Difference between revisions of "VALT User Training Guide - Templates"

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{{Article - Manual | content =  
 
{{Article - Manual | content =  
 
<h1>Overview</h1>
 
<h1>Overview</h1>
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Information templates are used to structure data entered into the system. Users are prompted to complete an information template when they press the <b>Record</b>, <b>Prepare</b>, or <b>Schedule</b> buttons. Each template can have multiple data fields, but at least one field is [[#Field Requirements|required]]. Users can be assigned multiple templates as needed.  
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Information templates are used to structure data entered into the system. Users are prompted to complete an information template when they press the <b>Record</b>, <b>Prepare</b>, or <b>Schedule</b> buttons. Each template can have multiple data fields, but at least one field is [[#Field Requirements|required]]. Users can be assigned multiple templates as needed.
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{{Aside | content = Only admin-level users can create, edit, and assign information templates.}}
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{{hr}}
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{{Aside | content = Only admin-level users can create, edit, and assign information templates.}}
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{{Manual lvl 2 | title = Field Requirements | content =
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When starting a recording, at minimum, the first field <u>must be</u> filled out. Additional fields may be set to be required before starting a recording.
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{{hr - 2}}
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<dl class="singleLineHeight">
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<dt>Opional</dt>
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There are a variety of field types available when generating information templates. These field types are used to control and guide users in entering the correct information and associating it with recordings. The available field types include:
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<dd>This field type can be filled out or left blank.</dd>
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<dt>Required field</dt>
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#[[#Text|Text]] 
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<dd>This field type must be filled out before the user can press start recording, prepare, or schedule.</dd>
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#[[#Drop-Down|Drop-Down]] 
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<dt>Pre-filled field</dt>
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#[[#Notes|Notes]] 
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<dd>This field type can be changed by clicking and entering data but if it is left blank it will automatically populated with the defined pre-filled text.</dd>
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#[[#Audio Notes|Audio Notes]] 
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</dl>
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#[[#Multi-Select|Multi-Select]] 
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}}
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#[[#Image|Image]] 
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{{Aside - Helpful | content = See the admin user guide for more information about creating information templates.}}
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#[[#File|File]] 
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#[[#Static Text|Static Text]] 
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 +
{{hr}} 
 +
 
 +
<h1>Field Types Explained</h1>
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 +
==Text== 
 +
Text fields allow users to enter free-form text into a single-line input box. There is a 255-character limit on a text field, but any characters can be used. Text fields can be **optional, required, or pre-filled**.
 +
 
 +
{{hr - 2}} 
 +
 
 +
==Drop-Down== 
 +
Drop-down fields provide users with a predefined list of options, allowing them to select only one item. Drop-down fields can be **optional or required**. 
 +
 
 +
#) Example of a drop-down field within a template.
 +
 
 +
{{hr - 2}} 
 +
 
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==Notes==
 +
Notes fields are used when users need a larger space to input more data. The notes field has built-in text wrapping, ensuring users can always see what they have typed. There is no character limit in a notes field. These fields can be **optional or required**.
 +
 
 +
#) Example of a notes field within a template. 
 +
 
 +
{{hr - 2}} 
 +
 
 +
==Audio Notes== 
 +
Audio notes fields allow users to associate audio recordings with the information in a recording. Note that the audio is not indexed or searchable. Audio is recorded using the client PC microphone or headset.
 +
 
 +
To create an audio note: 
 +
1. Enter a title for the note. 
 +
2. Click the microphone icon next to the text box to start recording.
 +
3. When done, click the microphone icon again. The icon will change to a speaker and delete icon. 
 +
4. To review the audio, click the speaker icon. 
 +
5. To delete the audio note, click the delete icon.
  
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{{hr}}
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#) Example of an empty audio field. 
 +
#) Example of an audio field with an associated audio note. 
  
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<h1>Field Types</h1>
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{{hr - 2}}  
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There are a variety of options when generating information templates. Information templates can have different types of data fields within them.  These data fields are used to control / guide users so that the proper information is entered and associated with the recordings.
 
  
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{{hr - 2}}
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{{Manual lvl 2 | title = Multi-Select | content = 
 +
Multi-Select fields allow users to select multiple options from a predefined list. These fields can be **optional or required**. 
  
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==Plain Text==
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#) Example of a populated multi-select field.   
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Plain text fields are given a header then allow users to enter free form text into a single line dialog box.  There is a 255 character limitation on a plain text field but any characters can be used. There are 3 options for a plain text field, optional, required, pre-filled.
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}}  
  
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{{hr - 2}}
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{{hr - 2}}
  
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==Drop Down==
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==Image==
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Drop down fields are used to present the user with a pre-defined list of options. Drop down fields only allow the user to select a single item from the list.  Drop down fields can be optional or required.
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Image fields allow users to add a static image to their template. The image will be displayed as part of the information associated with the recording.   
  
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#) Example of drop down field within template.
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#) Example of an image field within a template.
  
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{{hr - 2}}
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{{hr - 2}}
  
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==Notes==
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==File==
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Notes fields are used when users need a larger space to input more data. The notes field has built in text wrap so you can always see what you are, have typed. There is no limitation to the number of characters that can be entered into a notes field.  Notes fields can be set to optional or required.
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File fields allow users to upload files to the template. The allowed file types will be listed within your VALT system, including **.pdf, .xlsx, .doc**, etc.   
  
−
#) Example of notes field within template.
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#) Example of a file upload field within a template.
  
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{{hr - 2}}
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{{hr - 2}}
  
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==Audio Notes==
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==Static Text==
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Audio notes fields are used to associated audio with the information of a recording. Note the audio itself is not indexed or searchable. The audio is entered by using a the client PC microphone or headset. To generate fill in an audio note give the note a title then click the microphone to the right of the text box, the microphone will turn red, when you are done press the microphone icon again, the microphone will change to a speaker and delete icon.  To review the audio note press the speaker icon, to delete the audio note press the delete icon.
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Static text fields are used to display text that describes a scenario or outlines requirements for how users should fill out the template. This text cannot be edited by the user.   
  
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#) Empty audio field.
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#) Example of static text within a template.
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#) Audio field with associated audio.
 
  
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{{hr - 2}}
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{{hr}}
  
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{{Manual lvl 2 | title = Multi-Select | content =
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<h1>Additional Information</h1>
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Multi-Select fields are used when the user wants a pre-defined list of options but may want to select more than one option.  Multi-Select fields can be optional or required.
 
  
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#) Populated multi select field shown.
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{{Manual lvl 2 | title = Required Fields | content =
−
}}
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When starting a recording, at minimum, the first field <u>must be</u> filled out. Additional fields may also be set as required before starting a recording. 
  
−
{{hr}}
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<dl class="singleLineHeight">
 +
<dt>Optional</dt>
 +
<dd>This field type can be filled out or left blank.</dd>
 +
<dt>Required</dt>
 +
<dd>This field type must be completed before the user can start recording, prepare, or schedule.</dd>
 +
<dt>Pre-filled</dt>
 +
<dd>This field type contains predefined text but can be modified. If left unchanged, it will automatically populate with the default text.</dd>
 +
</dl>
 +
}}
  
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<h1>Changing Information Templates</h1>
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{{Manual lvl 2 | title = Changing Information Templates | content =
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If more than one template is associated with a users group they will have the option to switch templates. To do this simply use the drop down at the top next to template and select the desired template.
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If a user group is assigned multiple templates, they can switch between them. To change templates: 
 +
1. Locate the template drop-down menu at the top of the screen. 
 +
2. Select the desired template from the list.
  
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#) Counseling Template selected.
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#) Example: Switching from "Counseling Template" to "Counseling Template 123." 
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#) Changed to Counseling Template 123.
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}} }}
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}}
 

Revision as of 19:31, 6 March 2025

Overview

Information templates are used to structure data entered into the system. Users are prompted to complete an information template when they press the Record, Prepare, or Schedule buttons. Each template can have multiple data fields, but at least one field is required. Users can be assigned multiple templates as needed.

✎Only admin-level users can create, edit, and assign information templates.

There are a variety of field types available when generating information templates. These field types are used to control and guide users in entering the correct information and associating it with recordings. The available field types include:

  1. Text
  2. Drop-Down
  3. Notes
  4. Audio Notes
  5. Multi-Select
  6. Image
  7. File
  8. Static Text

Field Types Explained

Text

Text fields allow users to enter free-form text into a single-line input box. There is a 255-character limit on a text field, but any characters can be used. Text fields can be **optional, required, or pre-filled**.

Drop-Down

Drop-down fields provide users with a predefined list of options, allowing them to select only one item. Drop-down fields can be **optional or required**.

  1. ) Example of a drop-down field within a template.

Notes

Notes fields are used when users need a larger space to input more data. The notes field has built-in text wrapping, ensuring users can always see what they have typed. There is no character limit in a notes field. These fields can be **optional or required**.

  1. ) Example of a notes field within a template.

Audio Notes

Audio notes fields allow users to associate audio recordings with the information in a recording. Note that the audio is not indexed or searchable. Audio is recorded using the client PC microphone or headset.

To create an audio note: 1. Enter a title for the note. 2. Click the microphone icon next to the text box to start recording. 3. When done, click the microphone icon again. The icon will change to a speaker and delete icon. 4. To review the audio, click the speaker icon. 5. To delete the audio note, click the delete icon.

  1. ) Example of an empty audio field.
  2. ) Example of an audio field with an associated audio note.

Multi-Select

Multi-Select fields allow users to select multiple options from a predefined list. These fields can be **optional or required**.

  1. ) Example of a populated multi-select field.

Image

Image fields allow users to add a static image to their template. The image will be displayed as part of the information associated with the recording.

  1. ) Example of an image field within a template.

File

File fields allow users to upload files to the template. The allowed file types will be listed within your VALT system, including **.pdf, .xlsx, .doc**, etc.

  1. ) Example of a file upload field within a template.

Static Text

Static text fields are used to display text that describes a scenario or outlines requirements for how users should fill out the template. This text cannot be edited by the user.

  1. ) Example of static text within a template.

Additional Information

Required Fields

When starting a recording, at minimum, the first field must be filled out. Additional fields may also be set as required before starting a recording.

Optional
This field type can be filled out or left blank.
Required
This field type must be completed before the user can start recording, prepare, or schedule.
Pre-filled
This field type contains predefined text but can be modified. If left unchanged, it will automatically populate with the default text.

Changing Information Templates

If a user group is assigned multiple templates, they can switch between them. To change templates: 1. Locate the template drop-down menu at the top of the screen. 2. Select the desired template from the list.

  1. ) Example: Switching from "Counseling Template" to "Counseling Template 123."
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