Batch Type

Batch types allow you to set up different types of batches, for example petition, survey, and so on. See Table Maintenance for help on maintaining the Batch Types.

Duplicate Search

When entering Logs, CLIFF automatically searches for duplicates. However if you Log correspondence for which there is no Last Name and you enter a standard keyword, for example 'UNKNOWN', you do not want CLIFF to search the database for duplicates of this type of Log. To stop CLIFF searching for duplicates, enter the keyword(s) you use for these type of Logs in the Duplicate Search table.

See Table Maintenance for help on maintaining the Duplicate Search table.

Email Distribution Lists

If you frequently find yourself sending emails to the same users, you can simplify your work by creating Email Distribution lists.

To create an Email Distribution List

1. Choose Emal Distribution Lists in the Table Maintenance Menu. The following window is displayed.
   

   

2. Click Add to create a new distribution list. The following window is displayed.
   

   

3. Enter the name of your list.
4. Select user's email addresses in the left column that should be included in the list.
5. Click the button to move the email addresses to the right column.
6. Click Save to save the list. The List of distribution lists will be redisplayed.
7. Click Done to close the window of distribution lists.

To modify an Email Distribution List

1. Choose Email Distribution Lists in the Table Maintenance Menu.
2. Click on the distribution list to modify.
3. Click Change to display the distribution list.
4. Make changes as required.
5. Click Save to save the list.
6. Click Done to close the window of distribution lists.

To delete an Email Distribution List

1. Choose Email Distribution Lists in the Table Maintenance Menu.
2. Click on the distribution list to delete.
3. Click on Delete.
4. Click Done.

File Number

You may assign file numbers to Logs and Referrals as a reference to your paper files. Creating a table of file numbers makes it handy for entering file numbers that are frequently used. See Table Maintenance for help on maintaining the File Numbers.

Groups

Offices may be organized into Groups for reporting purposes. Groups may equate to Divisions in your organization where each Division may have multiple offices. A group may be comprised of several offices, but an office can only belong to a single group. See Table Maintenance for general help on maintaining Groups. The following provides additional help specific to Groups.

Group Data Fields
Group Name: name of group
Title: optional title or description of group.
Offices in Group: Assign Offices to the group. Only offices that have not been assigned to a Group are shown in the Available Offices list. An office cannot be assigned to more than one Group.
See About Table Maintenance for changing the Groups Table

Information Tags

Information tags provide additional information about data elements in pop-up fields. See Table Maintenance for general help on maintaining the Information Tags. The following provides additional help specific to Information Tags.

NOTE: Information Tags for a field must be activated in the Application Preferences before becoming available in the Log form.

To Add or Update an Information Tag

1. Select, or add a new Information Tag as described in Table Maintenance to present the following form.

   

2. In the input form, complete the fields as follows:
   
   • Table - select the pop-up table the Information tag is for.
   • Entry - enter the data value that will trigger the message. If it's an existing data value you may select it from the Values drop-down list.
   • Info - the information to be displayed when the data value is selected. Note that you may use html tags in the text.
3. Click Save.
4. If you have not already done so, activate the Information Tags for the field in the Application Preferences.

Log Action

Each Log may be assigned an Action and an associated Due Date. The Log Action is assigned through the Log Action Table.See Table Maintenance for general help on maintaining Log Actions. The following provides additional help specific to Log Actions.

Data Fields
Log Action – Enter a unique name for the action;
Due in Days – if a Due Date is to be automatically generated, enter the number of days allowed for the action.
See About Table Maintenance for changing the Batch Type Table

Log Type

Log Types allow you to classify your Logs, for example correspondence, meeting request, and so on.

See Table Maintenance for help on maintaining the Log Types.

Noise Words

CLIFF automatically generates keywords for the following data fields:

Office

Offices are the primary organizational component in CLIFF and are used to establish ownership of Logs; and create Referrals. For more information about offices see Configuring Offices. See Table Maintenance for general help on maintaining Offices. The following provides additional help specific to Offices.

The following is office form for adding and changing office attributes. Note that an office cannot be deleted if it has been assigned to a Log or Referral.

Data Fields

Name

Enter a unique name for the Office. If this is an existing office and you change its name, all Logs and Referrals that contain that name will be automatically updated with the new name. Note: You may not change the Office Name if there are other users currently logged in to CLIFF. If other users are currently logged in, CLIFF will change the office name to read-only.

Group

Select a group from the pop-up. This is an optional entry and only necessary if your organization is using Groups.

This Office is now obsolete

If an office is no longer used but you cannot delete it because it is used in historical Logs or Referrals, make it obsolete. This removes it from all pop-up lists and prevents it from being assigned to new Logs or Referrals.

Merging Office

To merge an office with another office, click this check box and enter the "TO" office name in the name field. This will merge all Logs, Referrals, Templates, User Accounts, Distribution Lists, and Reports from this Office to the specified "To" Office. Warning: This merge is permanent. It is recommended that you have your database backed up before merging offices.

New Logs created by this Office default to confidential

Any Logs created by this Office are automatically made confidential.

Users for Office

Assign User Account(s) to the office by clicking on one or more accounts in the available list and clicking on the button.

Address and Contact information

This is optional.

E-mail

The e-mail address where e-mail reports should be sent to. This is a required field if e-mail reports are to be sent from this office.

CC

Additional e-mail addresses for reports.

Shared Offices

If you want Logs created by this office to be automatically shared with other offices, Assign the offices as required. Note that only new Logs will be automatically shared. Logs that are imported or moved from another office will not be automatically shared. Instead of automatic sharing you may want to give users in other offices access to this office.

Office Distribution Lists

If you frequently find yourself creating Referrals to the same group of offices, you can simplify your work by creating distribution lists.

To create an Office Distribution List

1. Choose Office Distribution Lists in the Table Maintenance Menu. The following window is displayed.
   

   

2. Click Add to create a new distribution list. The following window is displayed.
   

   

3. Enter the name of your list.
4. If this distribution list is to be shared with other offices, click the Shared List checkbox. If you don’t click the Shared List, only users in your office will see the distribution list.
5. Select Offices in the left column that should be included in the list.
6. Click the button to move the Offices to the right column.
7. Click Save to save the list. The List of distribution lists will be redisplayed.
8. Click Done to close the window of distribution lists.

To modify an Office Distribution List

1. Choose Office Distribution Lists in the Table Maintenance Menu.
2. Click on the distribution list to modify.
3. Click Change to display the distribution list.
4. Make changes as required.
5. Click Save to save the list.
6. Click Done to close the window of distribution lists.

To delete an Office Distribution List

1. Choose Distribution Lists in the Table Maintenance Menu.
2. Click on the distribution list to delete.
3. Click on Delete.
4. Click Done.

Referral Action

 When a Referral is created, an Action must be entered. The Referral Action is assigned through the Referral Action Table. 

Data Fields
Referral Action – Enter a unique name for the action.
Due in – if a Due Date is to be automatically generated, enter the number of days allowed for the action.
 See About Table Maintenance for changing the Referral Action Table

Referral Status

When creating and completing Referrals, CLIFF will assign standard status values. You may assign your own status values using the Referral Status tables, for example who in your Office that is working on a Referral.

See Table Maintenance for help on maintaining the Referral Status.

Salutation

The salutation or title to be assigned to a person.

See Table Maintenance for help on maintaining the Salutations.

Sign By

Typically this is the person who signed the response.

See Table Maintenance for help on maintaining the Sign Bys.

Special Author

If you want CLIFF to watch for "Special Authors" when creating Logs define the authors in the Special Author table. See Searching for Special Authors. See Table Maintenance for general help on maintaining the Special Authors. The following provides additional help specific to Special Authors.

Data Fields
First Name – Enter the Author’s first name;
Last Name – Enter the Author’s last name;
City – Enter the Author’s city;
Checkboxes – Click the check boxes that should selected in the Log if the author is a Special Author.
See About Table Maintenance for changing the Special Author Table

User Defined Pop-up Fields

The eight user defined text fields each have an associated table. The label you assign to each of the fields in the Application Preferences is the name used in Table maintenance.

See Table Maintenance for help on maintaining the data lists for user-defined fields.

NOTE: If any of the fields are automatically populated by the postal code lookup function, you will not be allowed to Add or Delete entries in the associated table(s).