. To allow the question to be optional, select the check box in the Nullable column. 10. Alternatively, select the Select All check box above the Nullable column to mark all mapping columns as optional. 11. Click Save. 12. Click Close. 13. Clear the JICS cache (see the Clearing the JICS Cache topic). If a required mapping column is mapped to a question on a form, there is no way to make the question not required through Form Builder. However, if you indicate in JICS that a question is required but its assigned mapping column is not required, it will be required regardless of the configuration set in EX. Certain questions in the default forms contain yes/no radio buttons, which are required because of the default setup of the EX model tables. If you do not want these questions to be required, you can change the configuration in EX. Adding, Modifying, or Deleting the Default Value for a Column You can specify that certain default text will be available to Form Builder. The entered default text for a mapping column will be displayed if you choose to map the column as a Custom Data type of mapping (see the "Hidden Data and Custom Data" topic for more details on Custom Data). Additionally, the Relationship Management portlet will use the Default Value of a mapping column to pre-populate a question for a new entry. However, if the user is editing an existing entry for a data category in the Relationship Management portlet, any existing value will be used for the pre-population instead. This change will only affect the selected form type. 17

23 Managing Mapping Tables and Columns in EX To add, modify, or delete the default text for a column: 1. Start EX. 2. Open the Common module. 3. Choose Task Internet Configuration Internet Submissions. 4. The Internet Submissions window is displayed. 5. Select the appropriate Form Builder 2.0 submission type. 6. Click Review Mapping Details. 7. The Review Submission Mapping Details window is displayed. 8. In the Available Tables field, select the table whose availability you want to modify. 9. The system updates the Data Mappings area of the window with details about the columns defined for your table. 10. In the Default Value field, add, modify, or delete the default text. 11. Click Save. 12. Click Close. 13. Clear the JICS cache (see the Clearing the JICS Cache topic). Working with Custom Tables A pre-defined set of model EX tables are automatically available for mapping from within Form Builder. However, you can also manually make a custom table available for mapping. You cannot make additional EX model database tables available for mapping. Making a Custom Table Available for Mapping To make a custom table available for mapping: 1. Start EX. 2. Open the Common module. 3. Choose Task Internet Configuration Manage Mapping Tables. 4. The Manage Mapping Tables window is displayed. 18

24 Managing Mapping Tables and Columns in EX 5. In the Custom Tables portion of the window, click Add Table. 6. The Add Custom Table window is displayed. 7. In the New Custom Table field, enter the name of the table you want to make available. This name will be displayed within Form Builder to people designing forms. 8. In the Display Name field, enter a descriptive name of the table. This name will be displayed within Form Builder to people designing forms. 9. Press the Tab key to activate additional buttons. 10. Click Add Table and Assign Submission Types. 11. A dialog box appears and displays the following text even if you have not recently altered this particular table: New columns have been added to this table. 12. Click OK. 13. The Assign Submission Types window is displayed. 14. In the Unavailable for: column, select the submission type(s) for which to make the custom table available for mapping. 15. Click the button with the arrow pointing to the column on the right (>>). 16. The value(s) you chose are now displayed in the Available for: column. 17. Click Save. 18. Click Close. 19. The Manage Mapping Tables window is again displayed listing each column defined in the custom table. 19

25 Managing Mapping Tables and Columns in EX 20. Note that you cannot alter the Is Available to Pre-populate value (this value cannot be selected for any custom tables). However, you can alter the Allow Blank to Override DB value as desired. Make any changes that are necessary and save them. At this point, your custom table would appear to be available within Form Builder for the type of form(s) you chose in Steps as soon as you cleared the JICS cache. However, you still would not be able to actually map questions to this table until making specific columns available for mapping, as described in the next few steps. 21. Choose Task Internet Configuration Internet Submissions. 22. The Internet Submissions window is displayed. 23. In the Submission Type column, select the value or one of the values that you chose in Steps Click Review Mapping Details. 25. The Review Submission Mapping Details window is displayed. 26. In the Available Tables field, select the custom table that you want to make available for mapping. 27. The system updates the Data Mapping area of the window with details about the columns defined for the selected table. a. In the Is Available for Mapping column, select each column that you want to be available for mapping within Form Builder. Alternatively, select the Select All check box above the Is Available for Mapping column to mark all columns as available for mapping. b. If appropriate, use the Table Notes field to enter additional details about the purpose of this table. This text will be displayed within JICS to users designing forms. c. If appropriate, alter the value in the Nullable column. d. If you want the system to insert a default value for any custom data that is mapped to this column or for any Relationship Management form when the user is creating a new row of data for a specific data category, enter that value in the Default Value text box. 28. Click Save. 29. Click Close. 30. If in Steps you chose more than one form type, repeat Steps for each form type that you chose. Repeat this process until all of the appropriate form types have been configured. 31. Clear the JICS cache (see the Clearing the JICS Cache topic). 20

26 Managing Mapping Tables and Columns in EX Making a Custom Table Unavailable If you have made a custom table available for mapping and you no longer want it to be available, you can reconfigure the system so that the table is no longer displayed within Form Builder to users engaged in mapping questions to the database. If you make a custom table unavailable for mapping, any previous mappings that you set up in Form Builder using this table will still be valid, although details about the mapping will no longer be displayed to someone working in Form Builder. Therefore, before attempting to make a custom table unavailable, you should make sure that there are no forms that currently map to the table. To make a custom table unavailable for mapping: 1. Start EX. 2. Open the Common module. 3. Choose Task Internet Configuration Manage Mapping Tables. 4. The Manage Mapping Tables window is displayed. 5. In the Available Tables drop-down list, select the custom table that you want to make unavailable. 6. The system updates the Mapping Columns area of the window with information about the table you selected. 7. Click Assign Submission Types. 8. The Assign Submission Types window is displayed. 9. In the Available For: column, select the submission type(s) you wish to no longer use the selected custom table. Refer to the In Use check box to make sure that the table can be made unavailable by this method. If the check box is selected, that means a user submitted a form while it was mapped to this table. In this case, the table cannot be made unavailable using this window, although the individual mapping columns can be marked as unavailable. If the In Use check box is selected: a. Close the Assign Submission Types window. 21

27 Managing Mapping Tables and Columns in EX b. Choose Task Internet Configuration Internet Submissions. c. Select the appropriate Form Builder 2.0 submission type. d. Click Review Mapping Details. e. The Review Submission Mapping Details window is displayed. f. In the Available Tables drop-down list, select the table that you are attempting to make unavailable. g. The system updates the Data Mappings area of the window with details about the columns defined for the selected table. h. In the Is Available for Mapping column, make sure none of the check boxes are selected. i. Click Save. j. Close the Review Submission Mapping Details window. k. Continue to Step Click the button that points to the left (<<). 11. Click Save, and then click Close on the Assign Submission Types window. 12. If you no longer want this custom table to appear in the Available Tables drop-down list, select the table in the list and click Delete Table. (This option is only available if the table has not been referenced by a submitted form.) 13. Close the Manage Mapping Tables window. 14. Clear the JICS cache (see Clearing the JICS Cache topic). 22

28 Creating and Modifying Forms You can create and edit forms in one of two ways or a combination of the two: By building content By importing content For both new and existing forms, any content can be directly added, removed, edited, or rearranged to suit your needs. The import functionality can also be used to copy existing content from the provided sample forms or other like forms into the form you wish to create or modify. If you want to create or edit a form that utilizes both imported content and material that you build, you can follow any of the procedures in this section and then make additional modifications later. Creating a Form You create a form by giving it a name and adding content to it. Forms will already be created for some portlets by default, and you are not allowed to create additional ones. For example, the forms for the Relationship Management and Course Schedules portlets are already created. These forms cannot be deleted, and new ones cannot be created. However, these forms can always be altered to meet your needs. Therefore, the following form creation steps are currently only applicable to the Apply Online 2.0, Make an Inquiry 2.0, and Student Request portlets. To create an Apply Online 2.0, Make an Inquiry 2.0, or Student Request form: 1. Log in to JICS as a user with rights to administer and/or map data for the Form Builder forms for the portlet whose forms you wish to edit. 2. Navigate to the appropriate portlet, and click Admin this portlet. 3. The Admin screen for the portlet is displayed. 4. Click Add a New Application or Add a New Form, depending upon the portlet you are viewing. 5. Enter a name for the form in the Form Name field, and click either Add New Content or Import Existing Content. 23

29 Creating and Modifying Forms 6. If you click the Add New Content button, you will be prompted to enter a Section name and optionally an image file and additional text. Clicking the Save button on the Add a Section screen will open the Form Builder: Name of your form screen. From this point, you can add an introduction, instructions, sections, questions, and headers as desired. Steps for creating each type of content are noted in later sections of this document. You must create at least one section for each form. 7. If you click the Import Existing Content button, the Import Sections screen is displayed. Content can be imported as detailed in the Importing Content from an Existing Form" section. You must create at least one section for each form. 8. Once you have finished building your own content or importing questions and/or sections, click on the Validate Mapping link to validate your form (see the "Validating a Form" section for details). 9. You can also preview the new form by clicking on the Preview this form link (see the "Previewing and Testing a Form" section for details). 10. When you are satisfied with the form, click Done on the Form Builder: Name of your form screen. Importing Content from an Existing Form You can create a form where some, or even all, of its content is to be imported from an existing form or you can enhance an existing form with content from another form. Many of the CRMs are shipped with sample forms (one per form type). You can import as much content as is appropriate from the sample form. The content includes many common questions, such as the biographical data, educational background, academic goals, etc, of the ID/name for whom the data is being updated/submitted. All of the questions in the sample forms are already mapped to your EX database; therefore, if you use these sample questions, you should review the mappings of imported questions and make changes as appropriate for your environment. See the "Working with Data Mappings" section for details on altering the mapping of a question. When you open a form for editing, an Update screen for the form is displayed. The following example shows a portion of the screen as it relates to the Personal Info Update form. 24

30 Creating and Modifying Forms From this screen you can import whole sections, a part of a section, or individual questions. Importing a Section or Questions in a Section 1. To import in a new section with either all of the section's questions or just specific questions, click Import Section(s) on the Update screen. 2. The system displays the Import Sections screen. This screen lists all the forms that exist for every instance of the portlet in which you are working. 3. Locate the appropriate form. 25

31 Creating and Modifying Forms 4. To import a whole section of a form: a. Click the name of the form. b. A screen listing all the sections of the form is displayed. c. Using the check boxes at the left side of the screen, select the section(s) you want to import. d. Click Import Selected. With this method, you do not import hidden data mappings that may have existed in the original form unless the hidden data section is explicitly selected for import; therefore, you must manually re-define these settings for the new form. This method does automatically import all custom data mappings defined for the rows within the section(s) you selected. e. The imported sections will be added to the current form after any existing sections. 5. To import specific questions into a new section on the form: a. Click the name of the form. b. A screen listing all sections of the form is displayed. c. Click the name of the section. 26

32 Creating and Modifying Forms d. A screen listing all questions in the section is displayed. e. Using the check boxes at the left, select the question(s) you want to import. f. Click Import Selected. With this method, you do not import hidden data mappings that may have existed in the original form unless the hidden data section is explicitly selected for import; therefore, you must manually re-define these settings for the new form. This method does automatically import all custom data mappings defined for the rows within the section(s) you selected. The Form Builder: Name of your form screen is displayed. g. The selected questions will be imported into the current form in a new section with the same name as the selected section. This new section will be displayed after any existing sections. Importing Questions or Headers If you want to use one or more questions and/or headers that already exist in another form, you can import them into an existing section on the form you are currently editing. 27

33 Creating and Modifying Forms If you import a dependent question, always double-check the section number and question number of the parent question and, if necessary, update the SQL to ensure that the dependent question is referencing the appropriate parent question. If you import a question from one of the sample forms, you should ensure that the properties for each imported question are defined and/or mapped as you would like. For example, some dropdown questions in the sample form use dynamic SQL. You should check to make sure that the query results are as you expect based on the data in your EX database and then modify the query if necessary. The forms in the Relationship Management portlet are set up by default to contain only questions and mappings that are pertinent to a given data category. Additionally, mapping validation has been implemented such that you will not be allowed to map questions to a mapping table that does not correspond to the data category. For example, the Relationships form is designed specifically to insert and update data only for the RELATION_TABLE mapping table. Therefore, you will not be allowed to map a question on the Relationships form to the ATTRIBUTE_TRANS mapping table. Consequently, you will want to be careful about importing questions from other forms for the Relationship Management portlet. Otherwise, you may end up with form validation errors due to mismatched mapping tables and data categories. To import questions or headers from another form into an existing section of the current form: 1. Navigate to the appropriate section, and click the Import Question(s) link on the Update screen. 28

34 Creating and Modifying Forms 2. The Import Questions screen is displayed. 3. To search for the question or header without opening another form: a. In the Search for a Question box, enter search criteria. You cannot use wildcards in your search, but you can enter a partial word. b. Click the Search button. The system returns a list of all the questions and headers that meet the criteria you entered. 29

35 Creating and Modifying Forms If you want to view the details of a question/header or see a preview of how it would appear on a form, click the Question Label. Click the Back to previous screen link to return to the Import Questions screen. Clicking on the Form name or the Section name will display the Import Questions screen showing the list of sections in the form or the list of questions in the selected section, depending upon which link you clicked. Clicking the Browse Forms link on the search results screen clears the search result list and returns you to the list of forms from which you can import questions. c. Using the check boxes at the left, select the question(s) and/or header(s) in the result list that you want to import. d. Click the Import Selected button. The Form Builder: Name of your form screen is displayed with the imported questions and headers listed at the end of the specified section. 4. To browse a form to select questions and headers: a. Go to the Browse Forms: area of this screen, which contains a list of all the forms that exist for all instances of this portlet. Note that if you click through to look at the text of any question, you will lose your search results. b. Click the name of the form that you want to browse. A screen listing all of the sections of the form is displayed. c. To browse a section, click the name of it. A screen listing all questions and headers in that section is displayed. If you want to view the details of a question or see a preview of how it would appear on a form, click the Question Label. Click the Back to previous screen link to return to the Import Questions screen. d. Using the check boxes at the left, select the question(s) and/or header(s) you want to import. e. Click the Import Selected button. The Form Builder: Name of your form screen is displayed, showing the imported question(s) and header(s) at the end of the specified section. Defining a Form's Settings Each form has Form Settings that govern the behavior of the form. The available settings for the currently selected form are displayed at the top left portion of the Form Builder: Name of your form screen. 30

36 Creating and Modifying Forms Not all of the settings described here are available for all form types. Only the setting types that are appropriate for the form being edited will have a link displayed. Additionally, not all of the settings available in a particular form screen are applicable to all form types. In these cases, the specific settings will be hidden on the screen. Edit Basic Form Settings Each form is required to have at least a form name. However, there may be other basic form settings that are available for the form you are editing. 1. Open the form for editing. 2. Click the Edit basic form settings link, which displays the Basic Form Settings screen. 3. Do any of the following, as appropriate and available for the type of form you are editing: a. Use the Form Name field to change the name of the form (required). The names of the Relationship Management forms cannot be modified since they are tied to a particular data category. 31

37 Creating and Modifying Forms b. Use the Short Description field to change the description of the form. This description may or may not be displayed to the user filling out the form, depending upon the portlet with which the form is associated. c. Use the Contact field to indicate to which address(es) an error message should be submitted. d. If you wish to allow a user to save their entered data to be completed at a later time, check the Show the "Save for Later" button check box. e. If there are any files you wish to have available on the form as a link for the user to download, use the fields in the Supplementary Files portion of the screen to browse to a File and add the file using the specified Label. 4. Click Save to save your edits and return to the Form Builder: Name of your form screen. Another option to specifying each individual piece of information is to import the Basic Form Settings from another form. 1. Click the Import the "Basic Form Settings" from an existing form link at the top of the Basic Form Settings screen. 2. The Import Settings screen is displayed. 3. Select the radio button option for the form you wish to use. 32

38 Creating and Modifying Forms 4. Click the Import Selected button. 5. You will be returned to the Form Builder: Name of your form screen, having imported the data from the selected form. Set Up Payment Options If the Set up payment options link is available for the form you are editing, you have the ability to specify that a payment may be required in order to submit the form. By default, the form will be defined to not require a payment. 1. Open the form for editing. 2. Click the Set up payment options link, which displays the Payment Options screen. 3. Do any of the following, as appropriate: a. Use the Charge a Fee radio button options to indicate whether or not the form does not require a fee, requires a fee, or if a fee is optional. b. Update the Payment Waiver Codes as noted in the "Create and Use Waiver Codes" topic. c. Use the FEE Amount ($) field to change the fee amount. d. Use the Transaction Code field to define the code to use for submitting the payment information to a third party processor. e. Use the Payment Authorization radio button options to show whether the payment should be processed offline or online. 33

39 Creating and Modifying Forms f. Enter an address into the address for failed payments field if desired. g. If payments should be allowed to be in an e-check form, check the Allow payment via e-check checkbox. h. Use the Payment Selection Text to define the text that will be displayed to the user as they select a payment type. i. Use the Make a Payment Text to change the text that will be shown to the user as they make a payment. 4. Click Save to save your edits and return to the Form Builder: Name of your form screen. Another option to specifying each individual piece of information is to import the Payment Options from another form. 1. Click the Import the "Payment Options" from an existing form link at the top of the Payment Options screen. 2. The Import Settings screen showing a list of the defined forms is displayed. 3. Select the radio button option for the form you wish to use. 4. Click the Import Selected button. 5. You will be returned to the Form Builder: Name of your form screen, having imported the data from the selected form. Create and Use Waiver Codes If you wish to make use of waiver codes to allow users to submit a form without entering the required payment info, you will need to define one or more waiver codes through the Payment Options screen. Waiver codes are only applicable if the form is defined to require a payment or if the form has the optional payment option selected. If waiver codes are defined for a form, the user filling out the form will have the option of entering in a waiver code on the Review and Submit screen. Following is an example of what the user would see for a form that has an optional payment and one or more waiver codes defined: 34

40 Creating and Modifying Forms If you wish for a user to be able to enter a waiver code for a form, you will need to supply the user with an appropriate waiver code prior to the user submitting the form. To define waiver codes for a particular form: 1. Click the View and manage your codes link for the Payment Waiver Codes option on the Payment Options screen. The Payment Waiver Codes screen is displayed: 2. To create a new waiver code: a. Click the Add a new waiver code link. An editable field is displayed in the Code and Note (optional) columns. The Code column will have a system-generated unique code displayed. b. Leave the generated code as is, or change it to your own code value. c. Enter note text if desired. d. Click the Save button. e. The new waiver code will be saved and displayed along with any other existing waiver codes. 3. To edit an existing waiver code: a. Click on the pencil icon to the right of the waiver code. The Code and Note (optional) fields will become editable for the selected waiver code. b. Edit the code and/or note text as you wish. c. Click the Save button. d. The updated waiver code will be displayed with any other waiver codes. 4. To delete an existing waiver code: a. Click on the trashcan icon to the right of the waiver code. b. The following prompt is displayed: Are you sure you want to delete this Waiver Code?" c. Click OK. d. The selected waiver code will be deleted from the list of waiver codes. 35

41 Creating and Modifying Forms 5. Click the Back to Payment Options link to return to the Payment Options screen. 6. The number of defined waiver codes is updated accordingly. Set Up Completion Messages If you wish to define a text message to be displayed to the user and/or an message to be sent to the user upon a successful or unsuccessful submission, then you will need to set up the completion messages. By default, no completion messages are defined for a form. 1. Open the form for editing. 2. Click on the Set up completion messages link. 3. The Completion Messages screen is displayed. 4. In the Successful Submission portion of the screen, edit any of the following, as appropriate: a. Use the On screen message field to enter any text to display to the user on the screen upon a successful submission. b. Select the desired option from the After a successful submission drop-down list box. Available options are Always Send an , Ask the User, and Never Send an . The default option is Always Send an . 36

42 Creating and Modifying Forms c. If either the Always Send an or the Ask the User option is selected, you will need to enter values into the following fields: i. From ii. iii. Subject Message d. The remaining fields are optional. 5. In the Unsuccessful Submission portion of the screen, edit any of the following, as appropriate: a. Use the On screen message field to enter any text to display to the user on the screen upon an unsuccessful submission. b. Select the desired option from the After an unsuccessful submission drop-down list box. Available options are Always Send an , Ask the User, and Never Send an . The default option is Always Send an . c. If either the Always Send an or the Ask the User option is selected, you will need to enter values into the following fields: i. From ii. iii. Subject Message d. The remaining fields are optional. Another option to specifying each individual piece of information is to import the Completion Messages from another form. 1. Click the Import the "Completion Messages" from an existing form link at the top of the screen. 2. The Import Settings screen showing a list of the defined forms is displayed. 3. Only forms that have completion messages already defined will have a radio button option available. Select the radio button option for the form you wish to use, and click the Import Selected button. 4. You will be returned to the Form Builder: Name of your form screen, having imported the data from the selected form. 37

43 Creating and Modifying Forms Modifying a Form If you want to modify (add sections, questions, and other content) or map a form that is saved in your system: 1. Open the form for editing. 2. Import any desired content from an existing form, including sections, questions, form settings, introduction, instructions, and hidden data. Mappings associated with the imported questions and hidden data will automatically be imported as well. See the "Importing Content from an Existing Form" topic for details. 3. Build sections, questions, form settings, introduction, instructions, and hidden data content directly by following instructions in this Guide (see Table of Contents). 4. Edit existing form content by following instructions in this Guide (see Table of Contents). 5. Delete any content that needs to be removed by following instructions in this Guide (see Table of Contents). 6. Once you are finished with the edits, click the Validate Mapping link to validate your form (see the "Validating a Form" section for details). 7. You can also preview the form by clicking on the Preview this form link (see the "Previewing and Testing a Form" section for details). 8. Once you are satisfied with the form, click Done on the Form Builder: Name of your form screen. Validating a Form The Validate Mapping link allows you to validate the forms to ensure that the mappings are defined properly. When designing the form, you must make sure that it is validated and that it works as expected before giving access to users. You will be notified if any of the following occur: If the mapping validation was successful If there are any mapping errors that need to be corrected If the database mapping is not complete (it is not necessary to map all questions even though it is often desirable to do so) If dependent questions are associated with questions that do not exist or are not the correct question type 38

44 Creating and Modifying Forms You can use the form if only warnings are displayed. However, you should review each of the warnings to ensure that you are okay with the current design of the form. 1. Open the form for editing. 2. Click on the Validate Mapping link to validate the form. 3. Any errors or warnings due to your current mappings will be displayed in the Notifications section in the top right corner of the screen. 4. Make changes to the mappings or the question definitions if errors are displayed. 5. Re-validate the form to ensure that there are no errors prior to using the form. Previewing and Testing a Form Prior to using a form, there are two methods by which you can view the form as it would be displayed to the user and, optionally, test it by filling it out and submitting it. Preview the form from within Form Builder; then display, fill out, and submit the form while in preview mode. If an error occurs, error details are displayed on the screen for troubleshooting purposes. Go to the portlet and display the form as a user (i.e., a candidate or student) would, fill it out, and submit it. If an error occurs, the system displays a brief message stating that there was a problem and writes the error details to the application log of the web server. To preview a form: 1. Open the form for editing. 2. Click on the Preview this form link. 39

45 Creating and Modifying Forms 3. The form is displayed as it would appear to a user accessing the form from the portlet. 4. Review the form. 5. If there are changes you wish to make to the form, click the Back to the Form Builder link at the bottom of the screen to return to the Form Builder: Name of your form screen. To test the data validation on the form and/or submit the form: 1. Enter data in the fields of the form being previewed. 2. Click the Submit button at the end of the form. 3. If the form does not allow a payment, you will be returned to the Form Builder: Name of your form screen. If the form requires a payment, you may continue on to the Payments portlet to finalize the transaction. 40

46 Working with an Introduction Form Builder allows you to add an introduction to your form. For portlets that display all sections of a form on a single page, an introduction for the portlet's forms will be displayed as a section at the top of the page. For portlets where each section is displayed as a separate page, an introduction will also be displayed as a single page before the first page of the form. The introduction can consist of an image, text, or both. It can be created, imported, modified, and/or deleted. Creating an Introduction Form Builder allows you to create an introduction for your form. 1. Open the form for editing. 2. Scroll to the bottom of the screen, and click the Add an Introduction link. The Form Introduction screen is displayed. 3. Fill out the form as follows: a. If you want the introduction to include an image, enter a path in the Image File field. You can use the Browse... button to locate the image. b. If your introduction will include both an image and text, use the Image Placement radio buttons to specify how the image should be placed in relation to the text. c. If appropriate, enter text in the Text field. You can use the editing tools at the top of the text box to customize the appearance of the text. d. Click Save. Importing an Introduction You can import an introduction into a form from another form in your system. 1. Open the form for editing. 2. Scroll to the bottom of the screen and click the Add an Introduction link or the Edit the Introduction link, whichever is displayed on the screen. 3. The Form Introduction screen is displayed. 4. Click Import the Form Introduction from an existing form link. 5. The Import Form Introduction screen is displayed. 41

47 Working with an Introduction 6. Radio button options will be displayed next to forms that currently have an introduction defined. Use the radio buttons to select the form whose introduction you want to import. 7. Click Import Selected. 8. Click Save. Modifying an Introduction Form Builder allows you to modify the introduction on a form. You can delete the image displayed, add an image, change the text, reposition the image and text, and change the text. 1. Open the form for editing. 2. Scroll to the bottom of the screen, and click the Edit the Introduction link. The Form Introduction screen is displayed. 3. Modify any of the following: a. To delete an existing image, click Delete this image. b. To add an image, use the Image File field (displayed only if there is currently no image). c. To modify the position of an image in relation to the text, use the Image Placement radio buttons. d. Make any needed changes in the Text field. You can use the editing tools at the top of the text box to customize the appearance of the text. e. Click Save. Deleting an Introduction Form Builder allows you to delete an introduction on a form. 1. Open the form for editing. 2. Scroll to the bottom of the screen and click the Edit the Introduction link. The Form Introduction screen is displayed. 42

48 Working with an Introduction 3. Scroll to the bottom of the screen, and click the Delete Introduction link. 4. The system displays a dialog asking whether you are sure you want to delete the introduction. 5. Click OK. 6. The introduction is deleted and again displays the Form Builder: Name of your form screen. 43

49 Working with Instructions Form Builder allows you to add instructions to your form. When you add instructions, they are displayed in a separate section that precedes any questions. The Instructions section will be displayed on the same page as all of the other sections for some portlets, while it will be displayed as a separate page for other portlets. Instructions can consist of an image, text, or both. If the form also includes an introduction, the section with the introduction precedes the section with the instructions. You can also add instructional material at the beginning of a specific section (via the Text field in the Add a Section or Edit Section screens). See the "Working with Sections" topic for details. Creating Instructions Form Builder allows you to add instructions to a form by creating them. 1. Open the form for editing. 2. Scroll to the bottom of the screen and click the Add Instructions link. The Form Instructions screen is displayed. 3. Fill out the form as follows: a. If you want the instructions to include an image, enter a path in the Image File field. You can use the Browse... button to locate the image. b. If your instructions will include both an image and text, use the Image Placement field to specify how the image should be placed in relation to the text. c. If appropriate, enter text in the Text field. You can use the editing tools at the top of the text box to customize the appearance of the text. 4. Click Save. 44

50 Working with Instructions Importing Instructions Form Builder allows you to import instructions from another form in your system. 1. Open the form for editing. 2. Scroll to the bottom of the screen and click the Add Instructions or Edit the Instructions link, whichever is displayed on the screen. The Form Instructions screen is displayed. 3. Click the Import the Form Instructions from an existing form link. The Import Form Instructions screen is displayed. 4. Radio button options will be displayed next to forms that currently have instructions defined. Use the radio buttons to select the form whose instructions you want to import. 5. Click Import Selected. 6. Click Save. Modifying Instructions Form Builder allows you to modify the instructions on a form. You can delete the image displayed, add an image, change the text, reposition the image and text, and change the text. 1. Open the form for editing. 2. Scroll to the bottom of the screen and click the Edit the Instructions link. The Form Introductions screen is displayed. 3. Modify any of the following: a. To delete an existing image, click the Delete this image link. b. To add an image, use the Image File field (displayed only if there is currently no image). c. To modify the position of an image in relation to the text, use the Image Placement radio buttons. d. Make any needed changes in the Text field. You can use the editing tools at the top of the text box to customize the appearance of the text. 4. Click Save. 45

51 Working with Instructions Deleting Instructions Form Builder allows you to delete instructions on a form. 1. Open the form for editing. 2. Scroll to the bottom of the screen and click the Edit the Instructions link. The Form Instructions screen is displayed. 3. Scroll to the bottom of the screen and click the Delete Instructions link. 4. You are prompted as to whether you are sure you want to delete the instructions. 5. Click OK. 6. The instructions are deleted, and the Form Builder: Name of your form screen is displayed again. 46

52 Working with Hidden Data At times you may want to add hidden data to your mapping setup. You can add hidden data by importing it or by defining it manually. You can also delete hidden data. Creating Hidden Data If you need to create hidden data unlike that which exists in other forms, define it manually. 1. Open the form for editing. 2. Scroll to the bottom of the form and click the Add an item link in the Hidden Data portion of the screen. 3. The system displays the Add Hidden Data screen. 4. In the Label field, enter a label for this piece of hidden data. 5. In the Value field, enter the value that you want stored. 6. Click Save. 7. The system again displays the Form Builder: Name of your form screen, this time with a line of data about the hidden data you just created. Note that it is not yet mapped to your database. 47

53 Working with Hidden Data Importing Hidden Data Form Builder allows you to import hidden data from another form in your system. 1. Open the form for editing. 2. Scroll to the bottom of the form and click the Import an item link in the Hidden Data portion of the screen. The Import Hidden Data screen displays a list of defined forms, as well as a count of the number of hidden data items defined for each form. 3. If you wish to import all of the hidden data items from a form to the current form: a. Click the Import link to the right of the form name. You will be returned to the Form Builder: Name of your form screen and all of the imported hidden data items will be displayed in the Hidden Data portion of the screen. 4. If you wish to import specific hidden data items from one form to another: a. Click the Form Name link. The Import Hidden Data screen will be refreshed to show a list of hidden data items defined for the selected form. b. Select the check box at the left side of the screen for each hidden data item you wish to import. c. Click the Import Selected button. d. You will be returned to the Form Builder: Name of your form screen and all of the imported hidden data items will be displayed in the Hidden Data portion of the screen. Modifying Hidden Data Form Builder allows you to modify the hidden data on a form. 1. Open the form for editing. 2. Scroll to the bottom of the form to the Hidden Data portion of the screen. 3. Locate the piece of hidden data that you want to modify, and click on the corresponding pencil icon. 4. Change the Label and/or Value fields as desired. 5. Click Save. 48

54 Working with Hidden Data Deleting Hidden Data Form Builder allows you to delete hidden data on a form. 1. Open the form for editing. 2. Scroll to the bottom of the form to the Hidden Data portion of the screen. 3. Locate the piece of hidden data that you wish to delete, and click on the corresponding trashcan icon. 4. You are prompted as to whether you are sure you want to delete the hidden data item. 5. Click OK. 6. The hidden data item is deleted, and the Form Builder: Name of your form screen is displayed again. 49

55 Working with Sections Every form must have at least one section. Each section is presented sequentially on the form, and each section can include introductory images and text. Some of the forms, such as the Personal Info Update form, will display all of the sections on a single page; others, including the Apply Online 2.0 forms, will display each section as a separate page. You can add a section by creating it yourself or by importing it from an existing form, and you can delete a section. Creating a Section Form Builder allows you to add a section to a form by manually defining it yourself. 1. Open the form for editing. 2. Click the Add a Section link. 3. The Add a section screen is displayed. a. In the Section Name field, enter a name for the new section. The name you choose will be preceded by the label Section Number. b. If you want this section to include an image, enter a path in the Image File field. You can use the Browse... button to locate the image. c. If the section will include both an image and introductory text, use the Image Placement field to specify whether the system should display the image to the left of or below the text. d. If you want to include introductory text, enter text in the Text field. You can use the editing tools at the top of the text box to customize the appearance of the text. 50

56 Working with Sections e. Click Save. f. Your changes are saved, and the Form Builder: Name of your form screen is displayed again. Importing a Section Form Builder allows you to enhance your form by importing whole sections from an existing form. When you do this, you import the section title, images, introductory text (if any), questions, and any custom data mappings that are part of that section. Before importing sections from one Relationship Management form to another, be sure that the questions in the section are mapped to columns that are appropriate for the data category being edited. 1. Open the form for editing. 2. Click the Import Section(s) link. A screen with the heading of "Import Sections" is displayed. It lists all the forms that exist in all instances of the portlet in which you are currently working. 3. Locate the form from which you want to import a section. a. To import the entire form, click the Import link, which is in the column at the far right. b. To import a section of a form: i. Click the name of the form. A screen listing all of the form's sections is displayed. ii. iii. Using the check boxes at the left, select the sections you want to import. Click the Import Selected button. The Form Builder: Name of your form screen is displayed, and the imported sections are shown at the end of any existing sections. c. If you are finished working with this form, click Done. If you import a dependent question when importing a section (or sections), verify the section number and question number of the parent question. If necessary, update the SQL to ensure that the dependent question is referencing the appropriate parent question. 51

57 Working with Sections Modifying a Section Form Builder allows you to modify the properties of a section on a form. 1. Open the form for editing. 2. Navigate to the section you want to modify. 3. Click Edit this Section link. 4. As appropriate, modify the section s name, description, or image. 5. Click Save. Deleting a Section Form Builder allows you to delete a section from a form. 1. Open the form for editing. 2. Navigate to the section you want to delete. 3. Click the Delete this Section link. 4. You are prompted as to whether you are sure you want to delete the section. When you delete a section, you also delete all the questions in the section and the deletion cannot be reversed. 5. To delete the section and its questions, click OK. 52

58 Working with Questions You can add any of the allowed question types to your forms. The process is similar regardless of the type of question you are adding. You can add questions by creating them or by importing them from existing forms. You can also modify and delete questions. You can also import questions from other forms. If you wish to import one or more questions, see the "Importing a Question or Header" for details. Creating a Question Form Builder allows you to create five question types: Text Field, Essay, Drop-Down Menu, Multiple Choice, and File Upload. Text Field Questions 1. Open the form for editing. 2. Navigate to the appropriate section and click Add a new Question link. The Choose a Question Type screen displays several options. 3. Click the Text Field question type link. 4. The Add a "Text Field" Question page is displayed. You can click the Select a new question type link at any time prior to saving the new question to return to the Choose a Question Type screen. 53

59 Working with Questions 5. In the Question Label field, enter a label for the question. An entry in this field is required. You should enter a name that will be meaningful, as this is the label that identifies the question within Form Builder. It might also be displayed to end users in some situations. 6. In the Question Text field, enter the question to be displayed on the form. An entry in this field is required. You can use the formatting tools at the top edge of the text box to change the font of your text, add emoticons, etc. 7. If you want the user s answer to adhere to a specific format already defined, select the desired option in the Validation drop-down list. For example, if you want the user to enter an address, use the Validation list to ensure the address is entered in standard address format. 54

60 Working with Questions The options available in the Validation drop-down list may be disabled once you map this question to a table; that is, if you map to a column that is defined as a certain data type, that data type may override the formats available in the Validation list. For example, if you later map a question to a column with a "date" data type, the user s response must be submitted in date format. In this case, if you had previously specified some other option with the Validate drop-down list, that choice will not be used by the system. 8. If you want the question to be required, select the Required check box. 9. In the Prepopulate field, indicate if and how you want the question to be prepopulated. a. You can choose to have the question be pre-populated with data about the user that may already exist in the EX database. To pre-populate the question with data for the user, select a database column from the Prepopulate drop-down list box from which to retrieve the data from the database. The choices available in this list are determined by settings that were selected in the Is Available to Prepopulate column on the Manage Mapping Tables window in the EX Common module (Task Internet Configuration Manage Mapping Tables). b. There may also be several options available at the end of the column list in the Prepopulate drop-down list box that will pre-populate a question with variable data. Following is a list of the possible variable options, the data that will be returned for each, and the forms to which it is applicable: 55

61 Working with Questions Variable Option Data Returned Applicable Forms ID Number Returns the ID of the person for whom the data is being updated All forms Current Date Returns the current date All forms Current Date and Time Returns the current date and time All forms Current Time Returns the current time All forms Gift Category (computed) REG_CONFIG.CUR_YR_DFLT REG_CONFIG.CUR_TRM_DFLT TW_REG_CONFIG.DFLT_YR_CDE TW_REG_CONFIG.DFLT_TRM_CDE Returns a combined code consisting of cat_comp_1 + '-' + cat_comp_2 Returns the value defined as the current default year code from the REG_CONFIG table Returns the value defined as the current default term code from the REG_CONFIG table Returns the value defined as the current default year code from the TW_REG_CONFIG table Returns the value defined as the current default term code from the TW_REG_CONFIG table Relationship Management forms Student Request Student Request Student Request Student Request c. If you want to define a default value that will be displayed for all users entering data in the form rather than being a piece of data that is specific to the ID/name for whom the data is being updated/submitted, select the Static option and enter the default value to be used in the Static value edit box, which is displayed when the Static option is selected. d. A fourth pre-populate option is to populate the question dynamically. i. Select the Dynamic (selected via SQL from a database) option from the Prepopulate drop-down list box. ii. Enter a query into the Enter your SQL statement text box. You may use another question's response to determine the value to be used to pre-populate the question, or you may use the logged in user's ID or the user ID of the person for whom the submission is being made, as in the case where an advisor is submitting a Personal Info Update on behalf of a student. The Dynamic (selected via SQL from a database) pre-populate option is currently only available for the Text Field type of question. 56

62 Working with Questions e. If you do not wish for the question to be pre-populated, leave the Prepopulate option set to None. 10. You can define any pre-populated question to be "read only" by selecting the Read only check box that is displayed to the right of the Prepopulate drop-down list box. 11. If you want the end user to have the option of looking up a business, church, company, etc., that is already in your EX database, select the appropriate type from the Lookup drop-down list box. For example, if you select the School option, the end user will see the following screen when they click on the Search for a School link. If you select the None option, the Search for a <x> link will not be displayed on the form. The lookup options and a description of each are detailed below: Lookup Option Business/Organization Individual Description Used to look for a business or organization in the EX database Search criteria are Name, City, State, and ZIP By default, this option will search through any ID where NAME_MASTER.NAME_FORMAT = 'B' Returns the ID_NUM and name for any ID matching the entered criteria Used to look for an individual in the EX database Search criteria are First Name, Middle Name, Last Name, City, State and ZIP By default this option will search through any ID where NAME_MASTER.NAME_FORMAT <> 'B' or NAME_MASTER.NAME_FORMAT is null Returns the ID_NUM and name for any ID matching the entered criteria 57

63 Working with Questions Lookup Option Not Specified School School by Org Code Description Used to populate mapping columns where the user might select either a person or a business/organization; updates to the Relationship table via the Relationship Management forms is a good example of where the Not Specified lookup option would be used Search criteria for an Individual are First Name, Middle Name, Last Name, City, State and ZIP; search criteria for a Non-Individual are Name, City, State, and ZIP If the Individual option is selected on the search prompt, the Individual query will be used; if the Non-Individual option is selected, the Business/Organization query will be used Returns the ID_NUM and name for any ID matching the entered criteria Used to look for a school in the EX database Search criteria are Name, City, State and ZIP By default this option will search for any ID in NAME_MASTER where NAME_MASTER.NAME_FORMAT = 'B' and ORG_MASTER.SCHOOL_TYPE is not null Returns the ID_NUM and name for any ID matching the entered criteria Used to look for a school in the EX database Search criteria are Name, City, State and ZIP By default this option will search for any ID in NAME_MASTER where NAME_MASTER.NAME_FORMAT = 'B' and ORG_MASTER.SCHOOL_TYPE is not null Returns the ORG_MASTER.ORG_CDE and name for any ID matching the entered criteria Will allow for the selection of an org_cde for a school as a response to a question that is mapped to DEGREE_HISTORY.DEGR_EARNED_AT It is recommended that you do not use the Individual or Unspecified options on outward facing forms. For example, you wouldn't want a candidate being able to search for any person in your database using the Individual lookup option. You may also choose to only use the Business/Organization lookup option on forms that are available to school staff and faculty. 12. Use the Orientation field to specify how the question text will be positioned relative to the field where the user enters a response. a. To position the question to the left (see the below example), click the Horizontal radio button. 58

64 Working with Questions b. To position the question above the response field (see the below example), click the Vertical radio button. 13. If you want to view the details of the question or see a preview of how it would appear on a form, click the Preview this question link. From the View a Question screen, you can Edit this question, which returns you to the Add a "Text Field" Question page or click the Back to previous screen link, which also returns you to the Add a "Text Field" Question page. 14. Click Save. The system saves the question and again displays the main editing page for this form. Essay Questions 1. Open the form for editing. 2. Navigate to the appropriate section, and click Add a new Question link. 3. The Choose a Question Type screen displays several options. 4. Click the Essay question type link. 5. The Add an "Essay" Question page is displayed. You can click the Select a new question type link at any time prior to saving the new question to return to the Choose a Question Type screen. 59

65 Working with Questions 6. In the Question Label field, enter a label for the question. An entry in this field is required. You should enter a name that will be meaningful, as this is the label that identifies the question within Form Builder. It might also be displayed to end users in some situations. 7. In the Question Text field, enter the question to be displayed on the form. An entry in this field is required. You can use the formatting tools at the top edge of the text box to change the font of your text, add emoticons, etc. 8. If you want the question to be required, select the Required check box. 9. In the Prepopulate field, indicate if and how you want the question to be prepopulated. a. You can choose to have the question be pre-populated with data about the user that may already exist in the EX database. To pre-populate the question with data for the user, select a database column from the Prepopulate drop-down list box from which to retrieve the data from the database. The choices available in this list are determined by settings that were selected in the Is Available to Prepopulate column on the Manage Mapping Tables window in the EX Common module (Task Internet Configuration Manage Mapping Tables). b. There may also be several options available at the end of the column list in the Prepopulate drop-down list box that will pre-populate a question with variable data. Following is a list of the possible variable options, the data that will be returned for each, and the forms to which it is applicable: 60

66 Working with Questions Variable Option Data Returned Applicable Forms ID Number Returns the ID of the person for whom the data is being updated All forms Current Date Returns the current date All forms Current Date and Time Returns the current date and time All forms Current Time Returns the current time All forms Gift Category (computed) REG_CONFIG.CUR_YR_DFLT REG_CONFIG.CUR_TRM_DFLT TW_REG_CONFIG.DFLT_YR_CDE TW_REG_CONFIG.DFLT_TRM_CDE Returns a combined code consisting of cat_comp_1 + '-' + cat_comp_2 Returns the value defined as the current default year code from the REG_CONFIG table Returns the value defined as the current default term code from the REG_CONFIG table Returns the value defined as the current default year code from the TW_REG_CONFIG table Returns the value defined as the current default term code from the TW_REG_CONFIG table Relationship Management forms Student Request Student Request Student Request Student Request c. If you want to define a default value that will be displayed for all users entering data in the form rather than being a piece of data that is specific to the ID/name for whom the data is being updated/submitted, select the Static option and enter the default value to be used in the Static value edit box, which is displayed when the Static option is selected. d. If you do not wish for the question to be pre-populated, leave the Prepopulate option set to None. 10. You can define any pre-populated question to be "read only" by selecting the Read only check box that is displayed to the right of the Prepopulate drop-down list box. 11. If you want to view the details of the question or see a preview of how it would appear on a form, click the Preview this question link. From the View a Question screen, you can Edit this question, which returns you to the Add an "Essay" Question page, or click the Back to previous screen link, which also returns you to the Add an "Essay" Question page. 12. Click Save. 13. The system saves the question and again displays the main editing page for this form. 61

67 Working with Questions Drop-down Menu Questions 1. Open the form for editing. 2. Navigate to the appropriate section and click the Add a new Question link. 3. The Choose a Question Type screen displays several options. 4. Click the Drop-down Menu question type link. 5. The Add a "Drop-down Menu" Question page is displayed. You can click the Select a new question type link at any time prior to saving the new question to return to the Choose a Question Type screen. 6. In the Question Label field, enter a label for the question. An entry in this field is required. You should enter a name that will be meaningful, as this is the label that identifies the question within Form Builder. It might also be displayed to end users in some situations. 7. In the Question Text field, enter the question to be displayed on the form. An entry in this field is required. You can use the formatting tools at the top edge of the text box to change the font of your text, add emoticons, etc. 8. If you want the question to be required, select the Required check box. 9. In the Prepopulate field, indicate if and how you want the question to be prepopulated. a. You can choose to have the question be pre-populated with data about the user that may already exist in the EX database. To pre-populate the question with data for the user, select a database column from the Prepopulate drop-down list box from which to retrieve the data from the database. The choices available in 62

68 Working with Questions this list are determined by settings that were selected in the Is Available to Prepopulate column on the Manage Mapping Tables window in the EX Common module (Task Internet Configuration Manage Mapping Tables). b. There may also be several options available at the end of the column list in the Prepopulate drop-down list box that will pre-populate a question with variable data. Following is a list of the possible variable options, the data that will be returned for each, and the forms to which it is applicable: Variable Option Data Returned Applicable Forms ID Number Returns the ID of the person for whom the data is being updated All forms Current Date Returns the current date All forms Current Date and Time Returns the current date and time All forms Current Time Returns the current time All forms Gift Category (computed) REG_CONFIG.CUR_YR_DFLT REG_CONFIG.CUR_TRM_DFLT TW_REG_CONFIG.DFLT_YR_CDE TW_REG_CONFIG.DFLT_TRM_CDE Returns a combined code consisting of cat_comp_1 + '-' + cat_comp_2 Returns the value defined as the current default year code from the REG_CONFIG table Returns the value defined as the current default term code from the REG_CONFIG table Returns the value defined as the current default year code from the TW_REG_CONFIG table Returns the value defined as the current default term code from the TW_REG_CONFIG table Relationship Management forms Student Request Student Request Student Request Student Request c. If you want to define a default value that will be displayed for all users entering data in the form rather than being a piece of data that is specific to the ID/name for whom the data is being updated/submitted, select the Static option and enter the default value to be used in the Static value edit box, which is displayed when the Static option is selected. d. If you do not wish for the question to be pre-populated, leave the Prepopulate option set to None. 10. You can define any pre-populated question to be "read only" by selecting the Read only check box that is displayed to the right of the Prepopulate drop-down list box. 63

69 Working with Questions 11. Use the Orientation field to specify how the question text will be positioned relative to the field where the user enters a response. a. To position the question to the left (see the below example), click the Horizontal radio button. b. To position the question above the response field (see the below example), click the Vertical radio button. 12. In the Option Type field, select Static or Dynamic. a. Selecting the Static option indicates that there are a pre-defined series of options that you always want to provide to the user. You can define the available options by completing the following steps in the Static Options area of the screen: i. Enter the text that you want the user to see in the Display Text field. ii. Enter the corresponding code that you want saved to the database in the Database Value field. b. Selecting the Dynamic option indicates that the options will always be selected via a SQL SELECT statement from the database. i. Enter the appropriate SQL statement in the text area provided. The query should return two values: data to be displayed for the user (Display Text) and the corresponding code that should be saved to the database (the Database Value). The Database Value should be the first piece of data returned by the query, while the Display Text should be the second piece 64

70 Working with Questions ii. iii. of data. If only one value is returned by the query, then that value will be used as both the Database Value and the Display Text. You can define a query that returns the same values all of the time (i.e., for a list of states). However, you can also define a query that is dependent upon some other value. The variables available for creating a dependent question are as follows: 1) A user's response to another question: Enter '{S#Q#}' in your query to indicate the section and question upon which to base the values of this drop-down list box. 2) The logged-in user's ID or the ID Number for whom the data is being updated, as in the case where an Advisor may be submitting an update for a student: Enter {UserID} in the query to use the ID as part of the query (i.e., the student's ID). 3) The logged-in user's ID if the user is submitting a form on someone else's behalf: Enter {AdminID} to use the ID of the thirdparty submitter (i.e., the Advisor's ID) in the query For help creating a dependent question, select the Click here to read more links in the Dynamic Options section of the screen. If this is not a dependent question, you can use the Test SQL command button to make sure that your query is valid. 13. If you want to view the details of the question or see a preview of how it would appear on a form, click the Preview this question link. From the View a Question screen, you can Edit this question, which returns you to the Add a "Drop-down Menu" Question page, or click the Back to previous screen link, which also returns you to the Add a "Drop-down Menu" Question page. 14. Click Save. The system saves the question and again displays the main editing page for this form. Multiple Choice Questions 1. Open the form for editing. 2. Navigate to the appropriate section and click the Add a new Question link. The Choose a Question Type screen displays several options. 65

71 Working with Questions 3. Click the Multiple Choice question type link. 4. The Add a "Multiple Choice" Question page is displayed. You can click the Select a new question type link at any time prior to saving the new question to return to the Choose a Question Type screen. 5. In the Question Label field, enter a label for the question. An entry in this field is required. You should enter a name that will be meaningful, as this is the label that identifies the question within Form Builder. It might also be displayed to end users in some situations. 6. In the Question Text field, enter the question to be displayed on the form. An entry in this field is required. Use the formatting tools at the top edge of the text box to change the font of your text, add emoticons, etc. 7. If you want the question to be required, select the Required check box. 8. In the Response Type field, indicate whether the user can select more than one option (via check boxes) or is restricted to one choice (via radio buttons). 9. In the Prepopulate field, indicate if and how you want the question to be prepopulated. a. You can choose to have the question be pre-populated with data about the user that may already exist in the EX database. To pre-populate the question with data for the user, select a database column from the Prepopulate drop-down list box from which to retrieve the data from the database. The choices available in this list are determined by settings that were selected in the Is Available to Prepopulate column on the Manage Mapping Tables window in the EX Common module (Task Internet Configuration Manage Mapping Tables). 66

72 Working with Questions b. There may also be several options available at the end of the column list in the Prepopulate drop-down list box that will pre-populate a question with variable data. Following is a list of the possible variable options, the data that will be returned for each, and the forms to which it is applicable: Variable Option Data Returned Applicable Forms ID Number Returns the ID of the person for whom the data is being updated All forms Current Date Returns the current date All forms Current Date and Time Returns the current date and time All forms Current Time Returns the current time All forms Gift Category (computed) REG_CONFIG.CUR_YR_DFLT REG_CONFIG.CUR_TRM_DFLT TW_REG_CONFIG.DFLT_YR_CDE TW_REG_CONFIG.DFLT_TRM_CDE Returns a combined code consisting of cat_comp_1 + '-' + cat_comp_2 Returns the value defined as the current default year code from the REG_CONFIG table Returns the value defined as the current default term code from the REG_CONFIG table Returns the value defined as the current default year code from the TW_REG_CONFIG table Returns the value defined as the current default term code from the TW_REG_CONFIG table Relationship Management forms Student Request Student Request Student Request Student Request c. If you want to define a default value that will be displayed for all users entering data in the form rather than being a piece of data that is specific to the ID/name for whom the data is being updated/submitted, select the Static option and enter the default value to be used in the Static value edit box, which is displayed when the Static option is selected. d. If you do not wish for the question to be pre-populated, leave the Prepopulate option set to None. 10. You can define any pre-populated question to be "read only" by selecting the Read only check box that is displayed to the right of the Prepopulate drop-down list box. 11. Use the Orientation field to specify how the question text will be positioned relative to the field where the user enters a response. a. To position the question to the left (see the example below), click the Horizontal radio button. 67

73 Working with Questions b. To position the question above the response field (see the example below), click the Vertical radio button. 12. In the Option Type field, select Static or Dynamic. a. Selecting the Static option indicates that there are a pre-defined series of options that you always want to provide to the user. You can define the available options by completing the following steps in the Static Options area of the screen: i. Enter the text that you want the user to see in the Display Text field. ii. Enter the corresponding code that you want saved to the database in the Database Value field. 68

74 Working with Questions b. Selecting the Dynamic option indicates that the options will always be selected via a SQL SELECT statement from the database. i. Enter the appropriate SQL statement in the text area provided. The query should return two values: data to be displayed for the user (Display Text) and the corresponding code that should be saved to the database (the Database Value). The Database Value should be the first piece of data returned by the query, while the Display Text should be the second piece of data. If only one value is returned by the query, then that value will be used as both the Database Value and the Display Text. ii. iii. You can define a query that returns the same values all of the time (i.e., for a list of states). However, you can also define a query that is dependent upon some other value. The variables available for creating a dependent question are as follows: 1) A user's response to another question: Enter '{S#Q#}' in your query to indicate the section and question upon which to base the values of this drop-down list box. 2) The logged-in user's ID or the ID Number for whom the data is being updated, as in the case where an Advisor may be submitting an update for a student: Enter {UserID} in the query to use the ID as part of the query (i.e. the student's ID). 3) The logged-in user's ID if the user is submitting a form on someone else's behalf: Enter {AdminID} to use the ID of the thirdparty submitter (i.e., the Advisor's ID) in the query For help creating a dependent question, select the Click here to read more links in the Dynamic Options section of the screen. If this is not a dependent question, you can use the Test SQL command button to make sure that your query is valid. 13. If you want to view the details of the question or see a preview of how it would appear on a form, click the Preview this question link. From the View a Question screen, you can Edit this question, which returns you to the Add a "Multiple Choice" Question page, or click the Back to previous screen link, which also returns you to the Add a "Multiple Choice" Question page. 14. Click Save. The system saves the question and again displays the main editing page for this form. File Upload Questions The File Upload question type is only available to the Student Request portlet in JICS and later versions. 69

75 Working with Questions 1. Open the form for editing. 2. Navigate to the appropriate section and click the Add a new Question link. 3. The Choose a Question Type screen displays several options. 4. C lick the File Upload question type link. 5. The Add a "File Upload" Question page is displayed. You can click the Select a new question type link at any time prior to saving the new question to return to the Choose a Question Type screen. 6. In the Question Label field, enter a label for the question. An entry in this field is required. You should enter a name that will be meaningful, as this is the label that identifies the question within Form Builder. It might also be displayed to end users in some situations. 7. In the Question Text field, enter the question to be displayed on the form. An entry in this field is required. You can use the formatting tools at the top edge of the text box to change the font of your text, add emoticons, etc. 8. If you want the question to be required, select the Required check box. 9. If you wish to display one or more template files to the submitter: a. Enter the path and filename to the file in the Templates text box. OR Click on the Browse button to open the File Upload dialog box. Navigate to the location of the file you wish to add, select the filename, and click the Open button. The selected file will be entered into the Templates text box. 70

76 Working with Questions b. Click the Add File button. The selected file will be displayed as a link under Browse and Add File buttons. c. Repeat the procedure to add other template files. the Clicking the displayed link opens the file. Clicking the trashcan icon next to the link prompts you if you wish to remove the template file from the question. Clicking OK at the delete prompt removes the file from the question. 10. Select from the File Limit drop-down list box the maximum number of files that the submitter is allowed to upload. The maximum number of files can be defined as a value ranging from one (1) to six (6). The default value is one (1). 11. If you want to view the details of the question or see a preview of how it would appear on a form, click the Preview this question link. From the View a Question screen, you can Edit this question, which returns you to the Add a "File Upload" Question page, or click the Back to previous screen link, which also returns to the Add a "File Upload" Question page 12. Click Save. The system saves the question and again displays the main editing page for this form. Importing a Question If you want to use one or more questions that already exist in another form, you can import them. If you import a dependent question, always double-check the section number and question number of the parent question and, if necessary, update the SQL to ensure that the dependent question is referencing the appropriate parent question. If you import a question from one of the sample forms, you should check the properties for each imported question to ensure that they are defined and/or mapped as you would like. For example, some drop-down questions in the sample form use dynamic SQL to retrieve the available options. You should ensure that the query results are as you expect based on the data in your EX database and then modify the query if necessary. Before importing questions from one Relationship Management form to another, be sure that the question is mapped to a column that is appropriate for the data category being edited. 1. Open the form for editing. 2. Navigate to the appropriate section, and click the Import Question(s) link. 3. The system displays the Import Questions screen. 71

77 Working with Questions 4. To search for a question (or a header) without opening another form: a. In the Search for a Question box, enter search criteria. You cannot use wildcards in your search, but you can enter a partial word. b. Click the Search button. The system returns a list of all the questions and headers that meet the criteria you entered. If you want to view the details of a question/header or see a preview of how it would appear on a form, click the Question Label. Click the Back to previous screen link to return to the Import Questions screen c. Select the check box beside the question(s) that you want to import. d. Click the Import Selected button. The Form Builder: Name of your form screen is displayed with the imported questions listed at the end of the appropriate section. 5. To browse a form to select questions: a. Go to the Browse Forms: area of this screen, which contains a list of all the forms that exist for all instances of this portlet. If you click through to look at the text of any question, you will lose your search results. b. Click the name of the form that you want to browse. A form s sections is displayed. screen listing all of the c. To browse a section, click the name of it. A screen listing all questions and headers in that section is displayed. If you want to view the details of a question/header or see a preview of how it would appear on a form, click the Question Label. Click the Back to previous screen link to return to the Import Questions screen. d. Using the check boxes at the left, select the question(s) you want to import. e. Click the Import Selected button. The Form Builder: Name of your form screen is displayed. f. When you are finished working with this form, click the Done button. Modifying a Question You can modify a question's properties, such as the text (as displayed on the form to users), its label (the name that identifies the question within Form Builder), orientation, etc. 72

78 Working with Questions 1. Open the form for editing. 2. Locate the question you want to modify (for example, First Name). 3. You can navigate to the Add a "XXX" Question screen in two ways: a. Click the corresponding pencil icon. i. The Add a "XXX" Question screen is displayed so that you can edit the question. ii. When you have finished previewing, testing, etc., click the Save button. b. Click the name of the question that you want to modify. The View a Question screen, which includes a preview of the question and details about its mapping, etc., is displayed. i. Click the Edit this Question link. The Add a "XXX" Question screen is displayed so that you can edit the question. ii. When you have finished previewing, testing, etc., click the Save button. Deleting a Question You can delete a question from the form. However, if you delete a question and if it was the only question mapped to a particular row, that mapping row will be deleted also, thereby deleting any custom data mappings you have set up for that row. 73

79 Working with Questions 1. Open the form for editing. 2. Locate the question you want to delete (for example, Religion). 3. Click the trashcan icon to delete the question. 4. The following message is displayed: "Are you sure you want to delete the question "XXX"? Deleting a question cannot be undone." 5. Click OK to delete the question and Cancel to retain the question. 74

80 Working with Headers A heading allows you to group related questions in a section. You may want to use headers on a lengthy section to break up the page visually. You can add, modify, and delete headers. You can also import headers from other forms. Creating a Header Form Builder allows you to create headers within a section. 1. Open the form for editing. 2. Locate the section to which you want to add the header. Click the Add a Header link 3. The Add a Header screen is displayed. 4. In the Header field, enter a name for the header. 5. In the Description field, enter any supplementary text to be displayed below the header. 6. Click the Save button. Any changes are saved, and the Form Builder: Name of your form screen is displayed. Importing a Header If you want to use one or more headers that already exist in another form, you can import them. Use the steps detailed in the "Importing a Question" topic in order to select the header items to be imported. 75

81 Working with Headers Modifying a Header You may also modify any existing header. 1. Open the form for editing. 2. Locate the header that you want to modify (for example, Name). Click the corresponding pencil icon. 3. The Edit a Header screen is displayed. 4. You can modify text in the Header and Description columns. 5. Click the Save button. Deleting a Header 1. Open the form for editing. 2. Locate the header you want to delete. Click the corresponding trashcan icon. 76

82 Working with Headers 3. A message is displayed asking if you are sure you want to continue with the delete process. Note that deleting a header cannot be undone. 4. Click OK to delete the header and Cancel to retain the header. 77

83 Reordering and Rearranging Form Content By default, Form Builder places sections, questions, and headers on a form in the order in which you create them. However, you can always reorder and rearrange content on a form at any time. Reordering Sections Reorder the sections in a form if you want them to display in a different order. 1. Open the form for editing. 2. Click the Reorder Sections link. 3. The Reorder Sections screen is displayed. 4. Using the text boxes in the Order column, specify how the sections should appear. 5. Click the Reorder button. 6. If you want to make additional changes to the order, repeat Steps 4 and When you are satisfied with the order of the questions, click the Done reordering link. 8. Any changes you made are saved, and the Form Builder: Name of your form screen is displayed, showing the sections in the new order. 78

84 Reordering and Rearranging Form Content Reordering Questions and Headers Reorder the questions and/or headers in a form if you want them to display in a different order. 1. Open the form for editing. 2. Locate the section with the questions or headers you want to reorder. 3. Click the Move & reorder questions link. 4. A screen that lists every question and header in the section is displayed. 5. Using the text boxes in the Order column, specify the order in which the items should display. 79

85 Reordering and Rearranging Form Content 6. Scroll to the bottom of the screen, and click the Reorder button. 7. If you want to make additional changes to the order of the questions and headers, repeat Steps 5 and When you are satisfied with the order of the questions and headers, click the Done reordering link. 9. Any changes you made are saved, and the Form Builder: Name of your form screen is displayed. Moving Questions and Headers to a Different Section You can move questions and headers to a different section within the same form. 1. Open the form for editing. 2. Locate the section with the questions and/or headers you want to move. 3. Click the corresponding Move & reorder questions link. 4. Using the check boxes at the left, select the items you want to move. 5. Scroll to the bottom of the screen. Using the Move Selected to: drop-down list, choose the destination for these items. 6. Click the Move Questions button. 7. If you want to move additional questions, repeat Steps 4, 5 and Using the text boxes in the Order column, specify the order in which the remaining questions should be displayed and click the Reorder button. 80

86 Reordering and Rearranging Form Content 9. When you are satisfied with the order of the remaining questions, click the Done reordering link. 10. The changes are saved, and the Form Builder: Name of your form screen is displayed. 81

87 Working with Data Mappings The purpose of the Form Builder mapping tables is to ensure data captured within JICS is routed to the appropriate locations within the EX database. Although you can set up the Form Builder forms to capture all types of data that may or may not relate to EX data elements, it is important to understand that not all data automatically finds its way into the EX database. Specific processes must exist in order to take the JICS data in its raw form, place it into temporary holding records, and enable it to be stored in permanent tables in the EX application (either automatically or manually, depending upon the form type). Jenzabar delivers with the sample and default forms the mappings required to associate responses to the questions on the forms to EX data elements. The Apply Online 2.0, Make an Inquiry 2.0, Student Request, and Personal Info Update form types allow you to configure forms so that data entered by candidates and students can be reviewed by a user in EX and then imported into your database. The Registration Agreement and Relationship Management form types send data to EX upon submission and automatically store data into both the submission holding tables and the specified EX database tables. In order to take advantage of this functionality, you must map questions to specific tables and columns. You can also leave questions unmapped; however, if you do, the question's response will have to be processed manually. For additional background on the mapping process, see the Mapping and Managing Mapping Tables and Columns in EX topics. After any mapping changes have been made, whether additions, deletions or modifications, validate the form's mappings to ensure that all of the changes are valid for the form. Defining Data Mappings In order to define the data mapping for both hidden data items and questions, you need to define the mapping table and the mapping column to associate with each form element. For some mapping tables, you may also need to define which row to use for the mapping. Additionally, for each mapping table and row, you can define any custom data that is needed for the row. You will use the following three screens to map form elements to the EX mapping tables and columns: Mapping: Choose a Table, Mapping: Choose a Row and Mapping: Set up Mapping. If the data about the available tables is not what you expected, the problem may be that JICS is not reflecting the most recent changes made in EX. To alleviate this problem or rule this out as a problem, clear the JICS cache (see the "Clearing the JICS Cache" topic). 82

88 Working with Data Mappings Mapping: Choose a Table Screen When mapping a question or hidden data item for the first time or if changing the table for a currently mapped form element, you will see the following Mapping: Choose a Table screen, which shows all of the mapping tables available to the currently selected form. By default, only certain model EX tables are available for mapping within JICS for each form type. However, it is possible to make custom tables available (see the "Making a Custom Table Available for Mapping" topic). Mapping: Choose a Row Screen If you click on a mapping table name on the Mapping: Choose a Table screen and one or more form elements are already mapped to this table, the system displays the Mapping: Choose a Row screen that summarizes the row or rows that the current mapping dictates (see below). Click the name of any row to see details about it via the Mapping: Set up Mapping screen. 83

89 Working with Data Mappings Mapping: Set up Mapping Screen If you click on a mapping table name on the Mapping: Choose a Table screen and no questions are currently mapped to this table or if you click on a Row number link or create a new row for a mapping table on the Mapping: Choose a Row screen, the Mapping: Set up Mapping screen is displayed. It displays details about a table that is available for mapping. If one or more questions have already been mapped to this table, then the information on this screen is specific to a particular row in the table. 84

90 Working with Data Mappings You can use the Mapping: Set up Mapping screen to map data in several ways, including: Mapping a question to a column Creating custom data to be inserted into a column Specifying that the user ID of the person submitting the form should be inserted into a column Nullifying any data that already exists in a column Specifying that a column should maintain its default value 85

91 Working with Data Mappings In order to save a row, at least one of the mappings for the row must involve a user s response to a question. For example, you cannot save a row that has only a custom data mapping or which only has a user ID mapping. The elements of the Mapping: Set up Mapping screen include the following: The Current Question is the question from which you navigated to the Mapping: Set up Mapping screen. You can map the current question to any of the columns listed on this screen, provided the column has the appropriate field type. The Table field identifies the table detailed by this screen. The Row field identifies the row detailed by this screen (this field is displayed only if one or more columns have already been mapped to this table). The Other Questions area of the screen lists the other questions currently mapped to this table and row (if any). While on this screen, you can delete the mappings for any of these questions, or you can map these questions to different columns within this table. The actual mapping is done in the Fields in table: o o o The Field Name column lists the columns in the table that are available for mapping. The Field Type describes details about each column: Data type (Date, String, Decimal, Integer) Amount of data that can be stored in the column; this value is represented by one or more numerals listed in parentheses after the data type; meaning of the number(s) varies depending on the data type Data Type Date String Decimal Integer Number(s) in parentheses indicates n/a Number of characters that can be entered First number: Number of bits defined for the column Second number: Number of decimal places allowed Number of bits defined for the column The Mapped Value lets you specify how each column is to be mapped (if at all). If the column is not mapped, it is set to No Change/Default Value. The available options are described in the table below. Option No Change/Default Value Question Response (xxx) Description No mapping is defined for this column. This column is mapped to the response for the question indicated by xxx. 86

92 Working with Data Mappings Option Hidden Data xxx (yyy) User ID NULL Custom Data Description This column is mapped to hidden data element xxx, which has a static value of yyy. The mapping column will contain the user ID of the person submitting the form. The mapping column will contain the equivalent to a NULL value (i.e., nothing will be sent for this column). A static value is defined for the mapping column. To go from the Mapping: Set up Mapping screen to one of the previous screens in this process, use the breadcrumbs at the top of the screen. Be careful not to click Save at any point in this process. If you inadvertently made some change while viewing the tables and then clicked Save, you could modify the mapping for your form in a way that you did not intend. Working with Question Mappings This section describes how to map and unmap questions as well as change existing mappings for a question. Files uploaded via the File Upload question type are not transferred to the EX database upon submission. They must be viewed through the Student Request portlet's reviewing functionality. Therefore, you should not map a File Upload question; however, if you do map a File Upload question to a mapping column, the mapping column value will simply be a text string saying, 'See file(s) in JICS interface.' Mapping a Question If a question is currently unmapped and you want to map it, use this procedure: 1. If the form is not already open for editing, open it. 2. The screen displayed includes a column labeled Db Mapping, which shows whether each question has been mapped to the database. Locate the question that you want to map, and click the corresponding Not mapped link. 3. The system displays the Mapping: Choose a Table screen. This page contains a table that shows all the available tables to which you can map questions and data within this portlet. While there is an Actual Name value included for each table, some of the 87

93 Working with Data Mappings tables listed may actually be logical tables that represent more than one physical table in the EX database. 4. Select the table to which you want to map this question by clicking the display name, which will produce one of the following results: a. If no questions in this form are currently mapped to this table, the system displays the Mapping: Set up Mapping screen, which lists details about the columns available for mapping. In this case, continue to Step 5. b. If any questions in this form are already mapped to this table, the system displays the Mapping: Choose a Row screen, which summarizes the row or rows that the current mapping dictates for the selected mapping table. In this case, do one of the following: i. If you want to map your question(s) using one of the rows being displayed, click the Row Number link for that row. The Mapping: Set up Mapping screen is displayed (see the "Mapping: Set up Mapping screen" topic for more information about this screen). It lists details about the columns available for mapping and shows how the columns are already mapped. Continue to Step 5. ii. If you want to create a new row, click Create a new row for this data. The Mapping: Set up Mapping screen is displayed (see the "Mapping: Set up Mapping screen" topic for more information about this screen). It lists details about the columns available for mapping. Continue to Step 5. Some EX model tables can accommodate only one row. You will not see errors when actually adding extra rows; however, when you try to validate the form, you will be unsuccessful. Therefore, before creating a new row for a model table, make sure that the table can accommodate it. 5. Use the Mapped Value drop-down list to match the question to the appropriate column. c. Each column available for mapping is displayed under the Field Name heading. d. Locate the appropriate column. e. In the corresponding Mapped Value column, use the drop-down list to choose the question you are mapping. 6. Click Save. 88

94 Working with Data Mappings Modifying a Question s Mapping If a question is currently mapped but you want to change its mapping, use the following procedure: 1. If the form is not already open for editing, open it. 2. The screen displayed includes a column labeled Db Mapping, which shows whether each question has been mapped to the database. 3. Locate the question whose mapping you want to modify, and click the link labeled Mapped. 4. The system displays the Mapping: Set up Mapping screen (see the "Mapping: Set up Mapping screen" topic for more information about this screen). This screen shows how the question you selected is mapped. It also shows all other mappings that currently exist for the table and row to which this particular question is mapped. 5. If you want to keep the question mapped to the current table and row but to a different column, complete the following steps: a. Set the Mapped Value drop-down list box to 'No Change/Default Value' for the mapping column currently associated with the selected question. b. Continue to Step If you want to keep the question mapped to the current table but want to change the mapping to a different row that has already been defined, complete the following steps: a. Click Change Row. The system displays the Mapping: Choose a Row screen. b. Click the name of the row you want to use. c. Continue to Step If you want to keep the question mapped to the current table but want the mapping to be part of a new row that you will define now, complete the following steps: a. Click Change Row. The system displays the Mapping: Choose a Row screen. b. Click Create a new row for this data. The Mapping: Set up Mapping screen is displayed. c. Continue to Step 9. Some EX model tables can accommodate only one row. You will not see errors when actually adding extra rows; however, when you try to validate the form, you will be unsuccessful. Therefore, before creating a new row for a model table, make sure that the table can accommodate it. 89

95 Working with Data Mappings 8. If you want to map the question to a different table, complete the following steps: a. Click Change Table. b. The Mapping: Choose a Table screen is displayed. This screen contains a table that shows all the available tables to which you can map within this portlet. While there is an Actual Name included for each table, some of the tables listed may actually be logical tables that represent more than one physical table. c. Select the table to which you want to map this question by clicking the display name, which will produce one of the following results: i. If no questions are currently mapped to this table, the Mapping: Set up Mapping screen is displayed (see the "Mapping: Set up Mapping Screen" topic for more details about this screen). It lists details about the columns available for mapping. In this case, continue to Step 9. ii. If any questions are already mapped to this table, the Mapping: Choose a Row screen is displayed. It lists the row or rows that the current mapping dictates. In this case, click the name of the row that you want to use or click Create a new row for this data and then continue to Step 9. Some EX model tables can accommodate only one row. You will not see errors when actually adding extra rows; however, when you try to validate the form, you will be unsuccessful. Therefore, before creating a new row for a model table, make sure that the table can accommodate it. 9. Use the Mapped Value drop-down list to match the question to the appropriate column. a. Each column available for mapping is displayed under the Field Name heading. b. Locate the appropriate column. c. In the corresponding Mapped Value column, use the drop-down list to choose the question you are mapping. 10. Click Save. Deleting a Question s Mapping Use the following procedure to delete a question s mapping. If you remove all question mappings from a row, the system will also remove any custom data mappings that exist for that row. 90

96 Working with Data Mappings 1. If the form is not already open for editing, open it. 2. The screen displayed includes a column labeled Db Mapping, which shows whether each question has been mapped to the database. 3. Locate the question whose mapping you want to delete, and click the link labeled Mapped. 4. The Mapping: Set up Mapping screen is displayed (see the "Mapping: Set up Mapping screen" topic for more information about this screen). This screen shows how the question you selected is mapped. It also shows all other mappings that currently exist for the table and row to which this particular question is mapped. Do one of the following: a. If the question you are deleting is the only one that is mapped to this table or if you want to remove all currently defined mappings for this table and row, complete the following steps: i. Click Remove All Mappings at the bottom of the screen. ii. iii. You will be prompted to confirm that you wish to remove all of the mappings for the table and row. Upon confirmation, you will be returned to the Form Builder: Name of your form screen. b. If you wish to remove the question's mapping and leave all of the other mappings for this table and row as is, complete the following steps: i. Locate the column to which this question is mapped. ii. In the Mapped Value column, set the drop-down list to No Change/Default Value. 91

97 Working with Data Mappings iii. Click Save. You will be returned to the Form Builder: Name of your form screen. This option will not work if you are removing the last question from a mapping table. You must use the previous option or the next option in this case. c. Alternatively, if you want to remove the mapping only for the selected question, complete the following steps: i. Click the Remove Mapping link at the top of the screen in the Current Question line. ii. iii. You will be asked to confirm the deletion of the mapping for the question. Upon confirmation, the Mapping: Choose a Table screen is displayed. 1) If you wish to leave the question unmapped, click on the Back to Main link at the bottom of the screen. 2) If you want to associate the question with another mapping column, click on the name of the table, and continue with the mapping (see the "Mapping a Question" topic for details). Working with Hidden Data Mappings You can map and unmap hidden data as well as change existing mappings for a hidden data item. 92

98 Working with Data Mappings Mapping Hidden Data If a hidden data item is currently unmapped and you want to map it, use the following procedure. 1. Open the form for editing. 2. Scroll to the Hidden Data section at the bottom of the form and click the Not mapped link for the hidden data item you wish to map. 3. The Mapping: Choose a Table screen is displayed. This page contains a table that shows all the available tables to which you can map hidden data within this portlet. While there is an Actual Name value included for each table, some of the tables listed may actually be logical tables that represent more than one physical table in the EX database. 4. Select the table to which you want to map this hidden data item by clicking the display name, which will produce one of the following results: a. If no questions in this form are currently mapped to this table, the system displays the Mapping: Set up Mapping screen, which lists details about the columns available for mapping (see the "Mapping: Set up Mapping screen" topic for more information about this screen). In this case, continue to Step 5. b. If any questions in this form are already mapped to this table, the system displays the Mapping: Choose a Row screen, which summarizes the row or rows that the current mapping dictates for the selected mapping table. In this case, do one of the following: i. If you want to map your hidden data using one of the rows being displayed: ii. 1) Click that row. 2) The Mapping: Set up Mapping screen is displayed. It lists details about the columns available for mapping and shows how the columns are already mapped. See the "Mapping: Set up Mapping Screen" topic for more details about this screen. 3) Continue to Step 5. If you want to create a new row: 1) Click Create a new row for this data. 2) The Mapping: Set up Mapping screen is displayed (see the "Mapping: Set up Mapping screen" topic for more information about this screen). It lists details about the columns available for mapping. 3) Continue to Step 5. 93

99 Working with Data Mappings Some EX model tables can accommodate only one row. You will not see errors when actually adding extra rows; however, when you try to validate the form, you will be unsuccessful. Therefore, before creating a new row for a model table, make sure that the table can accommodate it. 5. Use the Mapped Value drop-down list to match the hidden data item to the appropriate column. a. Each column available for mapping is displayed under the Field Name heading. b. Locate the appropriate column. c. In the corresponding Mapped Value column, use the drop-down list to choose the hidden data item you are mapping. 6. Click Save. Modifying a Hidden Data Mapping If a hidden data item is currently mapped but you want to change its mapping, use the following procedure. 1. Open the form for editing. 2. Scroll down to the Hidden Data section, which is at the bottom of the screen. 3. Locate the hidden data item whose mapping you want to modify. 4. Click the Mapped link. 5. The Mapping: Set up Mapping screen is displayed (see the "Mapping: Set up Mapping screen" topic for more information about this screen). This screen shows how the hidden data item you selected is mapped. It also shows all other mappings that currently exist for the table and row to which this particular hidden data item is mapped. a. If you want to keep the hidden data item mapped to the current table and row but to a different column, complete the following steps: i. Set the Mapped Value drop-down list box to 'No Change/Default Value' for the mapping column currently associated with the selected hidden data item. ii. Continue to Step 6. 94

100 Working with Data Mappings b. If you want to keep the hidden data item mapped to the current table but want to change the mapping to a different row that has already been defined, complete the following steps: i. Click Change Row. ii. iii. The Mapping: Choose a Row screen is displayed. Click the name of the row you want to use. iv. Continue to Step 6. c. If you want to keep the hidden data item mapped to the current table but want the mapping to be part of a new row that you will define now, complete the following steps: i. Click Change Row. ii. iii. iv. The Mapping: Choose a Row screen is displayed. Click Create a new row for this data. The Mapping: Set up Mapping screen is displayed. v. Continue to Step 6. Some EX model tables can accommodate only one row. You will not see errors when actually adding extra rows; however, when you try to validate the form, you will be unsuccessful. Therefore, before creating a new row for a model table, make sure that the table can accommodate it. d. If you want to map the hidden data item to a different table, complete the following steps: i. Click Change Table. ii. iii. The Mapping: Choose a Table screen is displayed. This screen contains a table that shows all the available tables to which you can map within this portlet. While there is an Actual Name included for each table, some of the tables listed may actually be logical tables that represent more than one physical table. Select the table to which you want to map this hidden data item by clicking the display name, which will result in one of the following: 1) If no questions are currently mapped to this table, the Mapping: Set up Mapping screen is displayed. It lists details about the columns available for mapping. See "Mapping: Set up Mapping Screen" topic for more details about this screen. In this case, continue to Step 6. 2) If any questions are already mapped to this table, the Mapping: Choose a Row screen is displayed. It lists the row or rows that the 95

101 Working with Data Mappings current mapping dictates. In this case, click the name of the row that you want to use or click Create a new row for this data. In this case, continue to Step 6. Some EX model tables can accommodate only one row. You will not see errors when actually adding extra rows; however, when you try to validate the form, you will be unsuccessful. Therefore, before creating a new row for a model table, make sure that the table can accommodate it. 6. Use the Mapped Value drop-down list to match the hidden data item to the appropriate column. a. Each column available for mapping is displayed under the Field Name heading. b. Locate the appropriate column. c. In the corresponding Mapped Value column, use the drop-down list to choose the hidden data item you are mapping. 7. Click Save. Deleting a Hidden Data Mapping If you want to delete a hidden data item's mapping, use the following procedure. 1. Open the form for editing. 2. Scroll down to the Hidden Data section, which is at the bottom of the screen. 3. Locate the hidden data item whose mapping you want to modify, and click the Mapped link. 4. The Mapping: Set up Mapping screen is displayed. It shows how the hidden data item you selected is mapped and all other mappings that currently exist for the table and row to which this particular hidden data item is mapped. a. If the hidden data item you are deleting is the only item that is mapped to this table or if you want to remove all currently defined mappings for this table and row, complete the following steps: i. Click Remove All Mappings at the bottom of the screen. ii. iii. You will be prompted to confirm that you wish to remove all of the mappings for the table and row. Upon confirmation, you will be returned to the Form Builder: Name of your form screen. 96

102 Working with Data Mappings b. If you wish to remove the hidden data item's mapping and leave all of the other mappings for this table and row as is, complete the following steps: i. Locate the column to which this hidden data item is mapped. ii. In the Mapped Value column, set the drop-down list to No Change/Default Value. iii. Click Save. You will be returned to the Form Builder: Name of your form screen. This option will not work if you are removing the last question from a mapping table. You must use the previous option or the next option in this case. c. Alternatively, if you want to remove the mapping only for the selected hidden data item, complete the following steps: i. Click the Remove Mapping link at the top of the screen in the Hidden Data line. ii. You will be asked to confirm the deletion of the mapping for the hidden data item. 97

103 Working with Data Mappings iii. Upon confirmation, you will be taken to the Mapping: Choose a Table screen, where you can select another table for the hidden data item's mapping. 1) If you wish to leave the hidden data item unmapped, click on the Back to Main link at the bottom of the screen. 2) If you want to associate the hidden data item with another mapping column, click on the name of the table, and continue with the mapping (see the "Mapping Hidden Data" topic for more details). Working with Custom Data You can add, modify, and delete custom data; however, you can only save a custom data mapping in a row to which one or more questions is mapped. For example, if you create a custom data mapping and then later remove all the question mappings from that row, the system will also remove the custom data mapping. Adding Custom Data At times you may want to add custom data to your mapping setup. 1. Open the form for editing. 2. The screen displayed includes a column labeled Db Mapping, which shows whether each question has been mapped to the database. 3. Locate a question currently mapped to the table and row that should hold the custom data. 4. Click the Mapped link. a. The Mapping: Set up Mapping screen is displayed. This screen shows how the question you selected is currently mapped. It also shows all other mappings that currently exist for the table and row to which this particular question is mapped. The Fields column displays the names of the columns for this table. See the "Mapping: Set up Mapping Screen" topic for more details about this screen. 98

104 Working with Data Mappings 5. Locate the column that you want to contain the custom data. Using the corresponding Mapped Value drop-down list, select Custom Data. 6. The system updates the screen to include a text field at the right side of the row you selected. 7. Enter the code for your custom data in the text field. 8. Click Save. Modifying or Deleting Custom Data If you need to modify or delete custom data that you defined on a form, use the following procedure. 1. Open the form for editing. 2. The screen displayed includes a column labeled Db Mapping, which shows whether each question has been mapped to the database. 3. Locate a question currently mapped to the table and row that holds the custom data you wish to edit or delete. 4. Click the Mapped link. 5. The Mapping: Set up Mapping screen is displayed. This screen shows how the question you selected is currently mapped. It also shows all other mappings that currently exist for the table and row with which this particular question is associated. The Fields column displays the names of the columns for this table. See the "Mapping: Set up Mapping Screen" topic for more details about this screen. 99