Resource Field Visibility

Resource Field Visibility

Resource Field Visibility Settings

The Resource Field Visibility tool is meant as a way for resource managers to control which fields are present on their resource records. It can be configured in such a way as to have different fields visible and not visible at all four levels of the resource hierarchy (agency, program, site, programatsite).

There are currently two versions of this tool available in iCarol, the Old Field Visibility 

The radio button selected at the top of the page will indicate if the Old or New Field Visibility Settings are being used by your organization.

The link appearing at the top of the page will indicate which version of the settings are currently appearing and ready for you to configure. If the link at the top of the page says "Setup my new field visibility settings.", then you are currently viewing the Old Field Visibility Settings. If the link appearing at the top of the page says "Return to the page to configure the old field visibility settings.", then you are currently viewing the New Field Visibility Settings.

If your organization still needs to upgrade to use the New Field Visibility Settings, see the end of this Knowledge Base for more information on how to copy your Old Field Visibility Settings to your New Field Visibility Settings.

New Resource Field Visibility Settings

The fields within your resource records are highly configurable using the New Resource Field Visibility Settings. The New Field Visibility Settings include several enhancements, including the following:
  1. More intuitive, user-friendly interface
  2. Set fields as required for resource editors and verifiers
  3. Custom Field visibility (rather than using the custom field tool)
  4. Settings to configure the resource PDF view, used primarily when sending referrals by email from contact records

How to Use the New Resources Field Visibility Settings Page

As a user with permission to edit resources, you can access the New Field Visibility Settings page by completing the following steps:
  1. From the main Resources page click the link on the right side of the page to ‘Manage Resources’
  2. Under the Listings section, click the link for ‘Field Visibility'
  3. The box in the top right corner of the page displays which visibility method currently in use in your iCarol system, being either Old field visibility settings or BETA: New field visibility settings.
    1. If you’re currently using the ‘Old field visibility settings’, see the help article ‘How to Copy Old Field Visibility Settings to New Field Visibility Settings’ before proceeding to the next step
    2. If you aren’t currently using the ‘Old field visibility settings’ and instead you’re configuring these settings for the first time in your system, proceed to the next step
  4. Select the ‘BETA: New Field visibility settings’ radio button in the box in the top right corner of the page, if it isn’t already selected
  5. Make sure the top of your page says, ‘New Resource Field Visibility’; if it just says ‘Resource Field Visibility’ then click the link in the box in the top right corner of the page that says ‘Setup my new field visibility settings.’
Once you are on the Beta New Field Visibility Settings page, by default the page loads with the ‘Settings for: Resource Viewer’ displayed, as you can see by the drop-down list at the top of the page. The available ‘Settings for’ includes several contexts, defined as follows:
  1. Resource Viewer: looking at the details of a resource, in the view where you can’t make any changes to the values
  2. Resource Editing: looking at the details of a resource, in the view where you can make changes to the values, if you have permission to do so
  3. Public Auto-Verification: if your organization is subscribed to the Automated Verification tool, this is the view the public sees when completing an Automated Verification Request
  4. Resource PDF: looking at the details of a resource as a PDF, which you create when viewing a resource record, or if your organization enabled the feature to email referrals by PDF from contact records
  5. Public Resource Directory: if your organization is subscribed to the Public Resource Directory 2.0 feature, this is the view the public sees when looking at resources on your website; Beta New Field Visibility does not support the Public Resource Directory 1.0 feature

Options to Order Fields

At the top of the page, notice there are links to ‘Order alphabetically’ or ‘Order by Group’.
  1. By default, the fields are ordered by group, which means they appear in the same order on this page as they do when you’re viewing or editing the resource record. The only exception being all Custom Fields appear at the very bottom of the list on this page.
  2. If you prefer, you can choose to you choose to ‘Order alphabetically’

Set Fields Visible and Required

If you use the Agency, Site, Program (and ProgramAtSite) structure, a column is available for each level; if you only use the Agency structure that’s the only column visible.
  1. At the top of each column there is a ‘Visible’ checkbox; select or deselect the checkbox at the top of each column to make all fields active or inactive, respectively. Or, manually select or deselect the check boxes for each field and level of the resource record you wish to make visible
  2. When ‘Resource Editing’ or ‘Public Auto-Verification’ are selected as the 'Settings for' context, at the top of each column there is also a ‘Required’ checkbox. Select or deselect the checkbox at the top of each column to make all fields required or not required, respectively. Or, manually select or deselect the check boxes for each field and level of the resource record you wish to make required. This is especially helpful if you have a style guide that requires a specific field at one level of the resource always has an answer (ex. Eligibility at the Program level), because it allows you to make the field required for resource editors when they’re editing the data, for the public when they’re completing an Automated Verification Request, or both
  3. When you’re done making changes to a context, click the ‘Save Field Visibility Settings’ button at the top of the page
  4. Select the next context you wish to edit from the 'Settings for' drop-down list at the top of the page, and repeat the steps above or complete the steps under the section below to 'Copy Settings from Context to Context'
Notice the ‘Undo Changes’ button at the top of the page. This will only undo any change you make before choosing to ‘Save Field Visibility Settings’. After you click ‘Save Field Visibility Settings’, your changes can’t be undone using the ‘Undo Changes’ button.

Copy Settings from Context to Context

After you configure and save the settings for one context (ex. Resource Viewer), you can easily copy those settings to another context. For example, many iCarol systems have their ‘Resource Viewer’ context match exactly to their ‘Resource PDF’ context, so the settings can easily be copied from one context to the other.
You may also wish to copy a context and make slight changes to the next context before saving your changes. For example, you may wish to copy the ‘Resource Viewer’ context to the ‘Resource Editing’ context, and then set additional fields to visible in the ‘Resource Editing’ context that aren’t visible in the ‘Resource Viewer’ context. To copy settings from one context to another, complete the following steps:
  1. After you save your field visibility settings for a context that you wish to copy, select the context you wish to copy the settings into from the ‘Settings for’ drop-down list at the top of the page
  2. Scroll down to the bottom of the page and from the ‘Copy Settings from’ drop-down list, select the context you already configured that you wish to copy the settings from
  3. Click the ‘Apply Settings’ button and the page will reload with the same settings configured as the context you selected
  4. Make any changes to set additional fields visible or not visible and click the ‘Save Field Visibility Settings’ button at the top of the page
  5. Repeat these steps as many times as necessary until you have configured the settings for all contexts in use by your organization

Note about Resources Custom Fields
When you choose to use the New Field Visibility Settings, there are still settings visible on the Resources Custom Fields Edit page. Read this help article, 'How to use Custom Fields in Resources', to learn more about the additional settings available related to Custom Fields in Resources. 


Old Field Visibility Settings

When you first access the "Old Field Visibility" settings by clicking "Manage Resources" on the Resource main page, and making sure the Old Field Visibility Settings are selected, you'll be asked to select "Viewing" or "Editing". "Viewing" means that you are determining which fields viewers of the resource records are seeing. There are three different "viewers" of resources in iCarol; 
  1. "viewers" means your users, logged into your iCarol system, looking at resource records; 
  2. "editors" means your users who are permitted and tasked with making edits to your resource records and so can see the "edit" screen for resources; and 
  3. "public" which means those viewing your public resource directory. 
"Editing" means that you are determining which fields editors of the resource records are seeing. There are two different "editors" of resources in iCarol; 
  1. "editors" means your users who are permitted and tasked with making edits to your resource records and so can see the "edit" screen for resources; and 
  2. "verifiers" means individuals at the various agencies in your database that you ask to make updates to your resource records via the automated verification tool.
Please note that if the "public" check boxes are greyed out on the "Viewing" screen, you will need to ask the iCarol support team to make a setting change for your Public Resource Directory in order to access these check boxes.

How to Copy Old Field Visibility Settings to New Field Visibility Settings

If you’re currently using the Old Field Visibility Settings, which was the only tool that was available up until 2017, you must first configure the New Field Visibility Settings by manually copying your Old Field Visibility Settings. If you're configuring the Field Visibility Settings for the first time in your system, you don't need to complete the steps in this help article.

Before proceeding with the following steps, please read the ‘Optional Process’ section at the end of this help article to determine how you wish to proceed:
  1. From the Field Visibility Settings page, in the box in the top right corner of the page, make sure ‘Old field visibility settings’ radio button is selected
  2. Make sure ‘Resource Field Visibility’ appears at the top of the page; if ‘New Resource Field Visibility’ appears, then you’re viewing the new settings page and you need to click the link in the box in the top right corner of the page to ‘Return to the page to configure the old field visibility settings.’
  3. Before proceeding, keep in mind after you manually copy over one context to the ‘New Field Visibility Settings’, you can use the tool in the new settings to automatically copy from one context to another.
    1. For example, if you manually configure the New Field Visibility Settings for the ‘Resource Viewer’ context, you can use a tool on the new settings page to ‘Copy Settings from’. So, you may want to choose just one context below to manually copy from the Old Field Visibility Settings to the New Field Visibility Settings. Then after you manually copy one context, you can use the tool in the New Field Visibility Settings to copy the context and adjust as needed, using the Old Field Visibility Settings as reference
  4. In the box in the top right corner of the page, right click the link to ‘Setup my new field visibility settings’ and open the page in a new window or tab; you will come back to this page after completing the next steps, and manually transfer the old field visibility settings to the New Field Visibility Settings
  5. Review the 'Mapping Details...' table below, and use the information in this help article to decide which context(s) you want to manually copy; depending on what you choose, complete the following:
    1. Click the link to control settings when ‘Viewing’ resources; proceed to the next step and use the information displayed on this page to manually copy the Old Field Visibility Settings to the New Field Visibility Settings
    2. Click the link to control settings when ‘Editing’ resources; proceed to the next step and  use the information displayed on this page to manually copy the Old Field Visibility Settings to the New Field Visibility Settings
  6. Use the instructions in the help article ‘How to Navigate the New Field Visibility Settings’ to learn how to use the tools available on the New Field Visibility Settings page, and complete the necessary steps to manually configure the New Field Visibility, using your Old Field Visibility Settings as reference
  7. After you finish configuring your New Field Visibility Settings, in the box in the top right corner of the page, select the ‘BETA New field visibility settings’ radio button and your system is now using the New Field Visibility Settings
Mapping Details from Old Field Visibility Settings to New Field Visibility Settings
Old Field Visibility Context Maps to New Field Visibility Context
Viewing: Viewers >> Resource Viewer
Viewing: Editors >> Resource Viewer
Viewing: Public >> Public Resource Directory
Editing: Editors >> Resource Editing
Editing: Verifiers >> Public Auto-Verification
Note, in the old field visibility settings you could differentiate the views between a non-resource editor (Viewer) verses a resource editor (Editor); this differentiation isn’t available in the new field visibility settings.
Optional Process
  1. The logic in the New Field Visibility Settings is designed to work in a slightly different way than the Old Field Visibility Settings, in that it's more intuitive and may hide some fields that are (erroneously) visible when using the Old Field Visibility Settings.
    1. For example, in the Old Field Visibility Settings, if you had data entered in a field (ex. Eligibility), if that same field was set to not visible when viewing, the field would still appear when viewing the resource. This logic has been updated in the New Field Visibility Settings and if a field is set to not visible when viewing, the setting will be respected regardless of if data is entered in the hidden field.
  2. There are a few other minor changes you may notice as well as some additional development work that will be scheduled for completion
  3. If you wish to review the functionality of the tool before making the changes live in your system, have a designated Support Contact from your organization go to 'Help' in the left side menu and submit a case to request access to the User Acceptance Testing (UAT) site. This site will allow you to complete the steps outlined in this help article and test the feature to determine if you want to upgrade to the New Field Visibility Settings or continue using the Old Field Visibility Settings

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