SSIS Document Template Editor Module .us

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SSIS Document Template Editor Module

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Social Service Information System (SSIS)

FINAL

Training Module: Document Template Editor (April 2022)

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Contents

Table of Contents

Introduction ............................................................................................................................................... 5 Security Administration .................................................................................................................................. 5 Document Template Editor............................................................................................................................. 6 To Access the Document Template Editor: ............................................................................................. 6 Template List................................................................................................................................................... 6 Description and Use of Fields on the Template List Screen: ................................................................... 7 To Create New Template Properties:....................................................................................................... 8 To Edit Template Properties: .................................................................................................................... 9 Document Category ........................................................................................................................................ 9 Document Menu ......................................................................................................................................... 9 To Access Document Category List: ......................................................................................................... 9 Description and Use of Fields on the Document Category screen: ...................................................... 10 To Create a New Document Category: .................................................................................................. 10 To Delete a Document Category List: .................................................................................................... 10 Page Setup .................................................................................................................................................... 11 To Change the Page Setup for All Documents in the Template List: ........................................................ 11 To Change the Page Setup of an Individual Document in the Template List:........................................... 11 Elements Folder and Action Menu ............................................................................................................... 12 CHECK BOX ................................................................................................................................................ 13 To Insert a Check Box in a Template: ........................................................................................................ 14 LIST BOX .................................................................................................................................................... 14 Insert List Boxes in Template: ................................................................................................................... 15 TEXT AREA ................................................................................................................................................. 15

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Insert a Text Area in Template:................................................................................................................. 16 IMAGE ....................................................................................................................................................... 17 Insert Image in Template: ......................................................................................................................... 18 INPUT ........................................................................................................................................................ 18 Insert Input Field: ...................................................................................................................................... 18 DATE .......................................................................................................................................................... 19 Insert a Date in Template: ........................................................................................................................ 19 Create a Set of Document Elements ............................................................................................................. 20 Insert Multiple Document Elements:........................................................................................................ 20 Template Editor ............................................................................................................................................ 21 Template Type: Headers/Footers ................................................................................................................. 22 To Create a New Header/Footer Template: ............................................................................................. 22 Change Headers/Footers .............................................................................................................................. 23 To Change Headers and Footers: .............................................................................................................. 24 Setup State Template Header....................................................................................................................... 24 To Add a Header or Footer to a State Document: .................................................................................... 25 Template Type: Service Plans ....................................................................................................................... 25 To Create a New Service Plan Template: .................................................................................................. 25 Template Type: Workgroup .......................................................................................................................... 26 To Create a New Workgroup Template: ................................................................................................... 26 Merge Fields.................................................................................................................................................. 27 To Add a Merge Field: ............................................................................................................................... 28 Conditional Text ............................................................................................................................................ 29 Adding Conditional Text:........................................................................................................................... 29 Create a HTML Table..................................................................................................................................... 29 To Create an HTML Table:......................................................................................................................... 30

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Training Module: Document Template Editor (April 2022)

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Print Preview................................................................................................................................................. 31 To Access Print Preview: ........................................................................................................................... 31

Copy Fields .................................................................................................................................................... 31 To Copy Fields: .......................................................................................................................................... 32

Add Field Filters ............................................................................................................................................ 32 Add Field Filters: ....................................................................................................................................... 33

Tables of Data ............................................................................................................................................... 33 To Create a Table of Data: ........................................................................................................................ 35

Copy and Save Template............................................................................................................................... 35 To Copy and Save Template:..................................................................................................................... 35

Import/Export Templates ............................................................................................................................. 36 To Import a Template: .............................................................................................................................. 36 To Export a Template: ............................................................................................................................... 37

Preview Tab................................................................................................................................................... 37 Template Properties Tab .............................................................................................................................. 37 Authorization to Allow JavaScript ................................................................................................................. 37 Troubleshooting ............................................................................................................................................ 38

How to View Changes to the Fonts for Inputs and Text Areas ................................................................. 38 How to Format a Merge Field ................................................................................................................... 38 How to Apply Formatting to an Entire Section of Text That Includes Merge Fields................................. 38 How to Group Merge Fields in the Tree View for Use With Autofill Tables ............................................. 38 How to Have Multiple Races, Already Entered in SSIS, Autofill into a Template ..................................... 38 Appendix A: Template List Toolbar ............................................................................................................... 39 Appendix B: Editor Components................................................................................................................... 40 Resources ...................................................................................................................................................... 41

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Social Service Information System (SSIS)

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Training Module: Document Template Editor (April 2022)

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Introduction

Social Services Information Systems (SSIS) generates and maintains documents to support workers by providing a method in the application to complete document. Documents include service plans, case notes, checklists, letters, and other documents that are stored in the database.

Document template editor allows agencies to create document templates to supplement the state documents provided within SSIS. State document templates and state document categories can only be created, edited, or deleted by State Users.

SSIS can insert case data that end users enter in the treeview folders directly into documents and all service plans with its autofill feature. The template editor allows the agencies to use the autofill feature in custom templates. The template editor provides the ability to insert fields into a template. Those fields include document elements, agency, and workgroup merge fields. An element is an HTML element such as a checkbox or text area. A merge field is an element that gets its contents from the SSIS database, for example, a client's name or address. An agency address is an example of an element that can be included on a template.

Security Administration

A user with the assigned function of Create Document Templates can view, edit, delete, or add document templates and categories.

There is an additional security function that is not available in SSIS Administration. If you are trained in JavaScript and need this access, email the SSIS Helpdesk or call (651) 431-4801.

A user with the assigned function of Edit Document Template HTML can: Create custom style sheets Use style sheets Enter answer sets Add/edit prompts Add conditions.

Warning: Use caution when assigning the role, Edit Document Template HTML. Only staff who know and work with HTML should have this role assigned since any changes could potentially corrupt active templates.

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Training Module: Document Template Editor (April 2022)

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Document Template Editor

Document Template Editor function is accessed from the Tools menu. Tools Menu

To Access the Document Template Editor:

1. From the Tools menu on the Windows toolbar, select Document Template Editor. 2. The Template List displays.

Template List

The Template List displays the agency custom templates and the state pre-loaded templates. Also, this is the place to begin creation of a new template. Template properties can be viewed by selecting a template in the grid. A template begins in draft status. Once a template is completed, change the status to active. Once the template is active, it becomes available to agency users from Chronology. Templates should be inactivated if they are no longer valid templates. An inactive template remains in the system to reproduce any documents made with that version of the template, but will not be available in the template search screen to choose when creating a new document.

To locate a template in the Template List, use the scroll bar; or the type-ahead feature, if the name of the template is known.

The template properties can be changed without opening the template. An agency can associate a new header or footer template to an existing template from the template properties screen. Users can also activate or inactivate a template from the properties screen. The template status determines which fields you may edit on the Template Properties screen. Document Template Creators are not allowed to make changes to an active template if that template has been used by workers via Chronology. Template properties can be changed on a draft template. Hint: Appendix A: Template List Toolbar describes toolbar options.

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Training Module: Document Template Editor (April 2022)

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Description and Use of Fields on the Template List Screen:

Template List Fields Document Template #

Type

Field Description/Use System generated number that autofills

All agency templates defaults to Workgroup since all agency templates displays under the Workgroup level in the application.

Group Category

Hint: You can change the Type if necessary. For example, if you are creating a service plan, you would change the Type to Service Plans. This allows the template to function like a service plan and available in the Service Plan folder.

Defaults to local agency Defaults to Local agency.

Name Format

Hint: If you select Headers/Footers from the Type field, then the Category field autofills with Headers/Footers. Free text field used to enter a title for the template.

Use to identify the how the kind of template you are creating.

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Training Module: Document Template Editor (April 2022)

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Template List Fields Field Description/Use

Document identification

Status Last edited by Create date Status date Last changed date Description First page header

Subsequent header

First page footer

Hint: This field enables/disables based on the other selections made on the screen. Free text field for use by agencies that have document management systems and want to categorize document templates. State documents that have numbers will include the document number in this field, for example, DHS 4369.

Hint: This can be alpha or numeric characters. Defaults to Draft and used to make the template active (available to end users) or inactive (no longer available to end users). Autofills with the name of the person logged in to SSIS and made the last change(s) to the template. Autofills with the date the template was created. Autofills with the date of the last change to the Status field. Autofills with the date of the last change to the template. Optional free text field that allows end users to enter text to give additional information about the template. Displays the selected header on the first page of the template only.

Hint: Ensure the appropriate header template is created and activated before selecting. This header can be the same as the First page header. Displays the selected header on the subsequent page(s) of the template.

Hint: Ensure the appropriate header template is created and activated before selecting. This header can be the same as the First page header. Displays the selected footer on the first page of the template only.

Subsequent footer

Hint: Ensure the appropriate footer template is created and activated before selecting. This footer can be the same as the First page footer. Displays the selected header on the subsequent page(s) of the template.

Style sheet

Hint: Ensure the appropriate header template is created and activated before selecting. This footer can be the same as the First page footer. Used to select the appropriate pre-created and activated style sheet. This field will only display in the Template List for users with the activity Edit Document Template HTML assigned.

Hint: The Edit Document Template HTML authorization allows the option of Style Sheet to be selected in the Type dropdown on the template properties screen.

To Create New Template Properties:

1. From the Document Template Editor toolbar, click the New Template button. 2. From the Template detail screen, select the template type from the Type drop-down

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Social Service Information System (SSIS)

FINAL

Training Module: Document Template Editor (April 2022)

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