Getting Started

Welcome to CLIFF, the premier correspondence tracking software for your organization. Throughout this user guide the description and examples of CLIFF's functionality is based on using CLIFF for tracking correspondence. As you become familiar with CLIFF you will quickly realize that CLIFF can track many things.

If you are new to CLIFF, we recommend that you begin with this Getting Started chapter to familiarize yourself with the CLIFF environment and concepts.

If you have used CLIFF before but are new to version 5 then you should review the What's new sections to see what has changed. As the CLIFF interface is completely new in version 5, it is also recommended that you review The CLIFF Interface so you may quickly become comfortable with the new interface. You may also wish to read or preview any other chapters which cover features that you frequently use.

About this Help System

This Help system, is designed to provide instructions for using CLIFF. You may navigate through the system by clicking in the menu on the left, clicking on the path above, or searching for keywords using the search feature on the left.

Navigation Path

As you navigate through the help system the navigation path at the top shows you where you are. For example:

You may click on any level in the path to return to that page.

Navigating the Menus

Menus with a

in front of them are collapsed. Clicking on the menu will open it and present other menu options. If other menus are already expanded, this will collapse them.

Menus with a

in front of them are expanded, to reveal other menus. To close an expanded menu, click another collapsed menu, or click Home in the navigation path.

Menus with a

in front of them indicate that there are no further sub-menus.

Previous/Next

At the bottom of every page there are links for:

navigating to the previous page
navigating to the next page
navigating up to the parent menu item

Searching

Any word of 3 characters or more in the help system is keyword indexed. You may search for one or more words by entering the word in the search box and clicking Search.
You may use the * as a wild card to expand a search. For example: log* will find log, logs, and logging.

We have endeavoured to provide you with comprehensive and accurate help for using the CLIFF tracking system. If you should find any omissions or inaccuracies in this help system please send us an e-mail at cliff@aktiv.com.

What's New in 5.3

Version 5.3 of CLIFF provides a number of new features, enhancements to existing functions, and bug fixes. The highlights of the new version are as follows:

New Features

Enhanced customization of Log and Referral fields. Previous versions of CLIFF allowed customization of some data fields, for example mandatory fields and locked fields. In version 5.3 this has been expanded to include almost all fields. You may now set the label, keyword indexing, mandatory fields, sort labels, popup support, info tags, and more. See Log Field Configuration for more information.
Mandatory fields when Log is closed. In addition to mandatory fields when a Log is created, you may now also specify mandatory fields when the Log is closed. See Log Field Configuration for more information.
Visual indicator when you are not working in your default Office. See User Prefs for more information.
You can turn off automatic info notices. See User Prefs for more information.
Send e-mails to other CLIFF users. See Send E-Mail for more information.
Log search now provides the option of searching for a "Group" of offices. Any Groups defined in CLIFF will automatically appear in the Office list with a prefix of "GRP:".

Enhancements

Enhanced Attachment List. The list of attachments now shows date and time it was added to the Log, and if it may be shared via Log exchange or email. For more information see Viewing Attachments
Audit log now shows date and time for entries.
Enhaced Audit Trail. In addition to a new Audit Trail interface, the ability to Export and Archive audit trail records is now available. See Audit Trail for more information.
CLIFF usage now shows when an account was last updated, and by whom.
History Search now includes searching for email addresses and Log ID. Searching on Log ID is handy if you want to view another Log while updating a Log. See History Search for more information.
The date stamp now includes the time.
The cursor now automatically moves to a new line when saving Log Notes
Custom Reports now includes additional columns.
The Mail Merge Report format now includes the Log ID.
Enhancements to emailing Logs, including selecting multiple addresses at one time (i.e. email individual users), ability to select which attachments to send, send to Office and Email Distribution Lists, set email priority, and enter comma separated addresses. See E-Mail Log Report for more information.
A number of enhancements to Email Notification, including logging when notification was sent, ability to select which attachments to send, set email priority, and add a note to the email. See Email Notification for more information.
Old e-mails may now be purged from queue with one command. See Viewing E-Mail for more information.
Events - Forced logout of Admin users no longer affects the account setting the event, and an additional report of "Active Referrals". See Events for more information.
User Accounts
Response Turnaround reports now gives you access to list the Logs that contribute to the report. The report statistics may also be downloaded. See Response Turnaround for more information.
Referral Slip now shows Turnaround Response times and includes some minor formatting changes.
Splash Screen list of Active Referrals Overdue now provides the ability to print the Referrals. It also now includes all Referrals sent to your office with a due date, although they may not all be overdue.
Search for Special Authors now searches on the name (without city) and/or the email address. See Search for Special Authors for more information.
You may now enter a rejection message for rejected log exchange. See Receiving External Referral for more information.

What's New in 5.2

Version 5.2 of CLIFF provides the following new features and many enhancements to existing functions.

New features include:

Email links - Instead of emailing all the Log information and attachments, you may now e-mail a link to the Log. The link is unique, encoded, and time-sensitive. Best of all, the recipient doesn't have to Log in to CLIFF to view it. The main benefit of using links is that you are not distributing Logs and attachments to people's e-mail inboxes where they could reside for years.
Active Days - The number of days a Referral is Active in an office is now automatically tracked. See Forwarding Referrals for more information.
Notify - Send an e-mail notification directly from the Referral list in the Log.
User Prefs - The colors of the Log and Referral forms may now be customized at an Org level and at an individual level.
Keyboard shortcuts - more keyboard shortcuts have been added. See Keyboard Shortcuts for a complete list.
Log Exchange - CLIFF now allows you to send Referrals and Logs to other CLIFF organizations through a new function called Log Exchange. From an existing Log you may create a Referral to another Organization which causes the Log and Referral to be sent to the other Organization. When the receiving Organization completes the external Referral and Log, the results are returned to the originating Log. read more
Events - Have you ever wanted to have CLIFF automatically email the Overdue Referrals Report every Monday morning? You now can. read more
Information Tags - To automatically display additional information or notes about specific data elements in look-up tables, you may now apply Information Tags to look-up data. read more
Duplicate User Account - When creating new user accounts you may now duplicate an existing user account to speed account creation. read more
User Preferences - More options are now available to tailor CLIFF for individuals. read more
Attachments - Logs are now flagged in the Log list if a Log has attachments. An audit log for attachments is also provided in this version.
Renaming Offices - is now as simple as changing their name in the Office table. This means that Offices may no longer be deleted if they have been used in a Log or Referral. However you have the option of making them obsolete so they can no longer be assigned. As part of the conversion process when upgrading, obsolete offices in Logs and Referrals will automatically be added to the Office table.
Create Duplicate Log - is now as simple as clicking a button. read more.
New User Guide with better browser support. We have also added context sensitive help, just click in CLIFF to go directly to the section of the user guide that will assist you. read more.

What's New in 5.0

There are many changes in CLIFF version 5, however the basic functions of entering Logs, Referrals, and Searches are unchanged. CLIFF 5 is web-based, which means that you access it through your web browser. There is no longer a CLIFF icon and corresponding software on your desktop. You can, however, create a bookmark in your web browser to take you quickly to the log-on page.

In the a web-based interface, several functions in CLIFF remain the same, or are similar, but the interface is different. For example: marking records to create a custom selections. These changes, and others, are explained in the CLIFF Interface section of Getting Started.

Other major changes in CLIFF version 5:

Interface:

There are no pull-down menus("File", "Edit", "Special", etc). Everything is available from the CLIFF Tool bar on the left, the Personal Toolbar at the top, and data toolbar above the data area.

Icons and menus in the interface are displayed based on a user's privileges. For example, if the user does not have permission to delete a Log, the delete icon will not be displayed.

Logs, Batch Headers, and Batch Members are now colour coded in the Log lists.

Logs:

CLIFF Log numbers are only assigned when you save a Log. When you open a new Log and cancel it (even if you have entered some information), a Log ID will not be assigned. The Log ID is also assigned when you create a Referral, enter Log notes, or access another window.

Log fields (such as due date and Log action) can be locked by the correspondence manager to block other offices from changing important information. This means that only the office that created the Log can change the information in those fields.

You can track the names and addresses of multiple authors for a letter. Clicking on the additional authors icon will bring up a new window with extra name and address fields. You can add as many additional authors as you wish. Your Log screen records how many additional authors you have entered and their names and addresses will show on your detailed Referral slip.

The subject line of the log has become a scrollable box which allows you to enter more text. The entire contents of this field is keyword searchable.

You can set the amount of information to show for some of the fields in the Log and Referral list. This way you can choose to see more contents of a field, such as the subject line, on a list.

Scanning of documents directly into CLIFF is no longer available. Now you need to scan to a directory on your local machine and import the image into CLIFF from there. Though this is an additional step, from the previous version of CLIFF, it has the ability to allow you to import images from any scanner, not just the ones compatible with CLIFF.

Images, embedded documents, and text documents are now stored together as Attachments providing a central place within each Log for tracking attachments. There is almost no limit to the type of file that can be stored as an attachment.

Batches:

An open batch can now be locked to prevent new Batch members from being added.

Searching:

There is a separate search tool for batches. You can sort the list by batch, name, or date and add members without first opening the batch header.

Search for History works the same as the previous version of CLIFF but in version 5 you may update Logs found by the search (provided you have the appropriate access). This allows you to have several Logs open for editing at the same time. Logs opened through the Search for History will remain open even if you close the search window. This allows you to continue working with historical data while working on the current Log.

Searching for Logs now automatically includes Batch Members. In the previous version the default was to exclude batch members.

Messages:

New Message service allows you to send a typed message to another CLIFF user or CLIFF office. When you receive a message, your message icon changes colour to indicate the message priority. Messages may be scheduled, for example as a reminder to yourself or others.

Printing:

All printing is now automatically displayed in a preview window. The preview window may other options in addition to printing, like the option to download data in the report to your computer, or display the data in different format.

Reports:

Quick Reports are gone. The new replacement, Custom Report, provides a simpler interface for you to create custom reports. You can share your custom reports with other offices or save them for your own personal use. Many standard reports in CLIFF use the new Custom Report interface, and displays the interface before displaying the preview window so you can customize reports on the fly. The Custom Report allows you to create a report on the current selection of records, or a pre-defined search that you created/is built into CLIFF. For example "Logs overdue for this Office".

New Count Summary report produces statistics on the data in the popup fields.

New Turnaround report tracks the length of time Logs take from the moment they arrive to the moment they are signed or closed.

Email reports are now formatted using html for easier reading.

Administration

Enhanced audit trail, both at the system and Log level.

The Log Template, Address lists, and User Accounts can be shortened based on the first letter of the template label or last name used in the template. For example, you can click on the "B" to just see entries that start with a "B."

Replace and Change to Value have been replaced with Replace Value which combines features from both.

Quick Start

If you're new to CLIFF this section will help you get started. The CLIFF help system provides information on a variety of tasks from Logging, to Configuration, Administration, and Support. We recommend that you read the sections most appropriate for the tasks you will be performing.

Logging in CLIFF

CLIFF is already up and running and you just want to start logging.

Start with The CLIFF Interface in Getting Started to gain an understanding of the interface elements used by CLIFF. First time through you can skim this section but may refer back to it if you need to refresh your memory on different functions.

Start creating Logs. Familiarize yourself with the Log form. List Logs entered by your Office. Explore; Duplicate Checking, Search for Special Authors, Templates, and Search for History.

Create some Referrals at different levels to see the nesting and how Referrals become Active and Pending. List Referrals Sent and Referrals Received.

Administrating CLIFF

You are responsible for managing the Lookup Tables, User Accounts, and/or data.

Review the Configuration section in Administrating CLIFF and make sure you understand the CLIFF components of Offices, and Organizations. It is important to understand the relationship between user accounts and Offices, especially pertaining to ownership of Logs and access to Logs and Referrals.

Review the Application Preferences. Even if you do not have access to the Application Preferences it is good to understand what options are available.

Review Table Maintenance and understand what options are available for items such as Offices, Log and Referral Actions.

Review User Accounts.

Configuring CLIFF

You are configuring CLIFF for the first time or setting up a new Organization.

Review the Configuration and make sure you understand the CLIFF components such as Offices, Tables, Organizations, etc.

Review the Administration Section.

Supporting CLIFF

You are responsible for managing the CLIFF server and providing technical support. See the Admin Guide accessible from the system login.

Log in to CLIFF

To start using CLIFF you must first log in to the CLIFF server. Only authorized people may access the CLIFF data.

To log in to CLIFF

You will need the following information to log in to CLIFF:

The URL (address) of the CLIFF server

Your username

Your password

Your Organization code.

Enter the URL into your web browser and press Enter. The following prompt will be displayed:
Enter your username, password, and organization. If your URL is dedicated to your organization the Organization field will not be displayed.
Click Login.

Terminology

For the most part, the terms used in CLIFF are self explanatory. The following table explains some of the terms that might be a source of misunderstandings.

Term	Explanation
Active/Pending	A Referral that requires an action can have two states -- Active or Pending. An Active state means that the action associated with the Referral is currently in progress. A Pending state means that the Referral is waiting for subordinate Referrals to be completed.
Splash Window	This is when no data is selected and the CLIFF logo is displayed in the data window, for example when you first log in to CLIFF.
Grace Period	By default, Logs cannot be changed once they have been completed. CLIFF allows you to assign a grace period in which completed Logs may be changed.
Active Period	The Active Period is the default date range for which you want to see CLIFF Logs. The Active Period is specified as the last N days, for example the last 90 days. See User Preferences for more information.
Current Office	If you have access to more than one Office, the Current Office is the Office currently selected in the Personal Tool bar

The CLIFF Interface

The primary CLIFF interface is comprised of three basic components:

The CLIFF toolbar down the left side of the browser window providing access to all the CLIFF functions for accessing and modifying data

The Personal toolbar across the top provides access to functions for configuring your personal settings in CLIFF

The Data area displays the Log and Referral data in your CLIFF database. The data area will also show a Data toolbar specific to the data currently being displayed.

When appropriate, CLIFF will create new windows in your web browser to display additional information about the Log or Referrals you are currently viewing or to perform administrative functions.

CLIFF Toolbar

The CLIFF Toolbar down the left side of the browser window provides access to all the CLIFF functions for accessing and modifying data in your CLIFF database. Clicking on an icon on the toolbar will either display a sub-menu, or open a new window displaying the selected function. Icons with a small inverted triangle will display a sub-menu. The following diagram shows each function with a brief description after the diagram.

NOTE: The access level of your account may not allow you access to all of these functions so some buttons or menu options may not be visible.

Logs Entered - When you click the Logs Entered button, a sub-menu appears listing your options for displaying Logs as follows:

Entered by This Office: Lists all Logs entered by your office in your Active period

Open for This Office: Lists all Logs that have not been closed

Overdue for This Office: Lists all Logs whose Due Date has passed. Note that Logs with no Due Date are not listed

Eligible for Completion: Lists all logs that are not closed and have no open Referrals.

Keyword Search - Invokes the Keyword Search function.

Log Search - Invokes the Search for Log function.

New Log - Creates a new Log

Referrals Received - When you click the Referrals Received button, a sub-menu appears listing your options for displaying the Referrals as follows:

All Referrals Received for this Office - Lists all Referrals sent to your office.

Referrals with Due Dates - Lists all Referrals with Due Dates sent to your office.

Referrals Overdue in this Office - Lists all Overdue Referrals in your office.

Referrals Active in this Office - Lists all Referrals that are Active in your office.
Referrals Sent - When you click the Referrals Sent button, a sub-menu appears listing your options for displaying the Referrals as follows:

All Referrals Sent by This Office - Lists all Referrals that your office has sent.
Referrals with Due Dates - Lists all Referrals with Due Dates sent by your office.
Referrals Overdue - Lists all Overdue Referrals sent by your office.
Show Active Office for Referrals Sent - Same as Referrals with Due Dates except if a Referral is Pending, CLIFF drills down to find the office in which the Referral is Active.
Referrals Overdue in Active Office - Same as Show Active Office for Referrals Sent except only the overdue Referrals are listed.

Batch Search - Find all your batch records for the selected batch number.

New Batch - Creates a new Batch

Log & Referral Search - Comprehensive searching tool for Logs and Referrals.

Referral Search - Invokes the Search for Referrals function.

Reports - A list of reports available to you.

E-mail - Manage email generated by CLIFF.

Table Maintenance - access to support tables

Administration - CLIFF configuration and settings. Only functions you have access to will be listed.

Personal Toolbar

The User Toolbar across the top provides access to functions for configuring your personal settings in CLIFF.

Messages - Click to view messages sent to you or to send messages to others.
Current Office - The office you are currently logged in as. You may change your current office by selecting another from the drop-down list. You may define your default Office in the User Preferences.
Current Template - The template you are currently using for creating Logs and/or Referrals. You may change Template by selecting another from the drop-down list. The Templates available to you depend on your Current Office. Only templates that are shared or owned by the Current Office are displayed. You may define your default Template in the User Preferences.
User Preferences - Options for customizing CLIFF at the user level.
CLIFF help - Click to access the help system you are currently reading.
Logout - Click to log out of CLIFF.
Username[org] - The username of the organization you are currently logged in as.

Data Toolbar

The List Toolbar is displayed at the top of a list of Logs, or Referrals. The icons and information displayed will depend on whether you are listing Logs or Referrals, and your access privileges.

The following toolbar is typical for a list of Logs:

and the following is typical for a list of Referrals:

where:

Icon	Function
	Return to Splash page.
	Generate a report for printing of the current selection of records.
	Send current selection of records by e-mail.
	Send an e-mail report of overdue Referrals.
	Navigate to the beginning of the selection.
	Navigate to the previous page of records.
	Navigate to the next page of records.
	Navigate to the end of the selection.
	Show Active Referrals for current selection of Logs.
	Show Logs for current selection of Referrals.
	Sort displayed Logs or Referrals. If a field name has the "(<)" suffix, the field will be sorted in descending order.
	Marking options for displayed Logs/Referrals.
	Automatic close of Logs or automatic completion of Referrals.
	Convert marked Logs to Batch Headers.
	Add marked Logs to Batch.
	Delete marked records in the list.

Data Area

When you first log in to CLIFF the data area will be empty and the CLIFF logo will be displayed. There is no data selected so CLIFF has nothing to display. This empty data area is also referred to as the Splash window.

When data has been selected by searching the database, or new data entered, it will be displayed in one of two formats:

As a lists of Logs or Referrals; or

As an input form for Log and Referral data.

When you click on a Log ID in a list it opens the input form for that record. When the record is closed, the list is redisplayed.

This same technique is also used for other data in CLIFF for example templates, email, messages, etc.

Drop-down Lists

Drop-down lists provide a list of data choices. Drop-down lists are recognized by the arrow button to the right of the field as shown in the sample below:

To make a selection in a drop-down list

Click the button to the right of the list. A drop-down lists appears as show below.

If the list contains more data items than can be shown, a scroll bar will appear on the right.

Select a data item by clicking in the list. You may navigate up or down the list by using the up or down arrow keys or by pressing the first character of the value you want.
or

If the drop-down menu allows you to enter data -- not all do -- then you can type the first character of list names and the first data item with that character will appear. If this is not the item you want, then you can navigate the list by pressing the up or down arrow and make your choice by pressing the Return key.

To dismiss a drop-down list without making a selection

Click outside the list

Pop-up Lists

Many of the data fields in CLIFF are supported by Pop-up lists to assist you in entering information. Data fields that have pop-up list support have a before the field. To see all the available choices, if any, click on . CLIFF displays a pop-up list from which you can select the desired item.

To Envoke List From the Keyboard

Make sure the cursor is positioned in the data field.

Press the Space Bar once to enter a space in the field, then press Tab. This is equivalent to clicking the

icon.

Navigate through the list by using the Up or Down arrow keys, or by pressing the first character of the value you want.

When the value you want is highlighted, click Select or press Return to enter it into the data field.

To Automatically Select from the List using the Keyboard

Make sure the cursor is positioned in the data field.

Type one or more characters of the list entry you wish to enter, for example "F" for "Fax".

Press Tab. CLIFF displays only the values that begin with the character(s) you entered. If the characters identify a single specific value in the list, CLIFF automatically enters that value into the field without displaying the list.

Entering and Modifying Data

Working with data in CLIFF is very consistent across all windows. There are standard techniques for entering and modifying data, using pop-up lists, entering dates, and so on.

CLIFF will display your data in two basic formats:

Lists of Logs, or Referrals; or

Input forms for Log and Referral data.

Lists
When you perform a search, for example Logs Entered by this Office or Referrals Sent by this Office, CLIFF will display the found Logs or Referrals in a scrolling list. To minimize download time for a large selection of records, the data records are displayed in pages. The toolbar at the top of the list will show which group of records you are currently viewing. For example it may say "Logs 81 to 120 of 300".

To view the current page of data records, you would scroll up and down with the scroll bar at the right. To view the previous page you would click on , to view the next page you would click on . To go to the first or last page, click or respectively.

You cannot modify the Log or Referral directly in the list, you must first open it. To open a Log or Referral in a list, you simply click on the ID number. CLIFF then displays the Log input window. Note that Referral information is displayed at the bottom of the Log, so regardless of opening a Log or a Referral, CLIFF will always display the Log input window.

Input Forms

Moving through input forms
When you enter or modify data, you always move from one field (enterable area) to another in a consistent sequence. This sequence is called the data entry order. Every field into which you can type a value is included in the data entry order.

To move forward in the data entry order

Press the Tab key.

To move backward in the data entry order

Hold down the Shift key and press Tab.

Accepting and Cancelling data entry

After you have entered or modified information in a data record you have to decide whether to accept or reject your entries. CLIFF gives you several options for accepting, or cancelling data entry.

To accept a record

Click

on the Toolbar;

Click the Save or OK button if present.

To cancel a record

Click

on the Toolbar;

Click the Cancel button if present.

Interrupting Data Entry

When you are working in CLIFF, you can choose any menu item or button that is not dimmed. For example, you can change your personal user preferences while entering a Log. If you are entering or modifying data, and you choose a menu item that requires CLIFF to release the current Log or Referral, CLIFF will automatically save the changes you have made. For example, choosing Referrals Sent by Office while editing a Log.

Entering and modifying different data types

Each data field in CLIFF has an associated field type that dictates the kind of data you can enter. Most fields are alphanumeric, which means that they allow you to enter both numbers and letters. Other fields, such as date fields, require data to be entered in specific formats.

Entering data in alphanumeric fields

Alphanumeric fields accept alphanumeric characters (letters and numbers), punctuation marks, and special characters such as *, %, @ and {. Most alphanumeric fields in CLIFF accept up to eighty characters of information, some less. The cursor will automatically stop when you reach the limit of a field.
NOTE: CLIFF uses proportional fonts which means that an ‘I’ takes up less space than a ‘W’. Therefore, depending upon the characters entered in a field, the maximum number of characters may be reached before the end of the field, or not all the characters are displayed in a field.

Date Fields

The format of dates is defined in the Application Preferences. If you do not have access to the Application Preferences, ask your CLIFF Administrator for the date format.

You may enter dates with or without separators. If you do not enter the separators then you must zero fill the day and month. For example 990101 is correct, 9911 is not. Valid separators are "/", "." and "-".

You may enter relative dates based on the current date. A relative date is entered as +/- days from today. For example, ‘-10’ is the current date minus 10 days; ‘+5’ or ‘5’ is the current date plus 5 days; ‘0’ is the current date.

You may remove a date by deleting it from the field. Note that a date of ‘00/00/00’ is considered as a blank date.

CLIFF is year 2000 compliant. Dates may be entered and displayed with four digit years, you may search, sort, and manipulate all information in CLIFF using four digit years. If you enter dates using two digit years, CLIFF will automatically convert the year to a four digit year using the following rule.
If the current year is among the last ten years of the century then any two-digit year in the range 00-09 will be treated as a year in the following century. If the current year is among the first ten years of the 21^st century, then any two-digit year in the range 90-99 will be treated as a year in the previous century.

In the year 1997:
1/1/01 becomes 1/1/2001
1/1/10 becomes 1/1/1910
1/1/99 becomes 1/1/1999

In the year 2001:
1/1/01 becomes 1/1/2001
1/1/10 becomes 1/1/2010
1/1/99 becomes 1/1/1999

In the year 2011:
1/1/01 becomes 1/1/2001
1/1/10 becomes 1/1/2010
1/1/99 becomes 1/1/2099

Check Boxes Check boxes store True or False values. A check box in the data entry order gives you a Yes or No choice. CLIFF interprets a checked box as a Yes (TRUE) value, and an unchecked box as a No (FALSE) value.

Marking Records

There are times when you want to work with a selection of records, be it Logs or Referrals. In CLIFF you can "mark" the records you want to work with. You may mark records in three groups: Logs; Referrals Sent; and Referrals Received.

CLIFF will remember which records are marked even though you search for other records.
Records will remain marked until you clear the Marks or Log out.

Records you mark are only visible to you. You cannot share marked records.

The number of marked Logs or Referrals will always be shown in the Marking Records menu as show below.

To Mark a Single Record

Click the checkbox at the beginning of the record in the list. The following sample shows a marked Log.

To Un-mark a Single Record

Click the checkbox at the beginning of the record in the list.

To Mark Several Records at once

Use the Mark commands in the List Toolbar to work on several records at once.

Available commands are:

Mark All - all the records in the current list are marked.

Un-mark All - all currently marked records, regardless of whether they are in the list or not, are un-marked. Note that only the marked records for the list you are currently in are unmarked. For example, if you are currently displaying Logs, then only marked Logs are processed. Marked Referrals will remain marked.

Reverse Marks - From the current list of records, the marks are reversed -- marked becomes un-marked, and un-marked become marked. Note that if there are other marked records that are not part of the current list, they will be un-marked.

Select Marked - All marked records for the group currently being displayed will be listed.

Omit Marked - The current list is refreshed without the marked records. Note that un-marked records not currently displayed will not be included.

Assignment Lists

When you need to assign multiple values, for example assigning users to an office, CLIFF will list the available values on the left and the already assigned values on the right. The following example shows that Office A has been assigned and that Offices B through F are not assigned. The assignment lists help you to quickly determine what is assigned.

To Assign Values

Click on the desired value(s) in the list on the left. You may select single values by single-clicking the item; a group of values by clicking one value and then holding down the Shift key while clicking another; or multiple values by holding down the Ctrl key while clicking on items.

Click on the

button to assign the selected items.

To Assign All the Values

Click on the button to assign all the available items.

To Release Assignments

Select assigned values using the same clicking techniques described above.
Release the selected items using the button.

To Release All Assignments

Click on the button.

Printing in CLIFF

Printing in the web interface of CLIFF utilizes the printing options available in your web browser. Depending on the browser you are using you will have access to:

Page Setup to define your page orientation, your default header and footers, and more depending on your printer;
Print Preview to view how the browser will format your printout;
Print to print the page(s).

You may access these functions from the browser's File menu or from Print links in CLIFF windows. Some browsers have additional printing options as part of their options or preferences.

For more information about printing from your web browser, see the documentation that came with your browser.

Keyboard Shortcuts

Keyboard shortcuts is a sequence of keys you press to initiate a function. Almost every application on your computer has these shortcuts, shown beside the command in the menu. Web browsers have two sets of keyboard shortcuts to contend with, their own for accessing menu items, and the shortcuts in the web site or web application they are displaying. To access the desired set of shortcuts, the web browser will use different key combinations. For example in Firefox on Windows the key sequence Ctrl+P will invoke the FireFox command. The key sequence Shift+Alt+P will invoke the CLIFF Print command. (The Ctrl+P means hold down the Ctrl key and press P.)

Web Browsers

Each web browser deals with short cuts in the web site a little differently -- version 5 of CLIFF is actually a web site. Below we discuss their individual quirks.

Internet Explorer (IE) on Windows: IE uses the Alt key to access CLIFF's shortcuts. However if the shortcut is associated with a link to another part of the web site, and most are, you also need to press the Enter key. For example, to enter the CLIFF shortcut for Printing you need to press Alt+P, followed by pressing the Enter key. If the shortcut is for a button on a form, for example the Save button, then pressing Alt+S is sufficient. Note that IE is unique in this method of handling shortcuts.
Firefox (FF) on Windows: FF on Windows uses the Shift+Alt key combination to access CLIFF's shortcuts. For example, to enter the CLIFF shortcut for Printing you need to press Shift+Alt+P.
Firefox (FF) on MacOS: FF on MacOS uses the Ctrl (control) key to access CLIFF's shortcuts. For example, to enter the CLIFF shortcut for Printing you need to press Ctrl+P.

CLIFF Keyboard Shortcuts

The following table shows the CLIFF functions that have a keyboard shortcut, and the associated key sequence for the supported web browsers. Note that keyboard shortcuts only work for functions available in the current context, for example the key sequence for creating a new Referral while viewing a list of Logs, or while viewing a closed Log, will not work.

CLIFF Function	Internet Explorer (Windows)	FireFox (Windows)	FireFox (MacOS)
New Log	Alt+N followed by Enter	Shift+Alt+N	Ctrl+N
New Referral	Alt+R followed by Enter	Shift+Alt+R	Ctrl+R
New Batch	Alt+B followed by Enter	Shift+Alt+B	Ctrl+B
Save	Alt+S followed by Enter	Shift+Alt+S	Ctrl+S
Cancel	Alt+X followed by Enter	Shift+Alt+X	Ctrl+X
Print	Alt+P followed by Enter	Shift+Alt+P	Ctrl+P
Log Functions
Search for History	Alt+H followed by Enter	Shift+Alt+H	Ctrl+H
Special Authors	Alt+E followed by Enter	Shift+Alt+E	Ctrl+E
Toggle Duplicate Search	Alt+D followed by Enter	Shift+Alt+D	Ctrl+D
Open first Referral	Alt+0 followed by Enter	Shift+Alt+0	Ctrl+0
Create Referral for Referral # in list (green arrow must be shown in list)	Alt+1 to 9 followed by Enter	Shift+Alt+1 to 9	Ctrl+1 to 9
Automatic Close	Alt+C followed by Enter	Shift+Alt+C	Ctrl+C
Searching
Logs Entered	Alt+G followed by Enter	Shift+Alt+G	Ctrl+G
Referrals Received (In)	Alt+I followed by Enter	Shift+Alt+I	Ctrl+I
Referrals Sent (Out)	Alt+O followed by Enter	Shift+Alt+O	Ctrl+O
Keyword Search	Alt+K followed by Enter	Shift+Alt+K	Ctrl+K
Search for Log	Alt+L followed by Enter	Shift+Alt+L	Ctrl+L
Search for Referrals	Alt+J followed by Enter	Shift+Alt+J	Ctrl+J
Search for Logs and Referrals	Alt+F followed by Enter	Shift+Alt+F	Ctrl+F
Navigation
First	Alt+M followed by Enter	Shift+Alt+M	Ctrl+M
Previous (<))	Alt+, followed by Enter	Shift+Alt+,	Ctrl+,
Next (>)	Alt+. followed by Enter	Shift+Alt+.	Ctrl+.
Last	Alt+/ followed by Enter	Shift+Alt+/	Ctrl+/
Mark All	Alt+A followed by Enter	Shift+Alt+A	Ctrl+A
Un-Mark All	Alt+Z followed by Enter	Shift+Alt+Z	Ctrl+Z

Changing Office

If you have access to more than one office, CLIFF will keep track of your authority to access and modify data in all of your authorized offices regardless of which office you are currently in. In other words, you do not need to switch offices to get access to data entered by other offices. However, any changes you make, or any data you enter, is recorded based on your Current Office. Your Current Office is shown in the Personal Toolbar at the top of the window.

To change your office

Select a different office from the Office drop-down list in the User Toolbar.

User Prefs

The User Preferences allow you to set your defaults and customize some aspects of CLIFF.

To Change Your Preferences

Click on the

button in the Personal Toolbar at the top of the Web Browser window. The user preferences window is displayed.

Set your preferences and defaults as follows:

Automatically display new Log: If on, CLIFF will automatically create a new Log everytime you save a new Log. This is convenient if you are logging several documents at the same time.
Confirm Deletions for Referrals: If on, CLIFF will ask you to confirm the deletion of Referrals.
Do Duplicate Search on new Logs: If on, CLIFF will automatically perform Duplicate Searching when entering new Logs.
Number of Days in Active Period: The Active Period allows you to define the number of calendar days from the current date back for which to display Logs in the Log list. The Date Received is used to determine if a Log is in the Active period.
For example, you may have logs entered for the last year but you only work with the Logs received in the last month. To make your selections more manageable you can define your Active period to be 30 days. Then only the Logs received in the last 30 days will be displayed on list of logs entered. You can still access the other Logs by resetting your Active period or through CLIFF's search functions.
Default Office: If you have access to more than one office, you can define which office you should be in when you log in to CLIFF.
Non-Default Colour: Enter a colour code for the colour you want the Personal Toolbar to change to when you are not in your default Office. The colour code is the same format as the Appearance options. You may also use standard web colour names, for example "yellow".
Default Template: You can define which template, if any, should be your default when you log into CLIFF.
Change Password: You can change your password anytime. Enter your current password, your new password, and to make sure you didn't make a mistake typing your new password, re-enter it as verification. Be sure to note any special attributes required for a password, for example minimum length. Specific requirements will be displayed below password verification. Note: If your installation is using an authentication sever you will not have the option to change your password from CLIFF
Logs: Select the field you want Log lists to be automatically sorted by.
Referrals Sent: Select the field you want Referral Sent lists to be automatically sorted by.
Referrals Received: Select the field you want Referral Received lists to be automatically sorted by.
Customize Lists: Depending on the size of your screen, you may find that you need to scroll the lists of Logs and Referrals either horizontally or vertically to see all the information. To minimize the amount of scrolling, you may configure the amount of information displayed for some fields.
Email initial settings: These are the default settings that are applied to e-mail generation in CLIFF. See E-mail for more information on sending e-mails.

Include Notes - Include notes by default when sending Log information.
Include Referrals - Include Referrals by default when sending Log information.
Include Attachments - Include attachments by default when sending Log information.
Secure (Link to Log) - When sending emails, only send a link to the Log.
Allow access for n calendar/working days - Links to Logs expire after a specified number of days. You may specify your default number of days.
Include CLIFF link - Include a link to CLIFF log in when sending Log information. This setting is ignore if you only email links to Logs.
Blind CC - You can have CLIFF automatically do a Blind CC to you, or your Office.
Delete After Sending - By default, delete sent e-mails from CLIFF.
Automatic Info Notices: Click to enable automatic info notices when field values change. If disabled, you must click the info icon to display the extra info.
Appearance: You may personalize the color of CLIFF's Log and Referral windows using the shown color settings. The colors currently defined are shown as follows:

Log Background - Background color of Log Form
Referral Background - Background color of Referral Form
Data Field Text - Color of text in data fields. Note that CLIFF may over-ride the color to indicate special properties.
Label Text - Color of labels.
Update Field Background - Background color of data fields that you may change.
Readonly Field Background - Background color of data fields that you may NOT change.
Data Field Border - Color of border around a data field.
Menu Text
Tool Bar Background - Background color of data Tool Bar
Tool Bar Border - Border colour of tool bar
User Menu Background - Background color of user menu
User Menu Border - Border colour of user menu
CLIFF Menu Background - Background color of user menu
CLIFF Menu Border - Border colour of user menu

Note that color changes only apply to the Log and Referral forms.

To Set Colors

Click on the color field for the form element to be changed.
Change the color by moving the two selectors on the color wheel. The resulting color and RGB value will dynamically change in the color field as you move the selectors.
Repeat the process for other form elements.
Click Save.

Setting to Default

Click the Set to Default button to reset the form colors to the CLIFF default. You will need to log out and back in for the change to take affect.

Setting to Classic CLIFF colors

Click the Set to Classic button to set the form colors to the colors used in previous versions of CLIFF. You will need to log out and back in for the change to take affect.

Setting to Your Organization's Colors

Click the Set to Org Colors button to set the form colors to the colors defined for your CLIFF organization. You will need to log out and back in for the change to take affect.

License Agreement

Software License Agreement
of
AKTIV Software Corporation

Definitions

“Agency” means either the person or organization that acquires the use of this Product.

"Product" refers to the CLIFF Software, other Software distributed with this license, manual(s) and all other items accompanying this license.

"Software" refers to the computer programs contained in the Product, together with all the codes, techniques, software tools, formats, designs, concepts, methods, and ideas associated with this computer program.

“Instance” refers to an executing copy of the Product.

Terms of Use

This is a legal agreement. By using any part of the Product you agree to become bound by the terms of this License and you acquire no proprietary right to the Product as distributed by AKTIV Software Corporation.

If you do not wish to become bound by the terms of this License, please do not use any part of the Product.

The Product is licensed, not sold, to the Agency by AKTIV Software Corporation for use only under the terms of this License, and AKTIV Software Corporation reserves any rights not expressly granted to the Agency for the use of the Product.

Restrictions

You may not remove, obscure or alter any copyright notice or other proprietary rights related to the Software or Product, including manuals.
You may not sub-license, sell, rent, lend or lease any portion of the Product without written consent from AKTIV Software Corporation.
You may install the Product on as many computers as required but you may not use a CLIFF license number on more than one Instance of the Product at any one time.
You may print electronic versions of manuals in the Product for use by the Agency.

Disclaimer

To the maximum extent permitted by applicable law, AKTIV Software Corporation disclaims all other warranties and conditions, either expressed or implied, including, but not limited to, implied warranties or conditions of merchantability or fitness for a particular purpose, with regard to the software or that the use of this software will not infringe any third party patents, copyrights, trademarks or other rights. As legal rights vary by jurisdiction this disclaimer may not apply to you and you may have other rights. To the maximum extent permitted by applicable law, and under no circumstances, and under no legal theory, tort, contract, or otherwise, will AKTIV Software Corporation be liable to you or any other person for any indirect, special, incidental or consequential damages of any character. Where the exclusion or limitation of incidental or consequential damages is not permitted by applicable law, this limitation and exclusion may not apply.

Choice of Law

This License is governed by the laws of British Columbia, Canada, without reference to conflict of law principles. The Agency, you and AKTIV Software Corporation irrevocably attorn to the jurisdiction of the courts of the Province of British Columbia and further agree to commence any litigation which may arise hereunder in the courts located in the City of Victoria, Province of British Columbia, Canada. If the software was acquired from AKTIV Software Corporation outside Canada or the United States, then local law may apply.

Getting Started

About this Help System

Navigation Path

Navigating the Menus

Previous/Next

Searching

What's New in 5.3

New Features

Enhancements

What's New in 5.2

New features include:

What's New in 5.0

Quick Start

Logging in CLIFF

Administrating CLIFF

Configuring CLIFF

Supporting CLIFF

Log in to CLIFF

To log in to CLIFF

Terminology

The CLIFF Interface

CLIFF Toolbar

Personal Toolbar

Data Toolbar

Data Area

Drop-down Lists

To make a selection in a drop-down list

To dismiss a drop-down list without making a selection

Pop-up Lists

Entering and Modifying Data

Marking Records

To Mark a Single Record

To Un-mark a Single Record

To Mark Several Records at once

Assignment Lists

To Assign Values

To Assign All the Values

To Release Assignments

To Release All Assignments

Printing in CLIFF

Keyboard Shortcuts

Keyboard Shortcuts

Web Browsers

CLIFF Keyboard Shortcuts

Changing Office

To change your office

User Prefs

To Change Your Preferences

To Set Colors

Setting to Default

Setting to Classic CLIFF colors

Setting to Your Organization's Colors

License Agreement

Definitions

Terms of Use

Restrictions

Disclaimer

Choice of Law