Custom Forms (ILPA)

PATH: System Administration > ILPA > Custom Forms

The ILPA Custom Forms tool lists all additional documents beyond the editor based plan that are available for recording student needs.

Custom form documents are available in the Blank Forms tool and the student's Documents tab in the Custom Forms section.

Only PDF documents (file extension .pdf) can be uploaded using this tool. Additional file types can be uploaded on individual student's Documents tabs.

The ILPA tools are used only in Kentucky.

Image 1: ILPA Custom Forms tool

Custom Forms List

The list of custom forms can be sorted by clicking the arrows in the headers. Enter text in the fields below the headers to filter forms based on Name, Sequence, Interactive true or false, Active true or false, Start Date, and/or End Date.

The content of existing custom forms associated with a student will not change when an Administrator changes Ad Hoc mapping on the form in System Administration.

Custom Form Fields

Existing custom forms can be created and uploaded for use in Campus. Creating forms requires the full version of Adobe Acrobat (usually Acrobat Professional). Non-interactive forms can also be uploaded, but they cannot be pre-populated with student data. See the Creating Custom Forms article for information on creating forms and adding the documents to the Documents interface.

Campus does not support forms created using Adobe Acrobat DC.

The Custom Forms editor contains the following fields.

Field

Description

Start DateThe start date is used to designate when the form is active. This can be the day the PDF was uploaded, a future, or a past date.
End DateThe end date is used to designate when the form is no longer active.
Active

Indicates the document is in use for the school year and team members can select this document when adding to a student's education plan. This field is calculated based on the Start and End Date fields.

Deactivating a form removes the form from the user's custom form selection list. Existing forms can still be edited and/or copied.

Interactive

Indicates the form contains fields allowing users to input data directly into certain fields.

Changing the type of a saved form from Interactive to Blank immediately makes all instances of that form read-only. These forms can no longer be edited.


Blank Form

Indicates the form is not interactive and users cannot enter data directly into fields. Blank Forms can be accessed from the outline and can only be printed.

Name

Displays the Name of the document.

Sequence

Indicates the order the document displays in the documents list on the custom forms tab, on the user's Outline (Blank Forms) and in the dropdown of forms available on the Documents tab (Interactive).

Document Name

Displays the file name of the document that has been uploaded. The document displays after the user has located it using the Choose File button.

When a PDF file is uploaded over an existing file, the existing forms are not deactivated. Uploading a PDF file to an existing custom form creates a copy of the existing form and adds the date and timestamp the PDF was uploaded appended at the end of the form name.

Number of Associated FormsIndicates the number of forms associated with the Custom Form. This field displays only when the Interactive checkbox is marked.

Comments

Text entered into this field can be used for any information regarding the uploaded file, but anything entered here is only visible on this tab. This field displays only when the Interactive checkbox is marked. It can contain up to 500 characters.

The following symbols will not be saved into the text field:

  • ampersand (&)
  • pound (#)
  • percent (%)
  • apostrophe (')

Instructions

Text entered in this field appears when creating a new document for a student, including instructions for use, specific rules for case managers, and other information, as shown in the image below in the blue box. Up to 500 characters are allowed.

The following symbols will not be saved into the text field:

  • ampersand (&)
  • pound (#)
  • percent (%)
  • apostrophe (')

Overflow

Toggles the overflow functionality. When this checkbox is marked, users have the ability to input text into multi-line text fields beyond the limit of the field's space. Overflow text prints on subsequent pages. This checkbox defaults to unmarked and displays only when the Interactive checkbox is marked.

Add Blank Forms

  1. Click the New button. The Custom Forms editor displays.
  2. Enter the Start Date when the blank form will be active.
  3. Mark the Blank Form checkbox.
  4. Enter a Name for the form.
  5. Enter a Sequence number for the form. This determines the order in which the document appears in the dropdown list.
  6. Use the Choose File button to locate the file on your computer or network.
  7. Select the Save button when finished. The new form will be listed in the Custom Forms editor and will be available to be printed from the outline.

Add Interactive Forms

  1. Click the New button. The Custom Forms editor displays.
  2. Enter the Start Date when the interactive form will be active.
  3. Mark the Interactive checkbox. When marked, the Comments and Instructions fields display.
  4. Enter a Name for the form. This will be seen in the form dropdown when adding the document to a student's Documents tab.
  5. Enter a Sequence number for the form. This determines the order in which the document appears in the dropdown list.
  6. Use the Choose File button to locate the file on your computer or network.
  7. Enter any Comments associated with this form.
  8. Enter any Instructions related to the use of this form for teachers and case managers when they create the form.
  9. Optional: Mark the Overflow checkbox to enable the overflow functionality.
  10. Select the Save button when finished. The new custom form will be listed in the Custom Forms editor and will be available for users to fill out in relation to students.

If the custom form is marked Active, the form will be available on the student's Documents tab.

Image 2: Adding Custom Forms to a Student

Map Ad hoc Fields to a Custom Forms

Once an interactive form is saved, a Preview button displays in the action bar. In the preview screen, editable fields are displayed in gray. Dark gray fields indicate that mapped ad hoc or reserved field names have already been mapped onto the form. Light gray fields with an orange/yellow border indicate that field does not have a mapped field name (See Image 3 below).

Click a field to map it to an Ad hoc field. When the form is attached to a student, Ad hoc fields prepopulate based on the student's record.

Image 3: Map Interactive Fields to the Selected Ad hoc Field

When mapping fields, enter search terms to narrow the list of fields provided. In addition to Ad hoc fields, the existing Reserved Name List is still available at the bottom of the dropdown.

This process can be navigated using key commands:

Form administrators should be aware that users who have rights to a form are able to view all data that may be pulled into that form, regardless of whether they have rights to that data or the tool it comes from. For example, if an administrator maps behavior event information to a field in the form, any users of the form will be able to see that information, even if they don't have rights to behavior tools. This logic includes social security numbers. Administrators will need to keep this fact in mind when mapping Ad hoc fields.

Field Sequence

Ad hoc fields may be selected multiple times to prepopulate data from multiple records. For example, a form may list 4 team members for a student. When mapping fields, select the appropriate Sequence for repeated fields, as shown in the image below. When the form is added to a student, the user indicates the order of records that populate in these sequenced fields. If sequencing is not completed before the form is uploaded into Campus, those Ad Hoc fields will be given a default sequence of one (1).

Image 4: Select a Sequence when the Same Field is Selected Multiple Times

Click Save when all fields are mapped. The form will be available for selection on the student's Documents tab.

Map Date Fields

Form administrators also have the ability to map date fields onto forms. Supported formats for date fields include:

When the form is created, all date fields will display in a mm/dd/yyyy format. Time is not supported. Selecting ad hoc fields with a timestamp may not display as expected. When selecting date fields using the Form Field Properties editor, ad hoc fields that may contain timestamps are displayed in orange (see Image 5 below). Only dates should be mapped to date fields.

Image 5: Date Selector

Concatenate (Link Together) Multiple Ad Hoc Fields 

Ad Hoc fields can be concatenated (linked together) to pull related information into one field on forms. For example, a team member's name can be concatenated to pull both the first name and last name into the same field. This would look like [teamMember.firstName] [,<SPACE>] [teamMember.lastName].1 (see Image 6 below).

Concatenation Process

  1. Type search terms to narrow the list of fields provided.
  2. Select desired Ad Hoc field.
  3. Type and select desired separator terms between each Ad Hoc field (optional). Separator terms can be words (the, and, etc.), symbols (comma, semicolon, colon, etc.), and/or spaces.

    Users must select a separator by either clicking on the selection in the dropdown or hitting the Enter/Return key on the keyboard before proceeding.

  4. Repeat steps 1-3 to include up to 10 (ten) Ad Hoc fields and separators.

Once a concatenated phrase is entered once on a form, that same phrase can be used again on the same form. In our example, we can use the same concatenated phrase to pull multiple team member names onto the form by using the sequencing options.

It is recommended that users do not concatenate fields from multiple modules. See the Ad Hoc documentation for additional information on Ad Hoc.

Image 6: Concatenated Example

Users cannot add Ad Hoc fields between two selected Ad Hoc field names. Ad Hoc fields can only be added at the end of the concatenated phrase. The 'X' in the corner of the Ad Hoc field deletes that field. The 'X' in the corner of the selection area will delete everything entered into the selection area.

Acceptable separator terms can be symbols (comma, semicolon, colon, etc.) or words (the, and, etc.). When a user hits the space bar on the keyboard, the letters <SPACE> appear. In the completed document, this will look like a regular space between the Ad Hoc fields.

Common Use Cases for Concatenation

Select the image to enlarge the example.

Description
Example
Course Name and Number

Staff Member Name and Title

Weapon description and ID

Replace a Form

When a PDF is uploaded to an existing form using the Choose File button, the existing form is automatically copied and the new form is given a date/timestamp at the end of the name to designate which is the new form and which is the copy. See the image below for an example:

Image 7: Uploading a PDF to an Existing Custom Form

In this example, "Student Eligibility Form" is the original custom form and "Student Eligibility Form_2018-04-18-09-32-44" is the copy.

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