Control Set Administration

Control Set Administration

From the Administration menu in the Desktop, click on the Control Sets toolbar button to display the Control Sets search screen.  Click on the New button at the bottom of the screen.

Basic settings

Title:  Give the control set a unique name that clearly identifies it

Entity Types:  Select and check from the drop-down box all of the entity types that the control will be allowed to be linked with.  Control sets can be linked to Clients, Sites, Assets and Jobs.  Note, checking entity types here does not automatically add the control set to those entity types, it just makes it possible to do so.

Category: Select from the drop-down box the category of the control set.  This is a mechanism for grouping and makes searching and filtering easier.  The values in this category drop-down box are administered via the System Codes screen.

Web Enabled?:  This checkbox, when checked will allow the control set to be visible via the web portal.  

Tab Layout

The Control Set screen has 4 tabs:

Designer: This tab is used to create the definition of the control set.  This is where you add individual fields, set their properties and configure their values

Preview: This tab will show a preview of the control set as it will be rendered via the Desktop edition of HelpMaster.  This tab is useful for testing, and fine-tuning the design and layout of the control set

Information: This tab is used to specify additional information about the control set that will be displayed to users both in the Desktop and the Web Portal

Properties: This tab is used to display meta-data and notes about the control set

Control Set Field Types

The following field types are available:

Checkbox: A dual-state / binary control.  It’s on or off, true or false, 1 or 0. etc.  2 options only. Can be used to nest/cascade additional controls (see below)

Tri-choice: A tri-state control.  Useful for Yes-No-Maybe style data where there are 3 options. Can be used to nest/cascade additional controls (see below)

DropDown: A standard drop-down pick-list style control.  Add as many values as you need. Can be used to nest/cascade additional controls (see below)

Date / time: A date-picker control that includes both date and time components

Date only: A date-picker control that only allows a date (no time)

Time only: A time picker control that only allows time to be set.

Text: A standard single-line text box

Text Multi-line: A standard multi-line text box.

Password: A masked text box that allows you to store private data. Options include string encryption or simple masking. Whenever password fields are viewed, a system event log is recorded.

Number: A “spinner” type control that can set a number.  Can be positive, or negative.

Currency: A currency control used to store financial values

Label: A simple label control.  Used to display information

Separator: A line.  Used to separate blocks of information, or provide a visual break in information

Client Selector:  A control that allows you to select an existing client within the HelpMaster database.  The type of client can be limited to various types as follows:

  • Clients of logged in users site:  Will only display clients from the same site of the current logged-in user
  • Staff members:  Will display all staff members
  • Clients only: Will display all clients
  • All staff clients: Will display both clients and staff

Company Selector: A control that allows you to select an existing site within the HelpMaster database. The type of site can be limited to various types as follows:

  • All sites: All sites are displayed and available for selection
  • SitesOfLoggedInUser: Only the site(s) that the current logged-in user belongs to can be selected
  • SitesHierarchyOfLoggedInUser: Any site(s) within the site hierarchy of the current logged-in user can be selected

Control Set Field Properties

The Properties section of the Designer tab displays all of the properties for the selected control type.

Appearance

Background Colour: Sets the background colour of the control

Bold: Separator control only.  Changes the boldness of the separator line

Display Type: Sets the style of the control.  Choices vary depending on which control is selected

Display When: Labels only. Labels can be configured to only show at specific times. Choose from the the following:

  • Always: Label is always displayed
  • CreateNew: Label is only displayed when logging a new job.
  • ViewExisting: Label is only displayed when viewing a job once it has been logged

General

Caption: The caption that will appear to the user.

Date format: Date controls only. Configure the appearance of the date control to one of the following:

  • Date and time
  • Date only
  • Time only

Items: Dropdown controls only.  Click the ellipsis button to display the values that will be listed in the drop-down.  Create new items by entering new values - 1 per line.

Name: The internal name of the field.  This can be changed, or left as the default.

Info

Placeholder: Text controls only.   Text entered here will be displayed in a grey text as a placeholder in the control.  When the user starts typing, the text will disappear and replaced with what they type.  This is useful as a guide for the user.

ToolTip: Text entered here will be displayed as a tooltip if the user hovers over the information icon that will appear next to the control.

Properties

GUID: Read-only.  An internal unique identifier of the control.  Used by HelpMaster.

Type: Read-only.  Displays the type of control being used

Validation

Max: Currency controls only. Sets the maximum allowed value.

Min: Currency controls only. Sets the minimum allowed value.

Regular Expression: Text controls only.  Select a regular expression that will be used to validate the value the user inputs into the control.

Required: Sets whether the control value needs to be specified.

Building a control set

Adding a control 

  1. Click on any control from the list on the left of the screen to add it to the Layout.  You can also right-click on the Layout section and select “Add control” from the popup menu.
  2. Use the Up, Down, Left, Right buttons to adjust the location of the control
  3. Repeat these steps for all of the controls that you need

Configuring the properties of a control

  1. Click on the control in the layout section to configure its properties

Deleting a control

  1. Right-click on a control and select “Delete” from the pop-up menu. If the field has already been in use and currently has data stored against it in any of the entities, a confirmation dialog box will appear. The message will indidate how many individual values are stored for it and give you a choice of how to proceed.

Delete Control Set Field Confirmation

Archive Any data already stored for this field will be archived and still viewable. The field itself will be removed from the control set so that no new data for this field can be entered (the field will no longer be part of the control set), however the data that used to be stored in this field will be retained and viewable for “archive” purposes.

Discard Any data already stored for this field will be permanently and completely deleted from the database. Use this option only if you really mean it. There is no way to retrieve data other than a database restore from backup.

Nested, or cascading controls

Cascading controls refers to the behaviour where a new control is displayed to the user if they select a certain value in a checkbox, tri-choice box, or a drop-down box.  This allows for further clarification, or data input from the user because they selected a specific value.

For example.  You might have a checkbox called “Would you like us to contact you?” that contains the following values:

  • Yes  [user selects this option]
  • No

If the user selects “Yes”, you want to display a drop-down box entitled “Contact method”, which contains the following options:

  • Telephone
  • Email  [user selects this option]
  • SMS message

Now, based on the selection the user makes, you either want to display a text-box for the email or SMS option, or a number box for the phone number

In order to build such logic into your control set, you’ll need to cascade some controls by doing the following:

  1.  Right-click on the control that offers the user the choice (this will be either a checkbox, a tri-choice, or a drop-down box)
  2. From the popup menu, select the appropriate option:
    • For checkbox:  Select “Add checked item”
    • For tri-choice: Select “Add choice options”
    • For drop-down boxes:  Select “Add Drop-down item”
  3. The new item will be created and added underneath the control. This control will be displayed to the user.

Web Enabled Control Sets for Client use

It is possible to web enable Control Sets which means that these fields will appear on the ‘Log Job’ screen when a client goes to log a new job.

For example, a Control Set for password reset details may be defined and added to the Jobs entity type and then marked as “Client Web Enabled” and mandatory. This means that when the client is logging the job, this control set will appear for them, and require them to fill in any fields marked as “Mandatory”. Once the job has been logged, this information can then be used by the staff member assigned the job.

Web Enabling Control Sets

Follow the below steps to web enable a Control Set for a job

  1. From the HelpMaster Desktop application, go to Administration > Control Sets and find the cotrol set you wish to web enable,
  2. Open the control set and ensure that the Entity Types selected is Jobs
  3. Check the Client Web Enabled checkbox (as shown in image below)
  4. Click Apply, then close the window.

Control Data and Templates

All jobs logged by clients are based on web enabled job templates.  If the control data for the job template is set to Required = True under Properties > Validation then the client willl not be able to log the job without selecting or entering the relevant data. This is a good way to enforce relevant data entry by clients.

See Also

Job templates administration

Workflow

Adding a control set to workflow

Validating a control set value in workflow

Branching workflow based on a value in a control set

Validating control set text values with a regular expression

Regular Expression Library