Case Manager Introduction<>

Build the student-facing web pages

Student-facing pages = a survey

A student will experience Case Manager as a list of web-based services which are accessed through the institution’s web portal or through the Quercus Gateway.

After the student has selected a service he or she will be led through a series of forms, linked by Previous and Next buttons, which capture the information required.

This sequence of forms is referred to as a survey.

You set up surveys through the Quercus administration interface. You can set up as many surveys as you need. A single survey can be reused for more than one service.

Setting up a survey

As described above, a survey lets you put a set of questions to the user of a Case Manager service.

You decide the questions. The questions can all be presented on a single page or can be split across several pages.

The users’ responses can be captured in a number of ways:

they can choose from options in a pick-list

they can tick check boxes

they can type answers into a text field

Processing the data gathered from a survey

The data which the student submits in response to the survey will be visible to any users who have been assigned to process the request.

If you use the survey functionality to extend the standard set of forms and data fields you will need to write your own extraction and processing routines to make full use of your extensions to the data set.

You can, however, automatically add the data from a particular field as a note to the user’s record. You specify the type of note that should be added. This is an easy way of making a user’s response to a survey question available to administrators who need to process the user’s record. If required you can create a new note type specifically to hold the data gathered from a particular field. You do this using the Records > Static Data Maintenance > Note Type option in the Quercus Classic Interface.

To create a survey

1Click the Surveys graphic.

A list of existing surveys opens.

2Click the Create New Survey link in the Task menu on the right of the screen.

The Create/Edit Survey screen opens.

3Complete the fields on the Create/Edit Survey screen.

The Survey Mode field determines whether the survey questions will appear:

on a single page (All-in-one)

grouped together with one page per group (Group-by-group)

with each question on a separate page (Question-by-question)

4Click the Create button.

The survey is created and you receive a confirmation message.

The survey is not yet published and does not contain any questions — so that under the Question Group heading you see the message ‘Sorry, no data found’.

You can now begin to add questions groups and questions to the survey.

To add question groups to a survey

Before you add questions to a survey, you must first set up a question group. All questions must belong to a question group. You must have at least one question group — you can create more if this helps to structure the survey.

1 Click the Add Group button under the Question Group area.

2Complete the fields on the Create/Edit Question Group screen.

3Click Create.

The question group is created and appears in the Question Group List.

4You can now create another group or begin to add questions to the group.

To add questions to a question group

1Click the question group’s orange Edit button .

2The Create/Edit Question Group screen opens.

3In the Questions area on the right click Create.

The Create/Edit Questions screen opens.

4Complete this screen as follows:



uestion Group

This specifies the question group within which the question will appear. It defaults to the group from within which you created the question. You can, however, use this field to reassign the question to another question group.


This determines how your question will be presented to the user.


The user will be able to select from one or more options as answers. These options will be presented as check boxes. so that the user may check more than one answer. If you want the user to pick a single answer a select list may be a better choice.

Select List

The user will be able to select a single option from a list as an answer.

Text Area

The user can enter multiple paragraphs of text as an answer

Text Box

The user can enter a string of text as an answer


The user can choose either Yes or No from a pick-list.

Note Type

Copies the content of a user’s response to the field in question as a note of the selected type. This note will then be added to the user’s record.

Reference Number Type

Copies the content of a user’s response to the field in question as a reference number of the selected type. This reference number will then be added to the user’s record.


Specifies whether or not the field will be mandatory.


The actual text of the question that will appear on the survey.

Question Code

Allows you to allocate a code to the question. The code can be anything you like — it is purely for your own reference purposes.


Any help text you wish to associate with the question.

Max Length

The maximum length of entry permitted for the user.

5Once you have completed the form, click the Create button.

You are returned to the Create/Edit Question Group screen. The question now appears in the list on the right of the screen.

6For the multiple-choice options — Multi-choice and Select List — you will need to return to the question to provide details of the various options.

If your question is a Multi-choice or a Select List:

aclick the question group’s Edit button .

You are returned to The Create/Edit Questions screen.

bIn the Options area on the right click Create.

The Create/Edit Option screen opens.

In the Text field, enter the text that will be associated with one of the options.

In the Order field, enter the position you want the option to appear in the option list.

cClick the Create button.

You are returned to the Create/Edit Question screen.

The option you have entered appears on the right.

dRepeat steps a to c for subsequent multiple-choice answers. The answers should appear in the listing on the right.

You can change the sequence in which the options will appear by clicking the up and down graphics which appear to the right of the Option name.

eScroll to the foot of the page and click the Save button when you have finished adding options.

6Repeat steps 3 to 5 to add more more questions to the survey.

7Click the Save button to save the changes to the survey.

Reviewing the survey

Once you have finished answering questions you can review the survey.

To review the survey

1Locate the survey you wish to review in the list of surveys.

2Click the View icon.

The Survey Review screen opens showing the questions you have set up.

3If you would like to change the survey after you have reviewed it, return to the list of surveys and click the Edit button .

Note: the screens shown in Survey Review will receive the stylesheet of your web portal when they become part of a live service. So the screen above might look something like the screenshot below when your service goes live.

Publishing the survey

Before you can attach a survey to a service template you must publish it. Once a survey has been published you can attach it to a template. It will then appear as part of any service instance that was created from the template.

Note: a published survey cannot be changed. If you want to change a survey that has been published you must make a copy of it, edit the copy and then publish the modified copy.

To publish the draft of a survey

1Locate the survey you wish to review in the list of surveys and click the Edit button . to open the Edit Survey page.

2Click the Publish button.

The service is published and the status of the service changes to Published in the list of surveys.

Making a survey available as part of a live service

After you have published your survey you can make it available for use by Case Management services (the process for creating these services is described in Going Live with a Case Manager service).

To make a survey available as part of a live Case Manager service

1Follow the Case Manager go-live set up process described in Going Live with a Case Manager service.

2At steps 7 and 8 of the process, drag the Survey icon across to the Selected Steps box.

3When the Survey icon is in the Selected Steps box, click the arrow at the foot of the icon to show a list of the published surveys.

4Choose the survey you want to publish from the list.

5Click Next.

The survey is now associated with the Case Manager service.

When a service is live the survey will appear as a pages or pages in the appropriate point in the online workflow.