Difference between revisions of "Manage Activity Templates"

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{{Section|
 
{{Section|
 
==Introduction==
 
==Introduction==
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Activity Templates can be set up to provide users with selectable, pre-defined templates the are used for common activities.  This ensures that all users that perform a particular activity can use a form that is set up for that particular task.
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Activity Templates can be set up to provide users with selectable, pre-defined templates the are used for common activities.  This ensures that all users that perform a particular activity are using the same configuration.  Templates are only available to use when manually creating an activity.
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[[file:ActivityTemplate.png|right|border|350px|link=https://wiki.hornbill.com/images/0/02/ActivityTemplate.png]]
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Templates allow you to predefine
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<br>
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{{bullet1|Title
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Templates allow you to set up the following:
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{{bullet1|Description
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:* Title
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{{bullet1|Category
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:* Description
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{{bullet1|Priority
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:* Category
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{{bullet1|Assign to
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:* Priority
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{{bullet1|Outcomes
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:* Assign to
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{{bullet1|Show Time Spent
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:* Outcomes
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{{bullet1|Show Start On
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:* Show ''Time Spent''
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:* Show ''Start On''
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:* Add a Checklist
 
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|
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{{RightBox|In This Article|
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:* [[#Access|Access]]
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:* [[#Add a New Template|Add a New Template]]
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:* [[#Outcomes|Outcomes]]
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:* [[#Checklists|Checklists]]
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:* [[#Managing Existing Templates|Managing Existing Templates]]
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}}
 
{{RightBox|Related Articles|
 
{{RightBox|Related Articles|
 
:* [[Activities]]
 
:* [[Activities]]
 
:* [[My Activities]]
 
:* [[My Activities]]
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:* [[Roles]]
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:* [[Manage Activity Categories]]
 
}}
 
}}
 
}}
 
}}
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{{Section|
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==Access==
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===Roles===
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A user must have one of the following [[Roles|roles]] in order to access the option for managing templates.
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{{bullet1|Admin Role|Any user with the ''Admin Role'' will have access to manage the Activity Templates}}
 +
{{bullet1|Activities Template Manager|This roles allows you to provide access to non-administrative users}}
  
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* Users will require the '''Activities Template Manager''' role in order to create and manage activity template
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===Manage Templates===
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* Once activity templates are created, they will be available to all users when creating new activities
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The ''Manage Templates'' option can be accessed from the main toolbar located in the ''Activities'' view.  This option will only be visible if one of the above roles have been assigned to the user.
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:# Select the '''Home''' icon in the left hand Application Bar
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==Managing Templates==
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:# Select '''My Activities'''
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[[File:Activity_Templates.png|500px|right]]
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:# In the Activities Tool Bar select the drop down option on the far right
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Each manually created activity can be assigned a template, the template can populate the activity with it's title and description, specific outcomes and checklist content
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:# Select '''Manage Templates'''
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* It is useful to create different activity templates for repetitive types of activity
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|
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{{rightBox|Watch Me Access Activity Templates|
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Use the [[File:template_add_new.png]] icon to add a new template, give the template a name
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[[file:AccessActivityTemplates.mp4|400px|center]]
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* Add in the Activity Template Title and Description which will be added to the activity when this template is used
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}}
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* Once a Template has been created it will be available to use when creating manual activities (these templates do not apply to business process created activities)
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}}
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{{TOP}}
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==Managing Template Outcomes==
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{{Section|
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==Add a New Template==
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Each Template will have a default outcome of '''Done'''  
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===Key Fields===
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* Click on the '''Done''' button to edit it's display name, code or to change the colour of the button and to select if a '''reason''' is mandatory when the user selects this outcome when completing the activity.
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Click on [[File:template_add_new.png]] to create a new template. A blank form will be displayed on the right hand side.
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{{bullet1|Template Name|This is the only mandatory field.  This will be displayed within a list of available templates on an Activity form. This is only used to identify the template and is not used within the activity itself.}}
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Add additional outcomes to a template by clicking on '''+''' icon and giving each outcome a name, code, colour and choose if they require a '''reason''' to be given if the outcome is chosen.
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{{bullet1|Title|This will populate the title field of the activity which is visible within the Activity list and in any component where activities are displayed}}
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{{bullet1|Description|This will populate the description field of the activity.  Here you will provide details of the activity that needs to be carried out.}}
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Once a new outcome has been created click on the outcome name to be able to configure it's attributes
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{{bullet1|Category|This will populate the category field. Information on creating and managing the available categories can be found '''[[Manage Activity Categories|here]]'''}}
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* '''Label''': The display name for the outcome which will be seen by the user when completing the activity
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{{bullet1|Priority|Options include ''High'', ''Normal'', and ''Low''}}
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* '''Code''': The code which will be attributed to the outcome and could be used for reporting purposes
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{{bullet1|Assign to|Predefine the user, role, or group that the activity will be assigned to.}}
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* '''Colour''': Choose a colour which will be used for the outcome when the user is completing the activity
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{{bullet1|Outcomes|The default outcome is '''Done'''. This can be modified and additional outcomes can also be defined. See '''[[#Outcomes|Outcomes]]'''}}
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* '''Require Reason''': Tick if you want to make it mandatory for the user completing the activity to have to provide a note when choosing this outcome for the activity.
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{{bullet1|Show ''Time Spent''|Checking this option will expose the ''Time Spent'' field when completing an activity. This is useful if you want to track the amount of time that the activity took.}}
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{{bullet1|Show ''Start On''|Checking this option will expose the ''Starts On'' field on the activity}}
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{{bullet1|Add a Checklist|Add a list of things that need to be done as part of this activity.  See '''[[#Checklists|Checklists]]'''}}
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Remove an outcome, including the default '''Done''' outcome by clicking on the outcome and using the '''remove''' option
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{{rightBox|Selecting a Template From a New Activity|
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==Managing Template Checklists==
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[[file:activityTemplateSelection.png|400px|border|link=https://wiki.hornbill.com/images/a/a5/ActivityTemplateSelection.png]]
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[[File:activity_template_checklists.png|500px|right]]
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}}
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}}
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Optionally add one or multiple checklists to the activity template. 
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{{TOP}}
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* Each checklist can have multiple items added to it
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{{Section|
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==Outcomes==
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Select the '''Add Checklist''' option and give the checklist a name
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When an Activity is being completed, a user can select the outcome of the activity. New Templates have the default outcome set to  '''Done'''.  You may want to change this or add more outcomes to allow a user to select alternative outcomes such as ''Not Done'', ''Passed'', ''Failed'', etc.
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* Add one or multiple checklist items to the checklist by using the '''+ Add Item''' icon and giving each item a name - repeat for as many items as needed in the each checklist
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===Add an Outcome===
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[[file:ActivityTemplateOutcome.png|right|400px|border|link=https://wiki.hornbill.com/images/8/81/ActivityTemplateOutcome.png]]
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Remove checklist items or checklists by selecting the '''Trash Can''' next to each checklist or checklist item
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Click on the + to add a new Outcome
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{{bullet1|Label|The display name for the outcome which will be seen by the user when completing the activity}}
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* '''Enforce Completion''' - Mark if the checklist must be complete before the activity can be completed
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{{bullet1|Code|The code which will be attributed to the outcome and could be used for reporting purposes}}
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{{bullet1|Colour|Choose a colour which will be used for the outcome when the user is completing the activity}}
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Use the '''Create''' option to create the '''Activity Template'''
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{{bullet1|Require Reason|Tick if you want to make it mandatory for the user completing the activity to have to provide a note when choosing this outcome for the activity.}}
  
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==Managing Existing Template==
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===Manage Existing Outcomes===
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{{bullet1|Update|Click on an existing ''Outcome'' to display the properties box. Make any required changes and click on ''Save''}}
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{{bullet1|Remove|Click on an existing ''Outcome'' to display the properties box. Click on the ''Remove'' button.}}
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|}}
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{{TOP}}
  
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A list of all existing Activity Templates is displayed under the '''Activity Templates''' view, select a template to do the following:
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{{Section|
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==Checklists==
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One or more checklists can be added to a Template.  These checklists will be presented to the user on the Activity Form where they can check off each item as they are completed. This can complement the description of the task with a definitive list of items that need to be done as part of the activity. Checklists interact with the Progress Bar of an activity and with each item that is checked, the Progress Bar will be reflected.
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[[File:activityTemplateChecklist.png|border|right|link=https://wiki.hornbill.com/images/4/4f/ActivityTemplateChecklist.png]]
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{{bullet1|List|More than one list can be configured. Enter the name of the list and add additional lists if required}}
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{{bullet1|Item|Each list is made up of items.  Each item will be displayed with a checkbox within the activity that can be selected by the user when completed}}
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{{bullet1|Enforce Completion|When selected, all ''Items'' must be checked before the activity can be completed.}}
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|}}
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{{TOP}}
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{{Section|
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==Managing Existing Templates==
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A list of all existing Activity Templates are displayed under the '''Activity Templates''' view, select an existing template to do the following:
  
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* Use the '''Remove''' button to remove the activity template - this will delete the activity template and mean it is not available to use when creating new activities, it will not effect existing activities which are already using the template
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{{bullet1|Edit|Edit the content of an existing activity template and then use the '''Update''' button to apply the changes. The Changes will only apply to new activities which use the template from that point forward}}
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* Edit the content of an existing activity template and then use the '''Update''' button to apply the changes. The Changes will only apply to new activities which use the template from that point forward
+
{{bullet1|Remove|Click on the ''Remove'' button to remove the activity template. This will permanently delete the activity template. This will not effect existing activities which were created using the template}}
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* Copy an existing activity template by using the '''Save as New''' button and giving the new template a different name
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{{bullet1|Copy|Copy an existing activity template by using the '''Save as New''' button and giving the new template a different name}}
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|}}
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{{TOP}}
  
 
[[Category:Collaboration]]
 
[[Category:Collaboration]]

Latest revision as of 14:56, 4 November 2022

Home > Collaboration > My Activities > Manage Activity Templates Index

Introduction

Activity Templates can be set up to provide users with selectable, pre-defined templates the are used for common activities. This ensures that all users that perform a particular activity are using the same configuration. Templates are only available to use when manually creating an activity.

ActivityTemplate.png


Templates allow you to set up the following:

  • Title
  • Description
  • Category
  • Priority
  • Assign to
  • Outcomes
  • Show Time Spent
  • Show Start On
  • Add a Checklist

Access

Roles

A user must have one of the following roles in order to access the option for managing templates.

  • Admin Role
Any user with the Admin Role will have access to manage the Activity Templates
  • Activities Template Manager
This roles allows you to provide access to non-administrative users

Manage Templates

The Manage Templates option can be accessed from the main toolbar located in the Activities view. This option will only be visible if one of the above roles have been assigned to the user.

  1. Select the Home icon in the left hand Application Bar
  2. Select My Activities
  3. In the Activities Tool Bar select the drop down option on the far right
  4. Select Manage Templates

(Top of Page)

Add a New Template

Key Fields

Click on Template add new.png to create a new template. A blank form will be displayed on the right hand side.

  • Template Name
This is the only mandatory field. This will be displayed within a list of available templates on an Activity form. This is only used to identify the template and is not used within the activity itself.
  • Title
This will populate the title field of the activity which is visible within the Activity list and in any component where activities are displayed
  • Description
This will populate the description field of the activity. Here you will provide details of the activity that needs to be carried out.
  • Category
This will populate the category field. Information on creating and managing the available categories can be found here
  • Priority
Options include High, Normal, and Low
  • Assign to
Predefine the user, role, or group that the activity will be assigned to.
  • Outcomes
The default outcome is Done. This can be modified and additional outcomes can also be defined. See Outcomes
  • Show Time Spent
Checking this option will expose the Time Spent field when completing an activity. This is useful if you want to track the amount of time that the activity took.
  • Show Start On
Checking this option will expose the Starts On field on the activity
  • Add a Checklist
Add a list of things that need to be done as part of this activity. See Checklists
Selecting a Template From a New Activity

ActivityTemplateSelection.png

(Top of Page)

Outcomes

When an Activity is being completed, a user can select the outcome of the activity. New Templates have the default outcome set to Done. You may want to change this or add more outcomes to allow a user to select alternative outcomes such as Not Done, Passed, Failed, etc.

Add an Outcome

ActivityTemplateOutcome.png

Click on the + to add a new Outcome

  • Label
The display name for the outcome which will be seen by the user when completing the activity
  • Code
The code which will be attributed to the outcome and could be used for reporting purposes
  • Colour
Choose a colour which will be used for the outcome when the user is completing the activity
  • Require Reason
Tick if you want to make it mandatory for the user completing the activity to have to provide a note when choosing this outcome for the activity.

Manage Existing Outcomes

  • Update
Click on an existing Outcome to display the properties box. Make any required changes and click on Save
  • Remove
Click on an existing Outcome to display the properties box. Click on the Remove button.

(Top of Page)

Checklists

One or more checklists can be added to a Template. These checklists will be presented to the user on the Activity Form where they can check off each item as they are completed. This can complement the description of the task with a definitive list of items that need to be done as part of the activity. Checklists interact with the Progress Bar of an activity and with each item that is checked, the Progress Bar will be reflected.

ActivityTemplateChecklist.png
  • List
More than one list can be configured. Enter the name of the list and add additional lists if required
  • Item
Each list is made up of items. Each item will be displayed with a checkbox within the activity that can be selected by the user when completed
  • Enforce Completion
When selected, all Items must be checked before the activity can be completed.

(Top of Page)

Managing Existing Templates

A list of all existing Activity Templates are displayed under the Activity Templates view, select an existing template to do the following:

  • Edit
Edit the content of an existing activity template and then use the Update button to apply the changes. The Changes will only apply to new activities which use the template from that point forward
  • Remove
Click on the Remove button to remove the activity template. This will permanently delete the activity template. This will not effect existing activities which were created using the template
  • Copy
Copy an existing activity template by using the Save as New button and giving the new template a different name

(Top of Page)

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