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Table of Contents

Overview

ShareVision Forms were created by us and therefore cannot be deleted. Editing ShareVision Forms and the fields within is limited; forms or fields that are integral to the data structure cannot be changed.

User Forms are forms that are added by you. User forms can be deleted and all fields can edited. ShareVision comes with one stock user form . You but you can add as many as you require. Any forms added to Forms Libraries shows up under User Forms.

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Form Fields

Form Type: List (Cannot be edited)

Purpose: Quickly and easily add commonly used fields to a form. Fields added to this form become "ShareVision Fields" and can be added to other forms

• Expand to view fields in each category

ShareVision Usage: New form development

Editing details:

New fields can be added, these fields will become available for use in other forms

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ShareVision Forms in Detail

Agency Announcements

Form Type: Announcements (Cannot be edited)

Purpose: Used for notifications that are of a limited duration

ShareVision Usage: Home Portal landing page - News

Editing details:

• Announcements form type has limited field options

• Title field cannot be removed

• Body field can be switched from Rich Text to Multi Line Text but any existing data will be lost

• Expires field can be removed. However, it is not recommended if you want to set items to expire when they reach by a particular date. (Configurable in page part settings - Additional Filter Fields)

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Client Intake Information

Form Type: List (Cannot be edited)

Purpose: To capture the client's unique information such as date of birth, gender, language, and base line information. Integral to the “Add client” form chain

ShareVision Usage:

• Client Portal, Client Details Pages - Client Intake Information

• Add client form chain

Editing details:

• Client field cannot be removed

• All other fields can be edited or removed

• Additional fields can be added as required by your agency

Contact Information

Form Type: List with form version (Cannot be edited)

Purpose: Tracks basic information about all contacts entered into the system. There is a form version for each type of contact: clients, professionals, and general contacts. Integral to the “Add client” form chain

ShareVision Usage:

• Client Portal lists clients and related Client Contact Info on their details page

• and their Contacts in the Quick Start

• Contacts Portal lists General and Professional Contacts and their related information

Editing details:

• Fields added by ShareVision cannot be removed

• When a form version exists, editing requires that you select a form version as the first step

• Once a version is selected, choice fields for that version can be edited and new fields can be added to the selected version

• Fields added to a selected version then become available to be added to other form versions. Available fields are listed under Other Fields

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Contact Relationships

Form Type: List (Cannot be edited)

Purpose: Relates Clients to other people: General Contacts, Professionals and Clients

ShareVision Usage:

• Add new relationship found in Clients Portal, Contacts under the heading of Information

Editing details:

• Client, Relationship and Contact fields cannot be removed

• Relationships can be updated to have more or different choices

• Removing or editing choices will affect existing data.

• You may add new choices

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Goal Progress

Form Type: List (Cannot be edited)

Purpose: Integral to a ShareVision Feature. Used in the Goals and Progress Feature to track progress against a goal. Feature must be turned on in Application Settings, General tab

ShareVision Usage: Once the feature is turned on, the Goals and Progress page is exposed in the Client Portal, Quick Start menu under the heading of Forms, with the label "Goals and Progress"

Editing details:

• For full details go to Goals and Progress editing

• Fields cannot be deleted

• Progress Rating field can be edited to change and add choices

• New fields can be added

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Goals

Form Type: List (Cannot be edited)

Purpose: Integral to a ShareVision Feature. Used in the Goals and Progress Feature to track goals and progress against goals. Feature must be turned on in Application Settings, General tab.

ShareVision Usage: Once the feature is turned on, the Goals and Progress page is exposed in the Client Portal, Quick Start menu under the heading of Forms, with the label "Goals and Progress"

Editing details:

• For full details go to Goals and Progress editing

• Fields cannot be deleted

• Goal Type and Initiated by

• can be updated

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Memos

Form Type: Announcements with form version (Cannot be edited)

Purpose: Used for clients and services for short-term notifications

ShareVision Usage: Found on Clients and Services Details pages. Can be set to stop displaying by configuring the expiry date

Editing details:

• When a form version exists, editing requires that you select a form version as the first step

• Announcements form type has limited field options

• Title field cannot be removed

• Body field can be switched from Rich Text to Multi Line Text but any existing data will be lost

• Expires field can be removed. However, it is not recommended if you want to set items to expire

• by a particular date. (Configurable in page part settings - Additional Filter Fields)

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People

Form Type: List (Cannot be edited)

Purpose: Integral to the data structure throughout ShareVision. Contains the names of all clients, professionals, and general contacts.

ShareVision Usage: In all places that use the name of a person

Editing details:

• No editing allowed

• People list is not available as a data source in page parts

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Service History

Form Type: List (Cannot be edited)

Purpose: Integral to the data structure throughout ShareVision to do with client movement in and out of services using the form chain structure that is a part of ShareVision. Contains a record

of each time a client has been referred to or entered into a service

ShareVision Usage:
Client Portal: Add Client; Add Client to Service, Exit Client from Service
Services Portal: Add Client to Service, Exit Client from Service
Service History: Found in both Client and Service Quick Start

Editing details:

• Fields added by ShareVision cannot be removed

• Fields can be added

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Services

Form Type: List (Cannot be edited)

Purpose: Integral to the data structure throughout ShareVision.

It is the master list of all services

ShareVision Usage:
Services Portal, Services listing

Client Details Page - Services

Editing details:

• Fields added by

• ShareVision cannot be removed

• Fields can be added

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Support Requests

Form Type: List (Cannot be edited)

Purpose: Integral to a ShareVision Feature, to manage support requests from your staff.

ShareVision Usage:
Staff can fill in requests from "Add View Support Requests" icon found on the top right of every page
Site Administrators can review/respond to requests from Administration Portal
Notifications alert users of support requests (Managed in Site Settings, Notification)

Editing Details:

• Fields added by ShareVision cannot be removed

• Fields can be added

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User Forms

Case Notes

Form Type: List (Cannot be edited)

Purpose: To track how time was spent with client. This is just one example of many different types of User Forms for you to create and choose from

ShareVision Usage: Client Portal Quick Start, Case Notes found under the heading of Forms

Editing details:

• Client field cannot be removed

• All other fields can be edited

• Additional fields can be added

Add Form to Portal: feature is enabled (invoking this

feature guides you through the steps which are also explained in Add Form to Portal article)

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☑️ Requirements/Dependencies

• Login with Site Administrator permissions.

Navigating to Forms

1. Click on your name in the upper right-hand corner of your ShareVision site

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2. On the menu that appears, select Site Administration

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2. The Site Administration Home page will be displayed. Select Forms under Site Content

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2. The page loads existing forms grouped by ShareVision Forms and User Forms

Forms Actions Menu

• There are 6 possible options available from the forms action menu which is accessed from the 3 dots in front of a form

• ShareVision Forms have limited options due to their intended purpose and use in ShareVision

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• User Forms (Forms added by you) have all options available. See below for more details

Forms Action Menu options (All available in User Forms):

• View Form Data

• Edit Form

• Copy Form

• Add Form to Portal

• Create Report Data Source

• Delete Form

Option - View Form Data

Listing of the data entered for the selected form

Page Ribbon contains the selected option - Form Name and links:

Create a new form submission (Available

for User Forms Only)

• Allows you to add a record

• 
  Adding records this way is not recommended; forms should be added from the front end

• Edit This Form
  Takes you to the Edit Form page

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(Edit menu for each item

can also be accessed from the 3 dots under the Actions column

, where Items can be viewed, edited or deleted

)

• The View Form Data page

• displays 25 items by default. Number of items can be adjusted as desired up to 1000 items

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• Buttons across the top of the page allow you to modify the fields displayed, and then Copy, Export to Excel, Export to PDF, Export to CSV or Print the items/columns on the page

Column

Visibility

Allows you to adjust the columns (fields) on the page

1. Click Column Visibility to open the fields menu

1. Click field name to add or remove; columns are updated when as they are ticked

   1. You can also reorder visible columns by dragging them horizontally to create the order of display that you prefer
      

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2. (Adjust the number of entries

1. [rows

1. ] you want in the view at the bottom of the page)

2. (Click on one of the options below to copy, export or print the data

1. )

• Copy
  Copies the data in the view to your "clipboard" so it can be pasted elsewhere

• Excel
  Copies the data into an Excel file

• PDF
  Copies the data into a PDF

• CSV
  Copies the data to a CSV file

• Print
  Opens a print preview of the file

Option - Edit Form

• This takes you to the Edit Form page where you can make changes to the form

• Editing fields that contain data can result in a loss of data, caution is urged. Review Edit Forms Article before you start

• You can add new fields

Option - Copy Form

• Allows you to copy an existing form with a new name. Once a form is copied it can be edited and changed as desired

• Copy Form can save time when creating a form that is similar to another form

Option - Add Form To Portal

• This option is not available for ShareVision Forms

• A quick and easy way to add a new or existing user form to the front end

• Detailed instructions are in the Add Form to Portal knowledge base article

Option - Create Report Data Source

• Makes the data available for use in reports created with the Report Designer tool

Option - Delete Form

Note
Caution - Deletes the form , and the data, and removes the page parts Page Parts and pages Pages that contain the form. A pop-up will show you the affected pages and page parts. You can then cancel or proceed. Image Added

• The deleted form can be restored from the Recycle Bin

• Deleted pages and page part parts can be restored from the Portal Settings Recycle Bin (after the form has been restored)

  • Click Path: Go to Site Administration > Portal Settings > Recycling Bin
    

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