📚 Use checkboxes in a document

Authors can use Unicode characters and conditional logic in their Modules to create documents containing activated checkboxes. In document generation and automation, activated checkboxes are often essential or even required but can be tricky to actualize.

Follow the step-by-step guides below and learn how to set/activate checkboxes in a document using

1. a Create Document Action directly in the same Module when you base your decision tree on:

• a Single-select Node
• a Multiple-select Node

2. Case Databases to assemble the document at a later stage or through several Modules.

❓ When would you rather use Case Databases?

For some use cases, opting for Case Databases may be preferable over the Create Document Action version. Some indicators that you should be following the step-by-step guide to setting/activating checkboxes in a document using Case Databases are listed below:

• Collaboration: Whenever multiple users or multiple Modules are involved in one workflow, Case Databases can serve as a bridge by storing and retrieving user inputs.
• Editing: Information like user inputs can be stored in a Case Database for easy access. Authors can edit inputs manually or create processes to enable users to make changes themselves.

1. Activating checkboxes in a document using Create Document Action

Follow the steps below to learn how to set/active checkboxes in a document using a Create Document Action.

❗Note: In any case, it is a good idea to set the checkboxes as fixed values at the very beginning of your graph, if they are elements that will be repeated later on in the graph. You do this by inserting Value Nodes, choosing Text Block Value Nodes, and naming the Node e.g. "Checkbox off" and "Checkbox on". In the text you insert "☐" and "☒" respectively.

Decision tree starts with Single-select Node

Let us have a look at the first scenario, you base your decision tree on a Single-select Node.

The outcome you expect might be similar to the one depicted below: asking the users questions where only one option can be picked. In this case, simple yes or no questions.

1. Add a new Input Node by first selecting "+", then New Input. Rename the Node distinctly. Then, change the Node type by selecting either Single Select or Multi-Input (depending on how many questions you would like to ask) in the drop-down menu. In our example, we have opted for two questions with two options each, "Yes" or "No".
2. If you like, for structural reasons, place two Empty Action Nodes in your Module and rename them distinctly, e.g., "Checkboxes Start" and "Checkboxes End".
3. For each option containing a checkbox, place a Text Block Value Node between these empty Nodes by selecting the transition, then selecting the three-dot context menu "..." and Insert value. Set the Value Nodes to Text Block and rename them distinctly, e.g., "checkbox 1_yes", "checkbox 1_no" for question 1 (or in this case "TB Personal data no" and "TB Personal data yes". Repeat this for all questions.
4. In the Content field of each Text Block Value @-reference the Value Nodes "Checkbox on" and "Checkbox off" respectively (these represent the checkboxes) and add a "yes" or "no". Note: if you have not introduced the checkboxes as fixed values in your graph before, just add them in the content field as fixed elements.
5. If necessary, group the Nodes.
6. Place a new Create Document Action Node by first selecting "+", then New action and Create Document.
7. Then, upload your Document template containing Placeholders. Placeholders are created by using two sets of curly brackets "{{ }}" in combination with text. If the Placeholder text is close to an existing Node in the Module, BRYTER will automatically match them. Alternatively, you can map the values to the Placeholders yourself by selecting the corresponding Node in the drop-down field below the Placeholder in the TEMPLATE PLACEHOLDERS section of the Create Document Action.
8. Finally, add a new Input or Result Node and in its CONTENT field @-reference the Create Document Action to link the downloadable file of the new document.

Decision tree starts with a Multiple-Select Node

Let us consider another scenario. You have used a Multi-Select Node to ask the user for information. They can choose one or more applicable options and you want to display all options in your document together with the checkboxes (either checked or unchecked). This is an example:

1. Add a new Input Node by first selecting "+", then New Input. Rename the Node distinctly. Then, change the Node type by selecting Multiple Select (depending on how many questions you would like to ask) in the drop-down menu. In our example, we have opted for two questions with two options each, "Yes" or "No".
2. If you like, for structural reasons, place two Empty Action Nodes in your Module and rename them distinctly, e.g., "Checkboxes Start" and "Checkboxes End".
3. Proceed by inserting a new Value Node: select the "+" sign at your Multiple-Select Input Node and choose New Value. Set the Node to a Text Block Value Node and rename the Node with a title reflecting the first option the user can choose within the Multiple-Select Node. In our case, this could be Name, as the users choose to provide their names as personal data. The text field stays empty. This is the Node that sets a yet-to-be-defined value (in our case a checkbox).
4. Insert another two Text Block Value Nodes and choose the same title as the empty value Node. In the text field, you now @-reference the "Checkbox on" and "Checkbox off" Nodes respectively (or alternatively, if you have not established these value Nodes at the beginning, you just paste the boxes into the Nodes).
5. Make sure that the Transitions to the Nodes reflect the users' path when choosing the specific category (conditional logic). In our case, it is the same name as their personal data. (Note: To not lose the oversight you could add another Empty Action Node to your graph)
6. Repeat that same process for all options the users can choose.
7. If necessary, group the Nodes.
8. Place a new Create Document Action Node by first selecting "+", then New action and Create Document.
9. Then, upload your Document template containing Placeholders. Placeholders are created by using two sets of curly brackets "{{ }}" in combination with text. If the Placeholder text is close to an existing Node in the Module, BRYTER will automatically match them. Alternatively, you can map the values to the Placeholders yourself by selecting the corresponding Node in the drop-down field below the Placeholder in the TEMPLATE PLACEHOLDERS section of the Create Document Action.
10. Finally, add a new Input or Result Node and in its CONTENT field @-reference the Create    Document Action to link the downloadable file of the new document.

2. Activating checkboxes in a document using Case Databases

Follow the steps below to learn how to set/active checkboxes in a document using Case Databases:

1. 1. Copy step 1-9 from the procedure you use for activating checkboxes in a document by using the Create Document Action.
      
      
   2. Exit your Module and in your Applications, select Case Databases in the side menu, then select New Case Database to add a new Case Database to the Application. Create and configure a Case Database by naming it distinctly, e.g. "DB_DocGen Checkboxes" and adding all required fields and field types to the database. Provide fields for each question and each option within a question, e.g., "Question 1", "Question 1_checkbox_yes", and "Question 1_checkbox_no".
      
      When setting up the configuration of your Module, we recommend opening both the Module and the configuration page in two separate browser tabs or windows. Like this, authors can ensure that they do not forget any value and that the correct type is associated with the field. The identifier (id) of the case record is automatically added and can be renamed by typing into the blue field below UNIQUE IDENTIFIER.
      
      Once all fields have been added, select Save Configuration to save the schema and all the fields. Set up later will not save the configuration but discard all changes.
      
      
      
      
   3. Now, return to your Module and add a Case Database Node by selecting "Insert Action". The Database Node default Action is READ – as we want to write into the database, select WRITE in the Node panel. Map your values into the fields by @-referencing them. Start typing "@" into a field and all values of the same type as the field will appear in the value picker.

Related articles:

How to Build a Quiz in BRYTER

How to Create Surveys and Questionnaires

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