Table of Contents
Overview
Form Considerations
Forms are the foundation of your ShareVision site. Forms should be designed to satisfy requirements of your agency and capture data necessary to your success. It is a good idea to become familiar with the forms that are already in place to determine if they meet your needs. These existing forms can be modified as may be required or hidden and not used at all.
Forms should be as simple as possible while extracting the required information in the correct format
Data should only be entered in one place
Headings can be used to break a form into related sections to make it more readable
Field type "Information" and "Help Text", found within each field's attributes, can be used to provide a descriptive details of what users should be entering into a specific field
Getting Started
Start with a simple form at first.
Have a printed copy or similar example of the form you want to create.
Consider whether any of the data in the form already exists elsewhere in ShareVision and doesn't need to be in this form.
Consider naming conventions and use the same name for throughout the site. For example, people who receive services are named clients by default. If that name works for you, then use it consistently.
Consider if the form needs any headers to break it into sections. Think of a name for each header.
Consider if the form needs any information fields or help text included with any fields.
The form fields can be edited and modified.
\uD83D\uDCD8 Instructions
The instructions for how to create a form are quite simple. The tricky part is considering which fields to add and how to adjust the options to suit your needs.
Below are the steps for how to create a form followed by detailed information about each field type.
Steps to create a form
Click on your name in the upper right hand corner of your ShareVision site.
On the menu that appears, select Site Administration.
The Site Administration Home page will be displayed. Select Forms under Site Content.
The page loads existing forms grouped by ShareVision Forms and User Forms.Click on Create new form
Enter a name for the form. Form names should be short and descriptive. i.e. Client Risk Assessment
Form type defaults to list. There are 2 form types, lists and announcements.
List is the form type that will be used to capture your data and will be the one you use most.
Announcement is a special type of form that is used for capturing short term notifications.
Accept the default form type of list.Description allows you to add internal notes about the form. These notes appear on the forms page and can provide a reminder of the purpose of the form or other details that are pertinent to note.
Add fields to the form by clicking or dragging a field found on the right side of the page into the area on the left side.
Consider the options in each field as they are added and adjust as desired. (details about each field are listed below)
Change the order of fields by clicking on a field and dragging it into a different position.
When all fields are added click Save.
Click View Form Submissions. The page that loads will show any data entered. From this page click Create a new form submission in order to review your form.
Review the form and then click Cancel (do not save the form) or Save (save the form).
If changes to the form are needed click on Edit This Form to continue adjusting the form.
To edit an existing field, mouse over the field to access the field menu which has 3 options:
1. Delete
2. Edit
3. Copy
Select Edit to make changes. Then move to the next field. When done click Save.
In order for forms to be accessible from the front end (what your staff see), a page part must be added to a page. Use the Add a Form to Portal tool or from Site Administration, Portal Settings, create a new page and page part. (See KB articles)
ShareVision Fields
Field: Client
Type: Filtered Lookup. Filters the names of clients from the Contact Information Form.
Purpose: Used to track data that relates to a client (or clients)
Required: If checked, the record cannot be saved unless data is entered in this field
Label: The name of the field as it appears in the form. Client is used throughout the site and the label should only be changed if using another term for client.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Text will display as a prompt for the person filling in the form.
Form: Contact Information - cannot be edited.
Form Version: Client - cannot be edited.
Form Field: Person - cannot be edited.
Allow Multiple: allows for the selection of multiple names in a single form.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Client Contact
Type: Filtered Lookup. Filters the names of Contacts from the Contact Information Form based on the selected Form Version and limits the names to those that have a relationship with the Client selected in the form.
Purpose: To allow for the selection of names of those who have a relationship to the Client. Used in conjunction with the Client field, which must be included as a field in the same form.
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: The name of the field as it appears in the form. Should be changed if not clear to users.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder:
Form: Contact Information - cannot be edited.
Form Version: Select the Form Version of your choice:
All Form Versions - will show all possible names of people with a relationship to the client
Client - will only show names of contacts who are Clients with a relationship to the client
Professional - will only show names of contacts who are Professionals with a relationship to the client
General - will only show names of contacts who are General Contacts with a relationship to the client
Form Field: Person - cannot be edited.
Allow Multiple: allows for the selection of multiple names in a single form.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Contact
Type: Filtered Lookup. Filters the names of all General Contacts from the Contact Information form.
Purpose: To allow the selection of names of people added to ShareVision who are general contacts.
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: The name of the field as it appears in the form. Should be changed if not clear to users.
Help Text: Choose a contact from all general contacts (text can be updated)
Placeholder: Text will display as a prompt for the person filling in the form.
Form: Contact Information - cannot be edited.
Form Version: General - cannot be edited.
Form Field: Person - cannot be edited.
Allow Multiple: allows for the selection of multiple names in a single form.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Email
Purpose: Captures email data and ensures it is properly formatted.
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: The name of the field as it appears in the form.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Text will display as a prompt for the person filling in the form. Default Value field will trump this field if it is being used.
Default Value: Entered text becomes the default data in the field and can be typed over.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Phone Number
Purpose: Captures phone number data and ensures it is properly formatted to what is chosen in Application Settings - General
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: The name of the field as it appears in the form.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Text will display as a prompt for the person filling in the form. Default Value field will trump this field if it is being used.
Default Value: Should be left empty. Entered text becomes the default data in the field and can be typed over.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.. See insert
Field: Photo Uploader
Purpose: Used to add photos (images) to a form
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: The name of the field as it appears in the form.
Help Text: Entered text will appear in a pop-up next to the label.
Image Size: Defaults to Medium (400x400); can be changed to Small (200x200), Large (800x800) or X-Large (1080x1080). List grids will display images as a thumbnail.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.. See insert
Field: Professional
Type: Filtered Lookup. Filters the names of all Contacts with the form version Professional.
Purpose: To allow the selection of names of professional people added to ShareVision.
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: The name of the field as it appears in the form.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Text will display as a prompt for the person filling in the form.
Form: Contact Information - cannot be edited.
Form Version: Professional - cannot be edited.
Form Field: Person - cannot be edited.
Allow Multiple: allows for the selection of multiple names in a single form.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Province
Type: Radio Group - Only one selection is allowed. Highlighted option is the default value.
Purpose: Automate the adding of province to a form.
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: The name of the field as it appears in the form.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Placeholder has be set to “Select an Option”. That text will display as a prompt for the person filling in the form. Default Value field will trump this field if it is being used.
Options: The choices that are available in the form. Only one choice is allowed in this type of field. One choice can be set as the default value.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Service
Type: Filtered Lookup. Filters the names of services from the Services Form.
Purpose: Used to track data that relates to a service.
Required: If checked, the record cannot be saved unless data is entered in this field
Label: The name of the field as it appears in the form. Service is used throughout the site and the label should only be changed if using another term for service
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Text will display as a prompt for the person filling in the form.
Form: Services - cannot be edited.
Form Version: All form versions - cannot be edited.
Form Field: Service Name - cannot be edited.
Allow Multiple: allows for the selection of multiple services in a single form.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Basic Fields
Field: Single Line of Text
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Text will display as a prompt for the person filling in the form. Default Value field will trump this field if it is being used.
Default Value: Entered text becomes the default data in the field and can be typed over.
Max Length: 255 characters
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Multi Line Text
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Text will display as a prompt for the person filling in the form. Default Value field will trump this field if it is being used.
Default Value: Entered text becomes the default data in the field and can be typed over.
Max Length: Limits the number of characters that can be typed in.
Rows: Defaults to 4. Sets the size of the text box available in the edit form by the selected number of rows. When empty no row limit is set and the text box can be expanded by the user.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Rich Text Box
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Text will display as a prompt for the person filling in the form. Default Value field will trump this field if it is being used.
Default Value: Entered text becomes the default data in the field and can be typed over.
Rows: Defaults to 4. Sets the size of the text box available in the edit form by the selected number of rows. When empty no row limit is set and the text box can be expanded by the user.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Number
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Text will display as a prompt for the person filling in the form. Default Value field will trump this field if it is being used.
Default Value: Entered text becomes the default data in the field and can be typed over.
Show as Currency: When ticked the currency symbol is added to the entered value.
Min: Sets the minimum value that can be entered. If empty no minimum is set.
Max: Sets the maximum value that can be entered. If empty no maximum is set.
Increment By: When a number is selected it forces the value entered to be incremental by that number. i.e. increments of 2 would force data to be, 2, 4, 6, 8 etc. A value of 7 would not be possible. When left empty no increment is set.
Number of Places: Sets the number of decimal places desired. Default to 0. Currency should be set to 2.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Date
Required: If checked, the record cannot be saved unless a date is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Default Today: If checked, the date is automatically set to today when a new form is added.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Date and Time
Required: If checked, the record cannot be saved unless a date is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Default Today: If checked, the date and time is automatically set to today/now when a new form is added.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Drop Down List
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Placeholder has be set to “Select an Option”. That text will display as a prompt for the person filling in the form.
Options: Options are the list of choices. Rename Options 1, 2 and 3 to names of your choice. Add additional options by clicking Add Option. Remove options by clicking on the red X.
The option that is highlighted will automatically be selected. Text entered in Placeholder can be used to help the user choose the appropriate choice.Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Yes/No
Required: If checked, the record cannot be saved unless the value is changed. (Can be used to force agreement; the record can only be saved if the default value of “No” is changed to “Yes”.)'
If the Default Value is set to 'No,' all users should check the checkbox.
If the Default Value is set to 'Yes,' all users should uncheck the checkbox.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Default Value: Must be set to either Yes or No. This type of field always has data on saving a record.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Link
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Default Value: Entered text will display in the field of the form to be typed over. This field would normally be left empty.
Open In A New Tab: Sets the link to open in a new tab.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Advanced Fields
Field: Age
Label: Is set to “Age”. Can be renamed.
Help Text: Entered text will appear in a pop-up next to the label.
Show Age In:
Date of Birth Field: Allows the user to select the date field to be used in the age calculation.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Show Age in: Allows the user to select the format of the age. Choose from Years, Years and Months, Months, Weeks, Days.
Field: User (Employee)
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Role Filter: Limits the selection of users to those who are in the role selected. “Show all users” includes all active users. Leave the default setting or select a role that limits what users can be selected.
Select Current User: When checked the form will automatically fill in the name of the logged in user filling in the form. Role Filter should be set to “Show all users”.
Allow Multiple: Allows for more than one user to be selected.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Radio Group
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Inline: When checked, the choices are display in a horizontal line instead of in a vertical column.
Enable "Other": When checked allows users to enter an unlisted option. A text box opens to allow typed in text.
Options: Options are the list of choices. Rename Options 1, 2 and 3 to names of your choice. Add additional options by clicking Add Option. Remove options by clicking on the red X.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Field: Checkbox Group
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Toggle: Replaces a check box with slider.
Inline: When checked, the choices are display in a horizontal line instead of in a vertical column.
Enable "Other": When checked allows users to enter an unlisted option. A text box opens to allow typed in text.
Options: Options are the list of choices. Rename Options 1. Add additional options by clicking Add Option. Remove options by clicking on the red X.
When option items are ticked, they will automatically be selected when a new item is added. Untick the box to reverse that action.Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Field: Lookup Values
Required: If checked, the record cannot be saved unless data is entered in this field.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Placeholder: Placeholder has be set to “Select an Option”. That text will display as a prompt for the person filling in the form.
Form: Select a Form to pull data from.
Form Version: Select a form Version. Most lists have only one form version. If more than one, select the appropriate version.
Form Field: Select a form field. This is the field that the data will be looking up to.
Allow Multiple: Allows for the selection of multiple choices when ticked.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.. See insert .
Field: File Uploader
Required: If checked, the record cannot be saved unless a file is uploaded.
Label: Displays text by default. Rename label to something brief that describes the purpose of the field.
Help Text: Entered text will appear in a pop-up next to the label.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Advanced Settings: Same for all fields. See Advanced Settings at the bottom of this article.
Field: Heading
Label: Rename "Heading" to something that describes the purpose of the form or this section of the form. The Heading text changes in real time.
Type: Pick the heading size, with h1 being the largest size. The heading changes on the page as you make adjustments.
Background Colour: Set a background colour by picking a colour or adjusting colour values. Available values: RGB, HSL or HEX. Text colour will adjust from back to white depending upon the background colour selected.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Field: Information
Content: Replace the text "Information" with instructions or information of your choice. This is a place for helpful content that is read-only to users filling in a form. The field is not available for users to add or edit content.
Field Security Settings: This section allows the site administrator to select which roles can see the field when viewing a form, see and update a the field on a new form or see and update a field when editing a form.
Removed/Other Fields
Fields that have been removed from this form are listed in this section. A field can be restored to the form by dragging and dropping.
Data that existed before the field was removed is preserved in the state that existed on the date it was removed.
Advanced Settings
Advanced Settings are found at the bottom of all forms. For the most part you will not have to adjust these settings.
System Field
If set, the field cannot be removed form a form. It will be set on for some fields found in ShareVision forms.
Default Field
Only one field is set to the default per form. The Default Field is used to uniquely identify a form submission created from this form.
The first supported field added to a form is automatically set at the default field.
Changing the default Field - Option 1
Go to the field that you want to set as the default field and click the edit icon.
Open Advanced Settings found at the bottom of the edit field form.
Tick Default Field
Pop-up warning: Only one default field is allowed. To switch to this field being the default click "Confirm".
click Confirm
Click Save
Changing the default Field - Option 2
Go to the field that is currently set as the default field and click the edit icon.
Open Advanced Settings found at the bottom of the edit field form.
Untick Default Field
Note - you cannot save changes to the form until you pick a new default field.Go to the field that you want to set as the default field and click the edit icon.
Open Advanced Settings found at the bottom of the edit field form.
Tick Default Field
Click Save