Network & Agency management : Settings, Fields and Lists

This article covers the following topics:

• Settings
  • How do I manage my Network settings?
  • How do I manage my Agency Settings?
  • How do I manage the Question Phrasing for Case Management?
• Fields
  • How do I manage my Network fields?
  • How do I manage my Agency fields?
• Lists
  • How do I add an item to a List?
  • How do I edit or remove an item from a List?
  • How do I add an item to a List as a Regional User?
  • How do I add a Provision?
• Security settings

Settings

How do I manage my Network settings?

To manage your Network settings you will need to be logged in at the network level of your organization.

Once logged into your network, there are two ways you can access your network settings:

1. Click on Administration on the left navigation pane and then select Organizations. This will take you to the Organizations and Programs table, select the C MGMT SETTINGS tab, you will now be on the page that will allow you to make changes to your network settings.
2. Click on the Case Management application, next click on Administration on the left navigation pane, and select Settings, this will take you to the C MGMT SETTINGS tab, where you can make changes to your network settings.

Network Administrators have three options on how they want each setting to be tracked.

• ON/Locked: this setting is on across all agencies and cannot be turned off at the agency level.
• ON/Optional: this setting is on across all agencies and can be turned off at the agency level.
  • When selected, this will default to ON at agencies.
• OFF: this setting is off across all agencies and cannot be turned on at the agency level.

Be sure to save your changes by scrolling to the bottom of the page and clicking Save & Previous, Save Changes, or Save & Next.

Exceptions: clicking on the blue folder icon under this column will show you what options the agency has chosen if you’ve selected ON/Optional. 

There is a little question mark icon beside each option. If you hover over it, it will describe what selecting the option would do. 

Any settings not included in a network’s package will appear with a grey-shaded background. When a cursor hovers over this row, a pop-up will appear clarifying that this feature is not part of the network’s package.

How do I manage my Agency settings?

Agency settings can be customized by Network Administrators and users who have the Agency Manager user role.

Once logged into your network, there are two ways you can access your Agency settings:

1. Click on Administration on the left navigation pane and then select Organizations. This will take you to the network Organizations and Programs table. In the Actions column click the orange edit icon next to the agency you wish to configure Agency settings for, select the C MGMT SETTINGS tab, and you will now be on the page that will allow you to make changes to your agency settings.
2. Click on the Organization icon in the top right-hand corner and select the agency you wish to configure settings for. From the left navigation pane click Administration then Organizations, and select the C MGMT SETTINGS tab, you will now be on the page that will allow you to make changes to your agency settings.

The C MGMT SETTINGS tab will ONLY display settings that Network Administrators have set to ON/Optional at the network level. The ON/Optional selection allows the setting to be across all agencies but can be turned off at the agency level.

Be sure to save your changes by scrolling to the bottom of the page and clicking Save & Previous, Save Changes, or Save & Next.

Settings that are changed at the agency level will show at the network level in the blue Exceptions folder on the network C MGMT Settings tab.

There is a little question mark icon beside each option. If you hover over it, it will describe what selecting the option would do. 

Any settings not included in a network’s package or disabled at the network level will appear with the grey-shaded background. When a cursor hovers over this row, a pop-up will appear clarifying that this feature is not part of the network’s package. 

How do I manage Question Phrasing for Case Management?

When setting up your site, Network Administrators can write further instructions or create scripts for fields within the Case Management application. You will need to be logged in at the network level to manage Question Phrasing in your network settings.

Once logged into your network, there are two ways you can access your network settings:

1. Click on Administration on the left navigation pane and then select Organizations. This will take you to the Organizations and Programs table, select the C MGMT Questions tab, you will now be on the page that will allow you to make changes to your network settings.
2. Click on the Case Management application, next click on Administration in the left navigation pane, and select Settings, click the C MGMT Questions tab, you can make changes to your question phrasing.

If a field is Locked at the Regional Level, the information cannot be changed at the Network Level.

If the question phrasing is modified at the Network Level, individual agencies cannot turn off question phrasing at the Agency level. 

When customizing case management question phrasing each field can have up to 1500 characters saved.

Be sure to save your changes by scrolling to the bottom of the page and clicking Save & Previous, Save Changes, or Save & Next.

Question mark icons appear beside case management fields when in the client profile. Once the verbiage is added in the Question Phrasing settings, it will be displayed as additional information when the question mark next to that specific field is clicked.

Case management question phrasing will only show the fields that are turned on or optional for the Network. 

Be sure to save your changes by scrolling to the bottom of the page and clicking Save & Previous, Save Changes, or Save & Next.

Question Phrasing can be configured for the following fields:

Personal tab

• First Visit
• Preferred Agency
• Max Visits Per Month
• Last Name
• Middle Name
• First Name
• Date of Birth
• Is this Date of Birth Estimated?
• Gender Identity
• Relationship
• Consent
• Written Consent
• Verbal Consent
• Marital Status
• Street
• City
• County
• State
• Zip / Postal Code
• No Fixed Address
• Address Declined to Answer
• Housing Type
• Email
• Phone
• Identification
• ID Confirmation
• Languages
• Referred By
• Ethnicity (or Racial Identity for Canadian Networks)
• Disability
• In Canada 10 Years or Less
• Self Identifies As
• Allow Nicknames to be recorded during Intake
• Nickname is used instead of Last Name
• Email Contact Consent
• SMS/Text Contact Consent

Profile tab

• Education Type
• Country of Education
• Employment Type

Monthly Income tab

• Track SNAP
• Household Social Programs
• Monthly Income
• Income Dollar Amounts
• Expenses

Dietary Considerations tab

• Dietary Considerations

School tab

• School

CSFP

• CSFP ID
• Location
• Inactive Status
• Status
• Enrollment Date
• Last Status Change Date
• Proof of Address
• Proof of Income
• Proof of Age
• Eligibility Letter Sent
• Eligibility Letter Date
• Has Proxy Document
• Caretaker Name
• Caretaker Phone
• Proxy Name
• Proxy Phone

TEFAP tab

• ID Checked
• Proxy Name
• Proxy Phone
• Proxy Date

Spiritual tab

• Spiritual Question 1
• Spiritual Question 2
• Spiritual Question 3
• Spiritual Notes

Assessment tab

• Assessment
• Start On

POH tab

• Urica Assessment Date
• Working Together Agreement Date
• Enrollment Date
• Status
• Status Change Date
• Organization
• Spiritual Assessment Date
• Strengths Assessment Date

Goals tab

• Goal Type
• Goal Status
• Goal Details
• Goal Set Date
• Goal Target Completion Date
• Goal Final Date
• Action Details
• Action Start Date
• Action Target Date
• Action Notes
• Action is Completed
• Action Completed Date
• FFC
• FFC ID
• Enrollment Date
• Partner
• Program
• Type
• Status
• Last Status Change Date
• Proxy Name
  
  

Fields

How do I manage my Network fields?

To manage your Network fields you will need to be logged in at the network level of your organization.

Once logged into your network, there are two ways you can access your network fields:

1. Click on Administration on the left navigation pane and then select Organizations. This will take you to the Organizations and Programs table, select the C MGMT FIELDS tab, you will now be on the page that will allow you to make changes to your network fields.
2. Click on the Case Management application, next click on Administration on the left navigation pane, and select Fields, this will take you to the C MGMT FIELDS tab, where you can make changes to your network fields.

Network Administrators have a combination of options for how they want each field to be tracked.

• ON/Locked: This field is on across all agencies and cannot be turned off at the agency level.
• ON/Optional: This field is on across all agencies and can be turned off at the agency level.
• OFF: This field is off across all agencies and cannot be turned on at the agency level.
• Required: This field is a required field.
• Not Required: This field is not a required field.
• Choice: The agency can choose if they want this field to be required or not.

Be sure to save your changes by scrolling to the bottom of the page and clicking Save & Previous, Save Changes, or Save & Next.

Table of Field options.

	Required	Not Required	Choice
ON/Locked	Agency cannot edit.	Agency cannot edit.	Agency can edit if they want it to be required or not required. The Field cannot be turned off.
ON/Optional	Agency can edit if they want it on or off. If on, it must be Required.	Agency can edit if they want it on or off. If on, it must be Not Required.	Agency can choose if they want it to be required or not required, or not tracked at all. When selected, this will default to ON at agencies.
OFF	Agency cannot edit	Agency cannot edit	Agency cannot edit

 

How do I manage my Agency fields?

Agency fields can be customized by Network Administrators and users who have the Agency Manager user role.

Once logged into your network, there are two ways you can access your Agency settings:

1. Click on Administration on the left navigation pane and then select Organizations. This will take you to the network Organizations and Programs table. In the Actions column click the orange edit icon next to the agency you wish to configure Agency fields for, select the C MGMT FIELDS tab, and you will now be on the page that will allow you to make changes to your agency fields.
2. Click on the Organization icon in the top right-hand corner and select the agency you wish to configure settings for. From the left navigation pane click Administration then Organizations, and select the C MGMT FIELDS tab, you will now be on the page that will allow you to make changes to your agency fields.

The AGENCY will ONLY display settings that Network Administrators have set to ON/Optional or Choice at the agency level.

• ON/OFF: the network has given agencies the choice of whether or not to track this field.
  • If a field is greyed out to ON, the network has locked this field to be tracked across all agencies.
  • If a field is greyed out to OFF, the network has locked this field not to be tracked across all agencies.
    
    
• Required/Not Required: the network has given agencies the choice of whether or not this field should be required or not.
  • If a field is greyed out to Required, the network has locked this field to be required across all agencies.
  • If a field is greyed out to Not Required, the network has locked this field to not be required across all agencies.

Be sure to save your changes by scrolling to the bottom of the page and clicking Save & Previous, Save Changes, or Save & Next.

Hover over the small question mark icon beside the field options for an explanation of each field.

Lists

Network Administrators can add, edit and delete list items.

How do I add an item to a List?

• From the left navigation pane click Administration then Lists.
• This will take you to the C MGMT Lists table
• Scroll through the list options in the table or type the name of the list you wish to add an item to into the search box.
• When you have located the list that you would like to add an item to, click the orange edit (pencil) icon in the far right Actions column.
• You will now have the choice of clicking the +New Option button if you are adding just one item to the list, or you may click the + Add Multiple button if you have more than one item to add to the list.

• In the field marked Label, type in how you want that list item to be shown in the system.
• The Description field is an optional field that will enable you to briefly describe the label.
• Choose the applicable Parent type for that list option, and choose Other if no parent type matches your label.
• Once you have added the item(s) to the list, click Save to save the new list item(s) or Cancel to discard your changes and return to the C MGMT Lists table.
• If you make an error while using the + Add Multiple option to add list items, click the red Trash Can icon to discard the field and click the + ADD Another button to bring up a fresh field.
• List items will not show in the system unless the agency is tracking them.

Lists that don't have an orange edit (pencil) icon beside them are locked and cannot be edited. Locked lists and list items are those that are required for regional or national reporting.

Other (Specify)
If an item does not have a parent type listed, use the option Other (Specify) parent type, when the item is selected on the client's file, the system will generate a text box where you can add a note regarding the item type.

For the example below:

• High Protein has been added to the Dietary Considerations list.
• High Protein did not have a parent type that fit the description of High Protein.
• Other (Specify) was used as a parent type.
• When High Protein is selected on the Dietary Considerations tab a text box appears and the user can add further information regarding the client's need for high protein in their diet.

How do I edit or remove an item from a List?

Editing and removing a list item is much the same as adding a new item to a list.

To edit a list item:

• From the left navigation pane click Administration then Lists.
• This will take you to the C MGMT Lists table.
• Scroll through the list options in the table or type the name of the list you wish to edit into the search box.
• When you have located the list that you would like to edit, click the orange edit (pencil) icon in the far right Actions column.
• Scroll through the list items until you locate the list item you wish to edit, and click the orange edit button.
• Make your edits and then click the Save button to save the edited item, or the Cancel button to discard the changes.

To remove a list item:

• From the left navigation pane click Administration then Lists.
• This will take you to the C MGMT Lists table.
• Scroll through the list options in the table or type the name of the list you wish to remove an item from into the search box.
• When you have located the list that you would like to remove an item from, click the orange edit (pencil) icon in the far right Actions column.
• Scroll through the list items until you locate the list item you wish to remove and click the red trash can icon.
• A text box will generate with the list item you wish to remove, click the Delete button and the item will be deactivated.
  • deleted list items will still be visible on the lists table but no longer visible in the client's file. The deleted item will be greyed out with a grey Inactive button and an orange Activate button; simply click on the Activate button if you wish to bring the item back as a choice in the client's file.

Lists and list items that do not have an edit (pencil) icon beside them cannot be edited. Locked lists and list items are those that are required for regional or national reporting; clicking on the blue folder icon will allow you to see what items the locked list contains.

When renaming a label, any clients using that list item will continue to use it. Clients using a deactivated list item will need to be re-assigned to the new label manually should you wish to update them.

List Definitions

List Label	Definition of List Label	Required or Optional
Appointment Statuses	This is a list of statuses used with the Appointments feature. Appointment statuses can be customized, we recommend setting a minimum of two statuses, with a parent type of Pending and Collected.  This will ensure that your appointments can be recorded and collected.	Required
Bulk Recording Category	This category has three fixed categories of Child, Adult, and Seniors, and can be customized to include any label name of choice.	Required
Cities	This is a customizable list of Cities that the Organization wishes to include in report options.	Optional
County	This is a customizable list of Counties that the Organization wishes to include in report options.	Optional
Dietary Considerations	This is a customizable list of dietary considerations that will be generated on the Dietary Considerations tab of the client file if the Organization is tracking them. Parent types align with Feeding America recommendations.	Optional
Education	This is a locked field listing levels of education, and cannot be customized.	Optional
Employment	This is a field of employment types that defaults to locked types, but can be customizable by adding other types to the list.	Optional
Ethnicity	This is a customizable list of ethnicities. Users can add additional ethnicity options and map to the corresponding parent type.	Required
Expenses	This is a customizable field that lists the types of expenses clients may have.	Optional
Gender Identity	This is a customizable list for gender identities. Users can add additional gender options that will map to the corresponding parent type.	Required
Housing	This is a customizable list of housing types. Users can add additional housing type options and map to the corresponding parent type.	Required
Identification	This is a customizable list of all identification types used in the client's profile.	Optional
Income	This is a customizable list of client income sources. Networks can opt to collect the Income source and/or $ amount, a single numerical field for the total monthly household income or the income field can be turned off completely.	Optional
Marital Status	This is a locked list of default marital statuses, it cannot be customized.	Required
Organization Tag	This is a customizable list of organizations that networks can create in order to use a specific group of organizations to report on.	Optional
Pre-Screen Denied Reason	This is a customizable list of reasons a CSFP, TEFAP, and SSO application can be denied.	Optional
Provisions	This is a list of customizable list of foods, items, and services offered to the client during a visit.	Optional
Racial Identity - (Canada Only)	This is a customizable list of racial identities. Users can add additional racial identities and map to the corresponding parent type.	Required
Referral Agencies ("Referred To")	This is a list of customizable list of agencies that the food bank/pantry refers a client to.	Optional
Referral Sources ("Referred By")	This is a list of customizable list of agencies that have referred the client to the food bank/pantry.	Optional
Relationship	This is a locked list of relationship types used to describe the relationships between household members.	Required
School Pantries	This is a customizable list of pantries that are school pantries.	Optional
School Pantry Current Education	This is a customizable drop-down list of the grade the individual is in.	Optional
School Pantry Documents	This is a list of School Pantry Documents that have been made acceptable.	Optional
Security Group	This is a customizable list of agencies that will be assigned to specific security groups.	Optional
Self-Identity	This is a customizable list of how a client self-identifies with any particular group, and also allows for customized self-identity options.	Required
SNAP Status	This is a list of status options: Approved, Denied, and Submitted are locked options. Can also add customized statuses.	Required
Social Program	This is a customizable list of Social Programs available to clients.	Optional
SSO Location	This is a drop-down field to indicate the location where the client applied for benefits.	Optional
SSO Programs	These are a list of programs (i.e. SNAP, WIC, etc.) being addressed in the outreach.	Optional
SSO Source	This is the source of the referral to the services.	Optional
Visit Reason	This is a customizable list of reasons why a client may be visiting the food bank/pantry.	Optional

 

How do I add an item to a List as a Regional User?

When logged in as a Regional User:

• Open Case Management.
• From the left navigation pane click Administration then Lists.
• This will take you to a list of Network Organizations.
• Scroll through the list to find your network.
• When you have located the network, click on it and you will be taken to the C MGMT Lists table of that network.
• Click the orange edit (pencil) icon in the far right Actions column.
• Follow the above instructions on How to add an item to a list.

How do I add a Provision?

The Provisions List is a list of all provisions currently (or previously) shown on any program in your network. See Programs Types vs. Program Names for more information about programs.

To add a provision:

• From the left navigation pane click Administration then Lists.
• This will take you to the C MGMT Lists table.
• Scroll down the list until you see Provisions, or type Provisions into the search field.
• When you have located Provisions click on the orange edit (pencil) button, this will open up the provisions field.
• Click the dark blue + New Option, enter the name of the provision you are adding in the Name/Label field, and choose the parent type, either Food Provided or Items/Services Provided.
• Click the blue Save button to save the item to the Provisions table or the grey Cancel button to cancel out and return to the Provisions table.
• To edit or remove a provision click Provisions from the C MGMT Lists table, then click the orange edit (pencil) icon to edit a provision, or the red trash can icon to delete a provision.
  
  • deleted provisions will still be visible on the lists table but no longer visible on the client visit page. The deleted provision will be greyed out with a grey Inactive button and an orange Activate button; simply click on the Activate button if you wish to bring the provision back as an option on the client visit page.

Security settings 

When you set up your Network for the first time you generally select one of the following security options. If you have any questions regarding your security set-up please feel free to reach out to our support team if you are a Network Administrator. 

Security Levels

• Open: Sharing all client information / visit history to any agency. Any users have the ability to edit household profiles.
• Semi-Restricted: Sharing household profile but no visit history to other agencies. Any users have the ability to edit household profiles.
• Restricted: Restrict data sharing between all agencies.