Mapping Questions

Question mapping prevents the need to manually enter duplicate answers and helps maintain consistency of information across Forms created for the same Case or Person record.

Mapping can be set up in two ways:

  • Automatically when a question reoccurs.
  • Created manually for a specific question.

Note:

Where more than one mapped answer is available, e.g. when automatically and manually mapped answers exist, Care Cloud selects the answer that was most recently modified.

Automatic Mapping

Automatic mapping allows you to ensure that answers to mapped questions are automatically copied over from an existing Form when a new Form is created for the same Case or Person record.

The system executes automatic question mapping when the relevant section of the Form is opened for the first time.

To enable automatic mapping of a question, do the following:

  1. Open the required Document Section Question record (navigate to Settings > Forms Management > Documents > open the appropriate document > select the Sections tab > open the required section > select the Questions tab > open the required question).
  2. Set the Default SDE Enabled field to 'Yes'.
  3. Click the Save and Return to Previous Page button on the toolbar.

When a user creates a Form record, Care Cloud checks existing Form records for the same Case/Person record. If it finds that the same question is answered in one or more existing Forms, it populates the new Form with the most recently modified answer.

Note:  

  • Automatic mapping is disabled if the Mapping Mode is set to 'Do not copy answers when new assessment is created' on the relevant Document record.
  • Care Cloud identifies the questions for mapping by the Question record, specified by the Question field on the Section Question record, and not by Question Identifier.
  • Mapping occurs at Section Question level. That means that, for example, if a Question that was used as a Section Question in one Form is then used as a table Secondary Question in a subsequent Form, mapping does not occur.

Manual Mapping

Manual mapping pulls the most recent answer to a question of the same Question Type from a Form that is created for the same Case / Person record or, if required, from the same Form. Manual mappings can be configured to occur when a Form section is opened for the first time, or when the mapped answer is saved.

Once a question has been added to a Document, you can manually map the question with a question added to a Document of the same Category.

To manually map a question, do the following:

  1. Open the relevant Document record.
  2. Click the Preview Document button on the toolbar. A preview of the Document is displayed.
  3. Click the Manage SDE Maps button beside the question that you want to map. The SDE Maps window is displayed.
  4. Depending on the type of mapping that you want to create, click one of the following buttons:
    1. Create Map From this Question: Care Cloud retrieves the answer saved for this question and saves it to a specified question. The Create SDE Maps from the Current Question to Another window is displayed.
    2. Create Map To this Question: Care Cloud retrieves the answer saved for a specified question and saves it to this question. The Create SDE Maps From Another Question to the Current One is displayed.
  5. In the When do you want to run this mapping, select from one of the following options:
    1. Execute this mapping always: Always apply this mapping.
    2. Execute this mapping when new assessment is created: The mapping is only applied when the Form section which contains the mapped question is opened for the first time.
    3. Execute this mapping always but only within current assessment: The mapping is applied to the current Form only. It is executed when the question where the mapping originates from is answered and saved, or when the relevant section of the Form, which contains the question mapped to, is opened for the first time. This option is appropriate when, for example, two questions within a single large Document are mapped to each other.
    4. Execute this mapping when new assessment is created or always (within current assessment): This option combines options b and c above.

Note:

All the above mappings are executed by Care Cloud when the relevant Form section is opened for the first time, except in the following scenarios:

  • SDE Mapping Mode of the associated Document is set to 'Do not copy answers when new assessment is created'.
  • 'Execute this mapping but only within current assessment' is selected and the opened section is in a newly created Form.
  1. Select 'Yes' for Two way Map? if you want the mapping to work in both directions i.e. all the mapped questions are populated with the most recent answer saved for any of the mapped questions.
  2. Specify the applicable Document Category. Only Documents of the same Document Category will be available for selection in the Document field.
  3. Select 'Yes' for Is Conditional if you want the mapping to be executed only if a plugin rule is met. If you selected 'Yes', the Rule field is displayed for you to select the plugin rule that the Document must meet before the mapping is applied.
  4. Specify the location of the question(s) that you are mapping to / from in the Document and Section fields.
  5. If questions with the same Question Type have found in the selected Document Section, the Questions section is populated with the question(s) to / from which you can map. Questions that are already mapped to / from the current question are not displayed. Questions are only displayed if they meet the relevant criteria. For further information, see section 'Criteria for Manual Mapping of Questions' below.
  6. Select the target question(s) with which the current question will be mapped
  7. Click the Save button.

A message should be displayed stating that the mapping has been successfully created. If Two way Map? has been set to 'Yes', a mapped question is displayed twice under both the To This Question and From This Question headings.

Note:

Any mappings in place for a question that is answered by another mapping are automatically triggered.

For further information, see section 'Viewing and Editing Manual Mappings' below.

Criteria for Manual Mapping of Questions

Questions can be mapped if the following criteria are met:

  • Target question is in a document of the same Category.
  • Target question is of the same Question Type.
  • In the case of a Multiple Choice, Multiple Response or Picklist question, the target question must be the same question.
  • The following Question Types are NOT mappable:
    • CMS questions — CMS Field (Read Only), CMS Field (Write Back), CMS List (Editable), CMS List (Read Only) and CMS List with Related Data.
    • Flags
    • Hyperlink questions — Hyperlink (Open Document) and Hyperlink Group (Open Document)

Viewing and Editing Manual Mappings

To view and edit mappings that have been manually created for a Section Question, do the following:

  1. Open the relevant Document record.
  2. Click the Preview Document button on the toolbar. A preview of the Document is displayed.
  3. Click the Manage SDE Maps button next to the relevant question to view its mappings. The SDE Maps window is displayed.

The following actions can be applied:

  • Click the Delete button to delete a mapping.
  • Click the Edit button to edit a mapping. The Edit SDE Map window is displayed where the following fields can be updated:
    • When do you want to run this mapping?
    • Is Conditional
    • Rule (if Is Conditional = 'Yes')

The following table explains the icons displayed for mappings on the SDE Maps for [Question] window.

Icon

Description

When do you want to run this mapping = 'Execute this mapping when new assessment is created'

When do you want to run this mapping = 'Execute this mapping always but only within current assessment'

Is Conditional = 'Yes'

Mapping is conditional on a plugin rule.

Is Conditional = 'No'

Mapping is not conditional on a plugin rule.

Viewing a Document's Manual Mappings

To view all manually added mappings that link to and from a Document, do the following:

  1. Open the relevant Document record.
  2. Click the View Mappings button on the toolbar. The SDE Map List window is displayed.

The Answers Mapped from this Document to Other Documents pane displays all questions in the current Document with which Care Cloud populates questions in the same Document or another Document.

The Answers Mapped from Other Documents to this Document pane displays all questions in the current Document that Care Cloud populates with answers from questions in the current Document or another Document.

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