Step 12: Work with Form Templates


"Work with Form Templates" is the procedure that allows you to create a form template that will direct the one.case System to insert various pieces of data when the template is used to create a document. Use of this procedure requires a work station that can display a full screen (27 X 132).

The template ID

Each Form Template requires an identification name or ID. You decide what to call the template when you decide to create it. The name should relate to its use as far as possible. For example, a CPS 5104 Form is called "F5104". Use the lookup function to list all the form templates already created.

The template selection screen

The selection screen is the first screen you see after selecting the “Work with Forms Template” option from the menu. If you want to maintain the template and know the template ID, key the ID and press Enter. The Specification Screen will appear.

F1=Rename To rename a templete, type the template ID then press the key.
F2=Copy To copy a template, type the template ID then press the key.
F3=Exit To return to the menu, type the template ID then press the key.
F4=Delete To delete a template, type the template ID then press the key.
F5=Print To print a template, type the template ID then press the key.
F6=Add new To create a new template, type the template ID then press the key.
F8=Lookup To lookup the template ID, position the cursor on the ID field and press the key.

The specification screen

Use the values on the specification screen to define the form itself. After typing the appropriate responses, press Enter to access the form.

Form Template ID The template ID appears here automatically.
Form Template Description Type the description you want.
Print on Form ID *STD 
Paper Drawer 1 or 2.
Characters per inch 0=10 cpi, 2=12 cpi 
Lines per inch 6=6 lpi, 8=8 lpi 
Print Margins Left Side 1 - 20 Print Positions 
Right Side 1 - 20 Print Positions 
Front Side Overlay Th e ID of the overlay.
Print Overlays must be created and stored using AFP. 
Print both sides of paper? Y=Yes, N=No 
Back Side Overlay The ID of the overlay. 
Page Rotation P=Portrait, L=Landscape
Allow Lines to be Inserted? Y=Yes, N=No 
Allow lines to be Deleted? Y=Yes, N=No 
Allow Word Wrap at Update? Y=Yes, N=No 
Direct Output at Print Time Y 

The form

Generally, the data characters will print on the printed form exactly as they are keyed on the template. There are a few exception that will be addressed later. To construct a template, you just key the combination of text and special characters as needed. Dashes may be used to create horizontal lines and the vertical line character may be used to create vertical lines.

Y=Yes, N=No.
Input? Prevent a worker from changing any lines keyed. 
New Page? Cause the printer to start a new page after a particular line.
Word Wrap? Inhibit the "Word Wrap" feature on a particular line.
Merging data.
You can direct the system to insert a particular piece of data at a particular location by keying the brace character "{" followed by a merge field number (assigned by you). Once you have keyed the brace character and a merge field number, place the cursor on the brace character and press the F8 Function Key. The system will display a small window for you to key some information that will identify the particular piece of data to be merged. The information is keyed as follows: 

Stay/Temp flag
"S" for "Stay" directs the system to leave the merge data field number on the form if no data is available for merging. "T" for "Temporary" directs the system to remove the merge data field number if no data was available for merging.

Module Name
The name of the one.case module in which the particular piece of data is stored. Press the F8 function key to display a list of the ONE/Case modules.

Category
The data field category. Pressing the F8 Key will provide a list of the data field categories. The purpose of data field categories is to help locate a particular data field name.

Field Name
The name of the data field in which the piece of data is stored. Pressing the F8 Key will display a list of data field names beginning with the module name and category keyed. 

Number
The number relates to the List feature. When a list of persons is displayed, you are asked to select from the list by keying a number from 1 to 9 beside each person selected. For example, since you may select up to 9 persons, all of which have the same merge field names, the data for the person selected by keying the number 1 will be merged into the merge field designated by the number 1, etc. 

The merged data will be inserted, beginning with the location of the brace character and continue until all of the data characters have been inserted or another piece of data is encountered on the same line. The merged data field will not overlay any adjacent pieces of data.

Special Use Characters:

{ Brace - Used to indicate the position in the line where data is to be inserted, either automatically by the system or manually by the work station operator. Data inserted by the system will overlay the brace character. Manually inserted data should overlay this character also. The brace character works in conjunction with the "F5-Tab" Function Key. Each time the F5 Function Key is pressed, the cursor is positioned on the next brace character. 

| Broken Vertical - Used to instruct the print program to BOLD print any piece of data enclosed between two broken vertical characters. The broken vertical characters do not print.

\ Back Slash - Used in conjunction with "Advanced Function Print". Data enclosed between two back slash characters will display on the screen as instructions for the work station operator, but will NOT print. 

_ Underline - Used to instruct the print program to UNDERLINE any piece of data enclosed between two underline characters. The underline characters do not print. 

< Greater Than - Used in conjunction with the brace "{" character to direct the system to concatenate (join) the following piece of data with the preceeding piece of data on the same line. The number of spaces between the two concatenated pieces of data will be the number of greater than characters minus one. One greater than character will result in no spaces between the two pieces of data. Two greater than characters will result in one space between the two pieces of data, etc. The greater than characters will be overlayed during concatenation and will not print. 

Special Use Words: 

{COPY Used to instruct the system to copy data from another previously created note/form into this note/form beginning at this line. The "{COPY" word must be on a line by itself. At
execution time, the feature is engaged by placing the cursor on the brace character
immediately preceeding the COPY word and pressing the F8 Function Key. The system will
respond by providing a list of previously completed note/forms from which to chose. If you
chose from the list of notes/forms, all segments will be copied. If you direct the system to
provide a list of segments for a particular note/form and select a segment from that list, only
the segment selected will be copied. There is no limit as to how many times the "{COPY"
feature may be used in a particular note/form. 

{MOVE Works just like the "{COPY" with one exception. After the "{COPY" the note/form data resides in two areas, the Copy From area and the Copy To area. After the "{MOVE" the note/form data only resides in one area, the Move To area.

{INCLUDE Used to instruct the system to insert data from another previously created note/form for viewing or printing only. Each time the feature is engaged, the latest version of the other note/form is viewed or printed. 

The "{INCLUDE" word must be on a line by itself and start in the first position of the line. At
execution time the feature is engaged by placing the cursor on the brace character
immediately preceeding the INCLUDE word and pressing the F8 Function Key. 

The system will respond by providing a list of previously completed notes/forms from which to choose. If you choose from the list of notes/forms, all segments will be viewed or printed. If you direct the system to provide a list of segments for a particular note/form and select a
segment from that list, only the segment selected will be viewed or printed. 

After you have made your selection, the system will save the ID number of the Note/Form
selected so that at print time the latest version of the data can be printed. There is no limit as
to how many times the "{INCLUDE" word may be used in a particular Note/Form. 

Separate Merge Field Names are provided for both the resident address and the mailing address. When specifying the mailling address merge field names, if no mailling address exist in the Person Record, the system will automatically substitute the resident address merge field values.

Two sets of merge fields names are provided for the mailing address. The names "PPL0", "PPL1", "PPL2", and "PPL3" have special significance. These merge field names represent four lines of address information. If any line of information is missing, the lines below will move upward to close the "gap". Therefore, any blank address lines will be at the bottom of the address instead of in the middle of the address. 

A special Merge Field Name "GDXX" has been added where XX represents the number of days (01 - 99) to be added to the current date to generate a target date which will be merged at execution time. When this Merge Field is used, the Number field has special significance. Acceptable values for the number field are: 
Value Use 
1 Add Calendar Days and merge short date format 
2 Add Calendar Days and merge long date format
3 Add Work Days and merge short date format 
4 Add Work Days and merge long date format