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Customize your library's Add Question (WalkUp) form

Overview

A default Add Question (WalkUp) form, which requires no special configuration, allows for Patron Name, Patron E-mail, Question and Answer (if desired) to be input in the form. It also provides for use of Descriptive Codes. QuestionPoint hosts it and displays the form on the My QuestionPoint homepage and from within the Ask module to QuestionPoint librarian account holders with Ask permissions.

In the QuestionPoint Administration module, you (as an Institution administrator) can customize your library's Add Question form using Forms Manager. You specify the additional content of your form.

Other uses of Forms Manager:

Benefits

This method for managing your forms:

  • Is easy to use and reduces the need for IT staff involvement.
  • Lets you control the fields your librarians use to accumulate patron data.
  • Supports improved access to form field reports about reference transactions.

Setup steps

To customize your QuestionPoint Add Question form:

  1. Decide what additional fields you want your form to contain. (For more information, see Options.)
  2. Log on to QuestionPoint and go to Forms Manager at Administration >Institution > Forms > Forms Manager. When you first view the Forms Manager page, some links are inactive (grayed out). They become active as you complete prerequisite steps.
  3. If this is the first time you have used the Forms Manager, Click Choose Languages. Here you select the languages in which you want your Add Question (and/or web-based E-mail form) to be available. (While it doesn't control the language on the Add Question form itself which has its own language dropdown list, it is a required step to continue the process.) (For more information, see Options for Choose Languages.)
  4. Click Choose Form Fields to select, add, and customize fields for gathering information from patrons. You can choose from the supplied fields and/or create custom fields that might be used on your web-based E-mail form and/or Add Question form. Each form can contain up to 10 additional fields, therefore up to 20 additional fields can be chosen and/or created at this point. (For more information, see Options for Choose Form Fields.)
  5. Click Return to Forms Manager after choosing and configuring your additional fields.
  6. Click Configure Customized WalkUp Form Fields and do the following:
    1. Use the check boxes to select the fields that you want to appear on your Add Question (WalkUp) form. You can choose to add any of the fields configured in step 5, and you can also choose to make each field Required. (The default for each field is Optional.)
    2. Once your options are saved, the fields are immediately available to librarians from inside the QuestionPoint application by using the Add Question form tab in the Ask module, or from the Quick Links on the My QuestionPoint home page.

Options

Options for Choose Languages

In Choose Language options you can customize the wording in each language that you select. Full translations of default text are available for French, Spanish, Russian, Chinese (simplified and traditional), Italian, Catalan, Slovenian, Dutch, Korean, and German. For other languages, you must enter all text. If you want to provide forms in any of the other languages, contact your OCLC regional service provider to ask for more information.

Options for Choose Form Fields

In Choose Form Fields, you select and customize fields for gathering information from patrons. These fields are in addition to the Question field, E-mail field, Name field, and introductory and footer text that you select and customize in a later step.

  • Add up to 10 fields to each form (E-mail and Add Question).. You can select and customize up to 20 fields.
  • Apply fields to the web-based E-mail form, the Add Question (WalkUp) form, or use the same field on both forms. For example, to learn how often patrons visit the library, whether they ask a question at the reference desk or via e-mail, select and customize an appropriate field once. Then apply that field to both forms. (Two fields are marked WalkUp-only; all others are applicable to either form.)
  • Available fields and custom fields. You can select fields from a list of available fields or add (create) custom fields.

    Note: If there is an available field for a question that you want to ask patrons, select and customize it rather than create a custom field. When you use available fields, QuestionPoint can provide more uniformity of reference-transaction data.

  • Field types. You can select or create the following types of fields:
    • Select list, a drop-down list of up to 30 answers from which the patron can select one.
    • Radio list, a radio-button list of up to 5 answers from which the patron can select one.
    • Text area, a text box with multiple entry lines (255 character limit).
    • Text box, a text box with a single entry line (255 character limit).
  • If you select an Available Field, you can:
    • Customize the text of its label or question for each of your supported languages.
    • Provide the text of the answers in a select list (that provides customizable entry) for each of your supported languages.
    • Add or delete answers from a radio list or a select list (that provides customizable entry or pre-populated values).
    • Designate a default answer for a select list or radio list.
    • Add a header instruction such as "Select from" to a select list.
    • Order the lists that you created.

    Note: Some available fields have two versions so you can choose the version that best meets your needs. For example, the Institution field has a text-box version if you want patrons to provide any information they wish in the field and a select-list version if you want patrons to select from specified choices.

  • If you add (create) a custom field, you:
    • Select a field type.
    • Provide the text of its label or question for each of your supported languages.
    • Provide the text of the answers in a select list or radio list for each of your supported languages.
    • Designate a default answer for a select list or radio list.

    Note: If you do not want to designate a default answer for a select list, add a list header and provide text for the list heading, such as "Select one." The list heading is visible in the list before the list is pulled down.

Options for Create Question Form (E-mail Question form)

In Create Question Form, you:

  • Select the languages in which you want to publish your E-mail Question form (web-based e-mail intake form).
  • Define E-mail Look and Feel (see notes below).
  • Select the fields you want to appear on your E-mail Question form (see notes below).
  • Put E-mail Fields in Order.
  • View E-mail Form.
  • Publish E-mail Form (see notes below).

Notes about: Define E-mail Look and Feel

Here you define the following elements of the banner for the top of your E-mail Question form:

  • URL of the image file for the logo or image that appears on the left in the form banner. Recommended height of the image is 40 pixels.
  • URL of the web page to which the patron goes if the image is clicked.
  • Alternate (alt) text for the image.
  • Banner text that appears next to your logo (40 character limit).
  • Color (hexadecimal color code) of the background of the banner.
  • Color (hexadecimal color code) of the banner text.
  • URL and link text for up to two links that will appear in the banner.

If you have forms in two or more languages, you may either define a default banner that applies to all languages or customize the banner for each language.

Notes about: Select the fields you want to appear on your E-mail Question form

For the fields you selected or created in Choose Form Fields, you can:

  • Add them to, or remove them from, your E-mail Question form.
  • Indicate whether they are required or optional (Settings).

To customize these fields, return to Choose Form Fields.

For the Question field (required), you can:

  • Customize the text of its label or question for each of your supported languages.

For the E-mail field (required), you can:

  • Customize the text of its label or question for each of your supported languages.
  • Indicate how you want to validate the e-mail address (Settings).

    Note: If you choose to validate the address using predefined rules, QuestionPoint accepts an e-mail address if it has a local-part and a domain separated by @ (at). The local-part may contain any of the following characters: a-z, A-Z, 0-9, - (hyphen), or _ (underscore). Also, . (period) may appear between characters in the local-part. The domain may contain any of the following characters: a-z, A-Z, 0-9, - (hyphen), or _ (underscore). Also, the domain may contain subdomains separated by . (periods). Each subdomain may contain up to 66 characters, except the last subdomain, which must contain 2-6 characters, a-z only. For example, QuestionPoint accepts this e-mail address:
    x-y.zZZz_u12u@aaaa.bbbb-bbBBbb_bbb34b.ccccccc.dddd

For the Name field, you can:

  • Add it to, or remove it from, your E-mail Question form.
  • Customize the text of its label or question for each of your supported languages.
  • Indicate whether it is required or optional (Settings).

For the Assignment Selector, you can:

  • Add it to, or remove it from, your E-mail Question form.
  • Indicate how assignment of submitted questions will be done (Settings).

Note: To use the Assignment Selector, you must also set up Web Form (web-based E-mail Question form) Assignment (Administration right arrow Institution right arrow Settings right arrow Web Form Assignment). For more information about Web Form Assignment and the Assignment Selector, see Set up web form assignment.

For E-mail Form Title, E-mail Form Introductory Text, E-mail Form Instruction, and E-mail Trailer or Footer:

  • E-mail Form Title appears below the banner and has larger bold type.
  • E-mail Form Introductory Text appears below the E-mail Form Title and has regular type.
  • E-mail Form Instruction appears below the E-mail Form Introductory Text and directly above the fields that patrons complete. It appears in a gray bar in bold, regular size type.
  • E-mail Trailer or Footer appears below the fields that request information from the patron and just above the Submit Question button. It has regular type.

You can:

  • Add them to, or remove them from, your E-mail Question form.
  • Customize their text for each of your supported languages.

Notes about: Publish E-mail Form

When you click Publish E-mail Form, QuestionPoint redisplays the Create E-mail Form page with a URL for the E-mail Question form for each of your supported languages.

Each time you change the form you must click Publish E-mail Form to add the change to the published forms.

Click Delete Published Forms if you want to remove the forms so they are no longer available.

If you delete published forms, be sure to remove any links to them that you added on your web site. If a patron clicks a link to a deleted form, an error page instructs the patron to contact your library.

Notes about: Language customization

If you add a language, check each field that you selected for your forms to add any needed answers for the new language.

Troubleshooting: Answers missing from a selection list (list box or radio button list)

Does your completed web-based E-mail Question form or Add Question form contain empty select-list or radio-list fields, in which no answers are available to select?

If it does, you may have selected the fields under Create Question Form before you finished customizing them under Choose Form Fields.

Try the following solution:

  1. Return to Choose Form Fields and finish customizing the fields and adding answers. Go to: Forms Manager right arrow Choose Form Fields.

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