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 Create a User Account

1. Choose User Accounts from the Administration menu. The following window is displayed.
   

   
   

CLIFF allows you to schedule reports and other events to run on a regular basis, for example run a report every Sunday night on overdue Referrals.

To Create an Event

1. Choose Events from the Admin menu. A window with current events similar to the following will be displayed. Events high-lighted with red are OFF.
   

   

After you have created a Referral you may want to notify the assigned Office by e-mail. In CLIFF this is as simple as clicking the notify button in the Log's Referral List as shown below.

CLIFF provides the ability to have Response Turnaround reports automatically sent to a central organization. If CLIFF is configured as such for your organization, you will see an additional Report Menu of External Turnaround

To View External Response Turnaround Reports

1. Choose External Turnaround... from the report Menu.

To View Reports

1. Choose Response Turnaround... from the Report Menu. A list similar to the following will be displayed.

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

• Summary Field - the pivotal field for which the reports are to be generated. This can be "Addressed To", "Topic", or any other category for which you want to report turnaround times on.
• Sign Date Field - the total response time is calculated using the Log's Received Date and the Date the response was signed or sent.
  

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

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

Referrals with a Due Date are automatically assigned a State to show if they are Active in an Office or Pending the action of another Office. Active Referrals become Pending when they are forwarded to another Office. CLIFF tracks how many days a Referral is Active.

To Generate a Report of Active Days for Referrals

1. Choose Active Days from the Report menu.
   CLIFF displays the following window.