Difference between revisions of "System Setup Guide"

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==Extension Databases==
 
==Extension Databases==
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Extension Databases provide a way of adding to your Charitylog system, if you find that the standard setup doesn't quite do what you want. They can be used in all sorts of different ways - you can create them:
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* To appear on every Client Details screen (or indeed on any Details screen required)
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* To appear on the Client Personal Details tab (so you can restrict view access to them if required)
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* To appear on a Club or Clinic Details screen
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* To appear after recording a contact - either once per chain of actions, or after every action in the chain
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You can use them in the following ways:
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* Store extra data about organisations or people
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* Store extra data about clubs or clinics
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* Run reports on them using [[Extension Database Reports]]
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* Include them with other reports as part of the [[KPI Report Designer]]
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*
  
 
==External Referral Settings==
 
==External Referral Settings==

Revision as of 16:38, 20 December 2012

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.

Contents

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.

Our Details

Contact email address

This is the reply-to address that will appear on system generated emails. It's worth checking this before your system goes live; sometimes in pre-implementation it is set to the email address of the main contact in your organisation, which is often the chief executive. Leaving it set like this may lead to users sending out emails which appear to have come from your chief executive.

It's important to have something filled in this box, as without it, system generated emails will be send as if they have no sender, which often means they get diverted to spam folders. Note that the system won't check this email address for validity, so it's up to you to format it properly. Alternatively, you might like to use a "donotreply@" address.

Referral Audit

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

Equipment

Equipment History

Extended Orgs & People List

Information Links Headings

LSOA Areas and Wards

Projects and Referral Entries

Project Set Up

Project Subcategories

Referral Templates

Referral Reasons

Staff Time Splits

Security

Age UK Codes

Anonymise Clients

Backup

Customisable Tab Settings

Delete Diary Entries

Extension Databases

Extension Databases provide a way of adding to your Charitylog system, if you find that the standard setup doesn't quite do what you want. They can be used in all sorts of different ways - you can create them:

  • To appear on every Client Details screen (or indeed on any Details screen required)
  • To appear on the Client Personal Details tab (so you can restrict view access to them if required)
  • To appear on a Club or Clinic Details screen
  • To appear after recording a contact - either once per chain of actions, or after every action in the chain

You can use them in the following ways:

External Referral Settings

Help

Input Field Rules

There is another place that Input Field Rules appear - in Operational Rules. There is a field which lets you set your system to apply the standard Input Field Rules to the Client Record itself. Use with caution, as it can slow/frustrate data entry, but if you want your users to be prompted frequently to preserve the data you store for clients, it's there if you need it!


File:A system ifr 1.png

Input Field Rules for anonymous contacts

Recording anonymous contacts has a slightly different relationship to Input Field Rules - namely that recording of anonymous contacts will not function until you have set up some Input Field Rules to suit. To create some Input Field Rules, click the "Create Anon. Rules" link as shown:


File:A rac 1.png


Even if you don't enter a requirement for the "Name" field, it will appear on anonymous contacts anyway. Although it seems a bit silly to require a name from an anonymous contact, this field is important for two reasons:

  • Recording an anonymous contact doesn't just "lose" the person; rather, it does create a client on the system, and that client is named "Anonymous Client". Over time, a lot of anonymous contacts will create a lot of clients with the same name. This isn't ideal, but it does mean that if a client who was previously anonymous comes back to have some work done with your organisation, you at least have some chance of finding the relevant anonymous contacts and merging the client records. Creating a new client each time also means that your reports for "how many client contacts have we had" will have the correct numbers in.
  • This field, when used for Recording an Anonymous Contact, allows the end user to look up surnames on the system and check that the client is not, in fact, already on the system. This commonly happens when clients have involvement with one project more than others - they may not realise that everyone is using the same database.


Rac anon 1.png


Rac anon 2.png

Insert Audit Report

Integrated Add-on Software

eziTracker Settings

Postcode Anywhere Settings

Text Anywhere Settings

Make Assessment Forms

Operational Rules

Standard Letter setup

On the "Miscellaneous Rules" tab there are some options that relate to standard letters and emails:

  • Sending Emails: Review Emails Before Sending? If set to "Yes", users creating an email from a Details screen (Client Details etc) will be prompted with a final check of the content of the email before sending. IT can be quite useful to have this set to "Yes", as it isn't always easy for users to realise that the system is actually about to send an email on their behalf - often they're expecting a mailto link of some sort.
  • Email Footer (Company Information) Legal Text - this text, if entered, will appear at the bottom of system generated emails under a horizontal rule. It does not override the standard footer set up on that letter template, but appears in addition to it - the standard footer will be above the horizontal rule, and the legal text will be below.

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:


File:A system menu 1.png


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.


800px


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:


File:A system menu 4.png


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


File:A system menu 2.png


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


File:A system menu 3.png


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


File:A system menu 5.png


...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).


File:A system menu 6.png


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


File:A system menu 7.png


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


File:A system menu 8.png

Making a new menu grouping

Another common alteration to the menu is to create a new submenu, to keep the most commonly used menu items together.

To demonstrate this, let's make a new submenu called "Common Options", and put "Clients" and "Record an Anonymous Contact" in it. At the very bottom of the "Menu Option Structures" screen is a button, "Add New Menu Grouping".


File:A system menu 9.png


Clicking this button will take you to a screen where all the standard submenus are displayed. You can now specify what the name of your new group is going to be, and whether it's going to belong in the main menu or within another submenu. We are going to head the new submenu "Common Options", and put it within the main menu.


File:A system menu 10.png


Once these are filled in, click "Add New Grouping".

You will be taken back to the "Menu Option Structure" screen, where your new grouping will be displayed. You can now move it, or put other menu items in it, as before. Here's the new "Common Options" submenu, with "Clients" and "Record an Anonymous Contact" in it.


File:A system menu 11.png

Referral Closure Update

User Login History

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.

Groups

Users