Quercus 8.0.2. Control Centre User’s Guide<>

Creating and using templates

What is a template?

A template defines how an online service will appear to an end user, specifically:

which online forms (steps) the user will have to complete

the fields that will appear on the forms

the order in which the forms will appear

You set up templates through the Templates option within the Services menu.

Service templates and service instances

Once you have set up a template you can use it to create service instances. A service instance is a live implementation of an online service which applies the service definition stored in the template to a course or group of courses.

You set up service instances through the Live Services option within the Services menu.

Before you set up the template

You should entered the basic details of the service (see services) before you set up the template.

Overview of the template set-up process

Setting up a template is a three step process:

1give the template a name

2specify the sequence of screens which will be presented to the end-user (the steps) and the fields that will appear on the screens

3set up implementation rules, such as when the service will start and end

Note: services differ from each other in the steps and options that are available for you to configure. Some of the features described shown below may not be available for all services.

To set up a template

1Choose a service from the Service menu.

The Overview screen opens.

2Choose Templates from the left-hand menu.

3Click the Add Template button.

A screen opens asking you to give a name to the template.

4Enter the template name and click Next.

The Select Steps screen opens. This screen shows the various screens you can use as the steps in your service. Steps shown in red are mandatory; steps shown in blue are optional.

You can drag any of the steps shown in the Available Steps area across to the Selected Steps box.

If you drag and hold a step over the Selected Steps box a placeholder will appear containing a ‘Drop Here …’ message.

Note: the steps available vary from service to service. Some services use a pre-configured workflow which you cannot change. In this case the Service Steps option shown below will not be available and you will be taken to the Service Template Rules screen (step 8).

5Drag a step that you want to include over to the Selected Steps box and release it once the Drop Here placeholder appears.

In the screen above the Address step is being added between the mandatory first Master Steps and final Confirmation.

The step that you have dragged represents a screen that will appear in the online service. If you click the expand arrow below the step graphic you will see a list of fields that can appear on the screen.

6Select the fields that you want to appear on the screen. The graphic below shows how the settings will be expressed in the online workflow of the live service.

7Repeat steps 4 and 5 above until you have the complete sequence of steps you need for the service you wish to implement.

If you need to rearrange the sequence of steps within the service, drag the icons around within the Selected Steps box (you cannot change the position of mandatory start and finish steps).

To remove a step, drag it out of the Selected Steps box.

Note: If the service you are configuring is a custom service rather than a Premium Vanilla service (see Premium Vanilla and custom services) then you may see only mandatory (red) steps. Depending upon the service you may not see the pallette of optional (blue) steps. An example from a custom service with a single, mandatory, master step is shown below.

8When you have finished setting up the sequence of steps, click the Next button.

The Service Template Rules screen opens.

This screen allows you to set the start and end dates for the service and specify groups of users for whom the service will be available or unavailable.

The Template Rules fields may be used as necessary or may be left unset.

If you set a rule to ‘ON’ then the service will be made available ONLY to students in that category. For example, if set up a ‘Confirm Place’ service then you can limit its availability to users who have a status of ‘pre-registered’.

If you set a rule to ‘OFF’ then the service will not be available to students in that category. For example, if you associate a Note Type of ‘criminal conviction’ with an ‘OFF’ rule then the service will not be available to users with a criminal conviction note.

In the event of both ‘ON’ and ‘OFF’ conditions being satisfied, ‘OFF’ has precedent. So, in the example above, a pre-registered user with a criminal conviction would not be able to access the service.

In the screen below the service is available only to pre-registered EU students who do not have a criminal conviction note against their record.

9When you have finished setting the rules, click the Save button.

The template is saved and the Service Template Overview screen opens showing you a summary of the settings you have chosen.

In the list of steps, mandatory options are indicated by an asterisk.

To re-edit any of the steps or rules click the appropriate graphic.

After you set up the template

After you set up the template you associate the template with the courses that will use it and then go live with the new service. This creates a service instance.

» For more information see Going live with a service.

When you go-live with a service the values from the template are copied to the live service instance.

You can modify these values for any live service instance simply by editing it.

» For more information see Editing a live service.

Note that the link between the service template and a service instance is not a permanent one. When you create the service instance the settings are copied from the service template and, from that point on, the template and the instance are separate. This means that if you subsequently update the template, the instance is not automatically updated to reflect changes to the parent template.

» For more information see Service templates and service instances.

Service templates and service instances

There is no permanent link between a service template and a service instance that has been created from it.

If a service template is subsequently modified the service instance is not updated to reflect these modifications.

Consider the diagram below:

At T1 a service instance is created for the Apply Online service for the English course by copying settings from the Apply Online template v1.

At T2 the Apply Online service template is modified to become v2. The settings for the English course’s Apply Online service, created using v1. of the template are NOT changed.

At T3 a service instance is created for the Apply Online service for the History course by copying settings from the Apply Online service v2.

At T4 the Apply Online template v2 is deleted. The two service instances are NOT affected by this and continue to run as live services until they reach their own end dates.