Customise Orgs & People

Record Types and Restrictions

The system uses core records for organisation and people. This section of the system allows you to configure which record types are available and how they are configured. It is important that you consider some of the features that are built into some of the record types if you are renaming them.

Client, Carer and Dependant records

This is the main record type primarily used for the main service user that your organisation supports. This record type has hard coded features (features that cannot be changed) that link to other records.

• Used for Client and Carer relationships (non carer system)
• Used for Clint and dependant relationships (carer system)

Funders record

These record types are used for the following hard coded features:

• Populates the funders list for project setup (Funding Tab)
• Used for cost centres in the Invoicing Module
• Used for usual volunteer on the Projects tab of records.

Next of Kin

Next of Kin records are automatically populated by the NOK and Contacts blue link at the bottom of records it is active on. It is not recommended to use this record type for any other purpose.

Organisations record

This record type has the following hard coded features:

• Signposting
• External referrals
• Associated Professionals

Referrers record

This record type has for the following hard coded features:

• Referrers list on referrals
• Main Referrer field
• Secondary Referrer field
• External referrals
• Associated Professionals
• Associated GP's and Surgeries
• Standard Letter templates, send to 3rd party

Staff and Volunteers Records

These record types are used for the following hard coded features:

• Populate the Usual support worker field
• Used for Staff Volunteer Job cards
• Used for usual volunteer on the Projects tab of records

Roster Worker Records

This record type has for the following hard coded features:

• Required for the Roster Plans and Jobs
• Used for the Call Round Mobile App

Other Record Types

The following record types have no hard coded features and can be used/renamed without affecting other areas of the system.

• Trustees
• Advertisers
• Donors
• Others
• User-defined 10s
• User-defined 11s
• User-defined 12s
• User-defined 13s
• User-defined 1s
• User-defined 2s
• User-defined 3s
• User-defined 4s
• User-defined 5s
• User-defined 6s
• User-defined 7s
• User-defined 8s
• User-defined 9s

Additional Tabs for Records

Each record type will have a selection of built in tabs. It may be required to have additional tabs available for your record types. With the tabs that you create you can either move existing fields to that tab (see 'Edit Fields' below) or create bespoke fields using an Extension Database to create bespoke fields.

Creating a New (bespoke) Tab

To create a new Tab:

• Click on the 'Create a Tab...' link towards the top of the page.
• Type the name of the new Tab.
• Click the 'Go' button to create the tab or click 'Cancel' to abort.

Deleting a bespoke Tab

Tabs that are created using the steps above can also be deleted, any fields that are on a Tab being deleted will simply be hidden and no data will be lost. Please note that built in Tabs cannot be deleted, only hidden (see 'Editing Tabs' below). To delete a bespoke tab:

• Click on the 'Delete a Tab...' link.
• Click on the box next to the Tab to be deleted.
• Click on the 'Delete selected' button to delete the Tab or 'Cancel' to abort.
• On the prompt click OK to delete the Tab or 'Cancel' to abort.

From the Customise Orgs & People screen, you can:

• Rename Types
• Create, edit and delete the Tabs which are shown on each Type's Details Screen
• Edit the fields which are shown on those tabs
• Create and edit minimum data sets (currently only available for Clients, but in a future release this feature will be available for all Types)
• Edit which links should be shown at the bottom of the Details Screen
• Activate or deactivate Types

From the Customise Orgs & People screen, you can:

• Rename Types
• Create, edit and delete the Tabs which are shown on each Type's Details Screen
• Edit the fields which are shown on those tabs
• Create and edit minimum data sets (currently only available for Clients, but in a future release this feature will be available for all Types)
• Edit which links should be shown at the bottom of the Details Screen
• Activate or deactivate Types

The screen is set out with the functions across the top, the Types listed down the side, and buttons to edit.

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Rename

To rename a Type, click the "Rename" button.

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You can now enter the new name for the Type - you'll need to enter singular and plural versions.

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Click "Save Details" to save your changes and return to the main "Customise Orgs & People" page.

View/Edit Tabs

To edit which tabs display for a Type, click on the "Edit Tabs" button.

This will take you to the Tab Ordering page. There are two columns, one for "Active Tabs" and one for "Not Used", with the tabs represented by named buttons. You can move tabs from one to the other by:

• Dragging and dropping the named buttons
• Clicking the "X" on active tabs to move them to the right (make them inactive), or clicking the "+" on unused tabs to move them to the left (make them active).

You can also rename tabs by double-clicking on the names on the buttons.

In the picture above, the "Medication" tab is being renamed. This tab is a custom tab.

Creating custom tabs

You can create entirely new tabs to suit your needs. This is done from the main "Customise Orgs & People" page. At the top of the page there are two clickable links - "Create a Tab" and "Delete a Tab".

When you click the "Create a Tab" link, you will be given a text box where you can name the new tab. Then click "GO" to create it (or "Cancel" to go back and not create the tab).

When the tab is created, it will appear on the Tab Ordering page for every Type, in the "Not Used" section. You'll need to enable it for each Type that you want to use it.

If you want to delete tabs, clicking the "Delete a Tab" button will show you a tick box for each custom Tab. Tick the box(es) and click "Delete Selected" to delete them (or "Cancel" to go back).

Note that if you delete a tab which is currently in use, any fields on it will be set back to "Hide" on the "Customise Field Settings" page for any Type that uses the field(s). You will need to manually re-enable them on another tab if you want to continue using them. (No data will be lost, however.)

View/Edit Fields

To edit which fields should display for a Type, click on the "Edit Fields" button.

This will take you to the Customise Field Settings page.

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The Customise Field Settings page lists all the available standard fields down the left hand side of the page, and then there are various columns where you can change how those fields behave.

"Show on Screen?" column

Here you can choose if the field is to appear, and if so, which tab the field should appear on.

"Display Order On Screen?" column

Here you can choose the order of the fields within whichever tab they appear on. The display order number is like a weight for that option - small weights float to the top, large weights sink to the bottom.

• If two options have the same weight, they will be ordered alphanumerically.

"System Search" column

Here you can choose whether the field should be one of the ones that you can search by. For example, if you tick the box against the "Surname" field for Clients, then when you click "Clients" in the Contact Management tab, one of the search fields displayed will be "Surname".

The "Results Fields" column is not used yet (as of summer 2017) but in a future release, the system will allow you to choose which qualities of an organisation/person will be shown on search results pages.

"Pending Ref/External Search" column

This column relates to Portals and Webforms. Portals and Webforms allow non-users to create Referrals that appear in your system - either by "sending" a Referral from a linked Charitylog system (Portal) or by filling in a form hosted on a website somewhere (Webform). When these referrals appear in your system, you can run a search to see whether the person that the Referral relates to already exists on your system - if they do, you would probably want to associate the incoming Referral with the Organisation/Person that already exists, in order to avoid duplication.

This column allows you to define which fields should be searched at this point. If you don't use Portals or Webforms, you can safely ignore this column. Please give us a call on 01989 763 691 if you'd like to discuss using Portals or Webforms.

Minimum Data Sets

To edit Minimum Data Sets, click on the "Edit Rules" button (currently only available for Clients).

For full details please see the Minimum Data Sets page. Essentially, Minimum Data Sets allow you to define standard data that must be collected at certain times - for example, when creating a Client, or when giving a Client a Referral to a certain Project.

At present this feature is only available for Clients, but will be expanded to include other Organisation/Person Types in a future release.

Editing Links for a Type

To edit which links should display at the bottom of a Type's Details Screen, click on the "Edit Links" button.

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This will take you to the Customise Data Link Availability page. The page allows you to choose which links appear at the bottom of the Details Screen. Tick or un-tick boxes as appropriate, then click "Save Details".

For a full listing of the options available, please see the Details Screen page.

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Activating and deactivating Types

Use the "Activate" and "Deactivate" buttons to make Types active or hidden.

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You may also need to make changes in Group Access if you want to record Contacts and Referrals for newly-activated Types.

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