Document Building Configuration Guide

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Documents are electronic versions of paper-based forms that can be created in Penelope to help simplify data collection and reporting. You can use Documents to track information about your clients (Individuals) but you can also use them to record information about staff (Workers), Funders, Services etc.

When starting with Documents you create templates that are made available to be completed in specific areas of Penelope (Individual Profile, Case, Service File, Service Event, etc). For example, if you have a detailed Intake Form you may assign it to the Case level so that Workers can complete it with their clients immediately upon completing the Intake Wizard. You can also create service-specific Documents that only appear for applicable services.

You can create as many Documents as you like (each containing as many questions as you like) and modify the Documents as your data collection needs evolve. You can set up your Document to include a variety of different questions whose answers can be captured in multiple different ways (long text, short text, drop-down, radio etc).

See below for all our information on document building

Getting Started

About Documents

Documents are electronic versions of paper-based forms that you can create to help simplify data collection and reporting in Penelope. Most commonly, you may use Documents to track information about your clients, but you can also use them to record information about staff, funders, services, etc.

To get started, you create Document “templates” which you then make available to be completed for individuals, workers, etc. in specific areas of Penelope. For example, if you have a detailed Intake Form, you may assign it to be completed at the Case level so that workers can complete it with their clients immediately upon completing the Intake Wizard. You can also create Service or Program-specific Documents that only appear for applicable programs.

You can create as many Documents as you like (each containing as many questions as you like) and modify the Documents as your data collection needs evolve. The Documents can include as many questions as you like. You can set up your Document to include a variety of different questions whose answers can be captured as long-form text responses, selections from a drop-down list, multiple-choice responses, etc.

Prerequisites

To create Document templates, you must have the following access in Penelope:

• An account belonging to the Intake-Mgmt or Admin-Exec User Group

• Access to the Setup Sidebar in Penelope (ensure that the Security Class you’ve been assigned to has the Setup Security Settings > Allow access to Document Set Up setting enabled.

Types of Documents

There are four different types of Documents (or classes) you can create: Form, Letter, Outcomes Assessment, and Survey. The following table will help guide you in determining which type of Document is best suited for your needs.

Document class Description Suggested use case(s)

Form	Forms are the most comprehensive and flexible Document type. Forms can include the features of Outcomes Assessments (i.e. scores, staging, etc.), but they aren’t restricted to being filled out at the Service File or Service Event level. Forms cannot, however, be graphically represented like an Outcomes Assessment.	Risk assessments Supplemental intake forms Contact log Service plan
Letter	A letter Document can be used to create letters to send to clients, funders, Blue Book entries, etc. or to attach to a client’s record (for example, a signed consent form). When creating your letter, you can include data fields and data lists to pre-populate the letter with data from the client’s file. You can also include a series of questions for users to fill out and populate the variable components of the letter with. Finally, you can customize the formatting and layout of the letter. Letters can be assigned to any Class so that they can be filled out at various levels in the system, but they cannot use pages, scored questions, or stages.	Appointment reminders Referral letters Consent forms
Outcomes Assessment	Outcomes Assessments are very similar to Forms but also allow you to track change over time and are only available at the Service File level. Outcomes Assessments automatically include stages for tracking change over time; they include one initial and closing stage respectively and can have one or more progress stages. You can view the progress of a client’s responses in a graphical format within their Service File in the Assessments tab.	Treatment plans Goal planning Health assessments
Survey	Surveys are most useful for tracking change over time for simpler point-based questions (for example, satisfaction on a scale of 1- 10). They automatically include stages, but they can only include one initial, progress, and close stage each. Surveys are mostly commonly used for Documents completed at the Individual Profile, Case, and Anonymous Service levels.	Client satisfaction surveys Staff evaluations Presentation surveys

Document styles

Styles affect the appearance of your Document. When creating a Document template, you can customize the look and feel by choosing between the following styles: Boxed, Lined, Minimal, and Shaded. You can apply a single style to an entire Document, or you can mix and match styles throughout individual sections of the Document.

Boxed

Lined

Minimal

Standard

Creating new Documents

Process flow: creating a new Document

Step	Action
1	Create the Document
2	Assign the Document to a Class and, if applicable, a Case Service
3	Customize the Document a) Create one or more scores if applicable b) Add elements as required to customize the Document c) Add signatures if applicable d) If you’re creating a Letter Document, customize the layout
4	Preview the Document
5	Add Action Triggers if applicable
6	Finalize the Document

Sample Documents

On the Document List page (results section) you will find four (4) sample documents:

- Sample Document – Questions (Form)

- Sample Document – Stages (Form)

- Sample Letter (Letter)

- Sample Document – Scores (Outcome Assessment)

These are a good example of how different types of questions and elements can be used when creating Documents. These sample Documents can also be copied and used as templates.

View the list of existing Documents

Depending on your security settings, you may be able to view the full list of existing Documents. The Documents List includes both active and inactive Documents marked by a green or red radio button respectively.

1. On the homepage expand the Setup section.

2. Click Document List.

3. If required, in the Search Criteria section, choose criteria to narrow the search results.

4. Click Go.

Create a new Document

1. On the homepage expand the Setup section.

2. Click Document List.

3. In the Results section, click Add New Document.

4. Complete the following fields:

Option	Instructions	Additional Information
Restrict to Service Event Completion	Select Restrict to Service Event Completion to restrict the Outcome Assessment to the event.	When selected, assessments can only be completed at the event level. This field is optional and can only be used with Outcome Assessments.
Title	Type the name of the Document.	The title is name of the Document and what staff members will see when selecting which new Document to fill out for a client. The title is a required field.
Short Title	Type an abbreviation of the Document title.	The short title is a shortened version or abbreviation of the Document title and is used behind the scenes for reporting purposes. The short title is a required field.
Class	Choose the type of Document.	Class refers to the type of Document that you are creating. There are four Document classes or types available: Form, Letter, Outcomes Assessment, or Survey.
Client Facing	If you are using the Engage or ClientConnect features and want to make the Document accessible for clients to complete, select the Client Facing option.	Client Facing means that the Document can be sent externally to clients to be completed on their own via a browser. For more information about getting started with Engage see the Engage section. For more information see the ClientConnect section.
Completed for	Choose whom the Document will be created for.	You use this drop-down list to indicate whom the finished Document will be filled out for: an individual (client), a worker (staff member), or a Blue Book entry. Note: Outcomes Assessments can only be completed for an Individual (Individual will automatically be selected).
Document Style	Choose the visual style of the Document.	You use this drop-down list to indicate which style (Shaded, Boxed, Lined, or Minimal) your Document will have. The Document Style affects how your Document appears when printed out. Pages and sections within the Document can inherit the main Document style or have their own style.
Use Pages	To span your Document across multiple pages, click the Use Pages option.	Use this option to separate your Document across multiple pages. Enabling pages means that users will be required to click “next” when filling out the Document to move on to the next page. This option is particularly useful for longer Documents as it allows the person completing the Document to save their work as they go automatically. Note: If you select the Use Pages option, you cannot deactivate it later.
Description	Optionally type a description for the Document.	You have the option of including a description of the Document that you’re creating.

5. Click Save.

After you finish: Customize the questions and layout of the new Document as required.

Create a new Document based on an existing Document

You can create a new Document based on an existing Document. When you create a copy of a Document, you create another occurrence of the Document; i.e. two unique Documents become available in the Documents or Outcomes Assessments sidebar. The new Document will include the same layout and questions as the original Document, which can then be modified as needed. If you have multiple new Documents to create that are very similar, it may be more efficient to create one Document that can serve as a template or basis for the remaining Documents.

1. View the Document that you would like to use as the template for your new Document.

2. In the Document, click Copy Document.

3. In the Title field, update the title of the Document as required.

4. In the Short Title field, update the short title of the Document as required.

5. In the Class section, choose the type of Document.

6. In the Completed for drop-down list, choose whom the Document will be created for.

7. In the Document Style drop-down list, choose the visual style of the Document.

8. Click Save.

After you finish: Customize the questions and layout of the new Document as required.

Note: When you copy a Document, the questions in the Document are considered shared by default. To make changes to the questions (for example, changing the text of a question), you must delete and re-add the question.

Assigning Documents to Classes and Services

You can specify where a Document is available to be completed. You can choose one or more levels in Penelope; for example, Individual, Service File, Case, Group Event, Funder, Indirect Event, etc. If you assign a Document to be available at the Service File or Service File Event level, you also have the option of specifying which Case Service the Document is applicable to.

Assign a Class to a Document

You can specify where a Document is available to be completed. You can choose one or more levels in Penelope; for example, Individual, Service File, Case, Group Event, Funder, Indirect Event, etc.

1. In the Document, expand the Assigned Classes sidebar.

2. In the Assigned Classes sidebar, click Add.

3. In the Class Entity list, complete one of the following options:

a. To select all available classes, click Select All.

b. To select specific classes, click the checkbox next to the class name.

c. To remove a specific class, click the minus (-) icon next to the class that you want to remove.

3. Click Save.

Assign a Case Service to a Document

If you assign a Document to be available at the Service File or Service File Event level, you also have the option of specifying which Case Service the Document is applicable to.

1. In the Document, expand the Case Services sidebar.

2. In the Case Services sidebar, click Add.

3. In the Service Name list, complete one of the following options:

a. To select all available services, click Select All.

b. To select specific services, click the checkbox next to the service name.

c. To remove a specific service, click the minus (-) icon next to the class that you want to remove.

4. Click Save.

Customizing Documents

Scores

The Scores feature enables you to create scores and associate them with questions to record assessment-type tracking in a Document. The score itself can be set to calculate the sum or the average of the user’s response to the scored questions in the Document.

Further, you can create classifications to show a rating or significance to a range of results. If you are going to include scored questions in your Document, we recommend creating the score(s) first to avoid having to convert standard questions to scored questions.

Documents can include one or more scores. You can also create a summary score that incorporates and tallies multiple sub-scores in the Document.

Scores are unique to the Document that you create them in; you cannot use the same score across multiple Documents. If you copy a Document that includes a score, you must create a new score and associate the score with the required questions.

The following types of questions can be created as scored questions: Numbers, Dates, and Lists. When you create a new question, you can choose to create a “New Scored Question” and associate the question directly with a score. You can also customize the weight of the question by adjusting the operator (i.e. add, divide, exponent, multiply, or divide) and the weight value.

Scored questions require responses, but the questions automatically include a “required with n/a” option allowing responders to select “n/a” if the question does not apply to them. By choosing “n/a,” the score of the question acts as a “0” value and therefore does not count towards the overall score.

Score options

Section	Setting	Description
Calculation	Class	Question Scores are scores associated with specific questions and are used to calculate responses to those questions. Summary Scores are used to total sets of Question Scores.
	Calculation	Average totals all of the scored question response values and divides that total by the number of scores included. Sum totals the scored question response values.
	No Response Limit	You can specify the number of questions associated with the score that can be left unanswered by the responder while still allowing a score to be calculated.
	Threshold	You can specify a numerical value to indicate a standard or normal score. The threshold acts as an indicator if the responder is above or below the standard value.
Statistic	Mean	You can specify a numerical value to indicate the expected or anticipated average score.
	Standard Deviation	The amount of variation from the average (mean) score.
	Show Score	The raw score to be standardized minus the mean of the population over the standard deviation of the population. The Score indicates how many standardized deviations above or below the mean the score is (i.e. a way of standardizing or normalizing the data).
Comment		A rich text field where you can include comments about the score to staff members. Any text included in the comments will only be accessible by editing the Document and not when a staff member fills out the Document.

Add a Score

1. In the Document, expand the Scores sidebar.

2. Click Add.

3. In the Score Name field, type a name for the score.

4. From the Class drop-down menu, select the appropriate score class.

5. From the Calculation drop-down menu, select how the score should be calculated. 6. If required, in the No Response Limit field, type the number of questions that can be left unanswered.

7. If required, in the Threshold field, type the threshold value.
8. If required, in the Mean field, type the mean value.

9. If required, in the Standard Deviation field, type the standard deviation value.

10. If required, select the Show Score option.

11. If required, in the Comment field, type a description for the score.
12. Click Save.

Add a Total Score Classification

Total Score classifications enable you to attach a rating or significance to a range of results. For example, you could say that a total score in the range of 10-20 is “moderate”. You can assign a name to your Total Score range (for example, Mild, Moderate, and Severe), an “Up To” limit (for example, 10, 20, 0, -10), and text that will accompany that result).

If you create a classification value of 10, the limit will initially show as “0 to 10.00” in the Total Score box. If you then create another classification value of 20, the limit will show as “Greater than 10.00 to 20.00”. If you then create a classification value of 0, the limit will show as “Equals to 0,” and your original “0 to 10.00” range will now show as “Greater than 0 to 10.00”.

1. Locate the Score that you want to add a classification to.

2. In the Component section, click the Classification tab.

3. In the Total Score section, click Add.

4. In the Name field, type a name for the classification.

5. In the Up To field, type the numerical value of the classification limit.

6. In the Comment field, type any text that will accompany the result.

7. Click Save.

Add a Change in Score Classification

The Change in Scores classification allows you to attach a rating to a range of score changes. For example, if a Document is filled out for a client multiple times, the client’s score will change over that time. Change in Score classifications allow you to attach significance to those changes; for example, a change of 0 to 5 might be moderate, a change of -10 to -5 might be severe, etc.

You can include a Change in Score classification for Outcomes Assessments and Surveys.

1. Locate the Score that you want to add a classification to.

2. In the Component section, click the Classification tab.

3. In the Change In Scores section, click Add.

4. In the Name field, type a name for the classification.

5. In the Up To field, type the numerical value of the classification limit.

6. In the Comment field, type any text that will accompany the result.

7. Click Save

Convert a question to a scored question

You can convert standard questions to scored questions after they have been created. The following types of questions can be converted to scored questions: Numbers, Dates, and Lists. If you are converting a question to a scored question, the question can no longer include the “Use Other” option and the question will now be “Required with n/a” by default. Converting a question to a scored question is an irreversible action.

Prerequisite: If you are converting a List-based question to a scored question, the List-based question must employ a scored list. For more information about ensuring your List-based question includes a scored list, see the Convert a list to a scored list topic.

1. Locate the question that you want to convert to a scored question.

2. To the right of the question, expand the Show Detail option.

3. Click Add Score.

4. Click the Convert Question option.

5. From the Score drop-down list, select which score the question should be added to.

6. If applicable, click the Reverse Scale option.

7. From the Weight Operator drop-down list, select which operator you’d like to use.

8. In the Weight Value field, type the weight value for the question.

9. Click Save.

Add an existing scored question to the score question list

You can add existing scored questions to the Score’s question list through one of two ways: from Question List within the score (best for adding multiple questions to list successively) or from the “Show Detail” option for the question.

Prerequisite: To add a question to the Question List of a score, the question must be a scored question type. You can convert existing standard questions to scored questions if needed.

Option 1: From the Question List

1. In the Document, expand the Scores sidebar.

2. In the Score Name list, click the name of the score whose Question List you want to edit.

3. Click the Questions tab.

4. In the Questions List section, click Add.

5. From the Question drop-down, select which question you want to add.

6. From the Weight Operator drop-down list, select which operator you’d like to use.

7. In the Weight Value field, type the weight value for the question.

8. Click Save.

Option 2: From “Show Detail”

1. Locate the question that you want add to a score.

2. To the right of the question, expand the Show Detail option.

3. Click Add Score.

4. From the Score drop-down list, select which Score the question should be added to.

5. If applicable, click the Reverse Scale option.

6. From the Weight Operator drop-down list, select which operator you’d like to use.

7. In the Weight Value field, type the weight value for the question.

8. Click Save.

Remove a question from the score question list

You can remove scored questions from the Score’s question list through one of two ways: from Question List within the score (best for removing questions from the list successively) or from the “Show Detail” option for the question.

Option 1: From the Question List

1. In the Document, expand the Scores sidebar.

2. In the Score Name list, click the name of the score whose Question List you want to edit.

3. Click the Questions tab.

4. In the Questions List, next to the name of the question, click the click the icon.

5. Click Okay.

6. Repeat steps 4-5 for each remaining question you want to delete.

Option 2: From “Show Detail”

1. Locate the question that you want remove from the Score’s question list.

2. To the right of the question, expand the Show Detail option.

3. Next to the name of the Score, click the click the minus (-) icon.

4. Click Okay

Add a sub-score to the sub-score list

1. In the Document, expand the Scores sidebar.

2. In the Score Name list, click the name of the summary score whose Sub-score List you want to edit.

3. Click the Sub-Scores tab.

4. In the Sub-score List, click Add.

5. Complete one of the following options:

   1. To add all scores to the Sub-Score list, click Select All.

   2. To add individual scores to the Sub-Score list, in the Score Name list, select the scores.

6. Click Save.

Update a score

1. In the Document, expand the Scores sidebar.

2. In the Score Name list, click the name of the score you want to edit.

3. Click Edit.

4. Make changes to the score as required.

5. Click Save.

Delete a question score

You cannot delete a question score that is associated with a question; you must remove all questions from the Question List before deleting the score. You also cannot delete a question score that has been used in a completed Document.

1. In the Document, expand the Scores sidebar.

2. Complete one of the following options:

   1. If there are no questions associated with the score, in the Score Name list, next to the score that you want to remove, click the minus (-) icon.

   2. If there are questions associated with the score, proceed to Step 3.

3. In the Score Name list, click the name of the score you want to delete.

4. In the Component section, click the Questions tab.

5. In the Questions List, next to the name of the question, click the click the minus (-) icon. Repeat for each remaining question.

6. Click Delete.

7. Click Okay.

Delete a summary score

You cannot delete a summary score that is associated with a sub-score; you must remove all sub-scores from the SubScores List before deleting the summary score. You also cannot delete a summary score that has been used in a completed Document.

1. In the Document, expand the Scores sidebar.

2. Complete one of the following options:

   1. If there are no sub-scores associated with the score, in the Score Name list, next to the summary score that you want to remove, click the minus (-) icon.

   2. If there are questions associated with the score, proceed to Step 3.

3. In the Score Name list, click the name of the score you want to delete.

4. In the Component section, click the Sub-Scores tab.

5. In the Sub-Scores List, next to the name of the score, click the click the minus (-) icon. Repeat for each remaining score.

6. Click Delete.

7. Click Okay.

Elements

Elements classes

Elements are the items that you use to populate your Document; they include sections, questions, groups, and composite questions.

Element	Description
Section	Sections are used as a mechanism for organizing similar questions together. For example, you may have several questions related to a client’s social history, their health history, and their current mental status that should be organized into individual sections. Sections can be added to the Main Body, a page, and other sections.
Questions	Questions make up the majority of your Document. They can be created to pull information from other areas of Penelope through data lists and data fields or they can server as a mechanism for collecting new information. Questions can be added to the Main Body, a page, sections, groups, and composite questions. For a full list of available question types, see the Question Types topic.
Group	Group questions are used to group a series of questions together in a table-style format. For example, you may have a series of mental health questions that you’d like a client to rate on a scale of 1-5. Group questions can be added to the Main Body, a page, and sections. You can include one or a mix of different question types. Group questions that are composed only of number-based questions will automatically total for you in a completed Document.
Composite question	Composite questions allow you to create a set of questions across the same horizontal line and allow the responder to answer the set of questions as many times as applicable. In a composite question, you create a key question (or first question) and the remaining question titles are shown as column headers. For example, you may have a series of questions related to goal planning for a client, and the client may have more than one goal to Document. A composite question will allow the client to respond to the questions as many times as need. Composite questions can be added to the Main Body, a page, and sections. You can include multiple question types (for example, text, drop-down, date, etc. questions).
Pages	Pages are used to separate your Document across multiple pages. Enabling pages means that users will be required to click “next” when filling out the Document to move on to the next page. This option is particularly useful for longer Documents as it allows the person completing the Document to save their work as they go automatically. Note: If you select the Use Pages option, you cannot deactivate it later

About floating elements

Floating an element allows you to position multiple sub-sections, groups, or composite questions next to each other in a Document. When you float an element, you can set the width (i.e. how much horizontal space you want the element to take up on the screen or page). In the example below, you can see two sub-sections that have been set to float at 50% width each

You are not technically limited to having two elements side-by-side on the page, though aesthetically, we recommend floating no more than three elements next to each other.

Reorder an element

1. In the element that you want to reorder, click Reorder.

2. In the Elements in Page list, complete the following actions as required.

a. To move an element up, next to the element, click the Up arrow.

b. To move an element down, next to the element, click the Down arrow.

3. Click Save.

Move an element

1. In the element that you want to move, click Move.

2. In the Move Into list, click the element you want to move the current element into.

3. Click Save.

Remove an element

1. Complete one of the following actions:

   1. To remove a Section, Group, or Composite question, next to the element, click Remove.

   2. To remove a question, click Show Detail > Remove.

2. Click Okay

Sections

Sections are used as a mechanism for organizing similar questions together. Sections can be added to the Main Body, a page, and other sections.

Section	Setting	Description
General	Name	The Name is the text that is displayed in the setup section of the Document to identify the question. The Name does not appear in the printed Document.
	Float Element	Floating an element allows you to position multiple sub-sections, groups, or composite questions next to each other in a Document.
Numbering	Number Section	If checked, the section title will be numbered
	Sub Element Format	You can choose to number any sub elements included in the section. The drop-down list includes formatting options. Customization options include: Tier Numbering: This option combines the main element and sub element numbers. For example, 1.1, 1.2, 2.1, etc. Continuous Numbering: This option will number questions in a continuous sequence regardless of whether the questions are included in the same or different sections.
Displayed Text	Title	The Title is the text that will appear in a printed Document. A title is not required.
	Style	The style drop-down allows you to specify unique formatting for the section. By default, the section will inherit the style selected for the main Document.
	Header	Any text that you include in the header field will appear before the questions that you add to the section.
	Footer	Any text that you include in the footer field will appear after the questions that you add to the section.

Add a section

Sections are used as a mechanism for organizing similar questions together. Sections can be added to the Main Body, a Page, and other sections.

1. In the Document, complete one of the following options:

   1. To add a section from the Main Body or a Page, click Add Element.

   2. To add a section within another section, click Add.

2. From the Class drop-down list, click Section.

3. In the Name field, type a name for the section.

4. To float the section, click Float Element. In the Width field, specify the percentage of horizontal space you want the section to occupy.

5. To number the section, in the Numbering section, click the Number Section option.

6. To specify the formatting of the section, in the Numbering section, expand the Sub Element Format drop-down list and select a format.

7. To include a displayed title for the section, in the Displayed Text section, in the Title field, type a title.

8. To specify the style of the section, complete one of the following options:

   1. To use the same style as the main Document, in the Style drop-down list, click Inherit.

   2. To use a different style than the main Document, in the Style drop-down list, select one of the other available styles.

9. If required, in the Header section, type the header text.

10. If required, in the Footer section, type the footer text.

11. Click Save.

After you finish: Add another section, add a group, add a composite question, or add a question.

Questions

Questions can be added to the Main Body, a page, sections, groups, and composite questions. If your Document includes scoring, you can optionally create new scored questions for Number, Date, and List questions.

Question types

The table below provides information about each of the available question types including formatting options and customization options available for the specific question type

New Question options

Response options

Depending on the question type that you select, you can customize the following response options:

Displayed text options

Depending on the question type that you are adding to your Document, you may be able to customize the following display options:

Scoring options

New questions

Add a new number question

Number questions are used for questions where the response is a numerical value; for example, a dollar value, weight, or the number of times a client has experienced an issue, etc. If your Document includes scoring, you can optionally create new scored Number question.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question or New Scored Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click Number.

3. From the Question Format drop-down list, select the desired number format.

4. To allow for decimals, in the Decimal Place field, specify how many decimal places to include.

5. To share the question for future use, click the Share Question option.

Step 3: Customize response information

1. From the Question Answer drop-down menu, select a response requirement.

2. If required, in the Default field, type a default response.

3. If required, in the Lower Limit field, specify the minimum numerical response value.

4. If required, in the Upper Limit field, specify the maximum numerical response value.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. To locate the response area next to the question, click the Inline Question option.

3. To include a text field for additional comments after the response, from the Comment Type drop-down list, select a comment type. If required, in the Comment Label field, type instruction text.

4. If required for a composite question, in the Abbreviation field, type an abbreviation.

5. If required, in the Help Text field, type an explanation for the question.

6. If you are creating a slider number question, in the Lower End Point Text and Upper End Point Text fields, optionally type text that appears at the upper end point of the slider.

Step 5: Customize score information (if applicable)

1. From the Score drop-down list, select which score you’d like to apply to the question.

2. From the Weight Operator drop-down list, select which operator you’d like to use.

3. In the Weight Value field, type the weight value for the question.

Step 6: Save the question.

1. Click Save.

Add a new Text Question

For questions where the response is a text-based answer.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click Text.

3. From the Question Format drop-down list, select the desired text format.

4. To share the question for future use, click the Share Question option.

Step 3: Customize response information

1. From the Question Answer drop-down menu, select a response requirement.

2. If required, in the Default field, specify a default response.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. To locate the response area next to the question, click the Inline Question option. Note: This option is not available for Rich Text questions.

3. If required for a composite question, in the Abbreviation field, type an abbreviation.

4. If required, in the Help Text field, type an explanation for the question.

Step 5: Save the question.

1. Click Save.

Add a new yes/no question

Yes/No questions are used for questions where the response is a yes or no. For example, if a client has experimented with drugs or alcohol issue in the past 6 months.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click Yes/No.

3. From the Question Format drop-down list, select the desired yes/no format.

4. To share the question for future use, click the Share Question option.

Step 3: Customize response information

1. From the Question Answer drop-down menu, select a response requirement.

2. If required, in the Default field, select a default option.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. To locate the response area next to the question, click the Inline Question option.

3. To include a text field for additional comments after the response, from the Comment Type drop-down list, select a comment type. If required, in the Comment Label field, type instruction text.

4. If required for a composite question, in the Abbreviation field, type an abbreviation.

5. If required, in the Help Text field, type an explanation for the question.

Step 5: Save the question.

1. Click Save.

Add a new date question

Date questions are used for questions where the response is a date. If your Document includes scoring, you can optionally create new scored Date question.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question or New Scored Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click Date.

3. From the Question Format drop-down list, select the desired date format.

4. To share the question for future use, click the Share Question option.

Step 3: Customize response information

1. From the Question Answer drop-down menu, select a response requirement.

2. If required, in the Default field, specify the default date.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. To locate the response area next to the question, click the Inline Question option.

3. To include a text field for additional comments after the response, from the Comment Type drop-down list, select a comment type. If required, in the Comment Label field, type instruction text.

4. If required for a composite question, in the Abbreviation field, type an abbreviation.

5. If required, in the Help Text field, type an explanation for the question.

Step 5: Customize score information (if applicable)

1. From the Score drop-down list, select which score you’d like to apply to the question.

2. From the Weight Operator drop-down list, select which operator you’d like to use.

3. In the Weight Value field, type the weight value for the question.

Step 6: Save the question.

1. Click Save.

Add a new list question

List questions are for questions where the response is selected from a pre-defined list of options. If your Document includes scoring, you can optionally create a new scored List question.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question or New Scored Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click List.

3. In the List Group section, complete one of the following options:

   1. To create a new list, click the New List option.

   2. To use an existing list that has been shared, click the Shared List option. From the Shared List Group drop-down list, select the desired list.

4. From the Question Format drop-down list, select the desired list format.

5. To include the term “Other” as an optional value in the list, click the Use Other option.

6. To share the question for future use, click the Share Question option.

Step 3: Customize response information

1. From the Question Answer drop-down menu, select a response requirement.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. To locate the response area next to the question, click the Inline Question option.

3. To include a text field for additional comments after the response, from the Comment Type drop-down list, select a comment type. If required, in the Comment Label field, type instruction text.

4. If required for a composite question, in the Abbreviation field, type an abbreviation.

5. If required, in the Help Text field, type an explanation for the question.

Step 5: Customize score information (if applicable)

1. From the Score drop-down list, select which score you’d like to apply to the question.

2. If applicable, to reverse the normal scoring scale for the question, select the Reverse Scale option.

3. From the Weight Operator drop-down list, select which operator you’d like to use.

4. In the Weight Value field, type the weight value for the question.

Step 6: Save the question.

1. 1. Click Save.

After you finish: If you elected to include a New List, you will need to create the list.

Add a new User Question

User questions are used for questions where the response is a worker’s name.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click User.

3. To share the question for future use, click the Share Question option.

Step 3: Customize response information

1. From the Question Answer drop-down menu, select a response requirement.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. To locate the response area next to the question, click the Inline Question option.

3. To include a text field for additional comments after the response, from the Comment Type drop-down list, select a comment type. If required, in the Comment Label field, type instruction text.

4. If required for a composite question, in the Abbreviation field, type an abbreviation.

5. If required, in the Help Text field, type an explanation for the question.

Step 5: Save the question.

1. Click Save.

Add a new Service question

Service questions are used for questions where the response is one or more services (Case Services, Informal Services, and Anonymous Services) provided by your agency.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click Service.

3. From the Question Format drop-down list, select the desired Service list format.

4. To share the question for future use, click the Share Question option.

Step 3: Customize response information

1. From the Question Answer drop-down menu, select a response requirement.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. To locate the response area next to the question, click the Inline Question option.

3. To include a text field for additional comments after the response, from the Comment Type drop-down list, select a comment type. If required, in the Comment Label field, type instruction text.

4. If required for a composite question, in the Abbreviation field, type an abbreviation.

5. If required, in the Help Text field, type an explanation for the question.

Step 5: Save the question.

1. Click Save.

Add a new Case Service question

Case Service questions are used for questions where the response is one or more Case Services provided by your agency. For example, if you want to specify the Case Service that you recommend for the client as a result of completing a supplemental Intake Document.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click Case Service.

3. From the Question Format drop-down list, select the desired Case Service list format.

4. To share the question for future use, click the Share Question option.

Step 3: Customize response information

1. 1. From the Question Answer drop-down menu, select a response requirement.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. To locate the response area next to the question, click the Inline Question option.

3. To include a text field for additional comments after the response, from the Comment Type drop-down list, select a comment type. If required, in the Comment Label field, type instruction text.

4. If required for a composite question, in the Abbreviation field, type an abbreviation.

5. If required, in the Help Text field, type an explanation for the question.

Step 5: Save the question.

1. Click Save.

Add a new comment question

Comment questions are used to create a comment between questions.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question.

Step 2: Customize new question information

1. In the Name field, type the comment.

2. From the Question Type drop-down list, click Comment.

3. To share the question for future use, click the Share Question option.

Step 3: Save the question.

1. Click Save.

Add a new Data Field question

Data field questions are used for questions where you want to populate the response automatically based on single-field data that is already captured elsewhere in Penelope. For example, if you record a client’s ethnicity on their Individual Profile, you can automatically populate the response with that data.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click Data Field.

3. To share the question for future use, click the Share Question option.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. To locate the response area next to the question, click the Inline Question option.

3. If required, in the Help Text field, type an explanation for the question.

4. From the Data drop-down list, select the data source.

5. From the Data Field drop-down list, select the specific data field you want to reference.

Step 5: Save the question.

1. Click Save.

Add a new Data List question

Data list questions are used for questions where you want to populate the response automatically based on list-based data that is already captured elsewhere in Penelope; for example, a list of Collateral Contacts.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click Data List.

3. To share the question for future use, click the Share Question option.

Step 3: Customize response information

1. From the Question Answer drop-down menu, select a response requirement.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. If required, in the Help Text field, type an explanation for the question.

3. From the Data drop-down list, select the data source.

4. From the Data List drop-down list, select the specific data list you want to reference.

Step 5: Save the question.

1. Click Save.

Add a new site question

Site questions are used for questions where the response is one of the sites of operation at your agency.

Step 1: Create the question

1. Complete one of the following options:

   1. To add a question from the Main Body or a Page, click Add Element.

   2. To add a question within another element, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click New Question.

Step 2: Customize new question information

1. In the Name field, type the question.

2. From the Question Type drop-down list, click Site.

3. From the Question Format drop-down list, select the desired Site list format.

4. To share the question for future use, click the Share Question option.

Step 3: Customize response information

1. From the Question Answer drop-down menu, select a response requirement.

Step 4: Customize displayed text information

1. To apply numbering to the question, click the Number Question option.

2. To locate the response area next to the question, click the Inline Question option.

3. To include a text field for additional comments after the response, from the Comment Type drop-down list, select a comment type. If required, in the Comment Label field, type instruction text.

4. If required for a composite question, in the Abbreviation field, type an abbreviation.

5. If required, in the Help Text field, type an explanation for the question.

Step 5: Save the question.

1. Click Save.

Shared questions

Share a question

You can share questions that you create to use in other Documents. If you share a question, it will appear the same for every Document that you use it in. Further, if you make a change to the question, the change will affect all Documents that use the question. When you create a new question, you have the option to share the question for future use. You can also choose to share a question after it has been created.

1. Locate the question that you want to share.

2. Click the question name.

3. Click the Share Question option.

4. Click Save.

Add a shared question

You can add shared questions to your Document. Questions can be added to the Main Body, a page, sections, groups, and composite questions.

1. Complete one of the following options:

   1. To add a section from the Main Body or a Page, click Add Element.

   2. To add a section within another section, click Add.

2. From the Class drop-down list, click Question.

3. In the Add section, click Shared Question.

4. In the Question field, type the name of the question you want to use. Note: the name of the question corresponds exactly with the value typed in the Name field.

5. Complete one of the following options:

   1. To select the question from the suggested lookup list, click the question.

   2. To view the full list of shared questions, click Show All then select the question.

6. Click Save.

Lists

Create a new list

Step 1: Edit the list settings

1. Next to your list question name, click New List.

2. In the New List page, click Edit.

3. In the Name field, type a name for the list. Note: If you are going to share the list for future use, we recommend including an easily identifiable name for the list.

4. To share the list, click the Share List option.

5. To determine the sorting of the list, in the Sort List By section, select a sorting method.

6. In the Number of Columns field, specify how many columns you’d like to appear.

7. If required, click the Score List option.

8. Click Save.

Step 2: Create the list values

1. In the Active Values section, click Add.

2. In the Name field, type the value.

3. To set the value as the default response, click Make Default.

4. Click Save.

5. Repeat steps 1-4 as required.

Share a list

You can share lists that you create for use in other Documents. If you share a list, it will appear the same for every Document that you use it in. Further, if you make a change to the list, the change will affect all Documents that use the question.

Sharing lists is particularly useful for group questions that require you to answer several questions from the same list of values; for example, if you have 10 questions that require responses on a scale like: very likely, likely, somewhat likely, unlikely, very unlikely. This scenario requires that you create the list once for the first question and then use a shared list for all remaining questions.

1. Click the list.

2. In the Question List Group page, click Edit.

3. In the Name field, type a name for the list.

4. Click the Share List option.

5. Click Save.

Convert a list to a scored list

You can convert lists to scored lists after they have been created. Converting a list to a scored list is an irreversible action.

1. Locate the list that you want to edit.

2. Click the list name.

3. Click Edit.

4. Click the Score List option.

5. Click Save.

Conditions

About conditions

There are two types of conditions available: Standard Conditions and Flagged Conditions. Standard conditions enable you to affect other elements in the Document based on how a question is answered; you can hide, show, collapse, expand, grey-out, or disable greyed-out for other questions, entire sections, groups, or composite questions.

Flagged conditions enable you to prompt users to do something after a Document is completed. You can also create Document-based Action Triggers based on flagged questions to initiate additional processes. Conditions can include one or more criteria, and you can choose to apply the condition when any criteria are met or when all criteria are met. The criteria itself can be no response (i.e. when the question is not answered) or a specific response which requires that you set the specified response. After configuring the condition, you can set up the applicable elements.

Add a standard condition

Standard conditions enable you to affect other elements in the Document based on how a question is answered; you can hide, show, collapse, expand, grey-out, or disable greyed-out for other questions, entire sections, groups, or composite questions.

Step 1: Create the condition

1. Locate the question that you want to add a condition to.

2. Next to the question, click Show Detail.

3. Click Add Condition.

4. In the Name field, type a name for the condition.

5. In the Rule section, select a criteria option.

6. In the Criterion section, in the Answer section, select a response type.

7. If you selected the Specific response option, complete the following actions:

   1. From the Operator drop-down list, select an operator.

   2. From the Response drop-down list, select a response.

8. Click Save.

Step 2: If necessary, create additional criteria

1. In the Criteria section, click Add.

2. In the Criterion section, in the Answer section, select a response type.

3. If you selected the Specific response option, complete the following actions:

   1. From the Operator drop-down list, select an operator.

   2. From the Response drop-down list, select a response.

4. Click Save.

5. Repeat steps 1-4 as necessary.

Step 3: Select applied elements

1. In the Applied Elements section, click Add.

2. In the Action section, select the type of action to take.

3. In the Apply on section, select which element you want to affect.

4. Click Save.

5. Repeat steps 1-4 as necessary.

Add a flagged condition

Flagged conditions enable you to prompt users to do something after a Document is completed. You can also create Document-based Action Triggers based on flagged questions to initiate additional processes.

Step 1: Create the condition

1. Locate the question that you want to add a condition to.

2. Next to the question, click Show Detail.

3. Click Add Condition.

4. In the Name field, type a name for the condition.

5. Click the Flag option.

6. In the Rule section, select a criteria option.
   If you have chosen to flag the condition, in the Flag Condition section, complete the following options:

   1. In the Note field, type the flag note.

   2. In the When evaluated to true section, select a flag option.

7. In the Criterion section, in the Answer section, select a response type.

8. If you selected the Specific response option, complete the following actions:

   1. From the Operator drop-down list, select an operator.

   2. From the Response drop-down list, select a response.

9. Click Save.

Step 2: If necessary, create additional criteria

1. In the Criteria section, click Add.

2. In the Criterion section, in the Answer section, select a response type.

3. If you selected the Specific response option, complete the following actions:

   1. From the Operator drop-down list, select an operator.

   2. From the Response drop-down list, select a response.

4. Click Save.

5. Repeat steps 1-4 as necessary.

Remove a condition

1. Locate the question whose condition you want to remove.

2. To the right of the question, expand the Show Detail option.

3. Next to the name of the condition, click the click the minus (-) icon.

4. Click Okay.

Remove a condition’s criterion or applied element

1. Locate the question whose condition criterion or applied element you want to remove.

2. To the right of the question, expand the Show Detail option.

3. Click the name of the condition.

4. In the Criteria or Applied Element section, next to the name of the criterion or applied element, click the click the minus (-) icon.

5. Click Okay.

Groups

Group questions are used to group a series of questions together in a table-style format. Group questions can be added to the Main Body, a page, and sections.

Add a group

Group questions are used to group a series of questions together in a table-style format. Groups can be added to the Main Body, a Page, and sections.

1. In the Document, complete one of the following options:

   1. To add a section from the Main Body or a Page, click Add Element.

   2. To add a section within another section, click Add.

2. From the Class drop-down list, click Group.

3. In the Name field, type a name for the group.

4. To float the group, click Float Element. In the Width field, specify the percentage of horizontal space you want the group to occupy.

5. If applicable, in the Group Option section, click the Display Radio option. Note: This functionality is only available for Yes/No and List question types.

6. If applicable, in the Group Option section, click Show Totals.

7. To number the group, in the Numbering section, click the Number Group option.

8. To specify the formatting of the group, in the Numbering section, expand the Sub Element Format drop-down list. Select a format.

9. To include a displayed title for the section, in the Displayed Text section, in the Title field, type the group title.

10. To specify the style of the group, complete one of the following options:

    1. To use the same style as the main Document, in the Style drop-down list, click Inherit.

    2. To use a different style than the main Document, in the Style drop-down list, select one of the other available styles.

11. If required, in the Header section, type the header text.

12. If required, in the Footer section, type the footer text.

13. Click Save.

    After you finish: Add a question.

Pages

Page options

Add a page

Pages are used to separate your Document across multiple pages. Enabling pages means that users will be required to click “next” when filling out the Document to move on to the next page.

Prerequisite: To add a new page to your Document, the Pages feature must be enabled. If pages are not currently enabled for your Document, see the Update your Document to include Pages topic for more information.

1. In the Document, in the Main Body, click Add Page.

2. In the Name field, type a name for the page.

3. To include a displayed title for the page, in the Displayed Text section, in the Title field, type a title.

4. To specify the style of the page, complete one of the following options:

   1. To use the same style as the main Document, in the Style drop-down list, click Inherit.

   2. To use a different style than the main Document, in the Style drop-down list, select one of the other available styles.

5. If required, in the Header section, type the header text.

6. If required, in the Footer section, type the footer text.

7. Click Save.

After you finish: Add a section, add a group, add a composite question, or add a question.

Composite questions

Composite questions allow you create a set of questions across the same horizontal line and allow the responder to answer the set of questions as many times as applicable. Composite questions can be added to the Main Body, a page, and sections.

Composite question options

Add a composite question

Composite questions allow you create a set of questions across the same horizontal line and allow the responder to answer the set of questions as many times as applicable. Composite questions can be added to the Main Body, a page, and sections.

1. In the Document, complete one of the following options:

   1. To add a section from the Main Body or a Page, click Add Element.

   2. To add a section within another section, click Add.

2. From the Class drop-down list, click Composite Question.

3. In the Name field, type a name for the section.

4. To float the section, click Float Element. In the Width field, specify the percentage of horizontal space you want the section to occupy.

5. If applicable, in the Composite Question Option section, click Show Totals.

6. If applicable, in the Composite Question Option section, click Use Abbreviation.

7. To number the composite question, in the Numbering section, click the Number Section option.

8. To include a displayed title for the composite question, in the Displayed Text section, in the Title field, type a title.

9. To specify the style of the composite question, complete one of the following options:

   1. To use the same style as the main Document, in the Style drop-down list, click Inherit.

   2. To use a different style than the main Document, in the Style drop-down list, select one of the other available styles.

10. If required, in the Header section, type the header text.

11. If required, in the Footer section, type the footer text.

12. Click Save.

After you finish: Add a key question.

Add a key question

A key question is the first question that a responder answers as part of a composite question. Answers for key questions are required. The following types of questions can be used as key questions: Number, Text, Yes/No, Date, List, User, Service, Case Service, and Site.

1. In the Composite Question section, click Add Key Question.

2. In the Add section, complete one of the following options:

   1. To add a new question as the key question, click New Question. Continue on to Step 3.

   2. To add a previously shared question as the key question, click Shared Question. In the Question field, type the name of the question that you want to add and select. Click Save.

3. In the New Question section, in the Name field, type the name of the question.

4. In the Question Type drop-down list, select the question type.

5. Complete the remaining fields as required. For more information about creating questions, see the New questions topic.

6. Click Save.

After you finish: Add a question or add a shared question to your composite question.

Signatures

About signatures

The Signatures feature enables you to capture electronic signatures on completed Documents and to automatically create signature lines for printed Documents. Signatures can be added to all Document types (i.e. Forms, Surveys, Outcomes Assessments and Letters), and you can include as many signatures in a Document as you’d like.

You can also choose to include optional header and/or footer text. You can use the Signatures feature to capture the signature of a staff member, a client, an associate, etc. For more information about the types of signatures available, see the Signature Types topic.

Signature types

Add a signature to a Document

1. In the Revision section, click the Signature tab.

2. In the Signatures List section, click Add.

3. From the Type drop-down, select the type of signature you want to add.

4. In the Text field, type a label for the signature.

5. Select the required Name Format (e.g. Last Name, First Name or First Name, Last Name).

6. To set the location of the signatures, in the Location section, customize the following options:

   1. In the Row number field, set which row number you’d like the signature to appear on.

   2. Select a Position.

7. Click Save.

Remove a signature from a Document

1. In the Revision section, click the Signature tab.

2. In the Signatures List section, next to the signature that you want to remove, click the minus (-) icon.

Add header text before your Document signatures

1. In the Revision section, click the Signature tab.

2. In the Header section, click Edit.

3. In the Title field, type a title for the signature header.

4. In the rich text field, type the header text.

5. Click Save.

Add footer text after your Document signature

1. In the Revision section, click the Signature tab.

2. In the Footer section, click Edit.

3. In the Title field, type a title for the signature footer.

4. In the rich text field, type the footer text.

5. Click Save.

Layouts

About letter layouts

When creating your letter, you can include data fields and data lists to pre-populate the letter with data from the client’s file. You can also include a series of questions that you respond to in order to populate the variable components of the letter. Finally, you can customize the formatting and layout of the letter.

You can populate the content of the letter with fixed paragraphs of text as well as auto-populate client-specific information from the questions that you set up. Client-specific information can be added to the body of the letter by including a series of formatted tags; for example, you can include Document, Agency, Agency Address, Question, and Signature tags.

For example, if you want to include your Agency Logo in the top left-hand corner of the letter, you would copy and paste the [~AgencyLogo~] tag into the top left of the layout editor. To auto-populate client information from the questions that you set up previously, you would copy and paste the relevant [~QuestionX~] tag into the body of the letter.

For example, if the first question in the Main Body of the letter is a data field question for Client Name (meaning you will be pulling that data directly from the client’s file), you would copy and paste “Dear [~Question1~]” in your letter layout. When printing the completed letter for any client, the Document will then automatically insert their name here.

Layout tag types

Tag type Description

Sub-Documents

About sub-Documents

The sub-Documents feature enables you to add an existing finalized Document from your database into the Document that you’re creating. Using sub-Documents allows users to fill both Documents out at the same time if needed. You can choose to make the sub-Document required or optional.

Add a sub-Document

1. In your Document, in the Main Body section, click Add Sub Document.

2. From the Sub Document drop-down list, select a Document.

3. To make the completion of the sub-Document required, click the Required option.

4. Click Save.

Once you have added the sub-Document, a Converted Body section will be available. You can edit whether the sub-Document is required or not or remove it entirely from the Document from the Converted Body section.

Stages

About stages

The Stages feature enables you to set Initial, Progress, and Close stages for Documents that may need to be filled out at various points of service for clients. Outcomes Assessments and Surveys automatically include Stages, but you can choose to include Stages for Forms. Documents that make use of Stages can only include one Initial and Close stage respectively. Outcomes Assessments and Forms can include multiple Progress stages.

Stage rules

Stage Rules can be set for the Initial, Progress, and Close stages such that certain questions or groups of questions can be shown or hidden depending on when the Document is being filled out.

Add a stage rule

1. In the Document, in the Revision section, click the Stage Rules tab.

2. In the stage you want to apply the stage rule to, click Add.

3. From the Rule drop-down list, select a rule option.

4. In the Apply on section, select the element the rule should be applied to.

5. Click Save.

Turn on the stages feature for a form Document

1. In the Document, click Use Stage.

2. From the Stage drop-down list, select the stage that you want to add.

3. In the Name field, type a name for the stage.

4. Click Save.

5. Repeat steps 2-4 as required.

Add a stage to a Document

Documents can include only one Initial and Close stage respectively. Outcomes Assessments and Forms can include multiple Progress stages.

1. In the Document, in the Stage List section, click Add.

2. From the Stage drop-down list, select a stage.

3. In the Name field, type a name for the stage.

4. Click Save.

Remove a stage from a Document

1. In the Document, in the Stage List section, locate the stage that you want to remove.

2. Next to the stage that you want to remove, click the minus (-) icon.

Change the name of a stage

1. In the Document, in the Stages List section, click the name of the stage you want to change.

2. In the Name field, type a new name.

3. Click Save.

Creating client-facing Documents

About client facing Documents

When Engage or ClientConnect are enabled, Client Workflows can be initiated allowing clients to complete Documents outside of Penelope. Client Workflows can be two types: New Document and Checklist tasks. You can send either one or many Documents to a client.

To make a Document available to be sent to a client through a New Document or Checklist workflow, the Document must be flagged as client facing. You should also follow the considerations outlined in the Best practices for client facing Documents topic. Documents that are used in Client Workflows can be assigned to the following levels in Penelope: Individual, Case, Service File, and Service Event.

Best practices for client facing Documents

The following items are best practices and general considerations when developing Documents for clients.

Previewing Documents

About previewing Documents

You can preview your Document throughout the creation process to review its layout and functionality. In preview mode, the functionality of the Document will operate normally, and you can fill out your Document exactly as a user would. For example, required questions will apply in the preview just as they would in production.

You can preview your Document as many times as you like. Each instance of the Document preview will appear in the Previews sidebar until the Document has been finalized (at which time all previews will be automatically erased). The preview functionality remains available until the Document is finalized.

Preview a Document

1. In the Document, expand the Previews sidebar.

2. Click Add.

3. In the For Individual field, type the name of a client or test client. A preview of the Document will appear.

Preview a client facing Document

1. In the Document, expand the Previews sidebar.

2. Click Client Facing Preview.

3. In the Client Preview window, click the link to view the Document. A preview of the Document will appear.

Creating Action Triggers for Documents

About action triggers for Documents

There is set of Action Triggers specific to Documents that are available to those workers who have access to the Document List. These Action Triggers operate in the same manner as the standard set of Action Triggers in that they enable you to send automated messages to your staff members in Penelope based on a set of parameters that you define.

The key differences include where the Action Triggers are set up (on the user side in the Setup Sidebar in the Document List), and the Action Triggers are set up on a Document-by-Document basis. This type of set up allows you to customize the Action Triggers to the specific Document (for example, you can flag specific questions in a Document or monitor the change in score).

Set up an action trigger for Documents

When setting up an Action Trigger for Documents, you can customize the Rule Category, defining parameters, the type of action, and who receives the action.

Step 1: Create the Action Trigger

Complete this setup to configure which Rule Category and Action Trigger you’d like to enable as well as the Rule Name and Defining Parameters as applicable. Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

1. Expand the Setup sidebar.

2. Click Document List.

3. In the Results list, under Title, click the name of the Document that you want to add an Action Trigger to.

4. In the Revision section, click Action Trigger.

5. Click Add.

6. In the Action Trigger drop-down list, select an Action Trigger.

7. In the Rule Name field, type a name for the Action Trigger.

8. If required, in the Defining Parameters section, specify any additional parameters for the Action Trigger.

9. Click Save.

Step 2: Configure What Action to Take You can determine what type of message should be sent to staff: an alert, a notification, or a workflow task.

1. In the What Action to Take section, click Edit.

2. In the Action Type section, select which type of action you want to send (Alert, Notification, or Workflow).

3. In the Title field, type a name for the Action Trigger.

4. In the Priority drop-down list, select a priority.

5. In the Attach Action To section, select which layer the Action Trigger is attached to.

6. Complete one of the following options:

   1. If you selected Alert or Notification in Step 2, proceed to step 7.

   2. If you selected Workflow in Step 2, complete the remaining fields.

      1. In the Workflow Type drop-down list, select which type of workflow task to create.

      2. In the Assigned To drop-down list, select who the task should be assigned to.

      3. In the Due field, type the number of days in which the task is due.

7. If required, in the rich text field, type any additional information that you want to include in the message.

8. Click Save.

Step 3: Configure Who Receives the Action

You can determine who receives the message. Depending on which Action Trigger you are configuring, you will have the option of sending the action to a worker category, a specific worker, the reports of a specific worker, etc.

1. In the Who Receives the Action section, click Edit.

2. If applicable, in the Worker Category drop-down list, select a worker category.

3. If applicable, in the Other section, specify individual workers who should receive the message.

4. Click Save.

Step 4: Enable the Action Trigger

1. Click Enable.

Disable a Document action trigger

Disabling an Action Trigger stops the Action Trigger from sending the associated message to workers. The Action Trigger will still appear in the Action Triggers list as “Inactive”.

Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

1. Expand the Setup sidebar.

2. Click Document List.

3. In the Results list, under Title, click the name of the Document whose Action Trigger you want to disable.

4. In the Revision section, click Action Trigger.

5. In the Results section, under Rule Name, click the Action Trigger that you want to disable.

6. Click Disable.

Delete a Document action trigger

Deleting an Action Trigger stops the Action Trigger from sending messages to workers based on the defined criteria and removes it from the Action Triggers list.

Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

1. Expand the Setup sidebar.

2. Click Document List.

3. In the Results list, under Title, click the name of the Document whose Action Trigger you want to delete.

4. In the Revision section, click Action Trigger.

5. In the Results section, under Rule Name, click the Action Trigger that you want to delete.

6. Click Delete.

7. Click okay.

Update a Document action trigger

Prior to making changes to an Action Trigger that is currently in use, you must disable the Action Trigger temporarily. You can edit the Rule Name, Defining Parameters, Criteria, and Action settings of the Action Trigger.

Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

1. Expand the Setup sidebar.

2. Click Document List.

3. In the Results list, under Title, click the name of the Document whose Action Trigger you want to edit.

4. In the Revision section, click Action Trigger.

5. In the Results section, under Rule Name, click the Action Trigger that you want to edit.

6. Click Disable.

7. Make the desired changes to the Rule, Criteria, and Action.

8. Click Enable.

Create a new action trigger for Documents based on an existing action trigger

Creating a new Action Trigger based on an existing Action trigger takes a copy of the current Action Trigger and allows you to make modifications. This feature is particularly useful for when you want to set up a similar trigger (i.e. with the same Rule Category and Action Trigger type) but make modifications to the name, defining parameters, criteria, and action.

Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

1. Expand the Setup sidebar.

2. Click Document List.

3. In the Results list, under Title, click the name of the Document whose Action Trigger you want to copy.

4. In the Revision section, click Action Trigger.

5. In the Results section, under Rule Name, click the Action Trigger that you want to copy.

6. Click Copy Action Trigger.

7. In the New Rule Name field, type a name for the Action Trigger.

8. Click Save.

9. Make the desired changes to the Rule, Criteria, and Action.

10. Click Enable.

Finalizing Documents

About finalizing a Document and revisions

When you have finished making changes to your draft Document, you can finalize the Document to make it available to users to complete. Each time you finalize a Document, you create a new Revision. Once a Document has been finalized, the components of the revision that you can modify are limited. Some modifications require that you create a new Document revision while some modifications require that you create an entirely new Document.

Finalize a Document

1. In the Document, click the Component tab.

2. Click Finalize.

View the revision history of a Document

You can view the Revision History of your Document to see how often the Document template has been changed.

1. Locate the Document.

2. In the Revision section, click Show Revision History. Each revision is listed including the date of last modification and status.

Create a new revision

The New Revision feature enables you to create ongoing revisions of a single occurrence of a completed Document. A revision does not create a copy but allows you to revise an existing Document without creating another occurrence as well as retaining the history of each time the Document was revised.

Note: Adding a revision to a Document automatically locks the previous revision but not the Document itself. The Document is not locked and can still be edited or revised, but the previous revision is locked.

1. Locate the Document.

2. In the Revision section, click Show Revision History.

3. Click Add.

4. Click Okay.

5. Modify the Document as required

Updating documents

Change who a Document is completed for

1. In the Document, in the Revision section, click the Component tab.

2. Click Edit.

3. From the Completed for drop-down list, select a new option.

4. Click Save.

Update your Document to include pages

Enabling the Pages feature for your Document is an irreversible action for the current and future revisions.

1. In the Document, in the Revision section, click the Component tab.

2. Click Edit.

3. Select the Use Pages option.

4. Click Save.

Make an inactive Document active

1. In the Document, click Edit.

2. Click the Status option.

3. Click Save.

Make an active Document inactive

1. In the Document, click Edit.

2. Clear the Status option.

3. Click Save.

Update the short title of a Document

1. In the Document, click Edit.

2. In the Short Title section, type a new short title

3. Click Save.

Update the title of a Document

1. In the Document, click Edit.

2. In the Title section, type a new title

3. Click Save.

Adding a Page Break Section to a Document

As of Penelope version 4.15.1.0 it is possible to add a page break to a Document for printing purposes.

This function allows you to tell Penelope where you would like a page break in a Document to appear. Previously, you either had to guess by using carriage returns (e.g. hitting the enter key) or by allowing the page to print onto the next page by break the text at the end of the page.

For more information about adding a Page Break Section click here.