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

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{{Article - Manual | content =  
 
{{Article - Manual | content =  
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{{Flexbox | left =
 
 
<h1>Overview</h1>
 
<h1>Overview</h1>
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Information templates are used to <strong>structure data</strong> that is being entered <em>(the information)</em>. The users are prompted to fill in an information template when the press the Record, Prepare, or Schedule buttons.  An information template can have as many data fields as required but at minimum must have 1. Users can be assigned as many information templates as required. Information templates can be generated, edited and assigned by admin level users.
+
Templates are used to tie searchable and reportable information to videos. When that user starts or schedules a recording their set of templates will automatically get assigned to the associated recording(s).  
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{{Aside - Helpful | content = See the admin user guide for more information about creating information templates.}}
 
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| right = {{img - resize | file = VALT 6.3 Manual-Observe 12 1.png | width = 300px}} }}
 
  
 +
 +
There are four types of templates:
 +
*[[#Information Templates|Information]]
 +
*[[#Evaluation Templates|Evaluation]]
 +
*[[#Comment Templates|Comment]]
 +
*[[#Quick Marker Templates|Quick Marker]]
 +
 +
 +
Templates can be created and customized to meet a wide range of unique applications and workflows. Each template type has a different set of fields that can be used for organizing information. A template can consist of any number of fields and field types.
 +
 +
 +
Each template can have multiple data fields, but at least one field is [[#Required Fields|required]]. Users can be assigned multiple templates as needed. 
 +
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{{Aside - Helpful | content = Templates are assigned to a user group.}}
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 +
{{hr}}
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<h1>Information Templates</h1>
 +
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.
 +
 +
{{img - resize | file = VALT 6.3 Manual-Observe 13.png}}
 +
 +
{{Aside | content = 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:
 +
 +
#[[#Text|Text]] 
 +
#[[#Drop Down|Drop Down]] 
 +
#[[#Note|Note]] 
 +
#[[#Audio|Audio]] 
 +
#[[#Multi-Select|Multi-Select]] 
 +
#[[#Image|Image]] 
 +
#[[#File|File]] 
 +
#[[#Static Text|Static Text]] 
 +
 +
 +
{{Top of Page}}
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{{hr}} 
 +
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{{Manual lvl 2 | title = Information Field Types | content =
 +
When creating or modifying an information template, there are a variety of field types that can be used. See below for reference.}}
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{{hr - 2}} 
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{{Manual lvl 3 | title = Text | content = {{Text Field Description 6.3}} }}
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{{hr - 2}} 
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{{Manual lvl 3 | title = Drop Down | content = {{Drop Down Field Description 6.3}} }}
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{{hr - 2}} 
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{{Manual lvl 3 | title = Note | content = {{Note Field Description 6.3}} }}
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{{hr - 2}} 
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{{Manual lvl 3 | title = Audio | content = {{Audio Notes Field Description 6.3}} }}
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{{hr - 2}} 
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{{Manual lvl 3 | title = Multi-Select | content = {{Multi-Select Field Description 6.3}} }}
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{{hr - 2}} 
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{{Manual lvl 3 | title = Image | content = {{Image  Field Description 6.3}}
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{{hr - 2}}
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<center>[https://fast.wistia.com/embed/channel/woi6yb17bx?wchannelid=woi6yb17bx&wmediaid=v5ge33royi &#9654;&#65039; Watch our brief video on the <strong>Image Field</strong>!]</center>
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}}
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{{hr - 2}} 
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{{Manual lvl 3 | title = File | content = {{File Field Description 6.3}} }}
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{{hr - 2}} 
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{{Manual lvl 3 | title = Static Text| content = {{Static Text Field Description 6.3}} }}
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 +
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{{Top of Page}}
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{{hr}} 
 +
 +
<h1>Evaluation Templates</h1>
 +
Evaluation templates are typically used during a recording, or after a recording is completed. An evaluation form acts much like an information form in that it is used to tie a single set of information into the recording. The big difference between an evaluation and information template is that numeric values can be assigned to the fields within an evaluation form.  This allows scoring to be done on each item and the overall form. Evaluation also allow unique reports to be run against them that are based on score <em>(%)</em>.
 +
 +
 +
{{Aside - Helpful | content = As of VALT 6.3, you're now able to <b>add more than one</b> evaluation template to a single recording!
 +
 +
<center>[https://fast.wistia.com/embed/channel/woi6yb17bx?wchannelid=woi6yb17bx&wmediaid=j3k898ifyt &#9654;&#65039; Watch our video about it]!</center>
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<br>
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}}
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{{Top of Page}}
 
{{hr}}
 
{{hr}}
  
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<h1>Field Types</h1>
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{{Manual lvl 2 | title = Evaluation Field Types | content =
−
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.
+
When creating or modifying an evaluation template, there are a variety of field types that can be used.
 +
 
 +
 
 +
The four types of fields are:
 +
*[[#Image_2|Image]]
 +
*[[#Single Select|Single Select]]
 +
*[[#Multi-Select_2|Multi-Select]]
 +
*[[#Description|Description]]
 +
*[[#Static Text_2|Static Text]]
 +
{{img - resize | file = VALT 6.3 Manual-Observe 15.png}}
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}}
 +
 
 +
 
 +
{{Manual lvl 3 | title = Image | content =
 +
This field allows you to attach images to an evaluation. This can often help provide additional context to your form.
 +
 
 +
<center>{{img | file = VALT 6.3 Manual-Observe Eval Image.png}}</center>
  
 
{{hr - 2}}
 
{{hr - 2}}
  
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==Plain Text==
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<center>[https://fast.wistia.com/embed/channel/woi6yb17bx?wchannelid=woi6yb17bx&wmediaid=v5ge33royi &#9654;&#65039; Watch our brief video on the <strong>Image Field</strong>!]</center>
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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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#) Opional plain text fields - this field type can be filled out or left blank.
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{{hr - 2}}
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#) Required plain text field - this field type must be filled out before the user can press start recording, prepare, or schedule.
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#) Pre-filled plain ext field - 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.
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{{Manual lvl 3 | title = Single Select | content =
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This field consists of radio button(s) each with a description and associated score. This field type allows a user to select a single option as shown below.
 +
 
 +
<center>{{img | file = VALT 6.3 Manual-Observe Eval Single-Select.png}}</center>
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}}
  
 
{{hr - 2}}
 
{{hr - 2}}
  
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==Drop Down==
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{{Manual lvl 3 | title = Multi-Select | content =  
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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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This field consists of checkboxes each with a description and associated score. This field type allows a user to select multiple boxes as shown below.
  
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#) Example of drop down field within template.
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<center>{{img | file = VALT 6.3 Manual-Observe Eval Multi-Select.png}}</center>
 +
}}
 +
 
 +
{{hr - 2}}
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 +
{{Manual lvl 3 | title = Description | content =
 +
Description fields are larger freeform text boxes. This field is limited to 500 characters and allows the numerical value or score to be entered in the box below.
 +
 
 +
<center>{{img | file = VALT 6.3 Manual-Observe Eval Description.png}}</center>
 +
}}
  
 
{{hr - 2}}
 
{{hr - 2}}
  
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==Notes==
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{{Manual lvl 3 | title = Static Text | content =  
−
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.
+
Static fields can be used to describe sections of an evaluation.
 +
 
 +
<center>{{img | file = VALT 6.3 Manual-Observe Eval Static.png}}</center>
 +
}}
 +
 
 +
 
 +
{{Top of Page}}
 +
{{hr}}
 +
 
 +
<h1>Comment Templates</h1>
 +
Comment templates can be made to structure multiple fields of information when adding a comment. Users can fill out a comment template during live observation or when reviewing a recorded video. A comment template can include multiple data fields but must have at least one.
 +
 
 +
{{img - resize | file = VALT 6.3 Manual-Observe 14.png}}
 +
 
 +
 
 +
{{Top of Page}}
 +
{{hr}}
 +
 
 +
{{Manual lvl 2 | title = Comment Field Types  | content =
 +
#[[#Text_2|Text]] 
 +
#[[#Drop Down_2|Drop Down]] 
 +
#[[#Note_2|Note]] 
 +
#[[#Multi-Select_3|Multi-Select]] 
 +
}}
 +
 
  
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#) Example of notes field within template.
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{{Manual lvl 3 | title = Text | content = {{Text Field Description 6.3}} }}
  
 
{{hr - 2}}
 
{{hr - 2}}
  
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==Audio Notes==
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{{Manual lvl 3 | title = Drop Down | content = {{Drop Down Field Description 6.3}} }}
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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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 +
{{hr - 2}}
  
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#) Empty audio field.
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{{Manual lvl 3 | title = Note | content = {{Note Field Description 6.3}} }}
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#) Audio field with associated audio.
 
  
 
{{hr - 2}}
 
{{hr - 2}}
  
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{{Manual lvl 2 | title = Multi-Select | content =  
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{{Manual lvl 3 | title = Multi-Select | content = {{Multi-Select Field Description 6.3}} }}
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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.
+
 
  
−
#) Populated multi select field shown.
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{{Top of Page}}
 +
{{hr}}
 +
 
 +
<h1>Quick Marker Templates</h1>
 +
Quick Markers are used to simplify and standardize the use of frequently referenced markers and comments.
 +
 
 +
{{img - resize | file = VALT 6.3 Manual-Observe 16.png}}
 +
 
 +
{{Manual lvl 2 | title = Field Types | content = For marker templates, there is only one field type {{dash}} [[#Marker|Marker]].}}
 +
 
 +
 
 +
{{Manual lvl 3 | title = Marker | content =
 +
The marker field allows you to assign a key word to a colored flag that will be easily found on the timeline in the review section.
 +
<center>{{img - resize | file = VALT 6.3 Manual Templates 00.png | width = 650px}}</center>
 +
 
 +
{{Aside | content = Mutiple quick markers can be added to one template.}}
 
}}
 
}}
  
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{{Top of Page}}
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{{hr}}
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<h1>Additional Information</h1>
 +
 +
{{Manual lvl 2 | title = Required Fields | content =
 +
When starting a recording, at minimum, the first field <u><em>must be</em></u> filled out. Additional fields may also be set as required before starting a recording.}}
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 +
 +
{{Manual lvl 3 | title = Optional | content =
 +
This field type can be filled out or left blank.}}
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 +
{{hr - 2}}
 +
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{{Manual lvl 3 | title = Required  | content =
 +
This field type must be completed before the user can start recording, prepare, or schedule.}}
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 +
{{hr - 2}}
 +
 +
{{Manual lvl 3 | title = Pre-filled | content =
 +
This field type contains predefined text but can be modified. If left unchanged, it will automatically populate with the default text.}}
 +
 +
 +
{{Top of Page}}
 
{{hr}}
 
{{hr}}
  
−
<h1>Changing Information Templates</h1>
+
{{Manual lvl 2 | title = Changing Information Templates | content =
−
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.
+
If a user group is assigned multiple templates, they can switch between them. To change templates: 
 +
 
 +
#Locate the template drop-down menu at the top of the screen. 
 +
#Select the desired template from the list.}}
 +
 
  
−
#) Counseling Template selected.
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{{Top of Page}}
−
#) Changed to Counseling Template 123.
 
 
}}
 
}}

Latest revision as of 17:20, 10 March 2025

Overview

Templates are used to tie searchable and reportable information to videos. When that user starts or schedules a recording their set of templates will automatically get assigned to the associated recording(s).


There are four types of templates:


Templates can be created and customized to meet a wide range of unique applications and workflows. Each template type has a different set of fields that can be used for organizing information. A template can consist of any number of fields and field types.


Each template can have multiple data fields, but at least one field is required. Users can be assigned multiple templates as needed.

🕮Templates are assigned to a user group.

Information Templates

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.

VALT 6.3 Manual-Observe 13.png

✎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. Note
  4. Audio
  5. Multi-Select
  6. Image
  7. File
  8. Static Text


⇧ Back to Top

Information Field Types

When creating or modifying an information template, there are a variety of field types that can be used. See below for reference.

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.

VALT 6.3 Manual-Observe Text.png

Drop Down

Drop-down fields provide users with a predefined list of options, allowing them to select only one item.

VALT 6.3 Manual-Observe Drop Down.png

⚠When names of people are used in a drop-down, they are in no way associated with a users' account.

Note

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.

VALT 6.3 Manual-Observe Note.png

🕮A general note field can be helpful at the end of a template for users to assign more information to a video that does not fit the other categories in the template.

Audio

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.

VALT 6.3 Manual-Observe Audio Note.png

To create an audio note:

  1. Click the + 'Add audio' button.
    If not already enabled, your browser may request you Allow Access for microphone usage.
  2. Speak your notes.
  3. When done, click the • 'stop recording' button.

Multi-Select

Multi-Select fields allow users to select multiple options from a predefined list.

VALT 6.3 Manual-Observe Multi-Select.png

⚠When names of people are used in a multi-select, they are in no way associated with a users' account.

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.

VALT 6.3 Manual-Observe Image.png
▶️ Watch our brief video on the Image Field!

File

File fields allow users to upload files to the template. These files will display with a video as an attached file in the information template. Users will be prompted to download the file when trying to access it.

VALT 6.3 Manual-Observe File.png

Allowed file types: .pdf, .xlsx, .xls, .doc, .docx, .rft

Max file size: 100 MB

Max # number of files: 10

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.

VALT 6.3 Manual-Observe Static.png

✎This text cannot be edited by the user.


⇧ Back to Top

Evaluation Templates

Evaluation templates are typically used during a recording, or after a recording is completed. An evaluation form acts much like an information form in that it is used to tie a single set of information into the recording. The big difference between an evaluation and information template is that numeric values can be assigned to the fields within an evaluation form. This allows scoring to be done on each item and the overall form. Evaluation also allow unique reports to be run against them that are based on score (%).


🕮As of VALT 6.3, you're now able to add more than one evaluation template to a single recording!

▶️ Watch our video about it!



⇧ Back to Top

Evaluation Field Types

When creating or modifying an evaluation template, there are a variety of field types that can be used.


The four types of fields are:

VALT 6.3 Manual-Observe 15.png


Image

This field allows you to attach images to an evaluation. This can often help provide additional context to your form.

VALT 6.3 Manual-Observe Eval Image.png
▶️ Watch our brief video on the Image Field!

Single Select

This field consists of radio button(s) each with a description and associated score. This field type allows a user to select a single option as shown below.

VALT 6.3 Manual-Observe Eval Single-Select.png

Multi-Select

This field consists of checkboxes each with a description and associated score. This field type allows a user to select multiple boxes as shown below.

VALT 6.3 Manual-Observe Eval Multi-Select.png

Description

Description fields are larger freeform text boxes. This field is limited to 500 characters and allows the numerical value or score to be entered in the box below.

VALT 6.3 Manual-Observe Eval Description.png

Static Text

Static fields can be used to describe sections of an evaluation.

VALT 6.3 Manual-Observe Eval Static.png


⇧ Back to Top

Comment Templates

Comment templates can be made to structure multiple fields of information when adding a comment. Users can fill out a comment template during live observation or when reviewing a recorded video. A comment template can include multiple data fields but must have at least one.

VALT 6.3 Manual-Observe 14.png


⇧ Back to Top

Comment Field Types


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.

VALT 6.3 Manual-Observe Text.png

Drop Down

Drop-down fields provide users with a predefined list of options, allowing them to select only one item.

VALT 6.3 Manual-Observe Drop Down.png

⚠When names of people are used in a drop-down, they are in no way associated with a users' account.

Note

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.

VALT 6.3 Manual-Observe Note.png

🕮A general note field can be helpful at the end of a template for users to assign more information to a video that does not fit the other categories in the template.

Multi-Select

Multi-Select fields allow users to select multiple options from a predefined list.

VALT 6.3 Manual-Observe Multi-Select.png

⚠When names of people are used in a multi-select, they are in no way associated with a users' account.


⇧ Back to Top

Quick Marker Templates

Quick Markers are used to simplify and standardize the use of frequently referenced markers and comments.

VALT 6.3 Manual-Observe 16.png

Field Types

For marker templates, there is only one field type — Marker.


Marker

The marker field allows you to assign a key word to a colored flag that will be easily found on the timeline in the review section.

VALT 6.3 Manual Templates 00.png

✎Mutiple quick markers can be added to one template.


⇧ Back to Top

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.


⇧ Back to Top

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.


⇧ Back to Top
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