Screens

Creating and Editing Screens

 

Overview

Bitfocus creates and maintains screens that we make available to all customers. These screens collect common data, such as the HUD HMIS Data Elements . System administrators can’t edit these screens, but they can copy them to create custom screens. System Administrators can also create custom screens from scratch.

Accessing Screens

To view existing screens or create a new one, click the Launchpad and navigate to SETUP > SCREENS.

 

The right-hand sidebar lists the different screen types .

 

All screens saved with an “Inactive” Status are in the Inactive Screens section, where you can sort them by Type.

Note: when creating a new screen, the Status is set as "Inactive" by default.

 

Within each Screen Types section, you can sort the screens using the names of the columns. System screens always display first. 

Regardless of the Screen Types section, clicking Add New Screen allows you to create any screen which, once saved, is visible within the corresponding Screen Type section. 

Copying Screens

If you want to create a screen based on an existing screen, you can use the Copy function. 

Note: When copying and modifying a screen identified as System, please check with our Technical Support Team before deleting any fields to avoid incomplete data for federal reporting (if applicable).

Once you click the Copy icon, the copied screen appears in the list of screens. You can then click the Edit icon to modify.

Creating New Screens

To create a new screen, click Add Screen.

Enter a Screen Name and Screen Type.

Note: You can change the Screen Type later unless it is a Profile Screen.  

Editing Existing Screens

To modify an existing screen, click the Edit icon next to the screen name.

Note: Editing an existing screen impacts all agencies using the screen. 

Making Screens Available


Agency

You can either make the screen available to any agency or a specific agency in the Agency field. 


Status

  • The Active status makes the screen available for use by agencies and in Program Templates. By default, new screens have an "Inactive" status. 
  • The Inactive status allows you to save the screen without making it available. 

Once all fields are complete, click Add Record to continue editing the screen. 

Structuring the Screen

System administrators can make the following customizations to screens:

  • Add Labels
  • Add Fields
  • Add Spaces
  • Add Warnings
  • Merge Fields

When a System Administrator saves any changes to a screen (adding, removing, or modifying a field, including adding, removing, or modifying constraints or calculations), those changes automatically apply to the screen within client records the next time a user accesses the screen. Clicking Force Publish applies the changes, thus reducing any lag time that may occur for the user when the system publishes the changes the first time a user accesses that screen.

 


Adding Labels
  

Labels organize the fields in a screen. 

To create a label, click ADD LABEL. 

  • A pop-up appears, prompting you to enter a title. Once you enter your label title, click Save. A label cannot be more than 255 characters in length.

  • You can edit your label at any time by clicking the Edit icon.

  • You can delete a label by clicking the trash can icon.


Adding New Fields

If you already know the field’s name, enter it into the Field Library search box located in the right-hand toolbar. 

 

You can also enter a keyword (e.g., "Household"). After you click SEARCH, a list of related fields appears. Only fields in the Field Library display in the search results. For information on creating custom fields, see Creating and Editing Fields

Select the Add icon next to the appropriate field to add it to the screen.

Note: The system prompts users to record values for Date of Birth, First Name, Last Name, Social Security Number, and Gender at record creation. The system automatically includes these fields in all Client Profile screens; these fields display in a specific order because some of the fields include field display constraints to assist with data entry. System Administrators cannot add these fields to custom screens. System Administrators can use the live markers Gender and Age to add date-of-birth or gender information to a screen other than the Client Profile. 

If a system administrator saves a response for a field in SCREEN EDITOR, that response automatically displays in the screen in the user interface when a staff member completes the screen. The user can modify the response unless the field is hidden or made read-only

 

Editing Existing Fields 

To edit an existing field, hover over the field and click the edit icon.

 

Adding Spaces

Clicking Add Space creates a line to separate fields.  When you click ADD SPACE, a blank space appears at the bottom of the screen. You can then click and drag the space to the desired location.

 

Merging Fields

Merging fields in a screen causes two fields to display on the same line in the user interface. To merge fields, click the Merge icon.

 

The field merges with the field directly above it.

If you would like to separate two merged fields, click the Unmerge icon.

Note: system administrators should edit fields before merging, as merged fields are un-editable. 

Adding Warnings

System administrators can add a warning to a screen that displays under all conditions or only displays under certain circumstances. 

To add a warning to a screen, click ADD WARNING

Add the desired text for the warning and click SAVE.

 

There is a 1000 character limit for the Warning text box. Note that the character limit includes the text’s associated HTML in the database. For example, the text “warning” with bold formatting is saved in the database as <p><em><strong>warning</strong></em></p> and would be counted as 41 characters. 

The saved warning displays in Screen Editor and can be edited to include Display Constraints. Display Constraints for Warnings function in the same manner as they do for fields. When a constraint is added to a warning, the warning only displays when the constraint conditions are met. 

Screen Configurations for Assessments

The following options are only available in screens with a Type of “Assessment”:

Eligibility Engine

Eligibility Engine allows the system to match responses to fields in an assessment against a program’s eligibility criteria. After saving an assessment in a client record, the user sees a list of programs the client is eligible for based on the responses to the fields in the assessment.

Assessment Processor

The Assessment Processor is a tool that allows an assessment to be scored. For more information about assessment processors, see the Help Center Assessment Processors article. 

 

Assigning Multiple Processors to an Assessment

A system administrator can assign more than one Assessment Processor to the same assessment, allowing users to generate multiple scores using one assessment. 

When a user completes an assessment with multiple processor scores associated with it in the client record, clicking the three dots display the other scores.



If a user completes an assessment with only one processor assigned to it and, later, updates the same assessment and a System Administrator assigns an additional processor to it, the system displays the score for the first assigned processor to the screen on the page. If two or more processors are assigned to an assessment when a user first completes it in the client record, the processors display in alphabetical order. 

 

Display Score

Toggling on Eligibility Engine or assigning an Assessment Processor to a screen makes the Display Score toggle available.

When Display Score is toggled on, the assessment score (if applicable) displays on the screen in the client record. When toggled off, a text box labeled Alternate Text appears. In this box, you can add the text that displays on the screen instead of the score. 

When viewing this section, the user sees the alternate text instead of the score.

 

Coordinated Entry

Toggling on Coordinated Entry adds the fields used to collect the data for 4.19 Coordinated Entry Assessment to the screen. For more information about Coordinated Entry screens, see the Help Center article Coordinated Entry Screens

 

Recent Assessment Warning

When this setting is toggled on, system administrators can indicate within what time period a warning should display for staff members attempting to complete an assessment already completed in the client record. 

 

The following rules apply for this warning:

  • The system only looks at completed, active (not deleted) assessments in the client record.
  • The system compares the completed assessment’s Assessment Date field against today’s date.
  • The system looks at both agency and program-level assessments.
  • The staff member who saved the assessment can be from a different agency, but the assessment must be shared with the agency.

When all criteria are met, a warning displays in the client record when a staff member clicks Start for the assessment that reads: "A recent assessment of this type already exists for this client. Are you sure you wish to create another assessment?".

If the staff member clicks Ok, the assessment displays. If they click Cancel, they remain in the Assessments tab

Screen Editor Icons Based on Screen Field Editor Settings

When system administrators make certain configurations to fields in SCREEN FIELD EDITOR, the field displays in SCREEN EDITOR with specific icons:

Icon Configuration
 

Display Constraint

  Calculation
  Sensitive Data
  Hide
  Live Marker
Warning

Audit Log

Click the button in the lower right of the SCREEN EDITOR to view the Audit Log.

audit_log.png

For System screens, the Audit Log will include the following information:

  • Creation of the screen
  • Changes to the field values (Name, Status, all field settings, default field value, etc.)
  • Changes due to System screen updates.

Saving Changes

Once you finish modifying a screen, click SAVE CHANGES.


Note: It’s only necessary to click the SAVE CHANGES button to save changes above the horizontal line. The system automatically saves field changes within a screen.

Deleting Screens

To delete a screen, hover over the row and click the trash can icon. 

Note: Screens in use by an active template or agency cannot be deleted.