user guide 4 - team northwoods

®

User Guide4.11

Forms

Copyright © 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page i

ABOUT NORTHWOODS CONSULTING PARTNERS

Northwoods Consulting Partners, Inc., founded in 1999, is a privately-held software development and

services company headquartered in Dublin, Ohio. Our Compass Software product suite is created solely to serve the needs of human services agencies nationwide.

With proven technology, and a focus on industry knowledge and our clients, we create business solutions that provide proper application of products and services with tangible and measurable results.

COPYRIGHT AND TRADEMARKS NOTICE

Copyright © 2012 Northwoods Consulting Partners, Inc. All rights reserved.

Northwoods, the Northwoods Bear Logo, the Northwoods tagline, and Compass are trademarks and service marks of Northwoods Consulting Partners, Inc. Rather than repeat the trademark and service mark attributions throughout this document, Northwoods hereby asserts its rights for all of its products and services.

All other trademarks and service marks are the property of their respective owners. Unless stated to the contrary, no association with any other company or product is intended nor inferred.

DISCLAIMER

Northwoods Consulting Partners has made reasonable effort to ensure the accuracy of this manual. Information in this document is subject to change. If you should discover any discrepancies, please notify us immediately.

CONTACT INFORMATION

Northwoods Consulting Partners

Address:5815 Wall StreetDublin, Ohio 43017

Phone:(614) 781-7800

Web:teamnorthwoods.com

Northwoods Support Center

Phone:(614) 545-0999

Email:[email protected]

Copyright © 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page iii

Launching Compass Pilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Launching with Windows Authentication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Compass Pilot Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Menu Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Task Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Launching Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Using Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Opening Forms and Forms Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Creating a Desktop “Shortcut” For a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Navigating a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Closing a Form(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Types of Form Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Completing Form Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Using Autofill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Using Redactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Using Dynamic Prefill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Creating an Ad Hoc Form Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Creating a Caseworker Signature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Using Signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Adding a Form or Forms to your Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Single Use Form Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Verifying Indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Submitting a Completed Form to the DMS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Submitting a Forms Group or Multiple Forms at One Time to the DMS . . . . . . . . . . . . . . . 38Submitting External Documents To Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Printing Forms, Envelopes, and Address Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Mail Merge. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Exiting Compass Pilot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Copyright © 2012 Northwoods Consulting Partners, Inc. All rights reserved. Page 1

Launching Compass Pilot

1 - LAUNCHING COMPASS PILOT

To launch Compass Pilot,

1. Double-click the Pilot icon on your desktop (Fig. 1.1).

Fig. 1.1 Pilot desktop icon

The login window appears (Fig. 1.2).

Fig. 1.2 Compass Pilot login screen

2. Enter your username and password.

• Your username is the same as your Windows username.• Your password is the same as your DMS password.

3. Click OK.

Launching with Windows AuthenticationLaunching Pilot with Windows Authentication loads the login screen with your Windows user name and password. This option must be enabled by your system administrator.

To launch Compass Pilot with Windows Authentication,

1. Double-click the Pilot icon on your desktop.

The login window appears (Fig. 1.3).


Launching Compass Pilot

Fig. 1.3 Compass Pilot login screen with Windows Authentication

2. Click OK.


Compass Pilot Interface

2 - COMPASS PILOT INTERFACE

When you launch Pilot, the main window opens displaying the Driver Panel, the Stage, and the Auxiliary Panel.

Fig. 2.1 Compass Pilot interface

You can detach an application from the Driver Panel or show/hide the application buttons by clicking on and dragging the collapsible splitter. To detach:

1. Right-click on one of the application buttons, for example, Forms.

2. Select Detach Forms. The application detaches from Pilot, allowing you to move it from one of your monitors to another.

Fig. 2.2 Detach application

3. Click on the X to close. The application is reattached to the main window.

Menu BarThe Menu Bar displays at the top of the main window. Menu options allow you to take action on different parts of the software program.

Stage

Auxiliary PanelDriver Panel

Collapsible Splitter



Fig. 2.3 Menu Bar

Tools MenuThe options on the Tools menu include:

Fig. 2.4 Tools Menu

Manage My Usernames/Passwords The Authentication Manager screen allows you to manage your Pilot and CoPilot password. Additionally, BusinessObjects and other DMS-specific options may be available.

To enable password editing, click “Change Password.” Click Save when finished.

Fig. 2.5 Authentication Manager

Manage My Recipient PoolsThe Manage My Recipient Pools menu will display only for pool managers, who have permission to manage the tick lists in recipient pools.

To manage Recipient Pools1. Select Manage My Recipient Pools.

2. Select a recipient pool in the list.

3. Click Edit.



Fig. 2.6 Edit Recipient Pool Tick List

To add members to the Tick List

1. Select one or more names from the Recipient Pool Members list.

Group selection techniques can be used to select members.

2. Click the right-pointing green arrow to move the selected members to the Tick List Order panel.

To order the members in the Tick List

1. Select one member from the Tick List Order list.

2. Use the green up or down arrows to position the member in the recipient list rotation.

3. Click Save.

To remove members from the Tick List

1. Select one or more names from the Tick List Order list.

Group selection techniques can be used to select members.

2. Click the left-pointing green arrow to remove the selected members from the Tick List Order list.

3. Click Save.

My Settings, General Tab Allows you to:

Add a member to the Tick List Order multiple times to increase the frequency of their assignment in the rotation.



• Choose which modules you want to automatically launch when Compass Pilot opens.

• Select a printer for label printing.

• Move task types to the My Selected Tasks field. When you submit a form and complete the Verify Index Values box, specifically the Location, Other drop-down, you will see your My Selected Tasks types populate at the top of the list.

Fig. 2.7 My Settings - General tab

My Settings, Notifications Tab Allows you to turn on or off task notifications for balloon messages only. This does not impact toast notifications.



Fig. 2.8 My Settings, Notifications tab

ThemesAllows you to pick a theme color for Pilot. Choices are Emerald and Sky Blue (default).

Screen CaptureTakes a screen print of the current page.

AdministrationYour System Administrator has access to the Administration option. For most users, this option is inaccessible.

Help OptionsThe Help options in the Menu Bar include About and Online Help.

• Clicking Help, About displays module and services information for Compass Pilot.

• Clicking Help, Online Help opens the Compass Software® Online Help window which includes links for the:

• User Manual(s)• Quick Reference Guide(s)• Release Note(s).

Notifications are not supported with the FileNet backend.

Detach Smart Search



ToolbarThe Toolbar displays at the top of the Pilot main window. These options allow you to take action on different parts of the software program.

Fig. 2.9 Toolbar

Product Drop-down ListAllows you to open a different Compass Software product. The Product Drop-down list controls which module the Smart Search searches against.

Smart SearchSearches the system for client information.

Detach Smart SearchDetaches the Smart Search and displays it as a separate window.

Fig. 2.10 Smart Search

Task BarThe task bar (located at the bottom of the Compass application) will now display the Current Profile for Capture, Forms and Documents.

It will also update when changed via the “Select Profile” functionality and clear when navigating to an application (Tasks, People, etc.) that doesn't have a form.

In Forms, the existing functionality which displays whether a search is “Done,” “Loading...” or presents an exception as displayed in the task bar will now be appended after the Current Profile.


Forms

3 - FORMS

The Compass Forms software application enables electronic conversion and management of all existing paper-based forms within your agency. This saves caseworkers and others valuable time compared to traditional paper-based forms management.

Forms employs automation to quickly and easily populate known demographic information with no need for repetitive information to be manually entered.

Launching FormsTo launch Forms, click on the Forms button in the Driver Panel.

Fig. 3.1 Forms Button

• The Compass Forms icon is orange. Notice that the Driver Panel reflects the product icon color.

• The Forms tab shows the structure of forms folders.

• A list of forms/forms groups displays in the Stage in the Home tab.

Fig. 3.2 Forms folder structure and selected folder contents

Your search results are based on the options you selected in the Criteria box below the Auxiliary Panel. You can change the Search List results by selecting or deselecting the options, including specifying a text search in the Filter Results field.

Search criteria entered into the Filter Results textbox will automatically clear when another tab is clicked in the driver panel (such as Favorites or Print Jobs). The option chosen for “Current Folder” or “All Folders” will not automatically clear, nor will checkboxes selected for “Show Groups” and/or “Show Forms”.

The color can be configured to show or not show. The screenshot examples in this manual for the remaining sections will show colored search areas to reflect the product icon color.


Forms

Fig. 3.3 Criteria section options

Forms have two names:

• The Common Name—the everyday name of the form, for example, “QMB Application” or “7103 QMB Application.”

• The Document Type—the Document Type the form is stored under in the database, for example, “IM Applications.”

Using ProfilesYou must select a configured (non-default) profile to use Forms.

If you do not have a profile saved for Forms, you will be prompted and required to select one before the module will function properly.

If you do not have any profiles configured, you will receive a message informing you that there are no valid profiles configured and that you should contact your system administrator.

Selecting a ProfileMake sure you are using the correct profile. The profile selected sets the keywords for indexing.

To select or change your profile,

1. Click the Change Profile button in the Toolbar.

Fig. 3.4 Change Profile

2. The Select a Profile window opens. Select the profile you want from the list displayed.

Fig. 3.5 Profile option

Opening Forms and Forms GroupsTo open forms or forms groups:


Forms

1. Single-click to highlight a form (or forms group) in the Stage. A preview of the form (or the first form in the forms group) displays in the Image Preview pane of the Auxiliary Panel.

Fig. 3.6 A selected form and its image preview

2. To open the form (or forms group), double-click on the single form (or forms group) listing.

• A single form displays.


Forms

Fig. 3.7 An opened form

• A forms group preview window opens, listing the forms in the group. You can change the number of forms you want to open by changing the number in the entry field. Click OK to open the forms group. Each form name in the group will display at the top of the Stage.


Forms

Fig. 3.8 Forms group preview list

Creating a Desktop “Shortcut” For a FormWhen you open a form, you can right-click and select Create Desktop Shortcut. This places a “shortcut” to the form on your desktop. When you double-click on the shortcut icon, the most current version of the form opens. Data from the previous version is not saved.

Navigating a FormWhen you open a form, the first page is displayed. All form fields are light yellow; when a form field is selected, it will appear somewhat darker yellow.

To move around within a form:

• Use the mouse to click through the pages and scroll through each page.

• Use the Tab key to move the focus from one entry box to the next.

• To move backward in a form to a previous form field, press Shift + Tab.

Resizing a FormTo display the current page:

• Large enough to fill the width of the screen, click the Fit To Width button on the toolbar. However, usually at this size the bottom part of the page is not visible. You must use the scroll bar or the tab key to get to the bottom of the page.

• Small enough so that the entire page is visible in the window, click the Fit To Window button on the toolbar.


Forms

Previous Page / Next PageThe current page number and the total number of pages in the form are displayed in the Toolbar.

• To move to the next or previous page in a multi-page form, click the Next Page button or the Previous Page button.

• To jump to the first or last page in a multi-page form, click the First Page button or the Last Page button.

Fig. 3.9 Forms navigation toolbar buttons (Left to right): Fit to Width, Fit to Height, First Page, Previous Page, Next Page, Last Page

Closing a Form(s)There are several different ways to close a form(s):

• Click on the small X on the form tab to close the form.

Fig. 3.10 Small X to close

Fig. 3.11 Unsaved Changes

• Click on the Close button to close the form.

Fig. 3.12 Close button

• Click on the Close drop-down and select Close All to close all of the open forms.

Fig. 3.13 Close button drop-down

• Click on the Close drop-down and select Close Selected.

• The Please check the forms you would like to close window opens.

If you have unsaved changes on a form, the Unsaved Changes dialog box opens. Click Yes to close the form. Your changes will not be saved. Click No to keep the form open.


Forms

Fig. 3.14 Please check the forms you would like to close

• Check the appropriate boxes and click OK. (Or, click Select All to close all of the open forms.)

• Click File, Close or Close All.

Types of Form Controls

Yellow Text BoxesYellow text boxes are the most common type of form control. They may be presented to you as masked or unmasked. Masking can include number control or entry detection.

Yellow text boxes behave differently than word processors and do not automatically perform word wrap.

Blue Text BoxesBlue text boxes perform the same as yellow text boxes and can also save and retrieve data that is entered regularly. After you enter data in a blue text box, press Ctrl + Spacebar to search against previous iterations of the form. See Using Autofill for information about Renditions.

Ad Hoc Forms FieldsAd Hoc Form Fields are text boxes that can be added by a forms user.

1. Click on the Text Box button in the top left section of your opened form to add an Ad Hoc Form Field.


Forms

Fig. 3.15 Text Box

2. Draw a text box.

3. Double-click in the text box to type.

Single Use Form FieldsSingle Use Form Fields are shaded gray. These fields are unchangeable after the client signs the form and it is saved to your Favorites.

List BoxesList boxes allow you to either type text into the form field or to quickly select an entry from a drop-down list of choices.

Check BoxesCheck boxes are limited to indicating a Yes/No choice.

Calculation Form FieldsComplete forms that require totals.

Completing Form Fields• To complete text fields, click the first form field where information is needed. The form field will

turn a darker yellow, indicating that the text box is active and will accept an entry. With the entry completed, tab to the next form field.

• To select a checkbox, click it or press the space bar on the keyboard.

• To select from a list, click the down arrow of the drop-down box or press the down arrow on your keyboard.

Selecting a Check BoxThere are two methods of selecting a pre-designated form check box:

Method 1 – Click

1. Click the check box.

2. Click in another form field on the form to make sure the checkmark displays correctly.

3. To clear the check box, click the checkmark to make it disappear.

Method 2 – Tab + Spacebar

The length of the highlight form field should reflect the number of characters that are typically typed in the form field. Font Shrinking, if configured, will occur once 95% of the form field is complete. Any characters typed in beyond the length of the highlight will not display in the form. Contact your Forms Designer if a form field is not long enough for your data.


Forms

1. Press the Tab key to advance to the check box.

2. Press the spacebar to select the check box.

3. Click anywhere outside the check box to make sure the checkmark displays correctly.

You can also select marks to place anywhere on the form:

1. Right-click on the form.

2. Select Stamp and choose Checkmark, X, Circle, Line, or Redaction.

3. The Checkmark, Circle, X, or Line will display where you right-clicked on the form. Left-click to drag the mark to where you want it to appear.

4. To delete the mark, right-click on it and select Delete Stamp.

Using Autofill Autofill is an abbreviation for “automatically filling out form fields in a form.” Compass Forms has four types of autofill:

• The Search feature allows you to enter one piece of data about a client in a form field on the form and search the database for a match. After you confirm the match, it automatically enters the rest of the client’s data into other form fields on the form (or on a group of forms). For example, you can enter the client SSN and search to automatically insert the first name, last name, full address, and case number in the correct form fields.

• The Date autofill allows you to quickly enter today’s date.

• The Group Propagation feature allows you to autofill forms groups. Enter criteria and autofill client data on the first form, then complete any other form fields possible on the first form (or parent form). Clicking on any other form in the group will prompt you to accept an autofill of the data on the first form to all other forms. This removes the need to repeatedly type similar data, such as birth dates and SSNs.

• The Renditions feature allows you to place data well outside the limited amount of text contained in the autofill. For example, if you complete a log and save it as a Rendition, the entire content of that saved log can automatically be inserted onto another blank copy of that form. With a few updates to the data, next month’s log is quickly completed.


Forms

Autofilling a Form Using Ctrl + F (or, Ctrl + S)After entering data in an autofill form field (for example, SSN, First Name, Last Name), press Ctrl + F (or, Ctrl + S) to perform a search.

• If there is one search result, the form is automatically populated with the client information.

• If there are multiple search results, select the correct client(s) match from the grid and click OK. You can select more than one client to be included with the submission of a form (Ctrl + click to highlight more than one client).

Fig. 3.16 Autofill search and results

Autofilling a Form Using My PeopleYour My People list is stored in People and can be used to autofill a form.

To autofill a form using My People:

1. Open a form.

2. Click on the My People tab in the Auxiliary Panel.

3. Select a person.


Forms

4. Click on the Load Selected People button to autofill the form. You can select more than one client to be included with the submission of a form (Ctrl + click to highlight more than one client).

Fig. 3.17 Autofilling using My People

Autofilling a Form Using RenditionsYou can autofill forms from the Renditions tab. This will work only with forms that your Forms Designer has designed for Renditions.

1. Open a form that has renditions (blue text boxes).

2. Click on the Renditions tab in the Auxiliary Panel.


Forms

3. From the Available Renditions list, highlight a selection and click Load Selected Rendition. The form is autofilled with those values.

Fig. 3.18 Autofilling with Renditions

Autofilling a DateTo automatically insert the current date, tab to a date text box and press Ctrl + D.

To specify a format for the date:

1. Click Edit, User Settings.

2. In the Date Format section of the User Settings window, select a format.

3. Click the Save button in the upper right corner of the window.

Fig. 3.19 Date Format options

Renditions


Forms

Autofilling Using Hot KeysUsing and applying hot keys to your annotations can save you even more time. Applying hot keys allows you to copy data from one form field to another. You can use the keys F2, F3, and F4 to autofill specified data into your annotations:

1. Type in text into an form field, for example, we typed in the client’s first name.

2. Highlight the text and click Ctrl + F2 (or, F3 or F4).

3. Click in another form field that requires the same data and press the same hot key you typed in the original form field, for example, F2. The data is copied into that form field.

Fig. 3.20 Autofilling using Hot Keys

Autofill Using Shared ObjectsShared Objects is a type of Autofill created by your Forms Designer.

There are two variations of Shared Objects:

• Global - the Forms Designer configures the form field for all users. The form field is automatically autofilled when the form is opened. A header, logo, and district ID are examples of Shared Objects that are Global.

• User Defined - the Forms Designer configures the form field; however, it is not automatically autofilled when the form is opened. The user adds the correct data which can be propagated to all form fields of the same name in the future. A cube/office number and phone number extension are examples of Shared Objects that are User Defined.

Ctrl + F2

F2


Forms

In our example, the Forms Designer set the Logo and Header as Global Shared Objects.

Fig. 3.21 Shared Objects - Global (Logo and Header)

The Forms Designer set the District Number as a User Defined Shared Object. When a User Defined Shared Object has data entered into its field for the first time, or, if the data is changed, the Saved Shared Value (or, Changed <name of the Shared Object>) window opens. Click Yes to apply the value you entered for all form fields of the same name in the future.

Fig. 3.22 Shared Objects - User Defined - Save Shared Value (District Number)


Forms

Using RedactionsRedactions are most often used for documents with sensitive information, for example, income tax data, that needs to be hidden. Applying a redaction is a similar concept to applying highlights except redactions are black in color and are used to hide user-preferred information on a form.

To apply a redaction to a form:

1. Right-click on an opened form.

2. Choose Stamp, Redaction.

Fig. 3.23 Stamp, Redaction

3. With your mouse, draw a box around the area you want to redact. The redaction displays.

Fig. 3.24 Redaction

To delete a redaction before the form has been submitted:

1. Right-click on the redaction.

2. Select Delete Stamp.

Redaction


Forms

Using Dynamic PrefillDynamic Prefill allows you to autofill data for multiple people and propagate it to the remaining forms in a pre-designated forms group.

To use this feature:

1. Open the forms group. Depending on how your Forms Designer configured the form, the tabs may have different names. In the example below, we have a tab for Default Member and a tab for Spouse.

2. Complete (autofill) each tab using Ctrl + F (or, Ctrl + S).

Fig. 3.25 Forms Group with Dynamic Prefill

-OR-

2. If all persons you want to autofill have a common value, for example, their last name, enter that keyword into the Last Name form field:

A. Click Ctrl + F.B. Use Ctrl + Click to click the individuals in the order you want them to appear in the resulting

Assign Autofill Selection To Prefill Group box.C. Use the drop-down arrows to assign the tab order. D. Click OK. You are returned to the prefill section.

Fig. 3.26 Assign Autofill Selection To Prefill Group

E. Enter any additional information into remaining form fields.

3. Click on the Load button to autofill all of the forms.

Closing a tab on the Dynamic Prefill form removes information previously on the tab, preventing it from propagating to forms in the forms group.


Forms

Fig. 3.27 Load button

The form group’s Dynamic Prefill form is populated with the data entered.

Fig. 3.28 Dynamic Prefill, population of a form

4. Submit the forms group to the Document Management System (DMS) by clicking on the Finish button.

The Verify Index Values box opens. In the example shown below, note that there are two tabs, one for each person autofilled (Default Member and Spouse).

5. You can:

• Click the Add a new tab of indexes button to add a new person tab and enter index values as necessary

-OR-• Click on a person tab, click the Copy this set of indexes to a new tab button to copy that

person’s index values in a new person tab, and edit the index values as necessary.

Fig. 3.29 Add and Copy Tab buttons

6. Complete and/or verify the indexes.

Copy this set of indexesto a new tab

Add a new tab of indexes


Forms

7. Click OK to complete the submission.

Fig. 3.30 Verify Index Values for Dynamic Prefill

Creating an Ad Hoc Form GroupYou can create a group for any open forms on an “ad hoc” basis. This allows you to manage text propagation for forms that are not yet in a normal group structure. Full benefit of the ad hoc feature can be taken by using a Prefill form in the ad hoc group to identify many of the common entries the forms will have.

To create an ad hoc group:

1. Launch Forms.

2. Open any necessary forms. Time creating the group can be saved if you have the Prefill form as the top form.

3. Right-click on any of the forms and select Grouping, Create Ad Hoc Group.

4. In the resulting dialog box, select the forms you want to group and designate the Prefill form as the parent form.

5. This terminates any currently open groupings and makes the created group the only active group. The parent form’s data is propagated to all other forms where annotations of the same name exist.

Autofilling on a Single FormAny form field can have its entry propagated to other form fields in the same form if constructed ahead of when it is used. When configured, entries made into one form field will be automatically propagated to all other form fields requiring this information.

The ad hoc group forms will retain any previously existing grouping the next time they are opened.


Forms

For example, when children and spouses are listed multiple times in a form, because they are not the primary person of the form, they are not autofilled using the Ctrl + F (or Ctrl + S) method. Properly constructed, entering a child’s name, or a spouse’s name in one form field will cause all other form fields that should contain their names to be automatically populated. This propagation feature holds true for any repetitive information.

Autofilling Using Text PropagationGroup propagation works when you click onto another form in the group after the parent form has been completed.

Depending on your agency’s configuration:

• The text will either propagate to the subsequent forms automatically.

• Or, when another form in the group is selected, the Propagate Parent Data dialog box opens. Click Yes to propagate the data to subsequent forms in the group.

Re-propagating a Parent FormIf another form is clicked before the parent is complete, the propagation still occurs. It is not necessary to close and reopen the group in order to restore the propagation feature.

To re-construct the group:

1. Right-click on the parent form.

2. Select Grouping, Reset Parent Propagation.

Creating a Caseworker SignatureYou must create a caseworker signature before signing a form for the first time. You will only need to perform the following steps one time. Once your signature has been created, it is saved in Forms for future use.

To create your signature:

1. Click Edit, User Settings.

2. In the User Signature section of the User Settings window, click the New button. (If a previously-saved signature is visible, it will disappear.)

Fig. 3.31 User Signature

3. Using a signature pad, sign your name in the Please sign the signature tablet window.

4. Click OK.


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Fig. 3.32 Please sign the signature tablet...

5. Click Save.

Using Signatures

Inserting a Client SignatureThere are three ways to have a client sign a form:

1. Right-click where you want the client’s signature to appear and select Client Sign.

-OR-

1. From the Toolbar, click on the Sign Form drop-down and select Client Sign.

-OR-1. Click on the Inkpen icon (a signature form field pre-designated by your Forms Designer.

Fig. 3.33 Inkpen icon

The Please sign the signature tablet window opens.

2. Have the client use the desktop signature pad to sign their name.

3. Optional - Change the density of the signature.

A. Click on the + button.B. Drag the bar to the right for a darker, more dense signature.C. Drag the bar to the left for a thinner, less dense signature.


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Fig. 3.34 Thick Signature

4. Click OK in the Please sign the signature tablet window. The client’s signature displays on the form.

5. Click, resize if needed, and drag the signature to where you want it to appear.

Inserting and Placing your Caseworker Signature1. Right-click where you want your signature to appear and select Caseworker Sign.

-OR-

1. From the Toolbar, click on the Sign Form drop-down and select Caseworker Sign.

2. Your signature displays on the form. Drag the signature to the appropriate location.

Adding a Form or Forms to your FavoritesTo easily access forms that are used frequently and/or that are incomplete and need to be finished and submitted:

1. Open the form or forms you want to save to your Favorites.

2. “Customize” the form(s) by entering, for example, your name, phone number, and any other data that will remain the same no matter who the client is.

3. Leave the forms open.

4. Click on the Add All Open Forms to Favorites menu button. In this example, we are adding multiple forms to our Favorites tab.

Fig. 3.35 Add All Open Forms To Favorites

5. Name your Favorites folder in the Favorites Folder Name window.


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Fig. 3.36 Favorites Folder Name

6. Click OK.

When a form has successfully been added to Favorites, the form will automatically close. If the form does not save successfully, it will remain open.

7. Click on the Favorites tab to see its contents displayed in the Stage.

Fig. 3.37 Favorites tab with new folder and its contents

Modifying your Favorites ListTo modify and/or manipulate your Favorites list use the following options:

• Move Top - Moves the selected document to the top of the list.

• Move Up - Moves the selected document up one entry space.

• Move Down - Moves the selected document down one entry space.

• Move Bottom - Moves the selected document to the bottom of the list.

• Rename - Allows you to rename the document.

• Delete - Deletes the document from your Favorites tab.

• Refresh - Updates the Favorites list.

• Open Selected Favorite Items - Opens the highlighted document(s).


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Fig. 3.38 Modify Buttons

Work Sharing and Peer Review/Peer FinishWork Sharing is permission-based. Only users who have the permission to share their work with you will appear in your Work Sharing drop-down list. Navigating to another user’s Favorites tab by way of Work Sharing gives you the ability to conduct a Peer Review or Peer Finish on forms in their Favorites tab.

To use Work Sharing:

1. Check the Work Sharing checkbox to activate Work Sharing.

2. Select either Peer Review or Peer Finish.

Fig. 3.39 Work Sharing

3. Choose the appropriate person. Their Favorites tab opens.

Peer Review allows you to review and add a Note to the form. To use Peer Review:

1. Highlight a form in the list and click Peer Review.


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Fig. 3.40 Peer Review

2. The form opens. Click Add Note to add a note to the form.

3. The mouse pointer becomes a crosshair. Click on the form.

4. The Note window opens. Type your note and click OK.

Fig. 3.41 Add Note and Note window

5. Click Save.

6. The note icon displays on the form. Move the icon to the desired location. When the user for whom you were peer reviewing next opens the form, your note will be visible.

Peer Finish allows you to add information (including data and signatures) to forms, save form data, add current forms to Favorites, and submit peers’ forms. All actions performed in Peer Finish mode are recorded by the system as being performed by the user who is logged in (vs. the proxy). To use Peer Finish:

1. Highlight a form in the list and click Peer Finish.

Fig. 3.42 Peer Finish

2. The form opens. You can:

• Enter additional data in the form fields - The form may be blank or already contain data. Peer Finish allows you to add, edit, or remove data from the form.

• Add your and/or the client’s signature - Peer Finish allows you to insert signatures. When using Peer Finish, the system will insert the caseworker signature, not your peer’s.

• Save the form - This saves the form for the peer as edited, without submitting and without creating a new favorite.


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• Add the current form to Favorites - The action of saving a form to Favorites launches the Save to... window. You have the option to save to My Favorites or <Name of Peer> <Username>’s Favorites. Then, you can rename and save the form in the appropriate Favorites folder.

Fig. 3.43 Save to...

• Submit the form to the DMS - Allows you to complete the form by submitting it to the DMS. Your username appears on the index values, not the peer for whom you are Peer Finishing.

Single Use Form FieldsSingle Use form fields are uneditable annotations which can associate client responses with their signature. The purpose is to preserve client data and signature(s) for the date the information was entered on certain form fields, and other form fields are kept “available” for later completion.

Fig. 3.44 Form with Single Use annotations populated

To complete a form which features Single Use annotations:

1. Complete the form.

• If you finish the application, file it as usual. The Verify Index Values box opens.• If you don’t finish the application, you can save it to your Favorites for future use. The Verify

Index Values box opens.

2. Verify the index values.

3. Click OK.

Single Use annotations appear to have a color gradient on the form.


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• A copy of the form is sent to the DMS.• The Print dialog box opens.

4. Cancel the print job or print the document. The Favorites box opens.

5. Save the form by selecting a folder in Favorites Folders and giving the form a Favorites Item Name.

6. Click OK. The form remains open until you close it.

Fig. 3.45 Saving a Single Use form to your Favorites

When you later reopen the form from Favorites to add information or complete it, you will note that the Single Use annotation form fields, whether populated or not, now have a “cross-hatched” background and cannot be edited, including client signatures.

Fig. 3.46 Uneditable Single Use form fields


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Verifying Indexes

Indexing (Keywords)Indexes help you retrieve a form once it has been submitted to the DMS. The most common index keywords are:

• SSN

• First Name

• Last Name

When you complete a form and click the Finish button, the Verify Index Values box displays the index values for you to verify.

• If you used the Search (Ctrl + F) feature to select a client(s) from the grid, the indexes will reflect the value(s) of the person(s) you selected, even if your form does not have fields containing all of these index values.

You can use the scroll bar to view all of the values.

Some grid values, even though they are displayed, are not necessarily index values. Some values shown in the grid are for autofilling only. For example, a person’s address is not used for form retrieval, but it is part of a person’s personal data and is used to autofill a form.

If you did not use the Search feature, the indexes will reflect the data you manually entered into the form.

• If you did not use the Search feature and a particular index is required and not entered onto a form, you will be required to enter it in the Verify Index Values box before the form can be sent to the DMS.


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Submitting a Completed Form to the DMSTo save the form with the client information on it:

1. Click the Finish button. The Verify Index Values window opens, prompting you to confirm that all of the client’s keywords are correct.

Fig. 3.47 Add to Favorites?

2. If the index values and location (Send Document and Location) are:

• Correct, click OK.• Optional - If the Forms Designer of the form you are submitting chose User

Selection for the Barcode option, the Apply barcode? window displays. - Click Yes to apply a barcode. - Click No and a barcode will not be applied.

• The Print dialog box displays.• The form is submitted to the DMS.

• Not correct, click on the appropriate tab, click in a keyword field, for example, SSN, and type in the correct information. Click Ctrl + S to autofill the remaining Verify Index box fields. If there are multiple people associated with the form, there will be a tab for each person, for example, Person 1 and Person 2.

If a document type has not yet be associated with the form, the Add to Favorites? window opens. Click OK to add the document to Favorites. Please contact your Forms Designer so that they can associate the document with the appropriate document type


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Fig. 3.48 Verify Index Values - Person 1 tab

3. In the Send Document area, choose:

• Save to DMS, do not send to worker - sends the form to the DMS• Send to recipient(s) - sends the form to multiple recipients

I. In the Recipient(s) field, check/uncheck Include Me.

II. Click on the button below Include Me. The button will display either your name or Select... The Select recipients window opens.

III. Optional - Under Additional Filters..., choose a Group and/or Department to view the appropriate Recipients.

IV. In the Recipients section, check all of the names to whom you want the document submitted.

V. Click OK.

VI. In the Verify Index Values window, choose your location, New Mail, Follow Ups, or Other. If Other is selected, choose a Task Type.


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• To Me - sends the form to your Tasks.

I. In the Verify Index Values window, choose your location, New Mail, Follow Ups, or Other. If Other is selected, choose a Task Type.

Fig. 3.49 Select Recipients

4. After completing any necessary changes, click OK.

The form is submitted to the DMS.

Submitting a Forms Group or Multiple Forms at One Time to the DMSThe Finish All feature allows you to validate keywords by verifying the indexes and submit multiple forms at one time.

To submit a form group or more than one form at one time to the DMS:

1. Confirm that each form is complete.

2. Click on the Finish drop-down arrow and select Finish All.

Fig. 3.50 Finish All


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3. The Status, Form Preview, and Indexes window opens. The status of a form lets you know if it is ready to be submitted to the DMS. Verify the index values for each form, ensuring that each form has a Valid green circle.

• Green circle - the form is valid and ready• Yellow circle - the form is partially validated and is not ready to be submittedIn the example here, there is one partially validated form and four valid forms.

Fig. 3.51 Status, Form Preview, and Indexes window

4. Optional - Check the Print box for the forms you would like to print.

• The Print dialog box displays.• The option you choose in the Print range section is applied to all forms being processed with

the Finish All feature, for example, selecting All prints all pages of each form being submitted.

5. Optional - Check the Barcode box for the forms you need to apply a barcode to. This option is available only if the Forms Designer applied the “User Selection” to the form.

6. Click Finish.

• A checkmark with the word Success appears in the Status column.• All of the forms are submitted to the DMS.

Submitting External Documents To FormsTo submit external program documents to Forms (for example, online verifications [OLVs] and files in Word or PDF format):

1. Open the document(s) that you want to submit.

2. Click File, Print on the menu bar. (Do not use the Printer icon). The Print dialog box opens.

Status (Valid, Partially Validated)

Print option

Barcode Preview

Verify Indexes

Finish


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Fig. 3.52 Print dialog box

3. Select Compass Forms Printer (or, Compass Virtual Printer) in the Select Printer section.

4. Click Print. Repeat Steps 1-3 for any additional documents.

5. Return to Compass Forms and click the Print Jobs tab.

6. Select and highlight the document print job name(s) you want to open (Ctrl + click to select multiple documents).

7. Click the Open Selected Print Jobs button.

8. Optional – Insert your caseworker signature on any form where it is required (see Inserting and Placing Your Caseworker Signature).

9. Click the Finish button.

10. The Please select a document type… window opens. Select a document type (for example, OLV).

11. Click OK.


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Fig. 3.53 Please select a document type... window

12. The Verify Index Values dialog box opens. Verify and/or add the necessary index values.

13. Optional – If the form is configured to do so, you may see a Send Document section in the Verify Index Values box. If you do, choose to send the document:

• Save to DMS, do not send to worker – sends the document directly to Compass Pilot • Send to recipient(s) - sends the form to multiple recipients • To me – sends the document to your Tasks

14. Click OK. The document is submitted to the DMS.


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Fig. 3.54 Verify Index Values box - Indexes tab

Viewing Print Jobs1. Click on the Print Jobs tab.

Fig. 3.55 Print Jobs tab

In the Verify Index Values box does not contain the client’s keyword values, enter a keyword, for example, SSN, and click Ctrl + F to autofill the remaining fields.


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2. Optional - Click on the Column header to sort the print jobs, for example, by Print Date. The sort order you choose will persist until you manually change it.

3. Highlight the appropriate print job and select Open Selected Print Jobs.

Combining Print Jobs Into One Document1. Click on the Print Jobs tab.

2. Highlight the documents (print jobs) you want included.

Fig. 3.56 Highlighted print jobs

3. Click Combine Selected Print Jobs. The Set the order for the print jobs… window opens.

Fig. 3.57 Combine Selected Print Jobs button


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4. Use the Move Up and Move Down arrows to change the order that the print job files will appear in the combined document.

Fig. 3.58 Set the order for the print jobs...

5. Click OK. The first print job remains in the list and retains its name. The succeeding print job files in the list are added to the first print job file and their filenames disappear.

You can:

• Check the contents of the combined print job file by double-clicking it to open it, then using the arrow buttons in the Forms navigation toolbar to move from page to page.

• (Optionally) Insert your signature on any page where it is required (see Inserting and Placing Your Caseworker Signature).

6. Click the Finish button. The Please select a document type… window opens.

7. Select a document type from the list.

8. Click OK. The Verify Index Values box opens.

9. Verify the index values.

10. Click OK. The combined print jobs document is submitted to Forms.

Printing Forms, Envelopes, and Address LabelsThe Printer icon on the upper toolbar allows the user to print forms, addresses on envelopes, and addresses on labels.

Fig. 3.59 Print Options


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Printing FormsTo print the active form:

1. Click the Printer icon.

2. Select the correct printer.

3. Adjust print settings as necessary.

4. Click OK.

To print all open forms:

1. Click the drop-down arrow next to the Printer icon.

2. Select Print All Open Forms.

3. Select the correct printer.

4. Adjust print settings as necessary.

5. Click OK.

Printing Address Labels and EnvelopesBefore you can print an address, the printer printing preferences must be specified.

Printing preferences are unique to your agency/printer. Be sure to specify envelope size and print orientation. You can print on a networked printer.

To print an address on a label or envelope:

1. Click the drop-down arrow next to the Printer icon.

2. Select Print Envelope or Print Label.

To avoid potential distortion, do not print landscape and portrait forms in the same print job. Additionally, ensure identical DPI and paper size for all forms.


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3. If you are printing labels, they will automatically print. No further action is needed. If you are printing envelopes, proceed to Step 4.

4. If you are printing envelopes, the Compass Envelope Printer window opens. If the Return Address is not populated from a pre-existing entry, enter a Return Address.

The Please enter the address window opens if you are not on a form with completed annotations. Complete the fields and click OK.

Fig. 3.60 Please enter the address


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Fig. 3.61 Compass Envelope Printer

More than one address can be printed. For multiple addresses, make the selection from the autofill grid.

5. Click the Add Recipient button to add an additional recipient. The Address Form window opens.

6. Enter the additional recipient’s address information.

7. Click OK.

Fig. 3.62 Address Form


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Mail MergeThe Mail Merge feature is permission-based. If you need privileges to use Mail Merge, contact your System Administrator so that they can correctly configure your system.

Mail Merge allows you to merge data from Microsoft Excel or .csv files into a forms group.

Mail Merge only works with forms groups. Excel files must contain form field names as column headers so that the mail merge can match the fields. Similarly, in the case of .csv files, the first row (the header row) of the document must contain field names for the same reason, in order to assure proper matching.

To complete a Mail Merge:

1. Select Form Creation, Mail Merge.

Fig. 3.63 Form Creation, Mail Merge

2. The Mail Merge interface opens. Select a forms group.

3. Click on the ellipses (...) for 2. Choose a data file and select a data file (Microsoft Excel or .csv file).

4. Click on the ellipses (...) for 3. Set the output file location.

5. The Select a location to save the output... window opens. Choose the location and name for the file.

6. Click Save.

There must be an exact match between column headings and the form field names.


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Fig. 3.64 Mail Merge interface

7. Optional - Check the Stamp Barcode On Forms box in the Options.

8. Optional - Select a row and click Preview to preview the mail merge.

9. Click Run.

10. The Merge Complete! window opens. Click Yes to view the file.

Fig. 3.65 Merge Complete!

Your Window’s default program displays a TIFF image of the mail merge.


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Fig. 3.66 Mail Merge 1.tif


Exiting Compass Pilot

4 - EXITING COMPASS PILOT

To exit the Compass Pilot program:

1. In the Menu Bar, select File menu selection Log Out of Pilot or Shut Down Pilot.

Fig. 4.1 File, Log Out of Pilot or Shut Down Pilot

2. A Confirmation box opens. Click Yes to close Compass Pilot.