The Question Update screen is used to add new or update existing Question records.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
See Also: RecTrac Questions for a detailed description of RecTrac Questions, set up information, and examples.
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Click Save to save your changes and return to the previous screen.
Click Cancel to return the previous screen without saving your changes.
Question Update
Question Text (SAQuestionText_QuestionText)
Enter the text of your question in this field. This field will accept up to 500 alpha-numeric characters.
DeleteQuestion Type (SAQUESTIONTEXT_QuestionType)
Depending on how you enter this screen the Question Type field may or may not be editable.
Select the Question Type/Types this Question will apply. When a function of the type/types selected is processed the question will "pop;" Under most circumstances multiple selection is allowed.
This is a mandatory field for the default Vermont Systems design. Your design and setup may vary.
Note: The options listed in the Combo Box you see are dependent upon the module in which you are working and may vary from what you see here; so if you are in the Activity Module for example you will see different options than if you were in the Facility module. The list displayed below is inclusive of all possible Question Type options.
- Book - Any questions you want linked to Golf Tee Time reservations.
- Cancellation - Any cancellation in any module.
- Change - Used to capture information regarding the reason for a change to a transaction. The answer to this question will remain with the original purchase transaction (i.e. Facility reservation date/time change).
- Evaluation - Any question linked an evaluation for Activities Leauges and/or Trips.
- Family Member - Any questions you want linked at the Family Member level.
- Household - Any questions you want linked at the Household level.
Note: Household and Family Member questions can be answered in Household Management. To have them display in Household Management these questions must be linked on the Household and Family Member Questions tab of your Static Parameters profile.
- Incident - Any questions you want linked to Incident Reporting types. Incident type questions must be linked to Incident Type System Codes.
- League Player - Any questions you want linked to players in a League.
- Lost Card - Any questions you want linked to Lost Card (Pass) processing.
- Lottery Enrollment - Any questions you want linked to Lottery enrollments.
- MainTrac Asset Category - Any questions you want linked to Asset Categories in MainTrac.
- MainTrac Contract - Any questions you want linked to Contracts in MainTrac.
- MainTrac Material - Any questions you want linked to Materials in MainTrac.
- MainTrac Staff - Any questions you want linked to Staff Members in MainTrac.
- MainTrac Task - Any questions you want linked to Task Codes in MainTrac.
- MainTrac Work Order - Any questions you want linked to Work Orders in MainTrac.
- MainTrac Work Order Category - Any questions you want linked to Work Order Categories in MainTrac.
- Permit - Any Facility Reservation permit.
- Purchase - Any purchase in any module (i.e. Registering for an Activity or a Pass making a Facility Reservation renting a locker etc…). Purchase questions are also asked during a Change or Transfer transaction.
- Renewal - Any renewal in any module (i.e. renewing a Pass renewing a Locker rental etc…).
- Rental Pending - Any questions you want linked to a pending rental item (i.e. questions you want to ask when patrons book/reserve rental items lockers etc ).
- Rental Start - Any questions you want linked to the start of a rental (i.e. questions you want to ask when patrons pick up/check out their rental items lockers etc…).
- Rental/Locker Completion - Any questions you want linked to the end of a rental (i.e. questions you want to ask when patrons return their rental items lockers etc…).
- System Reservation - Any questions you want linked to Internal Household or Guest/Daily Household reservations.
- Transfer - Used to capture information regarding the reason for transferring a transaction from one item to another. The answer to this question will remain with the original purchase transaction. (i.e. Activity transfer Pass Type transfer etc…).
- Tee Sheet/Court Check-in - Any questions you want linked to Pass Visits that correlate to Golf tee time check-in or Court check-ins.
- Visit - Any questions associated with a Pass Visit.
- Visit Cancellation - Any questions you want linked to a cancelled Pass Activity or League Visit.
- Visit Swipe-out - Any questions you want linked to a Pass Visit Swipe-out.
- Waitlist - Any questions associated with being added to a Waitlist in any module
Interface Type (SAQUESTIONTEXT_InterfaceType)
Select the Interface Type for this Question. When the Interface type/types selected is used during processing, the question will pop."
- All - Both RecTrac and WebTrac.
- RecTrac - RecTrac only.
- WebTrac - WebTrac only.
Field Type (SAQuestionText_FieldType)
Expand the Drop-down list to select the answer Field Type you want to have displayed for this question. The selection you make here determines what the patron/clerk will see when answering the question.
Note: The selection you make here determines whether other options appear on screen such as but not limited to:
- Data Type options if the Field Type is Fillin
- Option Delimiter and Option List options if the Field Type is Combo Box
- The Special Filters option if the Field Type is any System Code
- etc....
Field Type options are:
-
Fill In - This is a fill-in field that is best used for "short answer" type questions. The fill-in field is determined by the Data Type you choose. Those options include:
- Character - An alpha-numeric text field.
- Integer - A number-only field.
- Date - A date field.
- Time - A time field.
- Email - An alpha-numeric text field that requires an ampersat (@) and a dot (.).
- Phone - An alpha-numeric text field for phone number entry.
- Decimal - A number-only field that accepts up to two (2) decimal places.
- Currency A number-only field with a dollar sign ($)that accepts up to two (2) decimal places.
- Checkbox - This is a logical field that can be used for True/False and Yes/No type questions. A box will appear as the answer field. Checking the box indicates "True" or "Yes."
Note: Generally speaking you should NOT use the Answer Required option with Checkbox questions as doing so will force a "Yes/True" answer every time in order to pass the Answer Requirement. In the event you want to ask a Yes/No or True/False type question and require an answer consider using a Combo Box with options for "Yes" and "No" or "True" and "False."
- Combo Box - This is a list field that can be used for multiple choice type questions. You generate the answer options in the Option List field. You have the option of allowing a single answer only or multiple answers.
- Editor - This is a free form text field which can be used for "short answer" or "long answer" type questions. A text box will appear as the answer field. Patrons may enter up to 30 000 alpha-numeric characters (by default) in response to the question.
- System Codes - These are list fields that can be used for multiple choice type questions. The answer options are the list of codes of the type you chose (i.e. If your selection is Activity Category Codes the Combo Box list displays your Activity Category Codes). You have the option of allowing a single answer only or multiple answers. You can also use Special Filters to limit the options that appear in the Combo Box.
- VSI Functions - These are list fields that allow a VSI database function to be performed and/or the answer is printed in a special spot on the customer's receipt. The answer field is dependent upon the function chosen.
Note: There is some overlap between System Codes and VSI Function Codes. In most cases where overlap occurs (i.e. System Code - Referral vs. VSI Function - Referral) selecting either as an answer option will have no noticeable difference in the database or to the customer.
Status (SAQuestionText_RecordStatus)
Accept the default entry (Active) or expand the Drop-down list to select an alternate status for this question.
- Active - The question is active and will display as needed.
- Inactive - The question is linked but inactive; it will not display when called by the system.
Order Number (SAQUESTIONTEXT_OrderNumber)
Enter an ordinal number in this field, if desired. The Order Number determines the sequence in which questions be listed/will be asked when they appear together, either in a Set during processing or in File Maintenance programs, such as Household Management. Lower numbers go to the top of the list, so when part of a Set, Question 1 will be asked before Question 2 and Question 2 before Question 3 and so forth.
DeleteAnswer Required? (SAQuestionText_FieldRequired)
Select this option to force an answer to this question when it is presented. With this option enabled, an answer must be provided or the operation must be cancelled.
Leave this option de-selected if you wish to allow patrons the option of skipping this question.
DeleteInclude in Answers From History (SAQUESTIONTEXT_AnswersFromHistory)
Select this option to have the system save a patron's answers to this Question in history. In the event that patron purchases the item to which this Question is linked again in the future, you will be prompted to reuse the answers. At that point, you can choose to use the same answers (Select Answers or to enter new ones (No Answers).
This functionality works on an item-by-item basis, module-to-module, so a Question with saved answers in Activity will prompt only if you use the same Questions for different Activities/Sections and only in the Activity Module.
To allow saved answers to be used in a particular Module, go to your Daily Processing profile and select the applicable Modules in the Search Answers from History group.
Note: The Question and Answer Inquiry program allows you to view Answers to Questions provided you are storing Answer History.
Do Not Print On Receipt? (SAQUESTIONTEXT_DoNotPrintOnReceipt)
Select this option to omit the printing of this Question/Answer on receipts generated from a transaction for an item/items to which this question is linked.
Leave this option de-selected to have the question and answer print on receipts.
Note: VSI Function-Type Questions ALWAYS print on receipts regardless of how this option is set. Any Question with a Field Type of any VSI Function - is exempt from this option (For Example: VSI Function - Notes VSI Function - Purpose VSI Function - Referral etc…).
Auto Answer Question (SAQuestionText_AutoAnswerQuestion)
Accept the default answer (None) or click the Combo Box icon to select your Auto Answer Option(s) for this question.
IF the Interface type being used to ask the question matches the selection chosen here, the Default Value will be used as the question answer automatically. In this event, the question will not appear/will not be asked. The Default Answer will be used automatically.
For Example: This question is linked to all of your Activities and asks whether the patron has used WebTrac to register for a program in the past. Your answers are N/A Yes and No." You do not want to ask this question if the registration is taking place at your Department. You want to ask it only via WebTrac. You would select "N/A" as your default Answer and select 'RecTrac' here. When registering for a class using WebTrac patrons will see the question. When registering in your department offices clerks will not see (and therefore not ask) the question.
- None - Auto Answer does NOT apply to this question.
- All - Auto Answer will be applied to this question regardless of the product being used.
- RecTrac - Auto Answer will be applied to this question when it is asked in RecTrac. When this question is asked using other products (WebTrac Mobile RecTrac or Mobile WebTrac) an answer will have to be selected.
- WebTrac - Auto Answer will be applied to this question when it is asked in WebTrac. When this question is asked using other products (RecTrac Mobile RecTrac or Mobile WebTrac) an answer will have to be selected.
- Mobile RecTrac - Auto Answer will be applied to this question when it is asked in Mobile RecTrac. When this question is asked using other products (RecTrac WebTrac or Mobile WebTrac) an answer will have to be selected.
- Mobile WebTrac - Auto Answer will be applied to this question when it is asked in Mobile WebTrac. When this question is asked using other products (RecTrac WebTrac or Mobile RecTrac) an answer will have to be selected.
Allowed File Extensions (SAQuestionText_AllowedFileExtensions)
This field is applicable only if the Field Type for this question is "File Upload".
Select all the allowed file extensions to be used for the files which will be uploaded for this question.
For Example: If only images can be uploaded as an answer to this question then you need to select only the bmp jpg png in the Allowed File Extensions field.
DeleteParent Table (SAQUESTIONTEXT_ParentTable)
You will not visit this field.
If viewing this question record when it is linked as a "child (i.e. if looking at this record when it is linked somewhere in RecTrac), it displays a System-generated Parent Table value. If viewing this question record in Question Management the value here will be "0."
DeleteAllowed File Maximum Size (in MB's) (SAQuestionText_AllowedFileMaxSize)
This field is applicable only if the Field Type for this question is "File Upload".
Select the maximum file size (in MB's) which you want to be allowed to be uploaded for this question.
DeleteParent ID (SAQUESTIONTEXT_ParentID)
You will not visit this field.
If viewing this question record when it is linked as a "child (i.e. if looking at this record when it is linked somewhere in RecTrac), it displays a System-generated link ID value. If viewing this question record in Question Management the value here will be "0."
DeleteLink As (SAQuestionText_LinkAs)
This field is applicable only if the Field Type for this question is "File Upload".
Note: To start this field will be disabled with a default value of Question Answer Only.
DeleteDocument Category (SAQuestionText_DocumentCategory)
This field is applicable only if the Field Type for this question is "File Upload".
Select the Category Code for this document if desired from the Document Code picklist. Category Codes are helpful when sorting/storing linked documents. For Example You require physicals for children's programs and link the document to the family member record when you receive it. You might create a Document Category Code for "Physicals."
Document Category Codes are maintained in System Code Maintenance. Code Type = Document Category.
DeleteData Type (SAQuestionText_DataType)
This field is applicable only if the Field Type for this question is Fillin.
Accept the default entry (Character) or expand the Drop-down list to select the data type field you wish to use for answers to this question.
Your options are:
- Character - Creates an alpha-numeric text field. This option assumes the question answer will be free form text. By default the field will accept up to 100 characters. The default may be adjusted using Max Length and Size of Field settings.
- Integer - Creates an numeric field that accepts only whole numbers. This option assumes the question answer will be a number. By default the field will accept up to nine (9) characters. The default may be adjusted using Max Length and Size of Field settings.
- Date - Creates a date field with a Calendar icon. This option assumes the question answer will be a date.
- Time - Creates a date field with a Clock icon. This option assumes the question answer will be a time of day.
- Email - Creates an alpha-numeric text field. This option assumes the question answer will be an email address. The field will not allow you to continue without the inclusion of an amspersat (@) and a dot (.) in entry (For Example: rstarkey@rectrac.com). By default the field will accept up to 100 characters. The default may be adjusted using Max Length and Size of Field settings.
- Phone - Creates an alpha-numeric text field. This option assumes the question answer will be telephone number with or without parentheses for area code. By default the field will accept up to 14 characters. The default may be adjusted using Max Length and Size of Field settings.
- Decimal - Creates an numeric field with commas as needed to separate thousands and millions. This field allows up to two (2) decimal places (For Example: 999 999 999.99). This option assumes the question answer will be a number or percentage. By default the field will accept up to 11characters excluding any commas and the decimal point. The default may be adjusted using Max Length and Size of Field settings.
- Currency - Creates an numeric-only text field with commas as needed to separate thousands and millions. This field includes a dollar sign ($) and allows up to two (2) decimal places (For Example: $ 999 999 999.99). This option assumes the question answer will be a dollar value. By default the field will accept up to 11characters excluding the dollar sign any commas and the decimal point. The default may be adjusted using Max Length and Size of Field settings.
Minimum Answer (SAQuestionText_MinimumAnswer)
This field is applicable only if the Field Type for this question is Fillin and your Data Type is Integer or Decimal.
Accept the default (0) or enter another value if desired. If Integer the value you enter must be a whole number. If Decimal the value must include a decimal point and two places. The value entered represents the minimum value that can be entered as an answer to this question.
Leave the field at its default value allow any number to be entered as an answer to the question.
Note: Be aware that if you are also using Max Length or Size of Field parameters your Minimum Value may be impacted. For Example: If your Maximum Length is "4" and your Minimum Answer is 10 0 you would not be allowed to enter a value because the minimum number of digits in your answer would have to be five and therefore exceed your Max Length setting.
Maximum Answer (SAQuestionText_MaximumAnswer)
This field is applicable only if the Field Type for this question is Fillin and your Data Type is Integer or Decimal.
Accept the default (0) or enter another value if desired. If Integer the value you enter must be a whole number. If Decimal the value must include a decimal point and two places. The value entered represents the maximum value that can be entered as an answer to this question.
Leave the field at its default value allow any number to be entered as an answer to the question.
Note: Be aware that if you are also using Max Length or Size of Field parameters your Maximum Value may be impacted. For Example: If your Maximum Length is "4" and your Maximum Answer is 20 0 you would not be allowed to enter a value greater than 9 999 because a bigger number would go to five digits and therefore exceed your Max Length setting.
Size of Field (SAQuestionText_FieldSize)
This field is applicable only if the Field Type for this question is Fillin and the Data Type is Integer Decimal or Currency.
Accept the default (0) or enter a numerical value in this field if desired. The value you enter equals the maximum field size that will be available when answering a Fillin type question using Integer Decimal or Currency. This field can be used to shorten or lengthen the default field size.
Leave the field at 0 to accept the Fillin type field's default value.
For Example: The Data Type for your Fillin field is Integer. By default the Character Fillin field accepts up to nine (9) numeric characters. You enter '50' in this field and '50' in the Max Length field. When answering this question patrons/clerks will be allowed to enter up to 50 whole numbers in the answer field instead of the default nine (9).
DeleteMax Length (SAQuestionText_MaxLength)
This field is applicable only if the Field Type for this question is Fillin.
Accept the default (0) or enter a numerical value in this field if desired. The value you enter equals the maximum number of characters that can used when answering a Fillin type question. This field can be used to shorten or lengthen the default value.
Leave the field at 0 to accept the Filin type field's default value.
For Example: The Data Type for your Fillin field is Character. By default the Character Fillin field accepts up to 100 alpha-numeric characters. You enter '200' in this field. When answering this question patrons/clerks will be allowed to enter up to 200 alpha-numeric characters instead of the default 100.
DeleteAssign Expiration Date? (SAQUESTIONTEXT_AssignExpirationDate)
This field is for future use and will be used to assign an expiration date to a locker rental..
DeleteOption List (SAQuestionText_OptionList)
This field is applicable only if the Field Type for this question is "Combo Box."
Enter the string of possible answers to this question separated by a comma and no space.
For Example: Your possible answers are Red, Blue, and, Green. You would enter Red,Blue,Green in the Option List field.
DeleteSpecial Filters (SAQuestionText_SpecialAnswerFilters)
This field is applicable only if the Field Type for this question is a System Code or certain VSI Functions (i.e. those VSI Functions that lead to a list of options.
Enter a comma-delimited list of exact codes that match the Field Type Code or VSI Function you have selected
OR
Enter a Wildcard
OR
Enter a mix of both if desired.
Special Filters can be used to limit the possible answers to the question based on the exact codes or Wildcards entered here.
For Example: The Field Type is System Code - Activity Category. You enter the following in this field: SWIM* WaterBabies WaterToddlers. When this question is asked the list of possible answers will contain all Activity Codes that begin with "SWIM" as well as the Codes WaterBabies and WaterToddlers.
DeleteDefault Value (SAQuestionText_FieldValue)
Enter the default answer that you wish to appear when this question is displayed, if any, or leave the field blank if you do not wish to use a default answer. Default answers may be entered for any Field Type option you select. The default answer you enter must be in applicable format for the answer type. The following chart provides a brief outline:
Field Type | Default Value Example |
---|---|
Fillin • Character | The exact words you wish to use as your Default Answer. For Example: This is the default answer. |
Fillin • Integer | The exact number you wish to use as your Default Answer. For Example: 19 |
Fillin • Date | The exact date you wish to use as your Default Answer entered in the date format you use throughout RecTrac. For Example: 02/02/2016 |
Fillin • Time | The exact time you wish to use as your Default Answer entered in the time format you use throughout RecTrac. For Example: 07:30pm |
Fillin • Email | The exact email address you wish to use as your Default Answer. For Example: rstarkey@rectrac.com |
Fillin • Phone | The exact phone number you wish to use as your Default Answer entered in the phone format you use throughout RecTrac. For Example: (877) 883-8757 |
Fillin • Decimal | The exact number you wish to use as your Default Answer. For Example: 104.70 |
Fillin • Currency | The exact dollar value you wish to use as your Default Answer. For Example: $ 19.99 |
Checkbox | By default the checkbox is disabled when the question appears. To have the checkbox enabled by default when the question appears enter YES in this field. |
Combobox | The default answer exactly as it appears in your Options List. See below for further details regarding Default Values for Comboboxes. |
Editor | The exact words you wish to use as your Default Answer. For Example: This is the default answer. |
System Codes | The exact code or phrase in this field that you wish to use as your default answer. For Example: If using System Code - Season as your Field Type and you wanted 'Summer' to be your default answer you would enter your Summer Season Code in this field (i.e. SUMMER) |
VSI Functions | The exact code or phrase in this field that you wish to use as your default answer. For Example: If using VSI Function - Roster Note as your Field Type whatever phrase you enter in this field would become your default answer. |
More Information Regarding Comboboxes
If using a Combo Box-type answer field the default value you enter here must be present in the Options List field.
For Example: If your Options List field contains Red|Blue|Green|Orange and you want Blue to be the default entry enter Blue in this field. Entering Purple in this field would result in no default answer being presented because Purple does not appear in the Options List field.
In the event you're using a Combo Box and the question has multiple default answers your defaults must be typed exactly as listed in the Options List field.
For Example: If your Options List field contains Red|Blue|Green|Orange and you want Red and Blue to be the default answers enter Red|Blue in this field. Entering Blue|Red would NOT work as default answers because that is NOT exactly how the entries are listed in the Options Listfield. Likewise you could not enter Blue|Orange as your default answers because while both answers appear in the Options List field they do not appear exactly as Blue|Orange.
DeleteAllow More Than One Answer? (SAQuestionText_Multiple)
This field is applicable only if the Field Type for this question is "Combo Box."
Enable this option to allow patrons the ability to choose multiple answers in response to this question. When selecting this option possible answers will appear in a Combo Box. That patron/clerk may select all answers that apply.
This option is available for Field Types Combo Box and applicable System Codes and VSI Functions.
Leave this option de-selected if you wish to allow one (1) answer only from the Combo Box in response to this question.
DeleteLink Feature To Household/Family Member? (SAQUESTIONTEXT_LinkCode)
This field is applicable only if the Field Type for this question is a System Code - Family Member Feature or System Code - Household Feature.
Select this option to have the System link the applicable Family Member or Household Feature Code to the patron upon answering this question. When this question is presented the clerk/patron will be shown a list of applicable Feature Codes. The one selected as the answer will then be linked appropriately to the household's file maintenace record either as a Family Member feature or a Household feature.
Linking Feature Codes using this option works regardless of whether the question is asked as part of a sale/transaction or whether the question is answered/updated in Household and/or Family Member Update. So you can have a Family Member Feature Code question linked an Item such as Pass Code and have the system update the Member's Feature Code upon purchase or renewal OR you could link Feature Codes to a Household and/or Family Member question and have the system update Feature Codes when answering the question in Household Management.
Note: This program will NEVER remove a code that already is linked. If you change your original user code answer the system will link the new answer but it will not remove the old answer or any other linked feature codes. In this event you will have to remove the incorrect code manually from the household or family member record manually.
Picklist Table (SAQUESTIONTEXT_PickListTable)
This field is hidden on the Standard VSI Design.
DeleteRequired Matching Answer (SAQUESTIONTEXT_RequiredMatchingAnswer)
Enter the response to this question exactly as you want it answered by your patrons in order to continue with the transaction, if desired.
OR
Leave this field blank to skip the exact match requirement.
When this field is filled in, a patron's answer to this question MUST match this answer exactly or else the transaction will NOT continue. Answers are not case-sensitive. For Example: You enter 'blue' in this field. When this question appears, the patron MUST enter 'blue' or 'Blue' or 'BLUE' in order proceed. Answers, such as 'blu,' 'blues,' 'blueberry,' 'blu-ray,' 'green,' 'red,' and etc… will result in failure, and the system will supply a message indicating the proper answer has not been supplied. You may then enter another answer or cancel. The transaction will be allowed when the exact matching answer is supplied.
Note: This feature was designed for use with Fillin Field Type Question but it may be used with other Field Types as needed.
Site Group (SAQuestionText_SiteGroup)
Select the Group Code for this Site, if desired. In a municipal database, a Group may refer to who the Site primarily serves, such as Children All Ages Seniors etc. In a Military MWR or CYMS database, this code should correspond to the IMCOM Directorate or Region in which this Site is located.
Group Codes are maintained in System Code Management. Type = Site Group.
DeleteSite Area (SAQuestionText_SiteArea)
Select the Area Code for this Site, if desired. In a municipal database, the Area could refer to ward or geographic area, such as a large park or a compound where that contains numerous facilities. In a Military MWR or CYMS database, this code should correspond to the garrison/installation on which this Site is located.
Area Codes are maintained in System Code Management. Type = Site Area.
DeleteSite Category (SAQuestionText_SiteCategory)
Select the Category Code for this Site, if desired. In a municipal database, a Category may refer to the type of service being offered, such as Campground Aquatics etc. In a Military MWR or CYMS database, this code should be either 'RecTrac' (if it is a MWR Site) or CYMS (if it is a CYMS Site).
Category Codes are maintained in System Code Management. Type = Site Category.
DeleteSite Type (SAQuestionText_SiteType)
Select the Type Code for this Site, if desired. In a municipal database, a Type may refer to the type of facility, such as Pool Rec Center Senior Center etc. In a Military MWR or CYMS database, this code should describe the function of the Site (i.e. Bowling, ODR, CDC, SAC, etc.).
Type Codes are maintained in System Code Management. Type = Site Type..
Delete