IVS Wiki:VALT User Training Guide - Templates

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.

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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:

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

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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**.

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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.

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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**.

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

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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.

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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.

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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.

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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.

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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.

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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."