1. Click 'Contacts' in the left hand menu
   
2. Click 'Manage Contact Form Versions' button
3. To create a new contact form from scratch (ie. a blank form), enter a name for the form in the first text field, and then click 'Create New Report Version'
   
4. To create a new contact form that is a copy of a form that already exists, under 'Or, clone the following existing call report form', use the drop-down menu to choose which form you would like to clone
   
5. Enter a name for the form in the second text field
   
6. Click the 'Create the clone' button
   

1. Start with the end in mind. Ask yourself what you will do with the information and for what purpose.
   
2. If you want statistics to add up on key data points (like caller age, gender and issues) make these fields a required selection. (marked with a red star *)
   
1. On required data entry; add the option to select "unknown" in case the caller prefers not to provide a meaningful answer.
   
2. Keep in mind if you configure the setting for any fields to mark them as 'exempt' (ex. if you have a field for 'Hang up' or 'Wrong Number'), those contacts can be submitted without all required fields, so those 'exempt' calls could be excluded from your reporting to only report on contacts where the required data is collected
   
3. Information can be collected in drop down, check box lists, tables, or free text boxes; the following should be considered when deciding which field type to use:
   
1. Drop down lists and Tables enforce single selection; Check box lists enable multiple selections: each of these types allow you to easily report data in statistics because it limits the choices available to your users.
   
2. Free text is stored in each call report but cannot be reported in statistics, since your workers can enter an unlimited number of different answers in these text fields, which could not be aggregated. Detail is available in Export form rather than in Statistics.
   
4. Conditional Categories and Groups can be added, which are initially hidden and don't appear until a trigger answer is selected.
   
5. If you have multiple call reports, ensure that same data have identical Category, Group, and Field names so they can be consolidated for reporting
   

Available Contact Form Version Templates

1. DEMO 2-1-1 Call Report
   
2. DEMO Crisis Line
   
3. DEMO Domestic Violence Call
   
4. DEMO Gambling Helpline
   
5. DEMO Helpline Contact Form
   
6. DEMO Kids/Teen Line
   
7. DEMO LGBTQ Line
   
8. DEMO Live Chat
   
9. DEMO SMS/Text Message
   
10. DEMO Mental Health Line
    
11. DEMO Complex Suicide Risk Assessment
    
12. DEMO Simple Suicide Risk Assessment
    

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 example, you may have created a Category (topic) named  Demographics, with a Group (question) under it named Age Range, and the Fields/Items (answers) presented in a drop-down list. You may wish to set the Age Range question as required to answer for every Contact, which you can do from this settings page. 
   
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 example, you may wish to personalize some of the hard coded fields in the Contact Form Version, like the Name or Location fields, which you can do from this page. You may also wish to adjust the requirements for making referrals in the selected Contact Form Version, or make other changes to the way it functions, which can be done from this page.
   
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 Contacts & Profiles 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.
   

To access the Contact Form Version Editing Tools:

1. Click 'Contacts' from your left side menu
   
2. Click 'Manage Contact From 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. To Edit Custom Fields: After you click the link to 'Edit this form', the page reloads with the Contact Form Version Custom Field Settings page, from here you can create and edit the Categories, Groups, and Fields and their settings
   
1. Tip: hover your mouse over the Categories, Groups, and Fields settings to learn more about what each one does
   
5. To Edit Overall Settings: Click the link 'Overall settings for this call report form' at the top of the page, from here the page will reload with the Contact Form Version Overall Settings page where you can edit the overall functionality for the selected form
   
6. To Edit Admin Tools - Contacts & Profiles tab: Click 'Admin Tools' from you left side menu, then click the 'Contacts & Profiles' tab at the top of the page to edit additional settings that are applied to all Contact Form Versions in your system
   

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’. 
   

1. When making changes to an existing contact form version, there are certain limitations in place and consequences the available changes have on your current and future contact forms, as well as statistics that you must be aware of. Use the following guidelines when making decisions about changes needed to your contact form versions:
   
2. You can't delete a Category, Group, or Field after a contact form is submitted with that Category/Group/Field selected; instead you must set the Category/Group/Field to inactive
   
3. You can't move a Group to a different Category after a contact form is submitted with that Group/Field selected; you can always move an entire Category (which will also move the Groups and Fields under it); you can never just move a Group by itself
   
4. If you need to move or delete a Group or Field after a call report is submitted, you must follow the steps below to set the existing Group or Field to 'Inactive' and then create the new Group or Field where you wish; pay attention to the mapping you'll need to do for reporting purposes, outlined below
   
5. If you reword Categories, Groups, or Fields in a call report, those changes will apply to past call reports and those created after the change
   
6. If you add Categories, Groups, or Fields in a call report, they will appear in past call reports and those created after the change

How to Move a Category:

1. Select the Category you wish to move (use the steps listed in the related help article titled 'Create, Edit, Delete Contact Form Categories, Groups or Fields')
   
2. Use the information in the help article linked above to change the 'Order in tab' and 'Tab' selection to move the Category where you wish
   
3. Click 'Save' and when you view a new or past contact form, the Category will appear where you moved it
   

How to Move a Group, if the Group hasn't been selected in a submitted contact form:

1. Edit the Group you wish to move (use the steps listed in the related help article titled 'Create, Edit, Delete Contact Form Categories, Groups or Fields')
2. Use the 'Move Group to' drop-down list to select the Category where you want it to appear under
   
3. Click 'Save' and when you view a new or past contact form, the Group will appear where you moved it; this will also move all Fields under the Group
   

How to Move a Group/Field, if the Group/Field has been selected in a submitted contact form (as explained above):

1. Set the existing Group/Field to 'Inactive'
   
2. Add a new Group or add a new Field under the Category/Group where you want it to appear, or clone the Group or Field so they move under the new Category/Group where you want them to appear
   
3. Click 'Save' and when you view a new or past contact form, the new Group/Field will appear where you want it
   

Mapping for Reporting: