Custom Forms Setup

Tool Search: Custom Forms Setup

The Custom Forms tool uploads and manages supplemental documents that can then be linked to a person's record. Custom Forms can be set up to pull information directly from Campus and/or have data entered into a form queried and reported in Ad hoc.

Three types of forms can be created using this tool. Select an option below to read detailed instructions on how to create each type:

See the Custom Form Creation and Troubleshooting Custom Forms documents for additional information.

Custom Forms List

By default all existing Custom Forms are sorted by Module. Drag column headers to the top of the screen to further sort. Forms can also be sorted by clicking on the column headers.

Enter text into the fields below the header or select values in the dropdowns to filter the list of Forms. The funnel icon Image of funnel icon provides additional filtering options. Custom forms can be filtered by Module, Status, Name, Sequence, Form Type, Start Date, and/or End Date.

Screenshot of Custom Forms list screen with Counseling Module entries expandedCustom Forms Filter By Module

Column Header Description
Module  The module in which the form is available.
Status 

The state of the form. The Status indicates if a form is currently available to attach to a person's record.

  •  Active forms have a Start Date on or before the current date. 
  •  Inactive forms have an End Date before the current date or a Start Date after the current date. 
  •  Draft forms are those that do not have a Start Date or a future Start Date.

Custom Forms in draft status can be previewed on a person's Forms tool or Documents tab. See the Preview Draft Forms section for additional information.

Name  The Name of the form.
Sequence 

The order in which the form displays in the custom forms list screen, in the dropdown of forms available on the person's Forms tool or Documents tab (Interactive Forms), and in the Outline (Blank Forms). Lower numbers appear higher on the list. 

Form Type 

An indicator if the form is Portal, Portal Fillable, Portal eSignature, Interactive with Database Table, Interactive, and Blank

See each section below for detailed instructions on how to create each form type.

Start Date  The form is active as of this date.
End Date  The form is inactive after this date. 
Published to Districts
State Edition only
Indicates this custom form was sent to districts from the state. These custom forms cannot be unpublished or deleted, but they can be end-dated.
Published from State
District Edition only
Indicates this custom form was sent to districts from the state. These custom forms cannot be unpublished or deleted, but they can be end-dated. 

Create a New Custom Form 

Click the New button to open the Form Type selection screen. See each section below for detailed instructions on how to create each form type. 

Clicking the down arrow on the New button provides a shortcut to select the form type and skips the Form Type selection screen.

Image of New Button down arrow options, including Interactive with Database table, interactive, and blank formsNew Button Options

Screenshot of Custom Form Type editor with list of Form choicesCustom Form Type Selection Screen

Delete Existing Custom Forms

Custom Forms cannot be deleted if there are instances of the form associated to a person's record. The Form Count field is located on the Upload screen and indicated the number of instances of this form created for people in Campus.

Forms published from the state also cannot be deleted.

Existing Custom Forms can be deleted if necessary. Campus advises adding an end date to a custom form instead of deleting it for historical purposes. 

Click on an existing Custom Form and click the Delete button. Database Tables will be removed when the Form is deleted.

Interactive Form with Database Table

Data entered into an interactive form with a database table can be queried and reported in Ad hoc. See the Custom Forms in Ad hoc section for additional information. Users can enter data directly into interactive forms from the person's Document's tool or Forms tool. Existing data from Campus can be pulled into the form.

Additional options for interactive forms include allowing the form to display on Roster or on the Campus Parent and/or Campus Student Portal. Guardians and students can also electronically sign and fill out information using the Portal.

Data entered into an interactive form with a database table does not modify any existing data in Campus fields. Existing data can be pulled onto the form and data entered into the form can be reported in Ad hoc, but existing data in Campus is not rewritten.

From the Form Type selection screen, select the Interactive with Database Table form type and then click Next. The Interactive with Database Table workflow displays. 

Image of steps to complete in Interactive with Database Table wizardInteractive with Database Table Workflow  

Select a link to navigate to a step in the Interactive Form with Database Table creation process:

  1. Upload
  2. Prepopulate Fields
  3. Configure Table
  4. Define Rules
  5. Publish
  6. Preview Draft Forms

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Interactive Form

Once an interactive form is active, it is available for use to fill out for a person. Users can enter data directly into interactive forms from the person's Document's tool or Forms tool. Existing data from Campus can be pulled into the form.

Additional options for interactive forms include allowing the form to display on Roster or on the Campus Parent and/or Campus Student Portal. Guardians and students can also electronically sign and fill out information using the Portal.

Data entered into an interactive form does not modify any existing data in Campus fields. Existing data can be pulled onto the form, but existing data in Campus is not rewritten.

From the Form Type selection screen, select the Interactive form type and then click Next. Unlike the Interactive with Database Table form type, the Interactive type does not use the Configure Table step. The Upload, Prepopulate Fields, Define Rules, and Publish steps are the same for both interactive form types.

Note: hyperlinks are not supported.

Image of steps to complete in interactive wizardImage of Interactive Workflow  

Select a link to navigate to a step in the Interactive Form creation process:

  1. Preview Draft Forms

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Blank Form

Blank forms can only be printed. Blank forms are located in the Forms tool.

From the Form Type selection screen, select the Blank form type and then click Next. The Blank Form upload screen displays.

Image of Blank Form with options filled outBlank Upload Screen  

Field Name Description
Module

The module in which the form is available. Available modules include:

See the Forms tool for additional information.

Name

The name of the form as it displays in the custom forms list screen and the Forms tool.

PDF

The name of the PDF file named by the user as the form was created in Adobe Acrobat Professional. Only PDF documents (.PDF) can be uploaded. Additional file types can be uploaded on an individual person's Forms tool or Documents tab. 

Only PDFs created using Adobe Acrobat Professional or Adobe DC are supported for Custom Form creation.
Sequence The order in which the form displays in the custom forms list screen. Lower numbers appear higher on the list.
Start Date  The form is active as of this date. The start date can be on a past, current, or future date.
End Date The form is inactive after this date. The end date can be on a past, current, or future date. This field can be left blank.
Status

The state of the form. The Status indicates if the form is Active, Inactive, or Draft. Status is calculated based on the Start and End date.

Uploaded By The name of the user who uploaded the form. This is either the district name or Infinite Campus.

Blank Form Creation Process

  1. Select the Module in which the form will be available.
  2. Enter a Name for the form.
  3. Click Select File. 
  4. Locate the PDF file then click Open.
  5. Enter a Sequence number for the form. The arrows buttons can be used to select a sequence number.
  6. Enter a Start Date for when the form becomes active.
  7. Optional: enter an End Date for when the form becomes inactive.
  8. Click Save when finished.

Once active, the Blank Form is available for users to print from the Forms tool. See the Forms tool for additional information.

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Interactive Form and Interactive Form with Database Table Workflow

This section details each step of the Interactive and Interactive with Database Table workflow. The Configure Table step only applies to the Interactive with Database Table form type.

For Custom Forms with Database Tables, Time fields are NOT recommended and do not report correctly via Ad hoc.

Upload

The first step in the custom form creation process is to upload the PDF file and name the form. 

Image showing where PDF files are uploaded for a formInteractive and Interactive with Database Table Upload Screen  

Field Description
Module

The module in which the form is available. Available modules include:

See the Forms tool for additional information.

Name The name of the form as it displays in the custom forms list screen and for the user filling out the form for a person on the Forms tool or Documents tab.
PDF

The name of the PDF file named by the user as the form was created in Adobe Acrobat Professional. Only PDF documents (.PDF) can be uploaded. Additional file types can be uploaded on an individual person's Forms tool or Documents tab.

Only PDFs created using Adobe Acrobat Professional or Adobe DC are supported for Custom Form creation.
Display Custom Form on Portal

When the form is attached to a student and locked, a read-only version of the Custom Form displays on the Campus Parent and/or Campus Student application.


Three conditions must happen in order for a Custom Form to display on the portal:

  1. The Display Custom Form on Portal option is marked at System Administration > Custom Forms on the Upload step.
  2. The Portal Preference is marked for the module the form is in at System Administration > Portal > Preferences > Display Options on the Documents section. 

    Portal preferences are set by school. See the Portal Preferences Display Options documentation for additional information.

  3. The Custom Form is attached to a student and locked (either on the Forms tool or the Documents tool).

See the Campus Parent Portal and Campus Student Portal documentation for additional information.


Forms support emancipated student functionality. Emancipated students will receive a form via the Parent Portal if it is marked to be sent to the Parent Portal. See the Emancipated Students documentation for information on setting up emancipated students.

Guardian eSignature Request, Student eSignature Request When the Display Custom Form on Portal option and this option is marked, a request for signature is sent to the student and/or parent/guardian(s) on the Campus Parent and/or Campus Student application.
Custom Forms with eSignature are not available on the Documents tool. Note: eSignature data cannot be queried in Ad hoc.
Custom Form eSignature functionality does not require a PIN to complete.
See the following documents for additional information: 
Guardian Fill out Form, Student Fill out Form When the Display Custom Form on Portal, eSignature, and this option is marked a request for data entry and signature is sent to the student and/or parent/guardian(s) on the Campus Parent and/or Campus Student application.
See the Campus Parent Portal and Campus Student Portal documentation for additional information.
Display PDF on Roster

When the form is attached to a student, a PDF version of the Custom Form displays on the Roster. 

Three conditions must happen in order for a user to view a Custom Form on Roster:

  1. The user must have Read tool rights for Student Information > General > Forms > (Module) > Custom Forms OR Student Information > (Module) > General > Documents > Custom Forms,
  2. The user must have Read tool rights for  Scheduling > Section > Roster OR Campus Instruction >  Roster > Roster, AND
  3. The Custom Form is attached to a student and locked (either on the Forms tool or the Documents tool).

See the Roster (Section) documentation for additional information. See the Scheduling Tool Rights or the Campus Instruction Tool Rights documentation for additional information.

Sequence The order in which the form displays in the custom forms list screen and in the dropdown of forms available on the person's Forms tool or Documents tab. Lower numbers appear higher on the list.
Overflow A checkbox that toggles the overflow functionality. When marked, users have the ability to input text into multi-line text fields beyond the limit of the field's space. Overflow text prints on subsequent pages.
Comments

A text field used to enter text related to the form, such as when the form was last updated or which user uploaded the form. This text (limit 500 characters) can be used for any information regarding the uploaded file, but entered comments are only visible within this tool. 

The following symbols cannot be saved into the text field:

  • ampersand (&)
  • pound (#)
  • percent (%)
Instructions

A text field used to enter text instructions for the user attaching the form to a person's record. This text (limit 500 characters) appears when creating a new document for a person. It can contain instructions for use, specific rules for case managers, etc 

The following symbols cannot be saved into the text field:

  • ampersand (&)
  • pound (#)
  • percent (%)

Form Count

The number of instances of this form created for people in Campus. 
Custom Forms cannot be deleted if there are instances of the form associated to a person's record.
Uploaded By The name of the user who uploaded the form. This is either the district name or Infinite Campus.

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Prepopulate Fields

This is an optional step and can be completed at any time, even after a form is Active and attached to a person. The content of existing custom forms associated with a person does not change when an Administrator changes Ad hoc mappings on the form in System Administration.

The Prepopulate Fields step is used to map Ad hoc fields that pull data from Campus into the form. This reduces the amount of data entry when a user fills out a form for a person. Not all fields need to be mapped. 

Users who have rights to a form are able to view all data that may be pulled into that form, regardless of whether they have rights to that data or the tool it comes from. For example, if an administrator maps behavior event information to a field in the form, any users of the form are able to see that information. This occurs even if they don't have rights to behavior tools. This includes social security numbers.

Click a field on the form to map it to a field in Campus. The Form Field Properties editor displays. Editable fields display in gray. Dark gray fields indicate that a mapped Ad hoc has already been mapped onto the form. Light gray fields with an orange/yellow border indicate that field does not have a mapped field name (See Image 9 below). Available field types include text fields, date fields, and number fields.

Keyboard shortcuts:

  • Arrow keys: move between Ad hoc fields.
  • Tab: move between fields in the interface. Tab does not navigate between form fields on the PDF.
  • Enter: from mapping window, same as clicking OK or Cancel.

Image of prepopulate screenPrepopulate Fields  

When mapping fields, enter search terms to narrow the list of fields. In addition to Ad hoc fields, the existing Reserved Name List is still available at the bottom of the dropdown list.

Online Registration (OLR) data is not available in Ad hoc and cannot be pulled directly into a Custom Form. Data must first be posted from online registration to custom fields on a custom tab and then mapped to fields on a Custom Form. See the Online Registration documentation for additional information.

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Field Sequence

Ad hoc fields may be selected multiple times to prepopulate data from multiple records. For example, a form may list four behavior incidents. When mapping fields, select the appropriate Sequence for repeated fields, in this example 1-4 (see Image 10). If a student is involved in multiple behavior incidents, the sequencing of the Ad hoc fields can be used to order and pull the different behavior incidents when the form is added to the student's record. If sequencing is not used and all behavior incidents are given a 1 (one) sequence number, only one behavior event will be pulled onto the form.

Image of an example of field sequencingField Sequence  

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Map Date Fields

Form administrators have the ability to map date fields onto forms. Supported formats for date fields include:

  • m/d/yy
  • m/d/yyyy
  • mm/dd/yy
  • mm/dd/yyyy

When the form is uploaded, all date fields display in a mm/dd/yyyy format. Time is not supported. Selecting Ad hoc fields with a timestamp may not display as expected. When selecting date fields using the Form Field Properties editor, Ad hoc fields that contain timestamps are displayed in red (see Image 11 below). Only dates should be mapped to date fields.

Image of example of mapped date fieldsMap Date Fields  

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Link Ad Hoc Fields 

Ad hoc fields can be linked together, or combined, to pull related information into one field on forms. For example, a team member's name can be set up to pull both the first name and last name into the same field. This would look like [contacts.firstName] [<SPACE>] [contacts.lastName].1. 

At this time, combining Ad hoc fields can only be done during this step.

  1. Type search terms to narrow the list of fields provided.
  2. Select desired Ad Hoc field.
  3. Type and select desired non-Ad hoc text between Ad Hoc fields (optional). Non-Ad hoc text can be words (the, and, etc.), symbols (comma, semicolon, colon, etc.), and/or spaces. When a user hits the space bar on the keyboard, the letters <SPACE> appear. In the completed document, this looks like a regular space.

    Users must select non-Ad hoc text by either clicking on the selection in the dropdown or hitting the Enter/Return key on the keyboard before proceeding.

  4. Repeat steps 1-3 to include up to 10 (ten) Ad Hoc fields and non-Ad hoc text.

Once a linked phrase is entered on a form, that same phrase can be used again on the same form. In this example, the same linked phrase is used to pull multiple contact persons' names onto the form by using the sequencing options (see Image 12).

It is best practice not to link fields from multiple tables. See the Ad Hoc documentation for additional information on Ad Hoc. 

Image of multiple ad hoc values linked together in one fillable fieldLink Ad Hoc Fields  

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Common Use Cases for Linking Ad Hoc Fields

Description Example
Weapon description and ID

 Image of weapon description and ID number example 

Staff Member Name and Title

 Image of staff member name and title example 

Course Name and Number

 Image of course name and number example 

After all mappings are complete, click Save & Next. This step is optional and can be done at any time, even after the form has been activated.

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Configure Table

This step only applies to the Interactive with Database Table form type. Skip to the Define Rules step to continue the process for creating an Interactive form.

The Configure Table step is used to define the table name, column names, and character limits for each field on the form. Once the form is published, the table is created, and the form becomes available for people to fill out. Any data entered into the form for a person can then be reported in Ad hoc.

Once the table is published, the table name, column names, and database limits cannot be edited. The Configure Table step becomes read-only. Existing documents cannot be converted into an Interactive form with a database table. 

The first step of the Database Table Designer displays information and instructions about how to use database table designer. Click the plus iconsImage of plus symbol next to the About information to expand or hide this information.

The Table Name is the name of the table in the database. A suggested name for the table is prepopulated from the Name field on the Upload screen, but can be modified. Table names must be unique. Table names are not case-sensitive (Example: Form_AAA is the same as Form_aaa). 

Image of Database Table designerDatabase Table Designer  

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Pagination 

Each page of the PDF that contains fields displays as a tab in the table designer.  Enter a name for the field as it displays in a column of an Ad hoc report and database limit for each field.

Image of database table paginationDatabase Pagination  

Field Name Description
Field Type The type of field in the document. Options include: text, checkbox, dropdown, etc.
Ad Hoc Name

The Name of the field as it appears as a column name in Ad hoc. Suggested values are prepopulated, but can be modified.

All column names must be named correctly before a table can be created. Providing appropriate and informative column names helps users locate the correct data when building reports in Ad hoc. Ad hoc names cannot contain symbols or spaces. Only letters, numbers, and underscores (_) can be used. Names must begin with a letter and have a minimum of two (2) characters. 

DB Type  Three database types are supported: text (varchar), number, and date. Most fields are text fields. Using date fields allows users to sort, calculate, and filter reports by date. Fields are configured when creating the PDF in Adobe Acrobat Professional, before uploading the form. Time fields are NOT recommended and do not report correctly via Ad hoc.
Only PDFs created using Adobe Acrobat Professional or Adobe DC are supported for Custom Form creation.
DB Limit

The character limit in the database. This is the maximum allowable characters that can be entered and saved into the field. Suggested values are prepopulated based on the size of the field, but can be modified. 

Some values are set based on limits set for the field in Adobe Acrobat Professional, or on the limited values that can be entered, like checkboxes. These values cannot be modified. Valid values can be between 1-8000 or MAX. MAX is 1 GB of data. 

If the Overflow checkbox is marked, users will be able to enter up to the set DB Limit number of characters.

After entering Ad hoc names and database limits for each field on the form, click Save & Next. A Draft of the table can be saved and this step in the process can be finished later.

Users are not able to advance to the Publish screen without naming all fields, establishing database limits, and fixing all errors. The number of errors displays at the top of the Database Table Designer. Clicking the number of errors navigates the user to the next error.

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Define Rules

This is an optional step and can be completed at any time, even after a form is Active and attached to a person. If a form administrator changes the rules on a document already Active and attached to a person, these changes may cause the form to change status.

Form administrators can add rules to the form with the Define Rules step in the workflow. When a user fills out the form for a person, they must adhere to the rules created on this screen. 

For forms being sent to the Campus Parent and/or Campus Student Portal to be filled out, this screen is also used to define which user can fill out each field. By default, all fields are marked for Staff and Portal. These checkboxes only display for fillable forms on Portal.

Note: A single field should not be marked as both Staff Fill and Portal Fill, as this REQUIRES both a staff member and portal user to modify the field. If both options are marked and a staff member does not modify the field before sending the form to the Portal, the custom form will be in a Draft status.

Best practice is to only mark either Staff Fill OR Portal Fill per field, not both.

The first screen when navigating to the Define Rules step is the Field List. The PDF displays on the left side of the screen and the Field List displays on the right. On the PDF, light gray fields with an orange/yellow border indicate that field does not have a rule defined. Dark gray fields indicate that a rule has already been defined for that field. On the Field List, all fields on the form display on the left column and the number of rules associated with that field display on the right column. The Staff and Portal checkboxes indicate which users can enter data into that field. Multiple rules can be created for one field.

Image showing how rules are defined for form fieldsDefine Rules Field List

Click here to expand...

The Field List can be filtered and sorted to quickly find the desired field. The field are listed in the order in which they display on the PDF. Click the Field header to sort the table alphabetically or reverse alphabetically. 

Image of field list sorted alphabeticallyExample of Field Sorting Alphabetically  

Enter text into the Field Search box to filter fields. The Funnel button (see Image 17 below) next to the Field Search text box can be used to change the search variable, such as adding a Starts with, Contains, or Does not contain parameters to the search.

Image of the funnel button filtering optionsField List Funnel Options

The Rule dropdown contains additional filtering options to display fields with only required rules, comparative rules, or fields that have or do not have rules. The Field and Rule filtering options can be used in conjunction to further narrow results.

Image of rule dropdown filtering optionsRule Dropdown Filter Options  

In the example below, a search for "student" has been entered into the Field Search text box, so only field that start with the word "student" display. The "has rules" option has also been added to further narrow the results to fields that start with the word "student" and have a ruled already defined. 

Example of Search Options Used in Conjunction

Image of Field List with search exampleExample of Search Entered in Field Search Text Box  

Image of Field List with Search and Rule used togetherExample of Search and Rule Option Used in Conjunction  

Click the Slashed Funnel buttonImage of the funnel button with a slash through itto remove all filtering options and return the Field List to display all fields.

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Add a New Rule

Select a field on the Field List or on the PDF to add a new rule. The Field Detail displays. The Field Detail displays the name of the field, the data type, the user(s) who can enter data into that field, and any rules already created for the field, if applicable.

Image of Field Detail with Fill options selectedField Details  

Click Add to create a rule for the field. The Rule Builder displays. The Data Type of the field determines what type of rule can be created for the field. Available rules include:

Required rules can be added to any type of field on the PDF. Any user filling out the form for a person must enter information into a field that has been marked as required.

Image of Rule Builder showing Rule to make field requiredRule Builder - Required  

Select the "is required" option from the Select Rule Option dropdown. The Rule Description at the bottom of the screen displays the rule in a complete sentence as it is being built. Verify the rule is correct and then click Update.

Conditional Required rules are required fields based on the selection of or data entered into another field. Select the "is required when" option from the Select Rule Option dropdown. Then Select Another Field that the first field is dependent on. The Rule Description at the bottom of the screen displays the rule in a complete sentence as it is being built. Verify the rule is correct and then click Update.

In the example below (Image 23), when the user marks the "Yes" military connection radio button (step 1), the Name field becomes required for them to fill out (step 2).

Image of form with conditional rule exampleConditional Required Example

Comparative Date Rules can only be applied to date fields. When a date field is selected, additional options display in the Select Rule Option dropdown on the Rule Builder. Date options include:

  • must be the same day as (=)
  • must be after the start of (≥)
  • must be after the end of (>)
  • must be before the end of (≤)
  • must be before the start of (<)

The Select Date Type field has two options. A date field can either be compared to a specific date entered or to another date field on the PDF.

Specific Date

Another Date Field

To compare a date field to a specific date:

  1. Choose a date rule option from the Select Rule Option dropdown.
  2. Choose the "Select Date" option from the Select Date Type dropdown.
  3. Either enter a date into the Select Date field or click the Calendar button next to the Select Date field and choose a date.
  4. The Rule Description at the bottom of the screen displays the rule in a complete sentence as it is being built. Verify the rule is correct and then click Update.

Image of Rule Builder date comparison ruleCompare Date Field to an Entered Date

To compare a date field to another date field on the PDF:

  1. Choose a date rule option from the Select Rule Option dropdown.
  2. Choose the "Select Another Date Field" option from the Select Date Type dropdown.
  3. Either choose another date field from the Select Another Date Field dropdown or choose another date field from the PDF. When selecting another date field, only date fields display on the PDF (see Image 25 below).
  4. The  Rule Description  at the bottom of the screen displays the rule in a complete sentence as it is being built. Verify the rule is correct and then click  Update .

Image of Rule Builder with date field comparison ruleCompare Date Field to Another Date Field

Comparative Number Rules can only be applied to Number fields. When a number field is selected, additional options display in the Select Rule Option dropdown on the Rule Builder. Number options include:

  • must be equal to (=)
  • must be  greater than or equal to (≥)
  • must be greater than (>)
  • must be less than or equal to (≤)
  • must be less than (<)

The Select Number Type field has two options. A number field can either be compared to a number entered or to another number field on the PDF.

Specific Number

Another Number Field

To compare a number field to a specific number:

  1. Choose a number rule option from the Select Rule Option dropdown.
  2. Choose the "Select Number" option from the Select Number Type dropdown.
  3. Either enter a number into the Select Date field or use the arrow buttons next to the Select Number field and choose a number.
  4. The Rule Description at the bottom of the screen displays the rule in a complete sentence as it is being built. Verify the rule is correct and then click Update.

Image of rule builder comparing number field to entered numberCompare Number Field to an Entered Number

To compare a number field to another number field on the PDF:

  1. Choose a number rule option from the Select Rule Option dropdown.
  2. Choose the "Select Another Number Field" option from the Select Number Type dropdown.
  3. Either choose another number field from the Select Another Number Field dropdown or choose another number field from the PDF. When selecting another number field, only number fields display on the PDF (see Image 27 below).
  4. The Rule Description at the bottom of the screen displays the rule in a complete sentence as it is being built. Verify the rule is correct and then click Update.

Image of Rule Builder comparing two number fieldsCompare Number Field to Another Number Field

Once a rule has been created for a field, the rule can be viewed by navigating to the Field Detail. 

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Delete Rule

To remove a rule from a field, click on the rule from the Field Detail screen. The Rule Detail displays. Click Remove to delete the rule.

Image of Rule Detail and option to remove ruleRule Detail

Click Save & Next to navigate to the Publish step once all rule setup is complete.

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Publish

Publishing an interactive form makes the form available for use to fill out for a person. See the Forms tool for additional information.

Publishing an interactive form with a database table creates a database table. The table name, column names, and database limits cannot be edited and the Configure Table step becomes read-only. When this form is active and associated with a person, the data entered into the form is available in Ad hoc for reporting. See the Custom Forms in Ad hoc section for additional information.

Before publishing, users can preview Custom Forms to test Ad hoc mapping, database limits, and rules. See the Preview Draft Forms sections for additional information.

Image showing how to publish a formPublish

Field Description
Start Date  The form is active as of this date. The start date can be on a past, current, or future date.
End Date  The form is inactive after this date. The end date can be on a past, current, or future date. This field can be left blank.
Publish to Districts
State Edition only
Marking this checkbox publishes the custom form to all districts. These custom forms cannot be unpublished or deleted, but they can be end-dated.
Note: Users must first save a custom form with a database table before this option displays. The database table needs to exist before the custom form can be published to districts.
Status

The state of the form. This is calculated based on the Start and End date.

Deactivating a form removes the form from the user's custom form selection list. Existing forms can still be edited and/or copied even if the form is deactivated.

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Custom Forms in Ad hoc

Classic View: Ad Hoc Reporting > Filter Designer > Query Workflow/Student > Search: Custom

Search Terms: Filter Designer

This information only applies to the Interactive with Database Table form type.

Once a table has been published, those fields become available in Ad hoc. See the Ad hoc documentation for more information.

Image showing Special Ed Custom Forms fields in Ad hocCustom Forms in Ad hoc

The first section of fields include form identifications fields:

customForm_documentID
customForm_districtID
customForm_name
customForm_modifiedDate
customForm_modifiedByID
customForm_createdDate
customForm_createdByID
customForm_comments
customForm_module
customForm_archive
customForm_formGUID
customForm_enrollmentID
customForm_sortByDate
customForm_locked
customForm_personName
customForm_formDocName

All fillable fields on the form are listed after the identification fields. All items in the list are available for creating reports.

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Preview Draft Forms

Users have the ability to preview Interactive and Interactive with Database Table custom forms in draft status on a person's Forms tool or Documents tab. This preview allows form administrators to troubleshoot and test custom forms before the form is published. See the Tool Rights (Custom Forms) document for additional information.

Any information entered on the form is only for testing purposes and is not saved to the person's record.

Preview Draft Forms Process

Documents Tool Forms Tool
  1. Navigate to Student Information > Module > General > Documents > Create New Document/Plan. The Create New Document Wizard displays. Image showing how to preview custom form in draft statusPreview Draft Custom Forms Selection

  2. Select the Preview Custom Form in Draft Status checkbox.
  3. Choose the form from the Select a Form... dropdown.
  4. Click the Create Document button.
  5. If data selection is applicable on the form, select the prepopulated data for the person. See the Documents tool documentation for additional information on selecting prepopulated data for custom forms.
  6. Click the Preview Form button. The draft custom form displays.
  7. Hover over or click a fillable field on the custom form. A field properties window displays. 
  1. Navigate to Student Information > General > Forms. The Forms List Screen displays.

  2. Click the New button dropdown and select the Preview Unpublished Forms option. Image showing how to preview custom formPreview Unpublished Forms

  3. Choose the form from the Select Form to Preview screen.
  4. If data selection is applicable on the form, select the prepopulated data for the person. See the Documents tool documentation for additional information on selecting prepopulated data for custom forms.
  5. Click the Preview Form button. The draft custom form displays.
  6. Hover over or click a fillable field on the custom form. A field properties window displays. 

Image of a preview draft custom formField Properties Window

Recommended: Open the Custom Forms module and the Preview screen in two separate browser windows or tabs. Saving changes made to the form using the Custom Forms module can be seen on the Preview screen when the user clicks the Refresh button.

The Property lists the properties associated with the particular field. The Value provides information pertaining to the property. The Edit Location indicates where this field property can be edited.

Field Property Description

Number of Characters

The entered value.

Ad Hoc Fields

Indicates an Ad hoc field has been mapped to pull information from the person's record.

DB Limit

Indicates the maximum allowable characters that could be entered into the field.

Required 

Indicates this field must be filled out.

This indicator is for Required fields set up in Adobe Acrobat Professional. If users click Save & Next on the Define Rules screen, this indicator is removed. See the Define Rules section for additional information.

 Rules  Indicates if a rule is created for this field, including required fields.

Read Only

Indicates this field cannot be edited.
Overflow Indicates this field has the overflow functionality.

Field Type

Indicates if the field is a text, date, or number field.

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Reserved Name List

Campus does not recommend using the Reserved Name List to map prepopulated fields.

Student Information Fields

Notes

stateID


studentID


studentName

Displays Last Name, First Name Middle Name

studentFirstLastName

Displays First Name, Middle Name Last Name

studentFirstName


studentLastName


studentMiddleName


studentDOB

This field will map to a date field.

grade


studentGender


studentAge


studentHomePhone


studentAddress1


studentAddress2


Guardian Fields

guardian1Name

Displays Last Name, First Name, Middle Name

guardian1FirstLastName

Displays First Name Middle Name Last Name

guardian1LastName


guardian1FirstName


guardian1MiddleName


guardian1WorkPhone


guardian1Relationship


guardian1HomePhone


guardian1Address1


guardian1Address2


guardian2Name

Displays Last Name, First Name, Middle Name

guardian2FirstLastName

Displays First Name Middle Name Last Name

guardian2LastName


guardian2FirstName


guardian2MiddleName


guardian2WorkPhone


guardian2Relationship


guardian2HomePhone


guardian2Address1


guardian2Address2


School/District Information

districtInfo


districtName


districtAddress1


districtAddress2


districtPhone


schoolName


schoolAddress1


schoolAddress2


schoolPhone


currentDate

This field will map to a date field.

user

Displays the user's full name

username


tmName1-tmName12

tm = Team Member

tmTitle1-tmTitle12

tm = Team Member

caseManager


caseManagerTitle


caseManagerPhone


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