Administration in v4 Client

• SEND Portal Form Definitions
  Created in Tools | Administration | Form Builder | SEND Portal Forms | SEND Portal Form Definitions.
• • Search for a Form DefinitionSearch for a Form Definition

    

    To search for an existing form definition:

    1. If required, enter a full or partial Form Definition Code or select a Form Definition Filter. Only a ‘Live’ form definition can be viewed on the Citizen or Professional portals.
    2. Click the Search button to return all forms based on the selection criteria. Alternatively, clicking the Search button without a code or filter returns a list of all form definitions.
    3. Select a form and click the Open or Open in New Window button to display the Form Details page for the selected form.
       
  • Create a New Form DefinitionCreate a New Form Definition

    The SEND Portal Form Definition page enables local authorities to create SEND Portal forms which are available on the Citizen and Professional portals for parents, carers, young people and professionals to complete, regarding special educational needs and disabilities (SEND).

    To create a new SEND Portal Form Definition:

    1. Click the New button to display the SEND Portal Form Definition page.
       
    2. Enter details as required.
  • Clone a Form DefinitionClone a Form Definition

    You can duplicate (clone) and then amend an existing form definition. Cloning creates a copy of the original form definition, showing the existing Form Definition details. You can change the details to reflect the new form definition and modify the questions required. If a question has previously been used in a form definition that has been saved to a student’s chronology, it cannot be amended.

    To clone a SEND Portal Form Definition:

    1. Double-click the required form definition to display its details.
       
    2. Click the Clone button to make an editable copy of the form definition.
    3. On the Form Details panel, make the required changes to the cloned form definition. It is recommended that you re-name the Title and enter a new Form Definition Code to assist identification.
    4. If required, you can amend the questions and the question groups in the Form Questions panel.
       
       If a question has previously been used in a form definition, it cannot be amended.
  • Create and Populate Question GroupsCreate and Populate Question Groups

    After creating questions and adding them to the questions bank, they must be added to question groups. Each question group relates to one page on the portal.

    The following procedure shows how to create question groups to which you add those questions.

    1. In the Form Questions panel, select a question.
    2. Click the Actions button and then select Add Question to New Group On Form to display the New Group dialog.
       
       
    3. Enter details as required.
    4. Click the Save button to add the question to the new question group. The new question group is displayed on the left-side pane on the Form Questions | Question Selector panel.
       
       Repeat the steps to add additional question groups.
       After adding the required question groups, you can assign additional questions to the new groups by:
       • Use ‘drag and drop’ to copy a question from the question bank on the right-side pane to the question groups on the left-side panel.
       • Highlight both the question group and the required question.
         1. Click the Actions button.
         2. Select Add Question to Form or Add Question to New Group on Form.

            You can only use a question once on a form. If the same question is used on a different SEND Portal form at a later date, the answer will be pre-populated.
            For example, if you have a question called ‘Social Care Status’ used on form A, then you re-use that question on form B for the same child, form B is pre-populated with the answer from form A.

  • Move Questions and Question GroupsMove Questions and Question Groups

    Individual questions can be moved up or down in the question order. However, a question group cannot be moved. If you wish to change the position of a question group, you must change the Number on Form. This means that all subsequent numbers will need to be changed.

    To move a question:

    1. On the Form Questions | Question Selector highlight the question in the left pane.
       
    2. Click the Up or Down arrow.
       If you wish to move the question to another group, use the drag and drop functionality.
  • Edit Questions and Question GroupsEdit Questions and Question Groups

    Questions can be edited, if they are not used on any previous forms. If the question has been used on a previous form, it cannot be changed. You can, however, select the Answer can be inherited multiple times check box, so future version of this question can record multiple answers.

    To edit a question:

    1. On the Form Questions | Question Selector double-click the question to display the SEND Portal Question Definition dialog; you can edit the question from either pane.
    2. Make the required changes. The Question Code cannot be changed.

    To edit a question group:

    1. On the Form Questions | Question Selector highlight a question group on the left pane.
    2. Click the Actions button and select Edit Group.
       
    3. Make the required changes to the Question Group dialog. If you change the Number on Form, the following message displays:
       Do you want all groups to be renumbered?

       This operation will remove any conflicts and gaps. But it may affect related quick reports too.
       It may also affect panels which currently have the same number assigned, changing them to an incorrect order.
       Please double check the group numbers after this operation, if you answer ‘Yes’.

    4. If you said yes to automatic renumbering, check the numbering order is correct after saving.
  • Delete Questions and Question GroupsDelete Questions and Question Groups

    To delete a question:

    1. On the Form Questions | Question Selector, highlight a question on the left pane.
    2. Click the Actions button and select Delete Question From Group.
       

    To delete a question group:

    1. On the Form Questions | Question Selector, highlight a question group on the left pane.
    2. Click the Actions button and select Delete Group.
       

       There is no message to confirm that you wish to delete the group! The group and all questions are deleted immediately. If a group is deleted in error, close the page without saving.

• SEND Portal Form Question Definitions
  Created in Tools | Administration | Form Builder | SEND Portal Forms | SEND Portal Question Definitions.
• • Search for Question DefinitionsSearch for Question Definitions

    The Question Definitions are the Question Codes and the Descriptions that are used when creating form definitions for a SEND Portal Form Definition.

    

    To search for SEND Portal Question Definitions:

    1. If known, enter a full or partial Question Code or Description.
    2. Click the Search button to return all questions based on the selection criteria. Alternatively, clicking the Search button without a code or description returns a list of all questions.
  • View Question DefinitionsView Question Definitions

    

    To view SEND Portal Question Definitions:

    1. Select a Question Definition to display the SEND Portal Question Definition [<Question Code>] page.
       It is not possible to make any changes to the question definition if it has been used on a previous form.
  • Define Question DefinitionsDefine Question Definitions

    New SEND Portal Questions Definitions are created in the SEND Portal Form Definitions. A new form definition can be created containing new questions, or an existing form definition can have new questions inserted.

    The Form Questions panel enables you to define the questions to be used in the form definitions. Existing questions can be used or new questions can be added to the bank of questions to be used in the form definition. Existing questions can only be edited if the question has not been used in a previous form definition.

    The Form Questions | Question Selector panel is the foundation of the form definition. It is a two pane panel which is either:

    • pre-populated in the left pane for an existing form
      
    • blank for a new form
      

    The right pane (i.e. the question bank) lists all available questions, where you can define additional questions. The question bank also contains EHCP questions of the same data type used in the SEND Portals.

    To create additional questions:

    1. Create a new or open an existing SEND Portal Form Definition.
    2. On the Form Questions | Question Selector panel, click the Actions button.
       
    3. Select Create New Question to display the SEND Portal Question Definition dialog.
       
    4. Enter details as required.

       When entering a Question Code, do not paste any values in to this field. This can leave a carriage return in this field, which can cause unwanted results when using forms that have these questions on.
       Additonally, you cannot start codes with the letter Z, as these are used elsewhere in One.

       Answer can be inherited multiple times: It is advised that this is only used where it is necessary to inherit multiple answers as it requires additional steps (choosing the questions) each time you create a form. It is also advised that this is not used with the ‘repeating groups’ functionality to avoid complications of data later down the line.

    5. Repeat the steps until you have defined all the SEND Portal questions you want to add to the list.
        

    Question Data Type	Answer Description/Example
    Text	Inserts a text box. Use with Answer Maximum Length field.
    Integer Number	Only accepts whole numbers. Please see Important Note below.
    Decimal Number	Only accepts decimal numbers.
    Yes/No	Inserts a tri-state checkbox, i.e. tick, cross, blank.
    Date	Only accepts a numerical date in dd/mm/yyyy format.
    Image	Upload an image in .jpg, .jpeg, .gif, .bmp, .png format.
    File	Upload a file in one of the following selectable formats:

    It is advisable not to use the Integer Number Data Type to capture phone numbers, as a leading zero (0) at the start of the phone number is omitted. If you would like to capture phone numbers, it is advised you use the Text Data Type.

  • Delete Question DefinitionsDelete Question Definitions

    To delete a SEND Portal Question Definition:

    1. Select a question definition and click the Delete button. The following message is displayed:
       Are you sure you want to delete this question?
    2. Select Yes to delete the question definition. A message at the bottom of the screen informs you that the question has been deleted successfully.

    You cannot delete a question that has been used in a previous form.

Forms that are created on the EHCP Form Builder are not available on the SEND Portal. However, the EHCP questions that are available in the question bank may be used on a SEND Portal Form Definition.

It is possible for both parents to have a Citizen Portal account and submit the same form for a child to the local authority. After the forms are approved, they both display as an event on the child’s chronology.

Clicking on the Date link displays the read-only SEND Portal form details.

Apart from the Summary, the panels in the v4 Client are the same as the steps in the Citizen Portal, as designed in the Form Builder.

• Panel 000 is a summary of dates for the SEND Portal form process.
• Panel 001 is automatically inserted as the Subject Details.
• Panel 002 is Step 1.
• Panel 003 is Step 2.
• Subsequent panels would be represented by subsequent steps
• The final step in the Citizen Portal and Professional Portal is always the Summary; this is not displayed in the v4 Client version.
  

To add a portal sharing user:

1. Click the Add button to display the Portal Sharing [New Portal User] dialog.
   
2. Enter details as required.

To add details about requested information:

1. Click the Add button to display the Information Requested [New Info Requested] dialog.
   
2. Enter details as required.

Information Due date is pre-populated on a students involvement based on Information Due Deadline (Days) (date the Information Requested record is created + number of days entered for Information Due Deadline (Days) on the form definition.

Two types of alerts can be set up for portal messages:

• Trigger
  A portal message is sent when a specific action occurs (the trigger).
• Scheduled
  A portal message is sent at a pre-defined time.

Elements of an alert:

To set up an alert:

1. Select New to display the Alert Definition [New Alert Definition] page.
   
2. Select either Trigger or Scheduled from the Alert Type drop-down.
3. Enter details as required.

   Active is checked when the alert is activated, after it has been saved. The Activate button cannot be used to activate a new alert.

4. Select from the following options:
   • Field Selection (Trigger Alert)Field Selection (Trigger Alert)
     1. On the Trigger Alert panel, select an Alert Based On context:
        • Involvements – Portal Sharing or
        • Involvements – Info Requested
        The Database Trigger and the table name are automatically populated.
        
     2. Select the Field Selection tab to display all of the fields according to the context selected in the Alert Based On drop-down list.
     3. Select the Alert When Changed check boxes of the fields that, when changed, will trigger a portal message.
   • SQL Query (Scheduled Alert)SQL Query (Scheduled Alert)
     1. On the Scheduled Alert panel, enter the SQL Query. You can only use Select statements and you cannot include parameters in the SQL Query field.
        
     2. Enter details as required.
5. Select a recipientrecipient.
   1. On the Alert Definition page, go to the Recipient List panel.
      
   2. Click the Add Portal Users button to display the Portal User Enquiry dialog.
   3. Search for and select the required portal user(s).
      
   4. If required,  select the check box on the Send to portal type panel to send the message to all EHCP involved users.
      This displays the following message:
      The recipients of this alert will be authenticated <Portal/Citizen Portal/Professional Portal> users that are on a child or young person’s EHCP Assessment Involvement.

   Depending on your selection of users, the Recipient List panel displays as:

   

   Recipients can be removed by highlighting the row and clicking the Remove button.

6. Setup an actionaction.

   To define an action for a portal message alert:

   1. On the Alert Definition page, go to the Action panel.
   2. Select the Portal Message section.
      
   3. Select a Template from the drop-down.
7. Click the Save button.
   The following message is displayed:
   Do you want to activate the alert?
8. Click the Yes button; this activates the alert immediately.
9. The Activate button at the top of the page changes to Deactivate.