Entering Information

For the task of ...

I need to ...

Entering a Date

Either

• enter the date manually
• click on the Calendar Icon, and pick the date from the Date Picker
• click on the Date Icon to set the date to TODAY.

Selecting Items from a predefined List of Values.

Sometimes, the List of Values which is available to Users may be filtered. See below for more information.

Some fields only allow the user to select from a list of values. The method of doing so will depend on the field types.

When the type is

• Radio Button, or Checkbox:
  click on the selected value
• Selection Lists, which are identified by having a symbol next to them:
  • Click on the symbol
  • Select the Value(s) from the Selection List, and then click OK.
  • If necessary, you can sort and search this List like you would in a View.
• Search Lookups, which are identified by having a symbol next to them.
  • Click on the Symbol, and select the required value.
  • Start typing the value you are looking for, and the system will gradually narrow down the available selection(s).
    
    
    
• Matrix Fields, which are displayed as a control with 2 or more sliders.
  
  • Drag the Control(s) to the desired value(s). The system will automatically display the corresponding Result.
  • If enabled, you can reset the Matrix to a "blank" value by clicking on the Clear Result button.

Adding a new Record which "related" to Record in the current Form, for example:

• an Action to an Incident
• an Action Progress Record to an Action
• Documents which are related to a Meeting

Click on the Add New button.

and then fill in the information as per normal.

Viewing and modifying already existing related Records.

This will depend on the way these related records are being displayed.

• As Component Lookups
  Depending on the field properties, related records can either be viewed only via the "Quick View" (icon = ), or they can be opened and modified using a full Form (icon = ). For example:
  
• As Subforms:
  Existing records are being displayed within a view, and you will need to expand the record by clicking on before you can view the full content, or modify the record.
• As a Grid Form (like a Spreadsheet):
  To modify a cell, click on it and enter the required information.

Saving a record

You can either:

• Click on the Save button above the current form (only available while on the main form)
• or on the floating icon on the bottom right corner (which can be used at any time).

Fixing a validation error, which prevents my record from being saved.

Your system will have a range of validations which will ensure that users will enter valid, and/or complete data.

The vast majority of validations will be displayed immediately after editing a field. Once a validation is triggered, the system will display the corresponding error message directly beneath the field in error:

As some fields can be 'out of sight' at the time they become 'invalid', the system will again check all validations when the record is saved.

Limitation: if the WHEN condition for a validation includes a Read-only field, the validation will only be triggered on Saving the record.

If there are multiple validation errors, seeing all of them.

When validations are triggered upon saving of a record, a summary of all failed validations will be shown on top of the page.

You can access the field in error by simply clicking on the corresponding line.

While being in a Form, to navigate directly to a Page on the Form.

This will depend on the display type of the Form.

• Tabbed Form:
  Click on the Tab which you need to navigate to.
  
  
• Non-Tabbed Form:
  You will need to scroll down the Form to access the requested page.

Saving a record as a PDF file

A record can be printed to PDF from within a form by selecting
Wrench Save to PDF.

The resulting PDF file will be a close approximation to the layout of the underlying form, and will display the following:

• Values for all fields on all of the currently visible pages of the current record.
• The subform records on the 1st level will be printed in their 'expanded' and detailed form (e.g. Incidents Actions)
• 2nd level subforms will only be shown as a list (e.g. Incidents Actions Action Progress).

NOTE

The following Policy Roles are required to use this functionality:

• Policy Role - Bulk Update: required to perform Bulk Update
• Policy Role - Bulk Update Disable Actions:
  Users with this role can disable the triggering of Actions during the Bulk Update process, targeted for Power Users/Administrators.
• Policy Role - Bulk Update Disable Validations:
  Users with this role can turn off Validations during the Bulk Update process, targeted for Power Users/Administrators.

Bulk Data Update

For the task of ...

I need to ...

Selecting the Records for Bulk Update

• Navigate to a List View that contains records you intend to update.
• Use the Add/Remove columns functionality to add the columns (from the root component) you want to update to the List View.
• Select the records you want to update.

Performing Bulk Update

After having selected the records which need updating

• From the Wrench Menu, select Bulk Update
• The resulting pop-up window displays all supported fields (see below) from the current List View which can be bulk updated.
• For each of these fields, users have the option to either:
  - Enter/select a new value
  - Clear the field
• Fields where neither a new value, nor the Clear option has been selected will remain un-touched by the process
• Clicking Apply will update the selected record(s) and perform any Actions which may have been triggered by the changes.
• If the changes should trigger a Validation, then
  - the system will display a Summary of the records where a Validation rule has been triggered, identifying the record(s) and all validations which have been triggered
  - records where a Validation failed will NOT be saved
  - other records in the current selection which do not violate any Validation will be saved.

Turning off Actions and Validations

Users with the corresponding Policy Roles can turn off Actions and/or Validations by de-selecting the respective flags.

NOTE:
turning off Actions and Validations allows users to modify records circumventing the defined workflow rules.

OPTIONAL FILTERS

• It is possible to toggle optional filters on / off using the Filter toolbar button.
• When an optional filter is applied this button will be displayed with an orange background.
• Clicking on the drop down arrow will display the name of the optional filter; clicking on the name of the filter will toggle it on / off.
• Clicking on the Filter part of the button will toggle the optional filter on / off.

NOTE

• Optional filters are always applied for Search Component Lookups; they cannot be toggled on / off.
• By default, the optional filter will always be applied when the component lookup list is opened.

System Behavior

Question

Answer

When I create a record, why are some fields already filled with a value?

This will occur when a "Default Value" has been applied to a field.

Why can't I update some fields?

Some fields are either

• for information purposes only
• will be calculated (for example an "Incident Number"), or have been defaulted (for example "Date Raised") by the system
• configured to be protected - based on factors like record content, status and/or your access rights within the web application

and therefore have been defined to be "Read Only" for all, or some users.

Why do sometimes Pages/Tabs on a Form appear, or disappear?

Most Forms are designed, so that Pages only appear when necessary. For example, the Incident Form will only display the Page for Motor Vehicle Accidents when one of the Consequences of the Incident was a Car Accident.