converting an existing text field to an encrypted text field

TABLE OF CONTENTS

• Video Support
• Step 1: Export the Data You Want to Move to an Encrypted Field
• Step 2: Create Your Encrypted Text Field
• Step 3: Import the Data Into the New Encrypted Field
• Step 4: Archive the Old Field

Video Support

Step 1: Export the Data You Want to Move to an Encrypted Field

First you'll want to export the data you would like to move to an encrypted field. 

1. On the left, in your Mission Control, select Groups.
   
   
2. Find the section called Manage Groups and use the drop-down to choose the database you’d like to work on.
   
   
3. On the top-right, use the More menu to click Export to Excel.
   
   
4. Next, choose the Field you’d like to export.
   
   If you want to include archived Attributes in the list to of Fields to choose from, click the Show Archived Attributes link.
   
   If you want to include all available Attributes in your export, on the right, click the Select All Fields link.
    
5. As you add Fields, you’ll notice that the preview table at the bottom of the page will adjust and display the new information.
   
   
6. To download your selected data, click the Export button. Download your report from the pop-up window. Be sure your web browser’s settings allow pop-ups from the americalearns.net domain.

Step 2: Create Your Encrypted Text Field

To create a Field from this page:

1. On the left, in your Mission Control, select Groups.
   
   

2. Find the section called Manage Groups and use the drop-down to choose the Group you’d like to work on.
   
   

3. On the top-right, use the More menu to click Manage Profile Layouts and Fields.
   
   

4. On the next page, use the More drop-down menu and select Create a New Field.
   

5. 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 Encrypted Text Field. 
     
     
   • 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.
       
       
6. 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. 

Step 3: Import the Data Into the New Encrypted Field

From here, you can use your own Excel document or create a custom template. (See: creating a custom template.)

1. On the left, in your Mission Control, click Groups.
   
   
2. Under the Manage Groups section, use the drop-down menu to choose a Group.
   
   
3. Use the More menu and select Import and Update Identifiers with Excel.
   
   
4. At the top of the page, under the section called Import Identifiers, follow the steps to enroll your identifiers.
   
   • Step 1: Use the drop-down menu to choose Update Existing Identifiers.
     
     
   • Step 2: Click the Choose a File button to select your saved Excel file.
     
     
   • Step 3: Then click Upload Excel File.
     
     
5. Next, map your Excel file's fields to the fields available in your Impact Suite. (This the step where you twll the system to move data from the OLD field to move to the NEW field.)
   
6. Once you have mapped your fields, click the Preview Import button to move to the next step.
   
   
7. A pop-up window will confirm if you have mapped all of the fields available (looking at both the available fields in your Impact Suite and at the Excel document). To proceed select Skip and Import.
   
8. (If no errors are found skip to #10.)
   If errors are found on the Excel sheet, you’ll get a detailed list of issues and will have the option to download a file with the errors highlighted for quick correct.
   
9. Here’s what the file will look like, errors highlighted in red:
   
10. To upload your corrected document click Choose a File.
    
    
11. Next, you will need to re-map your Fields.
    
    
12. Now you will have a chance to Preview Import.
    
    This is a good opportunity to make sure you properly mapped your template. If you find issues you can use the Map Fields back-button to correct any mistakes.
    
13. Once you’re satisfied with your preview, proceed to Perform Import.
    
    
14. When the import is complete you’ll get an Import Confirmation, like this:
    

Step 4: Archive the Old Field

1. On the left, in your Mission Control, select Groups.
   
   
2. Find the section called Manage Groups and select group you'd like to work on.
   
3. On the top-right, use the More menu to click Manage Profile Layouts and Fields.
   
   
4. On the top-right, use the More menu to click Manage Fields.
   
   
5. From here, use the "Status" column to change fields from "Active" to "Archived".
   
6. Click the I Confirm My Updates button to save your changes. 

TABLE OF CONTENTS

• Video Support
• Step 1: Export the Data You Want to Move to an Encrypted Field
• Step 2: Create Your Encrypted Text Field
• Step 3: Import the Data Into the New Encrypted Field
• Step 4: Archive the Old Field