creating and managing fields

TABLE OF CONTENTS

• Creating A Field
• Managing Fields
• Archiving Fields
• Un-archiving Fields
• Deleting Fields
• Quick Access and Mandatory To Dos
• Managing Fields: Quick Access and Mandatory To Dos

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  Need step-by-step guidance for creating panels and sub-panels? Check out this article.

Creating A Field

A field is any one data point that needs to be collected from your Reporter. This could be as follows (examples): Start Date, End Date, DOB, Demographic Information, Background Check and Onboarding Documents.

To create a field:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the top-right, click Create a Field.
   
5. A window will open:
   
6. Type your new Field Name.
   
   
7. Optionally, you can create a Field Description with help text available when viewing the field.
   
   
8.  Next, click the Assign link and choose the Field Type.
   
   
   You will have the following field type options:

   
   
   

   Note: Known accepted file types for File Attachment(s) fields 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

   
   More on Document Signing here.
   
   
9. Next, depending on your field type, you may need to make additional decisions.
   
   For example, if you choose File Attachment, you'll need to select the total number of files that may be attached (up-to 10) and how many of those files are required.
   
   
10. Let the system know if the field should be required.
    
11. Choose the Column Width. Fields can take up one column or both.
    
    
12. Choose the panel you’d like to add the field to. (Only custom panels and the Name & Contact Details panel will be available.)
    
    
13. (Optional) Choose the sub-panel you’d like to add the field to.
    
    
14. Next, decide what types of access you would like your Reporters to have:
    
15. Now decide how this field should be treated upon enrollment and when revisiting individual reporter profiles: 
    
16. Next, if you have turned on "Allow reporters to edit this field on their profile page..." decide if you would like add Reminder Alerts to Reporters.
    To turn on E-mail Alerts and/or Text Message Alert, click Use. Then, set the first reminder date and final reminder date. If no final date is selected reminders will be sent until the field has data.
    Checkout this article for more information on updating the custom message sent when Reminder Alerts to Reporters is used.
    
    
17. Decide which staff members should have access to the data in this field. Choose either: 
    • Grant access to all staff whose roles give them access to reporter profiles, or
    • Limit access to staff with selected staff roles.
      
      
18. Click Create.

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

Managing Fields

To manage and edit fields, use this link:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the top-right, click Manage Fields.
   
   
5. The table that appears is dynamic and can be organized in the following ways: 
   • (a) View Panels - Toggle between All Active Panels or Panels Targeted by Type 1 Association.
   • (b) By Field Name - In the header row, click 'Field Name', and field will be order in alphabetical or reversed alphabetical order.
   • (c) By Location - You can view by Active Archived, Active Only, Archived Only, or by Panel.
6. The table also allows you to make updates to some of the access and privacy settings:
   • Add to reporter's (d) Quick Access and (e) Mandatory To Do list,
   • (f) Require When Adding an Account or (g) make fields Optional When Adding an Account, 
   • (h) When editing an account, Allow Data to Be Replaced, But Not Left Empty,
   • (i) Require When Archiving an Account, 
   • (j) Turn on or off Using Reminder Alert, and
   • (k) Customize the Mandatory To Dos Pop-Up that reporters see when logging in.
     
     
7. You can edit fields from this space by clicking on any field name. 
   
   Remember to click Update if you make any changes here.

Archiving Fields

There may be times you'll need to archive a field that is no longer relevant or useful.

On the left, in your Mission Control, click Reporters, Staff, & Sites.

1. On the right, click Manage reporter accounts.
   
   
2. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
3. Click on the field you would like to archive and a window will open.
   
   
4. Scroll to the bottom of the window. 
   
   
5. To archive a field, click the Archive This Field link.
   
   
6. You’ll need to confirm that you want to archive it by clicking I confirm that I want to archive this field. (If there is data for any reporter associated with this field, you must confirm you understand this and want to archive it.)
   
   
7. Click the Archive This Field link.
   
   
8. Then, click the Archive This Field button.
   
   

Un-archiving Fields

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the right, click Manage Fields.
   
   
5. Use the Location drop-down and select **Archived Only**.
   
6. Click on the field you want to un-archive and a window will open.
   
   
7. Scroll to the bottom of the window. 
   
   
8. To archive a field, click the Un-archive This Field link.
   
   
9. You’ll need to confirm that you want to un-archive it before clicking I confirm that I want to un-archive this field.
   
   
10. Then, click the Un-Archive This Field button.
    

Deleting Fields

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. Click on the field you want to delete, and a window will open.
   
   
5. Scroll to the bottom of the window. 
   
   
6. To archive a field, click the Delete This Field link.
   
   
7. You’ll need to confirm that you want to delete it by clicking I confirm that I want to delete this field. (If there is data for any reporter associated with this field, you must confirm you understand this and want to delete the data.)
   
   WARNING: Deleting data is PERMANENT. It cannot be restored. 
   
   
8. Click the Delete This Field link.
   
   
9. Then, click the Delete This Field button.
   
   

Quick Access and Mandatory To Dos

You have total control over which fields appear in your reporters' Quick Access and Mandatory To Lists at the top of their profiles. You can even target which fields appear in a Reporter's profile by Type 1 Association (see Step 5).

When creating a new field you control these settings here:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the top-right, click Create a Field.
   
   
5. In the Reporter Profile Page Access section, choose how your Reporters will interact with the field.
    
   1. Allows reporters to see the field.
      
      
   2. Permits reporters to edit the field.
      
      
   3. Locks the field once data is inputted.
      
      
   4. Adds the field to your reporters' Quick Access To Do list.
      
      
   5. Allows you to assign the field to the Quick Access To Do list for all reporters or to target the Quick Access To Do list to reporters by Type 1 Association.
      
      
   6. Makes completion of the field mandatory before the reporter can perform any additional function in the Impact Suite. 
6. Next, in the Reporter Enrollment & Editing Options, decide when to require the field. 
   
   
7. Lastly, decide which staff will have access to the data in the field, either all staff (whose roles give them permission) or limit staff by role. 
   
   
8. Click Create when creating a new field or Update when changing a field.

Managing Fields: Quick Access and Mandatory To Dos

There may be fields that you would like to add to Quick Access (a list of items Reporters should complete in a timely fashion) or Mandatory To Dos (a list of fields Reporters MUST complete before doing anything else in America Learns).

1. On the left, in your Mission Control, click Reporters, Staff, & Your Account.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. On the top-right, click Manage a Field.
   
5. The Field Manager page will open.
   
   
6. Put any field in your reporter's Quick Access To Do list by checking the box in this column.
   
   
7. Make any field mandatory to complete by checking the box in this column.
   
   *Note: Fields must be in the Quick Access To Do list for them to be eligible for the Mandatory To Dos.
   Rem
8. If a field is targeted by Type 1 Associations, you'll see a targer icon.
   
   (You can adjust who the field is targeted to by clicking on the field name. A window will open. Scroll to the Reporter Profile Page Access section; make any adjustments, and click Update.)
   
   
9. Add instructions for your Mandatory To Dos for your reporters by clicking this link.