Request form summary

This Request forms summary page displays overview information about all of the Request forms that are available for use in your system. It provides a quick link to the Option, Layout, and Preview mode displays for each of the forms (for amending the form), and provides processes for creating a new form from scratch or by copying an existing form, and deleting an old one.

For an overview of how Request forms work click here.

If you are signed on to this screen as an administrator you will see this form in Update mode and be able to make changes through it. If you are signed on as a supervisor, you will see this screen in Display mode, and will not be able to make any changes. Administrators can change modes by selecting the mode they want from the Mode box in the top right hand corner of this screen.

For each request form defined, the following information and action boxes are provided:
Sel: check this box to select the form that you wish to delete, or copy, by using the Delete, or Copy, button at the bottom of this screen.
Key: is the parameter that allows this form to be called directly from your web pages. If this form is applicable to a specific location we encourage you to include location indicative information in this key. The maximum size of this short name is 20 characters. To call a form directly in your web pages by its URL use:
http:/<server>/reftracker/reft100.aspx?key=<key>
Click here for more information about calling forms directly by their URL’s.
Description: is the name that this form will have in the list of available forms that can be used in the client and/or staff interfaces. The maximum size of this description is 50 characters (all of which will be hyperlinked in the client interface) so you can create a name indicative of the function of this form. Forms appear on this page in Alphabetical order based on this Description.
Note for supervisors – In Display mode, clicking on this description will allow you to see the details of the form, including a preview of what the form looks like in the client interface.
Client: a tick indicates this form has been made available for use by clients. A cross indicates it is not available for use by clients. To change this setting click on the [Options] link for this form and make the appropriate change.
Staff: a tick indicates this form has been made available for use by staff. A cross indicates it is not available for use by staff. To change this setting click on the [Options] link for this form and make the appropriate change.
Sys: a tick will appear here if this form is a form required by the RefTracker system. System forms cannot be deleted, but their descriptions and details can be changed.
Valid: a tick will appear here if a valid form layout has been created for this form. Forms will not be made available to staff or clients, no matter what availability setting has been chosen for them, unless a tick appears in this column. This ensures that forms in the process of being amended cannot be used if technically incorrect. To correct the validation of a form the system administrator should click on the Details hyperlink, look at the Edit fields and Edit defaults modes, and address any error messages that display there.
[Options]: click on this link to see or amend the processing options that have been defined for this form, such as Request type. Allocation, use in the New and Quick forms, and a whole lot more.
[Layout]: click on this link to see or amend the layout of this form i.e. to see or amend the fields included in the form, the text associated with each field, and any default values for fields in this form.
[Preview]: click on this link to see a preview of how this form looks to clients. From the Preview screen you can move to the Layout and Options modes to change attributes of the form.

To amend the processing options or layout of a form:
If you wish to amend the layout of a form, or the way questions entered using that form are processed, click on the appropriate [Options], [Layout], or [Preview] link.

To amend information displaying on this page:
If you wish to amend the Key or Description information displaying on this page, simply change the information in the appropriate box, then click on Update. Your change will be confirmed through a re-display of this screen showing the changes made, and including a green tick to the right of the Valid column, on the lines in which changes were made.

To add a new form starting with a blank page:
Go to the bottom of the page and enter a key (as will be used in the URL calling this form) and description (as will be seen by clients and staff to distinguish between the purposes of different forms), for the new form, then click on Update. Your new form creation will be confirmed through a re-display of this screen showing the new form sorted in alphabetical order by Description, and including a green tick to the right of the Valid column, on the line of the new form.
The new form will show as NOT being Valid until you use the [Options] or [Layout] links for that form, to access the Request form details screen where you can define a valid set of contents for it using the various modes presented there.

To add a new form using an existing form as a template:
Click the Sel box to the left of the form that you wish to copy then click on Copy. RefTracker will create a new form and enter it on this page with the Key <copied form name>_copy1, and the Description “Copied form” sorted by its description name of “Copied form”. Your new form creation will be confirmed through a re-display of this screen showing the new form, and including a green tick to the right of the Valid column, on the line of the new form.
You should then change the Key and Description to reflect the aims of the new form you are creating and click on Update, then click on the [Options] or [Layout] links for that form, to access the Request form details screen where you can amend the form’s contents to suit your new requirements using the various modes presented there.

To delete an existing form:
Click on the Sel box to the left of the form/s that you wish to delete, and then click on the Delete button. You will be asked to confirm your decision to delete, before the form is actually deleted.
If a form being deleted is used as the default Request form by any staff member, they will see the next form on the list until they re-save a new value for Default request form in their My preferences. If a form being deleted has been used to enter any questions in the system, the question will use the Default form and the labels defined in it in future.