System Administration

Creating and managing screens, access roles, fields, templates, and settings.

Settings

  • Two-Factor Authentication (2FA) Administration

      Two-Factor Authentication (2FA) is a form of multi-factor authentication intended to confirm a user's identity by utilizing a combination of identifying pieces of information to successfully login to the system.  Accessing 2FA Settings To access the Two-Factor Authentication settings for the system, click the Launchpad icon  and choose Setup. Click the Settings tab on the top of the screen, then click the Two Fa...

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  • The Dashboard

    When you first log in to your account, you will see the Launchpad icon  at the top right of the screen. Clicking on the Launchpad icon will display the menu items. Click on Setup. This will take you to the System Setup screen, which displays the System Dashboard. The System Dashboard provides a high-level view of system activity, allowing you to view and manage basic user information. Dashboard Graph The System D...

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  • The Client Merge Tool

    Duplicate client records occur when staff members create 2 or more records for one client. A duplicate client record can have the same Client Name, Client Date of Birth, and/or Client Social Security Number.  In the example below, there are two instances of client records with the last 4 digits of the SSN being 9144, and both birth dates are the same. You will notice, however that the name spellings are slightly d...

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  • The Program Merge and Program Move Tools

    The Program Merge Tool  The Program Merge tool is designed to integrate program enrollments for family members who were enrolled individually by mistake. It is used to merge households regardless of whether the members have different program start dates. It can also be used even if some or all of the members of the household are no longer enrolled in the program. In the screenshot below, client Mufasa Lion is the ...

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Screens

  • Screens Overview

    Active and Inactive Screens The Screens tab is divided into two sections: Screens and Inactive Screens. The Screens section lists all active screens in your system. If you scroll down the page, you’ll find the section titled Inactive Screens. This section lists any screen that is saved, but not currently active in your system. Pre-Configured Standard Screens Screens that are common to most agencies/programs are ...

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  • Creating New Screens

    Pre-Configured Standard Screens are available to System Administrators. These are screens common to most agencies/programs are pre-configured and located at the top of the Screens section. These pre-made core screens spare System Administrators the time it takes to create such screens themselves. These screens are non-editable, which makes them easy to copy when creating customized screens, also allowing for scree...

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  • Types of Screens

    Pre-Configured Standard Screens are available to System Administrators. These are screens common to most agencies/programs that are pre-configured and located at the top of the Screens section (indicated to the right of each screen name—the blue box that reads ). These pre-made core screens spare System Administrators the time it takes to create such screens themselves. These screens are non-editable, which makes ...

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  • Editing Existing Screens

    To begin editing an existing screen, navigate to the Screens Page Launchpad > Setup > Screens. Mouse over the row containing the screen you would like to edit, and the Edit icon will automatically display to the left. Clicking this link will open the Screen Editor, where you can begin to edit your screen. Once in the Screen Editor, you can change the screen name in the field at the top of the page. You can then s...

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  • Screen Data Fields

    Pre-Configured Standard Screens are available to System Administrators. These are screens common to most agencies/programs are pre-configured and located at the top of the Screens section. These pre-made core screens spare System Administrators the time it takes to create such screens themselves. These screens are non-editable, which makes them easy to copy when creating customized screens, also allowing for scree...

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Access Roles

  • Access Roles Overview

    What is an Access Role? When you assign an Access Role to a staff member, you are designating which information and capabilities they will have access to in your system. But before you can start to assign Access Roles, you must first create Access Roles and define their associated capabilities. At times you may need to create a specific Access Role type. For example, you may need a screen for a new volunteer in yo...

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  • Creating or Editing an Access Role

    Creating An Access Role To create a new Access Role, click on the launchpad  icon and select Setup. Click the Access Roles tab and select Add Role. Selecting the Add Role link will take you to the Access Role Management screen. Here you can enter the title of your new access role. Each of the items listed on this page are criteria that you must define for each access role. They are divided into categories: Acces...

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  • Role Types

      When configuring an Access Role, System Administrators will be prompted to select a Role Type (figure 1).  figure 1   The Role Type options correspond with the Seat Types on the System Dashboard. When selecting a Role Type, the corresponding Access Rights options will refresh (figure 2).   figure 2   Each Seat Type, or Role Type, includes access to specific features of Clarity Human Services. For example, a S...

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  • Access Role Glossary

    This table provides definitions for the system functionality included within the Access Roles tab. The System Administrator can configure access roles that allow/disallow any of the following functionalities.   Access Rights Restore Deleted Data Provides the user with a Recover your deleted data link at the bottom of the screen.  When clicked a list of deleted records are displayed allowing the user to select a...

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  • Access Role-Based Reporting

    The Access Role-based reporting feature allows the System Administrator to regulate access to reports by designating which access roles will be allowed to access each report. Create and Assign Access Role The first step is to create end-user access roles. When creating these access roles, keep in mind that you will be able to assign each report to a single or multiple access roles. After you create the access role...

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Field Editor

  • Overview of the Field Editor and Custom Data Fields

    This section is divided into four parts: Searching For Data Fields Field Options Field Name / Display Name / Type / From Editing Custom Data Fields The Field Editor can be used to create custom data fields. These custom data fields can then be used and modified through the Screen Editor in the Screens tab. To learn how to modify existing custom data fields, please refer to the Working with Screen Data Fields pag...

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  • Custom Data Fields

    Creating Custom Data Fields To create a custom data field, click on the Launchpad icon  and go to the Setup area. Go to the Field Editor tab and select the Add Field link at the top right corner of the center screen. This will take you to the Create A Field screen. Begin by selecting Custom from the first dropdown menu to specify it is a custom field. Next, enter the Field Display Name. The Field Display Name re...

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Templates

  • Scheduling Timeframes for Assessment Due Dates

    When the assessment due date nears, an Assessment Due notification appears in the right sidebar of the Program tab in the client record to notify the user that a Status Assessment is due. The timeframe for which a program assessment needs to be completed (and the resulting Assessment Due notification) can be configured by the System Administrator for any program. To modify the timeframe for a Status Assessment of...

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  • Program Templates

    Creating a Program Template To create a Program Template, go to Setup > Templates and select the Programs Templates link in the right sidebar. To create a Program Template, select the  Add New Program link toward the top right of the screen. After clicking the Add New Program link will take you to the Create A New Program Template Screen. Program Template Name Begin by entering the Program Name for the new templ...

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  • Goal Templates

    It is possible to automate the creation of Goals for repetitious programs. Some programs require the exact same Goals, and the creation of these Goals must be replicated when creating the programs—which can make program creation tedious and time-consuming. The Automated Provisioning feature saves time by eliminating the need to manually configure Goals (as well as Services/Service Items, Documents, and Chart Field...

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  • Assessment Measures

    What is an Assessment Measure? Assessment Measures created in Setup > Templates > Assessments can be implemented into assessments created in Manage > Assessments. They can then be used to track changes in the specified variables longitudinally over time. In the example below, ‘Earned Income Amount’ was chosen as an Assessment Measure for the AMI Assessment (in Setup > Templates > Assessments). This Assessment Mea...

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The Settings Tab

  • Assessment Processors

    It's important to create the Assessment prior to working with the Processor. Creating the Assessment beforehand will save time when assigning the points to fields within the Assessment. If you are looking for information about setting up a General Assessment visit: How to set up a General Assessment. The Assessment Processor feature allows System Administrators to assign custom scoring to fields and sections of As...

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  • Settings Tab Glossary

    Settings The following sections are the initial group of settings for the system. System Configuration System Name Indicates the implementation name of the system setup. System URL Is the Internet address for the system/implementation. System Internal IP Indicates the internal server the system/implementation is working on. Time Zone Set the time zone for the system/implementation that is appropriate to w...

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  • Advanced Settings Overview

    Accessing the Advanced Settings Area To work with Advanced Settings, click the Launchpad icon  and choose Setup.  Click the Settings tab and the Advanced Settings section can be found listed in the right sidebar. Two-Factor Authentication Two-Factor Authentication (2FA) is a form of multi-factor authentication intended to confirm a user's identity by utilizing a combination of identifying pieces of information to...

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  • File Categories

    File Categories can be used to organize files that are uploaded into a client record. To manage File Categories, go to Setup > Settings > Advanced Options (right sidebar) > File Categories. Adding a New File Category To add a new File Category, select the Add Category link at the top right corner of the center screen.  This will take you to the Create A New File Category screen, where you will enter the name of ...

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  • Global IP Whitelist

    To find this section, go to Launchpad > Setup > Settings > Global IP Whitelist link (located in right sidebar). Selecting the Global IP Whitelist link will take you to the IP Whitelist screen where you can add by clicking on Add New Address . You can also delete IP addresses from the system by clicking on the trashcan icon. To search for an existing IP address in the empty search bar enter address, or a portion ...

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  • Navigation Profiles

    The Navigation Profiles feature will allow you to control the visibility and order arrangement of the various tabs within your system.  Once configured the Navigation Profile can then be assigned to an agency. To learn how to assign the new Navigation Profile to an agency, please refer to the How to Set Up An Agency page. Accessing the Navigation Profiles Settings To access the Navigation Profile settings, click t...

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The Report Library

  • Report Library Overview

    The Report Library can be accessed by selecting the Reports icon from the Launchpad icon  toward the top right corner of the main screen. Report Information The Report Library screen is divided into several sections according to report type. Selecting the down arrow to the right of the report category will cause that report section to expand. The report section will expand to show the reports within that category...

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  • Generating a Report

    Getting Started Click on Reports from the main menu. This will take you to the Report Library main screen. You will notice the screen is divided into several category sections according to report type, with Show/Hide features for easy organization. To generate a report, select the down arrow to the right of the appropriate report category section. The report section will expand to include all reports in that rep...

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  • Scheduling Reports

    Scheduling a Report Scheduling reports allows System Administrators to automatically run reports at specified times instead of having to generate all reports manually. To schedule a report, click on Reports from the Launchpad. This will take you to the Report Library main screen. You will notice the screen is divided into several category sections according to report type, with Show/Hide features for easy organiza...

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Deleted Data

  • Recovering Deleted Data

    System Administrators and users who have an Access Role with the Restore Deleted Data Access Right have the ability to recover deleted data in a client’s record. Recover Deleted Data In the screen where data has been deleted, click on the Recover your deleted data link located toward the bottom right of the screen. The screen will drop down, enabling you to select the data you wish to recover. Toggle the switches ...

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