Follow these steps to create a document in atfinity:
1. The Basics
In the Configuration menu, choose 'Documents'.
You'll see three buttons at the top of the Documents screen:
Starts the steps to add a document to the system. See below.
Show only certain documents in the overview, based on the filter criteria you have entered.
Clicking this button allows you to drag an drop documents, changing the order of the list. The order in which documents are listed here, is important: it dictates the order in which they will show up in the Case Manager and the booklet.
Let's click 'Add Document'.
First, you will be asked to name the document.
The name of the document as used in atfinity.
The name of the document in English.
After clicking 'Create', the document will appear in the 'Documents' screen.
2. Set Parameters
In the 'Documents' overview screen, click on an individual document to access further settings.
On the right, you can choose whether you will upload an existing PDF, or if you want to make this a Smart Document, meaning the PDF will be created automatically from the fields you provide. Choosing a Smart Document means you have to select a template as well, which will be used to create the document by adding fields to it.
Once you have made this choice, the document will appear here.
Your document's name.
The document's name in English.
Booklet and Signing Type
Indicate whether this document should be included in the booklet, and whether it should be signed. Select 'Not in the booklet' if the document is for internal use only.
Remove PDF Fields
Yes: PDF documents can contain fields that users can fill out using a PDF Viewer. These fields can collide with fields you define in atfinity. By default, such fields are removed.
No: all fields from the PDF will remain on the document, including those filled out with a PDF viewer.
Yes: if the document is a cover page, for example, which you want to go before the booklet's Table of Contents (ToC).
No: the document will be placed after the ToC.
Provide a description of the document in English.
Using RuLa, write the condition under which this document should be included in the case.
3. PDF Document
If you selected to upload an existing PDF document, the uploaded file will fill the right half of the document configuration screen. For example:
Here's how to connect the information field 'First Name' from the uploaded PDF above, with information fields defined in atfinity:
Click 'Add Field' at the top of the form.
In the screen that pops up, say what ontology the field is about. This has to be one of the ontologies that is defined in the condition. Then, tell atfinity which of its information fields matches the field on the document. In this example: 'Person first_name'.
Choose the Field Type, which is how the value of the field will be printed onto the document. The options are:
The value will be printed as plain text. This option is available for all information types.
The value will be printed in the selected date format. This option is only available for the information type Date.
A singular checkbox is only offerd for boolean yes/no information. The box should be ticked if the answer is 'yes', and left empty if the answer is 'no'.
Apply the plural checkboxes field type is it should be possible to check one or more boxes as answer. Each optional answer has its own checkbox. This format is available for information of types List (single answer), List (multiple answers), and boolean yes/no answers.
Each character of a text field is printed in its own box. This option works best if the information has a small size limit and is only available for information type Text (single line) with a specified maximum number of characters allowed.
The added field will now show up on your uploaded PDF. Drag it to the right position, so it matches the existing field on the PDF, like this:
The other options from the menu at the top of the displayed PDF are:
Select which ontology should sign the document. A signature field will be added.
Select all fields.
Undo / Redo
Select the arrow to undo or redo your last action.
Select an arrow to either make all fields of equal width and height, or align to the left or top of the document.
Select whether a field should display the information in all caps, or not.
A+ / A-
Increase or decrease the font size of a field.
Option only available for fields with information type 'date'. Allows you to change the date format.
Split / Merge
Separate or concatenate fields.
4. Smart Document
If you select to make the new document a Smart Document, you will be asked to select a Document Template for it. The document will copy the style elements from that template, like margins, logos, the header and the footer.
You add fields to a Smart Document the same way as with uploaded PDFs.
5. Fields and Sections
On the left side of the document configuration screen, you will notice the Fields and the Sections tabs, next to the Document tab.
An overview of all the information that has a place on this document, plus the ontology each piece of information is linked to.
Click the trash icon to delete a field.
All the sections of the document are listed and new ones can be added.
Sections allow you to define rules that decide when the fields you added to a section should be included. For more information, see Document Section.
Each section has a distinctive color.
Configure a section:
Click 'Add Section' to create a new group of fields. Name the section.
On the displayed document, select a field you want to add to this section.
Click 'Add to Section'. The field changes into the color of the section.
Click on the arrow in front of a section name to see an overview of its fields. This is also where, using RuLa, you write the condition under which the section should be included on the document.