NOTE: These instructions are for Site Owners/Admins and KU staff only. Individuals assigned to Contributors/Members groups will not see the Administration options mentioned below.
Correct customization of the CCB form is crucial, as it constitutes the main tool for documenting in the CCB. Our staff will work with you to create your CCB Accomplishment form(s). As a Site Admin you have the ability to manage your forms if you want, but if you need technical assistance please contact us at firstname.lastname@example.org, or by calling 785-864-0533.
The aim of customizing your CCB form is to collect data in the clearest, easiest, and most specific way possible. Form customization allows Site Admins to choose or create questions that will be displayed in the Enter Data area of the CCB. Each entry is referred to as an “Accomplishment.” It’s helpful to create an outline of the questions and response choices you want in your CCB before you begin modifying fields in the CCB itself. (KU staff can assist you with this task.) Think about what your initiative needs to track, and consider how you want the user to answer each question. For example, you might want to control how a user answers a given question by making it multiple choice (multiselect), which allows you to define the choices, or you might consider asking a question where the user needs more freedom to respond, and thus you would use a text line or text box to capture the response, whatever it may be.
Before you start
Contact a member of our KU staff to provide an Excel document containing the typical form template. Four tabs provide information necessary to set up your form correctly along with helpful definitions for coding each Accomplishment entry. There are quite a few choices to make for each question, things like whether the field/question is required or not, if you want to use it to create filters or graphs, what “type” of field it should be: Date, Yes/No, Dropdown (single-select), Multiselect, Numerical, Custom List, Text Line, Text Box, etc. It also describes the trio of questions required to set up Intensity Scoring for each entry and to let us know if you’ll be doing Secondary Scoring, whether or not you want Scoring Flags visible, plus adding Participants Description data to your entries. This Excel document gives you the opportunity to think through all specific questions and answers in one place. Whether you set up the form yourself or we do it for you, it is helpful to have this Excel template completed and up-to-date before the CCB form is created. The more you plan ahead before you start collecting data, the better off you’ll be in the end.
Creating a New CCB Form
- To create a new CCB form, or to manage an existing one, click on Administration and then Accomplishment Forms in the left navigation bar.
- The Accomplishment Forms section allows you to create, edit, delete, download, or import an Accomplishment form.
- New - create a new form.
- Edit - click once on the form, then click Edit to open it and make changes.
- Delete - this will delete the entire form you have selected.
- Download is one of the most useful resources inside of the Manage Forms section. It will save the form you built in a text file (.txt), with all Fields, Sections, Triggers, and Help configurations preserved. It is especially helpful when you want to develop a master form template to be used across several CCB subsites. Just click on Download when you are finished building your form to export the template (.txt). Save it to your computer, and you will be able to upload it to other CCB sites with the Import button.
- Import - allows you to import a CCB form (.txt file) you have downloaded.
- Click New to create the form and set some general preferences.
- Form Name - Name the form, e.g., Douglas County Coalition CCB.
- Accomplishment Flag Enabled - Flags are associated with Secondary Scoring. If you're using Secondary Scoring, enable the Accomplishment Flag if you want flags to appear on the Accomplishments listing page (View Data). The first column on the listing will show either a green, yellow, or red flag, based on the level of agreement for the code selection between the initial observer and the secondary scorer. See more on Secondary Scoring.
- Secondary Scoring Enabled - Enable this if Secondary Scoring is to be performed on this form.
- Participant Description Enabled - Enable this feature if you are collecting participants' data (e.g., the number of people attending an event broken down by age, race, gender, geographic location, etc.). See more on Participants Description.
- Default Form View – This field shows a red asterisk, which means it's required, but the system will assign the Default View of this new form for you. If you want to change the view after you have created at least one custom Saved View, you can do that here.
- Click Save if you want to save the form.
- Click Cancel if you don't want to save the form.
- Click once to select your form on the Accomplishments Forms page, and click Edit to begin developing your form. You will now see three expandable bars named Fields, Sections and Triggers added to your screen. Click on a bar to expand it and view information associated with that bar.
- Sections are important for two reasons:
- Sections determine the display order for a group of questions.
- Sections are used for Triggers. See Creating Triggers for more details.
With the exception of a few system questions at the beginning of the form, each field/question you create is assigned to a Section and given a weighted order (number) within that Section. That's why you should create Sections before you create Fields (questions).
Some things to remember about Section ordering:
- Weighted numbers for Sections (and Fields) override alphabetical sorting order.
- It's a good preemptive practice to start numbering Sections at 10 and add others in increments of ten to leave room for potential future sections.
- Example: If you have your initial Sections weighted 10, 20, 30, 40, etc., then you find you need to insert a new section with more questions to be triggered after the one weighted "20," you can do so very easily by giving the new Section a weight of "22" or perhaps "25," etc. You have room to add more Sections without having to renumber all Sections that come after 20 to allow for the insertion of your new Section.
Sections and Triggers
- The Trigger system relies on Sections. A Trigger causes additional Sections of questions to display when a specific response to a prior question is made.
- Example: You create a Field called "Do you like ice cream?" If you answer Yes, a Trigger displays a related Section with more questions like "What is your favorite flavor?" and "What is your favorite brand?" If you select No as the response, you would not see those questions.
- NOTE: Triggers point to Sections, not individual Fields (questions) themselves.
- Every Field is housed in a Section. Navigate to the Sections bar and click on it to expand it.
- Click Add.
- Enter Section Name.
- Section Names should be descriptive and concise. Most of the time, they will not be visible on the front end of the form where users enter data.
- Best practices for naming Sections:
- Many Sections are created based on the user's response to the Code question. If the Fields in your Section should only be visible for certain Codes, they should be named accordingly.
- Example 1: "CC, CA, and SP" as a Section Name indicates the Fields within that Section are only Triggered if the user selects one or more of those Codes (CC, CA, or SP).
- Example 2: You might have multiple Sections triggered by the Code responses CC, CA, or SP. This happens when an additional set of questions is Triggered between two related questions on the form. If your third question in the "CC, CA, and SP" section has an answer of "XXXXX," which Triggers questions related to it, your Section-naming convention should look something like this:
- "CC, CA, and SP - 1"
- "(Abbreviated Name of Question 3): XXXXX"
- "CC, CA, and SP - 2"
- This will help you tell at a glance what's happening, without having to look at all of the Fields, Sections, and Triggers to determine which response is triggering an additional Section. You can tell by looking at this example above that in the middle of the "CC, CA, and SP" -related questions, a response of "XXXXX" to the third question has Triggered more related questions, and it is then followed by questions related (again) to "CC, CA, and SP," this time noted with the number 2 after it to define and separate the two "CC, CA, and SP" sections.
- Move the toggle to the right if you want the Section Name Displayed. This will display the Section header when a users creates a new entry. It will require you to use a more "presentable" naming convention than the one described above, since users will see it on the form. Here is an example of a "CODE the Activity" section header.
- What you enter when setting up the form:
- What displays in a new accomplishment:
- Enter the Display #, which is the numerical "weight" for the Section. When you assign display numbers to your Sections, you should start at 10 and add others in increments of tens to leave room for potential future Sections in between.