System Setup Guide

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!

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.

Accessing the Administration section

Clearly, to set up your system you are going to 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.

Standard Document Setup

Publication Setup

Standard Letter Templates

Standard Letter Types

Upload Settings

Drop-Down Lists

Accomodation Types

Age Ranges

Benefits

Categories of Need

Client Personal Options

Communication Methods

Contact Types

Courses & Qualifications

Data Dictionary Fields

Disabilities

Districts

Ethnic Origins

Funded Work Options

IMCA Drop Down Lists

Living Arrangements

Marital Status

Membership/Skills Groups

Organisation and People Categories

Referral Sources

Relationships

Religions

Service User Groups

Sexual Orientations

Status

Termination Reasons

Town Lookup Edit

Transport Methods

Projects and Referral Entries

Project Set Up

Project Subcategories

Referral Templates

Security

Integrated Add-on Software

eziTracker Settings

Postcode Anywhere Settings

Text Anywhere Settings

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:

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.

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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:

First we need to find a) the line associated with the "Organisations And People" submenu heading...

...and also the one associated with the "Clients" menu item:

Notice that the "Organisations And People" submenu heading is in section 0, which is the main menu itself, and itself 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...

...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).

Now scroll to the very bottom of the page and click "Save Menu Order and Continue"...

...and you should now see that your new menu order has become active, with "Clients" being displayed at the top of the main menu.

User Settings

Group Access

The Group Access screen allows administrators to control what each 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.