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Form Setup: System Forms

Updating Forms: Suggestions and Considerations

In Form Setup: System Forms, this manual provides extensive information about adding new questions to the registration, appointment, client report, and survey forms.  This information is valid regardless of whether you are setting up your questions for the first time or if you're adding a new question to one of the available, empty question fields on one of the forms.  

In other words, if the change that you want to make is to add a question to an available, empty question field, then there isn't any reason to continue reading this chapter.  But, if you want to change one of your existing questions--from changing the order which the question appears on the form to adding a new option to the drop-down choices for an existing question--then be sure to review this chapter for important suggestions and considerations.


Changing the Order of Form Questions

Form Setup Image from Welcome MenuIn order to change the order that questions appear on your form, use the ORDER ON FORM option next to the question in one of the Form Setup or in the Module Setup: Surveys control panels.  In the image above, you can see that the question "Assignment" is listed as the first question on the form and the question "What did you work on together?" is listed as the second question on the form.  If you wanted to reverse the order by having "Assignment" appear second, you would simply set the ORDER ON FORM next to "Assignment" to "Question #2 on the form" and you would set the ORDER ON FORM next to "What did you work on together?" to "Question #1 on the form."  Once you saved the change, your form (and the associated control panel) would immediately show "Assignment" as the second and "What did you work on together?" as the first question.

DO NOT change the order of your form questions by copying one form question to another slot.  In other words (and continuing with the example above), don't change the order of "Assignment" and "What did you work on together" by typing (or copying and pasting) the word "Assignment" where "What did you work on together?" is currently written and then typing (or copying and pasting) "What did you work on together?" where "Assignment" is currently written.  Rather, just change the ORDER ON FORM setting for both.  

The reason is simple.  Your data--existing answers to a given question--are tied to the question location in our database--not to whatever you enter in the QUESTION field.  This means that, if you copy and paste the question text between fields, previous answers to the "Assignment" question will now be found under the "What did you work on together?" label.  Using the ORDER ON FORM option keeps the question and existing answers together while allowing you to change the question order.

You can, though, revise the text of the question itself at any time without any implications on your stored data (if the question both has the same meaning and is answered in the same way).  For example, you could change the "Assignment" question to read "What is your assignment?" without any concern over data or previously entered responses.


Changing the Type of Response for a Question

You are able to define how a question is answered by entering specialized text in the POSSIBLE ANSWERS field.  For example, if you leave that field blank, the question will be answered via a short fill-in response.  If you enter "English,French,Spanish,Other" in that field, the question quill be answered by selecting either "English," "French," "Spanish," or "Other" from a drop-down menu.  Similarly, if you enter "CHECKBOX,SCI 1,CHM 2," the question will be answered by selecting one or more checkboxes that are labeled "SCI 1" and "CHM 2."  The way that a question is answered determines how that data is stored in your WCONLINE database:

  • Answers to FILL-IN, DROP-DOWN, and LARGE TEXT AREA questions are stored as the entered or selected text in your database.  For example, if someone types "Nursing 145a" in a field or selects that option in a drop-down, then the database records "Nursing 145a."
  • Answers to CHECKBOX questions are stored as the number of the selected response or responses.  For example, assume that someone selects "Magazine Ad" and "Word of Mouth" from a list of checkboxes that reads: "Friend," "Magazine Ad," "Word of Mouth," and "Classroom Visit," then the database records "1,2" (since "Friend" is choice "0" in a checkbox list).
  • Answers to LIKERT questions are stored in the database based on the point value associated with the selected response.  For example, if someone selects "Strongly Agree," then WCONLINE stores a "5" in the database.  

Continuing with the example above, if you removed the word "CHECKBOX" from the "CHECKBOX" question, for example, you would be converting the question that is answered via a checkbox to a question that is answered via a drop-down menu.  But, since those two question types store responses differently, you would suddenly see numbers ("1,", "0,2," etc.) in your exports and system reports for previous responses.  This doesn't mean that you can't make form changes, but this does mean that you have to be careful when doing so.

  • If you want to add or remove an option from a drop-down list, you can do so at any time.  Simply remove the option or add the option to the existing list of POSSIBLE ANSWERS for that question.
  • If you want to modify an existing option from a drop-down list, you can do so at any time, but know that the way the option is listed previously is how it will show up in your data for already-entered data.
  • If you want to convert a question from and to a fill-in, large text area, and drop-down, you can do so at any time.  However, know that the way the data was entered previously is how it will show up in your data for already-entered data.  (For example, if someone entered "English" in a fill-in and if you change that question to a drop-down without "English" being an option, the reports and exports will still show the previously entered value of "English."
  • If you want to add options to an existing list of checkbox options, you can do so at any time; however, you should add those options at the end of the existing list so that the position of existing answers does not change.
  • If you want to change the order of, or the options associated with a checkbox response, we recommend simply adding a new question and possible answers to a new question field and then removing the old question (by removing whatever is written in the QUESTION field).
  • If you want to make a fill-in into a large text area or vice versa, you can do so at any time (as long as the question is listed as one of the two possible large text area questions).  If the question isn't listed as one of the two possible large text area questions and you want it to be answered via a text area, you should simply add a new large text area question in one of the existing large text area fields and then remove the old question (by removing whatever is written in the QUESTION field).
  • If you want to make a question into a Likert question (or if you want to make a Likert question into something else), we recommend simply adding a new question and possible answers to a new question field and then removing the old question (by removing whatever is written in the QUESTION field).


Removing an Existing Question

In order to remove a question from an existing form, simply remove all text from the QUESTION field and save your changes.  Once you do so, the question will no longer appear on the associated form, but all of your existing data associated with that form will be saved within the your database. 

If you later need to work with the data associated with that question, add temporary text, such as "DO NOT USE," to the QUESTION field.  Then, once you've exported your data using the System Data Export tool or once you've run your reports via System Statistics, remove the "DO NOT USE" text (or whatever text you entered) to once again archive and remove the question from view.


Form Setup: System Forms

SECTION 1: Form Setup: Appointments

SECTION 2: Form Setup: Client Reports

SECTION 3: Form Setup: Registrations

SECTION 4: Updating Forms: Suggestions and Considerations

SECTION 5: Form Setup: FAQ (Data, Missing Questions, and More)

WCONLINE Product Manual

The product manual is available completely online. Choose a chapter from the list below or use the search tool to perform a keyword search.

CH 1: Welcome

GENERAL INFORMATION

CH 2: Data Collection & Forms

CH 3: Access, Access Levels, and the Schedule

CH 4: Synchronous Online Meetings

WELCOME MENU/CONTROL PANELS

CH 5: Update Profile & Email Options

CH 6: Client & Record Management

CH 7: Schedule Management

CH 8: Staff and Resource Management

CH 9: Starting Availability Management

CH 10: Blackout Times Management

CH 11: Announcement Management

CH 12: Mass Email Tool

CH 13: System Data Export

CH 14: Report: System Statistics

CH 15: Report: Master Listings

CH 16: Report: System Utilization

CH 17: Global System Settings

CH 18: Form Setup: System Forms

CH 19: Module Setup: Early Alerts & Flags

CH 20: Module Setup: Survey

CH 21: Module Setup: Time Clock

FAQs

CH 22: Frequently Asked Questions

This manual applies to the current version of WCONLINE® and is constantly updated as new features are released.