Customise Orgs & People

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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:

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  • Complete the 'Organisation type name (single) box - this will be the singular terminology like Client or Service User
  • CompleteOrganisation 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.

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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 + simbol on the tab you wish to add on the Not Used List, this will move it to the bottom of the Active list. Alternativly you can drag and drop to the required location on the Active list.
  • Remove a tab - Click on the x simbol on the tab you wish to remove from the Active list, this will move it to the bottom of the Not Used list. Alternativly you can drag and drop tfrom 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.

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