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Viewing the Activity From the Case Display screen under the Case Progress Summary tab, right mouse click over an activity. Click on View. Completing an Activity 1. From the Case Display screen under the Case Progress Summary tab, right mouse click over an activity and click on Update Activity 2. The Update Activity screen will pop up. From the drop down menu, change the Status to Completed 3. Update the completed on field to specify the date and time the activity was completed. Activity Progress Summary1. From the Case Display screen you are able to see the activity progress summary by clicking on the Activity Progress Summary tab

Summary We can Hide/Expire Custom Field lookup items for any Lookup field under any module by going to: System -> Custom Fields -> Create and Maintain Select Module Select the Section Click on the Field you wish to hide/expire; and Click the red X beside it A new page will popup where we must check on Expire Action checkbox and click Update to Expire that Value. After clicking on 'Update', you must click on 'Save' for this to take effect. After expiry, items can no longer be selected/viewed on Create page for that field. If we want to Unexpire any expired value, we can do this by clicking the Blue Curvy Arrow next to 'Expired' items. The page will reload, and the value will be Unexpired.

Purpose of the Document Register Module The purpose of the module is to be able to store all your organisation’s key documents in one place (within ChilliDB). Benefits of the Document Register Module Stored in one place. Accessible by all staff (with the relevant ChilliDB user rights). Easily searchable using document register search Able to use Custom Fields throughout the module. Able to record Notes (notes that are relevant to the document). Examples of Using the Document Register Module Staff forms: Leave Form Reimbursement Claim Form Performance Review Form Incident Report Form Organisation’s important documents: Staff Contact Details Key Dates for Newsletter Submissions Emergency & After Hours Contacts Government Reports Configuring the Document Register Module The configuration enables you to select which types of staff are responsible for the key documents in your organisation. Firstly you will need to decide who will be responsible for these types of documents. For example, you may have a Quality Team that is responsible for undergoing policy and procedure reviews. On the other hand, everyone may be responsible for ensuring the latest documents are available for staff to view. If you would like certain people responsible for these documents, I would recommend creating Contact Categories (and Sub Categories where relevant). For example, you may currently have a contact type called “Staff Member”. You may or may not have Categories or Sub Categories associated with this type. If not, you could create a Category (from the Contact Type “Staff Member” called “Quality Team” or something similar. You may choose to leave it broad and just have the Staff Contact Type of “Staff Member”. The relevance of this is that when you are creating the key document, you will be asked to assign the “Lead Staff Member”. This list will only populate those contacts that meet the criteria based on the configuration page Steps 1. Navigate to the Policy Configuration Screen (from the main menu select Document Register -> Configuration). This may be located under the more menu but you can request to move it and the ChilliDB staff can do that for you 2. Select the Staff Contact Categorisation from the drop down menu. 3. Select Register number settings if desired. 4. Click on Update. Reference Data & Custom Fields for the Document Register Next it is important to look at both the Reference Data and Custom Fields associated with this module. Reference Data Example Setup Document Register Categorisation- Type – Type has two options – “internal” and “external”. These are not editable. You may add more types but not remove or edit the two above. Document Register Categorisation – Category – you may wish to amend what is currently in the system to make it more relevant to your staff and how you will use this module. For example, you may prefer having Categories of say “Forms”, “Policies & Procedures” and “Important Documents”. Another way you could do the Categories is by basing it off the sections where the documents are relevant to, for example “HR”, “Governance” et cetera. All these Categories would be based on the Type “Internal” as these type of documents tend to be used for internal purposes only. If there are some that are relevant to external people, you may want to look at different Categories for these. Document Register Categorisation – Sub Category – you are able to go down a third level with categorising. This is not mandatory and if you feel like you don’t need the third level then delete any sub categories associate with the Policy & Key Docs Module. Custom Fields If there is any other information you would like to collect about this policy, procedure or key document, you can do this in Custom Fields. For example, some people have a Custom Field called “Related Policies & Procedures”.

Lodge a helpdesk ticket to have this module enabled in your system. Once enabled, this can be found under Timesheets>Staff Time. This module has two areas, timesheets where people can log their hours and submit them for approval, and leave where people can log their leave and submit it for approval. All of the pages that were previously under Timesheet are now found under the Timesheets>Project Time menu. For a video on this topic click here Configuration Before this module can be used, multiple things must be configured. These are the user tickets, Timesheet period and Timesheet Start Date system configuration settings, time types, leave types, and individual timesheet configurations for each staff member. Below are the tickets which control what a user role can see The settings are found on the manage system configuration screen under system management. The Timesheet Start Date setting sets the start date of the earliest possible timesheet. Every other timesheet start date is a day after the previous timesheet's end date. The Timesheet Period setting sets the number of days in each timesheet. This can be a week, a fortnight or a month. Time Types and Leave types need to be created so people can log their hours. These are added through the Timesheet Time Type and Leave type reference data tables. Each Staff member needs their own configuration; this is configured through the timesheet configuration page. Click the create button on this page and a popup will appear. This is where you set the staff name, their timesheet and leave approver, and their start date. The start date determines which period their first timesheet will be in. If you are planning on using RDO and TOIL hours, the RDO initial balance and TOIL initial balance fields set the opening balance of RDO and TOIL hours for this staff member’s first timesheet. Please see the final section of this article for more information about setting up RDO and TOIL hours tracking. Logging and Approving Timesheet hours To log hours in a timesheet, navigate to the enter timesheets page and click the create button. You will be taken to the maintain timesheet page. On this page you can select the day you want to log hours for on the panel to the left and add time using the ‘Timesheet for [date period]’ panel. When adding hours you can enter in a time period or a number of hours. The hours summary panel shows the total hours of each type and the total of all hours, and the comments panel lets you write a comment for your approver. When the timesheet is submitted, your approver is notified via email, and can view the timesheet from the approve timesheets page. The timesheet can be approved or rejected, and the approver can also leave a comment if they wish. Logging and Approving Leave To enter leave, navigate to the enter leave page and click create. Specify the type of request, description, and the start and end date of your leave. Use the hours field if your start date and end date are the same and you will only be gone for part of a day. When request is clicked, your approver is notified via email and can approve or reject your leave from the approve leave page. Leave can be cancelled by the approver once approved. If cancelled, the leave requester can either edit the leave and resubmit it, or delete it. Additional Features Tracking RDO and TOIL hours If you want to enable the tracking of RDO and TOIL hours in the staff timesheet module, you need to go to your system configuration settings page (System Management>Manage System Configuration) and set the "Track TOIL/RDO" setting to true. An accumulated hour summary will then appear on your timesheets which tracks your RDO and TOIL hours across timesheets. Positive RDO and TOIL hours are added to “Taken this period” and negative RDO and TOIL hours are added to “Worked this Period” Opening RDO and TOIL balances for a person's first timesheet are set using the RDO initial balance and TOIL initial balance fields on their timesheet configuration. For the rest of the timesheets, the opening balance is equal to the closing balance of the previous timesheet. Timesheet Reports The timesheets reports page shows the summary of timesheet hours for each staff member in the selected period. If RDO and TOIL hours are being tracked, summaries of RDO and TOIL hours for each staff member are also available in this page These summaries can be printed by clicking the print button located at the top right of the screen.

ChilliDB now supports Tri-state read-only option for survey questions. The states are Namely, "Yes (only when linked to existing ChilliDB record)", "Yes (for all instances)" and "No". For having this feature for any survey Question, following criteria should be met. 1. The question should be part of a Repeating Section designed to hold ChilliDB record like Contact. 2. The question should be defaulted to ChilliDB Field like Contact – First Name If those criteria are met, we will have three read-only states to choose from for our question. 1. Yes (only when linked to existing ChilliDB record) 2. Yes (for all instances) 3. No While Performing Survey, the question for each option will behave as: 1. Yes (only when linked to existing ChilliDB record) a. If the Section Repeating Item is linked to an existing record, then the question will be read-only b. If the Section Repeating Item is not linked to an existing record, then the question will not be read-only. This can happen if you add a new Section Repeat item for the response. 2. Yes (for all instances) a. Questions will be set to read-only 3. No a. Questions will not be set as read-only

The best way to keep your database up to date is to have your clients update their own details through a ChilliDB Survey. With ChilliDB Survey module, you can: Merge into Surveys any information from Contacts or Organisations as part of your Survey Form Send Personalised Invitations to your Contacts in ChilliDB to fill out the Survey Form. Each Contact will receive a link personalised for them which they can click to open the Survey. Email Templates can be used to send the Survey invitation to the user We also have options for you to have your Survey recipients login securely to fill out the survey if you are interested. Allow Contacts to verify and Update their details - The Survey Form will present their information back to them, along with any other Questions you may like to put onto the Survey. Receive Notifications to Staff as Survey responses have been submitted, through either ChilliDB Alerts or Emails. Send Automated Reminders to your Contacts who have not submitted their survey at pre-defined schedules reminding them to fill out their Survey. Use Powerful Cross Validation to create rules around the information being collected, based on answers provided by your Contacts Merge information back into ChilliDB on a question by question basis. Your staff can view the Survey response and decide what information is merged You can also enable Auto Merge to automatically merge information back into ChilliDB This presentation shows you how the Survey module can be used to capture information updates and authorization to list an organisations and their services on a Service Directory. All of the information comes from ChilliDB and is merged back into ChilliDB by the Survey module.

We have known for some time, and in fact it was admitted by the US government this year that data stored on servers in that country can be accessed by authorities, and can also be used by the software owner for private purposes, or on sold. Think Facebook, Gmail, Dropbox and now add Survey Monkey to the list. In an alarming revelation, Survey Monkey has admitted they mine survey data which appears to then be on sold for commercial gain. Survey Monkey is a free and paid online survey tool used by many Australian businesses to conduct mass automated response surveys with their clients and members (whilst collecting some important information). Whilst the attraction of a risk and cost free tool has seen many businesses commit to the software, perhaps without going through purchasing and due diligence processes, it appears there certainly is a risk of data not meeting federal privacy regulations, if that information is sensitive. Not to mention sensitive client and member information being in an unsecured environment, with data mined for commercial gain, on servers stored offshore. Are you concerned about the privacy of your data? ChilliDB provides a survey tool, with interactive skip logic as a feature of our Not for Profit CRM, so you can see which of your client and members responded to each survey and what they said. Survey’s can be conducted as part of an event, to develop content with speakers, it is also used as an induction tool and can be linked to our case management feature. Our data is stored on Australian servers, and we do not in any way access let alone mine the data. Due to several federal government health programs our client’s deliver, we meet all Australian government privacy regulations for the transmission and storage of secure data.

This article will explain how to setup and use the Membership Module. We will create a non-paying Membership package and then step through adding a contact, and discuss options for migrating contacts onto these packages. Reference Data Setup You should first check the reference data (drop down list items) for the Membership module. 1. Navigate to the Reference Table Maintenance screen, available from the System menu, locate Reference Data and select Create and Maintain 2. Select Membership Categorisation from the Select a table to maintain drop down list and click Display a. Click the Add new entry link to bring up the edit page, and add the following items one at a time: Full, Associate, and individual 3. You may choose proceed to create Category and Sub Category values for each of these Types if you like. 4. From the Reference Table Maintenance screen, select Membership – Cancelled Reason and click the Display button a. Click the Add new entry link to bring up the edit page, and add the following items one at a time: Moved, Retired, Financial, unsatisfied, unknown and Other b. Using a standard set of cancellation reasons aids in reporting. Create Membership Package 1. Navigate to the Add Membership screen, available from the Membership menu, and select Create 2. We will enter full for categorisation, 2019 Full Membership for the Description 1 Jan 19 for Start, 31 Dec 19 for End 3. Contact will be our Structure for this membership. This means this membership is for contacts only. Membership structures can be contact, organisation, or both 6. If you would like to collect payments for your membership, check the Is Chargeable checkbox. We will be leaving it un-checked. 7. If you would like the Membership module to automatically generate and maintain Distribution Lists for electronic communication containing your Members and Prospects, then check the Maintain Distribution List checkbox. We will check this box. 9. If you would like to track renewal dates, select yes for the Track Renewal Dates Field. This will be covered in a separate document 10. Member No. Settings can be used to generate member numbers with prefixes, suffixes, or padding. 8. Click the Save button to save your Membership package. a. You will be taken to the Membership Details display page Add Members You are now ready to add members to your membership package. You will arrive here after creating a membership package or from selecting one of your membership packages available by navigating Membership > Maintain 1. Click on the Create link in the Members tab located on the membership display page to create members with Member status. To create members with Prospect status, click create from the prospect tab. 2. In the Add Member screen, click on Find link to search for the Contact you would like add to your Membership Package 3. Since we chose to have our Membership Package generate Distribution Lists for us, you should next select one of your Contact’s available Email Addresses from the Address drop down list. The system will select Business Email address if one exists as the default. You may select any of the contacts addresses to use 4. Click on the Add button to add this contact to your package. a. You will see the Member Details display page now shows that contact listed as a Member. 5. If you have added your contact as a prospect and your membership Package is not chargeable, to make them a Member, click on Manage Member from inside the prospect members tab and then Edit, to be taken to the Modify Member screen, where you can toggle their status to Member and click Update. a. If your Membership Package is chargeable, then to make them a Member, you click on the Manage Member link and then record information about that payment. i. There is support for part payments and full payments. Manage Membership Packages and MembersYou can manage your membership packages and your Prospects, Members and Cancelled Members from the following places within ChilliDB: Membership tab on the Contacts screen Membership tab on the Organisations screen Steps for Contact/Organisation page: 1. Use the Contact/Organisation search to search for a Contact/Organisation within your system. 2. From your search results, click on one of the records to bring up the Display page: a. Locate and click on the Membership tab on the Display page b. You will see any Membership Packages which that Contact/Organisation is associated with i. You will be able to click on the Manage Member link to toggle the Members’ status, or to alter other information about that member’s membership. ii. You will be able to click on the Cancel Membership link to cancel that member’s membership on a particular membership package. iii. You will be able to click on the Expire icon to expire that member and remove them from the package completely. iv. You will be able to click on the Membership Package to jump to the Membership Details display page. Communicating with your Prospects and Members If you chose to automatically generate Distribution Lists for your Membership Package you can then send electronic communications such as Email through ChilliDB to those contacts. 1. To view your Distribution Lists, navigate to the Distribution Lists screen, available from the Utilities menu, locate Distribution Lists and select Maintain 2. Select Membership from the Type drop down list. 3. Click the Display button to show all Distribution Lists of Type Membership. You may also filter the list by: a. Category or Sub Category b. Current, or Expired lists 4. You can then see the members of the list and you will also see one list for Prospects and one list for Members. These are the same lists displayed on the Membership Details display page. 5. If you wish to communicate with the members, within ChilliDB, select the Send Message link from the top right hand corner of the screen above your name. a. When the Send Message window pops up, click on the Find link to access the address book. b. Switch the Filter on the address book to Distribution Lists and then click the Search button and locate your Distribution List and then add it to the BCC box. c. ChilliDB requires that you have an address in the To box, so selected yourself. d. You may also like to use the ChilliDB Merge Tokens for HTML emails to personalise the email to each of your recipients. Annual Processing Each year you should create your Membership Packages for the year ahead. You can then Import your members (Prospects, Members, and Cancelled Members if you choose) from one or more existing Membership Packages to save time. They will import as Prospects and you would then proceed to contact your prospects and carry out necessary business steps to convert them to Members for the next year. 1. Once you have created your new Membership Package, from the Member Details display page, you can click on the Import Members link begin the process of importing members from one or more of the previous years’ Membership Packages. Members can only be imported as prospect members. 2. Select the Membership Package from which you would like to import members from the From Package drop down list. 3. Check the Include “Cancelled” Members checkbox if you would like to import the cancelled members from the package you selected. 4. Click the Import button to complete the process. 5. You will see all of those contacts shown as Prospects on the Membership Details display screen

Maintaining memberships can be difficult, especially if they contain lots of members. To make it easier to keep track of current members and to avoid the need to manually cancel overdue members we have added the ability to automate membership cancellation. In order to take advantage of this feature your memberships must be tracking renewal dates. If ‘automatically cancel overdue members’ is set to yes then the option to cancel memberships overdue by a set amount of days is available. The member becomes overdue when their membership duration runs out. Cancelled members will appear like below. These details can be edited

Contract Management Module – Getting Started Written below are a few simple steps and considerations that we can follow in order to start using the Contract Management module to enter and track contract related information. Contract Categorisation – Reference Data As with any section in ChilliDB, before entering any contract data into the Contract Management module in ChilliDB, it is important to establish a system of categories with which the contracts can be organised. To do so, assuming we have the appropriate tickets in our user role, we can access Reference Data under: · System > Reference Data > Create and Maintain From the next screen, we need to select a table from the drop down list, in this case Contracts Management Categorisation and click display. Depending on how the system was set up, the tree of categories on the left-hand side of the screen will either be blank or may already have some categories that display. Note, there are also options available for Contracts Management Deliverable Categorisation and Contracts Management Workflow Action. To add new categories, we simply need to right click on the heading Contracts Management Categorisation, which can be seen at the top of the space on the left-hand side of the screen and click Add New Item. After doing so, the space on the right-hand side of the screen will display fields for information to be entered. · Description – the label/type for the category. · Description Help Text – this can be used to provide further explanation of the category · Expired? – by checking this, the category can be expired making it unavailable for use in the system. (This is more likely to be used when later expiring contract categories that are no longer needed. Any contracts that made use of this category are still available and can be searched for but the category cannot be accessed when creating a new contract. Expired categories can be un-expired if needed again. Be sure to select Show Expired Items for the expired entries to be displayed though.) We are also able to add further sub-categories by right clicking on the category directly and again selecting Add New Item. When right clicking on the category, there are some other options available as well, such as View Item and Maintain Item. Contract Configuration Navigate to Contract Management > Configuration to start selling members (ChilliDB Users) for teams and the period of time for when alerts for various due dates are triggered. These are sent to the applicable members that have been in the three team fields: · Executive Team Members · Accounts Team Members · Administration Team Members Create Contract Under Contract Management, we can find the Create option. Here is where we can begin entering the details for our contract. Let’s take a look at the basic required fields when creating a new contract. First, select the Categorisation for the contract, give it a Title, select the Type of contract it is (whether it is Incoming or Outgoing), set an initial Statusfor the contract and then assign a Responsible Officer and an Accountable Officer for the contract. Clicking on Find next to these two fields will allow us to search through our Contact records to assign the appropriate user. We can continue working through the remaining fields to enter any extra information that may be relevant for the contract such as a Sponsor, who contracted our company (Contracted by Organisation) and a relevant contact person, who we have contracted (Contracted Organisation) and again, a contact person and also upload documents as required. There are still some sections that we haven’t looked at yet though. (Note: These may or may not be visible depending on permission settings.) · Opportunity Details · Proposal Details · Contract Details · Deliverables Published · Closure Details · Contract Search Availability These sections allow us to capture further details about the contract as it moves through various stages or status updates. Note that dates entered in the various sections are used for triggering alerts, such as review dates and due dates. Another point to consider here is that a Deliverables Published Date is also required for alerts to be triggered when using Deliverables. If no alerts are being triggered even when we have entered dates, it is worthwhile checking this section to see if a date has been added, also. One other thing to consider here is that entering a Deliverables Published Date effectively locks the deliverables meaning that no more can be created unless this is cleared. This may or may not require someone with the appropriate permissions to do so. Once all of the relevant data has been added, we can click Save. If we need to update this later, when we view the Contract details screen, we just need to click on Edit located in the top right corner of the screen. Viewing the Contract and Adding Deliverables To view the contract, we will need to first search for it (Contract Management > Search). On the search screen, we can search using either the name of the contract or by selecting specific fields to base our search on. Using the fields is a useful approach when we want to; for example, bring up a list of contracts that have review dates due within the next month. After making our choices, or entering the name of the contract, click Search and the results will be displayed in a grid at the bottom of the screen. By going to the drop down menu in the top right corner of the grid, we can also Re-Allocate contracts to different users, or export/print the results in the grid. To go directly to the contract screen to view/edit its details, we just need to click on the Title of the contract in the grid. Once looking at the contract, we can view/edit the details (editing was mentioned previously) as well as add Deliverables for the contract, if necessary, and/or Notes to further track any information that is related to the contract. At the bottom of the screen, we have several tabs: · Deliverables o This is where we can create/view Deliverables(items that we need to keep track of for the lifetime of the contract). · Funding Summary o A summary of any funding details that have been created will be displayed here. · Notes o This is where we can create/view Notes for the contract · Related Contracts o We can create links between contracts here so that we can access them more efficiently if needed. · File Attachments o Any attachments associated with the contract or the Notes on the contract can be accessed from this tab. · History o Any changes or significant events are tracked here (e.g. alerts dismissed, creation date, actions that are changed, etc.) To create Deliverables, assuming they have not yet been locked, click on Create in the top right corner under the Deliverables tab. Much like when we entered data for our contract, here we can specify details for the particular item that needs to be tracked regarding the contract. Note that Categorisations will also need to be set up through System> Reference Data > Contracts Management Deliverable Categorisation beforehand. Most fields here are similar to the contract with the exception of whether we want to Generate Alerts for the deliverable. We just need to select either Yes or No and if we have chosen Yes, then an alert will be triggered related to the Review Date and Due Date. As mentioned earlier, for these alerts to be triggered, the Deliverables need to be locked via the Deliverables Published field in the contract. Schedule Notifications Notifications can be scheduled specifically by going to the Actions drop down list in the top right corner of the screen and clicking on Scheduled Notifications. Next, click on Create, select a Deliverable to associate the notification with if required, select the type of Notification from the drop down list, choose a date, assign the Notification to a team member and if needed, add Comments. Calendar There is also a calendar in the Contracts Management Module that can be used to give us a daily, weekly or monthly view of upcoming important dates for the contracts we have created in the system. The calendar can be accessed either through the menu Contract Management > Calendar or under the Actions drop down list when viewing a contract. When viewing the calendar, we can filter the information displayed either by searching for a specific contract by name, or by selecting options related to the Contract and/or Deliverables in the tree on the left hand side of the screen. Just click on the arrows to select options for how you’d like to filter the information displayed and the calendar will be updated accordingly. This is useful to remove contracts that we might not be responsible for. One other thing we can do here is to add colour codes to the different aspects to help give us a quick visual glance at the Contracts/Deliverables. These can be assigned to any of the filter options available. Contract Management Once everything has been created, we just need the relevant users to track, create and update information regarding the contract and respond to alerts/notifications as required.

Process Configurations provide a way of grouping together Process Definitions. They define the Process Type, Case Workers, Case Manager, Case Identification options, Custom Activity Status’ and Colours and Working Hours. This task would normally be completed by the Case Manager. In this example, we will look at the case management of a recruitment process – specifically, hiring of a new staff member. This process can be applied to all your activities where there are processes and activities involved. 1. From the main menu, select System > Reference Data > Create and Maintain. 2. This will take you to the Reference Table Maintenance page which will first show a drop down menu of options to choose from. Choose Case Categorisation. 3. Right click on Case Categorisation and then click on Add New Item 4. Enter the Process Type, in the Description field, called Recruitment to create a new type in the system 5. Type the Description of the Process in the Description Help Text box. In this example, the description is, ‘This process definition covers the process related to the recruitment of staff.’ Click Save and you’ll notice that the new Type appears in the Case Categorisation tree on the left of the screen. 6. Next, navigate to the Process Configuration Maintenance screen. Case Management > Process Configuration > Manage. 7. Complete the Case Allocation Settings including: Choose which Client Type you wish to use. Client or Organisation. Assign the Case Workers Assign the Manager by clicking on ‘Find’, search and select them. 8. Complete the Case Reference Number Settings including: From the drop-down menu, select that the Key Format is going to be System Generated. From the drop-down menu, select Yes for Use Prefix. Type REC in the Enter Prefix field. You can also choose to use the first three characters of the category in your case number 9. Complete the Case Activity Settings including: Configure the Status Colours for an Activity. Ensure that you think about the Approaching Due Date times so that they make sense to the process you are creating. Check the Working Hours are accurate. Effort driven activities will perform calculations based on when one Activity would be completed and the next would begin. Then looking at the Working Hours, the system can derive end dates for activities. 10. Click Save

Standard Search From the main menu go to Case Management > Case > Search. In the Reference No. field, type in the case name or reference number and click on Search. You can also expand the all fields tab to return more search options. From here you are able to select a number of different fields, for example search on any of the Case Types, or search cases created by a certain user, created within a date range or assigned to a particular Case Worker. 4. Click Search 5. To view the case click on the blue Reference Number. Quick Search You can also use the quick search tool on the right hand side of the screen to search for Current Cases, Cases Requiring Acceptance, Recent Cases or All Cases.