Building a Recap Definition

The complex recap builder allows users to create custom recap forms including validation, logic, and location variables. Users can choose between several form types to construct a recap that ensures they are collecting the exact data needed for reporting.

My Definition

Prior to building a recap definition, you must first add all the recap fields you will need. Once all required fields have been added to the system, click Recaps on the navigation menu and select Definitions.

This will open the Recap Definitions Index. Here you will find all previously saved recaps for the client. Click the Add New Recap Definition button in the upper left of the page.

Now you're in the recap definition builder. Start by filling out the Recap Definition Details. This section includes Name, Status (Active, Inactive), Start Date, End Date (the last date that the recap can be assigned to an event), End Offset Date (the final date that users are allowed to submit recap responses for the recap), and Allow Ad hoc events to use this recap (a yes/no select determining if the recap can be used for staff-created ad hoc events).

Next, you will want to select which projects you are assigning the recap to. You may assign the recap to as many or as few projects as you need. Click Select All to choose all programs or click the checkbox next to individual program names to make specific selections.

You can also choose to assign Location Variables to the recap. This will allow you to create location-specific questions that will only display when an event is scheduled at a location with the corresponding variable. Location Variables need to be added in the admin settings prior to building a recap definition. 

Now it is time to start building! First, you must add a page. This will be the page that the form(s) will be displayed on. You may add one or many forms to a page. You may also break your recap up into several pages if you want. To add a page click the +Page button below the Pages header.

Once the page is added, you may either add a form (the place you will add your recap fields) or you may wish to first edit the page name. The default page name is Page # (ex. Page 1, Page 2, etc). To edit the name, click the Edit Page button. This step is completely optional.

A pop up will display. Enter the page name you want to change to in the text field. Then close the pop up and your page will be renamed.

Now add the form. Click the + Form button.

This will open another popup with options for the form settings. You may choose between three different form types (Simple, Product, and Survey). You may also rename the form if needed (renaming is optional).

A simple form is a non-repeatable question form. This is the form type recommended for standard, end of event recapping.

A product form allows programs with products assigned to add questions a single time and have them repeat for each product. (ie. Patty’s Pies samples five flavors in one activation. Each assigned question would repeat for all five flavors after being added once to the form).

A survey form is an infinitely repeatable form that will generate a response form on demand. This is the form you want to use if your staff are asking questions in the field and you want to have multiple responses submitted.

Choose the correct form type and click Submit.

Building a Simple Form Recap

Once the form has been added, you will see it display nested beneath the page.

If needed, you have the option of adding location variables to the entire form. Adding location variables to the form will mean that the entire form will only display at the location(s) set up in the corresponding variable.

Adding recap fields to the form is a simple drag and drop process. All available fields will be listed under the Available Recap Questions header. Find the question you want in the list OR search for it in the dynamic search box.

When you’ve found the correct question, just click on it and drag it into position on the form.

At this point, the question is on the form and will show for all recaps and is not a required field. There are ways to further control when/if the field will display, whether it is required, what length of answer you want, etc. Each or all of these options can be added to any or all fields in the recap.

First, if you want to, you may add a Location Variable to the field. This will allow the specified question to display only when the event being recapped is scheduled at a venue with the same location variable assigned to it. Click +Location Variables (in blue), then select the correct Location Variable(s) to assign to the question. If you wish to select more than one variable, Shift+click to select a group, CTRL+click to select specific items from the list. Once you have selected the desired variables, click Close.

The variable will now be assigned to the question.

The recap builder also allows you to assign validation to each question. Validation types are: Response required, minimum text length, maximum text length, greater than the specified value, greater than or equal to the specified value, less than the specified value, less than or equal to the specified value, and numeric values only. Click the +Validation button (purple), then select the correct validation from the dropdown list. Close the popup.

The validation will now be added to the question.

Multiple validation options can be added to any question, if needed. Repeat the above steps until all validation wanted is assigned to the field. Please note, do not add validation to any display only field type.

The final optional addition to a recap field is a Logic Group. Logic allows fields to display only when the set parameters are met. Click +Logic Group (in teal) on the question you want the logic to apply to. This will add a new banner with a + Logic Condition button.

Now you can begin adding logic conditions to the question. You may add multiple conditions per group but note that logic conditions are cumulative, so each condition must be met in order for the question to display. Logic options are: Is present, equals, does not equal, greater than, less than.

Click + Logic Condition. The Condition popup will include two drop down fields. First, select the recap question that will be the logic condition source. This is the question that requires a specific answer to be entered before the question with the logic applied to it will display.

Next, select the type of logic you wish to apply. The logic options will vary based on the field type as certain forms of logic are not applicable to all recap field types.

Once you have completed both sections, click Submit. The logic condition will now display nested below the question.

Continue to build a simple form recap by dragging and dropping questions onto the form and adding validation, location variables, and logic as needed.

Product Forms

Adding a product form to your recap allows you to ask the same questions for all products assigned to the form while only adding them once. This allows for greater accuracy and speed when creating recaps.

To add a product form, select Product Form when adding a new form.  Then choose if you want the product form to display fully or collapsed, the default will be for all fields to display. Click Submit.

The new form will get added to the bottom of the existing recap. If you need to move the form up from this default location, you can do so by dragging and dropping the banner to wherever you need it.

The product form will contain two sub-banners. The first will allow you to assign products to the form. All recap questions added will be posed for each product that is assigned to the form. You may add as many products as you wish to a form (or as few!). To start adding products, click EditProducts.

This will open a pop up with a drop down that will allow you to select a product to assign to the form. Select a product and click Submit.

On each individual product, you can add location variables so that the questions for the products will only display at specific locations.

Continue to add products by repeating the above process until all required products are displaying on the product form. You may also add location variables or logic at the form level, meaning that the entire form would only display when those conditions are met.

Once all the products have been added to the form, you may start to add recap questions. Add questions by dragging and dropping questions from the Available Recap Questions list. You may also use the search field to find specific questions quickly.

As needed, you may also add location variables, validation, and logic to each individual question, as outlined above. Once the recap is built, submitters will see each question you’ve added for each product on the form.

Survey Forms

Survey forms allow you to create a single form that is infinitely repeatable for your staff users. Instead of having to add duplicate forms over and over, the survey form allows submitters to add a new response on demand with minimal effort.

To add a product form, select Product Form when adding a new form and click Submit.

The new form will get added to the bottom of the existing recap. If you need to move the form up from this default location, you can do so by dragging and dropping the banner to wherever you need it.

On the form-level, you can add location variables and logic so that the entire form will only display when those set conditions are met. At this step, you can also start adding questions. Add questions by dragging and dropping questions from the Available Recap Questions list. You may also use the search field to find specific questions quickly.

As needed, you may also add location variables, validation, and logic to each individual question, as outlined above. Once the recap is built, submitters will see each question you’ve added every time they click the Add New Response button when completing the recap.

Final thoughts on recaps

Once you have added all pages, forms, location variables, validation, and logic that you want to your recap, scroll to the top of the page and click Save. At this point, you will be able to locate your recap in the Recap Definition Index. From the index, you will be able to view the Name, Start Date, End Date, End Offset Date, Number of Questions, Number of Forms, Assigned Programs, Assigned Events, Recap Responses, and Active Status. You may also export the recap as a spreadsheet, duplicate the recap, and generate a preview link by clicking the Actions button.

The Preview Link feature allows you to view the recap as the recap submitter will see it. This allows you to confirm that the recap is displaying as you intended for those who will have to respond to it and also allows you to share it with others, as needed.

Recap Definitions are deletable until a response has been submitted against it. After that point, the definition will no longer be able to be removed entirely from the system. Definitions are editable by clicking the wrench icon in the definition index.