Release Date for All Training Sites: 9/10 - 9/12
Release Date for All Production Instances: 9/19
1. Referral Updates
1.1 Community Queue - Tracked Characteristics
With this new feature, system administrators can add Tracked Characteristics via the Referral Settings section under System Setup. "Tracked Characteristics” are precisely what the name sounds like: characteristics that a system user wants to monitor concerning a client -- e.g., veteran status, gender identity, employment, and housing status (see image below).
When the Tracked Characteristic option is activated, all client characteristics a user wants to follow will be attached to the client profile when the user creates or updates an account.
For example, if a system administrator has chosen veteran status as a Tracked Characteristic, then, as a user mouses over to the Tracked Characteristics Icon (Badge), a client's veteran status will appear (see images below).
This feature is specific to referrals. You can find it in the following referral screens:
- Community Queue
To add a Tracked Characteristic, system administrators should go to Set up from the home screen. From here, select the Setting tab and then the Referrals Settings tab, on the right sidebar. Once in Referral Settings, click the “edit” icon next to the name of the settings profile you wish to configure.
When you’re in the desired settings profile, scroll down to the near the bottom of the screen until you see “Tracked Characteristics.”
Adding New Characteristics:
Once you see the Tracked Characteristics bar in the Referral Settings Screen, you can easily add characteristics. To do this, click "Add New Characteristic" in the grey bar to the right of “Tracked Characteristics” (see image below).
A new screen will appear with an option to add a Characteristics name. Type in the name you want, such as “veteran,” and then click, “save changes.” A Conditions box will appear, where you can create conditional logic for the tracked characteristic. Select “add condition.” A new screen will then appear, where you can add the appropriate conditions (see image below).
To edit an existing Tracked Characteristic and add more conditions, simply navigate to the “Tracked Characteristics” section near the bottom of a Referral Settings screen, and click the edit icon next to the characteristic you want to modify. Another box will appear, where you can add the desired conditions (see image below).
1.2 New Duration Measurement for 'Pending: In Process'
Clarity Human Services now allows users to monitor how long it takes between when they receive a referral and when they first mark the referral as “Pending -- In Process.”
The "Pending -- In Process" information is displayed under the Days Pending column in the Pending tab of the Referrals screen. This new category is simply labeled "pending."
- Total: This continues to display the number of days since a referral was first created.
- Pending: This is a new category. It shows the number of days between the date a referral was first sent/reassigned to a program and the date the Status of the referral was changed to "Pending - In Process."
- In Process: Just as before, this indicated the number of days since a referral Status was changed to “Pending - In Process."
To view the "Pending -- In Process" feature, navigate from the Clarity Human Services home screen to the Referrals tab below the user profile name. Then, once you’re in the Referrals screen, select the Pending tab.
1.3 Referral History: Add Activity Types
Bitfocus has clarified the information in the Referrals history by changing labels that may have been confusing. Specifically, these updates were made to indicate activities that have occurred during a referral process.
We have also enhanced the way dates are displayed in the Referrals history. Therefore, the User Entered Date is now treated as the “primary date“ -- it has a large font. Displayed in smaller font below the User Entered Date is the “secondary date,” which is the timestamp for when the activity was recorded in the system (see image below).
In the images below, we have highlighted all the labels that have had their text changed for improved clarity.
These new labels are found in the Denied, Queue, and Pending tabs of the Referral screen. You can access these from the Home screen by mousing over to the Referrals tab below the user profile name. Then, select the Denied, Queue, or Pending tab. Once you’re in one of these tabs, select Edit.
1.4 New Referral Denial/Expiration Tracking
This is a minor, but important, update to how Clarity displays the date of a denied referral. The Referral Denied date will now be the date a referral was originally denied. Please note that this date will no longer be updated with additional changes to the record (see images below).
Previously, the Referral Denied date was based on the last time a record was updated. However, this would sometimes lead to inaccuracies in the dates on record if a profile was updated after the original denied referral date.
To see these changes, simply go to Referrals from the Home screen. Then, click the Denied tab.
2. Coordinated Entry Updates
2.1 View all open units at once
Here is another helpful update to the Referrals screen. This new feature allows users to view all open units at one time. If your Clarity instance has multiple reports configured in Looker, users can select different reports for display via the Agencies Overview page. Administrators can manage access to these reports via the Access Role Management - Agency Staff screen.
System administrators and managers: to activate the option to view all open units, please follow these steps:
Enabling an Access Role to see all openings (see image below):
- Go to Set up in the launch pad
- Click the Access Roles Tab
- Find the access role you want to modify, and select the Edit icon
- Under Access Right, scroll down to Referrals: All Openings. Then, toggle the option to “on.”
Enabling the All Open Units display in an Agency’s Referral screen:
- From the home screen, go to the launch pad and then select Manage.
- Once you’re in the Manage screen, you’ll immediately find yourself in the Overview tab. Stay here, but scroll down to near the bottom of the screen.
- Here you will see the Open Units Report field. Click the down arrow next to that field and select the option for Open Units (if it’s not already selected).
The image below shows the location of the Open Units Report field:
For users to work with the Open Units Reports, all they have to do is navigate from the home screen to Referrals, and then click Open Units, at the far-right end of the list of Referrals tabs (see images below).
FOR SYSTEM ADMINISTRATORS WITH ACCESS TO A STAND-ALONE VERSION OF LOOKER ONLY:
System administrators, if you have access to a stand-alone version of Looker, and you want to include a custom Look under the Open Units Report list:
- Create a Look in your stand-alone instance of Looker.
- Save the new Look to the program openings subspace (if the program openings subspace does not exist, create it).
Then, to choose the custom Looker report you want to include under the Open Units tab:
- Go to Setup in the launch pad. Then select the Setting tab.
- Once you’re on this screen, go to the right sidebar called, “Advanced Options.” In the sidebar, scroll down to Data Analysis. Select this option. This will take you to the Report Categories page.
- Then, go to the appropriate report category, and click the edit icon.
- Once you're in a specific category page, find the report you wish to enable (the report will be under the program openings subspace) and toggle it on (see the first image below). If you don't see your custom Looker report, click on the REFRESH DATA ANALYSIS link on the Report Categories page (see the second image below).
- The report will now be included in the Open Units Report list on the Agency Overview screen.
2.2 “Refer to Queue” Button More Visible
Bitfocus has made the Community Queue referral process even more intuitive by moving the location of the “Refer Directly to Community Queue” button. This update will also help reduce the number of accidental direct referrals to programs from the eligibility screen (see image below).
This enhancement occurs automatically, with no required actions from System Administrators or Managers.
2.3 Ability to Filter on Program in Community Queue
Currently, Clarity Human Services allows Matchmakers to filter the Community Queue by “Active Agency” to find clients who may be eligible for one or more projects at the selected agency. However, we've recently expanded the filter options for coordinated entry. With this update, Matchmakers can filter the Community Queue by project type, further reducing the time spent searching for eligible clients.
Once a Matchmaker has picked the “Active Agency,” they can then select the appropriate project or projects from the “Project” picklist. This exciting enhancement also allows Matchmakers to choose one or more projects. After this step, the picklist will populate with all the projects at the agency that have “Eligibility” enabled in the project setup.
Working with the new Community Queue filter is the epitome of easy. Users must simply navigate to the Referrals screen, then select the Community Queue tab. Under the Project Field, you’ll see a switch for “Eligible Clients Only.” Toggle this on (see image below).
Then, if you want to search only by specific projects, click on the Project field directly above the “Eligible Clients Only” switch. A drop-down menu with a picklist will appear. Select the program you which to include in your query, and then click the Search box (please see the two images below).
2.4 Public Listing Refinement
Clarity’s Coordinated Entry features keep getting better. With this enhancement, we've expanded the options for choosing when programs are displayed to users during a referral and when they're not.
Currently, Clarity's Public Listing controls offer only two settings for the display of Programs:
- Public Listing (enabled): Allows all users with access to the Clarity instance to see that a particular program is available.
- Public Listing (disabled): Allows ONLY staff at a specific agency to see whether a program is available.
Bitfocus realizes, however, that sometimes a program should not appear in referrals at all, regardless of the user. We have, therefore, replaced the binary enabled/disabled toggle function with a drop-down menu that features three total Program Public Listing options:
- Public: This option is the same thing as “enabling” the Public Listing option in the current system. When this option is selected, all users can see the program.
- Agency: This option is the same thing as “disabling” the Public Listing option in the current system – meaning, only agency staff can see the programs on referral screens.
- None: This is a new option that hides programs for all users.
System Administrators and Managers: To work with these new settings, going to Manage in the Launch Pad. Then select the Programs tab. Once you see the program you want to configure, click the edit icon to the left of the program name. This will take you to the Modify Program screen. Scroll down until you see the Public Listing field, directly below the Program Description text box. Click the Public Listing field, and choose your preferred setting from the drop box that appears (see images below).
2.5 Autoupdate Assessment Score - Historic Data
Clarity Human services will now update historical assessment data when the ‘Use Most Recent Assessment’ feature is enabled and saved under the Referrals Setting section in Setup.
When ‘Use Most Recent Assessment’ is enabled, a new section called Historic Data will appear. If the "Update" toggled next to Historic Data is on, then any referrals currently on the Community Queue will be updated so that the most recent assessment (of the same type) is linked to the referral (regardless of whether the assessment was created before or after "Use Most Recent Assessment" was enabled).
3. Client Location Updates
3.1 Zip+ 4 USPS Format
Bitfocus has just updated Clarity Human Services to do an even better job supporting your outreach work. The Client Location screen now grants agency staff the ability to enter a Zip Code in the Zip+4 USPS format. This small but mighty change provides greater granularity to a location within a wider zip code area. You can also use this format to represent specific delivery routes.
To enter the additional zip code values to a client’s account, please go to the Location tab under a client’s profile. You’ll see on the Zip Code line that we’ve added a dash to the right of the standard 5 digit numerical field. If a user knows the additional 4 digits of a client's USPS zip code, they can enter that information on this line (see image below).
4. General Updates
4.1 Faster Dashboard Load Time
Clarity boasts one of the fastest load times of any Cloud-based software on the market. However, we know that any degree of sluggishness can disrupt your workflow. Therefore, we've improved upon greatness and turbocharged the load time of the SetUp screen -- so now, even during peak times user-loads are highest, your Clarity instance should cruise along without encountering any speed bumps.
This enhancement occurs automatically, with no required actions from System Administrators or Managers.
4.2 Ability to Cancel Queued Exports/Reports for Any User
This new feature will allow the system administrator the ability to cancel any [HUDX-111] HUD CSV / XML Program Data Export" reports that have been executed in error or are taking too long due to their large size.
Simply navigate to Home → Settings → Report Queue, and select the trash can icon next to the report.