Contents
Documents
Documents are the master records from which Form records are generated. They comprise sections of information and questions, and can be formatted for printing if required. Document Rules allow you to configure the behaviour of the editable digital form that is launched from a Form record.
Creating a Document
To create a Document record:
- Navigate to Settings > Forms Management > Documents.
- Select the Create new record button on the toolbar.
The 'Document: New' page is displayed:
- Complete the fields as described in the following tables (mandatory fields are marked with *).
General
The following table describes the fields in the General section:
Field | Description | Field Logic |
Name | The Document Name should be descriptive to assist business users who must select the appropriate document when they create a Form record. A localised value can be entered for this field after the Form record is saved. For further information, see section 'Creating Localised Values' below. |
|
Responsible Team | The Team that is responsible for the Document record. |
|
Document Type | The following Document Types are shipped with Care Cloud but these are configurable (see Document Types): • Child Protection Plan [Code = 4] • Initial CP Conference [Code = 7] • Child protection review [Code = 5] • Record of S47 enquiry [Code = 15] • Record of Strategy Discussion [Code = 14] • Receiving in Conference [Code = 16] • Risk Assessment [Code = RA] |
|
Version | Version number of the Document |
|
Status | Status of the Document record. The following options are available in the drop-down:
For more information, see section 'Publishing a Document' below. |
|
Question Numbering | Label format of questions in the Form. The following values are available:
|
|
Category | Specify the Document Category to which this Form belongs. The following options are shipped as standard but these are configurable (see Document Categories):
|
|
Available in Mobile | Indicates whether the Form is available in the Care Cloud mobile application. |
|
SDE Mapping Mode | Indicate how mapped answers are pulled from another Form when a section is opened for the first time. The following options are available in the drop-down:
For more information, see section 'Mapping Questions' below. |
|
Description | Description of the Form. |
|
Disable Auto Save | Indicates whether the auto-saving of Forms that are being edited in the digital format is deactivated. For more information, see section 'Configuring Form Auto-Save' below. |
|
Allow Form Status Cloning | Indicates whether the System User is presented with the option to clone the Status value when cloning a Form record. |
|
Protective Marking Scheme | Formatted text that will be displayed on printed Forms e.g. 'Confidential' or 'Unclassified'. Protective Marking Schemes are written and formatted by your organisation. For more information, see section 'Protective Marking Schemes' below. |
|
Multiple Open Forms Allowed? | Indicates whether more than one open Form can exist for this record. |
|
Inactive | Indicates whether the Form is available for users (active) or not (inactive). For more information, see section 'Publishing a Document'. | • Set to 'No' by default |
Record Assessment Factors | Indicates whether Assessment Factors can be recorded against the Form. | • Set to 'No' by default |
Sign Off
The following table describes the fields in the Sign Off section. These fields determine the process by which associated Form records are approved and closed:
Field | Description | Field Logic |
Does not require manager sign-off | Indicates whether a manager must sign off on an associated Form before it can be closed.
|
|
Responsible User Self Sign-Off Allowed | Indicates whether a Responsible User can sign off on their own Form record. In addition, the following rules are applied if this field is set to 'No':
|
|
Due Date Calculation
The following table describes the fields in the Due Date Calculation section. These fields configure how Care Cloud calculates a Due Date value on an associated Form record:
Field | Description | Field Logic |
Days to Complete | The number of days within which the associated Form must be completed. This value is used by Care Cloud to calculate the Due Date on an associated Form record. |
|
Type of Days | The type of days used, along with Days to Complete, to calculate the Due Date on an associated Form record. The following options are available:
|
|
Form Validations
The following table describes the fields in the Form Validations section. They enable or disable validations that Care Cloud performs when an associated Form record is closed. These validations are triggered when the user sets the Status of a Form record to 'Closed':
Field | Description | Field Logic |
Form Completion Date allowed before Start Date | Indicates whether a user can save a Completion Date that is earlier than the Start Date on an associated Form record. |
|
Form Sign Off Date allowed before Completion Date | Indicates whether a user can save a Sign Off Date that is earlier than the Completion Date on an associated Form record. |
|
Form Sign Off Date Allowed before Start Date | Indicates whether a user can save a Sign Off Date that is earlier than the Start Date on an associated Form record. |
|
Form Review Date allowed before Start Date | Indicates whether a user can save a Review Date that is earlier than the Start Date on an associated Form record. |
|
Administration
The following table describes the fields in the Administration section:
Field | Description | Field Logic |
Sync Question Ids | Set this field to 'Yes' to create any missing Question Identifiers. |
|
EDMS - Print Record Setting
If integrating with your organisation's Electronic Data Management System (EDMS), you can specify the Document Type and Document Sub Type used to categorise the Print Record in the EDMS.
Printing Options
Fields in the Printing Options section format the print version of an associated Form. Question, answer and heading text, as well as comments and instructions, can be formatted as required.
The same options are available in the colour and font size fields in all the Printing Options sections.
General
The following table describes the fields in the General sub-section of the Printing Options section:
Field | Description | Field Logic |
Display Page Number | Indicates whether the page number is displayed in a printed form. Current page number and total number of pages are displayed. For example: 'Page 3 of 5'. |
|
Font Size (Answer) | Font size of answer text in the printed form. |
|
Font Style | Font style of the printed Form. |
|
Table Border Color | Colour of the table borders in the printed form. |
|
Section Name Text
The following table describes the fields in the Section Name Text sub-section of the Printing Options section:
Field | Description | Field Logic |
Background Color (Section Heading) | Background colour of the section names in the printed form. |
|
Bold (Section Name) | Indicates whether the text of the section names in the printed form are displayed in bold. |
|
Font Color (Section Name) | Colour of the text of the section name in the printed form. |
|
Font Size (Section Name) | Font size of the section names in the printed form. |
|
Italic (Section Name) | Indicates whether the text of the section names in the printed form are italicised. |
|
Underline (Section Name) | Indicates whether the text of the section names in the printed form is underlined. |
|
Question Text
The following table describes the fields in the Question Text sub-section of the Printing Options section:
Field | Description | Field Logic |
Bold (Question Text) | Indicates whether the text of questions in the printed form is in bold. |
|
Font Size (Question) | Size of the text of questions in the printed form. |
|
Italic (Question Text) | Indicates whether the text of questions in the printed form is italicised. |
|
Underline (Question Text) | Indicates whether the text of questions in the printed form is underlined. |
|
Sub-Heading Text
The following table describes the fields in the Sub-Heading Text sub-section of the Printing Options section:
Field | Description | Field Logic |
Bold (Sub-Heading) | Indicates whether the text of sub-headings in the printed form is in bold. |
|
Font Size (Sub-Heading) | Size of the text of sub-headings in the printed form. |
|
Italic (Sub-Heading) | Indicates whether the text of sub-headings in the printed form is italicised. |
|
Underline (Sub-Heading) | Indicates whether the text of sub-headings in the printed form is underlined. |
|
Table Header
The following table describes the fields in the Table Header sub-section of the Printing Options section:
Field | Description | Field Logic |
Background Color (Table Header) | Background colour of the table headers in the printed form. |
|
Bold (Table Header) | Indicates whether the text of table headers in the printed form appears in bold. |
|
Font Color (Table Header) | Colour of the text of the table headers in the printed form. |
|
Font Size (Table Header) | Font size of the table headers in the printed form. |
|
Italic (Table Header) | Indicates whether the text of the table headers in the printed form appears in italics. |
|
Underline | Indicates whether the text of the table headers in the printed form is underlined. |
|
Primary Question
The following table describes the fields in the Primary Question sub-section of the Printing Options section (mandatory fields are marked with *):
Field | Description | Field Logic |
Background Color (Primary Question) | Background colour of the primary questions in the printed form. |
|
Bold (Primary Question Text) | Indicates whether the text of primary questions in the printed form appears in bold. |
|
Font Color (Primary Question Text) | Colour of the text of the primary questions in the printed form. |
|
Font Size (Primary Question) | Font size of the primary questions in the printed form. |
|
Italic (Primary Question Text) | Indicates whether the text of the primary questions in the printed form appears in italics. |
|
Underline (Primary Question Text) | Indicates whether the text of the primary questions in the printed form is underlined. |
|
Instructions
The following table describes the fields in the Instructions sub-section of the Printing Options section:
Field | Description | Field Logic |
Background Colour (Instructions) | Background colour of instruction text in the printed form. |
|
Bold (Instructions) | Indicates whether the instruction text in the printed form appears in bold. |
|
Font Colour (Instructions) | Colour of the instruction text in the printed form. |
|
Font Size (Instructions) | Font size of the instruction text in the printed form. |
|
Italic (Instructions) | Indicates whether the instruction text in the printed form appears in italics. |
|
Underline (Instructions) | Indicates whether the instruction text in the printed form is underlined. |
|
Comment Text
The following table describes the fields in the Comment Text sub-section of the Printing Options section:
Field | Description | Field Logic |
Bold (Comment Label) | Indicates whether the text of comments in the printed form is in bold. |
|
Font Size (Comment Label) | The size of the text of comments in the printed Form. |
|
Italic (Comment Label) | Indicates whether the text of comments in the printed Form is in italics. |
|
Underline (Comment Label) | Indicates whether the text of comments in the printed Form is underlined. |
|
Once the above fields have been completed, click the Save button on the toolbar. Several tabs become available and are detailed below.
As minimum, the following needs to be done:
- Add Sections of questions and content. For more information, see section 'Adding Sections' below.
- Create a Print Template. This is necessary if the form is to be available as a printed version. For more information, see 'Creating a Print Template' below.
Adding Sections
Forms are comprised of sections, to which questions are added. Aside from grouping questions, tables and fields, additional configuration options for Document Sections include the following:
- Create a dedicated print template and allow the section to be printed individually.
- Specify the formatting of the section in a print output.
- Make the section a sub-section of an existing section.
Note: Document Sections cannot be added to Published Documents.
To add a section to a Document, do the following:
- Click the Sections tab on the relevant Document record. The Document Sections screen is displayed.
- Click + on the the toolbar to create a new section. The New Document Section screen is displayed.
- Complete the fields detailed in the sections below (mandatory fields are marked with *):
Notes:
- To add the section as a sub-section, complete the Parent Section field. A hierarchy of parents and sub-sections cannot exceed five levels.
- The 'Printing Options' section allows you configure how the section appears in a Microsoft Word print output.
- The 'Instructions for User' section allows you to insert instructions for the user completing the section.
- The 'Section Heading' section enables you to format the section heading for the section in a print format. Section Heading formatting is only applied if you set Override Document Formatting to 'Yes' in the Printing Options section.
- Once you've completed the fields described below, click the Save button on the toolbar.
- A Localization button is displayed next to the Name and Instructions for User fields (see section 'Creating Localised Values' for more information):
- The Questions tab is displayed on the Document Section record. You can add Questions to your Document Section (see section 'Adding Questions' below for more information).
- The Menu tab is also displayed on the Document Section record. Click the tab to view the following options:
- Audit: view history of changes made to the Document Section record.
- Print Templates: create and upload Microsoft Word print templates for the section. For further information, see section 'Creating a Print Template' below.
- Question Identifiers: view automatically generated Id records for each question added to the section.
- Sub-Sections: create sub-sections of the Document Section (see 'Adding a Sub-Section' below for more information).
General
The following table describes the fields in the General section of the Document Section screen:
Field | Description | Field Logic |
Available in Mobile | Indicates whether the Document Section is available in the Care Cloud mobile application. |
|
Can Print This Individually | Indicates whether the Document Section can be printed separately or if it must be printed as part of the whole form. |
|
Display Position | Position in the form ('1', '2', '3', and so on) where the Document Section is displayed. |
|
Document | Document that contains the section. |
|
Name | Name of the section. This is the title that groups the questions in the printed form. A localised value can be entered for this field after the record is saved (see 'Creating Localised Values' for more information). |
|
Parent Section | If this section is to be a sub-section, specify the section under which it belongs. Reference values are filtered to only display Document Section records that are associated with the current Document. |
|
Section Color | Highlighting colour for the section. |
|
Section Identifier | A Care Cloud identifier of the section. |
|
Show Section Name | Indicates whether the name of the section is displayed in the form. |
|
Printing Options
The following table describes the fields in the Printing Options section of the Document Section screen:
Field | Description | Field Logic |
Add Extra Page for Notes? | Indicates whether a blank page is added for notes in the print version of the section. |
|
First Column Width | Width of the first column in the section. |
|
Hide Section on Print? | Indicates whether the section is hidden in the print version of the Document. |
|
Override Document Formatting | Indicates whether the formatting specified in the Section Heading section below is applied instead of the formatting specified on the associated Form record or on an associated Section Print Setting record if one exists — see "Formatting Section Print Headings" for further information. |
|
Print Instructions? | Indicates whether the instructions in the Instructions for User text box are displayed in the print version of the section. |
|
Print Layout | Number of columns in the print version of the section. The following options are available:
|
|
Print Question Number? | Indicates whether question numbers are included in the print version of the section. |
|
Print Section Name? | Indicates whether the section name is displayed in the print version of the section. |
|
Question Column Width % | Pixel width of the question column. Value is only applicable if Question Position= 'Left'. |
|
Question Position | Position of the question text in the print version of the section. The following options are available in the field drop-down: • Top • Left |
|
Second Column Width | Width of the second column in the section. |
|
Third Column Width | Width of the third column in the section. |
|
Instructions for User
The following table describes the fields in the Instructions for User section of the Document Section screen:
Field | Description |
Instructions for User | Instructions for the user completing this section of the form. A localised value can be entered for this field after the record is saved. See section 'Creating Localised Values' for further information. |
Section Heading
The following table describes the fields in the Section Heading section of the Document Section screen. The following values are only applied if Override Document Formatting = 'Yes':
Field | Description | Field Logic |
Background Colour (Heading) | Background colour of the section heading in the printed section. |
|
Bold (Heading) | Indicates whether the text of the section heading in the printed format is in bold. |
|
Font Colour (Heading) | Colour of the text of the section heading in the printed format. The available options are identical to those in the Background Colour (Heading) field drop-down. |
|
Font Size (Heading) | Font size of the section heading in the printed format. |
|
Italic (Heading) | Indicates whether the text of the section heading in the printed format is in italics. |
|
Underline (Heading) | Indicates whether the text of the section heading in the printed format is underlined. |
|
Adding Questions
Note: For information on Question Types, see Question Catalogue.
To add a question to a Document Section, do the following:
- Open the relevant Document Section record.
- Click the Questions tab. The Document Section Questions page is displayed.
- Click + on the toolbar. The New Document Section Question page is displayed.
- Complete the fields as described in the sections below (mandatory fields are marked with *).
- Once you've completed the fields described below, click the Save button on the toolbar. The following items will become available on the interface:
- A Localization button is displayed next to the Comment Label Text and Instructions for User fields (see section 'Creating Localised Values' for more information):
- The Menu tab is also displayed on the Document Section record. Click the tab to view the following options:
- Audit: view history of changes made to the Document Section record.
- Question Identifiers: view automatically generated ID records for each Question added to the section.
Note:
- You can preview the Document Section to which you are adding Questions. For further information, see Previewing a Document.
- Further configuration of Questions, such as making a Question mandatory, can be performed in the Preview Mode. For more information, see section 'Configuring Questions in the Preview Mode' in Previewing a Document.
General
The following table describes the fields in the General section of the Document Section Question screen:
Field | Description | Field Logic |
Applicable To Snapshot Only? | If set to 'Yes', the question is hidden on the digital and print versions of the Document (the question will be saved in case Advanced need to perform a document data transfer). |
|
Available In Mobile | Indicates whether the question is displayed in the Care Cloud mobile application. |
|
Default SDE Enabled | Indicates whether an answer saved for this question is automatically pulled through to a subsequent Form (of the same type) that is created for the same parent record. |
|
Display Position | Order in which the question will be displayed in the printed Form. |
|
Hide Question Text? | Indicates whether the text of the question is displayed ('No') or hidden ('Yes') in the Form. |
|
Hide Sub Heading Text? | Indicates whether the text of the question sub-heading is displayed ('No') or hidden ('Yes') in the Form. |
|
Question | The question added to the Document Section. |
|
Question Number | The number displayed before the question. |
|
Section | Document Section to which the question is added. |
|
Section Question Identifier | Unique identifier for the Document Section Question that is generated by Care Cloud when you save the record. This value allows you to identify a specific instance of a question that may be added more than once to a Document or added to multiple Documents. | • Read-only |
Comments
The following table describes the fields in the Comments section of the Document Section Question screen:
Field | Description | Field Logic |
Comment Label Text | Read-only text that accompanies the Comment box in the Document. |
|
Include User Comments? | Indicates whether a field is displayed beneath the question to capture additional comments. |
|
Instructions for User
The following table describes the fields in the Instructions for User section of the Document Section Question screen:
Field | Description | Field Logic |
Instructions for User | Guidance for the user on how to complete the question. |
|
Print Options – General
The following table describes the fields in the Print Options - General section of the Document Section Question screen:
Field | Description | Field Logic |
Column Position (Print Output) | Column position of the question in the print version of the Document. The following options are available in the field drop-down:
|
|
Print Column Span | Number of columns occupied by the question in the print format. |
|
Print Instructions? | Indicates whether Instructions for User are included in the print version of the section. |
|
Question Column Width (%) | Width of the column or columns in the print version as a percentage of the overall width. |
|
Question Position | Alignment of the text of the question in the print version. The following options are available:
|
|
Row Position (Print Output) | Row position of the question in the print version of the Document. |
|
Yes/No Type Questions
Note: This section is only relevant if the Question Type of added the Question = 'Yes/No'.
The following table describes the fields in the Yes/No Type Questions section of the Document Section Question screen:
Field | Description | Field Logic |
Show Yes Check box Only? | Indicates whether a single check box is displayed for the question in the print version of the Document. |
|
Paragraph Type Questions
Note: This section is only relevant if the Question Type of the added Question = 'Paragraph/Explanation'.
The following table describes the fields in the Paragraph Type Questions section of the Document Section Question screen:
Field | Description | Field Logic |
Number of Rows | Number of rows in the text box in the print version of the Document. |
|
Show Question Text Inside Box? | Indicates whether the question is displayed inside the text box in the print version of the Document. |
|
Multiple Choice Type Questions
Note: This section is only relevant if the Question Type of the added Question = 'Multiple Choice', 'Multiple Response' or 'Picklist'.
The following table describes the fields in the Multiple Choice Type Questions section of the Document Section Question screen:
Field | Description | Field Logic |
Display Inner Border? | Indicates whether an inner border is displayed for this question in the print version. |
|
Display Outer Border? | Indicates whether an outer border is displayed for this question in the print version. |
|
Number of Columns | Number of answer options (one per column) that are displayed in a row in the print version of the Document. For example, if a question has ten possible answers and '5' is entered in this field, two rows are displayed for this question in the print version. |
|
Print Selected Value Only? | An option button that indicates if only the selected answer or answers are displayed in the print version of the Document. |
|
Table Questions
Note: This section is only relevant if the Question Type of the added Question = 'Table'.
The following table describes the fields in the Table Questions section of the Document Section Question screen:
Field | Description | Field Logic |
Row Height (Number of lines per row) | Height of the rows in the print version of the Document if the Question Type is a Table Question. |
|
Creating a Print Template
Create a print template that a user can select when printing the relevant section in Microsoft Word.
Note: A user can only select and print a section template if Can Print This Individually is set to 'Yes' on the Document Section record.
To create a print section template, do the following:
- Click the Menu tab on the relevant Document Section record.
- Click Print Templates in the Related Items category. The Document Section Print Templates pane is displayed.
- Click the Create new record button on the toolbar on the Document Section Print Templates pane. The New Document Section Print Template screen is displayed.
- By default, the Document Section field is auto-populated with the parent record for which the template has been created.
- Creating a print template for a Document Section mirrors the process for creating a template for an entire Form. For more information, see Print Templates for Forms.
- To preview how your Document Section Print Template will be displayed in Microsoft Word, click the Preview in Word button on the toolbar.
Adding sub-sections
Sub-sections of Questions can be added to Document Sections.
Note: Document sub-sections cannot be added to a Document with a Status of 'Published'.
To add a sub-section, do the following:
- 1. Click the Menu tab on the relevant Document Section record.
- Click Sub-Sections in the Related Items category. The Document Sections pane is displayed. It lists any sub-sections that have been added to the Document Section.
- Click the Create new record button on the toolbar on the Document Sections pane. The New Document Section screen is displayed.
- The Parent Section field is auto-populated with the name of the Document Section that contains the sub-section.
- Complete the fields as required. Mandatory fields are marked with * (see section 'Adding Sections' for field descriptions).
- Click the Save and Return to Previous Page button on the toolbar.
Note:
- A hierarchy of parent and sub-sections cannot exceed five levels.
- Section Print Settings allow you to format the appearance of printed section headings according to their level in a hierarchy of Document Sections. For more information, see section 'Formatting Section Print Headings' in Print Templates for Forms.
