Step 1 – On the Navigation Bar, click Site Administration. Then select Manage TouchPoints.
Step 2 – Click the New TouchPoint button to launch the TouchPoint Wizard.
Step 3 – Give the TouchPoint a name that is distinctive and descriptive.
Step 4 – Give the TouchPoint a tag(s) to group it together with similar TouchPoints. (Optional)
- For example, all TouchPoints that track outcomes can be tagged “outcome.”
- If a tag is more than one word or a phrase, it should be placed between double quotes.
- Tags should be separated from one another with a space.
- Tags can be used by administrators on the Manage TouchPoints page to search for TouchPoints that are commonly related.
- Tags are necessary for reporting.
- If multiple TouchPoints should be reported on together, they should be tagged with the same tag. Remember: tags must be identical for this to work as expected. This includes spacing and punctuation.
Step 5 – Set the TouchPoint identifier. (Optional)
- Your options include:
- Using the current program’s name
- Auto-generating the identifier
- You can check the box under this option to use the same identifier when pre-populating with previously recorded data
- Automated generated identifiers are created following this pattern:
- Single or Multiple Participant Response: First Initial Last Initial SiteID CLID FormID - #
- Single or Multiple Entity Response: First Initial SiteID EntityID FormID - #
- Collection Participant Response: First Initial Last Initial SiteID CLID FormID - # - C CollectionTypeID CollectionID
- Collection Entity Response: First Initial SiteID EntityID FormID - # - C CollectionTypeID CollectionID
- Allowing the user to define the identifier
- No identifier
- The identifier will display on the Record TouchPoint page to separate instances of the same form that have been completed multiple times.
Step 6 – Check the box if you wish to enable section quick links on each page.
Section Quick Links creates links on each page of the TouchPoint so users can more easily navigate to sections in the form. This is especially useful for long forms that are completed during multiple sessions with a participant or entity.
Step 7 – Check the box if you wish to enable question numbering.
Step 8 – Select any completion restrictions you wish to enforce for the TouchPoint.
Completion can be limited to
- The number of time for each subject per site
- The number of time for each subject per program
- No restrictions, can be completed unlimited number of times
- For example, if a TouchPoint should be taken once at intake and once at dismissal, it should be set to allow completion only two times. If participants can be enrolled in a program more than one time and the above condition is also true, the TouchPoint should be set to allow completion only two times in each enrollment.
Step 9 – Select if you would like to limit the number of days a TouchPoint can be updated after it was first submitted. You can limit it by either the user-specified date taken field (the field at the top of the Record TouchPoint screen that indicates the day the TouchPoint is being taken) or a number of days after a date recorded for a TouchPoint date element.
- Note that all but the first option will not be available until a date element question has been added to the TouchPoint.
- For example, if a TouchPoint used at intake must be completed within thirty days and the first portion is filled out on the first day of enrollment, the user has 30 days to complete/edit the TouchPoint.
- Administrators will also get to set the lowest role allowed to override the update period restrictions and set the text that is displayed when the response is locked for editing.
- Locked TouchPoint responses are reportable and will be marked as “Locked” or the customized text entered on the TouchPoint settings.
- The lock may take as long as 24 hours to sync properly. During that time, the TouchPoint may appear unlocked in the software.
Step 10 – Select if you would like to restrict the date taken field to a set number of days in the future or the past from the audit date.
- If left unchecked, users will be able to enter any date when recording a TouchPoint.
- If either of the two options to restrict the date take to x number of days in the future/past of the audit date are checked, only a date within the selected time frame can be entered.
- If "don't allow the date to be outside of a program enrollment when recording" is checked, the user must enter a date that falls within the program enrollment dates for the program where the response is being recorded.
Step 11 – Select if the Date Taken field should be blank by default.
- If left unchecked, the date will default to the date that the TouchPoint is first recorded
- If checked, the user must enter a date when recording the TouchPoint
Step 12 – Select if the TouchPoint can be taken by a user for another user.
- For example, some case managers work as a team and both case managers are working on completing a form together. As only one user account can be used at a time to record the TouchPoint, it would be possible for the user to select to record it under the other user’s name. This would provide “credit” for the work to both users.
- This is especially helpful if the TouchPoint is used to track attendance and the staff facilitating the class work as a pair.
Step 13 – Select if the TouchPoint can be saved as a draft.
- This is useful for TouchPoints that are completed over a long period of time. Selecting 'Save As Draft' will save and close the touchpoint form to be edited later.
Step 14 – Select if the TouchPoint will allow a user to save and record similar.
- This is useful for TouchPoints that are recorded often.
- It allow users to record data for the TouchPoint and record an additional instance of data for the same TouchPoint and same participant/entity without having to navigate back to Record Efforts > View/Record TouchPoint.
Step 15 – Select if the TouchPoint will allow fund and asset disbursement. (Optional)
- This will allow a user to record a fund/asset disbursement when recording the TouchPoint.
- This function only works for individual participant or individual entity responses.
You will have three options:
- Separate "Save" and "Save and Disburse Asset" buttons - This allows the user to decide if there is an asset disbursement or not.
- A single option to "Save and Disburse Asset" - Useful when the disbursement is a requirement.
- No fund disbursement
Step 16 – If you do allow fund/asset disbursement, then you will have to set the voucher report settings.
You will have three options:
- Separate "Save" and "Save and Run Voucher Report" buttons - This allows the user to decide if a voucher report is needed.
- A single option to "Save and Run Voucher Report" - Useful when the voucher report is a requirement.
- A single "Save" option - Useful when the user will never need to run a voucher report.
Step 17 – If you are creating a sub-form, select the name of the TouchPoint that this sub-form depends on from the Select Primary Form drop-down.
- The Primary Form must be created before the sub-form can be created.
- If your TouchPoint is a sub-form, remember to set the TouchPoint security settings identical to the primary form. Frequently, issues with completion of sub forms result because of security settings being different in the primary form.
Step 18 – If a you select a primary form from the drop-down, the TouchPoint then becomes a subform and two new options will display.
- The first will allow the TouchPoint to inherit the locking rules of the selected primary form and lock the associated subform responses accordingly.
- The second will push the lock back up to the primary form based on the number of subform responses. This setting will allow the user to specify the number of responses required on the subform before automatically locking the associated primary form response.
- If the number of child responses exceeds the set amount, the lock of the parent response is nearly instantaneous and the software will reflect this almost immediately.
Step 19 – If you would like your TouchPoint to work in conjunction with approval functionality, select the approval form you would like to tie it to from the drop-down.
- By selecting an approval form, the TouchPoint will gain a new "Approval Status" that may be reporting on and used to indicate whether a TouchPoint is pending, rejected, or approved by other users.