System Administration

Articles in this section are designed for System Administrators and cover topics like configuring system settings, managing fields and screens, creating new access roles, and setting up templates.

Access Roles

  • Access Roles Overview

      This article was consolidated with Creating and Editing Access Roles. It will be archived soon.  

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  • Access 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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  • Rights Glossary for Access Roles

      When creating or editing an access role, there are a number of customizations that can be made to fit the individual access needs of staff members. This glossary provides a brief explanation of the functionality affected by each option with links to associated Help Center content, where applicable. The options that display depend on the Role Type, as each yype has access to specific rights within Access Roles.  ...

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  • Creating and Editing Access Roles

      What is an Access Role? When you assign access roles to staff members, you are designating what data and capabilities they will have access to. Before you assign an access role, you must first create it and define its associated capabilities. At times you may need to create a specific access role. For example, you may need a role for volunteers who will be doing data entry only. You can create a role titled ‘Lim...

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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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The Dashboard

  • 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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Fields and Field Editor

  • Introduction to Geolocation Fields

      Overview A geolocation field is a type of field that allows users to record geographic location information in a screen in a client record. That information is then displayed in an interactive map within the screen. These fields can be added to any screen type and multiple geolocation fields can be added to the same screen to track different types of geographic location data. Screens that include geolocation fie...

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  • Introduction to Fields and Field Editor

      Overview When client data is collected in Clarity Human Services, it's collected using fields. There are fields that are created and maintained by Bitfocus and available to every customer, including fields for the HMIS Data Standards. Custom fields can also be created, allowing communities to track data specific to their local needs. Fields are created and managed in Field Editor. When edited within Field Edito...

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  • Creating and Editing Custom Fields

      Fields are created, edited, and deleted in Field Editor. As noted in Introduction to Fields and Field Editor, configurations made to a field in Field Editor impact its appearance and functionality in any Screen it's added to. For more information about configuring fields at the Screen level, see Creating and Editing Screens and Screen Data Fields. Only fields with a Table Type of "Custom" can be created and edit...

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  • Hidden Fields

      Overview Fields can be configured to be “hidden” in screens in Screen Field Editor. A hidden field will not display on the screen in the user interface, but can still accept and store data.  A hidden field can accept and store data 3 different ways: Cascading data: if data cascading is enabled for the Program, corresponds with the screen type, and the data value falls within the time threshold, the previously r...

Merging Records

  • The Client Merge Tool

      Note: Merges cannot be undone/reversed! Before the merge tool is used, thoroughly review each client profile history to ensure the records belong to the same client. Duplicate client records occur when staff members create two or more records for the same client. A duplicate client record can have the same Client Name, Date of Birth, and/or Social Security Number.  In the example below, there are two i...

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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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Referrals and the Community Queue

  • Multiple Community Queues

      Overview In some communities, maintaining multiple Community Queues may be useful for managing distinct processes of referral and placement. For example, a community may have one queue for emergency shelter beds and another for permanent housing units. Alternatively, Community Queues may be used to manage both the Coordinated Entry process as well as referrals to other, non-housing related programs.    With mult...

  • Tracked Characteristics

      Overview 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).    figure 1   Referrals can be filtered based on characteristics. For example, if a program prioritizes veterans for...

  • 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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  • Community Queue for System Administrators

      This article discusses how a System Administrator can setup/manage the Community Queue. The Clarity Human Services Community Queue was developed around the utilization of an Assessment Tool to prioritize providing assistance for clients in most need. The information is divided into the following sections: Coordinated Entry Assessment and Referral Tools Referral/System Settings Program Creation for Coordinated E...

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  • How To Configure The Referrals Tab

    This tutorial provides instruction on how to configure the Referrals tab within the Clarity Human Services. For full instruction on the functionality of the Referrals tab, please visit the Referrals section of the User-Level Wiki. To begin configuring the Referrals tab, got to the Launchpad and select Setup > Settings. In the right column, select Referral Settings. Then, you can Add a new Referral Setting or Edi...

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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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  • 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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  • Creating and Editing Screens

      Overview Pre-configured system screens are available to system administrators. These screens are designed to collect common data, such as the HUD HMIS Data Elements. These screens are non-editable, but can be copied to create custom screens. In addition to system screens, system administrators can create custom screens, either by copying and editing system screens or creating new ones.   Copying Screens If you w...

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  • Screen Field Editor

    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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System Settings Advanced Options

  • 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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  • System Variables: Continuum of Care List

      There are several places throughout Clarity Human Services where system administrators select a continuum of care (CoC) from a drop-down menu, including agency and program configuration, sites, and system setup. The continuums of care that populate that drop-down menu, previously managed in Field Editor, are now managed in System Setup.   Note: the CoC field is still viewable in Field Editor, but is no longer...

  • 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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  • 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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  • Configuring the Release Of Information (ROI) Settings

        New Features: Enhanced Consent Refused Options   This section provides an overview on how to configure the Release of Information Feature. This feature ensures that a signed Release of Information (ROI) is always on file and up-to-date in each client record. It makes the ROI forms easy for the end user to access and store, and it also tracks expiration dates to ensure that the ROI form in each client recor...

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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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Templates

  • Sharing Group Templates

      When an agency wishes to share data at different levels with different agencies, sharing groups can be created to accomplish this. To access an existing sharing group or create a new one, click on the launchpad and navigate to Setup > Templates. Under Template Tools, locate and click Sharing Groups (figure 2).    figure 2   You’ll see any existing sharing groups in the system listed here, which you can modify b...

  • 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 Measure Templates

    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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  • Scheduling Timeframes for Assessment Due Dates in Templates

    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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