In This Article:

    Creating a New Form

    In This Article:

      The Forms Designer gives you the ability to design very elaborate, multi-page forms. The designer allows you to set very specific editing on each field such as whether it is required or may be left blank; what type and length of content is allowed, etc. There is no limitation on the number of fields on a form. Once you have designed the form, there is no limitation on the number of instances you can assign to a constituent. Like the Notes function, this allows you to keep track of many year's worth of history for every form.

      1. You may create a new form by selecting Tools, Forms, and Form Manager from the main menu.  

        Note: You may add fields to an existing form by going to the Form Manager, entering the desired search parameters, selecting the Search button, choosing the desired form, and pressing the Enter key on your keyboard to open the existing form.

      2. Choose the Add button at the top right side of the screen.     

      1. The Form Details pop-up box opens. In the Template Name line enter the name of your form. You may use your Tab key to move from field to field.                                                                   

        NOTE: When creating the fields and keywords of your form or entering information into the text fields, you will want to avoid using symbols such as: '&', /,\,*,>, ; and the apostrophe symbol.

      2. Major Version identifies the form as to which version the form is, first, second, etc.

      3. Minor Version defines if the original (or Major Version) has been modified. For example, Version 1.1 .

      4. Select the Category and Subcategory from the drop down boxes.
        These choices were formed when you configured the forms in the previous section under
        Form Configuration.

      5. Set the 10 keywords you would like to use on this form. These 10 keywords are extremely important because they allow you to filter on the key word fields more easily when you are creating a Form type query. DonorPro allows you to query form data from any field that relates to basic constituent information such as name, address and phone number.

      6. Choose the OK button when finished. The Form Designer screen will open.                         

      7. Once the desired form is open, select the Add Item button. The Item Editor window opens.               

      8. The top part of the Item Editor screen lets you choose the field type. Choose the desired item type (field type) you wish to add. There are ten available options. Each option has different properties to further customize the field.      

      • Text Field- This is used for entering a short amount of text, typically about 30 characters or less.

      • Text Box- This is used for entering a larger amount of text, such as a narrative on a patient visit.

      • Date Field- This is used for entering a date.

      • Date/Time Field- This creates a field for entering the date, plus fields for the hour and minute, and option buttons for AM or PM.

      • Dropdown Box- This will allow you to choose from a list of fields that already have dropdown lists associated with them so that you may use that same list in your form. For example, you could choose Constituent Title to have the same list of titles in your form that are available when adding a new constituent.

      • Dropdown (Custom) - This will allow you to create a field with a custom drop down list.

      • Spinner - This will create a numeric field in which an up and a down arrow button will be available

        to increase or decrease the number in the field.

      • Checkbox- This creates a Yes/No field. The box will be checked for a Yes and left blank for a No.

      Label- This is not a field that is used for data entry. It will allow you to add text such as instructions to the person who is completing the form, mailing information, or fax information.

      Constituent Link- This will place a button on your form which will allow you to search for a constituent and place a hyperlink to the selected constituent on an instance of the form.

      NOTE: When creating the fields and keywords of your form or entering information into the text fields, you will want to avoid using symbols such as: '&', /,\,*,>, ; and the apostrophe symbol.

      1. The left side is general information about the Appearance, such as label text and placement, and the size of the item. Some items have adjustable width; some have adjustable width and height.

      2. The Print Font button controls the font that is used if you choose to assign an image to this form and print it to paper.

      3. The right side of the screen controls the Content that is allowed in this field. Some components allow default values. If a default is specified, it will pre-fill on the screen as the user adds this form to a constituent's record. Each component has its own editing for allowed values.

      4. The bottom of the screen shows an Example of the component you have selected, and in most cases, changes its appearance if you change appearance or content parameters.

      5. After setting all of the desired item properties, choose OK. You are returned to the Form Designer page.

      6. Repeat steps 1 - 8 for each item you wish to create in the first row.                                      

      7. To add additional rows to your form, select the Row button.                                                   

        Your options include: Add Item to this Row, Copy Item, Paste Item, Insert Item- Before or After, Add Row- Above this Row or Below this Row, Delete this Row, or Delete this Item- list of existing items.                                                                                                            

      18. Select all options needed to create your form.

      19. If items in a row are too close together, select the spinner box associated with Lead Spacing. This will adjust the distance between two fields.                                                                            

      20. If the field box is too close to its own label, select the spinner box associated with Label Spacing. This will adjust the distance between the label and actual field.

      21. If you need to add more pages, choose the Page button in the Form Details panel on the left, and then Add Page.                                                                                                         

      Note: You may also insert a page between existing pages.

      22. Add any desired fields following the above instructions.

      23. Choose the Save or Save As button to save the designed form.

      24. Go to the Preview tab to preview your form and test the data entry.

      25. Enter sample data in the form fields and choose the Test Content Validation button. If any of the test data entered does not match your set parameters, an Action Required window will open. This window will detail the problems with data you entered.

      26. To change the properties on a field, go back to the Design View tab, double-click on the field you wish to alter and the Item Editor window will re-open. Alternately, select the field you need to edit, select the Detail button in the bottom left corner of the screen (under Items Details) and this will re- open the Item Editor window, make the desired changes, and then choose OK.

      27. Select the Print View tab in order to preview how the form will appear when printed, insert an image such as a paper form that was scanned and saved. Then drag the fields to specific location for the printed version, change the font color, or print a copy of the form.

      28. If you scan a paper copy of the form you need to use and save it as an image you can insert it in the print view of your form, then select and drag the data entry fields you created to the proper location on the print version of the form. Choose the Select Image Document button. Enter the desired search parameters and press the Enter key on your keyboard, select the desired image, and the press Enter again. This will insert the image onto your form. Select an item, hold your left mouse button down, and drag the field to the desired location on the form. Changing the position of the fields will not change the location of the fields on the form where you will complete the data entry.

      29. To hide the selected image, choose the Hide Background Image button. To restore the image, choose the Show Background Image button.

      30. To change the font color in the Print View, choose one of the A buttons that corresponds to the desired font color.                                                                                                                     

      31. To print the form, select the button with the printer icon.

      32. When the form design is complete choose either the Save or Save As button. 

      NOTE: The Form Designer cannot be used to create the layout of a form (i.e. title, etc.). The Form Designer allows you to create a record of fields for information you wish to record. This information can then be placed into a document you create within the Word Processor to create a “final product”.

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