Summary

Forms refer to Microsoft Word documents that, through the use of merge fields, allow users to pull data from the application and customize how that data is displayed on the forms. Forms will be saved in the Springbrook folder on your server at the path specified when the application was installed (SS> Utilities> System Setup> System tab> Archive Directory field).

The forms will be saved as .sbw files in this folder and should not be edited to avoid corruption. Forms can be attached to various application elements through the module process and maintenance palettes.

Follow this process to create forms to attach to Parking Tickets processes. The forms set up in the PT module will not be accessible in other modules that use forms.

Step by Step

1     View the existing Forms.

• Open the Word Merge Form Selection window (PT> Maintenance> Forms).
• The Word Merge Form Selection window will display all of the forms created in the application. Use the search criteria fields to filter the displayed forms.
• Highlight a form and click the Preview icon to view the selected form. This will open the MS Word document in a new window.
• Highlight a form and click the Copy icon to copy the selected form. This will create a copy of the original form.
• Highlight a form and click the Delete icon or press DELETE to delete the selected form.
• Highlight a form and click the Modify icon or press ENTER to open and edit an existing form.
• Click the Create icon or press INSERT to create a new form. This will open the Word Merge Form Maintenance window.

2     Create a new Form. 

• Enter a unique Form Name for the form. The field can be up to 32 characters long. Once the form has been saved, you will not be able to edit this field.
• Enter an optional form Description.
• The System field will default to PT and cannot be edited.
• Select the Process that the new form will be used in.
  • This form will only be available in the process selected in this drop-down menu.
• After you have entered the form details, click the Create icon to create the form. This will open a new Word document.
  • Once the Word document is open, use the insert merge fields command in Word to specify the data fields you want displayed on the form. For instance, the merge field Citation_Number is the citation number recorded on the parking ticket. By inserting this merge field into the Word document, and then attaching the form to a PT process, the form will display the data found in the citation number field of the parking ticket included in the process.
  • NOTE: When creating a form that includes fee data, you must use the Fee_SectionStart and Fee_SectionEnd merge fields before and after the other fee merge fields will display.
  • Images, charts, tables, etc. can also be inserted into the Word document.
• Once you are finished creating/modifying your form, be sure to save the form both on the Word document (File> Save) and using the Save icon on the Form Maintenance window.
• The new form will now be available when creating form letters in the specified PT process.