Editing a Recap Definition

Updating your existing recap definitions allows you to ensure that your data collection remains current to your program’s needs. If you only need to change a field or five, editing your definition is a much simpler process than creating a new one.

Where have you been hiding?

To begin, you need to find the correct definition. Click Recaps in the navigation menu and select Definitions.

This will open the Recap Definition Index. Here you will find all previously saved recaps for the client. Click on the wrench icon or recap name for the recap you wish to edit.

This will bring you to the Recap Builder. At the top, you’ll be able to view/edit any of the details about the definition. This 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), 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), and Allow staff users to submit responses to this definition before the event date.

You can also add/remove any program assignments or Location Variables that you have active/inactive on your definition.

As you continue to scroll down, you’ll come to the forms and pages. This is where you will find the current recap fields and also the library of available fields.

Delete, Repeat

Let’s begin with removing fields, since that’s the easiest. If you want to remove a field from your recap, simply click the red X button on the right side of the builder.

A confirmation message will pop up to make sure the action was intentional. If you do indeed want to remove the field, click Confirm. If you got there by accident, click Cancel.

Add ons

Need to add new fields to your definition? 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.

Once you’ve made all the necessary updates to your recap definition, click Save in the upper right corner of the page. Your recap will now display with the updated data on any future events or outstanding recap responses.

MainEvent Training Session 3 - Creating & Editing Recaps