NOTE: KU Work Group staff will work with you to create your Accomplishments form. As a Site Owner you have the ability to manage Accomplishments. If you need technical assistance please contact us at email@example.com, or by calling 785-864-0533.
Correct customization of the Accomplishment Forms is crucial for CCB management, as it constitutes the main tool for documentation in the CCB. The heart of customizing this Web Part lies in the
Manage Forms option. To create a new form or to manage an existing one, click on the
Manage Forms option at the bottom of the Accomplishments Web Part.
If the Accomplishments Web Part does not appear on the main CCB main page (there is an option to hide web parts) go to
Site Settings> Edit Page to view it. By clicking
Manage Forms on the Accomplishments Web Part you can either choose to create a new form or to manage an existing form. To create a new form, click
Create Form and type a title for the form. This is usually the name of the initiative plus "CCB," e.g. Centers for Disease Control CCB.
Click Submit and you will be taken to a blank form that displays all of the generic CCB fields. You will create the form in the highlighted tabs: Fields, Sections, Triggers and Help. These tabs are in proper order for this process, so it's important to create fields first, then sections, then triggers and then the help text that will appear with the individual questions.
The aim of customizing your CCB form is to collect data in the clearest and easiest way possible. Form Customization allows Site Owners to choose or create the questions displayed in the recording area of the CCB, which is known as Add Accomplishments.
Form Customization Fields are the behind-the-scenes or backstage workers of your CCB database. For each question that the data entry user sees, there is a corresponding Field in the backend of the CCB Form that contains the possible preset answers for that question, and the type of question it is (e.g. open text or multiple choice). Each field in the Manage Forms area of the CCB has a corresponding question that appears in each instance of Add Accomplishments (i.e. a data entry question like What is the Organization or Program Name corresponds to the Program field in Manage Forms, or What was the primary GOAL addressed by this activity? relates to the Goal field). We call the questions that the user sees field labels.
Think of the Add Accomplishments data entry screen as a unique instance of the form that's been filled out in one of the many possible ways with the preset answers you've assigned to each field.
It is helpful to create an outline of the questions and response choices you want in your CCB before you begin modifying fields in the CCB itself. (KU Work Group staff provide assistance to help you with this task.) Think about what the initiative needs to track, and consider how you want the user to answer each question. For example, you might want to control how a user answers a given question by making the question multiple choice, which allows you to define the choices, or you might consider asking a question where the user needs more freedom to respond, and thus you would use a text line or text box to capture the user's response, whatever it may be.
After creating the form, you might find that there weren't enough default fields to capture all of the data that your initiative needs to track, or you might find that you don't have a use for all of the fields that are currently in the default form. In either case, if you need to add or remove fields, click the
Select, Add or Delete Fields link.
Each question on your form is associated with a field on this screen.
Be sure to use
Number fields to track numerical data, and
Date fields to track dates. Conserve your text fields (under the
Strings heading) for questions with text-based choices. Use
Yes/No toggle fields to track yes/no questions.
NOTE: When removing a field, its existing information is not automatically erased, therefore it is best practice to
delete the label and display #, and set the default section back to "Select" and the display # to 0. You will do all of this in the individual field space on the Form Customization
page (i.e., the
Fields tab). This practice ensures that when the same field is added to the form again, it is not pre-labeled, and therefore easier to find and identify.
The Form Customization page displays a list of buttons at the bottom that you will use to save your forms or export them as templates to use in other CCB Sites.
The order of your questions is determined by the order of the sections on your form. Section order is determined by the Section Name entered either in alphanumeric order, or by weight, which can be added separately to any section. We recommend either naming or weighting sections in numerical increments of ten. This allows sufficient space if you need to return to form customization and insert a section or number of sections between existing sections.
For example, if we name our Accomplishments section
10. Accomplishments, and our Media section
20. Media, and we decide we want to track data related to Organizational Change only, we would still have numbers 11 through 19 available to add that Section and create the desired ordering in within our form and end user data entry pages.
Some things to remember about alphanumeric ordering:
NOTE: Sections without weight appear in alphanumeric order following all sections with weight. In other words, weight overrides alphanumeric Section Names.
Sections are helpful for more than just ordering questions. The trigger system relies on sections. A trigger allows an additional subset of questions to display when a specific section is referenced. For example, assume you create a section called "Ice Cream." If you answer
Yes to the "Do you like ice cream?" question in that section, a trigger could make additional questions like "What is your favorite flavor?" and "What is your favorite brand?" appear. If you say
No then you would not see these questions.
Triggers point to sections, not individual questions. So if you want just one question to trigger additional questions (like our ice cream question above), you would have to create a new section for just that question.
Every field is housed in a section. Navigate to the
Sections tab located near the top of the Manage Forms page. This tab will allow you to view the default sections created by the system: Accomplishments, Media, Resources, and Services.
As previously stated, if you want to create a new, non-existing section or to combine select default sections, you will need to create a new section.
Edit the title of an existing Section, simply proceed to the
Sections tab and click the
Edit link to the left of the Section Name.
Triggers are a tool of the CCB system that will, as the name specifies, "trigger" a section when an option, previously configured to activate it, is chosen by the data entry user. That is why it is important to place relevant questions in relevant, associated sections (e.g. questions about resources generated or donated time go in the Resources section). The main use of triggers will be with the Code Field (i.e. the
Community Change (CC) code will activate the Accomplishments section and all of its relevant questions, and may also activate new, combined sections like Accomplishments and Services, or Accomplishments, Media and Services; the code
Media (M) will activate the Media section or any combined set of sections that contain relevant questions; and so on).
To add a new trigger, click on
Add New Trigger, and wait for the window to pop up.
Source Field, which is the question you want to associate with the trigger. You will see the list of questions appear in the dropdown. In this example we use the
Code field, as it is going to be the most used option. Now select the
Target Section and check the boxes for which codes you want to activate that section. In this case, we use Media (M) for the
10. Media section. You can create triggers that display the same questions for multiple selections if needed.
Some of the questions you added to your form might need additional clarification to help the person completing the form enter the correct information. You can easily add text to help them. To create help text:
The person filling out the form will see the help text when s/he clicks on the "?" shown here:
If you click on the
View Graph Dependencies link at this point it will be blank. Once you begin creating graphs this window will display a list of all the fields that are being used on those graphs. If you need to delete any fields from your form later check here first to make sure that those fields are not being used on your graphs.
When you created your form, you had the choice of checking Filter for each question you added. If you checked that box then you will be able to use that question as a filter on the Accomplishments listing page, and when you are creating and editing graphs.
To use filters go to the Document Accomplishments listing page. You can get to that page by clicking on the
View Accomplishments button or the
Accomplishments heading (what you see depends on how your site is setup) on your main page. Then click on
Show Filters below the CCB Home button.
You will see a list of all the questions that you checked to be used as a filter.
Date Range and select any other options that you want to use to filter your data. Only want to see the information for the "Physical Activity" goal? Then select that and click the
Filter button to see those entries.
Users entering accomplishments have the ability to attach a file that is associated with the accomplishment they are creating. To view attachments: