9. If a category was NOT previously published, Authors may modify it by following the same procedures as an Administrator or Publisher. When the category is ready for publishing an Author must Save and Submit rather than publish, and may NOT modify it after it has been published. Section 3: Deleting a Category Note: Only System Administrators and Owners (of the module) can delete a Category Access Forms 1. Login to the admin side of the website 2. Go to Modules > Form Center 3. Find the category you wish to delete in the list. 4. You must have the category Unpublished before you can delete it. 5. After your category is Unpublished, select Delete from the drop-down menu under Action. (Fig. 3-1) Fig. 3-1 NOTE: You may not delete a category that still contains items. You will need to unpublish and delete the forms within the category first before deleting the category. 6. A pop-up will appear, asking if you are sure you wish to delete the category. a. If you have selected the incorrect category to delete, click Cancel. b. After making sure the category you are deleting is the correct one, click OK. Section 4: Creating a Form NOTE: You must have an existing category in order to create a new form. If you do not have an existing category, please refer to the Creating a Category section for instructions. Access Forms 1. Login to the admin side of the website 2. Go to Modules > Form Center 3. Find the category you wish to create a form under. 4. From the Choose an Action drop-down menu select Add Item 5. Form Name -- Enter a name for your form. This is what will be displayed at the top of the form on the Public side. 6. This form submits data to -- If you have the Citizen Request Tracker, you will have the option to for the form to submit data either to Email Address(es) or to A CRT Category. If you do not have the CRT, Email Address(es) will be selected automatically. 3
7. Submit to Email Address (optional) -- Type in the email address(es) you would like the data to go to. Separate multiple email addresses with a semicolon. If you do not specify an email address, the form will go to a default address specified somewhere else in the system. 8. After submitting, go to this page -- You can also choose which page site users go to when they click submit. You can send them to a current page, or you can create a special page. A special page should thank them for their information, feedback, etc, let them know if they will be contacted and what will be done with their information. 9. For a CRT Category -- Choose from the drop-down menu which CRT Category you would like the form to be listed under. If you would like to create a new category, you must do that through the Citizen Request Tracker module. 10. Pad Cells choosing yes will add a little space between questions, and between questions and headers / instructions. 11. The Start Date and End Date textboxes are generally left blank. a. If left blank, the form will become available for public use as soon as you publish it and will be available indefinitely. b. If a Start Date is entered, the form will become available on that date. c. If an End Date is entered, the form will become inaccessible on that date. 12. You must click the Save button on the upper left side of the screen to continue building your form. 13. After clicking Save, you can click the Hide Details button, which will collapse the section you have just filled out. To view this information again, click Show Details. 14. Click the Add Field button on the left side of the screen. Proceed to the Adding Fields to a Form section. Hide Details collapses this box. Section 5: Using a Template Access Forms 1. Login to the admin side of the website 2. Go to Modules > Forms 3. Under Unpublished Categories, you will find CivicPlus Sample Forms. From the Choose an Action drop-down menu to the right, select View List. 4
Fig. 5-1 4. To the right of each form name, you can select Preview or Copy from the Choose an Action drop-down menu. 5. Preview will open the template in a new window. Find the template that collects the information you want. 6. Copy will bring up the template properties. Next to Form Category, choose which category you would like to place your form in from the drop-down menu. Follow the instructions for Creating a Form. Fig. 5-2 5
Section 6: Adding Fields to a Form 1. After you have clicked Save in the Adding a Form page, you can begin adding forms. 2. Click the Add Form button. 3. Enter the Question or Instructions in the Question field. 4. Use the Field SETS drop-down menu to determine what kind of answer space to provide and choose one of the following: a. Short Answer The Short Answer field type allows the user to type in a short answer such as a name, address, telephone number, etc. i. Default Value You have a choice to set a default value for the user. You can use the City, State, or Zip Code as the default value or you can make up your own. ii. Required Allows you to make this field required for the user to fill out. iii. Answer Format Tells the system what type of answer you are looking for here. Your choices are Any, Email, Numeric, Date, or Zip Code. iv. Size This is the size that the field appears on the screen. v. Max Length The maximum number of characters that can be put into the field. b. Long Answer The Long Answer field type allows the user to type in a more descriptive answers, such as giving the details of a complaint, ect. i. Default Value You have a choice to set a default value for the user. You can use the City, State, or Zip Code as the default value or you can make up your own. 5. After you have clicked Save in the Adding a Form page, you can begin adding forms. 6. Click the Add Form button. 7. Enter the Question or Instructions in the Question field. 8. Use the Field Type drop-down menu to determine what kind of answer space to provide and choose one of the following: a. Short Answer The Short Answer field type allows the user to type in a short answer such as a name, address, telephone number, etc. i. Default Value You have a choice to set a default value for the user. You can use the City, State, or Zip Code as the default value or you can make up your own. ii. Required Allows you to make this field required for the user to fill out. iii. Answer Format Tells the system what type of answer you are looking for here. Your choices are Any, Email, Numeric, Date, or Zip Code. iv. Size This is the size that the field appears on the screen. 6
v. Max Length The maximum number of characters that can be put into the field. b. Long Answer The Long Answer field type allows the user to type in a more descriptive answers, such as giving the details of a complaint, ect. i. Default Value You have a choice to set a default value for the user. You can use the City, State, or Zip Code as the default value or you can make up your own. ii. Required Allows you to make this field required for the user to fill out. iii. Answer Format Tells the system what type of answer iv. Height This is the number of rows the text area occupies. v. Width The number of columns the text area occupies c. Checkbox(es) Checkboxes allow the user to select from many different options for their answer. When setting up the checkboxes you can submit each answer to a different email address by placing the email address in the Submit to Email Address(es) (optional) box. i. Choices Type in the options for the checkboxes ii. Submit to Email Address(es) (optional) Allows you to submit this answer to individual email addresses. iii. Minimum Answers The minimum number of answers that the user can check. iv. Maximum Answers The maximum number of answers that the can check. d. Radio Buttons Radio buttons allow the user to select from different options. They work very similar to Checkboxes, but the user can only select one answer for the question. i. Required Allows you to make this field required for the user to fill out. ii. iii. Choices Type in the options for the radio buttons Submit to Email Address(es) (optional) Allows you to submit this answer to individual email addresses. e. Dropdown List The Dropdown List field type allows the user to select from different answers from a drop down list. The dropdown lists functions exactly like the radio buttons except your choices come from a dropdown list instead of buttons. i. Required Allows you to make this field required for the user to fill out. ii. iii. Choices Type in the options for the radio buttons Submit to Email Address(es) (optional) Allows you to submit this answer to individual email addresses. f. States Dropdown The State Dropdown field type is for the user when you are asking for their address. You can set it to be defaulted to your state. i. Required Allows you to make this field required for the user to fill out. ii. Default Value The default for the user. It should be automatically defaulted to your State. g. File Upload - The file upload allows the user to upload a file to submit along with their form, such as a picture of the complaint, etc. i. Required Allows you to make this field required for the user to fill out. ii. Size This is the size of the field as it appears on the screen. h. Reply Email Allows the user to give you an email address so you can reply to their submitted form. i. Default Value You can set the format for the type of email address you want. ii. Required Allows you to make this field required for the user to fill out. iii. Size This is the size of the field as it appears on the screen iv. Max Length The maximum number of characters that can be put into the field. i. Header / Instructions Header / Instructions allows you to put in instructions for the form. If left blank, it also created a hard break in the form adding an extra line of spacing between sections on the form. j. Link Allows you to place a link on the form for the user to follow. i. Link This is where you would place the actual link to the webpage you want the user to go to. Follow the standard for links. ii. Link Text Hides the link from the public side of the website. Explain where you are taking the user. k. Display Image Used to upload an image from your computer to display on the form 7
9. After you have completed the initial fields, click the Show Layout Options button at the top right area of the screen. This will let you change the specifics for each question. a. Font Settings -- You can use this section to make your text bigger or to change the font. We recommend using the same font throughout your website. b. Font Color -- You must know the Hex value of the color you want to use. The default (#000000) is black. c. Background Color -- You must know the Hex value of the color you want to use. We recommend using the colors set up to match your website. d. Font Extras -- You can make your question bold, italics, and underlined. Usually, italics and underlined should be avoided. e. Question & Field Alignment -- You can use these options to move the placement of your question and your field. f. Question Location -- This determines the placement of the question relative to the field. You can have the question above, below, to the right, or to the left of the field. g. Field Location -- This determines whether you want your question to appear adjacent to the previous question or below it. Section 7: Viewing Form Statistics Note: In order to view statistics for forms, you must select Yes on Database Form when creating or modifying form. Access the Forms Module 1. Login to the admin side of the website 2. Go to Modules > Forms 3. Select the category by going to the Choose an Action drop-down and View List 4. Select the form you wish to view the statistics for by going to the Choose and Action drop-down and View Submitted Data. Fig. 7-1 8
Fig. 7-1 Section 8: Exporting Results Access the Forms Module 1. Login to the admin side of your website 2. Go to Modules > Forms 3. Go into the Submitted Data for the form 4. Click on the Export All button 5. A pop-up window will ask you to open or save your file. a. Click Open to view your results separated by commas in a text file b. Click Save to save the results to your computer as a comma-delimited text (.txt) file Section 8.1: View Your Form Results in Microsoft Excel View Your File Microsoft Excel 1. Save the file to your computer as a comma-delimited (.txt) file 2. Open Excel, click on the File menu and choose Open 3. Change the Files of Type field to Text Files (.txt). Find your file and click the Open button 4. The import wizard should start. Select Delimited file type and click Next (Fig. A8.1-1) Fig. 8.1-1 5. Under delimiters, check the box next to Comma (and uncheck any others), and click Next 6. Click Finish. Your results should now be separated into columns 9
7. Go the File menu and click Save As. Change the file type back to Microsoft Excel Workbook, and click Save 10