Schedule Report Templates
Executive Summary
Schedule Report Templates is the setup screen where administrators design the column layouts used by schedule reports. A template belongs to either a Facility or an Employee perspective, sets how visits are ordered (by start time or client name), and produces its output as Excel or PDF. Each template is built from detail columns, where every column has a label, a position, a width, an alignment, and a content type that says what information the column shows for each visit (for example scheduled times, clocked times, client contacts, notes, tags, or a form context field). A template starts as Pending and must be published before it is treated as final.
Key Features
- List all templates with their perspective, order, status, and output format
- Add a new template; the template editor opens straight away so columns can be added
- Edit a template's name, description, order, and output format (and whether employee names are included, for Facility templates)
- Add, edit, and delete detail columns, with many content types and type-specific options
- Publish a template, recording who published it and when
- Delete a template
Typical Workflow
- Click Add, choose the Perspective, enter a Name and Description, choose Order Visits By and Output Target, and click Save. The template is created with status Pending and its editor opens.
- In the editor, on the Details tab, click Add to create each column. Fill in the Column Label, Sequence, layout options, and Content Type, then any fields that content type needs, and click Save.
- Use the edit icon on a column to change it, or the delete icon to remove it.
- When the layout is complete, click Publish and confirm.
- Close the editor. The list refreshes to show the new status.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
Main Grid
The grid lists the schedule report templates, 14 rows per page.
| Column | Description |
|---|---|
| ID | Template ID. |
| Perspective | Facility or Employee. |
| Name | Template name. |
| Include Employees? | Checked when employee names are included (Facility templates). |
| Order Visits By | Start Time or Client Name. |
| Status | Pending or Published. |
| Output Format | Excel or PDF. |
| Manage Records | Delete and edit icons for the row. |
Actions
| Button | Description |
|---|---|
| Add | Opens the Report Templates dialog to create a template. |
| Edit icon (row) | Opens the template editor (a "Loading Template" panel shows while it loads). |
| Delete icon (row) | Asks "Are you sure you want to delete this Report Template?" and deletes it when confirmed ("Report Template Deleted"). If the delete fails, "Delete Failed" is shown. |
| Edit (right-click a row) | Same as the edit icon. |
| Delete (right-click a row) | Same as the delete icon. |
Dialog Components
Report Templates
Opens from Add.
| Field | Description |
|---|---|
| Perspective | Facility or Employee. |
| Name | Template name. |
| Description | Template description (multi-line). |
| Include Employee Names | Shown only for the Facility perspective. Include employee names in the report. |
| Order Visits By | Start Time or Client Name. |
| Output Target | Excel or PDF. |
Click Save to create the template (status Pending, column-based layout) and open the editor, or Cancel.
Template Editor
Opens from the edit icon, right-click Edit, or automatically after a new template is saved. The title shows the template ID, name, and description.
The top of the editor shows the Perspective, Order Visits By, Output Target, Include Employee Names (Facility only), and Status (read-only). When the template is Published, Published Date/Time and Published By are shown; otherwise a Publish button is shown. Click Publish and confirm ("Are you sure you want to publish this template?") to publish; "Template Published" is shown. Click Edit to open the Template dialog and change the Name (required), Description, Include Employee Names (Facility only), Order Visits By, and Output Target; the perspective cannot be changed.
Tabs
| Tab | Purpose |
|---|---|
| Details | The columns of the report. |
Details — Grid
Lists the columns in sequence order, 8 rows per page. The first three columns stay in place when scrolling.
| Column | Description |
|---|---|
| Sequence | Position of the column in the report. |
| Column Label | Heading of the column. |
| Content Type | What the column shows. |
| FCF Formula | Formula, for a complex form context field. |
| CPN Subject | Care provider note subject. |
| CPN Selection | Care provider note selection (Newest or All). |
| Tag Integration Type | Tag type, for Tags columns. |
| Risk Category | Category, for Client Risk Category columns. |
| Medical History Category | Category, for Medical History columns. |
| FCF Tag | Description of the selected form context field. |
| Manage Records | Delete and edit icons. |
Details — Grid Actions
| Button | Description |
|---|---|
| Add | Opens the Detail dialog for a new column. The sequence starts at 5 more than the last column's. |
| Edit icon (row) | Opens the Detail dialog for that column. |
| Delete icon (row) | Asks "Are you sure you want to delete this Detail?" and deletes it when confirmed. |
| Edit / Delete (right-click a row) | Same as the icons above. |
Detail
Opens from Add or when a column is edited.
| Field | Description |
|---|---|
| Column Label | Heading of the column. |
| Sequence | Position in the report (0 or more). |
| Bold Column Label | Print the heading in bold. |
| Column Multi Line | Allow the heading to wrap across lines. |
| Width | Column width as a whole number. |
| Column Alignment | Left (default) or Right. Required. |
| Multi Line Data | Allow the data to wrap across lines. |
| Content Type | What the column shows. See below. |
Content types available: None, Care Provider Note, Care Provider Notes, Care Plan Interventions, Client Risk Category, Clocked In Distance, Clocked Out Distance, Clocked In Time, Clocked Out Time, Clocked Duration, Contact Name, Contact Phone Number, Contact Relationship, Duration, Emergency Contact Name, Emergency Contact Phone Number, Emergency Contact Relationship, Employee Form Context Field On Visit, Employee Groups, Employee Name On Visit, Facility Name, Facility Address, Form Context Field, Medical History, Progress Notes, Scheduled Start Date, Scheduled End Date, Scheduled Start Time, Scheduled End Time, Service Discharge Date, Service Form Context Field, Service Start Date, Service Planned End Date, Tags, Visit Activity Codes, Visit Interventions, Visit Interventions (With Description), Visit Notes, Visit Service Instructions, Visit Tags, Visit Address, Visit Address 2, Visit City, Visit ID, Visit Zip, and Visit Service Code.
Some content types ask for more information:
| Content Type | Extra fields |
|---|---|
| Form Context Field, Service Form Context Field, Employee Form Context Field On Visit | Complex check box. When ticked, enter a Form Context Field Formula; otherwise pick a field under Select A Form Context Field Code. One of the two is required. |
| Care Provider Note | Care Provider Note Subject and Care Provider Note Selection (Newest or All). Both are required. |
| Tags | Tag Integration Type (Diet Intolerance). Required. |
| Client Risk Category | Client Risk Category: Infectious Diseases, Allergy, Environment, Pets, Funder, or General. Required. |
| Progress Notes | Progress Note Type, chosen from the note types defined in AlayaCare. |
| Medical History | Medical History Category: Current Medical History, Past Medical History, Recent Hospitalizations, Infectious Diseases, or Allergies. |
When the column is saved, any values that do not apply to the chosen content type (for example a formula on a Tags column) are cleared. Warnings are shown for a missing alignment, a width that is not a whole number, or a missing required value. Click Save or Cancel.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Form Context Fields | Fields offered for the form context field content types. |