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The web component is an optional feature that reduces data entry by allowing clients to fill out forms and paperwork online. The web component is commonly used for intake for new clients, periodic client completion of tests/instruments, and client satisfaction surveys.
Data is used to create or update the contact tab of client screen, and to add completed notes with data forms to client files. You can use the web component to update records for existing clients, or to add new clients. The web component can also be used for online appointment scheduling. The web component feature requires an additional fee. The web component can be installed your institution's servers, or hosted by Titanium Software.
You must complete set up notes and data forms prior to setting up the web component.
What would you like to do?
Set up Web Component
These instructions are for the version of the web component that will be installed by your IT group on your servers. See the instructions for hosted web component, if you are using the web component version hosted by Titanium Software.
| 1. | Send instructions from Titanium Software to your IT group. (Note: If your IT group needs assistance with the installation, they should contact Titanium support (support@titaniumsoftware.com). |
| 2. | After IT has completed installation, from the calendar screen, click Settings > System Settings. |
| 3. | Click the Web Component tab. |
| 4. | Enter the activation key emailed with your web component order. |
| 5. | Click the Enable Web Component settings check box. |
| 6. | Click the Client Contact Information button. |
| 8. | Click in the check boxes in the Active column to turn off fields that you don't want clients to fill in when they use the web component. (Note: Any field that is not shown on the web component will have to be manually entered by a user. If information is already in the client screen and is entered again by clients on the web component, the web component entry will overwrite the client screen information.) |
| o | Last names are required to allow Titanium to match incoming data to existing clients. You must select either first or preferred name. You must also choose one other identifier as required: date of birth, student ID field or Social Security number. |
| 9. | Click the check boxes in the Required column to make fields mandatory. |
| 10. | For each field on the client contact tab, enter the title that you want clients to see displayed on the web component. (Note: For phone numbers and residences, these labels should match what you entered on the Client tab.) |
| 12. | If desired, click to require that anyone completing client contact information must mark at least one contact method as "ok to contact." |
| 13. | If desired, adjust the length of time before a client's individual session will time out, in minutes. |
| 14. | Click on the Web Component Menu button. |
| 15. | Use the list screen to build the buttons that will appear on the first screen of the web component and that clients will click to start using the web component. (Note: Enter text like "intake" or "client survey." Do not use any special characters like / or # in menu titles.) |
| o | Choose the note type to be created when the client data is imported into Titanium from the web component. |
| o | Click Contact Info if full client contact information should be collected when clients complete this menu on the web component. (Note: This is normally only used prior to the first appointment. If the box is not checked, then the client will complete name, date of birth and student ID only.) |
| o | To create a specific URL for a menu button, enter short text in the Menu Name column. (Note: The URL will be your web component URL followed by a / and the text entered in the menu name space.) |
| o | To hide a menu button, click in the Hidden column. (Note: If you hide a menu button, you must enter a Menu Name in order to create a URL that can be provided to complete the forms.) |
| 16. | For each menu option, click the Design button. |
| 17. | Use the list screen to choose the data forms to be completed by the client for this menu option, and the order in which forms should be completed. |
| o | To change or not display the title of data forms on the web component, navigate to Notes and Data Forms tab > Data Forms button. Click Edit on the menu bar, and make desired edits in the Title on Web column. |
| 19. | Click the Messages and Security button. |
| 20. | On the Messages tab, click in the Message column to enter text to be displayed on the web component. Note that some messages lines can be disabled. |
| o | Title shown on the tab on the web browser |
| o | Heading 1 shown at the opt of every page on the web component |
| o | Optional headings 2 and 3, shown in order under Heading 1 |
| o | Messages displayed in the event of technical errors |
| o | Messages displayed based on user actions |
| 21. | On the Access Passwords tab, If desired, add passwords. (Note: If no passwords are entered, anyone who is able to access your network can access the web component URL and complete forms. Talk to your IT group about how to restrict access to only students or to certain IP addresses like the ones associated with your center.) |
| o | Enter one or more desired passwords. |
| o | Enter the date when each password expires. |
| o | Enter a message to prompt users to enter passwords |
| 22. | Click the hours of availability tab to set times when the web component can be accessed. |
| o | Select the desired day(s) on the drop down menu. |
| o | Use the controls to set start and end times. |
| o | Repeat these steps to add more times. |
| o | Click an entry and click the Remove button to delete it. |
| o | Click in the text box at the bottom of the screen to edit the message that clients will see when attempting to use the web component outside the permitted hours. |
| 23. | Click in the check box to track web component users by IP Address. |
| 24. | Click in the check box to prevent changing passwords or hours of availability from the Approve Incoming Data screen, unless they are system administrators. |
| 25. | Click in the check box to automatically lock data forms that are completed by clients, so that no changes can be made by users. |
| 26. | Click in the check box to automatically sign and lock the notes that are created when web component information is imported. (Note: If Support Staff users are approving web component data and do not have rights to sign/lock notes, checking this box will create an error.) |
| 27. | Click in the box to show a prompt for users to associate incoming notes with existing client appointments. |
| 28. | Click in the box to limit the prompt to associate the incoming notes with appointments to appointment on the current day. (Note: Users can uncheck the box on the prompt screen to see appointments for other days.) |
| 29. | If desired, click in the box to have notes which are associated with appointments be of the default type for the appointment code, and to override the automatic lock setting. (Note: If associating notes with appointments, it is recommended to check this box so that users can edit the notes with information from the appointment.) |
| 31. | If you want to use your school or center logo on the first screen of the web component, save the logo as "Logo.jpg" or "Logo.gif" in the correct directory of the web component application file: \inetpub\wwwroot\Titanium_Web\Images OR \inetpub\wwwroot\Titanium_Web\Content\Images. (Note: Your IT group may need to assist you with this step.) |
| 32. | To show your logo on all screens of the web component, click Always Show Logo. |
| 33. | If desired, click Adjust Approve Incoming Data Colors. The default colors to indicate various statuses on the Approve Incoming Data Screen are displayed. |
| o | As desired, click on the colored boxes to select foreground color (text) or background color. |
| o | Use the color picker window to change the colors. |
| o | When finished, click Ok. |
| 35. | After your IT group has installed the web component and provided you with the URL, click the Start Web Component application check box and click OK. |
| 36. | Open your browser to the URL provided by your IT group to test the web component, and make changes as desired. |
| 37. | Use the Approve Incoming Data function to delete the data that you entered when testing the web component. |
| 38. | Click the Users and Schedules tab > Users and Schedules button. |
| 39. | Click the Edit button on the menu bar. |
| 40. | If required, enter your user name and password, and click OK. |
| 41. | Click on the users who you want to allow to approve incoming data or view incoming data. |
| 42. | Use the pull down menu to change the web component permission to "can view incoming data" or "can approve incoming data." (Note: Users who are selected to approve incoming data may see a pop up notifying them when data forms are ready for approval. Users can turn off pop ups on User Settings defaults tab.) |
| 43. | Repeat steps 38-40 for all users who will view or approve incoming web component data. |
Set up Hosted Web Component
| 1. | Email Titanium Support to schedule a phone call to set up web component. |
| 2. | From the calendar screen, click Settings > System Settings. |
| 3. | Click the Web Component tab. |
| 4. | Enter the activation key emailed with your web component order and click Apply. |
| 5. | Contact Titanium Support and follow the instructions of our Support representative. |
| 6. | If you want to use your logo on the web component: |
| o | Obtain a photo that meets the following minimum criteria: |
| ▪ | Format: .jpg, .jpeg, .png, .gif, .wmf, .emf |
| ▪ | At least 78 x 77 pixels (Note: If the image is larger than 1024 x 768, it will be automatically resized.) |
| o | Place the image file on your computer. |
| o | Click and drag the image file onto the logo place holder square at the right side of the Web Component tab. |
| 7. | If you want to have a small logo appear when your web component URL is saved in favorites: |
| o | Obtain a photo that meets the following minimum criteria: |
| ▪ | Format: .jpg, .jpeg, .png, .gif, .wmf, .emf |
| ▪ | At least 78 x 77 pixels (Note: If the image is larger than 1024 x 768, it will be automatically resized.) |
| o | Place the image file on your computer. |
| o | Click and drag the image file onto the favicon place holder square at the right side of the Web Component tab. |
| 9. | If you change the web component settings, the changes will not upload immediately. To upload changes immediately, click the Send Settings to Web Component button, and click Ok. If a client is in the middle of completing data forms, then you will see a warning message. You can continue the upload, but the client's forms and information will be lost. |
Update Hosted Web Component
If you change the web component settings, the changes will not upload immediately. To upload changes immediately, click the Send Settings to Web Component button, and click Ok. If a client is in the middle of completing data forms, then you will see a warning message. You can continue the upload, but the client's forms and information will be lost.
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