Postal District Names

Location in standard build: Administration > Drop-Down Lists > Districts

File:PD 1.png

The list of Districts is a configurable list which is used on organisation/person records. It is usually used for address data, and used in conjunction with the other address fields. If the area you work in has defined postal districts, you can use these as your District headings. On the other hand, you may want to categorise people along some other lines - for example, if you work in a city you might use District headings of North, South, East, West and Central, and then use these categories to report on services that have been delivered to people in each area.

Setting up Districts

Click on the menu item to view the list of Districts set up on your system, if there are any. Click on "Create New District" to create a new one, or click on an existing one to edit it.

You can now enter/edit the following details:

• Name of the District
• Display Order
• Active? - whether the District is available on the system or not

Click "Save Details" when done.

You will then be returned to the list of Districts.

Merging Districts

When viewing a District, there is a link - "Click here to merge Districts" (if you have the correct Group Access permissions).

Clicking this link will allow you to merge another entry in the list with the one you are currently viewing.

For example, if you have separate categories of "North City" and "Central", and you want to merge them into one called "North and Central";

Start with the one you wish to keep

Click on "North City";

Then, on the next page, "Click here to merge Districts".

Select the District to be removed/merged

You will be taken to a screen where you can pick the other disability category to be merged into this one. Select "Central" and then click "Merge Data".

Confirm Merge

Now a final warning - click "OK";

Check the updated list

You will be returned to the list of Districts. The merged District has been removed and the one that you kept remains. Any orgs/people who had the merged District selected on their records will have had their records updated so that they now have the District that you kept selected on their records instead.

Finally, you may wish to change the name of the category you kept by clicking on it;

File:PD 12.png

Examples of use

The drop-down list of Districts is used:

• on the Client Details screen (and also on all the other org/person Type Details screens)
• on LSOA Areas and Wards

Reporting Outputs

Data entered against the drop-down list of Districts is available:

• on Data Extractions, both as a filter and an output field
• on the KPI Report Designer as a filter - for example, the "Number of Clients Accessing Service By District" KPI report
• on the Blue Folder Lookup page - it is shown when "Extra Referral Data" is selected in the "Add Referral-linked Records" column. Note that this is the District of the Referrer in question, however, not the District of the person who was referred.

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Rob Kay - manual author (talk) 12:38, 27 April 2015 (BST)