Ch. 022 Response Sets

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Response Sets

Response Sets allow you to create a predefined set of responses for field entries that are common to a specific theme, location or category. For example, business cards for a corporate branch office in Chicago may have a common set of field entries for address, main phone and fax number; while the Los Angeles office will have a different set of entries. These sets may be defined by their common attribute, the branch office city, and created as a Response Set to simplify data entry. When your user chooses one of the response sets, any information that you have pre-defined in this area will be filled into the template.
Response sets do not support rich text fields so any text with formatting added/pasted into a text field when creating the response set will not display with that formatting on the template.
Note: Response sets are not available for use in Interactive Designer templates.


To Use Response Sets From Other Template
Use an already created Response Set from another template without recreating it. First set up the response sets in one template. Make sure you commit changes when you are done. In your subsequent templates’ master PDFs, give any fields that should use response sets the same name as they have in the original template’s master PDF. In the Response Sets page of the subsequent templates, select the first template’s name from the Other Template dropdown menu in the Use Response Sets From Other Template area. Then click “Use.” Then click "Commit Changes" when you are finished.

To Create Response Sets
The Response Sets Window contains a field titled Response Set Name. (Response set names are what will be displayed in a drop-down menu for your user to select.) Type in the name of the data set that you want to create, and click the “Add Set” button.

Use the Response Set Prompt box at the top of the page to enter text that will display to your customers prompting them to select a response set. For example, "Select Your Region." Click "Save Prompt" after you've entered your text.

In our example (above) of the Chicago office and Los Angeles office, we might name one of the sets “Chicago.” After “Add Set” is clicked, the screen will refresh and available fields will be displayed. Enter any data that you want to be pre-filled once a user selects this response set. If you do not want a field to be pre-filled, uncheck the box next to it to exclude it from the response set. You can also quickly check and uncheck all fields on a single response set by clicking the Check All or Uncheck All buttons. The field checkboxes are independent from response set to response set. For example, if you wanted a fax number pre-filled for the Chicago office but not for the Los Angeles office, you would uncheck the box next to the fax field for the Los Angeles response set. As long as the Chicago response set still had a checkbox next to the fax field, it would be pre-filled, while the Los Angeles fax field would not.

Click the “Save Changes” button after making entries, then repeat the procedure if you need more response sets.

When you have completed entering and saving all the response sets you need, click “Commit Changes” at the top of the page.

Importing from Excel

You can also import your response sets in the case that you have a large number to add. First you need to select the "Export to Excel" option. This will build an excel file that uses your templates unique fields. This template will follow the same prompts you will see when you create a response set manually. Complete the fields necessary and then import. You can choose to add to the response sets already added to the template or replace all responses sets by either checking or unchecking the box "replace all existing response sets". 

Do not delete any columns in this file. 

There is a column named Included Fields. In this column you need to type the name of the field(s) you want to mark as checked of each Response Set, separated by commas or you can select the arrow in the header and check the fields you want to include.  If you delete this column, or leave it blank, the system will not mark any field at all. 
All the other columns will follow the fields you have on your template and if you want that field to have specific information added when the end user chooses that response set, then enter that information in that cell. 

To Edit a Response Set

To edit an existing response set, make any changes you need, then click "Save Changes" for that response set. Click "Commit Changes" at the top of the page when you are finished.

To Delete a Response Set

To delete a response set, select it from the "Select Set" drop-down menu in the Delete Response Set area at the top of the page. Then click "Delete." Click "Commit Changes" when you are finished.