1. José Aponte Public Health Advisor Module 2: Form Designer 12 June 2012 Epi Info™ 7 Introductory Training Office of Surveillance, Epidemiology, and Laboratory Services Epidemiology and Analysis Program Office

2. Module 2 Outline  Module Learning Objectives  Introduction to the Form Designer  Creating projects  Field types and how to create fields  Templates and other features

3. Learning Objectives  After completing this module the participant will be able to:  Open the Form Designer module  Identify features of the Form Designer module  Create different types of fields using the Form Designer module  Add pages to an existing form  Use and create templates

4. INTRODUCTION TO THE FORM DESIGNER Module 2 – Form Designer

5. Opening the Form Designer Double-click on the Launch Epi Info™ 7 shortcut The Epi Info™ 7 menu Opens and you can select “Create Forms” to open Form Designer

6. Form Designer Work Areas  The Form Designer has several “work areas”:  The Menu The toolbar contains buttons for creating projects, editing the form’s check code, going to the data entry module, and undo/redo.  The Project Explorer is where you can add and remove forms from your project, add, edit, and remove pages from individual forms, and work with templates.  The Canvas is where fields are placed, moved, and edited.

7. Form Designer Areas 1.The Menu 2.The Project Explorer 3.The Canvas

8. The Menu and Toolbar The Form Designer main menu provides an easy way to access your projects and gives you tools to edit your forms..

9. The Menu and Toolbar The Form Designer main menu provides additional tools to help you manage your project and customize your Canvas.

10. The Toolbar Buttons The toolbar contains buttons for directly entering a function without going through the main menu. Creating Projects New Open (existing) Undo Redo Check Code editing Enter Data (module)

11. The Project Explorer The Project Explorer is where you can add and remove forms from your project, add, edit, and remove pages from individual forms, and work with templates. Usually, items in the Project Explorer have a right-click context menu. The Project Explorer also has a list of “open fields” that can be dragged directly on to the canvas.

12. The Canvas The canvas is where fields are placed, moved, and edited. Fields can be dragged around the canvas by left-clicking to hold them and then moving the mouse. The canvas has a right- click context menu that allows users to add new fields, set the tab order for the current page, and more.

13. CREATING PROJECTS Module 2 – Form Designer

14. Step 1: Click the ‘New Project’ button

15. Step 2: Select a name for the project In the Name field, type EColiDemo. This will become the name of the project.

16. Step 3: Select a name for the first form In the Form Name field, type FoodHistory. This will become the name of the first form contained within the project. Click the OK button when you are done.

17. The Form is ready for editing Notice EColiDemo in the Project Explorer. FoodHistory is underneath it. The canvas has also been changed to show the form name and page, in this case FoodHistory\Page1.

18. Creating an Epi Info™ 7 Project Instructor Demonstration

19. Create an Epi Info™ 7 Project (Student Handout) Practice Session #1 Student Practice

20. FIELD TYPES AND CREATING FIELDS Module 2 – Form Designer

21. Field Types  A variety of field types exist in Epi Info™ 7 to help customize the data entry experience.  Choosing the right field for the type of data being collected:  Reduces data entry errors  Ensures the data collected can be analyzed (meaningful results)  Allows faster data entry  Improves user satisfaction with the data entry process

22. Field Types Most common Field Types:  Label/Title: Used to display the form title or section headers  Text: Used to capture plain text data. There are four types of text fields:  Text (e.g., name of the patient)  Text[Uppercase] (e.g., country codes that will appear in capital letters)  Multiline (e.g., description of treatment given at home)  Text with Legal Values (e.g., sex – male or female)

23. Field Types (cont.)  Legal Values: A drop-down list with a limited number of choices. Useful for eliminating errors, such as misspelling the name of a town.  Comment Legal: Like Legal Values but with a code typed in front of text (with a hyphen). The code is entered instead of the text (i.e. 1- Male) and only the code is saved to the data table.  Yes/No: Used for questions where only a positive, negative, or unknown value is desired.  Checkbox: Similar to Yes/No fields. Best used to ask about a series of items.

24. Field Types (cont.)  Number: Only valid numeric data can be stored.  Date: Field only accepts valid dates based on the pattern selected.  For example, 05-08-2001  Time: Is an alphanumeric field with pre-set time patterns  For example, 11:23:01  Codes : Links two fields. Based on the value of one field, the value of another field is populated (i.e. County Name, County Code)  Phone Number: Field only accepts valid U.S. phone numbers.  For example, 404-123-4567

25. Field Types (cont.)  Option: Creates radio buttons consisting of mutually exclusive choices.  Image: Allows an image to be inserted by the user  Unique Identifier: Creates a globally unique value that is unique to the record.

26. Field Properties  Each field has a set of available field properties.  Some options may not be shown depending on the field type.  Some options may be disabled (grayed out) depending on what other options have been chosen. For example, selecting ‘Read Only’ will disable ‘Required’

27. Creating Fields To create a field, right- click on the canvas and select New Field. Then select one of the field types from the list. (See picture at right.) The next several slides will show the process of creating seven new fields on the form: One text field, one numeric field, three checkbox fields, one legal values (drop- down list) field, and one date field.

28. Field Examples QuestionField nameField Type Categories/Pattern Last name Text Age Number## White Black Asian White Black Asian Checkbox Sex Legal valuesMale Female Ambiguous Unknown DOB DateMM/DD/YYYY

29. Creating a Text Field - Overview  We want to capture the patient’s last name. A text field is ideal for this type of data. To create a text field for the patient’s last name: 1.Right-click on the canvas and select New Field. A list of field types appears. (you can also drag and drop the text field from the project explorer tree) 2.Select Text from the list of field types. A field definition dialog box appears. 3.Type “Last name” into the Question or Prompt text box. 4.Press TAB. Observe that the Field Name text box is automatically populated. 5.Click the OK button to create the field.

30. Step 1 Right-click on the canvas and select New Field. A list of field types appears.

31. Step 2 Select Text from the list of field types as shown in the image above.

32. Step 3 Type Last name into the Question or Prompt text box as shown in the image above.

33. Step 4 Press the TAB key. Observe that the Field Name text box was automatically filled in.

34. Step 5 Click OK. The field is created on the canvas as shown above.

35. Creating a Numeric Field  We now need to capture the patient’s age.  Since we don’t want the user to accidentally enter text data into our age field, we should treat it as numeric only.  The number field type is ideal for capturing numeric data.

36. Create a Number Field Select Number instead of Text and type Age for the Question or Prompt. Select ## for the pattern; this will force the field to only accept two digits.

37. Create a Number Field This is the canvas after creating the number field. Note the small size of the Age field; this is due to the small size of the pattern (##) that was set when the field was created.

38. Creating Checkbox Fields  We also want to capture the patient’s race.  We’ll do this by creating one checkbox field for each of several racial types.  Note that checkbox fields are either true or false; they can never be empty, missing, or unknown.

39. Create a Checkbox Field Select Checkbox from the list of fields. Use Asian for the first checkbox and then Black and White for the second and third checkboxes.

40. Create a Checkbox Field The canvas as it should appear after creating the three checkboxes.

41. Creating Legal Value (drop-down list) Fields  We probably need to capture the patient’s sex.  We want to make sure that the data entry clerk can select from only a small handful of pre-set values to reduce the chance of data entry errors into this field.  A legal values field is ideal for this type of scenario.

42. Creating Legal Value Fields (cont.)  Legal values involve an additional step after setting the Prompt and Field Name: Creating the actual list of values.  This is done by setting a ‘data source’ for the field.

43. Create a Legal Values Field Follow the same steps for creating fields up to this point, using the Legal Values field type. Specify Sex for the prompt and Field Name, as shown. Notice that the OK button is disabled. Click on the … button to proceed.

44. Create a Legal Values Field We need to create a new list of values for this field, so click the Create New button.

45. Create a Legal Values Field Type in the values Male, Female, and Ambiguous. Click OK when finished.

46. Create a Legal Values Field Notice that the Data Source text box now has a value, and the OK button is enabled and can be clicked. Go ahead and click the OK button to create the field.

47. Create a Legal Values Field The Sex field is now present on the form and will accept only the values that were specified.

48. Creating Comment Legal Fields  Comment Legal values involve adding a number or letter in front of the Legal value.  This allow entry of data into the field just by typing the number or letter corresponding to the Legal value.  Comment Legal fields only store the number or letter placed in front of the Legal value.

49. Create a Comment Legal Values Field Follow the same steps for creating the Legal Values field type. Specify Gender for the prompt and Field Name. Notice that the OK button is disabled. Click on the … button to proceed.

50. Create a Legal Values Field We need to create a new list of values for this field, so click the Create New button.

51. Create a Comment Legal Values Field Type in the values 1- Female, 2-Male, 3-Unknown and 4-Ambiguous. Click OK when finished. If you want the values to be listed in the entry order select “Do not sort.”

52. Creating Date Fields  Finally, we should capture the patient’s date of birth.  To reduce the chance that invalid dates are entered (such as 32 October), we should use the Date field type.  Only valid dates are accepted into fields of this type.

53. Create a Date Field Select Date from the list of fields. Use DOB as both the field name and prompt. A range can be set using the Range checkbox to ensure only dates between the two specified boundaries are accepted.

54. Create a Date Field The canvas after creating the date field.

55. Creating fields in Epi Info™ 7 Instructor Demonstration

56. Create fields in Epi Info™ 7 (Student Handout) Practice Session #2 Student Practice

57. OTHER FEATURES Module 2 – Form Designer

58. Aligning Fields Forms look better and are easier to follow when the fields are aligned nicely. The Form Designer has two options for alignment: As a stack (for vertical alignment) and as a table (for horizontal alignment). To align fields, simply drag a lasso around the fields you want to align. They will become highlighted as shown to the right.

59. Aligning Fields Right-click on the canvas and select one of the two alignment choices: As a stack (for vertical alignment) and as a table (for horizontal alignment).

60. Vertically Aligned Fields All the fields selected by the lasso are now aligned as a stack (vertically).

61. Grouping Fields Grouping fields allow statistics to be run on a group of variables as a whole or on the individual variables inside the group. Grouping can also be used to organize the form to place emphasis on sections or groups of questions. To group fields, simply drag a lasso around the fields you want to group.

62. Grouping Fields Right-click on the canvas and select “New Field Group” to open the Group Properties dialogue box. You can also select “Insert > Group” from the main menu to open the Group Properties dialogue box.

63. Group Properties Dialog Enter the name (Race) of your Group into the Question or Prompt field Confirm you have a valid Field Name and select “OK."

64. Grouping Fields You have created a new Group field “Race.” To group fields, can be changed or deleted just like any other field by Right clicking on the Group field name and editing the Group Properties.

65. Tab Order To Show the current Tab order right click in the canvas area and select Tabs from the pop-up menu. Show Tab Order will show the current tab order. Start New Tab Order will start a new tab order on the page (left to right; top to bottom.

66. Changing Tab Order When the tab order is shown you can click each black tab box displayed in the order you want the tab through the fields. Right-clicking on the black tab box will turn it red; removing that field from the tab order. Left-click anywhere on the canvas to hide the black tab order boxes.

67. Deleting and Renaming Pages Pages on the form can be renamed or deleted by right-clicking on that page.

68. Adding Pages New pages can be added by right-clicking on the form name and selecting Add Page.

69. Adding Templates Any pre-built field templates can be added to your form by expanding the Templates node, selecting an item, and dragging it onto the canvas.

70. Creating Your Own Templates You can create your own templates by selecting a group of fields, right-clicking on the canvas, and clicking the Save Selection as Template option. Additionally, complete Forms or Pages can be saved as templates by right clicking the page or form in the Project Explore and selecting Save Form (Page) as Template.

71. Displaying the Data Dictionary From the Form Designer menu, select Tools > Data Dictionary

72. Data Dictionary Display The Data Dictionary displays Page Number, Prompt, Field Name, Variable Type, Format, and Special Info.

73. Features of Form Designer Instructor Demonstration

74. Using the Features of the Form Designer Student Practice (Student Handout) Practice Session #3 Practice Session #4

75. This Slide Presentation  This slide presentation can be downloaded from the Epi Info™ Community of Users in phConnect: http://www.phconnect.org/group/epiinfo/forum/topics/e pi-info-7-training-module-2 http://www.phconnect.org/group/epiinfo/forum/topics/e pi-info-7-training-module-2

76. For more information please contact Centers for Disease Control and Prevention 1600 Clifton Road NE, Atlanta, GA 30333 Telephone, 1-800-CDC-INFO (232-4636)/TTY: 1-888-232-6348 E-mail: cdcinfo@cdc.gov Web: www.cdc.gov Questions? Office of Surveillance, Epidemiology, and Laboratory Services Epidemiology and Analysis Program Office The findings and conclusions in this report are those of the authors and do not necessarily represent the official position of the Centers for Disease Control and Prevention.