Access Tools to Edit Contact Form Versions

1. Contact Form Version Editing Page: this page is where you edit the custom fields you've created in the selected Contact Form Version, and where you configure the settings for each field. Here is where you manage the Categories (topics), Groups (questions), and Items/Fields (answers), and all settings associated with each.  For more information on these settings, see the article titled 'Create, Edit Delete Contact Form Categories, Groups or Fields'.
2. Contact Form Version Overall Settings: this page is where you edit the settings related to the overall functionality of the selected Contact Form Version. For more information on these settings, see the article titled 'Overall Settings for Contact Forms'.
3. Admin Tools - Contacts & Profiles tab: additional settings related to the way all Contact Form Versions in your system operate are accessed from the left side menu in the Admin Tools section on the Contacts & Profiles tab. The settings on this page should be reviewed and configured first, as the settings found on this page override the settings found on the other pages.  For more information on these settings, continue reading this article.
   

1. Click 'Admin Tools' from the left side menu
   
2. Click the 'Contacts & Profiles' tab at the top of the page
   
3. From the drop-down menu next to the 'Save all settings' button at the top of the page, choose 'Show all settings'
   

Contact Form and Record Settings

General Settings

1. Edit the template used for sending referral by email
   
1. See the article titled 'Send Referrals by Email' for more information
2. Edit the template used for sending contact records by email
   
1. See the article titled 'Sending Password Protected Contact Records by Email' for more information
   

Data Retention

1. Shred caller-identifiable info from contact records
   
1. See the article titled 'Contact Record & Messaging Shredding and Legal Hold' for more information
   

Buttons and tabs in all forms

1. Show Search Resources button when creating report
   
1. Enables the 'Search for Resources' link in the upper right hand corner of the contact form, enabling call takers to search for resources and make referrals on the contact form.  See the article titled 'Referrals to Resources' for more information
2. Show Search Past Contacts button when creating report
   
1. Enables the 'Search Past Contacts' link in the upper right hand corner of the contact form, enabling call takers to search for contact forms submitted in the past in a new tab.  One use of this feature is to see if the help seeker the call taker is speaking with has contacted your agency in the past
3. Show Save as Draft button when creating report
   
1. Enables the 'Save as draft' button at the top of the contact form.  This enables a call taker to save a contact form at any time, and come back to it later to finish and submit
4. Show Issues tab before Content tab on call Basic Call Report forms
   
1. For version 4 contact forms ONLY, enables the rearranging of the contact form tabs to People - Issues - Content, instead of People - Content - Issues
   
2. for version 5 contact forms, the settings to rearrange the contact form tabs are at the bottom of the 'Overall Settings for this call report form' page.  See the article titled 'Overall Settings for Contact Forms' for more information
   

Permissions

1. Within (xx days) a person with Standard security can edit contact records
   
1. Enables Admins to determine how long standard users can edit contact records after they are submitted.  The default is 1 day.  The available options are 0 days, 1 day, 2 days, 3 days, 4 days, 5 days, 6 days, 7 days, 14 days, 30 days, 60 days, 90 days, 180 days, 365 days, and forever.  If this setting is set to 0 days, the user cannot edit the contact form once it is submitted.
2. Within (xx days) a person with Enhanced security can edit contact records
   
1. Enables Admins to determine how long enhanced users can edit contact records after they are submitted.  The default is 1 day.  The available options are 0 days, 1 day, 2 days, 3 days, 4 days, 5 days, 6 days, 7 days, 14 days, 30 days, 60 days, 90 days, 180 days, 365 days, and forever.  If this setting is set to 0 days, the user cannot edit the contact form once it is submitted.
3. People with (security level) and higher security can assign a follow-up activity to someone else
   
1. Enables users to assign follow-up activities to other people instead of just themselves or 'Anyone Available'.  Available options are Trainee, Standard, Enhanced, Supervisor and Admin
4. When New Contact Form button is clicked:
   
1. Enables the setting of a default contact form, that will open immediately when one clicks the 'New Contact Form' button.  If a contact form name is chosen from the drop-down menu under this setting, that contact form will open when one clicks the 'New Contact Form' button.  If '(let user choose which form to use)' is selected, when the 'New Contact Form' button is clicked, the user will a see a list of Contact Form names to choose from
   

Tools for viewing and editing

1. Contact Records can be marked as highlighted
   
1. Adds a checkbox to the contact form 'Highlight this report on the main Calls page'.  If selected, once the contact form is submitted, it will be highlighted in yellow on the 'All Contacts' page
2. Staff can mark contact records as 'reviewed for accuracy'
   
1. Adds a checkbox to the contact form 'Report has been reviewed for accuracy (Admins only)'.  This is different from entering feedback on the contact form in that is is just making sure the information is accurate, not providing comments to the Vol-Staff on how the call was handled.  If selected, on the 'All Contacts' page, the 'Rvwd?' column will show a blank instead of 'No'.
3. When viewing report, link to past calls from this caller
   
1. setting no longer used/operational
4. Enter contact records on a single page by default
   
1. When a Vol-Staff opens a contact form, it will show as one page instead of tabbed immediately.  Each Vol-Staff can manually change this if they wish, by clicking 'Show as Tabbed Page' in the upper right hand corner of the contact form
5. Staff feedback defaults to being marked private
   
1. The checkbox next to 'Only this Vols-Staff and Admins can see Feedback from this staff', found under the 'Feedback from supervisors and staff' text box on the Content tab, is defaulted to checked
6. Show Vols-Staff' alias, instead of real name
   
1. In the Vol-Staff field at the top of the contact form, show the Vol-Staff alias name, instead of their real name
7. Display the Contacts Phone Number
   
1. On the 'All Contacts' page, in the 'Caller' column, show the name of the help seeker entered into the contact form, as well as the phone number entered for them
   

Geographic Settings

1. Vols-Staff can enter caller phone number
   
1. Enables the phone number field to appear in the Contact Information section of the contact form
2. Vols-Staff can enter caller postal codes
   
1. Enables the zip/postal code field to appear in the Contact Information section of the contact form
3. Vols-Staff can enter caller county
   
1. Enables the county field to appear in the Contact Information section of the contact form
4. Upon saving, iCarol should look up city/province based on phone number, if no postal code, city or county is specified
   
1. When enabled, if a phone number is entered into the contact form, but no postal/zip code, city or county/region is chosen, iCarol will populate the city, county/region and postal/zip code based on the phone number.
   
2. It is recommended that this setting NOT be used at this time as it has become inaccurate with the ability for individuals to take their phone numbers with them when they move
   
5. Transfer caller state from call report to Resource search, ...and transfer city ...as well as postal code
   
1. If the caller's state/province, city and/or postal/zip code is entered in the Contact Information section of the contact form, and then the 'Search for Resources' link is clicked, iCarol will transfer the caller's location to the geographic filters on the Search Resources page
6. Include Canadian provinces in the state list
   
1. For US clients, when the state drop-down menu in the Contact Information section is clicked, also show Canadian provinces in the list
7. Include US Territories (non states) in the state list
   
1. For US clients, when the state drop-down menu in the Contact Information section is clicked, also show US Territories in the list
8. Include US States in the province list
   
1. For Canadian clients, when the province drop-down menu in the Contact Information section is clicked, also show US states in the list
9. Include city neighborhoods, districts and aliases in the city list
   
1. When enabled, this expands the city drop-down list in the Contact Information section of the contact form to also include the names of city neighborhoods, city districts, and/or city aliases, if they exist

If you would like to turn on this setting, please submit a ticket to iCarol Support.

1. User can type in name of city of county and it will start to find the matching entry on list
   
1. When one clicks the city or county/region drop-down menu in the Contact Information section of the contact form, then begins to type a name, iCarol will move to that entry in the list
   

If you would like to turn on this setting, please submit a ticket to iCarol Support.

1. URL to external postal code lookup tool, like US Postal Service or Canada Post.  When supplied below, a clickable link will appear in the Call report entry screen to that URL.
   
1. Adds a link labeled 'Zip/Postal code lookup (external)' in the Contact Information section of the contact form.  If clicked, this will open a new browser tab to the URL entered

All other setting on this page are explained in other articles as outlined below:

1. Area Median Housing
   
1. see article 'AMI% Calculations for Household Size and Household Annual Income'
2. Follow-up Activities settings
   
1. see article 'Follow-up Activity Settings'
3. Follow-up Scheduling Settings Checklist
1. see article 'Follow-up Activity Settings'
4. Automated Follow-up Templates
   
1. see article 'Automated Follow-ups'
5. Profile Settings
   
1. see article 'Create, Edit, Delete Profiles'
6. Show Contact record Fields on Profiles
   
1. see article 'Create, Edit, Delete Profiles'
7. Assign Contact Form custom questions to Named columns
   
1. see article 'Create, Edit, Delete Profiles'