9.6. Using Check Boxes

Check boxes are represented by two special field types in LincDoc: a check box grouper field, and one or more check box items which compose the group. The grouper field type allows LincDoc to logically group the individual check boxes and present them to the user when completing an eForm or Document Package. The way in which this result is accomplished is by using check boxes in the source document, and applying a special naming pattern to the check boxes. The method varies depending on the source document type.

Proceed to one of the following sections below for more information:

• About Check Box Names in Source Documents
• Creating Check Boxes in Word Source Documents
• Creating Check Boxes in PDF Source Documents
• Viewing and Configuring Check Boxes in LincDoc

About Check Box Names in Source Documents

When naming check boxes in your source document, you need to define both a group name and an item name using the following syntax:

groupname_itemname

The groupname prefix is used by LincDoc to determine related check box items so that they can be logically grouped together in the data entry interface. The itemname suffix is an unique identifier that defines the check box item.

For example, color_red, is a good name for a check box: color is the groupname and red is the check box itemname. For additional items, you could make more check boxes named color_blue, color_orange, color_green, etc.

Note: The groupname and itemname themselves cannot contain any underscores.

Creating Check Boxes in Word Source Documents

This section describes how to define check boxes in an Microsoft Word source document and specify the corresponding fields in an eForm or Document Package.

Important: There are two types of check boxes in Microsoft Word: Legacy and ActiveX. A Legacy check box must be used. ActiveX check boxes are not supported.

After making changes to your Word source document, you need to view the new fields in LincDoc.

Note: These steps were written using Microsoft Word 2010.

1. Open Microsoft Word.
2. Activate the Developer ribbon.
3. In the Word document, place your cursor in the location where you want the check box added.
4. On the Developer ribbon, in the Controls group, click the Legacy Tools button.
5. In the Legary Forms area, click the Check Box Form Field option.
   A check box is added to the Word document.

   Important: ActiveX check boxes are not supported.

6. Right-click the check box, and select Properties.
   The Check Box Form Fields Options dialog box appears.
7. In the Field settings area, enter the name for the check box in the Bookmark setting. Be sure to use the groupname_itemname format described in About Check Box Names in Source Documents.
8. Click OK to close the Check Box Form Fields Options dialog box.
9. Repeat this process for each check box you want to add to your source document.
10. Once all of your check boxes are defined, save the Word document.
11. Upload the document to your resources repository.
12. Proceed to Viewing and Configuring Check Boxes in LincDoc below.

Creating Check Boxes in PDF Source Documents

You can define a group of check boxes in a PDF document by first updating your PDF source file and then viewing the new fields in LincDoc.

1. Open Adobe Acrobat, Foxit PhantomPDF, or any supported PDF creation software.

   Important: This procedure describes how to create check boxes in Adobe Acrobat and Foxit PhantomPDF.

2. Open your PDF source document, and add a check box field to it. This process will vary based on the PDF software being used.
3. Access the properties for the check box (such as via a right-click, Properties option).
4. Enter the name of the check box. Be sure to use the groupname_itemname format described in About Check Box Names in Source Documents.
5. (optional) If available, add a label to the Tooltip attribute. LincDoc will copy this value and use it for the Label attribute for this field.
6. On the Properties dialog box, click the Options tab.
7. Verify that the Export Value is set to Yes. This setting is case-sensitive, so be sure to type it exactly as shown (with a capital "Y").

   Important: If not set to Yes, the check box will never be checked when the form is generated (regardless of whether or not the user clicks it to check it).

8. Repeat this process for each check box you wish to add to your PDF source document.
9. Once all of your check boxes are defined, save the PDF file.
10. Upload the document to your resources repository.
11. Proceed to Viewing and Configuring Check Boxes in LincDoc below.

Viewing and Configuring Check Boxes in LincDoc

Once you have created check boxes in your Microsoft Word or PDF source document, you need to access the eForm or Document Package that uses the source document and configure the check box fields.

1. Verify that you have added the desired check boxes to your Microsoft Word or PDF source document, as described above.
2. Perform one of the following actions, based on your situation:
   • Open an existing eForm or Document Package, and update the edited source document.
   • Create a new eForm or Document Package, and add the Word source document.
3. Open the Admin dialog box.
4. Click the Fields/Sections tab, and, in the list on the left side of the tab, locate the OTHER section.
   You should see at least one groupname entry and individual field entries. Each check box you created should be listed as an individual field. The groupname field is automatically created by LincDoc based on the prefixes defined in your source document. In the following example, there is one groupname (prim) and two individual fields (check boxes).
   
5. Click one of the new, individual check box fields. 
6. On the right side of the tab, notice that the Field type attribute is automatically defined as a checkbox item (and cannot be changed).
   
   

   Note: This field type is sometimes referred to as a grouper field.

7. In the list on the left side of the tab, in the OTHER section, click a groupname entry.
8. On the right side of tab, click the advanced check box.
9. In the list of field attributes, locate the Minimum selectable and Maximum selectable attributes.
   
   These two attributes allow you to control the minimum and maximum number of checked items, respectively.
10. If desired, set the Minimum selectable and Maximum selectable attributes by clicking the attribute's check box, clicking the arrow button adjacent to the attribute, and then defining a calculation.
11. Perform any of the following actions, as desired:
    • Move the new fields in the OTHER section to the desired sections in your Fields/sections list.
    • Edit the new fields available attributes.
12. Save your eForm or Document Package.