System Administration

Discover the structure and functionality of Clarity Human Services, as well as step-by-step instructions for common tasks and configuration scenarios.

Working with Settings

  • Configuring Two-Factor Authentication (2FA)

    This article outlines the configuration and use of Two-Factor Authentication (2FA) Security for System Administrators. 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 syste...

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  • Understanding the Dashboard

    This section discusses each item featured on 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 that 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 b...

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  • Working With the Client Merge Tool

    This section discusses how to merge duplicate client records. 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. Y...

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  • Working With The Program Merge Section

    This section discusses the features in the Program Merge Section. The Program Merge and Program Move tool are for System Administrators to fix issues with enrollments.  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 ...

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Working with Screens

  • Creating New Screens

    This section discusses how to create 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 cr...

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  • Screen Descriptions

    This section provides a description of each screen that can be created or modified by a System Administrator. 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 Ad...

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  • Editing Existing Screens

    This section discusses the basics of editing screens. To begin editing an existing screen, navigate to the Screens Page (Setup > Screens). Mouse over the row containing the screen you would like to edit, and the Edit option 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...

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  • Working With Screen Data Fields

    This section discusses data fields and the screen editor. To learn how to create custom data fields, please refer to the Overview of the Field Editor & Custom 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 Administrat...

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Working with Access Roles

  • Access Roles – Overview

    This section explains how to create Access Role categories. Learn how to assign a certain Access Role to a specific staff member here. For a glossary of Access Role terminology, please refer to our Access Role Glossary 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 ...

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  • Creating or Editing An Access Role

    This section discusses how to create or edit an Access Role. For a glossary of Access Role terminology, please refer to our Access Role Glossary Creating An Access Role To create a new Access Role, go to Setup > Access Roles. On the Access Roles screen, select the ‘Add Role’ link toward the top right of the screen. Selecting the ‘Add Role’ link will take you to the Access Role Management screen. Here you can e...

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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 Role Glossary 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 sel...

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  • Access Role-Based Reporting

    This section discusses how to use Access Roles to manage end-user access to reports in the Report Library. 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 yo...

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Working with Field Editor

  • Overview of the Field Editor & Custom Data Fields

    This section provides an overview of the Field Editor. 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...

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  • Creating & Editing Custom Data Fields

    This section discusses how to create and edit custom data fields using the Field Editor. 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. Next...

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Working with Templates

  • Creating & Editing Program Templates

    This section discusses how to create or modify a Program Template. Program Templates created in System Setup can be used when creating Programs in the Manage section. NOTE: It is possible to automate the creation of repetitious programs and services. For example, some programs offer the exact same services, and the creation of these services must be replicated when creating the programs—which can make program crea...

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  • Creating & Editing Goal Templates

    This section discusses how to create Goal Templates. Once created, Goal Templates can be implemented into program setup in the Manage section. 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 Pro...

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  • Creating & Editing Assessment Measures

    This section discusses how to create, edit, and delete 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 Meas...

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Working with the Settings Tab

  • Settings Tab Glossary

    This section provides definitions for all fields included in the system's settings area, and are available in the Launcher icon  > Setup > Settings tab. 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...

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  • Working With Advanced Settings – Overview

    This section provides brief descriptions for all fields included in the Advanced Settings section. Further details can be found in each field's corresponding page. These links accompany each of their associated fields. 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 ...

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  • Advanced Settings: Working With File Categories

    This section discusses how to add/edit File Categories & File Names. 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 ...

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  • Advanced Settings: Working With Global IP Whitelist

    This section discusses the Global IP Whitelist feature. To find this section, go to 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/delete IP addresses to/from the system. To search for an existing IP address, enter the IP address, or a portion of the IP address in the search box and ...

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  • Advanced Settings: Working With Navigation Profiles

    This section discusses how to create and manage Navigation Profiles. Selecting the “Navigation Profiles” link will take you to the Navigation Profiles screen where you can add a new Navigation Profile or modify an existing Navigation Profile. The Navigation Profiles feature will allow you to control the arrangement of the various tabs of your system. The Navigation Profiles screen contains a list of Navigation P...

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  • Advanced Settings: Working With Client Forms

    This section discusses how to add or edit the client forms made available in the files tab of the client profile. To begin working with Client Forms, go to Setup > Settings > Advanced Options Then Select ‘Client Forms’ from the ‘Advanced Options’ Selecting the ‘Client Forms’ link will take you to the screen where you can store your agency’s preloaded forms that are used in the Files tab of the Client Recor...

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Working with the Report Library

  • Report Library Overview

    This section provides an overview of the Report Library, and discusses how to run reports and schedule reports to be sent to the report queue. The Report Library can be accessed by selecting the Reports icon in the Menu 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 t...

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  • Generating a Report

    This section discusses how to run a report from the Clarity Report Library. From more information on the Report Library, see Report Library Overview. 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 rep...

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  • Scheduling Reports

    This section discusses how to schedule a report to be generated at a specified time. To learn how to generate a report immediately, please refer to the Generating a Report page. 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 main menu. This will ta...

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Working with Data

  • Recover Deleted Data

    This section discusses how to recover deleted data in a client record. 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, e...

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