For districts with the new applications module enabled, the Forms screen allows districts to create student, user, and employee forms that can be completed, reviewed, and approved in Focus.
1. In the Setup menu, click Forms.
2. In the Forms tab, enter the form information in the blank row.
- Title - Enter the title of the form.
- Schools - Select the school(s) that will have access to the form. If no schools are selected, all schools will have access to the form.
- Default View Profiles, Default Edit Profiles - When new fields are assigned to the form, the profiles selected in Default View Profiles will have view permissions for those fields by default. The profiles selected in Default Edit Profiles will have edit permissions for those fields by default. You can leave these fields blank, if desired. Profiles who can view or edit fields can be added or changed on a specific field when editing the field in the Fields tab. Please see Adding a Field for more information. If an existing field is moved to a form with the Default View Profiles and Default Edit Profiles set, the view and edit permissions for the field will not be automatically updated.
- Academic Record Category - For districts with the Document Management add-on module, select the Academic Record Category, if desired. When the form is finalized for a student or user (submitted and approved, if the form requires approval), the form will be available on the Uploaded Files screen for the student or user.
- Category - Select the category to assign the form to. Categories are set up in the Categories tab. When a form is assigned a category linked to the Student form type, the form will be available for publishing in the Student Form Publishing tab. When a form is assigned a category linked to the User or Employee form type, the form will be available for publishing in the User Form Publishing tab.
If the form already has fields assigned, selecting Default View Profiles and Default Edit Profiles on the form will only affect new fields assigned to the form after the profiles are set, not fields that have previously been assigned to the form.
3. Click Save.
1. In the Setup menu, click Forms.
2. In the Forms tab, edit the Title, Schools, Default View Profiles, Default Edit Profiles, Academic Record Category, and Category on a form, as needed.
3. Click Save.
1. In the Setup menu, click Forms.
2. In the Forms tab, click the delete button (red minus sign) next to the form to delete.
3. In the confirmation pop-up window, click OK.
The form is grayed out.
4. Click Save to complete deletion.
1. In the Setup menu, click Forms.
2. In the Forms tab, click Edit next to the form.
The Fields tab opens, displaying the fields that are assigned to the form.
3. If desired, edit the Title, Alias, or Sort Order of the fields.
4. Click Save.
5. To preview the form, click Preview.
The preview is displayed on the right side of the screen. You can view and interact with the form as the end user will experience.
a. Click Preview again to close the preview.
6. To view the full list of fields, click the View all fields link at the top of the screen.
1. In the Setup menu, click Forms.
2. In the Forms tab, click Edit next to the form.
The Fields tab opens, displaying the fields that are assigned to the form.
3. Click Edit Rules & Workflow.
The Edit Rules & Workflow screen will open in a new tab, with the form automatically selected at the top-right of the screen. Here you can set up validations, linked fields, workflow triggers, and more for the form. See Edit Rules & Workflow for more information.
1. In the Setup menu, click Forms.
2. In the Forms tab, click Entries next to the form.
The Form Submissions screen opens in a new tab, displaying submissions of the the form. See Form Submissions for more information on using this screen.
1. In the Setup menu, click Forms.
2. In the Forms tab, click New next to the form.
The form displays in a new tab, where you can complete the form. Drafts and submitted forms display on the Form Submissions screen.
The Student, User, and Employee system fields are provided by Focus, and allow the user completing the form to select a student, user, or employee from a pull-down.
1. In the Setup menu, click Forms.
2. Click the Fields tab.
3. Enter the field information in the blank row.
- Title - Enter the title of the field.
- Alias - If desired, enter a custom alias for the field. The Alias can be customized for ease of identification and use when querying the field. If left blank, an alias will be generated by Focus.
- Type - Select the field type.
| Field Type | Description |
|---|---|
| Text | Text fields work best for capturing information that has an unlimited number of potential answers. Text fields accommodate short answers, usually less than 50 characters in length, and can include numeric data, like street addresses and zip codes, and special characters. |
| Long Text | While text fields work well for short entries, long text is best suited to note-like entries, such as discipline notes, teacher comments, and nurses' remarks on student visits. |
| Checkbox | Use check boxes to record information where a single option is going to be selected, as in identifying a student's home state, the reasons for a visit to the school nurse, or whether a student has a doctor's note. This data type stores a "Y" or null and cannot be changed to a different data type once created. |
| Number | Number fields include information like student ID numbers, Social Security numbers, and other purely numeric data. This data type works best when the combination of numbers is virtually unlimited, rather than strictly limited, like a range of zip codes in a school district. If a number field type is selected, the user will not be able to enter non-numeric characters into the field. |
| Date | Date fields might be used for enrollment dates, dates of birth, and home language survey dates. Users can type in the date or select the date from the calendar. The date format stored is yyyy-mm-dd. |
| Time | Time fields allow users to enter a time, such as the time the student enters and leaves the health clinic. Users can only enter time in the hh:mm format. |
| Select One | This field type allows the user to select only one option from the pre-defined list. The list of options can be manually entered when setting up the field or defined with a query. |
| Select Multiple | This field type allows the user to select one or multiple options from the pre-defined list. The list of options can be manually entered when setting up the field or defined with a query. |
| Logging Field | Logging fields are used when several pieces of data make up a single record of information. An example is the student’s special education exceptionality, the date it was determined, and when the student was placed. These three data points are part of a single record, and the student could have multiple records. Logging fields work best for providing comprehensive records of activity, like visits to a guidance counselor, qualifying for sports or academic probation, logs for vaccinations or physicals, or performance on standardized tests. Unlike the other field types, logging fields can be more extensive, involving a set of fields for entering data. View and edit permissions are set for the logging field and for each individual column. |
| Computed | This field type allows users to define a query that will be executed and the results displayed to the user when viewing the field. |
| Computed Table | This field type allows users to define a query that will be executed and the results displayed in a table. The table can have multiple columns of data. |
| File Upload | The File field type allows users to upload a file into Focus, such as an immunization record or 504 referral form. Focus integrates with most commonly used formats, including Word, Excel, and PDF documents, as well as .rtf and .csv file formats. Once uploaded into Focus, users can click the file to download and view it. |
| Signature | The signature field allows users to digitally sign their acknowledgement or consent in Focus. Users can use their mouse to sign. When using a tablet, users can use their finger or stylus to sign. This field can be set up to require the user to enter their username and password to authenticate the signature. |
| Placeholder | Placeholder fields are used to separate sections on a page. A placeholder can function as a heading, can include a URL, or can include formatted text. |
| Email Address | This field type allows users to enter an email address into the field. The field will automatically format and validate entries to ensure proper email address formatting. |
| Phone Number | This field type allows users to enter a phone number into the field. The field will automatically format and validate entries to ensure proper phone number formatting. |
| Student Field (only available for SSS Fields) | This field type allows users to link a student field to an SSS field. When an SSS event is initiated, the SSS field is automatically populated with the current value from the linked student field and can be edited during the event. Upon locking the event, the final value in the SSS field is written back to the linked student field. |
| Page Break | This field type works as a page break in a form. |
3. Click Save.
4. Click Edit next to the new field.
The Edit Field pop-up window is displayed. The setup for the field depends on the field type. See the section below for more information.
5. After setting the field options, click Save at the bottom of the window.
1. Use the Select Categories pull-down to select the form(s) this field will appear on. One or multiple can be selected.
2. In the (Category) Sort Order pull-down, select where the new field should appear within the form. You can select to place it before an existing field, at the end of the category, or unsorted. If multiple categories were selected in the Select Categories field, a Sort Order pull-down will display for each category.
3. Select Required to make the field required.
Setting the field as required will display a red asterisk before the field title on the form.
This option is not available for placeholder, computed, and computed tables.
4. Select Restricted to hide this field for inactive students.
Only users who have the profile permission "View Inactive Student Restricted Information" enabled in Users > Profiles can view this field in an inactive student's record.
Restricted fields will still display if the student has a future enrollment date.
5. Select Clear on Non-Prod to clear the contents of the field on non-production sites during refreshes when the Scramble or Scramble Harder methods are used. This should be set on fields that contain Personally Identifiable Information (PII) or other sensitive data.
6. Enter a Help URL if desired.
This will display a link icon next to the field title on the form. Clicking the link icon will open the URL in a new tab.
7. If desired, enter the Local Code. When the "Imports Code Column" system preference is set to "Local Code" in Setup > System Preferences > Default School Preferences > General tab, the Local Code defined on the field will be used during Imports field mapping instead of the standard field Code.
8. Enter a Description if desired.
When the user hovers the mouse over the question mark icon on the field in the form, the description will display.
9. Enter any Notes, if desired.
10. Select the profiles that will be able to view the field in the Profiles (View Access) pull-down. One or multiple profiles can be selected.
11. Select the profiles that will be able to edit the field in the Profiles (Edit Access) pull-down. One or multiple profiles can be selected.
For logging fields, select the profiles that will have the ability to delete records (rows) from the logging field in the Profiles (Delete Record) pull-down. Select the profiles that will by default have the ability to create new records in the logging field in the Profiles (Default Create Column). Select the profiles that will by default have the ability to view columns in the logging field in the Profiles (Default View Column) pull-down. Select the profiles that will by default have the ability to edit columns in the logging field in the Profiles (Default Edit Column) pull-down.
The Profiles (Restricted View) pull-down allows you to restrict profiles to only viewing records the user has created.
Similarly, the Profiles (Restricted Edit) pull-down allows you to restrict profiles to only edit log records the user created.
For File Upload fields, select the profiles that will have view access to the field in the Profiles (View Access) pull-down. Select the profiles that will have upload access in the Profiles (Upload Access) pull-down. Select the profiles that will have delete access in Profiles (Delete Access) pull-down.
1. (Select One fields only) In the Options, select Display as Radio Buttons to display the select one field as a set of radio buttons rather than as a select box.
This preference is stored in the column “display_as_radio.” If a field is not marked as Required, a "Clear Selection" option will be available after the user has selected a radio button.
(Select Multiple fields only) In the Options, select Display as Checkboxes to display the options as a group of checkboxes rather than as a select box.
2. In the Select Options section of the window, define the select options manually, import the select options, or enter a Select Options Query.
Manually Enter Select Options:
a. In the blank row, enter a Code and Label (what will display for the user) for the option.
b. If desired, enter a Parent/Student Label. If defined, this is the label parents and students will see for this option. If left blank, parents and students will see the value entered for the Label.
c. Enter a Sort Order for the option. This will display the options in the defined order.
d. If desired, enter the Min School Year and Max School Year, which are used to make these options only available for selection within the range of school years. Existing data will be maintained.
e. Press Enter to add the option.
The added row turns yellow. A new, blank row will display where you can add the next option.
f. Select the Inactive check box next to an option to inactivate it. Inactive options will not display for selection when the user opens the pull-down.
g. To delete an option, click the red minus sign to the left of the option and in the confirmation message, click OK.
Import the Select Options:
a. Click the Import button and select the CSV file from your computer. The file can include values for Code, Label, Parent/Student Label, Sort Order, Min School Year, and Max School Year (the Inactive option will not import).
b. In the Import CSV window, the File includes a header row option is selected by default. Deselect the check box if the file does not include a header row.
c. Select where each column of the CSV file should import and click Import CSV.
d. The options are imported into the table. If there were any existing options in the table, the options from the file will be added in addition to those already in the table.
Select Options Query:
Enter a query that defines the options in the pull-down.
The highlighted area provides instructions and an example query.
In order to search on the select options defined by the query, they must also be added in the Select Options section of the screen.
For file upload fields, you can optionally provide the URL to a blank form for users to access. When the user completes the form, they can upload the form into the file upload field.
For districts using the Document Management add-on module, select the Academic Record Category to include these files in the Uploaded Files screen for students/users.
The Academic Record Category options (Category A and Category B) are defined by the Florida Department of Education ruling 1b-24.003 Ref-10357 GS7 on records retention.
All file types can be uploaded to File Upload fields, and are viewable in Uploaded Files. However, only jpg, png, gif, pdf, and txt file types are supported by Optical Character Recognition (OCR) and can be searched and redacted in Uploaded Files.
When Category B is selected for the Academic Record Category, the Retention Years field becomes available on the Edit Field screen. Enter the number of years the files should be retained. The scheduled job "Purge Old Files" will delete files after the number of retention years have passed.
To prevent a student's files from being purged by the "Purge Old Files" scheduled job, the system field "Document Hold" can be used. The "Document Hold" field can be added to a student category, and given the appropriate view and edit profile permissions. When the "Document Hold" check box is selected for a student, the student's files will not be purged when the job runs.
For signature fields, select Requires Authentication to require the user to enter a username and password in order to save the signature. When this option is turned off, the user can save the signature without entering a username and password.
1. For placeholder fields, you may include a URL if desired. When the user clicks the placeholder title, the URL will open.
2. In the Options section of the window, select Rich Text to provide a rich text editor for the placeholder field.
3. Use the formatting options to enter the desired text.
1. In the Options section of the window, enter the Maximum Length of the field. The default maximum length is 255 characters. The length cannot be set to 0 or users will not be able to enter any text into the field.
2. To display suggestions when a user enters text into the field, enter a query in the Suggestions Query section of the screen.
The highlighted area provides instructions and an example query.
1. In the Options section of the window, select Rich Text to provide a rich text editor for the field.
2. Enter the Maximum Length of the field. The length cannot be set to 0 or users will not be able to enter any text into the field.
1. In the Options section of the window, select Show School Year to add the School Year column to the logging field.
When entering a new logging field record, the default year selected will be based on the year selected in the header. This pertains to the built-in system year option available to end-users during the logging field configuration.
2. Select Show Created By to add the Created By column to the logging field, displaying the user who created the log record.
3. Select Show Created At to add the Created At column to the logging field, displaying the date and time the log record was created.
4. Select Showed Updated By to add the Updated By column to the logging field, displaying the user who last updated the log record.
5. Select Show Updated At to add the Updated At column to the logging field, display the date and time the log record was last updated.
When the Show School Year option is enabled, the Profiles (View School Year) and Profiles (Edit School Year) pull-downs are displayed, where the appropriate profiles should be selected to view and edit this column. When the Show Created By, Show Created At, Show Updated By, or Show Updated At option is enabled, additional pull-downs display to set the appropriate profiles to view the column.
6. In the Columns section of the window, replace the New Column text with the column name.
7. In the column that will be the primary sort, select Ascending or Descending in the Primary Sort pull-down.
8. In the column that will be the secondary sort, select Ascending or Descending in the Secondary Sort pull-down.
Log entries can be sorted in ascending or descending order using one column as the primary sort (entries will be sorted by this column first) and one column as the secondary sort (entries will be sorted by this column second). Only one column can be set as the Primary Sort and only one column can be set as the Secondary Sort.
9. Select the Fixed Left check box to freeze the field in place when the user scrolls over to the right.
10. Set the Min Width (px) and/or Max Width (px) for the column in pixels, if desired.
For best results, if you want to display longer text in a specific column, adjust only that column while keeping others at default or setting them to 0. The system prevents extreme values from disrupting visibility across all columns. If an entered value would cause content to be cut off, the system will automatically adjust to the required minimum size. The maximum number of pixels that may be entered as the Min Width or Max Width is 500.
11. Select the field Type: Checkbox, Computed, Date, Email Address, File Upload, Long Text, Number, Phone Number, Select Multiple, Select One, Student Field, Text, or Time.
12. Click the Edit Field icon to set up or edit the field options, including profiles who can create, view, and edit the specific column.
The "Profiles (Default Create Column)," "Profiles (Default View Column)," and "Profiles (Default Edit Column)" permissions set on the Edit Field screen for the logging field flow down to the "Profiles (Create Access)," "Profiles (View Access)," and "Profiles (Edit Access)" fields for each individual column of the logging field. The settings can be updated as needed for each column.
13. To delete a column, click the red X.
14. To add a column, click the green +.
15. To rearrange the order of the columns, click the left and right arrows.
Hover the mouse over the column name to view the log_field ID.
1. Select Rich Text in the Options to support HTML in the computed field's generated output.
2. Enter the query for the computed field in the provided area.
The highlighted area provides instructions and an example query. In addition to the listed substitutions that can be used in the query (highlighted in blue), {referral_id} can also be used in the query. When printing a letter from the Referrals screen, the current referral ID is referenced.
3. Either manually enter the Search Options, import the Search Options, or enter a Filtering Options Query.
By supplying the select options or defining a filtering options query, users will be able to search on the computed field the same way other fields are searched on. If these options are not set up, then users will not be able to use More Search Options on the computed field as they can with other select field types.
Manually Enter Search Options:
a. In the blank row, enter a Code and Label (what will display for the user) for the first option.
b. If desired, enter a Parent/Student Label. If defined, this is the label parents and students will see for this option. If left blank, parents and students will see the value entered for the Label.
c. Enter a Sort Order for the option. This will display the options in the defined order.
d. If desired, enter the Min School Year and Max School Year, which are used to make these options only active within the range of school years.
e. Press Enter to add the option.
The added row turns yellow. A new, blank row will display where you can add the next option.
f. Select the Inactive check box next to an option to inactivate it. Inactive options will not display for selection when the user opens the pull-down.
g. To delete an option, click the red minus sign to the left of the option and in the confirmation message, click OK.
Import the Search Options:
a. Click the Import button and select the CSV file from your computer. The file can include values for Code, Label, Sort Order, Min School Year, and Max School Year (the Inactive option will not import).
b. In the pop-up window, the File includes a header row check box is automatically selected. Deselect the check box if the file does not include a header row.
c. If not already mapped, select where each column of the CSV file should import and click Import CSV.
d. The options are imported into the table. If there were any existing options in the table, the options from the file will be added in addition to those already in the table.
Filtering Options Query:
Enter a query that defines the options in the pull-down.
The highlighted area provides instructions and an example query.
1. Select Rich Text in the Options to support HTML in the computed table's generated output.
2. Enter a query for the computed table.
The highlighted area provides instructions and an example query.
This field type allows users to link a form field to a student field. When a form is initiated, the form field is automatically populated with the current value from the linked student field and can be edited on the form. Depending on the Sync Timing, the value in the form field can be written back to the linked student field when the form is submitted or immediately on save.
1. To link this field with a student field, select the Category and Field.
The following student field types are excluded from being linked: computed, computed table, placeholder, and signature.
2. Select the Sync Timing from the pull-down. Available options include:
- When Event is Locked: The field value is copied to the Student Info record only when the form is submitted.
- Immediately (on save): The field value is copied to the Student Info record each time the form is saved.
1. In the Setup menu, click Forms.
2. Click the Fields tab.
3. Edit the Title and/or Alias of a field, as needed.
4. Click Save.
1. In the Setup menu, click Forms.
2. Click the Fields tab.
3. Click the delete button (red minus sign) next to the field to delete.
4. In the confirmation pop-up window, click OK.
The field is grayed out.
5. Click Save to complete deletion.
The Student Form Publishing tab on the Forms screen is used to set the publishing options on student forms.
1. In the Setup menu, click Forms.
2. Click the Student Form Publishing tab.
3. In the blank row, select the Form.
4. Select the Publish Date and Publish Time (when the form will be available on the Portal).
5. If desired, select the End Date and End Time (when the form will no longer be available on the Portal).
The "Update Expired Forms" scheduled job marks forms that have reached their end date as expired, and removes the form from being available to parents/students.
6. Select Annual if this form should be available annually. The form will be published between the Publish Date and End Date each year.
7. Select an Applicable Year option. Options are All Years, Publish Year, and Next Year.
The form will be optional/required for students with an enrollment record in the selected year based on the Publish Date. When the Publish Date is between years, the Publish Year is the previous school year, and the Next Year is the upcoming school year. If years are not set up in the Applicants school, August 1 will be used as the start date.
8. Select the School(s), if applicable. When this is set, this form will be optional/required for students with an enrollment record in the selected school(s).
9. Select the Grade Level(s) the form should be available for, if applicable.
If the form for new students to the district does not collect the student's grade level, leave the Grade Level(s) blank for that form.
10. Select Groups to make this form available to students in any of the selected student groups.
If a group is visible to at least one profile in Student Groups, it will be available for selection. The selected School(s), Grade Level(s), and Authorized Profile(s) for the form take precedence over the selected Groups.
11. Select Authorized Profile(s). This is required. The form will be available on the Parent and/or Student Portal only to the selected profile(s).
12. Select Required Form if the form will be required.
When the form is required, parents and/or students will be forced to complete the form before having access to the student's information in the Portal, including grades and attendance. If this option is not selected, the form is voluntary and will be available on the Applications & Forms screen.
13. Select New Enrollment Application to indicate that this form is an application for new student enrollment.
14. Select Allow Multiple to allow the parent/student to complete the form multiple times while the form is published. If the form is required, only the first submission of the form is required. Any data submitted when first completing the form will be overwritten by subsequent forms.
15. Select a Commit Changes When option to determine when change requests created by this form are applied to the student. Options are Saved, Approved, and Submitted.
Saved - Every time the parent/student clicks the Save Draft button on the form, the data will save to the student's record without any district approval.
Approved - The data will not save to the student's record until the district approves the form on the Form Submissions screen.
Submitted - The data will save to the student's record once the parent/student clicks Submit on the form.
16. Select Approve Automatically if student information should be approved and updated immediately when the form is submitted instead of requiring administrator review and approval.
17. Select Lock After Processing to prevent any user, including administrators, from changing the status of the form or editing the form. Parents, students, and administrators may only view the form.
18. Click Save.
19. To edit the email settings for the form, click Edit.
20. In the pop-up window, enter the email settings for each email type, as needed.
- Approval - To send an email to the parent/student when the form is Approved, enter the Subject and select the email Template.
- Sent Back - To send an email to the parent/student when the form is Sent Back, enter the Subject and select the email Template.
- Denied - To send an email to the parent/student when the form is Denied, enter the Subject and select the email Template.
- Continuation - To send an email when the parent/student saves a draft without submitting a form, enter the Subject and select the email Template.
- Completion - To send an email to the parent/student upon form submission, enter the Subject and select the email Template.
- Custom - To send a custom email to a particular email address upon form submission, enter the Subject and select the email Template. Enter the email Address.
If a template is not selected for an email type, a generic template will be used. The template contains the body of the email that will be sent. Email templates are set up in Students > Communication. Templates that are attached to "Online App" will be available for selection in the Application Editor.
21. Click Save.
A record cannot be deleted from the Student Form Publishing tab when it has approved, denied, or sent back form requests attached and the End Date has not passed.
The User Form Publishing tab on the Forms screen is used to set the publishing options on user forms.
1. In the Setup menu, click Forms.
2. Click the User Form Publishing tab.
3. In the blank row, select the Form.
4. Select the Publish Date and Publish Time (when the form will be available to users).
5. If desired, select the End Date and End Time (when the form will no longer be available to users).
The "Update Expired Forms" scheduled job marks forms that have reached their end date as expired, and removes the form from being available to users.
6. Select Annual if this form should be available annually. The form will be published between the Publish Date and End Date each year.
7. Select an Applicable Year option. Options are All Years, Publish Year, and Next Year.
The form will be optional/required for users with an enrollment record in the selected year based on the Publish Date. When the Publish Date is between years, the Publish Year is the previous school year, and the Next Year is the upcoming school year.
8. Select the School(s), if applicable. When this is set, this form will be optional/required for users with an enrollment record in the selected school(s). If this form is for parents, it will be optional/required for parents with students enrolled in the selected school(s).
9. Select the Applicable Profile(s). This is required. The form can only be completed FOR users with the selected profile(s).
10. Select Authorized Profile(s). This is required. The form can only be completed BY users with the selected profile(s).
When a district has Finance enabled, non-parent profiles are available for selection.
11. Select Required Form if the form will be required.
When the form is required, users will be forced to complete the form before having access to the rest of the Portal. If this option is not selected, the form is optional and will be available on the Applications & Forms screen.
12. Select Allow Multiple to allow the applicant to complete the form multiple times while the form is published. The form will re-display in the Available section of the Applications & Forms screen after being submitted. If the form is required, only the first submission of the form is required. Any data submitted when first completing the form will be overwritten by subsequent forms.
13. Select a Commit Changes When option to determine when change requests created by this form are applied to the user. Options are Saved, Approved, and Submitted.
Saved - Every time the user clicks the Save Draft button on the form, the data will save to the user's record without any district approval.
Approved - The data will not save to the user's record until the district approves the form on the Form Submissions screen.
Submitted - The data will save to the user's record once the user clicks Submit on the form.
14. Select Approve Automatically if user information should be approved and updated immediately when the form is completed instead of requiring administrator review and approval.
15. Select Lock After Processing to prevent any user, including administrators, from changing the status of the form or editing the form. Parents, users, and administrators may only view the form.
16. Click Save.
17. To edit the email settings for the form, click Edit.
18. In the pop-up window, enter the email settings for each email type, as needed.
- Approval - To send an email to the user when the form is Approved, enter the Subject and select the email Template.
- Sent Back - To send an email to the user when the form is Sent Back, enter the Subject and select the email Template.
- Denied - To send an email to the user when the form is Denied, enter the Subject and select the email Template.
- Continuation - To send an email when the user saves a draft without submitting a form, enter the Subject and select the email Template.
- Completion - To send an email to the user upon form submission, enter the Subject and select the email Template.
- Custom - To send a custom email to a particular email address upon form submission, enter the Subject and select the email Template. Enter the email Address.
If a template is not selected for an email type, a generic template will be used. The template contains the body of the email that will be sent. Email templates are set up in Students > Communication. Templates that are attached to "Online App" will be available for selection in the Application Editor.
19. Click Save.
A record cannot be deleted from the User Form Publishing tab when it has approved, denied, or sent back form requests attached and the End Date has not passed.
The Categories tab in the Forms screen is used to set up categories to organize student, user, and employee forms.
1. In the Setup menu, click Forms.
2. Click the Categories tab.
3. To add a new category, enter a Code in the blank row.
4. Enter a Label.
5. Selecting the Inactive check box will make the category unavailable to assign to forms. Keep the Inactive check box unselected to make the category active and available for use.
6. Select the Form Type this category will be available for. Options are Student, User, and Employee.
7. Click Save.
The Status Labels tab in the Forms screen is used to customize status labels for use on the Form Submissions screen. Labels can be set up for Approved, Denied, In Progress, Not Started, Sent Back, and Submitted statuses. Multiple labels can be set up for each status. Profiles can be assigned to a status so that only those profiles can view forms with that status in Form Submissions. Communication templates can also be assigned to a status so that a communication is sent when a form is assigned the status.
Users can opt out of receiving status-based communications in My Preferences by enabling the option Opt Out of Status Label Communications.
1. In the Setup menu, click Forms.
2. Click the Status Labels tab.
3. In the blank row, select the Status. Options are Approved, Denied, In Progress, Not Started, Sent Back, and Submitted.
4. Enter the Label.
5. Select the Default check box if this status label will be selected by default when a form changes statuses. For example, if a form changes from submitted to approved, the Approved status label that is marked as Default will be selected on the form.
6. To limit the profiles that can select the status, select the Profile(s).
7. To send a communication when a form is assigned the status, select the Communication Template, and in the Send To pull-down, select who the communication will be sent to.
8. To limit the use of the status to forms assigned to specific categories, select the Category.
9. Click Save.
