profile field review

TABLE OF CONTENTS

• Introducing: Field Review
• 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.

Introducing: Field Review

We’re excited to introduce a new feature designed to help you ensure that your reporters have compliant and complete profiles while moving smoothly between terms. This enhancement streamlines profile management, ensuring that all required fields are completed and reviewed before reporters proceed.

What’s New?

This feature introduces several key improvements to help you maintain accurate and up-to-date reporter profiles:

1. Automatic Profile Checks When Reporters Move Between Terms
   When a reporter is moved from one term to the next (by changing a Type 1 Association assignment), the system will automatically prompt them to review and update their required profile fields before continuing. Alternatively, staff can be prompted to review and confirm the required fields on behalf of the reporter.
   
   
2. Ensuring Compliance & Data Completion
   Our system helps you enforce compliance by requiring reporters to provide essential information, such as:
   • Service Agreements to confirm participation requirements are met.
     
     
   • Background Check Completion to verify eligibility and security standards.
     
     
   • Personally Identifiable Information (PII) to ensure reporters meet program participation criteria. This feature helps ensure that all necessary documentation is completed, reviewed, and up to date before reporters can continue.
     
     
3. Staff & Reporter Review Functionality
   • You can configure specific fields to require either staff or reporter review, but not both simultaneously.
     
     
   • When reporters transition to a new term, they receive an automatic prompt to review and update necessary fields.
     
     
   • Managers and submanagers will receive notifications in their Action Center and via email when updates or reviews are needed.
     
     
   • New validation tooltips will clarify why a profile field remains visible or locked.
     
     
4. Role-Based Completion & Access
   • You can assign staff roles (e.g., Site Admin, SignNow Director, Supervisors) to complete or review fields.
     
     
   • If no assigned staff member has the necessary permissions, managers will be notified via email and their Action Center.
     
     
5. Enhanced Profile Editing Controls
   • Fields requiring completion or review are marked.
     
     
   • A pencil icon next to volunteer names quickly indicates fields needing updates.
     
     
   • You can filter profiles to view only those requiring immediate attention.

How It Works

• When Reporters Move to a New Term: If a reporter’s Type 1 Association assignment changes, the system will automatically prompt them to review and update their required profile fields.
  
  
• If Fields Are Incomplete: A notification will highlight which fields need to be filled out before advancing.
  
  
• If Staff Review is Required: The system will notify assigned staff, ensuring timely profile updates.
  
  
• Daily Email Alerts: Managers and assigned staff will receive automated end-of-day emails listing all profiles that require updates or reviews.

Why This Matters for Your Organization

This new functionality helps you:

✅ Maintain compliance with program requirements

✅ Streamline workflows for your team and reporters

✅ Prevent delays due to missing or incomplete profile fields

✅ Ensure accurate data collection and reporting

Getting Started

1. Admins: Configure each field to require either staff or reporter review in the profile settings.
   
   
2. Reporters: When moved to a new term, ensure all required fields are reviewed and updated.
   
   
3. Staff & Volunteers: Regularly check the Action Center and email notifications for pending reviews.

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 reporters/staff to review and update standard 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 manage review for your STANDARD FIELDS.