Updated 5.3

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.

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:

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.

When response turnaround times are calculated in the Log, CLIFF checks to see if this is a summary value (i.e. Addressed To) that is being reported on. If a report for the reporting period associated with the Log does not exist, CLIFF will automatically create it. The reporting period is selected based on the Signed date.

To View Reports

The Response Turnaround report summarizes the turnaround time for preparing a response for a selection of Logs. The selection is based on the reporting period which may be monthly, quarterly or annual. The report is broken down by response type within a specified category or summary field. The following example shows a monthly report for correspondence "addressed to" Minister, broken down by Response Type. Logs that have an Interim response are reported separately. The report lists:

• Number of Logs per Response Type
  

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.
   

   

E-mails that are saved for sending later, or have been sent but marked not to be deleted, can be accessed through the E-mail queue.

To view your e-mail queue

1. Click the button in the CLIFF tool bar. The following window is displayed:

   

CLIFF can automatically generate an e-mail with the information from one or more Logs. This is done by clicking the button in the List Tool bar.

To create an E-mail Log Report

1. Click the button in the Log List window. The following window will be displayed:
   

   

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.