Difference between revisions of "System Setup Guide"

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[[File:helpheader_small.png|right]]
  
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This document is a walkthrough of the Administration menu, which contains almost all of the settings used to administer your whole Charitylog system. This is a long document, and at times it's quite involved, so don't panic if not everything makes sense straight away!
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__TOC__
  
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If you haven't already done so, it is strongly recommended that administrators read the [[Introduction to Charitylog for Administrators]] and the [[Quick Start Guide for Administrators]] before this one.
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The system is designed to be customisable for each organisation that uses it.  Before you get going you will be provided a pre-implementation spreadsheet to complete, from this a system is created.  This guide will talk you through the various steps that are needed to get your system set-up.
  
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==Accessing the Administration section==
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=Pre-Implementation Spreadsheet (not used for [[Modules| Members, local and single project system]]).=
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The pre-implementation spreadsheet is used to save time on the first day of setting up your system.  It contains pages to configure some of the basic dropdowns that you may use.  If the dropdowns are not required then the options can be left blank.  The lists that are created can be added to at a later date if required.  Any thing that is not on the forms will be discussed with you Implementation Consultant on your setup days.  Below is an explanation of each page of the spreadsheet.
  
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To set up your system you will need access to the Administration menu. It is at the bottom of the main menu which appears in almost every Charitylog screen. If you can't see it, it is because you do not belong to a user group which is granted access. You need to contact one of your system administrators and request to be moved to one of the relevant [[User Groups]].
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'''Introduction'''
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The Introduction sheet give you details on how to complete the forms.
  
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==Our Details==
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'''Organisation Details'''
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Enter the details of your organisation.  The specified organisation name will be used to name your new system as well as will be used to generate log in details.
  
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===Contact email address===
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'''Ethnic Groups'''
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Ethnic groups are generally use for reporting outputs.  Populate a list based on what your organisation requires across all services.
  
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This is the reply-to address that will appear on system generated emails. It's worth checking this before your system goes live; sometimes in pre-implementation it is set to the email address of the main contact in your organisation, which is often the chief executive. Leaving it set like this may lead to users sending out emails which appear to have come from your chief executive.
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'''Age Groups'''
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Age groups or bands are used for calculating a person Date of Birth and as a reporting output. Age Ranges must not have any gaps or cross overs and start at 0, finishing at 999.
  
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It's important to have something filled in this box, as without it, system generated emails will be sent as if they have no sender, which often means they get diverted to spam folders. Note that the system won't check this email address for validity, so it's up to you to format it properly. Alternatively, you might like to use a "donotreply@" address.
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'''Religions'''
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If your organisations requires to support or report on religious groups then enter the name of each group you need.
  
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==Referral Audit==
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'''Sexual Orientation'''
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In addition to the gender field on the system there is the option to record a persons sexual orientation.
  
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The Referral Audit feature is intended for service managers to independently audit the work your organisation has done, usually by telephoning the client and checking that they are happy. Clicking the "Referral Audit" link will show you a display of the referrals on your system. You can narrow these results by date range, the user that entered the referral, Project, whether they have been checked already, and whether the referral(s) in question are complete.
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'''Districts/Wards'''
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On the records is the option to place people/organisation into reporting areas. This list is to populate those areas. Examples being boroughs, counties, areas and districts.
  
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'''Disabilities'''
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This is used for specifying a persons disability/ailment and can be used in reporting.  An individual can have multiple.
  
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[[File:SS_1.png|790px|border]]
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'''Marital Status'''
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If required populate with the marital statuses that you use.
  
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'''Relationships'''
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The system can link records together using relationships.  Personal relationships can include relationships with keyworkers like Social Workers etc.  When adding a relationship you need to think about the opposite match, example Husband & Wife, Support Worker & Supported Person.
  
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Clicking a "Check" button will show you -
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'''Contact Methods'''
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This is for the physical contact methods that would be used, telephone, email, one to one etc.  This is also used for preferred method of contact and transportation options.
  
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* The client's contact details
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'''Staff and Users'''
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* The details of that referral
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It is very important that you included at least one system administrator, this person will also need to be at the Implementation Meetings for the setup of the system.  You need to specify:
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* Simple diary outcomes
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* '''Volunteer, Staff or Trustee''' - This will create a record to attach to the user.
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* A "Check Completed?" box.
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* '''Surname and Forenames''' - This is used to populate a user record if require.  The system will be setup to use the person first name and initial from the surname in lowercase, Jane Smith will be given a username of janes.  If you have two people with the same names or first name and surname initial the same, the system will cater for this.
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* '''Is a system user''' - Yes will create a record for the person as well as a user account, maybe and no will only create a person with no login access.
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* '''User Group Names''' - The system is setup with 4 groups to start which can be changed at a later date.  Do not rename the dropdown options or use something not in the drop down.  Make sure you have at least one administrator.
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* '''Email Address''' - Used for password recovery.
  
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'''Accommodation Types'''
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This specifies the types of accommodations a person may live in; council house, social housing, private owned, private rented, HM Prison, care home, hostel, no fixed abode etc.
  
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[[File:SS_2.png|790px|border]]
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'''Living arrangements'''
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This is for how a person live at the accommodation,; lives alone, with partner, with parents, multiple occupancy cell.
  
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'''Referral Sources'''
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Referral sources are 'How did you here about us' include things like Advert, website, web search etc.
  
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You may like to consider using Simple Diary Outcomes specifically for audit checking, since Project-specific outcomes are almost always better when structured as Ladder Outcomes.
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'''Service User Group'''
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Service Users groups are a way of categorising your service users, used for Young Persons, Adults and Older person.  Please note that a service user can only go in one category.
  
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Once checked, you can fill in the required outcome and/or add notes, set the "Check Completed?" field to "Yes", and click the "Save and Close" button.
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'''Status'''
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==Standard Document Setup==
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Statuses are commonly used on a carers system for things like, young carer, young adult care, adult carer, ex-carer and cared for.  Can also be used for High need, medium need and low need.
  
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===Publication Setup===
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'''Termination Reasons'''
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Termination reason are used when removing a service user from a project, specifying why a service is no longer required.
  
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If your organisation gives out standard publications, like fact sheets/bus timetables/etc, you can use the options in the "Publication Setup" submenu to categorise these publications, and your users can then log each time they give one out. In this way, you can track how many have been provided and to whom.
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'''Referral Outcomes'''
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These simple outcomes are case closure outcome like case closed successful claim.
  
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'''Organisations we signpost to'''
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Enter the names of organisations that you signpost to (and specify if you receive referrals from.  This will create an organisation record for each.  If you are having a data migration you could add the organisations to the migration with full contact details and not fill in this section.
  
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[[File:SS_3.png|border]]
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'''Benefits'''
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You can add benefits and amounts if you assist your service uses in this area.
  
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'''Gender'''
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Enter the genders that you work with, think about adding categories for gender re-assignment.
  
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* '''Publication Categories''' can be used to categorise your publications - for example, "Fact Sheets", "Bus Timetables", "Library Leaflets" and so on.
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'''Contact Types'''
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* '''Publication Languages''' is an extra level of categorisation if you have the same publications available in several languages, but it is not available for reporting and so can be ignored.
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Contact types are used to distinguish direct and indirect done for a service user.  
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* '''Publications" are a list of the publications themselves.
 
  
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Each publication has some options attached, as shown -
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'''Main Language'''
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Used to specify the main spoken language of your service users.
  
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=Implementation meetings and training (additional service for [[Modules| Members, local and single project system]]).=
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Once the system has been created you will be contacted by your Implementation Consultant to discuss moving forward.  The implementation days are used to look at your organisation in details and set the system up accordingly.  You will be shown every step that is required and run through the options available.  This is an important step to getting set up and running and the full process will be planned by your designated consultant.
  
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[[File:SS_4.png|border]]
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Full details of this will be sent via email.
  
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=Set up and Administration Settings=
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Before the system can be used there are some steps that need to be taken.  In this section you will find guidance to what needs to be set up in relation to the core settings of the system.
  
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* Name and description
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===Group Access (Not available on Local or Members systems)===
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* Author
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It is worth familiarising yourself with the group access security and checking that the system administrators group has full access to the system.  Before starting ensure that the System Administrator group has full access to all areas of the system.  For further details see [[Group Access]].
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* Category (users will be able to use these categories to find the right publications)
 
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* Language
 
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* Number (might be a standard reference number)
 
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* Electronic? (yes or no)
 
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* Source File Name (to help users find the relevant file, if they need to print a copy for a client)
 
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* Sale price
 
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* Display order (in the list of publications)
 
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* Active?
 
  
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===Standard Letter Templates===
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===System Details===
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System details allow you to enter your organisation details with a section to add a message for users as they log in.
  
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Standard Letter Templates are the basis of letters that users can automatically create. These letters can either be created on a one-off basis, for example from a client's Details screen, or via a mail merge to a group of people. "Standard Letters" can also be emails, or you can set up letters that can create a letter or an email depending on how you want to use them.
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[[Organisation Details]]
  
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Clicking on the menu link will take you to a list of letters set up on your system, if there are any. Click on "Enter New Letter" to create a new one. The options you have available are as follows:
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===Operational Rules (Not available on Local and Members systems)===
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This is an important section that is not to be overlooked as it contains the overall security settings for accessing the system. Some of the other items may not seem relevant in the early days and you may find that you will revisit this area at a later stage.
  
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* Name
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[[Operational Rules]]
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* Description
 
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* Letter Type: Choose from letter or email (the default), letter only, or email only.
 
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* Letter Default Font Face
 
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* Letter Default Font Size
 
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* Print/Show Letter Headers?
 
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** "Yes (Use Standard)" will use the standard page header. The page header is the section at the top of the page. On the first page it also has the organisation (from) address and the organisation's logo.
 
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** "Yes (Use Alternate)" will let you manually write in a header, specific to this particular letter.
 
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** "No" will not show a header.
 
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* Including Our Logo? - choose from "Yes (on right)", "Yes (on left)" or "No".
 
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* Alternate Image Path For Our Logo - this is a web URL which can be used to show a different logo to the one set up on your system. You can also (if you're careful) use this box to bring in a high-resolution image of a page header, if you have a complicated header that the standard text creation tool will not allow you to create.
 
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* Print/Show Our Address? - choose from "Yes", "No", or "Use "Alternate Address" Box". Picking the last option will make an extra text entry box appear above the main body of the letter, where you can enter a different address from your standard one, if required.
 
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* Print/Show Recipient Address? - Choose whether to show the recipient's (to) address on the top left of the letter. If used, this will be located in the envelope window position.
 
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* Use Letter Salutation Section? - This will show or hide the letter salutation section. It also relates to the following 4 options...
 
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* Use Salutation From Record? - Organisations and People stored on Charitylog have a salutation on their Details screen - in the case of clients, the system creates it automatically from the client's surname and title (so, title = Mrs and surname = Jones would mean the system will create the salutation "Mrs Jones"). You can choose to use this salutation, use no salutation, or use an alternate one which you can enter below.
 
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* Alternate Letter Salutation
 
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* Alternate Email Salutation
 
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* Email to Name - choose from None, Salutation, First Name, or Full Title And Name.
 
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* Send To 3rd Party Recipient Instead? - If this is set to 'Yes' Charitylog will prompt at the letter creation for you to use the client's address or select a 3rd party address for the letter.
 
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* User Access Rights - control who can use this letter; choose by user group, certain users, or both.
 
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* Active Letter - set to "Yes" for current letters, set to "No" for ones which are obsolete.
 
  
 +
===3rd Party Software===
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Review the 3rd party software if you wish to use any of the optional systems.  If you wish to use the email options within the system it is highly recommended that you use your organisations own email server.  You may experience issues if you use our servers depending on the setup of your domain.  If you have Spoofing Protection enabled most recipients will reject the email and send a message failure notification back to the system.  If you do not have Spoofing Protection enabled most recipients will accept the email with a high chance of marking it as Junk Mail/Spam.  When you use our system the email is sent on your behalf, using your specified email address, this method is now known as spoofing.
  
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[[File:SS_5.png|790px|border]]
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===Records and settings (This feature is restricted on Local and Members systems)===
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Think about which record types you require, from Clients through to the organisations that you work with.  With each of the record types you also need to think about which fields to include on these records.  To customise the records see [[Customise Orgs & People]].
  
 +
===Field setup===
 +
Once you have chosen which fields are going to be used you can the setup these fields.
  
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Depending on the options selected, you may now proceed to entering the main letter text, or you may need to enter an alternate header and/or address.
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[[Admin#Orgs_and_People_A-J| Dropdowns for records_A-J]]
  
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The editor for the letter body text has all the usual formatting options. Note that there is a "Paste From Word" button to use if you are having trouble with text pasted from Microsoft Word displaying incorrectly. Word text contains a lot of formatting information which is not usually shown, and this button strips out this formatting.
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[[Admin#Orgs_and_People_K-Z| Dropdowns for records K-Z]]
  
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There is also an important button at the extreme right-hand end of the toolbar:
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===General Settings (Some features not Available on Local and Members systems)===
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Configure the following general settings:
  
 +
* [[Field Sets]] - A field Set is used to determine which fields are used by the various services in your organisation, these are made available to users via the projects.
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* [[GDPR Settings]] - General GDPR settings.
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* [[Consent Rule Text Entry]] - Setup for custom consent rules.
 +
* [[Bank Holiday Dates]] - Some reports can report on working days and require the dates to be populated.
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* [[Branch Groupings (Views)]] - '''Requires Branch Module''' - If on a branch system you can setup groups of branches.
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* [[Branches/Offices]] - '''Requires Branch Module''' - The main setup for the branches on the system.
 +
* [[Information Links Headings]] - Used for adding organisations to a directory of services.
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* [[Publications]] - Use if you need to report on what publications you give away.
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* [[Publication Categories]] - The types of publications that you have.
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* [[Publication Languages]] - The languages of your publications.
 +
* [[Supporting People Settings]] - Setting for the [[modules| Supporting People Module]]
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* [[Uploaded Document Categories|Uploaded Doc. Categories]] - Categories for the types of files you upload to records.
  
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[[File:SS_6.png|border]]
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===Configuring your Services (Some features not Available on Local and Members systems)===
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Services are setup as projects in the system.  One service may require one or more projects based around reporting requirements. You may also wish to consider have enquiry projects separate to the service provided.  When it comes to reporting the enquiries will be reported separately to the projects that offer a set service.
 +
Example
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You offer home support to people, a person calls to enquire about what options are available.  If you record this in the Home Support project it would be reported that the person became part of the project and was supported in some way.  If this was recorded in a General Enquiries project then it would not affect the statistics of the Home Support Service.
  
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Set up the following:
  
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This is the '''Insert Merge Fields''' button, and it allows you to merge in fields from the data stored about a particular person. Clicking the button will open a window where you can pick the fields to be merged in. For example if you picked all the address data, as shown:
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* [[Project Funding Streams]] - This allows you to specify which funder would fund each contact made.
 +
* [[Classification Code Setup| Classification Codes]] - Reporting codes for contacts/work done.
 +
* [[Project Set Up]] - The projects for your services.
 +
* [[Project Subcategories]] - Subcategories for the projects
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* [[Referral Templates]] - Workflows for the projects.
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* [[Termination Reasons]] - Why people leave the service.
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* [[Signpost/External Referral Types]] - Sub categories for signposts and external referrals.
 +
* [[Referral Reasons]] - Why people are referred to you.
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* [[Referral Sources]] - How your clients/service users heard of you.
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* [[Contact Types]] - Direct and indirect categories for contacts.
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* [[Contact Methods]] - How you communicate with people.
  
 +
===Users===
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The next step is to determine the security groups that you need for your users.  See [[Group Access]] for further details (Not available on Local, Members and Single Project systems).  Once you have configured your required groups you can the setup the users and put them in the groups and specify which projects they work in.  See [[Users]] for full details.
 +
Users
  
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[[File:SS_7.png|border]]
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===Adding extra fields (Additional option for Local and Members System)===
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From the fields that you have setup you may find that you require additional fields.  These fields can be added to the tabs that you have configured or at the base of the record.  The extension databases can be restricted by the [[Group Access]] groups setup. For further details see [[Extension Database Setup]].
  
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===Other (Additional features for Members system)===
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You could then merge these into the letter, as shown:
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From here you may wish to add Organisations and Referrers to the system, see:
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* [[Organisations and People]]
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* [[Organisations]]
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[[File:SS_8.png|border]]
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* [[Referrers]]
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And the resulting letter would read as follows (showing an automatically created email to Mrs Ann Jones - note the system created salutation):
 
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[[File:SS_9.png|border]]
 
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====Where to use Standard Letters====
 
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Standard Letters are often overlooked feature of Charitylog, but they can be very useful to an organisation. They are particularly useful for quick, "one-shot" letters, for example -
 
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* If your organisation is moving offices, or going to be closed for works etc, you could use a Standard Letter to let your clients know. The useful thing about using Charitylog's Standard Letters functionality for this is that because of Charitylog's excellent reporting features, you can use a very specific report to find the people you want to contact. In this scenario, you might do the following -
 
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[[File:SS_10.png|border]]
 
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This shows how Standard Letters can be a powerful addition to a strategy like this.
 
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* You can use Charitylog to identify every client with a currently open referral, and telephone these clients directly to make sure they know about your office move.
 
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* You can then identify the recent clients, and send them a letter (which is relatively expensive, but at least it has been targeted to the people that are currently active).
 
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* Then you can identify historical clients, and send them an email with the same text as the letter.
 
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* Finally you might choose to disregard the older historical clients, assuming that if they have had no interaction with you for three years, they have either moved away or no longer require your services.
 
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If you would like help with setting up a process like this, please contact your Implementation Consultant, or give us a call on our support line: 01989 763 691. We're here to help.
 
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====When not to use Standard Letters====
 
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The Standard Letter creator is designed to be easy to use, and so it does not have complicated image formatting tools or graphic design capability. If you want to make some sort of mailing which uses these functions - for example, a yearly newsletter - you may find that Standard Letters is not the best way to do this. We would advise that you use the reports to identify the people you want to contact, as in the diagram above, but then export the results to an Excel spreadsheet. From this spreadsheet you can mail-merge using Microsoft Office, Outlook (for email) or any other office productivity package you wish.
 
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===Standard Letter Types===
 
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As well as communicating with organisations and people, Standard Letters have another use, which is to be used as part of the Information Links process. A letter can be sent to the organisation in question about the client, for example, to ask that organisation to get in touch with the client. For this to work effectively, the "Send to 3rd Party Recipient?" option on the letter should be set to "Yes", and the letter should be set to bring in the client's details (whatever is relevant) using the Insert Merge Fields button.
 
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There are also letter types available here for [[Funded Work]].
 
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===Uploaded Doc. Categories===
 
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This menu item shows the categories that are set up on your system to categorise uploaded documents, which can be uploaded and stored with the details of any organisation/person on your system. Users can use the categories to categorise a document when they upload it. An example set of categories is shown. You can use these categories in any way you like - whatever suits your organisation.
 
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[[File:SS_11.png|border]]
 
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==Drop-Down Lists==
 
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Throughout your Charitylog system there are drop-down lists. These are preset in this menu. Drop-down lists are simple, but fundamental to Charitylog. In particular, if you have certain reporting requirements, you need to make sure that the drop-down lists are set up so that users can log data which usefully matches these requirements. For example, if your funder has a certain list of ethnic origins that they want you to categorise your contacts by, you will need to make sure that the drop-down list of ethnic origins matches their list.
 
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====Note for system administrators and chief executives====
 
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Because all of the drop-down lists are customisable, getting these drop-down lists correctly set up is a very important way to start your Charitylog implementation. They will be set up for you depending on what you enter on your pre-implementation spreadsheets. There are default values for some of them (for example, the list of age ranges), but remember that these can be changed. However, it is difficult to change drop-down lists when users have already started using them, as you risk compromising the integrity of your data - so give the drop-down lists some careful thought before you start implementation, if possible.
 
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Some drop-down lists (like Age Ranges) are universally used in the same way. Some are slightly less specific, and can be used for anything that your organisation needs. Your Implementation Consultant will be able to help you set these up and advise you on which is most appropriate to use.
 
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====Accomodation Types====
 
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Accommodation Types are found on the Personal Details tab of person-related records - clients, carers, volunteers and so on.
 
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[[File:SS_12.png|border]]
 
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====Age Ranges====
 
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The Age Ranges drop-down list is in fact a set of age bands. When a user enters a date of birth on a client's record (or another person type), the system will automatically set their age band accordingly. You may have sets of standard age bands which you have to use, set by a national body or a funder. Alternatively you may be at liberty to choose your own.
 
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[[File:SS_13.png|border]]
 
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Clicking on the name of an age band will let you edit it, set the upper and lower limits, and so on. Care should be taken with the display order to make sure that the age bands display in age order, unless there is a very good reason not to - users will often find it confusing if age bands are displayed in any other way.
 
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[[File:SS_14.png|border]]
 
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====Benefits====
 
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If your organisation does any work around helping people to apply for benefits, and/or you need to store information on what benefits your clients are currently receiving, you will need to set up these benefits in this drop-down list. When recording information about a client, users can pick the relevant benefit and the figures will automatically be carried in according to this list. Here, the list has been set up with the different rates for the two DLA components (as at May 2013).
 
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[[File:SS_15.png|border]]
 
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====Categories of Need====
 
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Categories of need are one of the lists without a prescribed function, and you can use them to categorise clients if needed (example shown).
 
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[[File:SS_16.png|border]]
 
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They do have one specific use, which is for [[Supporting People]]. If your organisation does not take part in Supporting People, you can use them in any way you wish.
 
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====Client Personal Options====
 
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The Client Personal Options menu is likely to be expanded or restructured in a future release. At present it only has one option in it - Payment Methods. This is mirrored from [[Accounts_Module_(Administrator_guide)#Payment_Methods|Payment Methods]] in the Accounts module. The "Client Personal Options" menu can be ignored unless you are using the Accounts module, and even then you should not need to actually use it.
 
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====Communication Methods====
 
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The list of Communication Methods on your system are used whenever a contact is recorded with a client (or any other Organisation or Person type). Users will pick from this list when recording the contact, to say what form that contact took. If you want to report on the different numbers of contacts your organisations has carried out (telephone calls vs office drop-ins, etc) then this list needs to be set up from the start to reflect the contacts you want to track. An example set of communication methods is shown here. Note that these are subject to [[Display Order]], and because users will use this drop-down list all the time, it is important to set the order correctly.
 
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[[File:SS_17.png|border]]
 
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====Contact Types====
 
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====Courses & Qualifications====
 
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====Data Dictionary Fields====
 
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====Disabilities====
 
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====Districts====
 
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====Ethnic Origins====
 
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====Funded Work Options====
 
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====IMCA Drop Down Lists====
 
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====Living Arrangements====
 
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====Marital Status====
 
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====Membership/Skills Groups====
 
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This list is a list of the groups, committees, skill areas, or interests which carers, staff, volunteers and trustees may either belong to or have. They are usually referred to as "Groups and Skills". There are many places that they can be used in the system, and so the list you enter here may be quite diverse - there's nothing wrong with this. A common set of Groups and Skills might be set up to do with the various volunteer roles that your organisation might need. Creating Groups and Skills for volunteers such as "Befrienders", "Gardeners" and so on will enable users to look within these categories when assigning volunteers to clients.
 
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−
====Organisation and People Categories====
 
−
 
 
−
====Referral Sources====
 
−
 
 
−
====Relationships====
 
−
 
 
−
====Religions====
 
−
 
 
−
====Service User Groups====
 
−
 
 
−
====Sexual Orientations====
 
−
 
 
−
====Status====
 
−
 
 
−
====Termination Reasons====
 
−
 
 
−
====Town Lookup Edit====
 
−
 
 
−
====Transport Methods====
 
−
 
 
−
==Equipment==
 
−
 
 
−
==Equipment History==
 
−
 
 
−
==Extended Orgs & People List==
 
−
 
 
−
==Information Links Headings==
 
−
 
 
−
==LSOA Areas and Wards==
 
−
 
 
−
==Projects and Referral Entries==
 
−
 
 
−
Project Set Up
 
−
 
 
−
Project Subcategories
 
−
 
 
−
Referral Templates
 
−
 
 
−
==Referral Reasons==
 
−
 
 
−
==Staff Time Splits==
 
−
 
 
−
=Security=
 
−
 
 
−
==Age UK Codes==
 
−
 
 
−
==Anonymise Clients==
 
−
 
 
−
==Backup==
 
−
 
 
−
==Customisable Tab Settings==
 
−
 
 
−
==Delete Diary Entries==
 
−
 
 
−
==Extension Databases==
 
−
 
 
−
Extension Databases provide a way of adding to your Charitylog system, if you find that the standard setup doesn't quite do what you want. They can be used in all sorts of different ways - you can create them:
 
−
 
 
−
* To appear on every Client Details screen (or indeed on any Details screen required)
 
−
* To appear on the Client Personal Details tab (so you can restrict view access to them if required)
 
−
* To appear on a Club or Clinic Details screen
 
−
* To appear after recording a contact - either once per chain of actions, or after every action in the chain
 
−
 
 
−
You can use them in the following ways:
 
−
 
 
−
* Store extra data about organisations or people
 
−
* Store extra data about clubs or clinics
 
−
* Run reports on them using [[Extension Database Reports]]
 
−
* Include them with other reports as part of the [[KPI Report Designer]]
 
−
* and more!
 
−
 
 
−
Extension Databases are a big subject, so full details of how to set them up and use them can be found here: [[Extension Databases]].
 
−
 
 
−
==External Referral Settings==
 
−
 
 
−
==Help==
 
−
 
 
−
==Input Field Rules==
 
−
 
 
−
There is another place that Input Field Rules appear - in [[Operational Rules]]. There is a field which lets you set your system to apply the standard Input Field Rules to the [[Client Record]] itself. Use with caution, as it can slow/frustrate data entry, but if you want your users to be prompted frequently to preserve the data you store for clients, it's there if you need it!
 
−
 
 
−
 
 
−
[[File:a_system_ifr_1.png|border]]
 
−
 
 
−
==Input Field Rules for anonymous contacts==
 
−
 
 
−
Recording anonymous contacts has a slightly different relationship to Input Field Rules - namely that recording of anonymous contacts will not function until you have set up some Input Field Rules to suit. To create some Input Field Rules, click the "Create Anon. Rules" link as shown:
 
−
 
 
−
 
 
−
[[File:A_rac_1.png|border]]
 
−
 
 
−
 
 
−
'''Even if you don't enter a requirement for the "Name" field, it will appear on anonymous contacts anyway.''' Although it seems a bit silly to require a name from an anonymous contact, this field is important for two reasons:
 
−
 
 
−
* Recording an anonymous contact doesn't just "lose" the person; rather, it does create a client on the system, and that client is named "Anonymous Client". Over time, a lot of anonymous contacts will create a lot of clients with the same name. This isn't ideal, but it does mean that if a client who was previously anonymous comes back to have some work done with your organisation, you at least have some chance of finding the relevant anonymous contacts and merging the client records. Creating a new client each time also means that your reports for "how many client contacts have we had" will have the correct numbers in.
 
−
* This field, when used for Recording an Anonymous Contact, allows the end user to look up surnames on the system and check that the client is not, in fact, already on the system. This commonly happens when clients have involvement with one project more than others - they may not realise that everyone is using the same database.
 
−
 
 
−
 
 
−
[[File:rac_anon_1.png|border]]
 
−
 
 
−
 
 
−
[[File:rac_anon_2.png|border]]
 
−
 
 
−
==Insert Audit Report==
 
−
 
 
−
==Integrated Add-on Software==
 
−
 
 
−
eziTracker Settings
 
−
 
 
−
Postcode Anywhere Settings
 
−
 
 
−
Text Anywhere Settings
 
−
 
 
−
==Make Assessment Forms==
 
−
 
 
−
==Operational Rules==
 
−
 
 
−
===Client Record Rules===
 
−
 
 
−
====Use People/Organisation ID as Account Code====
 
−
 
 
−
Setting this to "yes" will carry someone's unique Charitylog ID number into their Accounts Code field on the "Client Details" screen, in order to create invoices for them from the [[Accounts_Module_(Administrator_guide)|Accounts Module]]. You may be given accounts codes by your funders, or you may already have them created - but if not, using Charitylog IDs to do so is a neat solution.
 
−
 
 
−
If using this option, it will not simply go through the system and fill all boxes in - you will need to go to each record and manually re-save it (using a "Save Details" button or the equivalent). This will create the code.
 
−
 
 
−
====Prefix for Account Code (If Using Org IDs)====
 
−
 
 
−
This relates to the above option. If "Use People/Organisation ID as Account Code" is set to "Yes", this prefix will be added to the automatically created accounts codes.
 
−
 
 
−
===RaC/New Referrals Rules===
 
−
 
 
−
====Allow entry of "Represented By" (second referrer name) on Record a Contact?====
 
−
 
 
−
===Miscellaneous Rules===
 
−
 
 
−
====Standard Letter setup====
 
−
 
 
−
This relates to standard letters and emails:
 
−
 
 
−
* '''Sending Emails: Review Emails Before Sending?''' If set to "Yes", users creating an email from a Details screen (Client Details etc) will be prompted with a final check of the content of the email before sending. IT can be quite useful to have this set to "Yes", as it isn't always easy for users to realise that the system is actually about to send an email on their behalf - often they're expecting a mailto link of some sort.
 
−
 
 
−
* '''Email Footer (Company Information) Legal Text''' - this text, if entered, will appear at the bottom of system generated emails under a horizontal rule. It does not override the standard footer set up on that letter template, but appears in addition to it - the standard footer will be above the horizontal rule, and the legal text will be below.
 
−
 
 
−
==Changing Menu Order==
 
−
 
 
−
Once you have finished working with Operational Rules, you may notice that there is an extra button across the bottom of the "Operational Rules" screen, "Save Details and go to Menu Order" - as shown:
 
−
 
 
−
 
 
−
[[File:A_system_menu_1.png|border]]
 
−
 
 
−
 
 
−
The screen which follows allows you to change the order and structure of the main Charitylog menu, which all users see down the left hand side of the page. The most common reason to change the standard menu is to make your most frequently used options accessible, and to make using the system easier.
 
−
 
 
−
After clicking the "Save Details and go to Menu Order" button, you will be taken to the "Menu Option Structure" screen.
 
−
 
 
−
 
 
−
[[File:menu_option_structure.png|800px|border]]
 
−
 
 
−
 
 
−
The columns show the following:
 
−
 
 
−
* '''The first number''' is a number associated with that menu item
 
−
* '''Option name''' - the name of the menu item
 
−
* '''Standard Program Section''' - where to find the menu item in the default menu setup
 
−
* '''Submenu Of Option Ref. Number''' - if this menu item is within a submenu, the number of that submenu heading will be shown here. The main menu itself is number 0, and any menu item with a 0 in this column is part of the main menu.
 
−
* '''Option Display Order In Section''' - the "weight" associated with that menu item. Items with the same weight will be ordered alphabetically.
 
−
* '''Option Help Text''' - text entered here will become available as a pop-up help text box on the menu.
 
−
 
 
−
To demonstrate how to use all these, let's walk through the most common change to make to the menu structure; moving the "clients" link out of the "Organisations and People" submenu, and putting it at the top of the main menu.
 
−
 
 
−
This is how the menu looks as standard, with "Clients" located in the "Organisations and People" submenu:
 
−
 
 
−
 
 
−
[[File:A_system_menu_4.png|border]]
 
−
 
 
−
 
 
−
First we need to find the line associated with the "Organisations And People" submenu heading...
 
−
 
 
−
 
 
−
[[File:A_system_menu_2.png|border]]
 
−
 
 
−
 
 
−
...and also the one associated with the "Clients" menu item:
 
−
 
 
−
 
 
−
[[File:A_system_menu_3.png|border]]
 
−
 
 
−
 
 
−
Notice that the "Organisations And People" submenu heading is in section 0, which is the main menu, and has the number 262.
 
−
 
 
−
The "Clients" link is in section 262 - '''that is, in the "Organisations and People" submenu'''.
 
−
 
 
−
We want to take the "Clients" link out of the "Organisations and People" submenu and put it at the top of the main menu. So all we need to do is to change the "Submenu Of Option Ref. Number" entry for "Clients" to 0...
 
−
 
 
−
 
 
−
[[File:A_system_menu_5.png|border]]
 
−
 
 
−
 
 
−
...and if we want it to always appear at the top of the main menu, we should change the "Option Display Order In Section" entry to 1 (giving the item a "weight" of 1, and making it rise to the top of the menu).
 
−
 
 
−
 
 
−
[[File:A_system_menu_6.png|border]]
 
−
 
 
−
 
 
−
Now scroll to the very bottom of the page and click "Save Menu Order and Continue"...
 
−
 
 
−
 
 
−
[[File:A_system_menu_7.png|border]]
 
−
 
 
−
 
 
−
...and you should now see that your new menu order has become active, with "Clients" being displayed at the top of the main menu.
 
−
 
 
−
 
 
−
[[File:A_system_menu_8.png|border]]
 
−
 
 
−
==Making a new menu grouping==
 
−
 
 
−
Another common alteration to the menu is to create a new submenu, to keep the most commonly used menu items together.
 
−
 
 
−
To demonstrate this, let's make a new submenu called "Common Options", and put "Clients" and "Record an Anonymous Contact" in it. At the very bottom of the "Menu Option Structures" screen is a button, "Add New Menu Grouping".
 
−
 
 
−
 
 
−
[[File:A_system_menu_9.png|border]]
 
−
 
 
−
 
 
−
Clicking this button will take you to a screen where all the standard submenus are displayed. You can now specify what the name of your new group is going to be, and whether it's going to belong in the main menu or within another submenu. We are going to head the new submenu "Common Options", and put it within the main menu.
 
−
 
 
−
 
 
−
[[File:A_system_menu_10.png|border]]
 
−
 
 
−
 
 
−
Once these are filled in, click "Add New Grouping".
 
−
 
 
−
You will be taken back to the "Menu Option Structure" screen, where your new grouping will be displayed. You can now move it, or put other menu items in it, as before. Here's the new "Common Options" submenu, with "Clients" and "Record an Anonymous Contact" in it.
 
−
 
 
−
 
 
−
[[File:A_system_menu_11.png|border]]
 
−
 
 
−
==Referral Closure Update==
 
−
 
 
−
==User Login History==
 
−
 
 
−
=User Settings=
 
−
 
 
−
==Group Access==
 
−
 
 
−
The Group Access screen allows administrators to control what each [[User Groups|User Group]] has access to throughout the Charitylog system. It is one of the most powerful tools that administrators have in running the system, and is covered in its own document here: [[Group Access]].
 
−
 
 
−
==Groups==
 
−
 
 
−
==Users==
 

Latest revision as of 14:50, 25 March 2024

Helpheader small.png

The system is designed to be customisable for each organisation that uses it. Before you get going you will be provided a pre-implementation spreadsheet to complete, from this a system is created. This guide will talk you through the various steps that are needed to get your system set-up.

Pre-Implementation Spreadsheet (not used for Members, local and single project system).

The pre-implementation spreadsheet is used to save time on the first day of setting up your system. It contains pages to configure some of the basic dropdowns that you may use. If the dropdowns are not required then the options can be left blank. The lists that are created can be added to at a later date if required. Any thing that is not on the forms will be discussed with you Implementation Consultant on your setup days. Below is an explanation of each page of the spreadsheet.

Introduction The Introduction sheet give you details on how to complete the forms.

Organisation Details Enter the details of your organisation. The specified organisation name will be used to name your new system as well as will be used to generate log in details.

Ethnic Groups Ethnic groups are generally use for reporting outputs. Populate a list based on what your organisation requires across all services.

Age Groups Age groups or bands are used for calculating a person Date of Birth and as a reporting output. Age Ranges must not have any gaps or cross overs and start at 0, finishing at 999.

Religions If your organisations requires to support or report on religious groups then enter the name of each group you need.

Sexual Orientation In addition to the gender field on the system there is the option to record a persons sexual orientation.

Districts/Wards On the records is the option to place people/organisation into reporting areas. This list is to populate those areas. Examples being boroughs, counties, areas and districts.

Disabilities This is used for specifying a persons disability/ailment and can be used in reporting. An individual can have multiple.

Marital Status If required populate with the marital statuses that you use.

Relationships The system can link records together using relationships. Personal relationships can include relationships with keyworkers like Social Workers etc. When adding a relationship you need to think about the opposite match, example Husband & Wife, Support Worker & Supported Person.

Contact Methods This is for the physical contact methods that would be used, telephone, email, one to one etc. This is also used for preferred method of contact and transportation options.

Staff and Users It is very important that you included at least one system administrator, this person will also need to be at the Implementation Meetings for the setup of the system. You need to specify:

  • Volunteer, Staff or Trustee - This will create a record to attach to the user.
  • Surname and Forenames - This is used to populate a user record if require. The system will be setup to use the person first name and initial from the surname in lowercase, Jane Smith will be given a username of janes. If you have two people with the same names or first name and surname initial the same, the system will cater for this.
  • Is a system user - Yes will create a record for the person as well as a user account, maybe and no will only create a person with no login access.
  • User Group Names - The system is setup with 4 groups to start which can be changed at a later date. Do not rename the dropdown options or use something not in the drop down. Make sure you have at least one administrator.
  • Email Address - Used for password recovery.

Accommodation Types This specifies the types of accommodations a person may live in; council house, social housing, private owned, private rented, HM Prison, care home, hostel, no fixed abode etc.

Living arrangements This is for how a person live at the accommodation,; lives alone, with partner, with parents, multiple occupancy cell.

Referral Sources Referral sources are 'How did you here about us' include things like Advert, website, web search etc.

Service User Group Service Users groups are a way of categorising your service users, used for Young Persons, Adults and Older person. Please note that a service user can only go in one category.

Status Statuses are commonly used on a carers system for things like, young carer, young adult care, adult carer, ex-carer and cared for. Can also be used for High need, medium need and low need.

Termination Reasons Termination reason are used when removing a service user from a project, specifying why a service is no longer required.

Referral Outcomes These simple outcomes are case closure outcome like case closed successful claim.

Organisations we signpost to Enter the names of organisations that you signpost to (and specify if you receive referrals from. This will create an organisation record for each. If you are having a data migration you could add the organisations to the migration with full contact details and not fill in this section.

Benefits You can add benefits and amounts if you assist your service uses in this area.

Gender Enter the genders that you work with, think about adding categories for gender re-assignment.

Contact Types Contact types are used to distinguish direct and indirect done for a service user.

Main Language Used to specify the main spoken language of your service users.

Implementation meetings and training (additional service for Members, local and single project system).

Once the system has been created you will be contacted by your Implementation Consultant to discuss moving forward. The implementation days are used to look at your organisation in details and set the system up accordingly. You will be shown every step that is required and run through the options available. This is an important step to getting set up and running and the full process will be planned by your designated consultant.

Full details of this will be sent via email.

Set up and Administration Settings

Before the system can be used there are some steps that need to be taken. In this section you will find guidance to what needs to be set up in relation to the core settings of the system.

Group Access (Not available on Local or Members systems)

It is worth familiarising yourself with the group access security and checking that the system administrators group has full access to the system. Before starting ensure that the System Administrator group has full access to all areas of the system. For further details see Group Access.

System Details

System details allow you to enter your organisation details with a section to add a message for users as they log in.

Organisation Details

Operational Rules (Not available on Local and Members systems)

This is an important section that is not to be overlooked as it contains the overall security settings for accessing the system. Some of the other items may not seem relevant in the early days and you may find that you will revisit this area at a later stage.

Operational Rules

3rd Party Software

Review the 3rd party software if you wish to use any of the optional systems. If you wish to use the email options within the system it is highly recommended that you use your organisations own email server. You may experience issues if you use our servers depending on the setup of your domain. If you have Spoofing Protection enabled most recipients will reject the email and send a message failure notification back to the system. If you do not have Spoofing Protection enabled most recipients will accept the email with a high chance of marking it as Junk Mail/Spam. When you use our system the email is sent on your behalf, using your specified email address, this method is now known as spoofing.

Records and settings (This feature is restricted on Local and Members systems)

Think about which record types you require, from Clients through to the organisations that you work with. With each of the record types you also need to think about which fields to include on these records. To customise the records see Customise Orgs & People.

Field setup

Once you have chosen which fields are going to be used you can the setup these fields.

Dropdowns for records_A-J

Dropdowns for records K-Z

General Settings (Some features not Available on Local and Members systems)

Configure the following general settings:

Configuring your Services (Some features not Available on Local and Members systems)

Services are setup as projects in the system. One service may require one or more projects based around reporting requirements. You may also wish to consider have enquiry projects separate to the service provided. When it comes to reporting the enquiries will be reported separately to the projects that offer a set service. Example 

You offer home support to people, a person calls to enquire about what options are available.  If you record this in the Home Support project it would be reported that the person became part of the project and was supported in some way.  If this was recorded in a General Enquiries project then it would not affect the statistics of the Home Support Service.

Set up the following:

Users

The next step is to determine the security groups that you need for your users. See Group Access for further details (Not available on Local, Members and Single Project systems). Once you have configured your required groups you can the setup the users and put them in the groups and specify which projects they work in. See Users for full details. Users

Adding extra fields (Additional option for Local and Members System)

From the fields that you have setup you may find that you require additional fields. These fields can be added to the tabs that you have configured or at the base of the record. The extension databases can be restricted by the Group Access groups setup. For further details see Extension Database Setup.

Other (Additional features for Members system)

From here you may wish to add Organisations and Referrers to the system, see:

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