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.
