You have two options available when you want to create a new Document:
Create a new Document
Create a new Document based on an existing Document
Document Properties Reference
There are several properties available for you to customize when you create a new Document and it’s worth spending some time reviewing them. The options you select affect the way you use the Document and how the Document looks.
Please note that the screenshot above and available options will vary depending upon the Class selected.
Field | Description |
Restrict to Service Event | When selected, assessments can only be completed at the event level. This field is optional and can only be used with Outcome Assessments. |
Title | The title is name of the Document and what staff members will see when selecting which new Document to fill out for a client. The title is a required field. |
Short Title | The short title is a shortened version or abbreviation of the Document title and is used behind the scenes for reporting purposes. The short title is a required field. |
Class | Class refers to the type of Document that you are creating. There are four Document classes or types available: Form, Letter, Outcomes Assessment, or Survey. For more information about Document classes, view the Types of Documents topic. |
Client Facing | Client Facing means that the Document can be sent externally to clients to be completed on their own via a browser. For more information about getting started with Engage, see the following topic: https://intercom.help/ssgpenelope/en/articles/5164133-engage-configuration-guide#h_0be791007e |
Completed for | You use this drop-down list to indicate whom the finished Document will be filled out for: an individual (client), a worker (staff member), or a Blue Book entry. |
Document Style | You use this drop-down list to indicate which style (Shaded, Boxed, Lined, or Minimal) your Document will have. The Document Style affects how your Document appears when printed out. Pages and sections within the Document can inherit the main Document style or have their own style. |
Use Pages | Use this option to separate your Document across multiple pages. Enabling pages means that users will be required to click "next" when filling out the Document to move on to the next page. This option is particularly useful for longer Documents as it allows the person completing the Document to save their work as they go automatically. |
Description | You have the option of including a description of the Document that you're creating. |
Creating Documents
When you create a new Document you start with a clean slate! You can quickly get started building your Document by adding components like Scores, Questions, Sections, etc.
On your home page, navigate to Setup > Document List.
In the Results section, click Add New Document.
Type a Title and Short Title for your Document.
Choose a Class to determine the type of Document.
If you are using the Engage feature and want to make the Document accessible for clients to complete, select the Client Facing option.
Choose whom the Document will be Completed For.
Choose the Document Style.
To span your Document across multiple pages, click the Use Pages option.
Optionally type a description for the Document.
Click Save.
After you finish: Customize the new Document.
Create a New Document based on an Existing Document
If you need to create a Document that is very similar to an existing Document in your Penelope database, you can consider copying the existing Document rather than creating a new blank Document. Copying a Document can save you time creating and structuring questions as the new Document will include the same layout and questions as the original Document (which you can modify as needed).
Example #1: You need to create a slightly different version of a Document for a specific Program
One of the most common reasons to copy an existing Document is when you need multiple Documents that are very similar apart from select questions.
Tips and Guidelines
Remember that all questions in a copied Document are considered shared by default. If you have a question that you want to reword, a list that should have different list values, etc., you should delete and recreate the question to avoid erroneously impacting your original Document.
Considering using a consistent naming convention in your Document titles to visually establish a connection between the Documents. For example, you may have a series of Intake forms for different programs that you could name Intake Assessment – Individual Counselling, Intake Assessment – Group Programs, Intake Assessment – Family and Couples Counselling.
Example #2: You started building your Document but realize you want to use a different Class
One of the few Document properties that you cannot modify after you create the Document is the Document’s class (i.e. Form, Outcome Assessment, Letter, Survey). If you start building your Document and realize that a different Class would be a better fit for your purposes, you can copy the Document and select a new Class to avoid losing your work thus far.
Tips and Guidelines
Consider making the original Document inactive (especially if the Document was previously finalized) or deleting the Document (if you’ve never finalized the Document and are sure you won’t need it in the future) to avoid having duplicate versions of the Document available
Example #3: You need to modify the Scoring of your Document
Once you’ve finalized your Document, you cannot modify the Scoring. If you absolutely need to change Scoring in your Document, you can consider copying the Document (i.e. creating a new version of the Document) which makes the scoring (only in the new version of the Document) modifiable.
Tips and Guidelines
When you copy a Document, it is imperative to remember that you are creating a brand new version of the Document that is not connected to the original version (beyond sharing questions). This has a significant impact on reporting as you will not be able to measure progress between the Documents. Before proceeding, consider the potential impact to your reporting processes.
When you’re ready to finalize the new version of your Document, we recommend making the original Document inactive to avoid having workers continue using the old version.
Consider modifying the name of the old Document to make it easier to identify the two documents for reporting purposes
On your home page, navigate to Setup > Document List.
In the Results section, open the Document that you would like to use as the template for your new Document.
Click Copy Document.
Enter a new Title and Short Title for your Document.
Choose whom the Document will be Completed For.
Choose the Document Style.
Click Save.
After you finish: A copied Document inherits the Client Facing and Pages settings from the original Document. You can modify the Client Facing property or enable Pages (Pages cannot be turned off once enabled). Next, you can continue to build the new Document.
Caution
When you copy a Document, the questions in the Document are considered shared by default. To make changes to the questions without impacting the original Document (for example, changing the text of a question), you must delete and re-add the question.
Sample Documents
On the Document List page (results section) you will find four (4) sample documents:
Sample Document – Questions (Form)
Sample Document – Stages (Form)
Sample Letter (Letter)
Sample Document – Scores (Outcome Assessment)
These are a good example of how different types of questions and elements can be used when creating Documents. These sample Documents can also be copied and used as templates
Modifying Document Properties
If you discover that you need to change an aspect of your Document’s general properties after you create it, you can (with some exceptions) from the main page of the Document. Some changes can be made even after you’ve finalized your Document without having to create a new Revision.
Review the following table for information about what Document properties you can modify whether the Document is In Progress (i.e. prior to Finalizing for the first time or after you’ve created a New Revision) or while the Document is Finalized.
| Document Status | Document Status |
Field | In Progress | Finalized |
Title | Yes | Yes |
Short Title | Yes | Yes |
Class | No | No |
Restrict to Service Event Completion | Yes | Yes |
Client Facing | Yes | Yes |
Completed for | Yes* | New Revision required* |
Document Style | Yes | Yes |
Use Pages | Yes** | New Revision required** |
Description | Yes | Yes |
Status | Yes | Yes |
Exceptions
*Outcomes Assessments and Client-Facing Documents can only be completed for Individuals. If your Document is an Outcomes Assessment, this value cannot be modified. If your Document is Client-Facing, you can only modify this value after first turning off the Client Facing setting.
**You can only enable Pages; you cannot be turned off once enabled.
Modify the General Properties of a Document
Complete any of the following options:
To modify the Title, Short Title, Status, or Description values, from the Document, click Edit. After you’ve made your change, click Save.
To modify the Completed For, Client Facing, or Comment values, in the Revision > Component tab, click Edit. After you’ve made your change, click Save.
To modify the Document Style, in the Revision > Component tab, click Main Body. After you’ve made your change, click Save.