How do I create an exception for a question in a form?

Creating an exception to support a question response within a form involves:

  • Creating a question - to support an exception it must be of the type List, Selection List, Rating or Yes/No

  • Creating an exception list - these are the prompts within a list that comprises the exception

  • Adding the question to a form, configuring logic, including adding optional photographic evidence and comments, then enabling the exception

  • Previewing and publishing the form

In this section, we will create three questions to include on a form that will cover the various exception related options. The questions are:

  • Is the location secure?

  • On a scale of 1-4 how satisfied is the customer?

  • Which rooms need cleaning?

In the flowchart below, the question "Is the location secure?" is asked. The "If No then Raise Exception" logic is configured for this question. If the user gives an answer of "No" then they have to select a reason why from the five items listed. If they respond "Yes", they do not need to provide extra information

Question Type Response Exception

Is the location secure?

 Yes/No Is No

List (Insecure items) - Door unlocked/open, Window unlocked/open, Door damaged, Window damaged and Other. Photograph and Comment required.

Creating the Insecure items exception list

From the Form Lists screen (Admin | Forms | Lists) follow these steps to create the Insecure Items exception list as shown above:

  1. Select Add

  2. Enter the list Name: Insecure items

  3. Enter a Description for the List: Check list of insecure items

  4. Select for this List to be Active. Active lists can be seen in Timegate Web when creating a question. Inactive (i.e. non-selected) Lists are invisible until selected

  5. Select Add to add new Choices for the List e.g. Door unlocked/open

  6. Enter the Choice that you want displayed

  7. Repeat steps 4 and 5 for the remaining 4 choices:

    1. Window unlocked/open

    2. Door damaged

    3. Window damaged

    4. Other

  8. Check your list and when ready, select Save

Creating the question

From the Form Question screen (Admin | Forms | Questions) follow these steps to create the Is the location secure?question as shown above:

  1. Select Add

  2. Select Type: Yes/No

  3. Enter the Name of the question: Location Secure

  4. Enter the Question text: Is the location secure?

  5. Optionally enter some Help Text to aid in the completion of the question

  6. Select Active

  7. Select Save

Adding the question to a form and enabling the exception

From an existing form, locate the form from within the Service Forms page (Admin | Forms | Service Forms):

  1. Select the form to open it

  2. From within the form, locate the Question section and find your question (Is the location secure?). If it is not displayed on screen, use the search option to locate it:

  3. Drag the Location Secure question onto Sections as shown:

  4. Select Logic to open the Logic settings:

  5. Change If answer from Is Yes to Is No

  6. Select Insecure items for the Exception list:

  7. Ensure Required evidencePhoto and Comment are both enabled

  8. Select OK

  9. Select Save

In the flowchart below, the question "On a scale of 1-4 how satisfied is the customer?" is asked. The "If answer less than or equal to 2 then Raise Exception" logic is configured for this question. If the user gives an answer of "1" or "2" then they have to select a reason why from the four items listed. If they respond "3" or "4", they do not need to provide extra information

Question Type Response Exception
On a scale of 1-4 how satisfied is the customer? Rating less than or equal to 2

List (Dissatisfied) - Poor service, Late, Poor service and late, and Other.

Creating the exception list

From the Form Lists screen (Admin | Forms | Lists) follow these steps to create the Dissatisfied list as shown above:

  1. Select Add

  2. Enter the list Name: Dissatisfied

  3. Enter a Description for the List: Selection list for dissatisfied choices

  4. Select the List to be Active

  5. Select Add to add a new Choice

  6. Enter the firstChoice: Poor service

  7. Repeat steps 5 and 6 adding the following choices: Late, Poor service and late, and Other

  8. Check your list and when ready, select Save

Creating the question

From the Form Question screen (Admin | Forms | Questions) follow these steps to create the On a scale of 1-4 how satisfied is the customer?question as shown above:

  1. Select Add

  2. Select Type: Rating

  3. Enter the Name of the question: How satisfied is the customer

  4. Enter the Question text: On a scale of 1-4 how satisfied is the customer?

    Optionally enter some Help Text to aid in the completion of the question

  5. Select Active

  6. Enter Minimum Rating: 1

  7. Enter Maximum Rating: 4

  8. Select Save

Adding the question to a form and enabling the exception

From an existing form, locate the form from within the Service Forms page (Admin | Forms | Questions):

  1. Select the form to open it

  2. From within the form, locate the Question section and find your question (How satisfied is the customer). If it is not displayed on screen, use the search option to locate it:

  3. Drag the How satisfied is the customer question onto Sections as shown:

  4. Select Logic to open the Logic settings:

  5. Change If answer from greater than 1 to less than or equal to 2

  6. Select Dissatisfied for the Exception list:

  7. Select OK

  8. Select Save

In the flowchart below, the question "Which room needs cleaning?" is asked. Several rules have been applied:

  • If answer is R1 then Raise Exception 1

  • If answer is R2 then Raise Exception 2 and request a photograph along with comments

  • If answer is R3 then there are no exceptions

  • If answer is R4 then Raise Exception 1 and enter comments

Responses 1, 2 and 4 all trigger exceptions. If 3 is selected, no exception is triggered - no additional response or evidence is required. A user can submit multiple responses, each response for 1, 2 and 4 resulting in different exception lists being used to prompt for information along with differing levels of evidence. If a user were for example to enter 1, 2 and 3 for example, they must provide an answer to "Why did you answer R1 to which room needs cleaning?" from the R1 and R4 mandatory selection list. They must then provide an answer to "Why did you answer R2 to which room needs cleaning?" from the R2 mandatory selection list along with a photograph and comment. Their R3 response doesn't require any exception evidence so they need not provide any further information to justify their answer for that question.

Question Type Response Exception

Which rooms need cleaning?

 Selection list (Rooms) Is R1

List (Reason for clean toilet) - Floors wet, Handwash spillage, and Tiles dirty. No additional evidence required
Is R2

List (Reason for clean toilet) - Floors wet, Handwash spillage, and Tiles dirty. Photograph and Comment required.
Is R4

List (Reason for clean) - Litter, Floors dirty, and Bins overflowing. Comment required.

Creating the exception lists

From the Form Lists screen (Admin | Forms | Lists) follow these steps to create the Reason for clean list as shown above:

  1. Select Add

  2. Enter the list Name: Reason for clean

  3. Enter a Description for the List: Selection list for reason a clean was needed

  4. Select the List to be Active

  5. Select Add to add a new Choice

  6. Enter the firstChoice: Litter

  7. Repeat steps 5 and 6 adding the following choices: Floors dirty,and Bins overflowing

  8. Check your list and when ready (it should look like the example below):

  9. Select Save

Follow the same steps 1 through 8 above to create the Reason for clean toilet list as shown above, using these values:

Name: Reason for clean toilet

Description: Selection list for reason the toilet Reason for clean toilet

Choices: Floors wet, Handwash spillage, and Tiles dirty.

Check your list and when ready (it should look like the example below) then save it:

Create a list for the question

Create a list to provide four room options to choose from within the question. The values will be as follows:

Creating the question

In the same way that you created previous questions (see examples above), create a question for "Which room needs cleaning". Ensure that it is configured as follows:

Adding the question to a form and enabling the exception

From within an open form (Admin | Forms | Service Forms), locate the question and add it into the form. Your screen will look as shown:

Enabling and configuring the Logic

Configure the logic a shown in the screen shot below (use Add Logic Rule to bring up extra fields on the screen for the three different logic selections added):

Once configured, select OK and then Save the form ready to preview it

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