What is a Resource Database?

1. Logging and making referrals to services or programs in the community is well integrated into the process of taking a call in iCarol.
2. The resources page is a database that lists organizations that you make available to your phone workers to use so they can more easily make referrals to your help seekers
3. This database enables you to easily add your referral information and has an comprehensive search engine allowing you to quickly find what you are looking for. (filtering by geography, caller needs and much more)
4. Your resources can be organized in categories which is a logical grouping of information. Categories can also be assigned to sites and programs.
5. If you click on any of the links, it will be opened in a new window while your current window will stay open
6. Google Map is available for complete addresses (valid street, city, state and Zip Code provided).

1. 211 Taxonomy which is compliant with the Inform USA Accreditation Standards. 211 Taxonomy is available to North Americans organizations. 
2. Automated Verification feature for automatic emails and self-serve updating
3. Public Resource Directory allows you to publish your database on your own public website
4. Specialized Export to Word and Excel feature allows you to export your database into a printable and browsable file
   

iCarol now offers agencies the opportunity to create an additional resource database.  This can be used to keep separate databases of different resources for different programs, services or contracts.

1. This second database is available for selection in a drop-down menu on the Resource screen. The default view would be the resources in the system the user logged into.
2. Permission can be given to create, edit and delete records in the second database from the first database.  Or, users can log into the second database directly using different credentials to create, edit and delete records in the second system.  It is suggested that the email address to access the second system be real in case the worker wishes to reset their password.
   

If your organization wishes to use this feature, or if you have any additional questions on how to use it, please send a request to support@iCarol.com, or submit a ticket through the Help Center, accessed by clicking Help in the left hand menu.

Available Resource Database Settings

Steps on how to change Resource Settings:

1. Click on "Admin Tools" on the left hand menu
2. To see all settings, ensure that the drop down selection at the top of the page shows "show all settings" instead of just "show standard settings".
3. Click on "Resource" tab.
4. Make your changes. Please click on blue question marks (?) to learn more about each setting.
5. Click on "Save all settings" button near the top of the page.

Basic Settings

1. By default, searches are initially limited to (Names of resources/All Fields)
   
1. This setting adjusts the first Filter, found just under the text field where you would enter a search term on the resource search page.  If you select 'Names of resources', the 'Names' option will be selected, and if you select 'All Fields', then the 'All fields' option will be selected.  Names of resources will search the Agency/Program Name, Spanish Name, French Name and Alternate Name fields in the resource record, while All Fields will search the Description and Search Hints fields in the resource record.  Users can manually change this setting when conducting a search on the resource search page
   
2. The default search type is (All resources/Resources within/Resource serving)
   
1.  This refers to the geographic filters for the search.  'All resources' will not apply any geographic filter, 'Resources within' will search the physical address entered on resource records, and 'Resources serving' will search the coverage area entered on resource records.  It is recommended to only use 'Resources serving' if most of your resources have a coverage area entered or you risk not finding an appropriate resource.  Users can manually change this setting when conducting a search on the resource search page
3. The default sorting is (Alphabetical/Proximity)
   
1. When a search is conducted with geographic filters applied and the search results appear, this setting selects either the 'Sort alphabetically' or 'Sort by proximity' radio button just above the search results.  If alphabetical is chosen, search results are sorted in alphabetical order by Agency/Program name.  If proximity is chosen, search results are sorted by proximity to the city/county/state/zip code entered for the search.  Users can manually change this setting when conducting a search on the resource search page
4. Initially only show resources located in your agency's state/province...and county...and city
   
1. This setting will make it so the geographic filters are set by default to the state/province/county/city that your agency is located in.  Users can manually change this setting when conducting a search on the resource search page
   
5. Hide the Resources link in the left menu unless the person has at least (Provider Portal User/Trainee/Standard/Enhanced/Supervisor/Admin) security level
   
1. This setting will remove access to the Resource search page for those who have a security level equal to or lower than the selection made
6. Enable the Resources New Items so that resource editors can post news to the main Resources page
   
1. Resource News Items allow you to convey new and special information about your Resources.  See the article 'Resource News Items' for more information
7. Allow Resource Editors to Bulk Assign Taxonomies to Resources from the main Resources page
   
1. Enables the ability to assign Taxonomy to many resources at once.  See the article 'Resource Bulk Editing Tools' for more information
8. Allow Resource Editors to Bulk Assign Resource Properties from the main Resources page
   
1. Enables the ability to update a field in multiple resource records at once.  See the article 'Resource Bulk Editing Tools' for more information
9. For Taxonomy Term searches on the main Resources page, only include Taxonomies that have at least 1 Resource assigned
   
1. This setting will check the option 'Only search taxonomy with resources assigned', in the Filters menu found just under the text field where you would enter a search term on the resource search page.  When a taxonomy term is entered in the text field, only taxonomies with resources assigned will appear in the auto-suggest list.  While 'Only search taxonomy with resources assigned' can be manually checked or unchecked, if this setting on the Resources tab is checked, it overrides the setting on the resource search page.
10. To optimize Resource Searching performance, disable Automatic Resource searches
    
1. When geographic filters are adjusted after a search is performed, the search results update automatically.  This setting disables this so when geographic filters are adjusted, one must click 'Search' to update the search results
11. BETA: Use the new Field Visibility settings
    
1. This setting is no longer operational.  To adjust field visibility settings, see the article 'Resource Field Visibility'
12. Allow full Category name with its parent category to display in auto-suggest
    
1. When searching resources by custom categories, and using multi-level custom categories, the auto-suggest list will show not just the Category name, but it's parent Category as well.  For example, Counseling - Individual Counseling, instead of just Individual Counseling
13. Include Canadian provinces in state list
    
1. In US systems, in geographic filters, the state drop-down menu will also include Canadian provinces
14. Include US Territories (non states) in state list
    
1. In US systems, in geographic filters, the state drop-down menu will also include US Territories
15. Include US States in province list
    
1. In Canadian systems, in geographic filters, the province drop-down menu will also include US states
   

Advanced Settings

1. Enable Public Resource Directory to publish your resources on your public website (extra fees will be charged).  If enabled, settings can be accessed from the Manage Resources page.
   
1. Enables the Public Resource Directory (1.0 version) add-on feature.  Only iCarol staff can access this setting.  See 'Public Resource Directory (version 1.0)' for more information
2. SysAdmin Only: Enable PRD2 our updated version of the PRD.  Currently only makes the Settings page visible.
   
1. Enables the Public Resource Directory (version 2.0) add-on feature.  Only iCarol staff can access this settings.  See 'What is PRD 2.0?' for more information
   
3. Yanzio Artificial Intelligence (AI) Assistances Integration
   
1. Yanzio.ai is a cloud-based service that uses artificial intelligence to build capacity and support the information and referral community. Yanzio and iCarol have worked together to offer iCarol customers a free trial of the Yanzio AI Assistants within iCarol.  See 'Yanzio Integration for Resource Evaluations' for more information

The above features may have an additional cost associated with it. If your organization is interested in enabling any of these features, then a designated Support Contact from your organization can go to 'Help' in the left side menu and submit a ticket to request more information.

AIRS/211 Taxonomy

1. Uses the AIRS/211 Taxonomy (extra fees will be charged).
   
1. Enables the 211 Taxonomy add-on feature.  See 'Configure & Customize the Taxonomy' for more information
   

The above feature has an additional cost associated with it. If your organization is interested in enabling this feature, then a designated Support Contact from your organization can go to 'Help' in the left side menu and submit a ticket to request more information.

1. The default search on the main Resources page will look in (Resources/Taxonomy/Categories)
   
1. This setting will select the radio button for Taxonomy, Resources, or Categories just under the search text field on the resource search page.  Taxonomy will search the 211 Taxonomy, Resources will search by Agency/Program name, and Categories will search by custom categories.  Users can manually change this setting when conducting a search on the resource search page
2. Show Category Filters when Taxonomy not Enabled
   
1. Enables the 'Categories' radio button just under the search text field on the resource search page when Taxonomy is not enabled
3. Uses Categories as well as 211 Taxonomy
   
1. Enables the 'Categories' radio button just under the search text field on the resource search page when Taxonomy is also enabled
4. In category searches, also look in taxonomy terms linked to the category
   
1. When a custom category search is conducted, search results will also include resources assigned to taxonomy terms that are linked to the category.  See 'Resource Custom Categories' for more information
5. Hide the link for Show Category List
   
1. Turns off the 'Show Category List' link that appears under the search text box and search radio buttons on the resource search page
6. Hide the Category Tree (drilldown) if Taxonomy is used
   
1. Hides the hierarchical list of custom categories created in the system.  You can click on a custom category in this list to search that custom category as an alternate to typing the custom category in the search text box.  This list appears under the search text box and search radio buttons on the resource search page
7. Hide the Taxonomy Tree
   
1. Hides the hierarchical list of taxonomy terms.  You can click on a taxonomy term in this list to search that taxonomy term as an alternate to typing the taxonomy term in the search text box.  This list appears under the search text box and search radio buttons on the resource search page
8. Taxonomy searches also look for resources in child terms
   
1. When you search for a taxonomy term, the search results will contain resources assigned to that specific taxonomy term, as well as resources assigned to any other terms that appear under it in the taxonomy hierarchy, also known as a 'child' terms.
9. In taxonomy search results include Use References too
   
1. When a taxonomy term is entered into the search text field on the resource search page, the suggestions that will appear in the drop-down menu will include not just 'official' taxonomy term names, but also use references
10. Taxonomy can also be assigned at the ProgramAt Site level
    
1. Enables the assignment of taxonomy terms to ProgramatSite records
11. In Statistics, enable the Referred Resources by Taxonomy Assigned filter
    
1. Adds the 'Referred Resources' filter to the Analysis tab in Statistics.  Enables searching for contact forms where the resources that were referred to are assigned to the specific taxonomy term added to the filter
   

Automated Verification

1. Enable Automated Verification (extra fees will be charged). This lets service providers easily update their records in your database.
   
1. Enables the Automated Verification add-on feature.  See 'Resource Automated Verification Settings' for more information

The above feature has an additional cost associated with it. If your organization is interested in enabling this feature, then a designated Support Contact from your organization can go to 'Help' in the left side menu and submit a ticket to request more information.

1. "From" email address for automatic verification
   
1. Enables automated verification requests to be sent from an alternate email address, within the client's domain.
   

If you would like to use an alternate email address for automated verification requests, have a designated Support Contact submit a ticket to iCarol Support to request this.

1. Show Admins and Resource Editors count of verification responses pending on main Resources page
   
1. When there are automated verification responses that have been submitted, and they are assigned to the Vol-Staff or not assigned to any Vol-Staff, a statement in red will appear at the top of the resource search page that says 'You currently have xx verification responses requiring your attention.  Please click here to see them.'
2. Enable Verify and Close Functionality on Auto Verification Requests
   
1. Adds a 'Mark as Verified and Close' button the the bottom of automated verification requests. See 'Automatic Verification Request and Responses' for more information
3. Automated Verification responders can add Programs and Sites to Agency record when they are submitting their requests
   
1. When an automated verification request for an Agency record is sent, after the verifier reviews the record and saves any changes, they will be given the option to add a Program and/or Site record, which will be related to the Agency record in the resource database
   
4. Enable Specialized Exports to Word/Excel (extra fees will be charged).  Create highly filtered and customized exports of your Resources database.
   
1. Enables the Specialized Export to Word/Excel add-on feature.  See 'Specialized Resource Exports to Word/Excel' for more information
   

The above feature has an additional cost associated with it. If your organization is interested in enabling this feature, then a designated Support Contact from your organization can go to 'Help' in the left side menu and submit a ticket to request more information.

1. Uses Agency, Program, Site hierarchical Resource structure (Required for 211 Taxonomy users.)
   
1. Enables the ability to create Agency, Program and Site resource records, instead of just Agency records.  The Program and Site records created are related to their parent Agency.  See 'Understanding iCarol Resource Structure' for more information

If you would like to use the Agency, Program, Site resource structure, have a designated Support Contact submit a ticket to iCarol Support to request this.

1. Programs use related Site and/or ProgramAtSite for Resource within or Resource serving (coverage area) searches
   
1. Program records will return in search results when the related Site and/or ProgramAtSite has a physical address or coverage area matching the search criteria. Also, allows coverage areas to be assigned to Site and ProgramAtSite records
2. Can edit ProgramAtSite records
   
1. Allows ProgramatSite records to be edited, instead of just being created in the background when a Site is added to a Program.  See 'Understanding ProgramAtSite Records' for more information
3. Enable LinkOnly ProgramAtSites
   
1. Allows for ProgramAtSite records to be identified as not being actively maintained. LinkOnly records do not have specific information about how a Program is offered at a Site, and are restricted from editing.  See 'Understanding ProgramAtSite Records' for more information
4. Auto-suggest only returns Program records
   
1. When searching by Resource Name, the resources that will appear in the drop-down suggestion list will be Program records only
5. Return all child Programs when an Agency matching the search criteria is found
   
1. When searching by Resource Name, if an Agency record is found that matches the search criteria, its child Program records will also appear in search results
6. By default search Agencies/Programs/Sites
   
1. This setting controls the initial default selections of 'Agencies'. 'Programs', and/or 'Sites' in the Filters menu found just under the text field where you would enter a search term on the resource search page.  Users can manually change this setting when conducting a search on the resource search page
7. Hide the search filters for agency or program
   
1. This setting removes the Agency, Program, Site and ProgramatSite filter options behind the word Filters on the main Resource search page. This means that all resource searches will return the record types set as the default above.
   

Search results also show these fields:

1. When a search is conducted and search results appear, iCarol will show a few details from the resource record by default.  These details are the beginning of the description, phone numbers and address.  This setting allows additional details to be shown in search results, namely coverage area (from the coverage area tool), coverage area description, application process, eligibility, languages offered, hours of operation, fees, closest Site to the search location that is link to the Program or Agency in search results, alternate name, and/or any single custom field.
   

Referrals

1. Referrals can be made to these resource record types: Agencies/Programs/Sites/ProgramAtSites
   
1. Enables the 'Make Referral' button for the resource record at the level(s) indicated
   
2. Hide the make referral button on the search results page
   
1. This setting will remove the 'Make referral on this call report' button on resource records in the search results list. In order to make a referral, the call taker will need to look at the details of the record and click the 'Make referral' button at the top of the screen.
   
3. Add the selected Site name to the Program's name in the Referrals made in a Call Report
   
1. If a Program is offered at more than one Site, and a specific Site is chosen before clicking the 'Make Referral' button, on the Resources tab in the contact form, both the Program name and the Site name will be shown in the format Program Name - Site: (Site name)
   
4. If using Needs by Taxonomy, allow any Agency that is a referral to be linked to any Need on a call
   
1. If a referral is made to an Agency record, it will be listed in the 'Referral(s) meeting need' column on the Resources tab in the contact form for all Needs indicated in the contact form.  This enables the Agency to be noted as meeting any of the Needs
   
5. In Statistics, enable the Referred Resources by Resource Name filter
   
1. Adds the 'Referred Resources' filter to the Analysis tab in Statistics.  Enables searching for contact forms where a referral was made to a specific resource record
   

Viewing Details of an Agency or Program

1. Prefix the Site names with their City field values
   
1. When viewing an Agency or Program record that has more than one Site, in the 'Location Information' section, Sites list, each Site name will begin with the name of the city it is located within in square brackets
   
2. Exclude listing Sites whose ProgramAtSite does not have a coverage area that included the reference search location
   
1. When searching for resources by coverage area, and viewing an Agency or Program record that has more than one Site, if the coverage area at the ProgramAtSite level does not contain the searched for location, it will not appear in the 'Sites' list in the 'Location Information' section
   

Other settings

1. Enable Query Language in Resource Searching
   
1. Enables the ability to refine search results by adding a specific code to the end of a search term.  See 'Advanced Resources Search - Query Language' for more information
2. Admins can access and use the Import Resources tool on the Manage Resources page
   
1. Enables the ability for Admins to upload multiple new resources at once using the resource upload template.  See 'Resource Import Template Guidelines' for more information

If you would like to enable the Import Resources tool, have a designated Support Contact submit a ticket to iCarol Support to request this.

1. Default Flagged for Review as checked in Manage Resources > List All Resources
   
1. On the 'Manage Resources' page, when one clicks 'List all resources', 'Flagged for review' is checked by default in the 'Only show resources:' section
2. Show the Flagged for review notice to users with Trainee/Standard/Enhances/Supervisor/Admin security level and above, on the main Resources page
   
1. This setting enables users with the security level indicated to see the comments made when a resource was flagged for review when they look at the details of the resource. The comment will be shown at the top of the resource details screen, in red text. If this setting is turned off, users will see a general message in red text at the top of the details page of flagged resources
3. On the Flagged for Review List on the Manage Resources page, include a column for this single-select custom resource field:
   
1. When reviewing the resources in the Flagged for Review list, show