Search Results

Responses Users can choose to search for and view responses entered in their surveys at any time by navigating to the Surveys main menu item and selecting 'Search Responses' from the drop-down menu. To filter the response results to a particular survey, users can specify the survey name in their search. Responses can also be reviewed from the Responses tab on the Survey Display screen. From the Survey Response List, users have a number of options available to them to work with the displayed responses. These include Continuing a survey response; Un-submitting a response; Attaching a response to a contact/organisation; Printing a response; and even Deleting any of the survey responses if they were submitted in error, or if they are to be excluded from reporting and analysis. Continuing a Survey Response Depending on the setup of a survey, if the configuration allowed it to be saved and continued, then a respondent could simply save a partial survey response at any time, and submit it later when the form is complete. Survey responses in any section of ChilliDB can be continued. In other words, users can continue a survey from Contacts, Organisations, Case Management, Client Administration and the Survey module itself. To continue the survey response, select the checkbox beside it in the list it is displayed in and then access the Actions menu, and choose 'Continue'. The survey response will open with all of the information entered previously still in place, allowing users to complete the survey and submit it. A submitted survey can be identified by looking at the Completed date and time in the Survey List. Un-submitting a Survey Response The ability to un-submit a survey response is an important quality assurance function. If a survey has been locked to prevent re-submission by participants, it will be displayed as such in the “Submission, Save & Review Options” on the Survey Display screen. If, after receiving a survey response, users notice a data quality error in the response, they can un-submit the survey for editing before resubmitting it. The steps to un-submit a survey response are as follows: 1. In the Survey Response List in the Responses tab, click the checkbox to select the survey response you wish to un-submit. 2. Select Actions and then click on 'Un- Submit'. 3. A notification will inform you that the response has been unsubmitted, and a pop-up window will display the following message: 4. The survey response is now unsubmitted and the completed column will be empty.

Summary Events created in ChilliDB can be restricted based on User roles. By turning the “Event Restriction Federated System Setting” on or off, users can impose restrictions on those roles who do not have the “Event Manager” role tickets assigned to them that allow them to only view Events created by them or those created by users with the “Event Manager” Role ticket assigned to them. Event Restriction Federated System Setting To do this, users first need to turn the Event Restriction Federated System Setting on via System settings. To do so, go to the System Menu, and then go to System Management. Once on the System Management page, go to Manage System Configuration. From Manage System Configuration, find the “Event Restriction Federated” System setting from the available list. From here, set the Event Restriction Federated value to True or False. If the value is set to 'True', events can only be viewed by the Event's creator or any user with the Event Manager ticket. Similarly, if the value is set to ‘False’, no restrictions are applied, and everyone can view all events regardless of the creator or viewer's role. Make sure to click 'Update' for this setting to take effect on ChilliDB. After setting this value, the next step is to assign or remove the Event Manager ticket from the different roles we want to apply this restriction to. For information on how to create roles and/or assign different permissions, click Here. Make sure to assign the Event Manager ticket to the users who you want as your Event Manager, and click 'Update'. Once this role/ticket has been assigned, a user will have access to all Event-related pages, namely: • Event Calendar • Event List • Event Advanced Search • Event Search • Event Display • Event Maintain A User with Event Manager tickets can view all events normally, but any users who do not have Event Manager tickets assigned to them can only view Events: i. Created by themselves; or ii. Created by a user with Event Manager tickets assigned against their role. All other Events will be hidden.

ChilliDB users are able to utilise the Distribution Lists module to manage their communications with contacts/organisations with regards to memberships, newsletters and other bulk messaging purposes. However, before adding contacts/organisations to a distribution list, that list needs to be created in the system. Note: Users wishing to integrate existing Mailchimp distribution lists with ChilliDB should read this article. Creating a New Distribution List To create a new distribution list, navigate to the Utilities main menu item and then select 'Distribution Lists - Create' from the drop down menu. The next screen prompts users to choose a categorisation for their distribution list. Note: if the category required for a new distribution list is not available, see this article for information on how to create new categories for modules in ChilliDB. Users are then prompted to name their list; choose whether contacts or organisations (or both) will make up the membership of this list; and allocate a sensitivity to the distribution list - this refers to which roles in your organisation can view the list. If no sensitivity is required, simply leave the list set at the default, which is ‘None’. Otherwise, click on ‘None’ to allocate sensitivity settings to the list - this will restrict the viewing of the list to certain roles. Once all the required information has been entered, click ‘Save’. The next screen displays the details of the distribution list that has just been created. If a user wish to make changes to the list, they can click ‘Edit’ in the top-right hand corner of the screen. Otherwise, they can start adding members to this list by clicking on the ‘Create’ button under the Members tab. If adding members to a distribution list, the next screen displayed is as below. To look for contacts/organisations that are already in the ChilliDB CRM, type their name or part thereof in the search box and click ‘Search’. Alternatively, just clicking ‘Search’ without entering any data reveals all of the results available to you in your system. From the list provided by your search terms, choose the relevant contacts to add to the new distribution list, and then click ‘Done’. The chosen contacts will now appear on the distribution list details page under the ‘Members’ tab. Note: See end of article for how to add contacts/organisations to distribution lists from their respective modules. Users also have further options available to them on the details page in terms of working with the distribution lists created. The options are accessed by clicking on the ‘Actions’ menu, also located in the top-right hand corner of the page. The actions available to you via this menu are as follows: Show Member Details: Lists member’s names and email addresses in a text box (format allows users to copy and paste them if they wish to). Manage sensitivity: allows users to restrict access to particular distribution lists to certain roles within their organisation. This is the same function available when first creating a distribution list in the ‘Sensitivity’ field. Create Quick Link: creating a quick link for a distribution list enables users to access the list by simply clicking on the ‘Links’ tab that runs down the right-hand side of the screen and then choosing the appropriate item. Tab Management: this option enables users to reorder the tabs associated with the Distribution Lists details page. To do so, click on ‘Tab Management’ and then change the order using the numbers in the drop down boxes. If you wish to restore the default settings, you can come back to this page at a later date and click ‘Restore Default’ to do so. Maintaining Distribution Lists Once distribution lists have been created, a user can return to them to view/edit them or update details by navigating to the Utilities main menu item and selecting ‘Distribution Lists - Maintain’ from the drop down menu. The ‘Display Distribution Lists’ screen lists all of the distribution lists available in the ChilliDB system. However, users are able to filter results in the top left-hand corner of the screen by choosing between ‘Show Current’ (displays all lists available) and ‘Filter’ (user can filter distribution lists according to their categorisation). When a user has located the distribution list they are looking for, ChillDB gives them a number of options for working with the list: 1) They can click on the list name to go to the Distribution List details page. Once there, all the options outlined in the ‘Creating a Distribution List’ section above are available to them. 2) They can ‘Show Member Details’. This produces the same list of contact names and email addresses as mentioned in the ‘Creating a Distribution List’ section under the Distribution List details page ‘Actions’ menu. They can create a new distribution list from this page as well by clicking on the ‘Create’ link on the top right-hand corner of the page. Maintaining Unsubscribe Options To set up/edit the messages pertaining to distribution lists unsubscribe options in ChilliDB, navigate to the Utilities main menu item and then select 'Distribution Lists - Unsubscribe Options - Maintain'. This section allows users to choose/modify the templates associated with the message members see when they unsubscribe from a distribution list. Users are able to choose from three default options, which they are unable to modify. However, if they wish to personalise the message, they can change ‘Content Type’ from ‘Default’ to ‘User Customised’ to access editing mode for any of the templates available. This grants them the ability to change any aspect of the template, including the mail merge tokens used. Once a user is satisfied with the template they have chosen/created, they click ‘Save’ to implement this template as their user unsubscribe message.

This guide will cover how users can quickly send emails to their contacts in ChilliDB. The first step is to make sure the contact record has at least one email address connected to it. If it doesn't, users can add one by editing the contact. If a user does not have the necessary permissions to edit the contact, they will need someone with permission to do this for them. Once an email address is available, users can access the 'send message' options by navigating to the letter icon at the top right of the screen. If fax or sms is enabled, options to send either of these will be available too. The 'send message' popup can also be accessed by clicking a communication address directly from a display page or from the results of a search that has been conducted. This will automatically populate the 'To:' field with the chosen contact(s)/organisation(s) email address. In the Send Message screen, underneath the 'Actions' menu, users will find options for changing their message profile, using message templates, scheduling a send time and saving the email as a draft.

Message templates are used to quickly reuse common emails and maintain consistency with email structures in ChilliDB. Email merge tokens are available across multiple different modules to personalise a message for each recipient. Message templates are created under the Utilities main menu item via Message Templates - Create. Users will first be asked to choose a categorisation, name and description for the message template. The next step is to provide the details of the message, including the type of template (either email or SMS), categorisation used when the message is stored as a note, and the subject of the email/sms. Message templates are sent from the send message menu under 'Send Email Using Template' or 'Send SMS using template'. Templates can also be loaded from the Send Message screen by selecting the 'Use Templates' link under the actions menu.

Users with the appropriate permissions are able to add fields to certain modules in ChilliDB to ensure they are able to gather the information they require. This is done via a section called "Custom Fields", where it is possible to create both new fields and sections (collections of fields). These custom fields can be managed from within the system. To manage custom fields, first users must be able to log into ChilliDB as a user in a role with the Security Ticket “CRM CORE - SYSTEM CUSTOM FIELDS MANAGER - Manage Custom Fields”. To give this permission to a user, go to the "System" main menu item and then choose "Users" - "Maintain Roles + Tickets". Click on the role the ticket is to be assigned to and then either search for 'Custom Fields', or scroll through the tickets until finding the ticket listed above. Access the Custom Fields Maintenance tool by navigating to the "System" menu item and selecting "Custom Fields" - "Create and Maintain". To edit Custom Fields, first select the module in which the new section/field is to be created(e.g.: "Contact", "Organisation" and so on). Users will then see a table with a list of 'Sections'. Each section groups related fields together. To add a new Section, users can click the 'Add New Section' link, which will create a new row in the table. Each section requires a name. Some modules will then allow users to configure each section to limit the displaying of the section they are creating to certain 'Type' values - e.g.: if creating a new section for the Contacts module, users can choose an available contact category under 'Visible for Types' that limits the viewing of the section to only contacts that are being created using that categorisation. After configuring the Order the section is to appear on the screen, click the blue computer disk icon to save the record. Once the record is saved, users can go back and edit the record by clicking the white grid and pencil icon. When looking to edit the fields in a section, users can drill down to them by clicking the section name. Once this has been done, the fields for that section will be visible. Each field available here will be displayed as a field on the relevant screen in the module it relates to. Users can expire a field, or a section (and all of its fields) by clicking on the red 'X' . Any existing uses of that field will still be visible on the appropriate records but will not be editable. It will also show as EXPIRED. To move a field into a different section, click on the blue four-way arrow next to the expiry icon. Note: If wanting to move a field into a newly-created section, the section must be created first before moving the field. To change the configuration of a pre-existing field, click on the field to be changed in the 'Field Description' list. This opens a 'Field Settings' box where users can make any necessary changes. Click 'Save' when finished reconfiguring the field.

Customising reference data is an important step when setting up ChilliDB as it controls what values appear in the 'Categorisation' field, as well as other fields, in various ChilliDB modules. For example, by being able to create custom reference data for Contact Categorisation, users can add options to this field so they are available when creating a new contact. Accessing Reference Data From the main menu, navigate to the System main menu item, then select Reference Data - Create and Maintain. 2. Select a table to maintain from the drop down menu, (e.g. Contact Categorisation) and then click on the 'Display' button. Creating Reference Data Right click on the reference data and click Add New Item. 2. Enter the Description. 3. Enter the Description Help Text where required. 4. Click on the Save button. Example: This is how the changes appear after the reference data ('Australian Medical Centre') has been created for Contact Categorisation. Once the reference data has been created, it will be visible as an option when creating a contact. Users can create reference data down to three levels of classification depending on the corresponding module. For example, a user can create reference data to the ‘Sub Category’ level in ‘Contact Categorisation’. Viewing Reference Data 1. Right click on the reference data and click on View Item. The Details will be displayed in the right panel. Editing Reference Data Right click on the reference data and click on Maintain Item. The Details will be displayed in the right panel. 3. Update as required. 4. Click on the Save button. Deleting Reference Data Right click on the reference data and click on Delete. The Details will be displayed in the right panel. 3. Click on the 'Continue' button. Note: If the reference data (e.g. ‘Australian Medical Centre’) is being used, it can only be deleted if the user re-assigns the contacts who fall under this category to another contact category in the system (e.g. ‘Our Staff'). By clicking on ‘Continue’, the contact records corresponding with ‘Australian Medical Centre’ is now transferred to ‘Our Staff', and ‘Australian Medical Centre’ is deleted. Expired Items Users are also able to expire reference data. Expired reference data can no longer be used, but will not effect existing records using the expired reference data value. Select the reference data (e.g. ‘Australian Medical Centre’). Select the Add New Item or the Maintain Item. Tick the Expired? Box. Click on the 'Save' button. The expired data cannot be seen in the ‘Reference Table Maintenance’ screen, unless the ‘Show Expired Items’ icon box is ticked. Note: After the reference data set to expired, the word ‘EXPIRED’ is added next to the data. Users can unexpire reference data by deselecting the Expired? box, then clicking on the 'Save' button. Once the reference data has been created, it will be visible as an option when creating a contact.

Setting up users in ChilliDB so they are able to be allocated roles and permissions (tickets) associated with those roles is a 3 step process: 1) Ensure the user has been created in the Contacts module (Contacts - Create). See these links for more information on how to create contacts: Contacts and Organisations User Guide (chillidb.com) (Article) https://www.youtube.com/watch?v=w7J8V2wXESI (Video) 2) Create a role/roles in the Users module to link to the user. To do this click on the 'System' menu item and then choose 'Users' - 'Maintain Roles + Tickets' - 'Create'. 3) Link a user to a role by clicking on 'System' - 'Users' - 'Maintain Users'. Creating Roles and Allocating Tickets Most new users to ChilliDB create a 'Standard Users' role and then set permissions for actions that this role may perform. Once permissions have been set, any users put into the 'Standard Users' role may perform actions associated with these permissions. For example, if they are given access to the 'CRM Core' ticket as a whole (done by clicking the checkbox next to this option in tickets), they will be able to perform tasks such as maintain contacts/organisations/notes (view/create/edit/expire); message templates; staff tracking and so on. To create a 'Standard Users' role, log-in to ChilliDB and from the System menu, select Users - Maintain Roles + Tickets. Then click on 'Create'. Users are then prompted to name the role, and designate the required permissions in the checkbox list at the bottom of the page. They are able to search for specific permissions here by entering the name of the module/task they want to permit access to in the search box provided. Some modules have permissions specifically for managers. These tickets group management/role-specific permissions together. Users should work their way through the list of permissions to ensure they have given the relevant system and role-specific permissions to each role they create. Once finished, click 'Save'. After this role has been created, it will be visible in the User Roles List, but can also be accessed by navigating to System - 'Users' - 'Maintain Roles + Tickets'. Note: If a role that has been created has not been given the necessary permissions to access certain modules/system management tasks in ChilliDB, they will not be visible to users allocated to those roles.

In ChilliDB each contact that is added must be associated with at least one organisation. As a result, it is not possible to have contacts without a value in the 'Organisations' field. However, ChilliDB allows users to choose an organisation that will be used as a default when an organisation is not specified during contact creation. This means users can create an organisation called 'INDIVIDUAL' or something similar and then link any contacts who do not belong to an organisation to this 'dummy' organisation. This is done by navigating to the system configuration settings screen via the System main menu item - System Management - Manage System Configuration and configuring the 'Contact Individuals Organisation' setting. Once users click on 'Manage System Configuration', they can search for Contact Individuals Organisation in the search bar at the top of the screen by entering the name and filtering results for "Items which can be changed". Then click on the Contact Individuals Organisation link to configure this setting. In the pop-up window that appears, click on 'Find' to locate the 'INDIVIDUAL' value for the contact's organisation - note, you must have already created an organisation called 'INDIVIDUAL' before taking this step - and then click on 'Update'. If a users wishes to connect a contact to an organisation that is not 'INDIVIDUAL', they can simply click on 'Find' next to the 'Organisation' field when creating a new contact and choose they organisation to be linked from there.

The Notes module in ChilliDB allows a user to create and save a note against a contact or organisation’s name. As well as basic details, a note created in ChilliDB can include some of the following information: interaction method; status; a follow up date; and attachments. This article explains the basic steps involved in creating a note and then searching for it if you wish to view it at a later date. Creating a New Note 1. To create a new note in ChilliDB, click on the ‘Notes’ menu item and then click ‘Create’. 2. Users are then given the option to choose to create a ‘New’ note or choose from any previous templates that have been saved. 3. If the ‘New’ option is chosen, users will be prompted to enter information in the following fields: * Note: any field with a red triangle next to it is a required field and thus must have information entered. If a new categorisation is required to correctly categorise your new note, follow this link for details regarding how to add categorisations. 4. Once all relevant information has been entered, users have the option of simply ‘Saving’ the note against the contact(s)/organisation(s), or to ‘Save as a Template’ for later use. *Note: if choosing to save a note as a template, the only field that is required is the ‘Categorisation’ field. This means fields like ‘Contact(s)/Org(s)’ can be left blank to fill in when using the template. Searching for a Note Once a note has been saved against a contact/organisation, users can search for this note in one of two ways: 1. By Using the 'Search' Function Under the Notes Menu Item Clicking on ‘Search’ allows a user to search for previously-created notes using a variety of filters. The preset filters available for the Notes module are: I.‘By Title’ - search for notes by entering keywords from the original note’s title. II. ‘All’ - displays all notes available in your ChilliDB system. III. ‘My Notes’ - displays all the notes you have created in the system. Users can also create their own filters by clicking on ‘New Filter’ and adding whichever field and values they would like to search by (multiple fields/values can be used here). User-created filters can be saved for later use and will then become visible under the ‘My Filters’ menu on the top left-hand side of the page. For more information about using the ‘Search’ function in ChilliDB, see this link. 2. By Finding the Note Under the Relevant Contact/Organisation Users can also find any notes they have created saved against the contact/organisation it was originally linked to. To do this, first find the contact/organisation by using the search function in the relevant module: The next step is to click on the contact’s name in the results list. This takes the user to the Contact/Organisation Details page. At the top of the page, the basic details for the contact/organisation are listed. Under this is a series of tabs, one of which is titled ‘Notes’. Note: Users can also create a note from this page by clicking on the ‘Create’ link to the above-right of the Notes List. To view a saved note, click on the note title. This reveals the details of that particular note.

To speed up the process of entering data, default values can be set for the Contacts, Organisations and Case Management modules. The defaults available in each module are as follows: Contacts & Organisations: default type (categorisation); address; email; and phone. Case Management: recent case timeframe and case note type. These defaults can be set as either a user defaults, system defaults, or both. User defaults take priority over system defaults. User Defaults User defaults are changed from the user preferences screen. This is accessed by clicking the User Profile on the top right-hand side of the screen, then clicking Preferences - Maintain User Preferences. Here users can set up their defaults as outlined above. System Defaults System defaults are set by editing fields in the Custom Fields module. This is accessed from the System main menu item by clicking on Custom Fields and then Create and Maintain. Contact and Organisation types, as well as most other custom fields, allow the setting of a default value. If a user has their own user default set, it will override the system default.

When setting up ChilliDB, one of the options available when it comes to personalisation is the reordering of the menu items that appear along the top of the screen relating to the different modules available. ChilliDB allows users to display nine modules as individual menu items across the top of the screen and then groups all of the other modules under the “More” menu item on the far right. However, users are able to change the order of the menu items in their User Profile to ensure those modules most important to them are easily accessible. To do this: 1) First go to User Profile - Preferences: 2)Then choose “Maintain User Preferences”: 3) Scroll down to the section titled “Menu Order” and ensure the modules that are most important to you are listed 1-9: E.g.: If you want the Membership module displayed as its own menu item, you would have to move it up into the top nine items in this list and then click “Save” at the bottom of the page: 4) Once you’ve done this the Membership module will now be displayed as its own menu item in the main menu: