Person, Contact/Phone, and Address Changes in SACWIS Build Knowledge Base Article

Transcription

1 Person, Contact/Phone, and Address Changes in SACWIS Build 3.04 Knowledge Base Article

2 Table of Contents Overview... 3 Person Record... 3 Navigating through the Person Record... 4 Contacts and Phone Numbers... 6 Additional Contact Types... 6 Dynamic Display of Contact Fields... 7 New Not Applicable Checkbox Phone Number Entry Address Functionality New Address Lookup Field New Add Unknown Address Button Prevention of Duplicate Addresses Page 2 of 16 Last Revised: 06/20/2016

3 Overview This article describes the design/functionality changes relating to the Person record, Contact / Phone Number fields, and entry of Addresses that will be implemented in SACWIS Build Person Record A new Person Overview screen will serve as a single entry point to an existing Person record. The Person Overview screen displays a generic overview of information for the person and is not editable. A Navigation menu on the left side of this screen contains links to each of the modules (Profile, Education, etc.) within the Person record. Page 3 of 16 Last Revised: 06/20/2016

4 Note: The system will navigate you to the new Person Overview screen when you access an existing Person record. When you are creating a new Person record, the system will navigate you to the Person Profile Basic tab to start entering information for the person. Navigating through the Person Record The Navigation menu on the Person Overview screen replaces the hyperlinks that formerly displayed across the top of the Person record screens. The links displayed in the Navigation menu are determined by the logged-in user s security and profiles in SACWIS. The Navigation menu for the Person record will display only on the Person Overview screen. When you click a link in the Navigation menu, the screen will display the appropriate tabs for the selected module, but the Navigation menu will not display. 1. To make changes (or view details) within a module of the Person record, click the appropriate link in the Navigation menu on the Person Overview screen. Example: Clicking the Profile link navigates you to the Basic tab of the Profile module. As shown below, the Navigation menu does not display. Page 4 of 16 Last Revised: 06/20/2016

5 2. When you finish making changes within a module, click the Save button to save your changes. (Or click the Cancel button if you were viewing information.) Upon clicking the Save (or Cancel) button, the system will navigate you back to the Person Overview screen. 3. You can select another link in the Navigation menu to access a different module of the Person record. Note: You can use the Show / Hide button above the Navigation menu to toggle the display of the menu on the Person Overview screen. The Show / Hide button always displays, even when the Navigation menu is hidden, as shown below. On smaller mobile devices, this Navigation menu will be hidden by default. You must click the Show / Hide button to display the menu. 4. To exit the Person Overview screen, click the Close button at the bottom of the screen. Page 5 of 16 Last Revised: 06/20/2016

6 Contacts and Phone Numbers New Contact and Phone Number functionality that will be implemented includes additional Contact Types, dynamic display of Contact fields, and a new Not Applicable checkbox. Note: The examples described below use screens from the Person record; however, these functionality changes will apply to relevant screens throughout the system. Additional Contact Types The list of Contact Types will have three new options: Other Phone For recording a phone number that cannot be categorized under any of the existing phone contact types. Other Contact Type For recording a non-phone contact method that cannot be categorized under any of the existing contact types. Social Media For recording a social media contact method such as a Twitter handle, Skype or Facebook account, etc. Note: The Other Phone and Other Contact Type options will replace the generic Other contact type. Page 6 of 16 Last Revised: 06/20/2016

7 Dynamic Display of Contact Fields When adding a new Contact in SACWIS, the system will dynamically display additional fields depending on the Contact Type selected. Example: When the Contact Details screen first displays, it will only display the contact Type entry field as shown below. After selecting a contact Type (such as Home in this example), the screen will display additional entry fields that are specific to the selected contact type: Most of the contact types are for phone numbers and will display the Phone, Ext (Extension), and Description fields along with a new Not Applicable checkbox as shown above. You must either enter the Phone number or select the Not Applicable checkbox. Note: The new Not Applicable checkbox is explained in the next section. Page 7 of 16 Last Revised: 06/20/2016

8 If you select Social Media, Other Contact Type, or International Phone as the contact type, the system will display the Contact and Description fields. The Contact field is required. If you select as the contact type, the system will display the and Description fields and the Not Applicable checkbox. Either the field or the Not Applicable checkbox is required. Note: The address entered in the field must contain sign as well as a period. SACWIS will display an error message upon leaving the field if sign and/or the period is missing. Page 8 of 16 Last Revised: 06/20/2016

9 If you select No Telephone or Unknown as the contact type, the system will only display the Description field. This is an optional field. Upon saving, the contacts grid will display No Telephone or Unknown as the contact Type. The Detail column will display the text (if any) that was entered in the Description field. Page 9 of 16 Last Revised: 06/20/2016

10 New Not Applicable Checkbox SACWIS will display a Not Applicable checkbox that you can select when it is necessary to document that the person does not have a specific contact type. Example: If the person has a cell phone but does not have a home phone number, you can create a Home contact with the Not Applicable checkbox selected. Upon saving, the grid will automatically display N/A as the Detail for that contact type: The Not Applicable checkbox is available for the following contact types: Cell Neighbor Other Phone Emergency Pager Fax Relative Home TDD Message Work Page 10 of 16 Last Revised: 06/20/2016

11 Phone Number Entry With the implementation of Build 3.04, you will need to enter 10 digits only for a phone number (without formatting), and enter a valid phone number. Enter 10 Digits Only All Phone Number entry fields throughout the SACWIS application will be standardized to accept entry of 10 digits only. The system will automatically apply the appropriate formatting to the display of the phone number. Example: To enter a contact number of (614) in the Phone field, you will only need to type the numbers As you are typing the numbers, SACWIS will dynamically apply the appropriate formatting, as shown in the example below. Enter a Valid Phone Number If you enter a number in the Phone field that consists of all nines, all zeroes, or all ones (for example, ), then upon leaving the field, SACWIS will clear the field and display an error message as shown below. If you do not know a valid phone number for the person, please select the Unknown option in the contact Type field. Page 11 of 16 Last Revised: 06/20/2016

12 Address Functionality New Address functionality that will be implemented includes an Address Lookup field and an Add Unknown Address button. Note: The steps and examples below use screens from the Person record; however, these functionality changes will apply to relevant screens throughout the system. New Address Lookup Field When adding a new street address, a new Address Lookup field using Google Search functionality will help to standardize the address search and make address entry easier. The following steps describe how to use this new functionality. 1. Click the Add Address button. The Address Details screen displays the new Address Lookup field. (Both the Domestic Address Details and Foreign Address Details screens will display this new field.) Page 12 of 16 Last Revised: 06/20/2016

13 2. In the Address Lookup field, start typing the street address. As you type, SACWIS will automatically use Google Search functionality to look up addresses that match the information you are entering, as shown in the example below: 3. If the desired address appears in the list, click on the address to select it. The address will display in the Address Lookup field as shown below. Note: Selecting the address from the displayed list will help to standardize addresses entered in SACWIS. If you are entering a Domestic address and it does not display in the list: Click the PO Box or Manual Search Criteria header to expand that section (shown below), then enter the P.O. Box or street address information manually. Page 13 of 16 Last Revised: 06/20/2016

14 4. After selecting (or manually entering) the address, select the Address Type. 5. You may enter C/O (Care Of) and Location Details information and change the Effective Date to a previous date, if appropriate. 6. Click the Search button. The Address Search Results grid lists any addresses that match your search: 7. Click the Select link to select the address. The new entry appears in the Address grid: Page 14 of 16 Last Revised: 06/20/2016

15 New Add Unknown Address Button A new Add Unknown Address button will allow you to add an unknown address, as shown in the following example from the Person record: 1. Click the Add Unknown Address button to display the Unknown Address Details screen: 2. Unknown is pre-selected as the Address Type. You can select a different Address Type, if appropriate: Page 15 of 16 Last Revised: 06/20/2016

16 3. The Effective Date field defaults to the current date. You can enter a previous date in this field, if appropriate. 4. Enter Location Details information, if desired. Upon saving, the address grid will display a new entry with the selected Address Type in the Type column. The Address column will display Unknown, followed by any text entered in the Location Details field. Prevention of Duplicate Addresses Rules have been put in place to prevent the creation of duplicate addresses in SACWIS. If an address exists on the Person record and has not been end dated, the system will not allow creation of a new record with the same Address and Address Type. If you need additional information or assistance, please contact the SACWIS Help Desk. Page 16 of 16 Last Revised: 06/20/2016