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, continue reading this article.
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, see the article titled 'Contact Form and Record Settings'.
   

1. Click 'Contacts' from your left side menu
2. Click 'Manage Contact Form Versions' at the top of the page
3. Find the Contact Form Version you wish to edit and click the link under it to 'Edit this form'
   
1. Tip: if you're going to make changes to the Contact Form Version, before you click the link to 'Edit this form', first click the link to 'See what this form looks like' and the Contact Form you've selected will open in a new tab. When you make a change in the Contact Form Version Tools, you can refresh the Contact Form on this tab and see the changes you're making in real-time
4. Click the link 'Overall settings for this call report form' at the top of the page

Available Overall Settings for Contact Forms

Form name

1. The name of the contact form.  This can be changed at any time.  If changed, the new name will apply to all past and future contact forms.
   

Order on 'Choose a contact form' page

If you would like your contact forms to appear in a particular order, please submit a ticket to iCarol Support to make this request and they can make the appropriate settings changes

When editing a call report, can also 'Create a related call report of type...

1. This setting allows the creation of a related contact form from this form.  See the article titled 'Secondary Contact Records (Child and Related Forms)' for more information.

Child of another form, Can 'create related' only when viewing this type of form:

1. This setting denotes the contact form as a 'child' form, and it can only be accessed when viewing the primary/parent contact record after it has been submitted. For more information, see the article titled 'Secondary Contact Records (Child and related Forms)'.
   

If you would like to activate this setting, please submit a ticket to iCarol Support to make this request.

Program using this form

1. If the Program feature is being used in the system, this setting assigns the contact form to a Program.  For more information, see the article titled 'Program divisions'.

If you would like to assign a contact form to a Program, or change the Program assigned for a contact form, please submit a ticket to iCarol Support to make this request.

Availability

1. Active: This form is active and available to be used by people
   
1. This setting is used to make the form active or inactive.  If a form is inactive, it won't be available in the list of contact forms to choose from.  When a contact form is made inactive, it can still be viewed by Admin level users if they click the link to 'See what this form looks like' on the 'Manage Contact Form Versions' page.  Reports and exports can still be run on inactive contact forms in the Statistics area and in the Data Export area.
   
   

   Note, if you have asked iCarol Support to disable a form in your system and remove it from your invoice, before the form can be made active again, a designated Support Contact from your organization will need to submit a ticket from the 'Help' area of iCarol and request the form be re-activated, which may have an additional cost associated with it

1. Editing: Anyone can make edits to calls made with this form
   
1. By default, this setting in unchecked, which means only Admins and Supervisors can edit contact forms.  It is recommended that this setting stay unchecked, and alternate settings be used to control who can edit contact forms and when.  These settings are found in the 'Permissions' section of the Contacts & Profiles tab in Admin tools.  These settings control when users at Standard and Enhanced security levels can edit contact forms.
   

Resources

1. Search resources: Can search for Resources in a new window while using this form
   
1. Enables the 'Search for Resources' link in the upper right hand corner of the contact forms.  Enables users to search for resources from within the contact form, and make referrals to resources, which will then appear on the contact form
   
2. Quick search: Can search for Resources (by name only) within the call form itself
   
1. Depreciated setting, this tool is no longer available.
   
3. Out of database: Be able to make referrals to resources not in the database
   
1. Adds an 'Out of database referral' link when searching resources from a contact form, so details about a referral not in the database can be saved to the contact form.  For more information, see the article titled 'Referrals to Resources'.

Follow-up Activities

1. Follow-ups: Can create follow-up activities attached to each call report
   
1. This setting turns on the 'Schedule a Follow-up activity' section on the Finish tab in contact forms.  For more information, see the article titled 'Schedule Follow-up Activities'
2. Assigned to anyone: Follow-up activities are initially assigned to 'anyone available', instead of the person creating the call report
   
1. If this setting is checked, the 'Assigned on' field in the 'Schedule a Follow-up activity' section will show '(Anyone available)' as the default instead of the name of the person who is creating the contact form.  This can be changed manually when creating the contact form.
3. Follow-ups due (by default) in:
   
1. This is the default date placed in the 'Due on' field in the 'Schedule a Follow-up activity' section.  Options are immediately, 1 hour, 2 hours, 3 hours, 4 hours, 6 hours, 12 hours, 24 hours, 2 days, 3 days, 4 days, 7 days, 2 weeks, 3 weeks, 4 weeks.  This can be changed manually when creating the contact form.
4. Enable sending follow-up tasks by SMS from this form
   
1. Enables completion of follow-up activities via SMS from within a contact form.  For more information, see the article titled 'Complete a Follow-up Activity'.
5. From SMS phone number
   
1. The number used to send follow-ups by SMS
6. Default from email address for automated follow-up activities:
   
1. The email address from which automated follow-ups are sent
   

Note: If you would like to change the SMS phone number or default from email address, please submit a ticket to iCarol Support for assistance.

Automated Follow-up Templates

1. This section lists the Automated Follow-up Templates that have been created in the system.  If the template is checked, that template is available for use in this contact form.  The templates can also be edited from here.  For more information on how to use the Automated Follow-up feature, see the article titled 'Automated Follow-ups'.

Severity Gauge

1. This enable the assessment gauge on the contact form.  There are two options to calculate the severity; either by total score, or average score.  For more information, see the article titled 'Assessment Gauge'.
   

To turn on the Assessment Gauge feature, please submit a ticket to iCarol Support.

Risk Levels

1. This is part of the set-up of the Assessment Gauge feature, which allows you to build a tool within your contact form to help your users assess for risk in any given situation, depending on the nature of your work.  This section allows you to name each of the levels, give them a minimum and maximum point value, and choose the color to be displayed on the assessment gauge for that level.  For more information on this tool, see the article titled 'Assessment Gauge'.

Area Median Housing

1. This section is used to calculate AMI percentages.  The first drop-down indicates which Group in the contact form should be used for the number of people in the household, and the second drop down indicates which Group in the contact form should be used for the annual household income.  For more information on this tool, see the article titled 'AMI% Calculations for Household Size and Household Annual Income'.
   

Times

1. Start and end time is always required in a contact form
2. The duration field is optional
3. When any two of the three time fields are entered, iCarol will auto-calculate the third one upon saving
4. iCarol checks duration for accuracy and initiates a "are you sure" question if the time difference between start and end time is greater than 90 minutes, or less than 1 minute
   

Admins have the following options to change the auto-population of start and end times in the contact form:

1. Auto-populate start time to person's current local time.
1. Since the time is automatically populated this is a time-saving feature for your workers
   
2. Start time can be manually entered as well
2. Auto-populate end time when submitting. (End time not required to be filled out)
   
1. The end time will automatically be entered by iCarol when you submit the contact form
2. The phone worker only needs to enter an 'end time' if it is different from the time the call report was submitted
3. Auto-populate parent call report time and date
1. When a related contact form is created from this form, populate the same start time and date on the related form 
4. Show seconds

Note: If you would like to turn on setting 3 or 4 above, please submit a ticket to iCarol Support to request this.

Places

1. Preselect place: start each new contact form with this your agency's location pre-selected: State or Province/County if in US/City
   
1. When the contact form is opened, the location will already be entered in the Contact Information section at the top of the contact form that matches the location of your agency
2. Call Report uses Traditional drop-Down style location control
   
1. If this setting is checked, in the Contact Information section of the contact form, the traditional drop-down lists to enter a location are used.  If this setting is not checked, the auto-suggest location lookup is used.  To learn about the differences between these two location controls, please see the article titled 'Create/Submit, Edit, Delete Contact Records', in the 'Geographic/Location Lookup and Data Entry' section
3. Required city, county or zip (postal) code on every call
   
1. The contact form will not be able to be submitted unless a city, county or zip/postal code is entered in the Contact Information section at the top of the contact form
4. Required zip (postal) code on every call
   
1. The contact form will not be able to be submitted unless a zip/postal code is entered in the Contact Information section at the top of the contact form
5. Required phone number on every call
   
1. The contact form will not be able to be submitted unless a phone number is entered in the Contact Information section at the top of the contact form
6. Third party area to specify caller contact info, separately from client contact info
   
1. Turns on a second set of Contact Information fields to the right of the existing one, to collect information on the 'third party', someone calling on behalf of another person
   
2. In iCarol, when the caller is not the client, they are considered to be the Third Party
3. The Client/Caller information always refers to the person with the need, whether that is the caller or not
   

Caller Profiles

1. Create a new caller profile, if one was not selected, on every new call
   
1. If a profile is not selected for the contact form, when it is submitted, a new help seeker profile will be created.  This setting is used by those who wish to enter every caller into their database with a caller profile.  This enables greater tracking of repeat callers.  Use of this setting will mean many profiles are created, so a process to manage these profiles is recommended.  For more information, see the article titled 'Create, Edit, Delete Profiles'
   

If you wish to turn this setting on, please submit a ticket to iCarol Support to request this.

1. Modify profile history, directly on the call report form
   
1. After a Help Seeker Profile is selected in a contact record where this setting is enabled, the 'History' field appears in the contact record as an editable text box.  This setting can be especially useful for organizations who want to constantly update the profile information with details of recent interactions, to help guide other users on how to handle the interaction. 

If you wish to turn this setting on, please submit a ticket to iCarol Support to request this.

1. Middle name field: Provide separate field for caller's middle name
   
2. Last name field: Provide separate field for caller's last name, instead of just one box for their full name
   
1. If you activate this setting after contact forms have been entered, and a name was entered into a previous contact form when just one name field was being used;
   
1. the 'Advanced search' record will display the whole name
   
2. when you edit the contact form, the whole name will appear in the First Name field
   
2. If you later revert back to just one name field after using First Name and Last Name fields;
   
1. the 'Advanced search' record will display the whole name
   
2. when you edit the contact form, only the first name will appear in the Name field
3. Caller name is required
   
1. The contact form will not be able to be submitted unless a name is entered in the Name or First Name field at the top of the contact form
4. Caller last name is required
   
1. The contact form will not be able to be submitted unless a name is entered in the Last Name field at the top of the contact form
   

Data Transferring

1. Transfer contact information: When creating a call report in a new window copy Contact Information from initial to new contact form
   
1. transfers all information in the Contact Information section (telephone number, email address, physical address) to the new contact form
   
2. Overwrite fields transferring in from Caller Profile: When new caller profile is selected, overwrite any values already entered in call report with values that are coming in from the newly selected Caller Profile
   
1. if one has started filling out the contact form, and then selects a caller profile, data from Groups where the setting 'Available in Caller Profiles, and will transfer in from existing call report' is selected will be overwritten with the values from the caller profile, if entered
   
3. Overwrite call report fields: When choosing 'Use this callers info in call report you are composing', overwrite any values already entered in call report
   
1. if one has started filling out the contact form, and then searches past calls for a contact form submitted in the past, views a contact form submitted in the past and selects 'Use this callers info in a call report you are composing', any values that were selected in the contact form in the past from Groups where the setting 'Available in Caller Profiles, and will transfer in from existing call report' is selected, will be applied to the new contact form, overwriting any values already entered
   

Data Shredding

1. See the article 'Contact Record & Messaging Shredding and Legal Hold' for information on the settings in this section
   

Other Features

1. Emoticons: Admins can use them when providing feedback, small graphic images to convey emotions
   
1. for example, transforms :) into a smiling face
2. Visible on main Calls page: Once a call report is submitted, it is visible on the main calls page
   
1. once the contact form is submitted, it can be seen in the list of recent submitted contact forms in Contacts, on the 'All Contacts' page
3. Visible on Select Call Report to Use list
   
1. on the Contacts page, when the 'New Contact Form' button is selected, this contact form will appear in the list of contact forms to choose from
4. Underline group names in View mode
   
1. when viewing a submitted contact form, the names of Groups will be underlined to help identify them
5. Attachments can be added to this call report form
   
1. enables the ability to attach an additional/separate document to the contact form
6. Disable the Delete button in submitted contact records
   
1. removes the delete button when editing a submitted contact record
   
2. When the 'Delete' button is disabled, it is disabled for all level users. This means if you need to delete a call report for any reason, the settings above will need to be temporarily adjusted so the 'Delete' button is enabled
7. Disable the delete button in draft contact records
   
1. removed the delete button when editing a contact record in draft
   
2. When the 'Delete' button is disabled, it is disabled for all level users. This means if you need to delete a call report for any reason, the settings above will need to be temporarily adjusted so the 'Delete' button is enabled.
8. Put the Org's logo at the top of each page on PDF's of contact records
   
1. when a PDF is created from a contact form, this setting will place the organization's logo at the top of the PDF

1. Log into iCarol as an Admin
   
2. Click on “Admin Tools” from the left menu
   
3. From the Setup tab, click on “upload your agency’s logo and mission statement”
   
4. From the new page that opens, add your logo to the bottom section by following the mentioned step 1 and step 2 on this page to browse for and upload a logo