About User-Defined Fields and Prompts
Generally, Letter Writer Fields are based on data taken from the patient and user databases, or ancillary information like today's date for example. When you have exhausted the range of fields available from the Data Toolbar, you can create your own customised fields.
When a user-defined field is saved in a template, and then a letter (based on that template) is created, the user-defined field within it will prompt you for input.
As well as single user-defined field prompts, you can create sets of them. A set of user-defined field prompts appears a questionnaire window; you complete the questionnaire, after which the information you entered is added to the letter. User-defined field prompt sets such as these have other features that are not available to individual field prompts.
Note that user-defined fields have an association with the template in which they are created, and are not available to other templates. In other words, although you might create a user-defined field that shares its name with that from another template, the two fields are considered separate entities.
To Create a User-defined Field in a Template
Ensure you are working within a new or existing template.
Ensure that the Data Toolbar is visible. As you are working in a template, the Data Toolbar will be titled 'Template Fields'.
Position the cursor in your document where you wish to insert the User-Defined field.
Locate
and double-click the User
Defined template field from the Data Toolbar. The Custom Field Properties
window appears.
Complete the fields presented to you, to construct your customised field code.
Name the Field. Use a unique name for each different field type you create.
Select a Field Type. The names and types of the remaining fields that at appear on this window may alter, depending on the option you select. See the table following for information about the available fields.
When creating a new letter that contains this field, if you wish the field to appear pre-populated with the value you entered last time you used it, tick both the Save Value and Use Last Saved Value check boxes. Note that this saved value will be recalled wherever a field of the same name and type appears in a template for the current patient.
Complete the remaining fields.
Field Type |
Description |
Character |
A single line of text. You must also indicate the maximum number of characters this line of text can hold via the associated Max. Length field. |
Character Multiline |
Multiple lines of text. |
Date (Long) |
The long-date format, as set in Windows' Regional Settings. Options include;
|
Date (Short) |
Windows short-date format, as set in Windows' Regional Settings. Options include;
|
List |
A list of text entries that the user can select a single item from. |
Number |
A positive number. You must also indicate the maximum number of digits this number can be via the associated Max. Length field. |
Yes/No |
Either 'Yes' or 'No' appears within the resulting letter. However, within the prompt set itself, this appears as a check box for you to either tick (for Yes), or leave empty (for No). |
Prompt |
A set of one or more of the other field types, combined and displayed in a table within a letter. See User-Defined Prompt Sets for more information. |
Click OK when you are satisfied with your settings.
A
field representing the Used-Defined Prompt Set you created
will appear in your template, as seen in the following image.
When you create a new letter based on this template, you will be prompted to enter data for your User-Defined field.
To Edit a User-defined Field in a Template
Within Letter Writer, select File > Modify Template to select and open the template you wish to edit.
Within
the open template, locate and select the field you wish to edit.
With
the field selected, right-click the it and select Properties.
You
will be presented with the Custom
Field Properties window in which you can make the required
changes.