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administratoraccess:formedit

Form Editor

txConnect Admin > Administrator Options > Settings > Forms Management > Forms (then click spyglass icon )

This page allows you to change settings for a selected form, such as adding the fields to the form, assigning a “friendly” name, and determining the order in which the fields are displayed. This page can only be accessed by selecting a form from the Form Management page.

Edit a form:

  1. From the Forms Management page, select Forms from the menu. The Form Management page is displayed.
  2. Under Available Forms, click under Options for the form you want to manage.

Below are instructions for New Student Enrollment Forms and All Other Dynamic Forms, as well as Static Forms (scroll down). Standard forms cannot be edited or deleted.

New Student Enrollment Forms

New Student forms are dynamic forms used specifically for the new student enrollment process. Several New Student forms are included automatically and already have columns (i.e., fields) added.

  • New Student Address
  • New Student Contacts
  • New Student Enrollment

These forms cannot be deleted or renamed; however, you can modify some of the default settings for each form column.

To edit a New Student form, click under Options.



The form opens on the Form Editor page where you can make changes.



The Name, Campus, Editable, and Visible fields display the default information and cannot be changed. Also, these forms cannot be archived.

Current Language Context

Select the language of the form you are editing.

Special Instructions or information for this form

Type any specific instructions for the form, up to 2000 characters, in the selected language.

The instructions should be typed in the language selected in Current Language Context. If Spanish instructions are not provided, English instructions will be displayed even if the parent is viewing txConnect in Spanish.


You cannot add columns to a New Student form; the Add button is disabled. However, you can modify the following settings for existing columns:

Friendly Name

The default friendly name is displayed. If you selected Spanish for Current Language Context, the default friendly names are Spanish. Modify the name as needed, up to 50 characters.

Order

Indicate the order in which you want the fields to be displayed on the form. For example, type 1 if you want to field to be displayed at the top of the form.

Field Set

Use this column to group related fields together in the form. For example, you could type “Mailing Address” for all fields that are related to the student’s mailing address.

The fields that you want to physically group together should also be together as indicated by the Order field. The fields with the same Field Set are grouped together in a box, but only if they are adjacent in the order. The box is drawn around one or more sequential fields that have a Field Set specified.

The field set should be typed in the language selected in Current Language Context. If a Spanish field set name is not provided, the English field set name will be displayed even if the parent is viewing txConnect in Spanish.

Vis

Select if you want the field to be visible to parents on the form. Clear the check box if you do not want the field visible to parents. For example, you can hide the four-digit zip code extension. The setting of this field overrides all other visibility settings.

Edit

Select to allow parents to update data in this field from the form.

• If selected, the form field will be editable, but only if the field is also set to Updateable=true on the Form Field Management page.

• If not selected, this will override the other setting, and the form field will not be editable.

• This setting does not apply to New Student forms.

Req

Select if the field is required of the parents. If this field is selected, be sure Edit is also selected.

Instructions

Click the button to view any existing default instructions and add additional instructions for the field. A pop-up window opens.


Click Close.


Click Save.

Click < Forms to return to the Form Management page.

All Other Dynamic Forms:

Only static and dynamic forms can be modified or deleted. Default forms cannot be deleted, and only some fields can be updated.

On the Form Editor page:

Current Language Context

Select the language of the form you are editing.

Name

The form name is displayed as entered in the previous step. Modify the field if necessary.

The name should be typed in the language selected in Current Language Context. If a Spanish name is not provided, the English name will be displayed even if the parent is viewing txConnect in Spanish.

Campus

The campus is displayed as entered in the previous step. Modify the field if necessary.

• Select a campus if the form is specific to one campus.

• Select None - District if the form is for all campuses in the district.

Editable

Yes - The fields on the form will be editable.

No - The fields on the form will not be editable.

Visible

The setting entered on the previous page is displayed, indicating if the form is visible to parents in txConnect. Modify the setting if necessary.

Archived

Yes - Archive the form, which allows you to retain forms that may still be needed for reporting purposes but are no longer used for data collection. An archived form is still accessible to administrators, but is grouped with other archived forms for organizational purposes.

No - Do not archive the form.

Archived forms are not visible to parents in txConnect.

New Student Enrollment forms cannot be archived.

Special Instructions or information for this form

The text box displays any text entered on the previous page. Modify the text if necessary, up to 2000 characters.

The instructions should be typed in the language selected in Current Language Context. If Spanish instructions are not provided, English instructions will be displayed even if the parent is viewing txConnect in Spanish.

Form Fields

Add the fields to the form. You must add at least one field to a form for the form to be valid.

Click either Add button to add a new column to the form.



A row is displayed in the grid.



Field Name

Select the table-field you want to add to the form. The drop down lists all possible fields, including the field name, sequence number (if applicable), and table name.

Once you select a table-field, all subsequent fields that you add to the form must come from the same type of table (either vertical with multiple records, or single record). The drop-down list in the subsequent rows will filter out the tables that can no longer be selected based on the selection in the first row.

• A hyphen indicates a flat (single-record) table.
• An asterisk indicates a vertical (multi-record) table.


For vertical table, some fields are mandatory, and they will automatically be added to the form even if you do not select them.

Mandatory fields:


Form field edits:

Friendly Name

The default friendly name is displayed. If you selected Spanish for Current Language Context, the default friendly names are Spanish. Modify the name as needed, up to 50 characters.

Order

Indicate the order in which you want the fields to be displayed on the form. For example, type 1 if you want to field to be displayed at the top of the form.

Field Set

Use this column to group related fields together in the form. For example, you could type “Mailing Address” for all fields that are related to the student’s mailing address.

The fields that you want to physically group together should also be together as indicated by the Order field. The fields with the same Field Set are grouped together in a box, but only if they are adjacent in the order. The box is drawn around one or more sequential fields that have a Field Set specified.

The field set should be typed in the language selected in Current Language Context. If a Spanish field set name is not provided, the English field set name will be displayed even if the parent is viewing txConnect in Spanish.

Vis

Select if you want the field to be visible to parents on the form. Clear the check box if you do not want the field visible to parents. For example, you can hide the four-digit zip code extension. The setting of this field overrides all other visibility settings.

Edit

Select to allow parents to update data in this field from the form.

• If selected, the form field will be editable, but only if the field is also set to Updateable=true on the Form Field Management page.

• If not selected, this will override the other setting, and the form field will not be editable.

• This setting does not apply to New Student forms.

Req

Select if the field is required of the parents. If this field is selected, be sure Edit is also selected.

Bold

Select if you want the field to be displayed in a bold font.

Italics

Select if you want the field to be displayed in an italic font.

Color

Click the box to select a color for the field text, if you prefer a color other than black. A pop-up window opens that provides seven color choices, as well as the option for no color (i.e., black).



Click a color to select it, and the window closes.

Bg Color

Click the box to select a background color for the field. A pop-up window opens that provides seven background color choices, as well as the option for no color.



Click a color to select it, and the window closes.


The form is automatically shaded with an alternating (light/dark) gray background when displayed for parents in txConnect. If you do not select a color, or if you select No Color, the background will be gray.

Instructions

Click the button to view any existing default instructions and add additional instructions for the field. A pop-up window opens.

Default Instructions

Any instructions entered on the Form Field Management page are displayed. They cannot be changed here.

Field Instructions

Add or update any additional instructions for the field. These instructions will be appended to the Default Instructions when the parent accesses the form in txConnect.

Bold

Select if you want the instructions to be displayed in a bold font. This selection will apply to all text typed in the Field Instructions area.

Italics

Select if you want the instructions to be displayed in an italic font. This selection will apply to all text typed in the Field Instructions area.

Color

Click the box if you want the instructions to be displayed in a color. A pop-up window opens that provides seven color choices, as well as the option for no color (i.e., black).



Click a color to select it, or click No Color, and the window closes.

This selection will apply to all text typed in the Field Instructions area.


Click Close.

To remove a column from the form, click the delete icon for the column.



It is removed from the list, but it is not actually deleted until you click Save.

Click Save.

NOTE: If you created a form with fields from a vertical table, some required additional fields may be added automatically. If so, a message is displayed prompting you to review the fields before saving.



Note the added fields. These fields cannot be removed; the delete icon is not displayed.


Click Save again.



Based on the settings in the example above, the form will look like this to the parent in txConnect:



Click < Forms to return to the Form Management page.

Static Forms

Current Language Context

Select the language of the form you are editing.

Name

The form name is displayed as entered in the previous step. Modify the field if necessary.

For a Spanish form, ensure that a Spanish name is entered.

Campus

The campus is displayed as entered in the previous step. Modify the field if necessary.

• Select a campus if the form is specific to one campus.

• Select None - District if the form is for all campuses in the district.

Static document selection

The drop-down lists all available static forms. Select the static form to associate with this form.

For a Spanish form, ensure that the Spanish static form is selected.

Visible

The setting entered on the previous page is displayed, indicating if the form is visible to parents in txConnect. Modify the setting if necessary.

Archived

Yes - Archive the form, which allows you to retain forms that may still be needed for reporting purposes but are no longer used for data collection. An archived form is still accessible to administrators, but is grouped with other archived forms for organizational purposes.

No - Do not archive the form.

Archived forms are not visible to parents in txConnect.

New Student Enrollment forms cannot be archived.

Special Instructions or information for this form

The text box displays any text entered on the previous page. Modify the text if necessary, up to 2000 characters.

For a Spanish form, ensure that Spanish instructions are entered.

Click Save.

Click < Forms to return to the Form Management page.

Create a Spanish version of a static form:

To create a Spanish static form, you must have already uploaded a Spanish version of the document.

1. Click the spyglass icon for the form. The form opens on the Form Editor page where you can make changes.

2. In the Language Context field, select Spanish.

3. Ensure that the Spanish version of the form is selected for Static document selection.

4. Ensure that the Name and Special instructions are provided in Spanish.

5. Click Save.

Preview or copy a form:

Preview

Click to view the saved changes to the form.

• Only static and dynamic forms can be previewed. New Student Enrollment forms cannot be previewed.

• In the preview window, data cannot be edited or saved.



The form opens in a pop-up window or different tab allowing you to view the form as it will be displayed to parents in txConnect.

Copy Form

Click to create a new form that is an exact duplicate of the form you are copying.

• Only static and dynamic forms can be copied.

• Only saved changes are copied to the new form; unsaved changes are not copied.



A text box is displayed allowing you to type a name for the new form. The new form name cannot already be in use by another form, and it must be three or more characters.



Click Save.



The new form is now displayed on the Forms Management page and can be modified as needed.

administratoraccess/formedit.txt · Last modified: 2017/12/15 09:58 by jstanford

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