This section discusses data fields and the screen editor. To learn how to create custom data fields, please refer to the Overview of the Field Editor & Custom Data Fields.
Pre-Configured Standard Screens are available to System Administrators. These are screens common to most agencies/programs are pre-configured and located at the top of the Screens section. These pre-made core screens spare System Administrators the time it takes to create such screens themselves. These screens are non-editable, which makes them easy to copy when creating customized screens, also allowing for screen updates to be applied to all systems in a streamlined manner.
This article is divided into seven sections:
- Understanding the Icons
- Merging Data Fields
- Searching for Data Fields
- Editing Data Fields
- Live Markers
- Applying Constraints
- Working With Calculations
To edit an existing data field first go to the Screens tab, select Edit icon next to your desired screen (this will appear on the left side of the border when you mouse over the screen name). This will take you to the Screen Editor where you can begin editing a data field.
To edit a data field, first mouse over the desired data field and select the Edit icon . This will take you to the Screen Field Editor. Here you can begin to edit the basic components of the data field.
Read below for more detailed instructions regarding editing and creating data fields.
Understanding the Icons
Various icons will display to the left and to the right of a data field. Each icon is discussed below.
Selecting the Trashcan Icon will delete the associated data field.
Note that if you erase a data field by mistake, you can simply search for the data field in the Field Library located on the right toolbar. This will allow you to replace the data field. The restored data field will appear at the bottom of the screen. You can then click and drag it to it’s correct placement.
The merge icon allows you to merge one data field with the data field above it.
The Calculator Icon indicates that a calculation has been applied to the associated field.
If you need to create a calculation for a given field, select the Edit Icon, which will take you to a screen where you can create a data field based on a calculation (addition, subtraction, multiplication, or division)
A calculation can be created for any data field with a dollar or numerical field.
The Constraints Icon indicates that at least one constraint has been applied to the associated data field.
For example, if the user indicates the client is male, then you can add a constraint that will remove a pregnancy question from the rest of the screens in the system.
Merging Data Fields
To merge a data field simply select the Merge Icon .
If you would like to separate two merged data fields, simply select the Divide Icon as indicated below. This will restore the data fields to their original form.
Note: If you are trying to merge two data fields onto a single line, it is recommended edit the field to change the size, and repeat until just right.
Searching for Data Fields
If you need to add a data field to an existing screen, simply type a keyword associated with the data field in the search box under the Field Library. Clicking the search button will display all fields in the system associated with your keyword.
Editing Data Fields
When you select the Edit icon to the left of a data field, the Screen Field Editor will appear. This will let you manage the basic settings of the data field, as listed below.
The Editing Field shows the field data name. This cannot be changed after it is created.
This is the table and field data name, which is used when writing reports or any other task that requires the data field to be identified. This cannot be changed after it is created.
The Display Name is what the end user will see. You can modify it here if you would like the data field to be different on the particular screen you are editing.
Data Quality Check
The Data Quality Check can set the data to the following options:
- Not Required
- Soft Required
Data can be saved even if the data field is left unanswered.
Data can be saved even if the data field is left unanswered, however the field will briefly have a yellow underline when it is saved. In addition, a yellow warning bar will flash across the top of the page encouraging the user to check soft required fields for accuracy
The screen cannot be saved until the field is answered. Trying to save changes after leaving a required field blank will prompt the data field to turn red as shown below.
In addition, a red warning bar also appears at the top of the page forcing the user to enter data into the required field. If the user dos not enter the data, the system will block the screen data from being saved to the system.
The Read Only option disallows the user to edit this data field on the screen. This feature is useful when summarizing total fields that are based on calculations. For example, it is useful for documenting Total Monthly Income if this field is calculated based on other values, and you do not want the user to be able to manually adjust that calculated total.
The sensitive data feature allows you to lock down the visibility of a particular field on the screen.
This feature is directly related to User Access Roles.
In Access Role settings, if Agency Sensitive Data is Unchecked and Any Agency Sensitive Data is Unchecked, then only the user who enrolled the client will be able to see the sensitive data.
In Access Role settings, if Agency Sensitive Data is Checked and Any Agency Sensitive Data is Unchecked, then any user who a.) belongs to that access role, and b.) is assigned to the Agency will be able to see the sensitive data. The data will be hidden from outside Agencies.
In Access Role settings, if Agency Sensitive Data is Checked and Any Agency Sensitive Data is Checked, then any user assigned that access role will be able to see the Sensitive Data. The data will not be hidden from outside Agencies (i.e. it will be shared with outside agencies).
When the Sensitive Data checkbox is checked, the Sensitive Data Icon is displayed on the field as shown below.
Note: This feature is available for Program Screens and Custom Assessments only. Sensitive Data cannot be used on Profile Screens because Profile Screens are either Public (all agencies can see them) or Private (only visible to the Agency creating the Profile).
The size feature determines the width size of the data field or dropdown screen. For example, a dropdown with words will require a wider dropdown screen than a dropdown with just numbers.
Live Markers use custom programming to serve two primary purposes:
- Eliminate the need to ask duplicate questions on multiple screens,
- Automatically calculate information that can subsequently used as a display constraint.
Live Markers include:
- Gender (field name: gender_marker)
- Children (field name: children)
- Family Members (field name: family_members)
- Age (field name: age)
- Veteran Status
- Head of Household
- Program Type
- Funding Source
Here are several examples of how Live Markers can be used.
|Gender Example||If you have already documented the Gender of a client in the system, then you do not want to have to ask the gender question multiple times. So, you can use the Gender Live Marker as a display constraint. This allows the value to be used without re-asking. For instance, you can set the Pregnancy Status field to only appear if the Gender live marker is set to Female. This eliminates the need to ask the Gender question again to determine Pregnancy Status.|
|Children Example||The Children Live Marker automatically calculates the number of children based on Household size and those that are under 18. This Live Marker is represented as a number (ie., 3). Once you determine your Children Live Marker, you can run Display Constraints or Calculations based on 3 children, for example.|
|Family Members Example||The Family Members Live Marker is similar to the Children Live Marker, but instead provides a number of people in the Family Household, which can then be used for Display Constraints or Calculations.|
The Age Live Marker returns a number (i.e. 21) based on the Date of Birth. This is useful for running a Display Constraint based on age. For example, if they are over 18, you can ask Veteran Status, but do not need to ask Veteran Status otherwise.
A constraint is used to control whether a field is displayed on the user’s screen. For example, if the client is documented as female, then a pregnancy status will automatically appear, but only for females. And if the pregnancy field is set to Yes, then a prompt to enter the client’s due date will appear. If the client is not pregnant, no due date prompt will appear.
Any field can be used as a constraint, and the constraint can be set to Equals, Not Equals, Greater Than, or Less Than. Returning to the pregnancy example: the gender question would be created to have the pregnancy status prompt to appear only if gender equals ‘yes’ to female gender.
To apply a constraint to your selected data field, select the Add Constraint link as shown below.
A pop-up box will appear, providing a dropdown list of fields. Choose the field you wish the constraint to be based upon.
Once you have selected the constraint field, you need to choose which value to use for the constraint. This value can be set to Equals, Not Equals, Greater Than, or Less Than.
If 2 or more constraints are set, the and/or value must be set. When or is selected, any of the constraints that match the selected field will be displayed on the screen. If and is selected, then all constraints must match the field in order to be displayed on the screen.
There is no limit to how many constraints can be applied to a given field, and the constraints only apply to the screen you are editing or creating – it will not affect other fields or screens.
The Screen Designer is equipped with a Data Quality control feature to eliminate inconsistencies in data quality. For example, assume you have two fields: The first field is a checkbox to determine if the client has income, and the second field asks for the Income Amount. If this Income Amount field is based on a Display Constraint,then it will only appear if the Income data field is checked (i.e. client does indeed have income). In other words, the Income data field must be checked in order for the Income Amount field to appear.
Now, let’s assume data entry is being conducted on this page, if the end user selects the Income checkbox, they will then be prompted to enter an amount. However, note that if the end-user un-checks the Income checkbox, the Income Amount field will be hidden, and will become unavailable to the end user. Further, as opposed to storing the conflicting information in the database, unchecking the Income Checkbox will automatically clear all data from any field bound to it by Display Constraint, ensuring Data Quality and consistency in the database.
For this reason, special care must be taken when introducing a new Display Constraint on an existing Screen based on a NEW data element. If a Display Constraint and new Data Field is introduced that affects existing screen workflow, it has the potential clear all data upon save because the value would not have existed previously, and the requirements for that Display Constraint will have cleared the underlying data.
If you require assistance introducing a new data field with corresponding Display Constraint, please contact our Support Department to create a Statement of Work.
Working With Calculations
Calculations are used to create data fields based upon mathematical formulas. Any numerical or dollar amount field that is on a screen can be used in a calculation.
Calculations are used to perform mathematical functions of any combination of fields that are shown on the screen.
To apply a new calculation, select Add Calculation.
There are three settings to consider when applying a calculation.
|Action||This is used to set Addition, Subtraction, Multiplication, or Division.|
|Based On Field||This is used to set a fixed numerical or dollar field that is on the screen.|
|Value||This is where you set the value, if the calculation is based on a fixed number.|
Note: Any combination of these settings can be used together.