Locations and Visibility Restrictions in the PICSWeb User Defined Form Summary

Owned by Joe Robson (Unlicensed)
Last updated: Jan 15, 2024 by Rachel Bussey
5 min read

The Locations and Visibility Restrictions tab in the User Defined Form Summary shows the Locations in PICSWeb that the form appear in, as well as any Restrictions that control when the form will appear or not.

All possible locations and restrictions for a User Defined Form are explained further down in this page.

Exporting the Location List

Selecting More shows an option to Export to Excel. Selecting this will generate an Excel Spreadsheet containing the details currently displayed in the list.

Adding Locations to User Defined Forms

Form locations are added from the Form For field in the UDF Edit Window. Once you have added a location to this field, you will be able to specify exactly where in the record the form will be available when Editing the location as explained below.

Once you have made any changes, select Save to keep them or Cancel to discard them.

Editing Locations and Visibility Restrictions

The Locations and Visibility Restrictions tab will show an item for each location you have added. To specify the exact location and the conditions required for the form to appear, select … > Edit by the location in the list.

The window that opens is made up of two sections. In the first section, you can choose the exact location for the form. The full list of available locations is shown below in this help page.

Select Next to progress to the next step. In the second section, you can add any necessary restrictions to control when the form is available. The restrictions available here will depend on the record type you have chosen. These include:

  • Programmes – This restriction is only available for forms for Learners. Here you can restrict the form to only appear for learners on certain Programmes.

  • Sites – This restriction is only available for forms for Learners and Applicants. Here you can restrict the form to only appear for records linked to certain Sites.

  • Review Types – This restriction is only available for forms for Learners in the Review Details location. Here you can restrict the form to only appear for reviews of certain Types.

  • Extra User Types - Here you can restrict the form to only appear for the user type that has been selected.

  • Notification Direction – This restriction is only available for forms for Learners in the Notifications location. Here you can restrict the form to only appear for notifications of a certain Direction.

  • Notification Reason – This restriction is only available for forms for Learners in the Notifications location. Here you can restrict the form to only appear for notifications of a certain Reason.

  • Activity Classes – This restriction is only available for forms for Activities. Here you can restrict the form to only appear for activities of certain Classes (Call, Email or Appointment).

  • Visibility Group – This restriction is available for all records. Here you can restrict the form to only appear when the record is accessed by a PICSWeb User in a certain Visibility Group.

Once you have finished, select Save to confirm your changes or Cancel to discard them.

Location Actions

Selecting … > Delete by a location in the list will remove it from the User Defined Form. You will be prompted to confirm before the location is deleted.

UDF Locations

The following locations are available for each record type.

Learners

  • None

  • Details – The Details panel at the left-hand side of the Learner Summary.

  • ILR Programme Start – Episode Start in the ILR Summary.

  • ILR Start Break-in-Learning – The modal window when starting a Break-in-Learning.

  • ILR End Break-in-Learning – The modal window when ending a Break-in-Learning.

  • ILR Programme End – Episode End in the ILR Summary.

  • Commercial Programme Start

  • Commercial Start Break-in-Learning

  • Commerical End Break-in-Learning

  • Commercial Programme End

  • Summary Additional Forms – A dedicated Additional Forms tab in the Learner Summary.

  • Programme (ILR/PRaP) Additional Forms – A dedicated Additional Forms tab in the Learner ILR Summary or Learner PRaP Summary.

  • Delivery Plan Additional Forms – A dedicated Additional Forms tab in the Learner Delivery Plan.

  • Review Details – The modal window when Editing Learner Reviews. If you have a licence for either Form Capture or PICS Portfolio, this location can also be used for learners and contacts Filling and Signing the Review. Setting this up is explained in Setting Up UDFs for Review Signing.

  • Notifications – The modal window when editing Notifications.

  • Milestones – The modal window when editing Milestones.

  • Jobs – The modal window when editing Jobs.

Applicants

Officers

Organisations

Activities

Opportunities

  • None

  • Details – The Details panel at the left-hand side of the Opportunity Summary.

  • Summary Additional Forms – A dedicated Additional Forms tab in the Opportunity Summary.

Vacancies

  • None

  • Details – The Details panel at the left-hand side of the Vacancy Summary.

  • Summary Additional Forms – A dedicated Additional Forms tab in the Vacancy Summary.

Vacancy Applications

  • None

  • Details – The Details panel at the left-hand side of the Application Summary.

  • Summary Additional Forms – A dedicated Additional Forms tab in the Application Summary.

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