A tracked characteristic is a condition or set of conditions based on fields and associated with a referral. If a client record meets the conditions of a tracked characteristic, when a referral is created, a "badge" for that characteristic will be associated with the referral (figure 1).
Referrals can be filtered based on characteristics. For example, if a program prioritizes veterans for housing, a tracked characteristic using the field [veteran] can be created, allowing staff members to filter pending referrals to include only veterans.
Creating Tracked Characteristics
|Note: the ability to create tracked characteristics is available to system administrators only.|
To create a new tracked characteristic, click the Launchpad and navigate to Setup>Settings>Referral Settings (figure 2).
Hover over the Referral Settings profile you would like to add Tracked Characteristics to and click the edit icon (figure 3).
In the Tracked Characteristics section, click Add New Characteristic (figure 4).
Provide a name for the characteristic and click Save Changes (figure 5).
Next, you'll set up the conditions that must be met in the client record for the tracked characteristic to be associated with a referral. To add a condition, click Add Condition (figure 6).
For each condition, you must choose a Type, Field, Condition, and Value (figure 7).
Type: select whether the condition is "Profile Based" or "Assessment Based". This determines the type of screen in the client record that will be referenced when determining if a referral meets the conditions of the tracked characteristic.
|Note: For conditions with a Type of "Assessment Based", the response from the assessment screen with the most recent [last_updated_date] will be referenced.|
Field: choose the field the condition will be set for. As you type the name of the desired field, a list of potential matching fields will generate in a drop-down menu. Any field within the field library can be added as a condition. Any field type, including live markers, can be used in tracked characteristics.
|Note: to ensure the correct field is being used for the condition, it is beneficial to first confirm the field name in Field Editor.|
Condition: select the condition that must be met for that field. This will depend on the field Type of the chosen field. For example a "Picklist" type field may use an "Equals" or "Not Equals" condition, where a "Number" type would use "Greater Than" or "Less Than".
Once you've completed selecting the terms of your condition, click Save Changes.
Multiple conditions can be added to a tracked characteristic. For example, if a tracked characteristic should only be associated with a referral for a client who has a response of "Yes" to for the field [veteran] as well as a response of "Yes" for the field [disabled], these would be added as two separate conditions for the same tracked characteristic, joined with an "And" (figure 8).
Alternately, multiple conditions can be created where the tracked characteristic will be associated with a referral if either of multiple conditions are met using the "Or" operation. The "None" operation can be used to create a tracked characteristic that will be associated with a referral any time the conditions of that tracked characteristic are not met. Additionally, you can add parentheses around the conditions or sets of conditions to create more complex logic. These can be useful when combining “And” and “Or” operators.
Editing Tracked Characteristics
To edit an existing tracked characteristic, hover over and click the edit icon next to the tracked characteristic you want to modify (figure 9).