Documents are electronic versions of paper-based forms that can be created in Penelope to help simplify data collection and reporting. You can use Documents to track information about your clients (Individuals) but you can also use them to record information about staff (Workers), Funders, Services etc.

When starting with Documents you create templates that are made available to be completed in specific areas of Penelope (Individual Profile, Case, Service File, Service Event, etc). For example, if you have a detailed Intake Form you may assign it to the Case level so that Workers can complete it with their clients immediately upon completing the Intake Wizard. You can also create service-specific Documents that only appear for applicable services.

You can create as many Documents as you like (each containing as many questions as you like) and modify the Documents as your data collection needs evolve. You can set up your Document to include a variety of different questions whose answers can be captured in multiple different ways (long text, short text, drop-down, radio etc).

See below for all our information on document building

Documents are electronic versions of paper-based forms that you can create to help simplify data collection and reporting in Penelope. Most commonly, you may use Documents to track information about your clients, but you can also use them to record information about staff, funders, services, etc.

To get started, you create Document “templates” which you then make available to be completed for individuals, workers, etc. in specific areas of Penelope. For example, if you have a detailed Intake Form, you may assign it to be completed at the Case level so that workers can complete it with their clients immediately upon completing the Intake Wizard. You can also create Service or Program-specific Documents that only appear for applicable programs.

You can create as many Documents as you like (each containing as many questions as you like) and modify the Documents as your data collection needs evolve. The Documents can include as many questions as you like. You can set up your Document to include a variety of different questions whose answers can be captured as long-form text responses, selections from a drop-down list, multiple-choice responses, etc.

Prerequisites

To create Document templates, you must have the following access in Penelope:

There are four different types of Documents (or classes) you can create: Form, Letter, Outcomes Assessment, and Survey. The following table will help guide you in determining which type of Document is best suited for your needs.

Document class Description Suggested use case(s)

Styles affect the appearance of your Document. When creating a Document template, you can customize the look and feel by choosing between the following styles: Boxed, Lined, Minimal, and Shaded. You can apply a single style to an entire Document, or you can mix and match styles throughout individual sections of the Document.

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.

Depending on your security settings, you may be able to view the full list of existing Documents. The Documents List includes both active and inactive Documents marked by a green or red radio button respectively.

1. On the homepage expand the Setup section.

2. Click Document List.

3. If required, in the Search Criteria section, choose criteria to narrow the search results.

4. Click Go.

1. On the homepage expand the Setup section.

2. Click Document List.

3. In the Results section, click Add New Document.

4. Complete the following fields:

5. Click Save.

After you finish: Customize the questions and layout of the new Document as required.

You can create a new Document based on an existing Document. When you create a copy of a Document, you create another occurrence of the Document; i.e. two unique Documents become available in the Documents or Outcomes Assessments sidebar. The new Document will include the same layout and questions as the original Document, which can then be modified as needed. If you have multiple new Documents to create that are very similar, it may be more efficient to create one Document that can serve as a template or basis for the remaining Documents.

1. View the Document that you would like to use as the template for your new Document.

2. In the Document, click Copy Document.

3. In the Title field, update the title of the Document as required.

4. In the Short Title field, update the short title of the Document as required.

5. In the Class section, choose the type of Document.

6. In the Completed for drop-down list, choose whom the Document will be created for.

7. In the Document Style drop-down list, choose the visual style of the Document.

8. Click Save.

After you finish: Customize the questions and layout of the new Document as required.

Note: When you copy a Document, the questions in the Document are considered shared by default. To make changes to the questions (for example, changing the text of a question), you must delete and re-add the question.

You can specify where a Document is available to be completed. You can choose one or more levels in Penelope; for example, Individual, Service File, Case, Group Event, Funder, Indirect Event, etc. If you assign a Document to be available at the Service File or Service File Event level, you also have the option of specifying which Case Service the Document is applicable to.

You can specify where a Document is available to be completed. You can choose one or more levels in Penelope; for example, Individual, Service File, Case, Group Event, Funder, Indirect Event, etc.

1. In the Document, expand the Assigned Classes sidebar.

2. In the Assigned Classes sidebar, click Add.

3. In the Class Entity list, complete one of the following options:

a. To select all available classes, click Select All.

b. To select specific classes, click the checkbox next to the class name.

c. To remove a specific class, click the minus (-) icon next to the class that you want to remove.

3. Click Save.

If you assign a Document to be available at the Service File or Service File Event level, you also have the option of specifying which Case Service the Document is applicable to.

1. In the Document, expand the Case Services sidebar.

2. In the Case Services sidebar, click Add.

3. In the Service Name list, complete one of the following options:

a. To select all available services, click Select All.

b. To select specific services, click the checkbox next to the service name.

c. To remove a specific service, click the minus (-) icon next to the class that you want to remove.

4. Click Save.

The Scores feature enables you to create scores and associate them with questions to record assessment-type tracking in a Document. The score itself can be set to calculate the sum or the average of the user’s response to the scored questions in the Document.

Further, you can create classifications to show a rating or significance to a range of results. If you are going to include scored questions in your Document, we recommend creating the score(s) first to avoid having to convert standard questions to scored questions.

Documents can include one or more scores. You can also create a summary score that incorporates and tallies multiple sub-scores in the Document.

Scores are unique to the Document that you create them in; you cannot use the same score across multiple Documents. If you copy a Document that includes a score, you must create a new score and associate the score with the required questions.

The following types of questions can be created as scored questions: Numbers, Dates, and Lists. When you create a new question, you can choose to create a “New Scored Question” and associate the question directly with a score. You can also customize the weight of the question by adjusting the operator (i.e. add, divide, exponent, multiply, or divide) and the weight value.

Scored questions require responses, but the questions automatically include a “required with n/a” option allowing responders to select “n/a” if the question does not apply to them. By choosing “n/a,” the score of the question acts as a “0” value and therefore does not count towards the overall score.

1. In the Document, expand the Scores sidebar.

2. Click Add.

3. In the Score Name field, type a name for the score.

4. From the Class drop-down menu, select the appropriate score class.

5. From the Calculation drop-down menu, select how the score should be calculated. 6. If required, in the No Response Limit field, type the number of questions that can be left unanswered.

7. If required, in the Threshold field, type the threshold value.
8. If required, in the Mean field, type the mean value.

9. If required, in the Standard Deviation field, type the standard deviation value.

10. If required, select the Show Score option.

11. If required, in the Comment field, type a description for the score.
12. Click Save.

Total Score classifications enable you to attach a rating or significance to a range of results. For example, you could say that a total score in the range of 10-20 is “moderate”. You can assign a name to your Total Score range (for example, Mild, Moderate, and Severe), an “Up To” limit (for example, 10, 20, 0, -10), and text that will accompany that result).

If you create a classification value of 10, the limit will initially show as “0 to 10.00” in the Total Score box. If you then create another classification value of 20, the limit will show as “Greater than 10.00 to 20.00”. If you then create a classification value of 0, the limit will show as “Equals to 0,” and your original “0 to 10.00” range will now show as “Greater than 0 to 10.00”.

1. Locate the Score that you want to add a classification to.

2. In the Component section, click the Classification tab.

3. In the Total Score section, click Add.

4. In the Name field, type a name for the classification.

5. In the Up To field, type the numerical value of the classification limit.

6. In the Comment field, type any text that will accompany the result.

7. Click Save.

The Change in Scores classification allows you to attach a rating to a range of score changes. For example, if a Document is filled out for a client multiple times, the client’s score will change over that time. Change in Score classifications allow you to attach significance to those changes; for example, a change of 0 to 5 might be moderate, a change of -10 to -5 might be severe, etc.

You can include a Change in Score classification for Outcomes Assessments and Surveys.

1. Locate the Score that you want to add a classification to.

2. In the Component section, click the Classification tab.

3. In the Change In Scores section, click Add.

4. In the Name field, type a name for the classification.

5. In the Up To field, type the numerical value of the classification limit.

6. In the Comment field, type any text that will accompany the result.

7. Click Save

You can convert standard questions to scored questions after they have been created. The following types of questions can be converted to scored questions: Numbers, Dates, and Lists. If you are converting a question to a scored question, the question can no longer include the “Use Other” option and the question will now be “Required with n/a” by default. Converting a question to a scored question is an irreversible action.

Prerequisite: If you are converting a List-based question to a scored question, the List-based question must employ a scored list. For more information about ensuring your List-based question includes a scored list, see the Convert a list to a scored list topic.

1. Locate the question that you want to convert to a scored question.

2. To the right of the question, expand the Show Detail option.

3. Click Add Score.

4. Click the Convert Question option.

5. From the Score drop-down list, select which score the question should be added to.

6. If applicable, click the Reverse Scale option.

7. From the Weight Operator drop-down list, select which operator you’d like to use.

8. In the Weight Value field, type the weight value for the question.

9. Click Save.

You can add existing scored questions to the Score’s question list through one of two ways: from Question List within the score (best for adding multiple questions to list successively) or from the “Show Detail” option for the question.

Prerequisite: To add a question to the Question List of a score, the question must be a scored question type. You can convert existing standard questions to scored questions if needed.

1. In the Document, expand the Scores sidebar.

2. In the Score Name list, click the name of the score whose Question List you want to edit.

3. Click the Questions tab.

4. In the Questions List section, click Add.

5. From the Question drop-down, select which question you want to add.

6. From the Weight Operator drop-down list, select which operator you’d like to use.

7. In the Weight Value field, type the weight value for the question.

8. Click Save.

1. Locate the question that you want add to a score.

2. To the right of the question, expand the Show Detail option.

3. Click Add Score.

4. From the Score drop-down list, select which Score the question should be added to.

5. If applicable, click the Reverse Scale option.

6. From the Weight Operator drop-down list, select which operator you’d like to use.

7. In the Weight Value field, type the weight value for the question.

8. Click Save.

You can remove scored questions from the Score’s question list through one of two ways: from Question List within the score (best for removing questions from the list successively) or from the “Show Detail” option for the question.

1. In the Document, expand the Scores sidebar.

2. In the Score Name list, click the name of the score whose Question List you want to edit.

3. Click the Questions tab.

4. In the Questions List, next to the name of the question, click the click the icon.

5. Click Okay.

6. Repeat steps 4-5 for each remaining question you want to delete.

1. Locate the question that you want remove from the Score’s question list.

2. To the right of the question, expand the Show Detail option.

3. Next to the name of the Score, click the click the minus (-) icon.

4. Click Okay

1. In the Document, expand the Scores sidebar.

2. In the Score Name list, click the name of the score you want to edit.

3. Click Edit.

4. Make changes to the score as required.

5. Click Save.

You cannot delete a question score that is associated with a question; you must remove all questions from the Question List before deleting the score. You also cannot delete a question score that has been used in a completed Document.

You cannot delete a summary score that is associated with a sub-score; you must remove all sub-scores from the SubScores List before deleting the summary score. You also cannot delete a summary score that has been used in a completed Document.

Elements classes

Elements are the items that you use to populate your Document; they include sections, questions, groups, and composite questions.

Floating an element allows you to position multiple sub-sections, groups, or composite questions next to each other in a Document. When you float an element, you can set the width (i.e. how much horizontal space you want the element to take up on the screen or page). In the example below, you can see two sub-sections that have been set to float at 50% width each

You are not technically limited to having two elements side-by-side on the page, though aesthetically, we recommend floating no more than three elements next to each other.

1. In the element that you want to reorder, click Reorder.

2. In the Elements in Page list, complete the following actions as required.

a. To move an element up, next to the element, click the Up arrow.

b. To move an element down, next to the element, click the Down arrow.

3. Click Save.

1. In the element that you want to move, click Move.

2. In the Move Into list, click the element you want to move the current element into.

3. Click Save.

Sections are used as a mechanism for organizing similar questions together. Sections can be added to the Main Body, a page, and other sections.

Sections are used as a mechanism for organizing similar questions together. Sections can be added to the Main Body, a Page, and other sections.

After you finish: Add another section, add a group, add a composite question, or add a question.

Questions can be added to the Main Body, a page, sections, groups, and composite questions. If your Document includes scoring, you can optionally create new scored questions for Number, Date, and List questions.

The table below provides information about each of the available question types including formatting options and customization options available for the specific question type

Depending on the question type that you select, you can customize the following response options:

Depending on the question type that you are adding to your Document, you may be able to customize the following display options:

Number questions are used for questions where the response is a numerical value; for example, a dollar value, weight, or the number of times a client has experienced an issue, etc. If your Document includes scoring, you can optionally create new scored Number question.

For questions where the response is a text-based answer.

Yes/No questions are used for questions where the response is a yes or no. For example, if a client has experimented with drugs or alcohol issue in the past 6 months.

Date questions are used for questions where the response is a date. If your Document includes scoring, you can optionally create new scored Date question.

List questions are for questions where the response is selected from a pre-defined list of options. If your Document includes scoring, you can optionally create a new scored List question.

After you finish: If you elected to include a New List, you will need to create the list.

User questions are used for questions where the response is a worker’s name.

Service questions are used for questions where the response is one or more services (Case Services, Informal Services, and Anonymous Services) provided by your agency.

Case Service questions are used for questions where the response is one or more Case Services provided by your agency. For example, if you want to specify the Case Service that you recommend for the client as a result of completing a supplemental Intake Document.

Comment questions are used to create a comment between questions.

1. Click Save.

Data field questions are used for questions where you want to populate the response automatically based on single-field data that is already captured elsewhere in Penelope. For example, if you record a client’s ethnicity on their Individual Profile, you can automatically populate the response with that data.

Data list questions are used for questions where you want to populate the response automatically based on list-based data that is already captured elsewhere in Penelope; for example, a list of Collateral Contacts.

Site questions are used for questions where the response is one of the sites of operation at your agency.

You can share questions that you create to use in other Documents. If you share a question, it will appear the same for every Document that you use it in. Further, if you make a change to the question, the change will affect all Documents that use the question. When you create a new question, you have the option to share the question for future use. You can also choose to share a question after it has been created.

You can add shared questions to your Document. Questions can be added to the Main Body, a page, sections, groups, and composite questions.

You can share lists that you create for use in other Documents. If you share a list, it will appear the same for every Document that you use it in. Further, if you make a change to the list, the change will affect all Documents that use the question.

Sharing lists is particularly useful for group questions that require you to answer several questions from the same list of values; for example, if you have 10 questions that require responses on a scale like: very likely, likely, somewhat likely, unlikely, very unlikely. This scenario requires that you create the list once for the first question and then use a shared list for all remaining questions.

You can convert lists to scored lists after they have been created. Converting a list to a scored list is an irreversible action.

There are two types of conditions available: Standard Conditions and Flagged Conditions. Standard conditions enable you to affect other elements in the Document based on how a question is answered; you can hide, show, collapse, expand, grey-out, or disable greyed-out for other questions, entire sections, groups, or composite questions.

Flagged conditions enable you to prompt users to do something after a Document is completed. You can also create Document-based Action Triggers based on flagged questions to initiate additional processes. Conditions can include one or more criteria, and you can choose to apply the condition when any criteria are met or when all criteria are met. The criteria itself can be no response (i.e. when the question is not answered) or a specific response which requires that you set the specified response. After configuring the condition, you can set up the applicable elements.

Standard conditions enable you to affect other elements in the Document based on how a question is answered; you can hide, show, collapse, expand, grey-out, or disable greyed-out for other questions, entire sections, groups, or composite questions.

Flagged conditions enable you to prompt users to do something after a Document is completed. You can also create Document-based Action Triggers based on flagged questions to initiate additional processes.

Group questions are used to group a series of questions together in a table-style format. Group questions can be added to the Main Body, a page, and sections.

Group questions are used to group a series of questions together in a table-style format. Groups can be added to the Main Body, a Page, and sections.

Page options

Pages are used 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.

Prerequisite: To add a new page to your Document, the Pages feature must be enabled. If pages are not currently enabled for your Document, see the Update your Document to include Pages topic for more information.

After you finish: Add a section, add a group, add a composite question, or add a question.

Composite questions allow you create a set of questions across the same horizontal line and allow the responder to answer the set of questions as many times as applicable. Composite questions can be added to the Main Body, a page, and sections.

Composite question options

Composite questions allow you create a set of questions across the same horizontal line and allow the responder to answer the set of questions as many times as applicable. Composite questions can be added to the Main Body, a page, and sections.

After you finish: Add a key question.

A key question is the first question that a responder answers as part of a composite question. Answers for key questions are required. The following types of questions can be used as key questions: Number, Text, Yes/No, Date, List, User, Service, Case Service, and Site.

After you finish: Add a question or add a shared question to your composite question.

The Signatures feature enables you to capture electronic signatures on completed Documents and to automatically create signature lines for printed Documents. Signatures can be added to all Document types (i.e. Forms, Surveys, Outcomes Assessments and Letters), and you can include as many signatures in a Document as you’d like.

You can also choose to include optional header and/or footer text. You can use the Signatures feature to capture the signature of a staff member, a client, an associate, etc. For more information about the types of signatures available, see the Signature Types topic.

Signature types

When creating your letter, you can include data fields and data lists to pre-populate the letter with data from the client’s file. You can also include a series of questions that you respond to in order to populate the variable components of the letter. Finally, you can customize the formatting and layout of the letter.

You can populate the content of the letter with fixed paragraphs of text as well as auto-populate client-specific information from the questions that you set up. Client-specific information can be added to the body of the letter by including a series of formatted tags; for example, you can include Document, Agency, Agency Address, Question, and Signature tags.

For example, if you want to include your Agency Logo in the top left-hand corner of the letter, you would copy and paste the [~AgencyLogo~] tag into the top left of the layout editor. To auto-populate client information from the questions that you set up previously, you would copy and paste the relevant [~QuestionX~] tag into the body of the letter.

For example, if the first question in the Main Body of the letter is a data field question for Client Name (meaning you will be pulling that data directly from the client’s file), you would copy and paste “Dear [~Question1~]” in your letter layout. When printing the completed letter for any client, the Document will then automatically insert their name here.

Tag type Description

About sub-Documents

The sub-Documents feature enables you to add an existing finalized Document from your database into the Document that you’re creating. Using sub-Documents allows users to fill both Documents out at the same time if needed. You can choose to make the sub-Document required or optional.

Once you have added the sub-Document, a Converted Body section will be available. You can edit whether the sub-Document is required or not or remove it entirely from the Document from the Converted Body section.

The Stages feature enables you to set Initial, Progress, and Close stages for Documents that may need to be filled out at various points of service for clients. Outcomes Assessments and Surveys automatically include Stages, but you can choose to include Stages for Forms. Documents that make use of Stages can only include one Initial and Close stage respectively. Outcomes Assessments and Forms can include multiple Progress stages.

Stage Rules can be set for the Initial, Progress, and Close stages such that certain questions or groups of questions can be shown or hidden depending on when the Document is being filled out.

1. In the Document, click Use Stage.

2. From the Stage drop-down list, select the stage that you want to add.

3. In the Name field, type a name for the stage.

4. Click Save.

5. Repeat steps 2-4 as required.

Documents can include only one Initial and Close stage respectively. Outcomes Assessments and Forms can include multiple Progress stages.

1. In the Document, in the Stage List section, locate the stage that you want to remove.

2. Next to the stage that you want to remove, click the minus (-) icon.

When Engage or ClientConnect are enabled, Client Workflows can be initiated allowing clients to complete Documents outside of Penelope. Client Workflows can be two types: New Document and Checklist tasks. You can send either one or many Documents to a client.

To make a Document available to be sent to a client through a New Document or Checklist workflow, the Document must be flagged as client facing. You should also follow the considerations outlined in the Best practices for client facing Documents topic. Documents that are used in Client Workflows can be assigned to the following levels in Penelope: Individual, Case, Service File, and Service Event.

The following items are best practices and general considerations when developing Documents for clients.

You can preview your Document throughout the creation process to review its layout and functionality. In preview mode, the functionality of the Document will operate normally, and you can fill out your Document exactly as a user would. For example, required questions will apply in the preview just as they would in production.

You can preview your Document as many times as you like. Each instance of the Document preview will appear in the Previews sidebar until the Document has been finalized (at which time all previews will be automatically erased). The preview functionality remains available until the Document is finalized.

1. In the Document, expand the Previews sidebar.

2. Click Client Facing Preview.

3. In the Client Preview window, click the link to view the Document. A preview of the Document will appear.

There is set of Action Triggers specific to Documents that are available to those workers who have access to the Document List. These Action Triggers operate in the same manner as the standard set of Action Triggers in that they enable you to send automated messages to your staff members in Penelope based on a set of parameters that you define.

The key differences include where the Action Triggers are set up (on the user side in the Setup Sidebar in the Document List), and the Action Triggers are set up on a Document-by-Document basis. This type of set up allows you to customize the Action Triggers to the specific Document (for example, you can flag specific questions in a Document or monitor the change in score).

When setting up an Action Trigger for Documents, you can customize the Rule Category, defining parameters, the type of action, and who receives the action.

Complete this setup to configure which Rule Category and Action Trigger you’d like to enable as well as the Rule Name and Defining Parameters as applicable. Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

1. Expand the Setup sidebar.

2. Click Document List.

3. In the Results list, under Title, click the name of the Document that you want to add an Action Trigger to.

4. In the Revision section, click Action Trigger.

5. Click Add.

6. In the Action Trigger drop-down list, select an Action Trigger.

7. In the Rule Name field, type a name for the Action Trigger.

8. If required, in the Defining Parameters section, specify any additional parameters for the Action Trigger.

9. Click Save.

You can determine who receives the message. Depending on which Action Trigger you are configuring, you will have the option of sending the action to a worker category, a specific worker, the reports of a specific worker, etc.

Disabling an Action Trigger stops the Action Trigger from sending the associated message to workers. The Action Trigger will still appear in the Action Triggers list as “Inactive”.

Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

Deleting an Action Trigger stops the Action Trigger from sending messages to workers based on the defined criteria and removes it from the Action Triggers list.

Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

Prior to making changes to an Action Trigger that is currently in use, you must disable the Action Trigger temporarily. You can edit the Rule Name, Defining Parameters, Criteria, and Action settings of the Action Trigger.

Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

Creating a new Action Trigger based on an existing Action trigger takes a copy of the current Action Trigger and allows you to make modifications. This feature is particularly useful for when you want to set up a similar trigger (i.e. with the same Rule Category and Action Trigger type) but make modifications to the name, defining parameters, criteria, and action.

Prerequisite: You must be logged in to Penelope using a worker account that has access to the Document List.

When you have finished making changes to your draft Document, you can finalize the Document to make it available to users to complete. Each time you finalize a Document, you create a new Revision. Once a Document has been finalized, the components of the revision that you can modify are limited. Some modifications require that you create a new Document revision while some modifications require that you create an entirely new Document.

You can view the Revision History of your Document to see how often the Document template has been changed.

The New Revision feature enables you to create ongoing revisions of a single occurrence of a completed Document. A revision does not create a copy but allows you to revise an existing Document without creating another occurrence as well as retaining the history of each time the Document was revised.

Note: Adding a revision to a Document automatically locks the previous revision but not the Document itself. The Document is not locked and can still be edited or revised, but the previous revision is locked.

Enabling the Pages feature for your Document is an irreversible action for the current and future revisions.

As of Penelope version 4.15.1.0 it is possible to add a page break to a Document for printing purposes.

This function allows you to tell Penelope where you would like a page break in a Document to appear. Previously, you either had to guess by using carriage returns (e.g. hitting the enter key) or by allowing the page to print onto the next page by break the text at the end of the page.

For more information about adding a Page Break Section click here.