creating new fields in a group profile

Modified on Mon, 21 Jul at 2:21 PM

TABLE OF CONTENTS

Group Profiles: Creating New Fields
More About Site Fields

Group Profiles: Creating New Fields

To create a Field from this page:

On the left, in your Mission Control, select Groups.
Find the section called Manage Groups and use the drop-down to choose the Group you’d like to work on.
On the top-right, use the More menu to click Manage Profile Layouts and Fields.
On the next page, use the More drop-down menu and select Create a New Field.

The Create a New Field window will open.

Here are the sections you’ll need to complete:

Field Name
Give your Field a unique name.
Reporters to Connect To:
Click the Assign link to connect your Field to one or more Identifiers.

Field Type:
Click the Assign link to choose the type of information you’ll be storing for this Field.

Field Type	Description
Current Age (Converts birthdate to age in years)	A field that a calendar from which users can choose a date. This date will be converted to an age.
Site	A field that allows you to assign one or more sites from your currently enrolled site list. Please take a look at the section below for more information about this special field: More About Site Fields.
Date (Select a date from a calendar.)	A field with a calendar from which users can choose a date.
E-mail Address	A field for collecting email addresses, must be in the standard format: email@email.com. You may decide if this field can be used with the Communications Portal.
File Attachment(s)	A field that will allow for up-to 10 file attachments. Known accepted file types are: doc; docx; txt; rtf; xls; xlsx; ppt; pptx; pdf; bmp; jpg; gif; png; tif; mp3; wav; 3gp; 3g2; asf; avi; mkv; mov; mp4; wavm; webm; wmv
Free Text (Enter up to 120 characters.)	A field with a text box that allows users to enter up-to 120 characters.
Free Text (Enter up to 99,999 characters.)	A field with a text box that allows users to enter up-to 99,999 characters. (You determine the allowable limit.)
Encrypted Text (Enter up to 120 characters.)	A special field for highly sensitive text data with a text box that allows users to enter up-to 120 characters. (Encrypted using AES.)
Mobile Number	A field for mobile numbers. You may decide if this field can be used with the Communications Portal.
Other Phone Number	A field for collecting other telephone numbers.
Quantitative Field (Type a number into a box.)	A field with a text box that only accepts numbers (positive or negative and decimal points accepted).
Quantitative - Single Select (Select a single number.)	Answer choices present themselves as a dropdown box in a series between 0 to 10,000. You determine the range. Users may only select one value.
Quantitative - Multi-Select (Select one or more numbers.)	Answer choices present themselves as a dropdown box in a series between 0 to 10,000. You determine the range. Users may select more than one value.
Qualitative - Single Select (Select one value.)	Users will choose one option from a series of answer options created by you.
Qualitative - Multi-Select (Select one or more values.)	Users will choose any number of options from a series of answer options created by you.

Collect Data for this Field in Reports?
- Select "Yes" if you'd like data to be compiled under this field when people submit reports for relevant Identifiers.
- Select "No" if this is a static field (such as street address, birthday, etc.).
Enrollment Options for Staff:
- Select “Mandatory” if staff must always complete this field when enrolling new Identifiers.
- Select “Optional” if staff should have the option to leave this field incomplete when enrolling new Identifiers.
Enrollment Form Options for Reporters:
- Mandatory: include this field on the enrollment form and require reports to enter a value when they enroll a new Identifier.
  
  Select this option if reporters will be enrolling new Identifiers (see the section called giving reporters the ability to enroll Identifiers), and you would like to make it mandatory for them to assign a value for this Field when enrolling a new Identifier.
- Optional: include this field on the enrollment form but do not require reporters to enter a value when they enroll a new Identifier.
  
  Select this option if reporters enrolling new Identifiers should have the option to enter a value for this Field.
- Hidden: hide this field from reporters on the enrollment form.
  
  Select Hide this field from reporters if reporters will not be able to assign new Identifiers to a value for this Field.
Identifier Profile Options:
- Allow Reporters to update this Field on Identifier Profiles?
  
  Select “No” if this field should not be editable by reporters from the Identifier profile page.
  
  Select “Yes” if you would like this field to be editable by reporters from the Identifier profile page.
- Column Width of Field on Identifier Profile:
  
  Select “1” if you would like the field to take up one of the two columns in your Identifier profiles.
  
  Select “2” if you would like the field to take up both columns in your Identifier profile panel.
- Placement of Field on Identifier Profile:
  
  If you have already updated the look and feel on the Identifier Profile you will be able to choose to placement of this Identifier for both the Staff and Reporter views by choosing which panel and subpanel under which you would like the Field to live.
  
  See the section for help on Managing the Profile Layout.
Admin Member Access to Data in this Field:

Click Create.

Remember you can move newly created Attributes to any custom panel (or to the Name & Contact Details panel just by clicking and dragging.

More About Site Fields

Site fields are a powerful way to connect your Group Identifiers to the official list of sites already enrolled in your Impact Suite. Instead of rebuilding your site list each year or manually updating it when changes occur, this field type lets you pull directly from your active sites—saving time and reducing the chance of error.

When you add a Site field to a Group, you can choose whether to make all active sites available or select a custom list. You’ll also decide whether the field should indicate the currently active site for identifiers. Only one Site field can hold this designation at a time.

It's important to note: adding a Site field does not impact staff visibility of Group Identifiers. Staff will still see all unassigned identifiers, as well as identifiers for all sites to which their reporters are assigned—even if the staff themselves are not assigned to those sites. If your identifier profiles include personally identifiable information (PII) that should only be visible to staff assigned to specific sites, this feature will not restrict that visibility. Please keep this in mind when deciding what information to include in identifier profiles.

Let’s walk through the configuration options available when using a Site field.

On the left, in your Mission Control, select Groups.
Find the section called Manage Groups and use the drop-down to choose the Group you’d like to work on.
On the top-right, use the More menu to click Manage Profile Layouts and Fields.
On the next page, use the More drop-down menu and select Create a New Field.
The Create a New Field window will open. Select Site.

Complete the field options here:

You can create as many Site fields as you need in a Group, but only one can be marked as the currently active site. The setting labeled “Is this the currently-active site for identifiers (in this Group)?” lets you designate which Site field holds that role. If you try to mark more than one field as currently active, the system will prompt you to choose just one.
Collect Data for this Field in Reports?
Enrollment Options for Staff:
Enrollment Form Options for Reporters:
Identifier Profile Options:
Admin Member Access to Data in this Field:
Click Create.

Remember you can move newly created Attributes to any custom panel (or to the Name & Contact Details panel just by clicking and dragging.