Customise Orgs & People

Introdutcion

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. This screen is is split up into two areas:

• Active Records
• Inactive records

For each record type you are able to:

• Rename - Rename the singular and plural name of the record type.
• View/Edit Tabs - Manage which tabs are used, the display order and the ability of renaming the tabs.
• View/Edit Fileds - Allows the specification of whuch fileds are udes and on which tabs they are displayed.
• Minimum Data Set (currently available for Clients/Dependants only) - Allows you to specify rules to be used when fields are forced:
  • On creating a new record for all users.
  • On creating a record based on a users security group.
  • On recording a contact for a new client based on the project.

You can also use the minumum datasets to display an alternate field name to the users.

• View/Edit Links - Used to specify which links are displayed at the base of a record.
• Activate/Deactivate - Allows the record to be activated or deactivated.

Record Types and Restrictions

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 Databases 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.

Rename (Renaming a record type)

Records can be renamed to use more suitable terminology for the users or change what they are used for, keeping in mind the restrictions mentioned above in the Record Types Restrictions section. To rename a record click on the appropriate rename button:

• Complete the 'Organisation type name (single) box - this will be the singular terminology like Client or Service User
• Complete Organisation type name (plural) box' - this will be the plural terminology like clients or service users
• Organisation or person related - Specify if the records in this type are going to be primarily people or organisations. This will specify some of the functionality of that record type, which links and fields are available.
• Click the 'Save Details' button to save the changes.

Edit Tabs

This allows you to select which tabs are used, what order they appear and what they are called.

There are two columns:

• Active Tabs - This lists the tabs currently activated for the record type
• 'Not used - This lists the tabs that are currently not used or displayed on the record type.

Below is how to make changes:

• Add a tab - click on the + symbol on the tab you wish to add on the Not Used List, this will move it to the bottom of the Active list. Alternatively you can drag and drop to the required location on the Active list.
• Remove a tab - Click on the x symbol on the tab you wish to remove from the Active list, this will move it to the bottom of the Not Used list. Alternatively you can drag and drop from the Active list.
• Moving a tab - Simply drag and drop the tab to the required location.
• Rename a tab - Double click on a tab to rename, enter the require label and press the enter key on your keyboard.

Click on the 'Save Details' to submit the changes.

Edit Fields

This allows you to select which fields are used on the record type, which tab they appear on and what order the field is displayed on that tab. It also allows you to specify how they interact with search pages.

You will find the following columns available to edit per field:

• Show on screen - This column specifies which tab the field is displayed on or if the field is hidden. If you hide an existing field the data in that field will not be lost. Select the Show/hide all fields to select/deselect all fields. After choosing which fields you require and on which tabs they are displayed on it is worth clicking the 'Save Details' button on the bottom of the page. Saving the details will move the required fields into sections based on each tab.
• Display Order On Screen? - Display order specifies what order the fields are displayed on the selected tab. It is recommended the tabs have a running display order (in tens) as this is shared with the System Search columns.
• System Search
  • Search Fields - The fields selected will be added as searchable fields on the record type's search page. The display of the fields are based on the display order of the fields.
  • Results fields - The fields selected will be displayed on the record type's search results page. The display of the columns are based on the display order of the fields.
• Pending Ref/External Search
  • Search Field - Allows you to specify if this field is used to search for the record in the Incoming Referrals/Web Forms Centre.
  • [+Default]? - You can select one Search Field that the Incoming Referrals/Web Forms Centre uses as a default for an initial search.
  • Externally Searchable? - Used with specific 3rd party applications, specifies which fields are available.

Click on 'Save Details' to submit the changes and stay on this page or 'Save and Close' to submit the changes and return to the previous screen.

View/Edit Links

At the bottom of the records there are links to show additional details about the person/organisation. You can specify which links are available to each record type.

The following links can be selected:

• Benefits & Income - An area to manage the benefits and income that a person has.
• Client Assignments - Displays the clients/service users assigned to a roster worker.
• Club & Clinic Attendances - - Allows the display of Club & Clinic Attendances in e specified time period.
• Club & Clinic Membership - Link to manage the memberships for Clubs & Clinics
• Contact & Consent Rules - Optional link if the GDPR tab is not required/wanted.
• Courses - Section to specify which courses the person/organisation has attended.
• Disabilities - Used for adding multiple disabilities.
• Emergency Card - Section to add a Carers Emergency Card number.
• Equipment - Section to allocate equipment.
• EziTracker™ Details - Deprecated Feature
• Funder Details - Used for the [[Modules| Funded Work Module] on funder records.
• Groups & Skills - A way of putting people/organisations into groups or with skills.
• Invoices - Displays invoices that a person/organisation has received.
• Job Cards (Roster) - Displays the Roster Job cards assigned to a service user (not for use on a Roster Worker unless they are a receiver of a project/service)
• Job Cards (Vols) - Displays Job Cards assigned to the Volunteer/Staff member.
• Job Cards (Assigned) - Displays Job Cards that the service user (client) has assigned to them.
• NoK & Contacts - A section to add Next of Kin and Key Contacts details.
• Private Notes - Access to the private note section.
• Pro-Referrer User - Used to specify user details to a referrer that logs into the system.
• Qualifications - An area to record which qualifications the person/organisation has.
• Reported Disabilities - Similar to disabilities, this area records Reported disabilities. This is used only if y
• Supporting People - A section to record information use with the Supporting People Scheme.
• Letters & Communication - A section that displays letters/email and text messages sent to a person/organisation with the option to send letters and email.
• Uploaded Docs - A section to upload electronic documents to the record.
• Audit Record - Displays the audit record for the record the user is on.

Activate/Deactivate

Activated records can be used in the system and de-activated records are hidden. When making a record active you will need to update Group Access to allow the groups to use the record type. Making a record type inactive will not lose the records, they will simply not be displayed any longer.

• Click Deactivate to turn off a record type.
• Click Activate to activate a record type.

The record type will me moved to the appropriate section.

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