Application Preferences

You may configure CLIFF to meet your organization's needs and office procedures. The preferences set in Application Preferences apply to all users of the organization. The preferences for individual users of CLIFF may be set in User Accounts.

Note that changing the Application Preferences while other users are logged in could affect their access to CLIFF. It is always advisable to only change the Application Preferences when other users are not logged in to CLIFF. If users are logged in, they may have to log out, and then log back in for changes to take affect.

To Set the Application Preferences

  1. Choose Application Preferences from the Administration menu. The following window is displayed.

  2. Select the group of preferences you wish to change by clicking on the group in the scrolling list on the left.
  3. Make changes as appropriate for the group and click Save.
  4. When all changes are completed, click Close to close the window.

    NOTE: in most cases, users will not see the changes until the next time they log into CLIFF.

    5. Appearance

    Version 5.2

    The default colors for the Log and Referral forms may be changed. Global changes may be applied through the Application Preferences, or individually through the User Preferences. See User Prefs for details on setting colors.

    The color setting defined in Application Preferences becomes the default for the organization. Individuals may over-ride this setting in their User Preferences.


    Dates


    • Use Working Days Calculation: If on, CLIFF will calculate due dates based on working days instead of Calendar days. Working days are assumed to be Monday to Friday. If not on, then due dates will be calculated based on a 7 day week.
    • Date Format: This is the format in which dates will be displayed and entered in CLIFF. You may change the format at any time (it's recommended you only do this when all users are logged off) and CLIFF will automatically use the new format for display and entry. Note that any dates already entered with Date stamps into text fields will not change if the format is changed.
    • Fiscal Year End: For some reports CLIFF allows you to search for data based on your fiscal year. Enter your organization’s fiscal year to ensure these searches are performed correctly.
    • Include Office Name in Date Stamp: If on, the user’s current office is automatically entered as part of the Date Stamp.

      • Email Options


      Allow Logs and Attachments to be emailed
      If this is not checked, Logs and their attachments will not be included in emails sent from CLIFF
      Email links are valied for a maximum of n calendar days
      Temporary web pages Logs created by CLIFF will expire after the specified number of days

      General

      Title
      Enter the name to be displayed in window titles and standard reports.

      Log Exchange

      When accepting external Referrals from another organization, or generating Logs from a Web form, you may define a default template to apply.

      Select the appropriate Template from the drop-down lists.

      Click the checkbox if Log Notes should be included when you send Referrals to other CLIFF organizations.

      Enter the email address of the person to be notified when an exchange Log is received.

      Log Info Fields

      If you are using Information Tags, you must specify which Log fields are to recognize the tags. Check all the fields that apply.

      Log Locked Fields

      Locked Log Fields
      Select the fields that will be locked to updates by offices other than the owner of the Log.

      Log Options


      Automatically convert Last Name to all capital letters
      Select this option to have CLIFF automatically convert a last name to upper case when entered in the Log.
      Automatically Date Stamp additions to Notes
      Select this option to have a date stamp automatically appended to the Notes when opened. If the Notes window is closed without any changes the date stamp is not saved.

      Log Security


      Allow Confidential Logs to be created
      Select this option if users are allowed to create confidential Logs.
      New Logs should default to Confidential
      If on, any new Log created will automatically be set to Confidential.
      Allow update to Log if Office is on Referral List
      Normally only the Office that created the Log is permitted to update the Log. If you also wish Offices in the Referral list to be able to update the Log information, set this preference on. Note that you may lock fields from updating.
      Maintain audit trail of deleted Logs
      If checked, an audit trail record will be created every time a Log is deleted.
      Number of Days in Grace Period for closed logs
      Normally, Logs cannot be changed once they have been completed. However, CLIFF allows you to assign a grace period in which completed Logs may be changed. Enter the number of days for which the Grace Period applies.

      Mandatory Fields


      Mandatory Fields:
      Select fields that are mandatory in the Log and the Referral. Note that Date Received is always mandatory.

      Postal Code Lookup

      If you use CLIFF's postal code lookup function, CLIFF will automatically assign related data to any of the six user-defined popup fields. If your postal code files have related data, the name of the related data will appear in the pop-up lists. Just select the related data you want loaded for the associated user defined pop-up field.


      NOTE: The next time you log in to CLIFF, the tables associated with the user defined pop-up fields for which you selected related data will be automatically refreshed from the postal code files. 

      Referral Preferences


      • Default Sending Office: Scenario:
        Office A enters a Log and shares it with Office B. Office B subsequently creates a Referral for the Log to another office. If you want the Referral to appear as if it was created by Office A, then select Owner of Log as the default sending office. If the Referral is to appear as being sent by Office B, then select Shared Office as the default sending office.
      • Warn if Referral Due Date is after Log Due Date: CLIFF will not allow you to set a Referral’s
        Due Date to after its Log’s Due Date. If it is, the Referral Due Date is automatically set to the Log’s Due Date. Select this option if you want a message displayed warning the user that the date has been reset.
      • Maintain Audit Trail of deleted Referrals:
        If checked, an Audit Trail record is created for every deleted Referral.

        • Response Turnaround

        Version 5.2.18

        Turnaround Reporting depends on user defined fields for the following purposes:

        • Summary Field - the pivotal field for which the reports are to be generated. This can be "Addressed To", "Topic", or any other category for which you want to report turnaround times on.
        • Sign Date Field - the total response time is calculated using the Log's Received Date and the Date the response was signed or sent.
        • Interim Date Field - if you send interim responses, you can separate response times for these Logs from others. The Interim date is not used in calculations.


        Set the Turnaround Reporting options as follows:

        • Perform Turnaround Reporting - toggle reports on/off.
        • Summary Field - choose which field to base reports on.
        • Summary Values to report on - select which summary values you want to generate reports for. Note that there will be a report for each selected value.
        • Sign Date Field - date field to use for calculation of total response time.
        • Interim Date field - date field used for interim dates. Date is not used for calculation.
        • Reporting Period - choose the reporting period.
        • Start Date - date to start calculating response times.
        • Reports expire after - the number of reporting periods after which CLIFF can automatically delete reports.
        • Log Days Title - Column title to display for the time between receiving the Log and starting the response preparation.
        • Referral Days Title - Column title to display for the time preparing the response.
        • Performance breakdown - specify the groupings for the breakdown of performance reporting. For example, less than 14 days, greater than 28 days would provide counts for number of logs with a response time of 14 and less days, a response time of 15 to 28 days, and more than 28 days.

        UDF Relationships

        Version 5.2

        You may define a Parent-Child dependency between User Define fields such that selection from one list defines a subset for another. Or vice versa, selection from a list will automatically populate another field. For example, a Parent field could be your company sales regions, with the Child field being your sales representatives. Entering a sales region would limit the selection options for sales representatives, only showing the ones that work in the selected reqion. Likewise, choosing a sales representative would automatically enter his or her sales reqion.


        To Define Field Relationship

        1. Choose a Parent from the One column.
        2. Choose a Child from the Many column. You may define up to three relationships.
        3. Click Save

        To Define Lookup Tables

        1. Create your "parent" table as you would for a normal table lookup.
        2. Create your "child" table. When entering your table values for the "child" table you will have the option of selecting the associated "parent" value as shown below.


        User Defined Fields


        CLIFF provides several data fields in the Log for which you may define their name and usage. The type of data you may store in each data field, the properties of each field, and any special processing associated with each field is as follows:

        • Text Fields: 80 character alpha-numeric data. Each of these fields is automatically keyword indexed. Each field is supported by a popup list defined in Table Maintenance.
        • Date Fields: Date fields that support all of CLIFF's date functionality.
        • Check Box Fields: Check box fields that may store simple Boolean values of TRUE or FALSE. These fields may be automatically populated by the Search for Special Authors function.
        • Table Fields: 40 character alpha-numeric data. Each table field is supported by a popup list defined in Table Maintenance. To force selection from the popup list click the check box after the appropriate field. These fields may be automatically populated by the Postal Code lookup function.

          You may set the labels for each of the fields:
          • Field names: Enter labels for user defined fields.
          • Force Selection From Table: If on, only data from the associated table will be allowed in the data field.
          • Location Prompts: Choose the default display for Postal Codes.