Access Tools to Edit Contact Form Versions

1. Contact Form Version Editing Page: this page is where you edit the custom fields you've created in the selected Contact Form Version, and where you configure the settings for each field. Here is where you manage the Categories (topics), Groups (questions), and Items/Fields (answers), and all settings associated with each.  For more information on these settings, continue reading this article.
   
2. Contact Form Version Overall Settings: this page is where you edit the settings related to the overall functionality of the selected Contact Form Version.  For more information on these settings, see the article titled 'Overall Settings for Contact Forms'.
   
3. Admin Tools - Contacts & Profiles tab: additional settings related to the way all Contact Form Versions in your system are accessed from the left side menu in the Admin Tools section on the Calls tab. The settings on this page should be reviewed and configured first, as the settings found on this page override the settings found on the other pages.  For more information on these settings, see the article titled 'Contact Form and Record Settings'.

1. Click 'Contacts' from your left side menu
   
2. Click 'Manage Contact Form Versions' at the top of the page
   
3. Find the Contact Form Version you wish to edit and click the link under it to 'Edit this form'
   
1. Tip: if you're going to make changes to the Contact Form Version, before you click the link to 'Edit this form', first click the link to 'See what this form looks like' and the Contact Form you've selected will open in a new tab. When you make a change in the Contact Form Version Tools, you can refresh the Contact Form on this tab and see the changes you're making in real-time
   
4. After you click the link to 'Edit this form', the page reloads with the Contact Form Version Custom Field Settings page
   
1. Tip: hover your mouse over the Category, Group, and Field settings to learn more about what each one does

Important Note about Editing Custom Fields:

The Custom Fields in your contact forms are the Categories, Groups, and Fields that make up your contact record. This terminology is important to understand when managing your contact form versions, and can be thought of as follows:

1. Categories are the "topics" and must be created before a Group or Field can be added. For example, ‘Contact Demographics’ could be a Category in your contact form 
   
2. Groups are the "questions" and are positioned under each Category; for example ‘Age’, ‘Gender’, and ‘Race’ could all be Groups under the Category ‘Contact Demographics’. 
   
3. Fields are the "answers" positioned under each Group; sticking with our example of ‘Contact Demographics – Age’; ‘0-17’, ’18-34’, ’35-54’, and ‘55+’  are examples of Fields that could be under the Group ‘Age’. 
   

Add a new Category to a Contact Form

1. Access the Contact Form Version Editing Tools - instructions are at the top of this article in the 'To access the Contact Form Version Editing Tools' section
   
2. On the left side of the page all of your existing Categories are listed; click the link at the top of this list to '(add a new category)'
   
3. The page reloads with the Category settings panel on the right
   
4. Enter a Name for the Category in the Name field
   
5. Configure other Category Settings as you wish
   
6. Click the 'Save' button
   

1. Access the Contact Form Version Editing Tools - instructions are at the top of this article in the 'To access the Contact Form Version Editing Tools' section
2. Click the name of the existing Category you wish to edit
   
3. Make changes to the Category name and settings as you wish
   
4. Click the 'Save' button

1. Name: the name of the Category that appears in the form; if your organization is subscribed to a Multi-Language iCarol system then you will also see French and/or Spanish Name fields where you enter the Category name translated in the other language
   
2. Order in tab: controls where the Category appears. Smaller numbers will appear first in the contact form, and larger numbers will appear last. By default, a new Category is assigned a number that is 10 more than the highest category currently on the contact form.
3. Number of Columns: if 2 is selected for this setting, the Groups under this Category will be split into 2 roughly equal columns. This is helpful if you have a long list of Groups under a Category because it minimizes the need for scrolling to see the entire list. By default, this is set to 1. 
   
4. Active in call report form: this controls if the Category can be seen and used in the contact form; by default the Category is set to active. If you deselect this checkbox, it will make it so this Category won’t appear in your contact form.
   
5. Required: this marks the Category as required, meaning that at least one Group must be filled out in the Category for the contact form to be submitted. By default, a new Category is added as not required.
   
6. Make a Conditional Category: this sets the Category to only appear when a defined field is selected on the contact form 
   
7. Tab: indicates where the category is situated on the contact form. The options are:
   
1. Issues: on the Issues tab
   
2. People - bottom left: on the People tab, in the left hand column, under the Client Name field and the Contact Information section
   
3. People - bottom right: on the People tab, in the right hand column, under the contact date and time and the Third Party information section
   
4. People - top left: on the People tab, just above the Vols-Staff field
   
5. People - top right: on the People tab, just above the Vols-Staff field, but to the right of any category situated in the top left position
6. Content: on the Content tab, under “Caller’s feedback” text field, and above “Feedback from supervisors and staff” text field
7. Finish - left: On the Finish tab, in the left hand column under the “Schedule a follow-up activity” section
   
8. Finish - right: On the finish tab, in the right hand column under the “Schedule a follow-up activity” section
   
8. Put directly under preceding category: Rather than placing the new category in a new column, this setting will position the category underneath the preceding one, as indicated by the “order in tab” number.
   
1. Tip: If you do not use this setting, each new category will be situated in its own column. Experience indicates that only about 4 columns can fit on the screen, though this depends on the width of the category. If the categories are thin, more columns may fit. It is suggested that when adding categories, check to ensure all categories are displaying properly, and, if they are not, adjust the formatting so some categories appear below others.
   
9. Use as a filter in Statistics: This category will appear in the list of Call Content filters on the Analysis tab in the Statistics area.
   
1. Tip: If a particular category is not shown in the category list when using Call Content filter, then this setting needs to be checked on that category.
   
10. Hide in a ‘click here’ box: the groups in the category will be hidden until the call taker clicks the words “click here” next to the category name in the contact form
    
11. Clone category into: enables you to copy the category, and all its related groups and fields, exactly, into any contact form in your system. You can also determine how many times you want to copy the category.
    
1. Tip: Cloning a category is useful if you want to collect the same information multiple times. For example, perhaps you need to note the name, gender and birthdate of all individuals in the household. There might be up to 6 individuals in the home. You can create one category called “Member of Household 1” with groups for name, gender and birthdate. Then you can clone the category 5 times, and then edit the names of the categories to “Member of Household 2”, “Member of Household 3”, etc. You can also use this tool to clone categories from one contact form to another. Cloning the category is quicker than creating each category individually.
   

Category Settings Only Accessible To iCarol Support

If you would like any of the following settings made, please have a designated Support Contact from your organization submit a ticket with the request. 

1. Maximum 1 choice allowed or up to (number) selected items allowed: if you would like the limit the number of selections made in the category to 1, or another number. 
   
2. Lock this category from changes: if you would like no changes to be made to the category, it can be locked.  This means that no one at your organization would be able to change the category name or settings.  To make a change to the Category, a ticket would need to be submitted to the iCarol Support team with this request. 
   
3. Format as a Matrix: This is an alternate way to format the category, where all fields are preceded by a checkbox and positioned beside each other as space allows, instead of one immediately below the other. 
   
4. Format as a Table: this is an alternate way to format the category, where fields are preceded by a radio button and listed horizontally, rather than vertically. 
   
5. Orient horizontally, top of all categories: this is an alternate way to format the category, where groups are listed horizontally across the top of the Issues tab, instead of vertically.  Please note, the only position the category can occupy in this format is the top of the Issues tab.
   
6. IM/Chat Messaging Registration/pre-survey: if the contact form is a template for Instant Messaging, the groups in this category will appear on the client registration page, before they access the Live Chat service.
   
7. SMS Messaging Registration/pre-survey: if the contact form is a template for SMS, the groups in this category will appear on the client registration page, before they access the SMS service. 
   
8. Messaging Post chat survey: if the contact form is a template for Instant Messaging or SMS, the groups in this category will appear in the post chat survey which appears to the visitor when the chat is ended.
   
9. Public Form Data Collection: if the contact form is configured as a Public Web Form, the groups in this category will appear in the Public Web Form. 
   

Move a Category in a Contact Form

1. Admins are able to edit where on the contact form a Category appears.
   
2. A Category can be moved from one tab to another, or from one area of the tab to another.
   
3. Categories are displayed on the contact form in bold text, and underlined, and contain one or more Groups

1. Access the Contact Form Version Editing Tools - instructions are at the top of this article in the 'To access the Contact Form Version Editing Tools' section
2. Click on the triangle next to the name of the tab where the Category is located (for example, People, Issues, etc.).
   
3. Click on the name of the Category.
   
4. The Category settings panel will appear on the right. Partway down, on the left, locate the item called "Placement" and the associated pulldown called "Tab."
   
5. Open the Tab pulldown, and select the Tab where you'd like the Category to appear
   
6. If you just want to change the position of the Category on its current tab, adjust the number in the 'Order in tab' field
7. Once you've made your changes, click the 'Save' button
   

Add a Group to a Contact Form

1. Name: the name of the Group that appears in the form; if your organization is subscribed to a Multi-Language iCarol system then you will also see French and/or Spanish Name fields where you enter the Group name translated in the other language
2. Order in Category: this sets where the Group will appear under the Category; the lower the number the earlier in the list it will appear.  Note, if all Groups have the same 'Order in Category' value, they will appear in alphabetical order
3. Active: this controls if the Group can be seen and used in the contact form, by default the Group is set to active. If you deselect this checkbox, it will make it so this Group won’t appear in your contact form.
4. Type: this is where you will set how the answers under the Group appear.  The options are:
   
1. Drop-down list: enforces a single selection.  Groups formatted as a drop-down list can be reported on in Statistics.
   
2. Checkboxes: enables multiple selections.  Groups formatted as checkboxes can be reported on in Statistics.
   
3. Text box: appears as a blank box where any text can be typed.  Groups formatted as a text box cannot be reported on in Statistics; a contact form export will be needed to report on data entered in text boxes
   
4. Static text: is often used to include instructional text throughout your contact form.  Further information on this is provided later on in this article, in the section 'Add or Edit Statics Text, or Script Elements, to a Contact Form'
5. Required: this marks the Group as required, meaning that the Group must be filled for the contact form to be submitted. By default, a new Group is added as not required.
6. Show in hidden 'click here' box: the Fields in the Group will be hidden until the call taker clicks the words “click here” next to the Group name in the contact form
7. 2 Column: Put this group in same column as prior group: when the Category setting 'Number of Columns' is set to 2, and the Group appears in the second column, use this setting to place this Group in the first column instead
   
8. Drop-down lists: Users can start typing to find matching item: If the drop-down list is selected, and the user starts typing, the list will move to the first selection that starts with the characters typed in
   
9. Available in Caller Profiles, and will transfer in from existing call report: Enables this Group to appear in Help Seeker Profiles so if it is filled out and the help seeker profile is selected for the contact form, the data can be auto-populated.  Also enables the ability for data in this Group to transfer from one contact form to another.  See 'Transferring data from Profiles to Contact Records' for more information
   
10. Use as filter in Statistics: This Group will appear in the list of Call Content filters on the Analysis tab in the Statistics area.
    
1. Tip: If a particular Group is not shown in the Group list when using Call Content filter, then this setting needs to be checked on that Group.
11. Make a 'conditional group': this sets the Group to only appear when a defined field is selected on the contact form 
12. Move Group to: moves the Group and its related Fields to the Category selected.  Note: this setting can only be used if the Group has not been used in a submitted contact form.  As soon as the Group is used, this setting is greyed out.
    
13. Clone Group into: use this tool to clone the Group into any form in your system; select the form name you wish to clone the Group into, then select the Category name you wish to clone the Group into, then select the number of times you wish to clone the Group, and click 'Clone this group now'
    
14. Default Value Rules: used to automatically fill in a Group or Groups based on how other Groups are answered on your form.  This setting is explained in greater detail below
15. Help tip: If the Group is not formatted as Type: Static text, the text formatting box at the bottom of the Group settings panel can be used to add a help tip that will appear as a blue question mark next to the Group name in the contact form.  When clicked, the help tip will display.

1. In the Name field of the Group Settings panel, enter the text box label you wish to appear (ex. Desire Notes)
   
2. From the drop-down list 'Type', select 'Text box'
   
3. Notice to the right of the Type drop-down list, the following additional settings related to the Group appear under the 'Text Answers' section; review and adjust them as you wish:
   
1. Multiple lines of input allowed: selecting this will make it so your users can change the text box size, depending on the text they enter
   
2. Height and Width: set the height and width of the text box or leave it as the default size; for reference the default sizes are height = 12, width = 65
   
3. Type of text box: choosing a selection from this drop-down list will limit the type of text to whichever formatting type is selected, options include: Integer, Integer (max of 99), Date, N. American Phone Number, US Social Security Number, IP Address, Postal Code, and Zip Code
   
1. When Type of Text box - Date is selected, an additional 'Duration Type' setting becomes available; see below for more information about this setting
   
4. Click the 'Save' button
   

Add a Duration Type text box to a Contact Form

With the Duration Type text box setting enabled, iCarol will calculate the duration between an entered date and today. This allows you to calculate the number of days, weeks, months, or years since the entered date. You can use this to calculate the age of the help seeker from their date of birth, how many weeks they have been homeless, and much more.

Once enabled the duration will be automatically calculated and displayed on your Contact Record once a date is entered in the related text box, as shown in the screenshot below:

 

To enable the Duration Type text box, complete the following steps: