Logs

The primary data element in CLIFF is a Log. All other data items -- Referrals, Images, Embedded Documents, Responses, etc. -- are all linked to the Log. In the Log you store information about the item you are tracking, what action is to be taken, when it is due, etc.

Log Toolbar

The Log Toolbar is displayed across the top of a Log and contains various icons and information depending upon the state of the Log and your access privileges. The following Toolbar is typical for a new Log:

This toolbar is typical for an existing Log:

where:

Icon	Function
	Accept - Save changes to Log.
	Cancel - Exit Log without saving changes.
	Create a new "root" level Referral.
	Duplicate Log. (Version 5.2)
	Print the Log.
	Search for history
	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.
	Enable/Disable duplicate searching
	View or create Attachments for Log. The number of attachments stored for the Log is displayed.
	View or add Log notes; View Referral notes; View cross-reference information; View or add other Authors for Log; View Audit trail for Log.
	Share Log with other offices.
	Log is shared with other offices.
	Search for Special Author.
	Delete Log.

Creating Logs

To Create a New Log

Click on the

button in the CLIFF Toolbar. The Log input form is displayed with the Log Toolbar across the top of the form. If you are using Log Templates some of the data fields may already be completed for you.

Enter your tracking information into the appropriate data fields. Navigate through the fields using Tab, to move forward, and Shift-Tab, to move backwards. The normal Tab order is Date Written, Date Received, First Name, Last Name, followed by the address fields and other CLIFF data fields. The Salutation field is intentionally skipped in the Tab sequence.

Some data fields require further explanation:

Date Received:

Name and Address: Use address templates to automatically enter name and address information.

Closed: Once you enter a date in this field, the Log is considered closed. Depending upon your implementation of CLIFF you may have a grace period in which you can remove the date closed. When the grace period expires you cannot change any of the data items that are in the Log, or are associated with the Log, without the help of your CLIFF administrator. You cannot enter a closed date if there are open Referrals for the Log.

Confidential: If Confidential is on, no other Office will be able to view the Log unless the Log has been referred to with their Office.

Depending on your configuration of CLIFF some data fields may invoke special handling as follows:

Mandatory fields: Your configuration of CLIFF may specify certain fields as being mandatory. CLIFF will generate an error message if you do not enter data into the mandatory fields. The Date Received is always mandatory.
Last Name: Can automatically converted to all upper case letters.
Duplicate Check: CLIFF automatically checks to see if this Log has previously been entered.
Search for Special Authors: CLIFF warns you if this is a special author.
Optional Postal Code lookup: CLIFF will look up the PostalCode for the entered address. Depending upon your implementation of Postal Codes, one or more of the user defined pop-up fields may be populated based on the Postal Code. Note that this also works if you manually enter the Postal Code.

Click

on the Toolbar to save the Log or click

on the Toolbar to cancel it.
Clicking any of the Log Navigation buttons

will also save changes to a Log.

Listing Logs Entered

When you search for Logs in CLIFF the resulting selection of Logs is always presented as a list of Logs as shown in the following example:

Special types of Logs are colour coded as shown below:

In addition to Log information the list also shows: if a Log has attachments (), if it has a Due Date, and how many days until the Action is due (), or over due ().

From the list you may:

Open a Log by clicking the Log ID in the list

Perform any of the functions available in the Log Toolbar

CLIFF provides the following standard searches for displaying Logs entered by your office:

Modifying a Log

Do you have access to the Log?

If the data fields in the Log form are grey and you cannot enter data into the fields then you do not have sufficient authority to update the Log. You may, however, still have access to Referrals. There are several reasons why you may not be able to update a Log:

The Log is Closed - Logs can be modified until they are closed, after which you may only view the contents of the Log. CLIFF allows a grace period to be assigned for closed Logs so that even if the Log is closed you can still modify it in the next few days. Your CLIFF Administrator can tell you what the grace period is for your copy of CLIFF.

The Log is Locked - If someone else is currently updating the Log a message will be displayed at the top of the Log with the person's username. For example:

You don't have access - Only the Office that created the Log may update it. If you don't have access to the Office that created the Log, you can not update it. Depending on your CLIFF configuration, you may be granted access to the Log by having a Referral created for your Office.

To modify a Log

Open the Log.
Make the required changes.
Click on the Toolbar to save the Log or click on the Toolbar to cancel.

Duplicate Log

Duplicate Log allows you to create a new Log with the same content of the Log you are currently viewing. For example if you have a Log that deals with two subjects, or issues, and should really be split into two Logs for easier tracking, Duplicate Log will help you do that.

To Duplicate a Log

Open the Log you want to duplicate.
Click the icon in the Log Tool Bar. A duplicate Log is created with the following changes:
- Your currently selected Office is assigned to the Log.
- Entered by is set to your account.
- The Due date is recalculated
- The Closed Date is removed.
- Batch Members will remain as batch members.
- The Referrals and attachments of the original Log are not copied over.
Note: If you have a template selected, template fields will be applied to blank Log fields. The Template will not replace existing Log information.
Make changes as required.
Save Log.

Deleting Logs

If the button is in the Toolbar you can delete Logs from the CLIFF database. Doing so removes all the information for the Logs as well as their associated Referrals.

CAUTION! Once Logs have been deleted, they cannot be restored.

To delete Logs

Display the list of Logs to be deleted.

Select the Logs you want to delete. If you select a Batch Header the Batch Header, and all its Batch Members, will be deleted.

Click the

button in the Toolbar. CLIFF asks you to confirm the deletion.

Click OK to complete the deletion.

Closing Logs

Logs are considered open works-in-progress until you enter a Closed Date. By closing a Log you are indicating that you have finished with that Log and no further action is required. This means that all the Referrals must be completed before the Log is closed.

To Close a Log

Open the Log you want closed.
If there are open Referrals, complete each one by entering a completion date.
Enter the Close Date in the Log.
Click on the Log Toolbar to save the Log or click on the Log Toolbar to cancel.

Also see Automatic Closing of Logs.

Automatic Closing of Logs

You may close a selection of Logs automatically. Automatic Close will scan the Referrals in the selected Logs and complete all the Open Referrals which have no Due Date or are Active in your Office. Automatic Close will not complete Active Referrals in Offices you do not have access to. When all the Referrals for the Log are completed the Close Date is entered in the Log. Automatic Close will not close individually selected Batch Members, but any Batch Headers in the selection will be closed along with their associated Batch members.

To Close a Selection of Logs

Create a selection of Logs to be closed.

TIP: Use the list option Logs that are Eligible for Completion to find Logs that are ready to be closed.

Click on the Automatic Close button

in the Toolbar. The following window will be displayed:

Choose the appropriate selection to close.

Enter the Close Date to be applied.

From the drop-down list, choose how you Batch members updated when closing Batch Headers.

Click Close Logs.

Duplicate Searching

It is easy for correspondence to be logged twice by accident. For example, a letter that was both faxed and mailed to your office may accidentally be logged twice. CLIFF helps to eliminate this problem.

When you create a new Log CLIFF automatically searches for any Logs with the same Last Name, first letter of First Name, and Date Written. If there is a Company Name entered instead of the Last Name, CLIFF uses the Company Name for the search. If CLIFF finds any matching Logs, the search criteria used and the result of the search, is displayed at the bottom of the Log. You may view the found Logs by clicking on their Log ID to verify if they actually are duplicates.

The search interface used by Duplicate Checking is the same as Search by History. All features of the Search for History interface are also available for duplicate searching.
Note:If you use the Include function, the information will not appear in the Log Notes until the Log is saved.

To disable Duplicate Checking

You may disable Duplicate checking through the User Preferences.

To Skip Duplicate Checking for a Log

Click the Dup Search checkbox in the Log Toolbar.

To Automatically Skip Duplicate Checking

If you want to automatically disable Duplicate Checking for specific Last Names, for example 'UNKNOWN', then add the Last Names to the Duplicate Searching table.

Search for Special Authors

Some correspondence may require special handling depending on who wrote or submitted them. CLIFF makes keeping track of these ‘Special Authors’ easy. Any number of Special Authors may be added to CLIFF, and each can be designated with one or both of two custom checkboxes. Special Authors may be defined through Table Maintenance.

When you are creating a new Log CLIFF automatically searches for a match in the Special Authors table. The search is based on:

the initial of the author’s First Name

the author’s Last Name

the City of the author’s address

If CLIFF finds a match in the Special Author table, a window is displayed showing the found author(s):

If one or more authors are found click on the author name line to select the one you want.

You may alter the criteria and repeat the search if necessary.

If you do not want to update the Log, simply close the window.

By clicking on the icon in the Log Toolbar you can perform a search for Special Authors anytime a Log is open .

NOTE:The Special Authors feature is optional; if there are no entries in the Special Authors table, CLIFF will not search for a match.

Postal Code Lookup

Postal Code lookup is an optional feature in CLIFF and may not be implemented in your copy.
When creating or modifying a Log CLIFF monitors the following fields to see if sufficient information, to perform a postal code lookup, has been entered:

Address (first line)

Address (second line)

City

Province/State

CLIFF will not attempt to do a postal code lookup until it has the City and Province/State. If more than one postal code is found for the city and Province/State, then CLIFF will use the other address information to refine the search. If CLIFF is unable to locate a single postal code, a “?” is entered in the postal code field.

If a postal code is not found there may be several reasons -- it is an invalid address; postal code data for that address is not available to CLIFF or, CLIFF is unable to parse the address information. CLIFF takes the address information you have provided and parses it into the following components:

Unit Designator (i.e. Suite, Apartment, Unit.)

Unit Number

Address (i.e. house number)

Address Suffix

Street name

Street type (i.e. Place, Way.)

Street direction (i.e. West, East.)

Mode of Delivery (i.e. Postal Box, Rural Route.)

Mode Identifier (i.e. Box Number)

Installation Type (i.e. Post Office)

Installation Code

City

Province

You may view how CLIFF has parsed the address by clicking the popup icon

beside the Postal Code field. CLIFF will display the following window with the above fields:

If it appears that CLIFF has incorrectly parsed the address, make the changes in this window and click Do Lookup to perform another search. If you want to save the changes you made, click Save to Log.

NOTE: If a street address and a Canada Post Mode of Delivery is entered, CLIFF will first try to find a postal code for the specified Mode of Delivery. If a Postal Code is not found, CLIFF will then try to find a Postal Code for the street address.
NOTE: The pop-up fields contain the official Canada Post descriptions and abbreviations. Selecting a data item from a list will enter the full description in the field but only enter the abbreviation in the Log. Canada Post coding standards require the use of abbreviations.

Things to look for when trying to resolve parsing errors:

There should be no punctuation in any of the fields unless it is part of the name. Example: 'St. Johns'.

When CLIFF parses the address it looks for Canada Post standard names and abbreviations for street type and street direction. If it does not find any, it assumes that all the information is part of the street name. For example, 'Howard Streets' would not have 'Streets' parsed out because it is not a standard name.

Ensure that correct street names are used. For example '8 Ave' will not be found if the correct name is '8th Ave'. If you have '8th', try '8' or vice versa.

If you are trying to resolve a Post Office box, and a Station name has not been specified, try entering 'Main Stn' for the Installation Code.

If everything looks correct but a postal code is not found, try:

Stripping out information such as street type and direction. These fields are only needed if there are duplicate street names like 'Main St' and 'Main Ave'.
Make sure there is no punctuation.
Try alternate city names, Victoria instead of Saanichton, for example.

Reformatting Address

Canada Post provides guidelines for the formatting of addresses. In the Postal Code lookup window, CLIFF displays the address as you entered it and how it should be formatted to meet Canada Post guidelines.

If you want CLIFF to apply the reformatted address to your Log, click Apply Format to Log. Canada Post also recommends that addresses are capitalized. You may do this by clicking the Convert to Upper Case button before Apply Format to Log.

Multiple Authors

If you are logging correspondence that has multiple authors, and you want to keep track of each author, you may add the additional authors in the Log. A Log contains multiple Authors has the number of additional authors entered as a count beside the author button .

To Add Additional Authors to a Log

Click the

button beside the First Name field. If this is the first additional author the author input screen will be displayed:

If there are already additional authors entered a list of authors will be displayed:

If a list of authors is displayed; click New Author in the top right hand corner to add an Additional Author.

Enter the information you want to record.

Click Save. The list of Additional Authors is displayed.

To Change an Additional Author

Click the

button beside the First Name field.

Click on the Author you want to change in the list of Additional Authors. The Additional Author window is displayed.

Make Changes as appropriate.

Click Save. The list of Additional Authors is displayed.

To Delete an Additional Author

Click the

button beside the First Name field.

In the list of Additional Authors, click on the Author to delete. The Additional Author window is displayed.

Click Delete. The list of Additional Authors is displayed.

Information Tags

The Log Type, Log Action, and the User Defined fields usually require a selection from a pop-up list. Most organizations endeavour to enter options that are self explanatory but often what is obvious to one person, is obscure to another. CLIFF therefore allows you to associate additional information with one or more options in these fields.

Data fields that have information associated with them will be marked with as shown in the following example.

The associated information may be viewed by clicking the button. The information will be displayed in the Referral area as shown in the following example. If there are Referrals for the Log, a Referrals tab will be shown allowing navigation back to the Referrals.

See Information Tags to define information for data fields.

Log Notes

The Notes drop down menu in the Log Toolbar provides access to notes and audit logs as follows:

Log Notes - notes that you enter.
Referral Notes - a compilation of all the Referral notes in the Referrals for the Log
Audit Log
Cross Reference
Attachment Log

Adding Notes to a Log

At times you may want to add notes, or comments to a Log. CLIFF provides the Notes window for this purpose.

To Enter Notes in a Log

Open the Log.

Select Log Notes from the Notes drop-down list in the Log Toolbar. CLIFF displays the Notes window:

Enter your Notes in the window. You may date stamp your notes by clicking the

before entering your notes.

Click Save to save your notes.

Referral Notes

This allows you to view all the referral messages, for a selected log, in one window.

To View Referral Notes

Open the Log.
Select Referral Notes from the Notes drop-down list in the Log Toolbar. CLIFF displays the following window:

Address Templates

You can maintain an address database in CLIFF so you can quickly enter frequently used addresses into Logs.

Adding an Address

An address from a Log can quickly be added to the Address database without re-typing the address.

To Add an Address from a Log

Click on the

icon by the Last Name field in the Log form. The address information from the Log will be automatically entered into the Address database.

Selecting an Address

To Select an Address for a Log by Last Name

In the Log input window, position the cursor in the Last Name field.

Enter the character ">" (without quotes) followed by one or more characters of the Last Name you are searching for. For example ">and" to search for names starting with "and".

Press Tab. If the entered characters uniquely identify an address it is automatically entered into the Log. If there is more than one Address, CLIFF displays a window of available address templates sorted by Last Name. You may navigate the list the same way you would navigate a pop-up list. Click on the Address to enter and click Select.

To Select an Address for a Log by Company Name

In the Log input window, position the cursor in the Company field.
Enter the character ">" (without quotes) followed by one or more characters of the company you are searching for. For example ">ak" to search for company names starting with "ak".
Press Tab. If the entered characters uniquely identify an address it is automatically entered into the Log. If there is more than one Address CLIFF displays a window of available address templates sorted by Company Name. You may navigate the list the same way you would navigate a pop-up list. Click on the Address to enter and click Select.

Update Address Templates

The easiest way to create an Address Template is from a Log that already contains the name and address. See Adding an Address.

To Update or Create an Address Template

Choose Address Lists from the Administration menu. CLIFF displays the Address Templates window.

Existing Templates are displayed in the scrolling list. If only a few Templates have been defined they will all be displayed. However, if there is a large number of Templates defined, CLIFF will automatically subset them by the first character of the current sort field (Last Name or Company). You may select other subsets by clicking on the alphabetic character in the header or click ALL to see all the templates.
The office that created/owns the Template is shown in the right column. If you have access to several offices you will see their Templates. Templates that are available to all offices will have 'Shared' in the Owned By column.

Click on New Address to create a new template. The Template input screen is displayed:

If you want to restrict access to the Template to a single Office, enter the Office Name. Otherwise leave Shared selected.

Enter the name and address

Click Save to save the Template.

Log Templates

Templates are used to automatically enter pre-defined information into a new Log or a new Referral. Templates can simplify the entry of information into new Logs and Referrals. For example, if there is information you always enter into a new Log you can create a template to automatically do this for you.

Templates may be shared with other offices or kept private for your office. When you Log in to CLIFF templates that become available to you are those that are shared or created by your Current Office. Note that even though you may have update access to other offices, their Templates will not become available to you until you switch to their office. This is to allow offices to have Templates with the same name, for example "New Log".

Selecting Log Template

The Log Templates available for you to use are displayed in a drop-down list in the User Toolbar at the top of the window.

To Select a Template

Click on the drop-down list and choose the Template you want to use.

To Stop Using a Template

Click on the drop-down list and choose 'None'.

Setting Your Default Template

You can have CLIFF automatically invoke a template for you when you Log in to CLIFF. This is done through your User Preferences.

To Set Your Default Template

Open your User Preferences.

Select a Template from the Default Template drop-down list.

Click Save.

To Remove Your Default Template

Open your User Preferences.
Select 'None' from the Default Template drop-down list.
Click Save.

Creating a Log Template

To Create a Log Template

Choose Templates from the Administration menu. CLIFF displays the Templates window.

Existing Templates will be displayed in the scrolling list. If only a few Templates have been defined they will all be displayed. However if there is a large number of Templates defined, CLIFF will automatically subset them by the first character of the current sort field (Label, Last Name, or Company). You may select other subsets by clicking on the alphabetic character in the header or click ALL to see all the templates.
The office that created/owns the Template is shown in the right column. If you have access to several offices you will also see their Templates. Templates that are available to all offices will have 'Shared' in the Owned By column.

Click on New Template to create a new template. The Template input screen is displayed.

Enter the Label of the template. The label distinguishes the new template from other templates you create. Give it a meaningful name that lets you identify it quickly. Note that the name must be unique for all Offices.
If you want to restrict access to the Template to a single Office, enter the Office Name. Otherwise leave Shared selected.

Specify the default values. Enter default values that should be entered automatically every time a new Log is created.
NOTE:Template information for Referrals will only be entered when a Referral is created.

Click on Save to save the Template.

Log Sharing

Depending on the security configuration of CLIFF in your organization, you may not have access to viewing or updating Logs in another offices. An office can provide access to a Log by sharing it with other offices.
Logs that are not shared will show the button in the Log Toolbar. Logs that have been shared will show the button.

NOTE: You may also gain access to a Log by being on the Log's Referral list.
NOTE: You may also configure CLIFF to automatically share new Logs in one or more offices.

To share a log with another office:

Open the Log to be shared.

Click on the Shared button

in the Log Toolbar.
A window is displayed showing all the offices defined in CLIFF:

Assign the Shared Office(s) using the assignment buttons.

Click Save.

To un-share a Log

Open the Log.
Click on the Shared button in the Log Toolbar.
Remove Shared Office(s) using the assignment buttons.
Click Save.

Attachments

CLIFF makes it easy to generate and store attachments for a Log that can be called up quickly by any office that has access to it.

You can attach almost any file to a CLIFF Log by importing it. In addition, CLIFF provides additional support for generating text documents.

Text Responses

Responses may be created using a simple text editor. The text editor provides simple word processing functions such as word-wrap but does not provide formatting tools such as bold and underline.

Creating a Text Response

Open the Log if not already open.

From the Attachments drop down menu in the Log Toolbar, choose New Text Document. The following window is displayed:

Note that a default title is automatically entered. You may change the title as required.

Enter your response in the text field.

Click Save to save your response with the Log.

Importing Attachments

Almost any file can be imported as an attachment. CLIFF will try to determine the file type based on content or the file type in the name, for example picture.jpg would be assumed to be an image in JPG format.

NOTE: The size of attachments you can import may be restricted.

To import an attachment into a Log

Open the Log if not already open.
Choose Import... from the Attachment drop down menu in the Log Tool Bar, or if you have the Attachments window open, you may click Import at the top. The following window is displayed:
Enter a Title for the attachment. If you are allowing this attachment to be emailed you must ensure that the following characters are not included in the Title: / : ? < > \ * ^ "
CLIFF has functions that allow Log information and Attachments to be sent or emailed to other CLIFF organizations. If you do not want this attachment to be included, uncheck this option.
Click the Browse button and navigate to the file you wish to import.
Select the file and click Open in the file dialog window. The file path will be displayed in the File Name field.
NOTE: If the file you are trying to import is larger than the maximum size that will be accepted, the import will fail.
Click Import to load the file into CLIFF.
When loaded, the Attachment List for the Log will be displayed.

Viewing Attachments

If a Log has attachments associated with it the Attachments Menu in the Log Toolbar it will display the number of attachments:

To see the Attachments for a Log:

Choose View Attachments from the Attachments drop-down list in the Log Toolbar. A window, similar to the following, will be displayed showing all the attachments:

Clicking the title will open or download the attachment depending on its type as follows:

Document - The document will be downloaded to your workstation. Depending upon the settings in your web browser and/or computer the document may open in its native application.
Image - Will open in a new Web Browser Window. Note that you may view all the images at the same time by clicking View All Images.
PDF - Will be downloaded to your workstation.
Text File - Will be open in a CLIFF text window.

Deleting Attachments

Attachments are deleted through the Attachment List window.

To Delete an Attachment

Open the Log if not already open.
Select View Attachments from the Attachment drop down menu.

Click the Delete button

beside the Attachment you want to delete.

Log Exchange

The Log Exchange feature of CLIFF provides an interface between your CLIFF database and other CLIFF databases allowing you to create and send Referrals to other databases. Each "external" Referral you create sends a copy of your Log and its attachments to the other database. If the receiving CLIFF database accepts the Referral, a new Log with your Referral is created in their database. When they complete their Referral and close the Log, your Referral is automatically updated.

In addition, if you have a section on your web site where you invite people to submit questions, report problems, send comments, or other information, this can all be captured and submitted to CLIFF for creating Logs through the Log Exchange function.

All external Referrals, or Logs received by CLIFF, go into a holding area where they can be examined before being accepted into your database.

Exchanging Referrals

The behaviour of external Referrals is similar to normal Referrals, because they appear in your Referrals Sent and Received lists, and you act on them as you would with any other Referral. The main difference is that completed Referrals are not flagged as completed in the originating organization until the receiving office closes the Log. This provides the receiving office with more flexibility in handling the Referral before responding to the originator of the external Referral.

An external Log/Referral closed by a receiving office may be re-opened if the originating office re-opens a completed Referral or sends a new Referral. A new Log will not be created.

Web Forms

There are no Referrals associated with Logs received from a MailTo form.

Creating External Referral

Sending a Referral to another CLIFF database is as simple as sending a Referral to an Office in your own database.

To Create External Referral

Create a new Referral
From the list of Offices choose the external Organization (database) you wish to send the Referral to. External Organizations will have a prefix of "X:" to mark it as an eXternal Organization. If there are no External Organizations in your Office list then your instance of CLIFF has not been configured to exchange Logs with other databases.
Choose the appropriate Referral action. Note that external Referrals will allow you to set the Referral Due Date past the Log due date.
Save the Referral. The saving process may take a few seconds while CLIFF communicates with the other database. CLIFF sends the Log, Referral, and attachments to the other database and waits for confirmation. If CLIFF saves the Referral, it is a confirmation that the external Referral was successfully sent.

Some things to note about external Referrals

You cannot send an external Referral for Batch Headers.
If you send an external Referral for a Batch member, CLIFF converts it to a normal Log when it sends it to the external Organization.
Log Notes are only sent if the Application Preference is set to include them.
Only Attachments that have been marked as "Allow this attachment to be sent to other CLIFF organizations" will be included.

Receiving External Referral

Updated in Version 5.2

Referrals received from other CLIFF organizations go into a holding area where you may examine them before accepting them into your CLIFF database. When CLIFF detects that a new external Referral has arrived, it sends a message to all the CLIFF users that have access to processing external Referrals.

The message is just an alert that a Referral has arrived. It does not mean the Referral has been moved to your CLIFF database. The message will disappear when you accept the Referral, or after three days.

To View External Referrals Not Yet Accepted

Choose Log Exchange from the Administration menu. The following window is displayed:

To View an External Referral

Open the Log Exchange window if not already open.

Click the external Referral to be examined. The Log and Referral information will be displayed, similar to the following. If a template is assigned to external Referrals it will be applied. The Log data is shown in the familiar Log format but all other information including the Referral, attachments, and additional authors is shown as notes at the bottom.

If you want to accept the external Referral and add the Log information to your CLIFF database, simply click

in the Toolbar. The Log will be moved, from the holding area, to your database and be assigned a new Log ID. A Referral will be created and any attachments, and other information will automatically be added to the new Log.

The external Referral is removed from the Log Exchange area.

The Log ID of the originating organization will be shown beside your Log ID like the sample below. The Referral will appear in your Referrals Received list.

To Reject or Delete an External Referral

Open the Log Exchange window if not already open.

Click the

button to delete the exchange record.

Receiving Web Form

Updated in Version 5.2

Web form submissions from your web site go into a holding area where you may examine them before creating Logs. When CLIFF detects that a new web form has arrived, it sends a message to all the CLIFF users that have access to Log Exchange.

The message is just an alert that a web form has arrived. It does not mean a Log has been created in your CLIFF database. The message will disappear when you accept the web form, or after three days.

To View Web Forms Not Yet Accepted

Choose Log Exchange from the Administration menu. The following window is displayed:

To View a Web Form

Open the Log Exchange window if not already open.

Click the web form to be examined. The Log information will be displayed, similar to the following. If a template is assigned to web forms it will be applied. The Log data is shown in the familiar Log format. All other information including the Referral, attachments, and additional authors is shown as notes at the bottom.

If you want to accept the web form and add the Log information to your CLIFF database, simply click

in the Toolbar. The Log will be moved from the holding area to your database and be assigned a new Log ID. Any attachments, and other information will automatically be added to the new Log.

The web form is removed from the Log Exchange area.

To Reject or Delete a Web Form

Open the Log Exchange window if not already open.

Click the

button to delete the exchange record.

Receiving Email Web Form

Log Exchange received by Email is processed the same as for a Web Form. The only difference is that an Email Web Form will only extract the following information from the Email:

email address of sender

name of sender if supplied. If not, the email address is entered as the Last Name

date written

subject

message - stored as an attachment in the Log. Only the plain text version of the email is extracted. If there is an html version of the message, it is ignored.

The complete email is saved as an attachment of Type "EML" which can be opened by most email programs. This will give you access to any attachments embedded in the email.

Log Exchange Template

Updated in Version 5.2

When external Logs are accepted from another CLIFF database, or a MailTo form, you may apply default data values to the Log by using a template. Different templates may be defined for external Logs and MailTo forms. See Templates for more information on creating Templates, and Log Exchange Preferences to assign the template for Log Exchange.