gcs-30.html : v01.0.0.1

Web Information Requests may be used to develop "web pages" deployed through the ITS iEnabler Systems which will allow web end users to request different types of service from the administrative staff of the institution.

The different "web pages" will appear in the relevant iEnablers under the headings "Request for Information". (Refer to Information Request {P000RI-1} for more detail)

After being completed and saved by the web end user, the web page will create a Routing Request in the Routing System {GMAIN-4}. The prompts as well as the web end user's responses to the prompts will be written to the Routing Email Instructions of sequence 0 of the Routing Request (Refer to Default Routing Request Information {GROU-1}). From there, the system may be set up to:

Note that the Routing Request Type should be configured to contain at least one step that will notify the relevant end user(s) that action should be taken for the Information Request that has been entered. To populate the fields in the input screen, the user should:

Open the relevant input screen.
Right-click on the canvas in the screen (i.e. anywhere in the screen, except in a field).
Choose "Get Routing Request Info" from the pop-up menu that will appear.
Enter the relevant Routing Request Number in response to the prompt that will appear and choose "Accept Number".
Evaluate the fields populated: enter any possible other remaining fields and save the record.
The system will then assign all remaining open steps in the Routing Request to the user. The open steps will appear in the user's work list, an outcome to finalise may be entered here. Note that the Information Request will be available to populate the fields in the screen until the open steps in the Routing Request is finalised.

Set-up where only a specified user should be able to populate an input screen automatically.

The software that will allow a user to automatically populate an input screen will only allow the user to use data from Routing Requests with at least one open (uncompleted) sequence assigned to the specific user and at least one open sequence marked as "Email" or "Batch".

To assign a sequence to a specific user, refer to User / Routing Sequences in Maintain Default Request Information {GROU-1}.
If all users with access to the input screen should be able to use data from the Routing Request, ensure that there are open sequences in the Routing Request marked as "Email" or "Batch".

The inclusion of default values.

Default values to be populated into the relevant input screen along with values entered by the web end user may be entered into the Routing Request Type. This is particularly useful when some of the fields required for an input screen should be defaulted instead of being required from the web end user.
To do this, the system should be configured to insert data from the Email Instruction Lines of another Sequence (for example sequence 1) into the Email Instruction Lines of Sequence 0.

An example of how it is done is.

Create prompts (Questions) for the default fields in the Web Information Request Data Model {GCS-31} and choose the value "S"uppress for the Compulsory for each of the "default" questions.
Create a sequence 1 for the Routing Entry Type: set field Autocomplete to (Y)es.
Indicate sequence 1 as the next sequence (to be started when the outcome of sequence 0 is "C"ontinue).
Enter Email Instruction lines in sequence 1 for each prompt (question) and response (answer) that is suppressed.

Use line numbers that would not already have been used in sequence 0 by the system when the Routing Request was created. (If the Email Instruction lines in sequence 0 already exist, the empty fields will be updated with the new values, but populated fields will be left as is).
Enter the prompt (question) in the Instructions field and the Line number (as in the Web Information Request Data Model {GCS-31}) in the Generic Number field.
Enter the (default) response to the prompt in the Instructions field, as well as the Generic Character - Generic Date - or Generic Number field, depending on the setting of the Type field in the Web Information Request Data Model { GCS-31}).

Create a sequence 2 for the Routing Entry Type set field Autocomplete to (Y)es; and indicate "gen.info_req.upd_seq0" as a database procedure that should automatically execute when sequence 2 is created.
Indicate sequence 2 as the sequence to be started when the outcome of sequence 1 is "A"utocomplete.

The procedure "gen.info_req.upd_seq0" may also write additional information from the Organisational Contacts {GCS-10} to the Routing Email Instructions for Sequence 0 of the Routing Request. This may be used by the Routing System to route the application to different personnel members for approval.

The Organisational Contacts {GCS-10} allows the user to indicate different Communication Levels (e.g. Departments or Faculties) and different Types (e.g. Department Heads, Department Head Secretaries) and to link a Personnel Number as a Contact Person for each Level and Type.
In this way, a list of Department Heads, or a list of their Secretaries may be maintained

The instruction to write the additional information should be entered in the Routing Email Instructions of the Default Request Information {GROU-1} in the sequence directly preceding the sequence calling the procedure in a line of its own;
$OE,Dxxx,nn$ or
$ON,Dxxx,nn$ or
$OU,Dxxx,nn$ or

$OE,Fxxx,nn$ or
$ON,Fxxx,nn$ or
$OU,Fxxx,nn$ or

where

The first two characters are always $O
The third character indicates whether a Personnel number (N), Email Address (E) or ITS User Code (U) as in User Access Definitions {USERS-5} will be written to the line
The fourth character is always a comma (,)
The fifth character indicates the Communication Level as in Organisational Contacts {GCS-10} that will be used.
Note that only values (F)aculty and (D)epartment are allowed
The next set of characters (xxx) before the second comma is the Communication Level Type in Organisational Contacts {GCS-10} that will be used.
The set of characters after the second comma (nn) is the personnel number that will be used. If this is entered as zero (0), the System will use the personnel number of the person who applied for leave
The last character should always be a $

The System will then insert the following information in the line for sequence 0 of the Routing Request
- The Personnel Number, Email Address or ITS User Code (Depending on the third character)
- of the person indicated as the contact person for the
- Primary Department or Faculty (Depending on the fifth character)
- of the person indicated with the characters after the second comma
- for the Organisational Contact Type indicated by the set of characters before the second comma.

Field	Type & Length	Description
Code	A4	A unique Information Request Type code.
Description	A65	Information Request Type description. The values in this field will be used as Menu Headings in the iEnabler.
Route	A4	The Routing Entry Type {GROU-1} associated with this Information Request.
Route System ID	A1	System ID as defined on the Routing Entry Type.
User Type	Radio Button	If set to (S)tudent, the Information Request Type will be available from the Student iEnabler. If set to (P)ersonnel, the Information Request Type will be available from the Personnel iEnabler. Type (E)xternal is reserved for future use.
Active	Radio Button	If set to (N)o, the Information Request Type will not be available from the iEnablers.

Date	System Version	By Whom	Job	Description
22-Sep-2006	v01.0.0.0	Charlene van der Schyff	t134161	New manual.
01-Oct-2007	v01.0.0.0	Frans Pelser	T143444	Automatically populate specified fields in input screens
07-Mar-2007	vj01.0.0.0	Vaughn Dumas	T134161	System owner proof read
09-Sep-2008	v01.0.0.0	Charlene van der Schyff	t152060	Edit language obtained from proof read language Juliet Gillies.
05-Oct-2010	v01.0.0.1	Frans Pelser	f169865	Add Routing set-up instructions

Web Information Request Types {GCS-30}