profile field review (triggerd by Type 1 Association items)

TABLE OF CONTENTS

• Ensuring Complete and Compliant Reporter Profiles
• Update Your Staff Roles
• Turn On Review: I want reporters to review and update custom fields.
• Turn On Review: I want staff to review and update custom fields.
• Turn On Review: I want staff to review and update standard fields.
• Updating Reporter Profile Completion Reminders
• Update Reporter Profiles from the Action Center
• Getting to the Reporter Profile and the Admin/Reporter To Do's
• Show Profiles That Need To Be Reviewed

Ensuring Complete and Compliant Reporter Profiles

Keeping reporter profiles accurate and up-to-date is critical for compliance, efficiency, and smooth transitions between program years. Field Review streamlines profile management by allowing administrators to designate fields that require review—either by the reporters themselves or by staff—before reporters can continue their service.

When Is Field Review Used?

This feature is automatically triggered when a Type 1 Association or Timesheet Association changes—typically when a reporter finishes one term and begins another. For example, as a new program year starts, Field Review ensures that all key profile details are updated before reporters proceed with their next term of service.

What Field Review Does

With this new feature, you can:

✅ Ensure Data Completeness & Accuracy – Set required fields for review to maintain high data integrity.

✅ Automate Profile Updates – Prompt reporters or staff to review specific fields when transitioning between terms.

✅ Simplify Staff Oversight – Assign staff roles to review and update fields, with notifications keeping them on track.

How It Works

1. Enable Review for Custom & Standard Fields – Decide whether reporters or staff should review specific profile fields.
   
   
2. Trigger Review at Key Transitions – Use a Type 1 Association (such as "Program Year") or a Timesheet Association to prompt field reviews when a reporter moves to a new program cycle.
   
   
3. Keep Staff in the Loop – Administrators can assign roles, set permissions, and enable daily notifications for staff responsible for profile updates.
   
   
4. Track & Manage Updates – Staff can monitor and complete pending profile updates from the Action Center.
   
   

Field Review ensures that your program maintains complete and compliant records without unnecessary administrative burden. The following sections will walk you through setting up Field Review, updating permissions, and managing profile updates effectively.

Getting Started

1. Admins: Configure each field to require either staff or reporter review in the profile settings.
   
   
2. Reporters: Ensure all required fields are reviewed and updated when a trigger occurs.
   
   
3. Staff: Ensure staff regularly check the Action Center and email notifications for pending reviews when a trigger occurs.

Let's review the steps together!

Update Your Staff Roles

By default, Main Administrators will have permission to perform all of the steps in this article. Each account only has one Main Adminstrator, so, you'll need to update your Staff Roles if you want other staff to do any of the following:

• Turn on the review functionality for individual reporter profile fields.
  
  
• Make edits to individual reporter accounts using the review functionality.
  
  
• Access the Action Center for staff review fields.
• Receive notifications when staff have fields to review.
  
  

To update your Staff Roles, follow these steps:

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage staff roles.
   
   
3. Click on the role you would like to edit.
   
   

Permissions Needed to Make Reporter Fields Reviewable

These two permissions must be enabled if you want a staff member to control which fields require review:

• Reporter Account Management > Managing Profiles > Manage Profile Layout
• Reporter Account Management > Managing Profiles > Create and Manage Fields
  
  

Permission Needed to Review/Make Changes Reporter Profiles

This permission must be enabled to review and make changes to reporter profiles and to access needed changes from the Action Center: 

• Reporter Account Management > Creating, Editing, & Viewing Accounts > Edit, Archive, & Delete Reporter Accounts
  
  

Permission Needed to Receive Notifications

This permission must be enabled if you would like staff to receive a daily notification of fields waiting for staff review:

• Reporter Account Management > Creating, Editing, & Viewing Accounts > Receive an e-mail at the end of each day listing reporters whose profiles require staff updates or review.
  
  

Turn On Review: I want reporters to review and update custom fields.

Let's imagine you want your reporters to review a field when moving from one program year to another. The first step will be to create a Type 1 Association called Program Year. (Check out this resource for creating Type 1 Associations.)

Once you have created your Type 1 Association and have permission to Create & Manage Fields, you can turn on review for any field in the reporter profile. 

Let's review how to turn on reporter review for Custom Fields: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the far right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. You can a) create a new field by using the link on the right, or b) edit a custom field by finding it and clicking the field name link. 
   
5. A window will open. 
   
   
6. To turn on review for REPORTERS:
    
   
   1. Scroll to the Reporter Profile Page Access section.
      
      
   2. Check the box next to this permission > "Require this field to be reviewed by reporters when a reporter is assigned to a Type 1 Association item."
      
      
   3. Select the Type 1 Association and Item you'd like to use to trigger the review. (In this example, we'll Use Program Year > 2025-26.)
      
      What will happen? 
      When the reporter is added to the Type 1 Association Item: 2025-26 (under Program Year) in their profile, they'll be prompted to review the field. The field automatically becomes a Mandatory To Do, so the next time they log in to your Impact Suite, they will see this: 
      
      

      Likewise, when staff with access to reporter profiles access them, they'll see a new section at the top of the profile:
      
      

      
      

Turn On Review: I want staff to review and update custom fields.

Let's imagine you want staff members to review a field when their reporters move from one program year to another. The first step will be to create a Type 1 Association called Program Year. (Check out this resource for creating Type 1 Associations.)

Once you have: 

1. Created your Type 1 Association.
   
   
2. You have permission to Create & Manage Fields, and you can turn on review for any field in the reporter profile. 
   
   
3. You have given relevant staff members/supervisors permission to Edit, Archive, & Delete Reporter Accounts.
   
   YOU ARE READY TO GO.

Let's review how to turn on staff review for Custom Fields: 

1. On the left, in your Mission Control, click Reporters, Staff, & Sites.
   
   
2. On the right, click Manage reporter accounts.
   
   
3. On the far right, use the More drop-down menu and select Manage Fields and Profile Layout.
   
   
4. You can a) create a new field by using the link on the right, or b) edit a custom field by finding it and clicking the field name link. 
   
5. A window will open. 
   
   
6. To turn on review for STAFF:
   
    
   1. Scroll to the Reporter Editing & Archiving Options section.
      
      
   2. Check the box next to this permission > "Require submanagers to review or complete the field when a reporter is assigned to a Type 1 Association."
      
      
   3. Select the Type 1 Association and Item you'd like to use to trigger the review. (In this example, we'll Use Program Year > 2025-26.)
   4. Select the staff (by Staff Role) responsible for reviewing this field. 
      
      Important Note: Only Staff Roles with permission to "Edit, Archive, & Delete Reporter Accounts" are available in this list, as they are the only folks in your Impact Suite with permission to make changes in a reporter's profile.
      
      What will happen? 
      The relevant staff will be prompted to review the field when the reporter is added to the Type 1 Association Item: 2025-26 (under Program Year) in their profile. Here's how staff will be prompted: 
      • All selected staff will have access to a new page on their Action Center: Update Reporter Profiles listing all reporters with fields that need to be reviewed:
        
        
      • In relevant reporter profiles, a new section called Admin To Do's will appear:
        
        
      • If you have enabled the permission: 'Receive an e-mail at the end of each day listing reporters whose profiles require staff updates or review,' relevant staff members will receive a daily email listing all reporters who need to review this field. 

Turn On Review: I want staff to review and update standard fields.

Let's imagine you want your staff to review a standard field when moving from one program year to another. The first step will be to create a Type 1 Association called Program Year. (Check out this resource for creating Type 1 Associations.)

Once you have created your Type 1 Association and have permission to Create & Manage Fields, you can turn on review for any field in the reporter profile.

Let's review how to manage staff review for your STANDARD 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 name of the standard field you'd like to update.
   
   These are the three standard fields for which you can enable review by the reporter or staff.
   
   
5. A window will open:
   
   
6. To turn on review for STAFF:
   
   
   1. Scroll to the Reporter Editing & Archiving Options section.
      
      
   2. Check the box next to this permission > "Require submanagers to review or complete the field when a reporter is assigned to a Type 1 Association."
      
      
   3. Select the Type 1 Association and Item you'd like to use to trigger the review. (In this example, we'll Use Program Year > 2025-26.)
      
      
   4. Select the staff (by Staff Role) responsible for reviewing this field. 
      
      Important Note: Only Staff Roles with permission to "Edit, Archive, & Delete Reporter Accounts" are available in this list, as they are the only folks in your Impact Suite with permission to make changes in a reporter's profile.
      
      
7. Click Update to save your changes. 

What will happen after you turn on review by Staff? 

The relevant staff will be prompted to review the field when the reporter is added to the Type 1 Association Item: 2025-26 (under Program Year) in their profile. Here's how staff will be prompted: 

• All selected staff will have access to a new page on their Action Center: Update Reporter Profiles listing all reporters with fields that need to be reviewed:
  
  
• In relevant reporter profiles, a new section called Admin To Do's will appear:
  
  
• If you have enabled the permission: 'Receive an e-mail at the end of each day listing reporters whose profiles require staff updates or review,' relevant staff members will receive a daily email listing all reporters who need to review this field.

Updating Reporter Profile Completion Reminders

This is a special set of messages controlling both the frequency and message reporters recieve for fields in their profile with missing data. In order for these messages to be sent you'll first have to turn on this funtionality for each applicable field. 

Checkout this article for more information about how to do this. 

Here are the steps for customizing your Reminder Messages: 

1. Click on the message you'd like to control, either:
   • E-mail Alerting Reporters When a Field Needs to be Completed
   • Text Message Alerting Reporters When a Field Needs to be Completed
2. Follow these steps:
   

Update Reporter Profiles from the Action Center

1. On the left, in your Mission Control, click Action Center. (You will also be able to see how many items are waiting for your review.)
   
   
2. When the Action Center opens, use the Go to drop-down menu and select Update Reporter Profiles.
   
   
3. Click on any reporter to open their profile in a new tab.
   
4. At the top of the profile, you'll see all Admin To Do's for your selected reporter.
   
   1. Click any Review links to confirm or enter new data.
      
      
   2. For Standard Fields (like Timesheet Association, Timesheet Template, and Type 1 Associations), you'll find guidance on where to go to review or confirm here.
      
      
5. Once you've made all of the updates for the Reporter, you can return to the Action Center (in the previous tab in your browser).
    
6. Click Refresh Table. 
   
   
7. When you've reviewed all reporters with review fields, your Action Center will look like this:
   
   

Getting to the Reporter Profile and the Admin/Reporter To Do's

Once enrolled, each reporter will have a profile page from which you will be able to make updates to their account. Access this page by clicking their name on the Create and Manage Reporters page. 

Here's how to get there:

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

2. On the right, click Manage reporter accounts.
   
   

3. Click the relevant reporter’s name.
   
   

4. The Name & Contact Details will be open by default.
   
   

5. Use the green arrows to open and close setting panels.
   
   

6. At the top of the profile, you will see: 
   
   

1. Admin To Do's when any field has been set for your review.
2. Reporter To Do's when any field (added to the Quick Access To Do list for the reporter) has not been completed by the reporter.

Show Profiles That Need To Be Reviewed

To see reporters with fields that need your attention, follow these steps: 

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

2. On the right, select Manage reporter accounts.
   
   

3. Next to the Filter by name click the Pencil Icon. 
   

4. To return to seeing all reporters, click the Pencil Icon once more.