Resource Sharing with other iCarol systems

Resource Sharing with other iCarol systems

What is Resource Sharing (with partner iCarol agencies)?

While you maintain your own resource database, we make it easy for you to share your resource database with other iCarol systems. This means users in different iCarol systems can easily search other iCarol resource databases right from within their own iCarol system to do research, make referrals, run statistics, and more; this feature is known as Resource Sharing.

In Resource Sharing relationships in iCarol, there are 2 roles which are defined as follows:
  1. Host Organization: the iCarol organization the resource database resides in
  2. Guest Organization: the iCarol organization the resource database is shared to
The Host Organization must request the sharing relationship be enabled, and include the following information in the request:
  1. Can the Guest Organization EDIT resources or ONLY VIEW resources?
  2. If the Guest Organization can edit resources, can they also delete resources?
  3. If the Guest Organization can edit resources, can they edit ALL resources, or only SPECIFIC resources designated by the Host Organization?
After the Host Organization has given permission for the sharing relationship to be enabled, the Guest Organization must specify the following:
  1. When referrals are made to resources in the Host Organization, this data will be available for you to report on, and when viewing and editing resources in the Host Organization. To distinguish the difference between resources from your database, versus resources in the Host Organizations database, you can choose a 5-character alpha-numeric prefix to appear in reports to designate when resources are from the Host Organization database. What prefix would you like to use for the Host Organization?
  2. You have 2 options for how users can search for resources in the Host Organization’s database, that you need to choose from, which are as follows:
    1. Seamless Searching: generate search results from both your database, and the Host Organization’s database when your users to search your database. Note, depending on the size of the databases being searched, enabling this setting could cause an increase in the amount of time it takes to generate search results, or
    2. Manual Searching: by default generate search results from your database, and if users want to search the Host Organization’s database they’ll need to select the database from the drop-down list on the main Resources search page
Resource Sharing With Resource Specific Editing:
If the Host Organization has determined the Guest Organization can only edit specific resources, the Host Organization is responsible for assigning those permissions within the individual resource records.

The Host Organization assigns permission by selecting the Guest Organization under the Editing Permissions setting on the left side of the resource records and clicking "Save". If the Guest Organization doesn't have permission to edit a resource record, they will still be able to view and save referrals to the resource.

The Host Organization can also specify if the Guest Organization should have permission to the following additional features and settings on the Manage Resources page, related to the Host Organization resource database:
  1. Create new Agency records
  2. List all Resources
  3. Quality Checks
  4. Find and Replace
  5. Region Management
  6. Custom Fields
  7. Field choices
  8. Field visibility
  9. Assign resources to Taxonomy terms and categories
  10. Customize your categories
  11. Customize the Taxonomy
  12. Resources in retired Taxonomy
  13. Resources in inactive Taxonomy
  14. Resources without a defined coverage area
  15. Customize the Folksonomy
  16. Verification filter/search
  17. Automated Verification
  18. Public Resource Directory
  19. Specialized Exports to Word/Excel
  20. Import Resources
To adjust these permissions related to the additional features and Manage Resources page listed above, contact the iCarol Support Team.

Note, this feature may have 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 case to request more information.

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