Creating a New Parent Form

Modified on Thu, Jan 15 at 1:07 PM

TABLE OF CONTENTS

The Parent Forms Templates List Screen
Adding a New Form Template
Parent Form Template Options
Questions Tab
Selection of Students to Publish Form To

The Parent Forms Templates List Screen

The Parent Access>Forms>List screen is where all active Form "Templates" are listed:

A "Template" is a Parent Form definition. This screen displays non-archived Form Templates by default.

The 'Filled' and 'Not Filled' counts for each of the forms are now links that will bring you to the Student Search Screen displaying the students who make up that count.

Archived Form Templates

"Archived Forms" are templates that are hidden by default so as not to clutter up this screen.
The data remains in the system and remains available, but the forms are not displayed unless the "Show Archived Forms" checkbox is checked. To archive a Form Template simply click the "Archive" button. This will remove the Form Template from the list - unless "Show Archived Forms" is checked.

To unarchive, click "Unarchive" to the right of the Form.

Actions

Actions available for Templates include:

Export Form Template () - Export the form definition. These can be imported into other instances of Genesis. That is - you can send them to or get them from other districts that use Genesis. (The icon is a floppy disk!)
Export Form Data () - Export the data to Excel.
Delete Form Template () - Remove the Template - can only be done if it has not been published to students or has been recalled (and is not currently published). The trash can icon will be missing if the form is published to students.
Copy Form Template () - Copy the Template. Does not copy data. Simply copies the definition of the Form Template so you can modify it or use it to collect additional data.
Edit Template () - Modify the Form Template. Templates can only be modified if they have not been published to students.
Preview Form () - Displays how the Form questions will appear to the parent/student user.
Archive Template () - Hide the form from this List screen by default. Archived forms can be located and retrieved by checking the "Show Archived Forms" checkbox.
Unarchive Template () - Return the form to "always visible" status. Only appears when a Form Template has previously been archived and the "Show Archived Forms" checkbox is checked.
Copy Previous Year Answers () - If there is data in the Form Template in the previous school year, copy those answers into the current school year. This button will be missing if the form is not currently published to students.

Adding a New Form Template

Start creating a new Parent Form "Template" by clicking the "Add a Template" on the Parent Access>Forms>Templates>List screen:

Clicking Add a Template, brings up the new Template dialog:

Enter a name for your template and click "Add Template". This creates the Template and brings up the "Questions" screen of the new Template:

Parent Form Template Options

These are the options found on the "Template" screen of the Form on the Parent Access>Forms>Templates>Modify Form (click on form)>Template:

This screen will now detect and alert when the 'Never write data back to Student fields in Genesis' option is checked when one or more questions is subject to change requests.

The 'Subject to Change Request' option will be disabled when the template has the 'Never write data back to Student fields in Genesis' option enabled

The options on this screen cannot be updated once the form is published.

The fields have the following meaning and usage:

Parameter	Notes
Archive this form template	We added the ability to archive and un-archive form templates. Archiving simply removes it from the list view. You can see the archived templates by checking "Show Archived Forms" Added a filter to show all forms or only those that have been published, and to show or hide archived reports. Added the ability to modify the sequence numbers in the list, either individually or in mass, similarly to the generic codes in a code table (see Setup -> Codes -> Modify Codes).
Hide header (Blue banner with Question and Answer columns) in the parents module	Hides the blue banners above each section of the form.
Subject	This list of subjects is populated from the Form Subjects (seq 595) generic code. Subjects can be added through Setup->Codes->Generic Code Tables->Modify Codes.
*Hide 'Questions marked with an are required' text in parents module.**	Suppresses the statement "Questions marked with an * are required" that appears on the bottom of all forms - unless this option is checked.
Visible to these types of Parent Module Users	Indicate whether guardians can see the form, students can see the form, or only guardian 1 can see the form. If multiple people (guardians, student) can see the form, their answers can conflict. If the form updates student data fields, the most recent answer is the one that 'counts'.
Answers are posted to all students that are on the parent module account.	This converts the form from a single student form to a 'family form' and the answer applies to all students linked to the parent/guardian account.
Show and require users to check a Finalize checkbox before writing linked data back to the student. (Finalize checkbox will appear after clicking 'Update Answers')	This creates an extra step for the person filling the form: If this option is NOT checked, then every time the parent/guardian/student filling the form clicks "Update", the data is written back (and, potentially, the student's record is updated). If this option IS checked, then the parent/guardian/student filling the form is presented with a "Finalize" checkbox when they click "Update". If they do NOT check finalize, their answers are saved, but NOT written back to the student's record - and they continue to edit their answers. If they DO check finalize, their answers ARE written back to the student's record, AND they can no longer edit the form - it is frozen. To unfreeze it, the "Reset" operation can be used.
Never write data back to Student fields in Genesis. (for Response Types that directly update fields in Genesis such as 'Has Health Insurance')	The data should be kept only in the form itself and not written to the student's record (i.e. do not update student data fields from this form).
If Form not submitted give students this User Flag	If this form is a Daily Form (see below) the selected User Flag is turned on for all students to whom the form has been published during nightly maintenance EVERY NIGHT. It is turned off for each student once the daily form has been submitted by or for the student. That is, every day the selected User Flag indicates the form has NOT been filled in for the student on that one day.
If this is a DAILY FORM, do NOT apply the User Flag to students who are Virtual on that day.	If this form is a Daily Form (see below) and it has been paired with a User Flag (see above), do NOT turn the paired User Flag on for any student who is marked Virtual - using Rotation Groups - for "today".
Daily Form	This checkbox converts the form from a regular form, to a DAILY FORM which is reset to "Not Yet Submitted" during nightly maintenance every night. The form can be resubmit for each student to which it has been published every day. A user flag can be paired with the Daily Form to indicate which students have not yet filled in the flag for "today" (See above).
Lock all screens (other than forms) in Parents Module for Guardian User accounts until this form is completed. This option applies whether or not the form is visible to the Guardian.	This option locks out access to all other tabs in the Parents Module until this form - and all other similarly required forms - are filled in a submitted or finalized. This is for guardian accounts. The option below does the same thing for student accounts.
Lock all screens (other than forms) in Parents Module for Student User accounts until this form is completed. This option applies whether or not the form is visible to the student.	This option locks out access to all other tabs in the Students Module until this form - and all other similarly required forms - are filled in a submitted or finalized. This is for student accounts. The option above does the same thing for guardian accounts.
Allow access to 'Contacts' screen when using Lock all screens option.	This is a workaround for the above two "Lock out" options - it allows the user to go to the Contacts screen even if they would otherwise be locked out by an unsubmitted/unfinalized form.
Allow access to 'Documents' screen when using Lock all screens option.	This is a workaround for the above two "Lock out" options - and it prevents a double lock out situation. It allows the user to go to the Documents screen even if they would otherwise be locked out by an unsubmitted/unfinalized form. If you have set a Document up to similarly prevent access to other Parent/Student tabs if it has not been signed, a 'lockout' situation could occur where the unfilled Form prevents access to the Document, and the unsigned Document prevents access to the Form. This work around (and a similar one in the Doc Type) prevents this sort of locked situation.
Allow access to 'Letters' screen when using Lock all screens option.	This is a workaround for the above two "Lock out" options - it allows the user to go to the Letters screen even if they would otherwise be locked out by an unsubmitted/unfinalized form.
Make Nurse Form (form answers only available in Nurse/Medical screens)	This checkbox converts the form from a regular form, found on students' Student Data→Modify Student→Forms screen, to a "Medical Form", found on students' Student Data→Modify Student→Medical→Forms screen and accessible only to Nurses (i.e. to users who are linked to a "Staff" object flagged as a "nurse").
Visible in Parents Module from	From and To dates for when this form is visible in the parents module. After the end date, the form will not be visible in the Parent / Student module. This is how a form is 'turned off' without being recalled.
Can be filled in Parents Module from	From and To dates for when the form can be updated in the parents module. Outside these dates, if the form is visible, it cannot be updated, only viewed.
Preview Template	This button displays the questions as they will appear to users of the parent/student module.

Questions Tab

The Questions tab of a Form Template lists the sections in the Form, and, within each Section, all of the questions that belong to that section of the Form.

Actions on this screen include:

Add a new Section to the Form Template
Update Section Name and Section "Seq" (or position within the Form).
Remove a Section
Copy a Section
Add a Question to a Section
Modify an Existing Question
Delete a Question
View a Preview of this Form

Working with Questions

Editing a Question

To edit a question, locate the question in the list within its section:

Click the edit icon to bring up the "Edit Question" version of the screen:

Delete a Question

To remove a question, locate the question in the list in its section:

Click the trashcan delete icon to completely remove the question. There is no "undo": all deletes are permanent.

Add a Question

The bottom portion of each "Section" area contains a "New Question" function:

To add a new question, fill in the question text in the large text area/HTML editor, then select a "Response Type" from the drop down and click Add. This will create the question and open up the "Modify Question" dialog:

The Modify Dialog format depends on the "Response Type" of the new question. Each response type has its own structure.

Working with Sections

Add a Section

To add a new section, click the button at the top of the Questions screen:

This immediately creates a new, empty section below the existing set of sections:

Fill in the section label, optionally update the "Sequence" number (if you wish to position the new section between two existing sections, for example), and click the "Add Section" button.

This immediately creates a new, empty section below the existing set of sections:

Remove a Section

To remove a section, locate the delete trashcan icon for the section:

When you click the trashcan icon for a section, a confirmation dialog is displayed asking you to verify that you want to remove the section:

Note that the name of the section is not shown anywhere. Be careful to make sure you have clicked the delete trashcan icon for the correct section, as there is no UNDO.

Click OK to remove the section.

Multi-Select Question Types

Multi-Select Questions

The Multi-Select Questions can optionally turn on a User Flag if a specified number of answers are selected. If fewer than the specified number of answers are selected, the User Flag is NOT turned on. For example, if 2 answers are required to turn on the user flag, but only one answer is selected, the user flag is not turned on. If two answers are required but 4 are selected, the User Flag is turned on.

Multi Select Controls and Requirements

"Multi-Select" Response Type displays a list of checkbox options to the user. The options are not contained in a custom list defined as part of the question itself, but must be placed in a locally created Generic Code Table.

The response can be linked to a user flag - and the User Flag can be configured to be turned on only if at least a specific number of the question's checkboxes are checked.

The "Number of Checked Answers to Qualify" field is what determines the minimum number of checks to trigger the User Flag being set.

The "Attach to User Flag" field specifies which User Flag will be triggered if the user's answer(s) qualify.

The "Question Set Option" field only appears if the selected User Flag is attached to more than one Question in the Parent Form. It specifies whether answering any question that references the User Flag will causes it to be turned on, or if ALL references to the User Flag must qualify for it to be turned on.

Question Types

Basic Question Types
- None
- Text - Can accept a simple textfield, or can populate a User Text Field, or use a User Text field to populate a drop down of options.
- Textfield - A large rectangular text area. Can accept an essentially unlimited amount of text.
- Checkbox - A simple checkbox
- Drop Down List - Drop down list or a set of checkboxes - Optionally populate a User Text field or multiple User Flag fields.
- Date - A date chooser.
- Multi-Select - Choose multiple items on a list.
Save Buttons
Populating Specific Fields of Student Records
- Health Related Fields
  - Health Insurance Provider
  - Has Health Insurance
  - Report to NJ Family Care
- Medical Fields
  - Medical Conditions
- Military Related Fields
  - Military Connected Indicator
  - Military Affiliation
  - Military Exclusion
- Athletic Forms
  - Steroid Form
  - Concussion Form
  - Cardiac Form
  - Opioid Form
  - Opioid Video
  - District Sports Eligibility
  - 2 Year Test Form
- Sports
  - Sports Participation
  - Falls Sports Participation
  - Winter Sports Participation
  - Spring Sports Participation
  - Next Year Fall Sports Participation
- Language
  - Home Language
  - Primary Language
Links - Links to other tabs on a student's Parent Module set of tabs.
- Hyperlink to Parents Contacts Tab
- Hyperlink to Parents Documents Tab
- Hyperlink to Lunch Applications
- Hyperlink to Student Schedule
- Confirm Contacts on Condensed Contacts Screen
Vehicles
- Vehicle Form
Document
- Document Upload Form
  - This response type prompts parent user for a document to upload. Parent may load multiple pages into form if their document is saved in more than one singular file

Selection of Students to Publish Form To

Selecting Students by Query or Student List

When you're ready to publish your form, you need to select a group of students to publish to, via Parent Access>Forms>Templates>Modify Template (click on form)>Selection of Students.

Students can be selected either by a Query that uses a 'raw' table from the database

Student List - Specifying an existing list of students.

Selection by Query

Selections by Query are done by selecting one data table to use. Multiple data tables can not be combined (i.e. linked together).

The query identifies which students to include.

Selection by Student List

When selecting via student list, the list must exist for the form designer at the time they are publishing the form.

They select the "Student List" option and then select their list:

All students identified by the selected list will be included in the set to which to publish the form. The list can be static or dynamic.