Control Sets Overview

Control Sets allow you to create custom forms for data capture

Controls Sets are user-created forms that you can build to capture and store information. Once a control set has been defined and created, it can then be linked to entities such as Clients, Sites, Assets and Jobs, where it will be displayed on the Control Sets tab.

Control Set example

Different control sets can be linked to each entity, however only 1 of each type of control set can link to a unique entity at the same time. Control Sets can also be configured to automatically display when a new entity is created.

Control sets can be also be linked to Job Templates. This allows you to create flexible job screens that capture different information depending on the type of job. Furthermore, when a control set is linked to a job template that is then published to the web portal, the control set(s) will be displayed to the end-user for them to fill-in. This allows you to create very flexible and detailed web request forms that can capture a wide range of information.

The administration of control sets is done via the Administration menu in the Desktop version of HelpMaster.

The Control Set designer view

control set custom form designer

The same control set presented via the web portal

web portal request catalog printer issue

Where to use Control Sets - what is their business value?

Use Control sets for the following:

  • Create custom forms that will capture specific data for a particular job type
  • Create web-forms that users can fill-in when requesting things
  • Use control sets to store data that only internal staff will see
  • Stack control sets together in the same entity for capturing and storing specific data, and having easy access to it
  • Create cascading data-entry fields that are triggered by values that the user inputs
  • Create control sets for entering follow-up details

Default Control Sets per entity

When Control Sets are created, their target entity needs to be specified in the Allowed entity types drop-down box. This settings determines which entity types (Clients, Sites, Assets, Jobs etc) can be linked to the Control Set. By default, when a new entity is created, it will not have any Control Sets linked to it - these have to be manually selected, and saved with the entity. However, if you design a Control Set that you always want to be linked to a new entity when it is created, you can use the Default Entity Control Sets tab to configure this.

Default control sets

From the left-side, select the entity type. The list of available Control Sets will appear on the right. Select the appropriate control set and click < Add to move it under the entity. Use the Up/Down buttons to order them if multiple Control Sets are used.

The Control Set functionality within HelpMaster is governed via a security/access model similar to other features. This allows organizations to control who has access to the Control Set functionality.

Control Set security

Use the Application Security Roles to adjust Control Set access.

Control Set Reporting Queries

The data that is stored in Control Sets can be easily accessed via the database by the use of automatically generated reporting queries. Each Control Set has an option to generate a corresponding database query whenever changes are made to that Control Set. These queries can also be utilised when creating custom reports. See Control Set Reporting Queries for detailed information.

Reporting Queries

See Also

Control Set - Creating a new control set

Custom Fields (Deprecated feature)

Entity Items (Similar to Control Sets, but can be added multiple times to each entity)

System Administration

Application Security Roles

Workflow Objects

Set Control Set Workflow Object

Control Set Add Workflow Object

Control Set Validate Workflow Object

Web Portal

Web Portal and Job Templates

Link to Job Templates