Technical Repair Request Form
Updated: April 6, 2004
Customization Instructions
Following are easy customizations that provide instructions for changing this form.
Store Technical Repair Request Forms in a secure public folder
| • | Create a public folder |
| • | Securely limit who has permission to see the folder and edit items in this folder |
Editing the Access database
| • | Location Information |
| • | Building Information |
| • | Request Information |
| • | Technical Repair Recipient Information |
| • | Close Database |
Changing the form elements
| • | To start the Form Designer or open the form in Design mode |
| • | Require that users include complete information before sending a request |
Customizing fields on the form
| • | To add pre-defined Outlook fields to the form |
| • | To make new custom fields available |
| • | To modify properties of a field on the form |
| • | To further modify properties of a field on the form |
| • | To access Microsoft Outlook Object Library Help |
Customizing controls on the form
| • | To change the name of a label |
| • | To add a textbox |
| • | To add a picture |
| • | To add a command button to the form |
Binding a control to a field
Publishing the form
Store Technical Repair Request Forms in a secure public folder
It may be useful to share the Technical Repair Request information school-wide or limit access to specific workgroups. To share this information, it can be made available by storing the forms in a public folder.
Create a public folder
To create a public folder, you must have permission to create folders in an existing public folder.
1. | On the File menu, point to New, and then click Folder. |
2. | In the Name box, type a name for the folder. In this case, name the folder Technical Repair Request. |
3. | In the Folder contains box, click the type of folder you want to create. For the Technical Repair Request Form, select Mail Items. |
4. | In the Select where to place the folder dialog box, click the + next to Public Folders, and then click All Public Folders. |
5. | Click OK. The new folder should now appear in the All Public Folders folder. |
You have created a new public folder. Because you created the folder, you have Owner permissions on this folder.
Securely limit who has permission to see the folder and edit items in this folder
1. | Right-click the Technical Repair Request folder, and then click Properties. |
2. | Click the Permissions tab. |
3. | To set permissions that apply to everyone who can use the folder, click Default in the Name list. |
4. | In the Roles dialog box, select the role you want to assign to everyone. In this case, select None so that not everyone will be able to add to or change this folder.
Note To prevent default users from seeing the folder, clear the checkbox next to Folder visible. |
5. | Repeat steps 3 and 4 for the name Anonymous. |
6. | To give permission to a specific user, click Add. |
7. | In the Type name or select from list box, type the name of the user whose permission level you want to change. Click Add, and then click OK. |
8. | In the Names box, click the name you added. |
9. | In the Roles box, click the role you want to assign to that user. In this case, select the name of the person who receives the forms, and then give the user the role of Author. This allows the user to see the folder and to create and read items in the folder. |
10. | Click OK to save the new folder permissions and close the Properties dialog box. |
Editing the Access database
1. | To configure the drop-down boxes that appear in the form, go to the location that you selected during the installation. (For Example, if you selected to install the forms on your c:/ drive, then from your desktop double-click on My Computer, and then double-click on your C drive ). |
2. | Double-click on the file TechRepair.mdb (This should automatically start Microsoft Access. You may also open Access by clicking Open from the File Menu, selecting TechRepair.mdb, and then clicking OK ). |
3. | If you are using Access 2000, you will be asked to Convert or Open the database. Select Open database, and then click OK. |
Once you have opened the Access database, the fields available for editing are:
Location Information
Use this option to set the list of available rooms or locations for the Technical Repair Request form.
1. | Click on the box next to Add/Edit Location Information. |
2. | In the box that appears next to the word Location, type the name of the first location that will appear in the drop-down list on the form. (For example, type Room 100.) |
3. | At the bottom of the Add/Edit Location Information box, you will see the word Record : followed by arrows and a box containing a number. |
4. | Click on the > arrow and notice that you are now looking at record #2. |
5. | Type the name of the second school location you want users to see in the drop-down menu. (For example, type Room 200.) |
6. | Continue to add the names of locations as appropriate to your school or district.
Note If you have too many rooms to list, try grouping locations. For example, Rooms 100-300. This will help the Technical Repair people to know where the request is coming from. |
Building Information
Use this option to set the list of available buildings for the Technical Repair Request form.
1. | Click on the box next to Add/Edit Building Information. |
2. | In the box that appears next to the word Building, type the name of the first building that will appear in the drop-down list on the form. (For example, if your Technical Repair people serve an Elementary, Middle, and High school, enter the name of the first school you want to appear in the menu.) |
3. | At the bottom of the Add/Edit Building Information box, you will see the word Record : followed by arrows and a box containing a number. |
4. | Click on the > arrow and notice that you are now looking at record #2. |
5. | Type the name of the second school building you want users to see in the drop-down menu. |
6. | Continue to add the names of buildings as appropriate to your school or district.
Note If your Technical Repair people do not serve more than one building, try using sections of a building or groups of rooms. For example, First Floor, Second Floor, etc. This will help the Technical Repair people to know where the request is coming from. |
Request Information
Use this option to enter your most common Technical Repair Requests so users can pick them from the drop-down list.
1. | Click on the box next to Add/Edit Request Information. |
2. | In the box that appears next to the words Enter Request, type the most common request that will appear in the drop-down list on the form. (For example, type Replace Light Bulb ). |
3. | At the bottom of the Add/Edit Request Information box, you will see the word Record: followed by arrows and a box containing a number. |
4. | Click on the > arrow and notice that you are now looking at record #2. |
5. | Type the name of the second most common request you want users to see in the drop-down menu. (For example, Repair broken student desk.) |
6. | Continue to add common repair request as appropriate to your school or district.
Note The teachers or school administrators who will fill out this form will be able to type their own request. They will not be required to use only the options from the drop-down list. |
Technical Repair Recipient Information
Use this option to enter the email address (or destination folder) for your Technical Repair Requests. For large schools, you can use this option to dispatch requests to a moderated folder for further dispatch (see "Creating Public Folders" and "Moderated Folders" in Outlook Help).
1. | Click on the box next to Add/Edit Maint Request Recipient Information. |
2. | In the box that appears next to the words Enter Recipient, type the email address of the person or folder that will appear in the To: field on the form. |
3. | At the bottom of the Add/Edit Maint Request Recipient Information box, you will see the word Record: followed by arrows and a box containing a number. |
4. | Click on the > arrow and notice that you are now looking at record #2. |
5. | Type the e-mail address of the second person you want users to send the request to.
Note This is not a drop-down. You are creating a list of people that will receive all of the Technical Repair Request forms. Therefore, if you only want one person to receive the requests, delete the information in Record #2. |
Close Database
Use this option to close the database when you are through configuring drop-down entries.
1. | When you click on the box next to Close Database, the "Main Switchboard" window will close. |
2. | Click on Exit from the File menu to close Access. |
Changing the form elements
To start the Form Designer or open the form in Design mode
1. | Open Microsoft Outlook. |
2. | On the Tools menu, click Forms, and then click Design a Form... |
3. | In the Design a Form dialog box, click the type of form you want to modify. |
4. | Click the Open button and the form opens in the Form Designer.
Note To modify the existing Technical Repair Request form, select the location of the form in the Look In drop-down list; for example, if you have published this form to your Organizational Forms Library you can select the Organizational Forms Library folder in the Look in... drop-down list, and then select Technical Repair Request. |
Require that users include complete information before sending a request
Adding a validation requirement ensures that critical information is not omitted.
1. | Open the form in Design mode. |
2. | Right-click the control you would like to validate and click Properties. |
3. | Click the Validation tab, and then select the A value is required for this field checkbox. |
4. | Click OK to save the validation information, and then close the Properties dialog box. |
Customizing fields on the form
Microsoft Outlook forms use fields to save information that is entered into the form by the user. This is called data binding. The Field Chooser dialog box in the Outlook Form Designer provides quick access to the common fields used in most Outlook forms. The Field Chooser dialog box also allows you to create your own custom fields.
The Technical Repair Request form contains many pre-defined Outlook fields and several custom fields. For example, the recipient textbox is bound to the pre-defined To field. This association between the control and the field ensures that the sent form is recieved by the appropriate person. On the other hand, the Building combo box is bound to a custom field created specifically for this form.
When designing forms, it is recommended that you:
1. | Create all custom fields for the form. |
2. | Place the controls on the form. |
3. | Bind the controls to the appropriate field. |
To add pre-defined Outlook fields to the form
1. | Click the tab on the form in which you want to add the field. |
2. | In the Field Chooser dialog box, select the field you want to add. |
3. | Drag the field onto the form. Release the left mouse button while on the form. |
4. | Reposition and resize the field as necessary. |
To make new custom fields available
1. | In the Field Chooser dialog box, click the New... button. |
2. | In the New Field dialog box, type a name for the new field in the Name box. |
3. | Select the data type from the Type drop-down list. |
4. | Select the format from the Format drop-down list. |
5. | Click OK. |
6. | Add the field you would like as a pre-defined field (see the previous instructions on how to add pre-defined Outlook fields). |
To modify properties of a field on the form
1. | Right-click the field you want to modify. |
2. | Click Properties. |
3. | Modify the properties in the Properties dialog box. |
4. | Click OK to save your changes and close the Properties dialog box. |
To further modify properties of a field on the form
1. | Right-click the field to modify. |
2. | Click Advanced Properties. |
3. | Modify the properties in the Properties dialog box. |
4. | Click Apply and close the dialog box.
Note For more specific information on modifying field properties, refer to Microsoft Outlook Object Library Help. |
To access Microsoft Outlook Object Library Help
1. | Open a form in Design mode. |
2. | On the Form menu, select View Code. This opens the Script Editor window. |
3. | In the Script Editor window, highlight the Help menu, and then select Microsoft Outlook Object Library Help.
Note You may be prompted to install this component from your Outlook or Microsoft Office installation compact disc. |
Customizing controls on the form
Adding controls to the form allows the user to enter information in a variety of ways. Some controls do not require user input (labels and pictures) and are not associated with a field. Other controls do require user input (checkboxes and textboxes) and must be associated with a field.
To change the name of a label
1. | Right-click on the label (for example, Contact Name: ), and then select Properties. |
2. | Under the Display tab, in the Caption textbox, type in the new name. |
3. | Click OK. The new name should appear in the label control. |
To add a textbox
1. | Click Control Toolbox (the hammer and wrench icon in the toolbar) to open the Toolbox. |
2. | Click the TextBox button, then click and drag the + icon to draw the textbox on the form. |
3. | Right-click on the textbox and select Properties. |
4. | Modify the properties in the Properties dialog box. |
5. | Click OK to save the information and close the Properties dialog box. |
To add a picture
1. | Click Control Toolbox (the hammer and wrench icon in the toolbar) to open the Toolbox. |
2. | Click the Image button, then click and drag the + icon to draw the image control on the form. |
3. | Right-click on the image control and select Advanced Properties. |
4. | Double-click the Picture property. Navigate to and select the image file in the Load Picture dialog box. |
5. | Click OK. |
6. | Close the Properties box.
Note The image control will not automatically resize to the image file. You must resize the image control manually. |
To add a command button to the form
The Technical Repair Request form includes a button to send and to cancel the form. These buttons are associated with a custom Visual Basic Script function that executes the command. The Outlook Form Designer provides you with a few built in commands that allow you to send and forward the form.
To add a command button:
1. | Click Control Toolbox (the hammer and wrench icon in the toolbar) to open the Toolbox. |
2. | Click the CommandButton button, then click and drag the + icon to draw the button on the form. |
3. | Right-click on the button and select Properties. |
4. | On the Values tab, use the Choose Field drop-down menu to select the field to bind to the command button.
Note The Technical Repair Request form contains a To button that is associated with the To field. This button sends the form to a default address that is set on the Values tab. |
5. | Click the Set initial value to checkbox and type in the e-mail address of the default form recipient. |
6. | Click OK. |
Binding a control to a field
To save the information that a user types, you must bind each control to a field.
To bind a control to a field:
1. | Right-click on the control and select Properties. |
2. | Under the Value tab, click on Choose Field. |
3. | Select a field. |
4. | Select the new field name you created for the checkbox and click Apply. |
5. | Click OK to close the Properties dialog box. |
Publishing the form
To save your changes to the form
Open the Technical Repair Request form, click the Tools menu, highlight Forms, and then select Publish Form.
Note Once the form has been created and you are ready to make it available for your users, you must publish it in the Organizational Forms Library. You can also publish the form with a new name to the current forms library.
To create a new form or publish a form to a different forms library
1. | Open the Technical Repair Request form, click the Tools menu, highlight Forms, and then select Publish Form As. |
2. | Click on the drop-down list next to Look In : and select the appropriate forms library. |
3. | Type a new name in the Display name textbox. |
4. | Click Publish. |
