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ChilliDB users who are in an administrative position, as well as any user who has the required permissions, are able to create news items to display on their organisation’s ChilliDB home page. The following steps explain how to create/publish and edit news items in your ChilliDB. First, navigate to the Utilities menu item and click on ‘News’ - ‘Create’. This displays a blank News form that users can fill with the details pertaining to the news event they wish to create. They can choose when the News will launch (immediately or at a set time in the future) and also set an expiry date and time. Additionally, if creating multiple news items, the order each item is displayed can be set on this screen. When all the necessary information has been added, click ‘Save’. Note: Users also have the option to limit which roles in their organisation see the News item that they post. To limit visibility to certain roles, deselect ‘Visible For: All Roles’ underneath the Details box, and then select which roles in your organisation you would like the News item to be visible for. Once the newly created News item has been saved, users can view any items they have created by navigating to Utilities - News - Maintain. The next screen displays the News items created in the organisation’s ChilliDB system to date. If some items are limited to certain roles, those items will only be visible to the users in those roles. If a user wishes to edit a news item, they click on the item title (in blue). This takes them to the ‘Create’ page of the respective news item, and they are able to change any of the details as required. After a News item has been created and saved, it will become visible on your organisation’s home page at the date and time you entered in the ‘Launch’ field on the ‘Create’ page. If News items are not being displayed on your home page, check the launch time allocated to that particular item. Also check that you have permissions to view the item if it is something you didn’t create yourself. If you are unable to view the News section itself on the home page, it may be that you need to personalise the screen layout to ensure this information is visible. To do this, go to your user profile icon (in the top right-hand corner) and click on Preferences - Manage Screen Layout. This displays the screen below, where you can check to see if ‘News’ is in the hidden panels. If it is, click and drag it from the ‘Hidden Panels’ column across to the ‘Visible Panels’ section and position it where you would like it to be displayed on the home screen.

Searching is now easier and more versatile than ever with the updated ChilliDB search pages for various modules, including contacts, organisations, and notes. This includes the ability to build your own searches, share your searches with other users and create new records. To conduct a search in ChilliDB, click on the menu item you would like to search in - e.g.: to do a contact search, click on the 'Contacts' menu item, and then choose 'Search'. When you click on 'Search' in a module, the last filter you used is initially selected by default. To conduct a different search, either click on one of the presets (e.g.: for Contacts these are 'By Name'; 'All'; 'My Contacts') or create your own search terms by clicking on 'New Filter'. The preset filters are as follows (in the 'Contacts' module): i. By Name: this functions much like the simple 'Search' previously featured in ChilliDB modules. ii. All: this filter lists all of the contacts available to users in your database. ii. My Contacts: this filter lists the contacts that you have entered into your ChilliDB system. Clicking on 'New Filter' allows a user to define the parameters for the Fields and Values they would like to use to limit their search. Users can choose to add as many filters as they would like to narrow down their search. When you have finished creating the filter, you can view your changes without saving via the the 'Apply Filter' button, or save it using the 'Save' button. When saved you will be asked to provide a name, and to choose whether your filter will be visible only to yourself, or to every other user who has access to your system. If a user wants to save a filter they have applied without saving, they can do so by clicking on the edit icon next to that particular filter in their 'My Filters' list. However, they can only do so with filters they have just applied. Once they navigate away from the results screen related to that search, this option will no longer be available. Note: Users need to be in a role with the ‘Shared filters modify’ ticket in order to add and edit shared filters. Without this ticket all filters are created under my filters and the option to create a shared filter doesn’t appear. A user-created saved filter can be edited or deleted by selecting it from the list and using the buttons next to the filter name. The cog icon located at the top right of the search results can also be used to view the edit popup; change the order the search columns are displayed in; or choose how the columns are sorted. Advanced If you want to create a more complex filter, you can click the ‘show filter options’ link at the top right to show more options for filters. This will enable you to create parameters, choose from different operators and use OR joins (See Appendix at end of document for an explainer of the different operators): The prompt for value checkbox shows the field at the top of the page as a parameter so a different value can be used each time the search is run. Users can also select which columns of data they need to have displayed. For example: Full name, Type, Primary organisation, Business mail, Business Fax, Business mobile etc. In this way, simple reports can be designed in conjunction with the filters above that can then be exported in a variety of file formats. Or use 'Sort Columns' to select how your data will be sorted based on the columns you have chosen. The search results list also features an 'Action Menu' which allows users the option of choosing a variety of different methods to interact with the displayed results. Note: the number of methods available differs between modules. Appendix: Show Filter Options Operators “Starts With”: If we want to search for the people in an organisation, who have a surname that starts with M. Firstly, in the Field section, choose “Surname” and in the Operator value choose “Starts with”. Then, enter “M” as the Value. After that click on Apply Filter and it will show the results for all those surnames that start with M. An example of this filter can be seen in the screen shot below: Is Equal: The Is Equal operator is used to search for data based on a specific value that has been entered in a field. For example, if we want to search for specific Contact Types, such as Staff, then in the Field, choose Type, put 'Is Equal' as the operator and in the value choose Staff. Then click on the 'Apply Filter' button. The screenshot is displayed below: Is Not Equal: This operator is used when we want to exclude certain data from our searches. For example, we may want to exclude a particular type of contact. Is Null: The Is Null operator is used when searching for records that have data missing. This is useful when reviewing data to check, for example, client records that are missing a phone number. The screenshot below shows how to set up the Is Null operator as a filter. Notice that the Value field should be blank. Is One Of: This operator is used when you want to include a number of options to filter on rather than just one. For example: If we want to search for business mail addresses from multiple states, for example QLD and NSW, in the Field choose Business Mail State, select the Is One Of operator then, in the 'Value' field, multiple states can be selected. Note: Clicking on the Contact name reveals each of these results are from QLD - one of the states included in the "Is One Of" search. Does Not Contain: The Does Not Contain operator is another way of excluding certain data when running a search. For example, if the user wants to search for postcodes that do not contain “75”, this operator helps to locate such data. In the Field, select Business Mail Postcode and for the operator, select “Does Not Contain”. Finally, enter a value of '75' and click on the 'Apply Filters' button. The results will contain all postcodes that do not contain the number 75 in them. Note: Clicking on the Contact name reveals each of these results feature postcodes without the number '57'.

To create more complex filters that include grouped conditions, you can use the 'Make Filter Group' checkbox, which becomes available when clicking on 'New Filter' and choosing 'Show Filter Options' in the top right-hand corner of the new filter window. Grouped filters make the filter creation process more efficient and allow you to include multiple sets of conditions in the one search. The "Make Filter Group" checkbox in this grid changes the selected row to a filter group. When the row has been made a group you can click the “add condition to filter group” link to add more filters to that group. You can have multiple group filters. This allows you to set up multiple sets of rules in a single search. For example (Condition 1 AND condition 2) OR (Condition A AND Condition B). Another way to set up group conditions is (Condition 1) AND (Condition 2 or Condition 3 or condition 4). This way you can search for records that meet certain conditions and at least one of the other conditions with the OR joins.

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Rural Workforce Agency Victoria (RWAV) is a not-for-profit organisation working with communities that have under-serviced health needs. RWAV do this through a number of initiatives that recruit, support and advocate for the health workforce throughout rural and regional Victoria. Priorities include recruitment of rural doctors including specialist outreach services, supporting doctors who have been recruited and their families, and providing ongoing support as long as they remain in rural practice. Software Overview RWAV have implemented the Polymorphic Solutions’ product ChilliDB. While the utilise most of the modules of ChilliDB, their main focus is on the Case Management Module. RWAV also work with the ChilliDB Microsoft Outlook Plug-in. Download our full Case Study below for more details.

Accessed links Tooltips accessed via the last accessed and staff tracking panel provide a quick way to view key information and create notes via the button on the bottom right of the window. To show a tooltip, mouse over an icon in the last accessed panel, or a name in the staff tracking panel. This tooltip only shows for contacts and organisations They take into account a number of business rules and pull information from either the Contact or the Organisation in the following way. These tooltips all work work the same. Email ===== The system is returning the top most priority email for the Contact, priority is determined as: 1 - Contact Level Business Email 2 - Contact Level Personal Email 3 - Other Contact Level Emails 4 - Contact's Primary Organisation's Business Email 5 - Contact's Primary Organisation's Personal Email 6 - Other Contact's Primary Organisation's Email Phone ===== The system is returning the top most priority phone for the Contact, priority is determined as: 1 - Contact's Business Phone 2 - Contact's Primary Organisation's Business Phone 3 - Contact's Personal Phone 4 - Other Contact's Phone Mobile Phone ============ The system is returning the top most priority mobile phone for the Contact, priority is determined as: 1 - Contact's Business Mobile 2 - Contact's Primary Organisation's Business Mobile 3 - Contact's Other Mobile Fax Number ========== The system is returning the top most priority fax number for the Contact, priority is determined as: 1 - Contact's Business Fax 2 - Contact's Primary Organisation's Business Fax 3 - Contact's Personal Fax 4 - Contact's Other Fax Number Address ======= System first checks if the Contact has privacy setting for one or all of the following: - No Contact - No Consolidated Visits - No Postal Mail If Contact has no privacy setting, then system will get the top most priority physical address for the contact which is determined as: 1 - Contact's Business Physical Address 1- Contact's Primary Organisation's Business Physical Address 2 - Contact's Home Physical Address 2 - Contact's Primary Organisation's Home Physical Address How do I hide some information from appearing? ============================================= Based on the rules above, if you want to not list a staff members phone number, you should create a new Phone Communication Reference type - e.g. Temporary Staff - Phone etc. This will let you hold the information in ChilliDB and it won't be picked up and displayed anywhere except on their record.

Introduction Microsoft added a new feature in Outlook 2013 to help you manage add-ins that cause performance or crashing problems. When an add-in takes too long to boot, Outlook will disable the add-in automatically. When this happens, Outlook provides a warning in the notification bar as shown below and you can take appropriate action. When you see the add-in problem alert, click the 'View Disabled Add-ins' button on the notification bar to display the Disabled Add-ins dialog. The Disabled Add-ins Dialog The Disabled Add-ins dialog lets you control add-ins that have caused a problem for Outlook. When you display this dialog, you’ll notice that Outlook tells you how much time the add-in required. In the example below, the ChilliDB Outlook Plug-in caused Outlook to start slowly and added over 3.9 seconds to Outlook start up time. To ensure the ChilliDB Outlook Plug-in is always enabled, click the button 'Always enable this add-in', Outlook will then always allow the add-in to run no matter how much time it requires during Outlook start up.

Web Browsers have a feature called Autocomplete, where it will try and remember data you type into fields and automatically fill similar fields next time. For example, phone numbers usernames, passwords, web addresses, and search queries. If this is causing you issues, you can disable this in your web browser through the following steps. Microsoft Internet Explorer users 1. Open Internet Explorer. 2. Click Tools in the upper right-hand corner. 3. Select Internet Options from the dropdown menu. 4. Under the Content tab, in the Autocomplete section, click the Settings button. 5. Within this window, you can select the fields in which you'd like to store Autocomplete data by using the checkboxes. This action turns Autocomplete On or Off based on what boxes are checked. 6. Once you have made your selections, click OK. Mozilla Firefox users 1. Open Firefox. 2. Click Menu in the upper right-hand corner of the screen. 3. Select Options from the dropdown menu. 4. Under the Privacy tab, in the History section, click the down arrow in the box next to Firefox will: and select 'Use custom settings for my history'. 5. A number of checkboxes should appear allowing you to customize what Firefox remembers from your browsing. The box labeled Remember search and form history toggles Autocomplete On or Off. 6. Once you have made you browsing privacy selections, click OK. Chrome users 1. Open Chrome. 2. Click Menu in the upper right-hand corner. 3. From the dropdown menu select Settings. 4. At the bottom of the Settings window, click Show advanced settings... 5. Under the Privacy section, the checkbox labeled 'Use a prediction service to help complete searches and URLs typed in the address bar or the app launcher search box' toggles Autocomplete On or Off. 6. Under the Passwords and forms tab, you may also want to toggle the Enable Autofill to fill out web forms in a single click checkbox. 7. Close the Settings window when you are finished.

If your organisation cancels your ChilliDB subscription, your system will be disabled at the end of your final billing period. Your system will be maintained in this state for 14 days in case you need to re-enable it quickly. After the 14 days has passed your system will be removed and your current data and any files uploaded will be permanently deleted. All long term backups of your data and attachments will be deleted after 6 months. If you would prefer your long term backups to be deleted immediately please indicate this preference when cancelling your subscription.