Editing Register Items

Overview

If you have permission to do so, you will be able to make changes to register items.

The fields available for editing are based on the permissions of your currently on duty position.

Editing an Item

You can edit items individually or in bulk via the actions menu.

To edit an individual item (if you have access to):

1. Open the item

2. At the top right of the item form, press the 'Edit' button to enter Edit mode

3. Make the required changes (required fields indicated with a red asterisk must be completed in order to save)

4. Save using the 'Save' button at the top right of the item form to return to View mode

Register item forms can be designed to guide interactions. This means that some sections and fields only appear when certain pre-requisites and rules are met. This helps reduce the amount of information required of you at each stage and prevents you from completing information before it is required.

Common Field Concepts

The following elements are common to editing items.

Required Fields

All required fields (those marked by a red asterisk) must be completed before an item will be saved.

If you miss a field, you'll see a red error directly below the save button and the field required to be completed will also be highlighted in red. Note that on large forms you may need to scroll down to find the highlighted required field.

You will most likely need to re-save using the Save button again if you receive an error message upon saving.

Recording Notes

Almost every type of register item has a yellow Record Notes field at the very top of the form when editing.

This field is essential for audit purposes.

Notes added will appear in the Activity History along with other log items.

To record notes:

1. Edit the item

2. In the yellow 'Record Notes' section, record any notes including of any important changes made

3. Save

Rich Text Fields

Rich Text fields support more advanced formatting options via a toolbar with word-processing style options.

Rich Text fields typically support the following formatting options:

• Styles selection - a limited set of pre-set styles selectable via a drop-down list typically with Paragraph and 3 levels of Headings for breaking text into sections

• Emphasis formatting - Bold and Italic buttons to activate and deactivate styles for emphasising

• Hyperlinks - the link button that allows you to highlight and add a URL

• Lists - unordered (bullet) and ordered list (numbered) buttons toggle them to create a list

• Indent/Outdent - indent (left arrow) and outdent (right arrow) buttons toggle them to indent text

• Blockquote - the blockquote button enables an indented quote style

• Tables - the tables button enables a table to be inserted by activating the down chevron you can select the number of columns and rows using the grid selector below. Once added, rows can be added by tabbing within the table.

  
• Undo/Redo - the Undo (left arrow) and redo (right arrow) buttons will undo or redo the last action in the field. These will be greyed out if there were no further actions.

Attaching Files

Some sections may allow you to attach files, for example, to record evidence such as documents or images.

Where a file can be added you will see an 'Add File' button .

The interface supports two methods of file attachment:

1. Drag and drop one or more files from the desktop into the attach file window, or;

2. Browsing from the file menu

Using the 'Browse files' link will launch a desktop file window to select the file. Select one or more files and then use the Open command on your computer to attach the files.

Attached files will show in the window below including a thumbnail, metadata including the upload date and file size along with a download link. To remove any attached files use the red cross icon .

To add more files, repeat the process.

To close the File attachment window use the cross icon.

Selecting Dates

Some fields require entry of a date or date and time.

This contains a blank value by default and appears in the format dd/mm/yyyy representing two digits for day i.e (22 for the 22nd), two for the month (i.e. 02 for Feburary) and four for year (i.e. 2024).

Pickers that require a time will also have a blank format --:-- -- representing a 12 hour clock time with two digits for the hour, minutes and two for the am or pm.

You can enter a date by activating the field and either typing over the default value or entering it via the visual picker popup which appears.

To enter the current date, use the blue Today link at the bottom of the date time picker.

To enter a date, you can click on the calendar icon or type over the 'dd' part of the date.

To navigate between or select months, type over the 'mm' part of the date or select the up and down arrows on the date time picker.

To navigate between or select years, select the 'yyyy' part of the date and edit or activate the chevron next to the displayed month and year.

If the time is also included you will need to select a time. You can do this by typing over the dashes '--/--' or selecting a value from the hours and minutes column. AM or PM is also required which can be entered by typing over the remaining dashes or the 'am' or 'pm'.

Location

The system supports multiple methods of location selection.

Select a location to deliver or perform the request.

Depending on the form there are several ways to do this:

1. Text search by Property address, Library Item or Point Of Interest

2. Map based search

3. Marking the Current Location (this is particularly useful in the mobile app)

4. Manually marking Locations using Edit the Map

See the sections below for more information on each of these options.

Removing Locations

Once you have selected a location, it will appear as the currently selected location. You can remove an individually selected location by using the red cross icon

Additionally, where present you can also clear locations using the 'Clear' button .

Text Search

You can perform a text based search by Property address, Library Item or Point Of Interest, or by any other configured asset class. When a property is selected, it will appear on the map.

To search, begin typing in the text field. As you do, a list of corresponding items from the assets database will present itself from which you can choose.

Optionally you can filter by asset class or register items, for example by Property addresses, Library Items or Points Of Interest.

To view or annotate this location, you'll need to Edit the Map.

Map Based Search

Refer to: Map View

You can search manually from a map using the 'From Map' button which opens a map window from which you can select a location.

To find nearby assets:

1. Choose the Asset type from the list (default is All)

2. Click the map to place the crosshair and find nearby assets (Assets will be highlighted in blue, with the total displayed at the top of the map)

3. Select the asset or segment to view the summary

4. Use the Pick button to pick the asset

To exit Map based search use the Cancel link at the top left.

Marking the Current Location

You can use your current location to mark the location if your device is location aware (such as a mobile device or laptop).

To mark the current location, use the 'Mark Current Location' button .

Editing the Map

You can create a custom location from a selected location or from scratch or modify an existing one using the 'Edit the Map' button .

The map editor has all of the standard map options, plus additional options for drawing.

There are three types of drawing that can be used in combination:

• Point - individual markers on the map

• Polygon - a closed shape made up of multiple lines used to define an area

• Line string - a line made up of multiple points

To toggle between drawing modes use the Drawing selector at the bottom of the map to select your chosen option and then use the Done link to return to the map.

Once your drawing is completed, use the 'Finish' option from the bottom right of the map to save.

Mobile Commands

Additional map controls for mobile users are available while in edit mode (these require Location to be enabled on your device). These can help you to plot your path in real-time if you are moving and show your orientation in relation to other map objects.

To activate the Help menu use the Question mark icon .

Zoom to current location

Show compass bearing (requires a double tap to activate)

Drop point at current location

Drop points as you move

Drawing Points

To draw a point:

1. Select 'Point' from the Drawing selector

2. Navigate the map (zoom, pan etc) and tap to drop the point. A single point appears as a callout icon .(If you have enabled drop points as you move, points will be dropped automatically.)

3. Repeat until finished. When finished select 'Finish'.

Drawing LineStrings

To draw a LineString:

1. Select 'LineString' from the Drawing selector

2. Navigate the map (zoom, pan etc) and tap to drop a point to begin. The yellow point indicates a line which will be connected to the next point that you drop.

3. Repeat until finished. When finished, double tap to complete the line or select 'Finish'.

Drawing Polygons

To draw a Polygon:

1. Select 'Polygon' from the Drawing selector

2. Navigate the map (zoom, pan etc) and tap to drop a point to begin. The yellow point indicates a line which will be connected to the next point that you drop.

3. Repeat until finished. When finished, double tap to complete the line or select 'Finish'.

Sub-Items

In some registers, you may be able to edit or add sub-items which have corresponding records in other registers.

Editing Sub-Items

To edit Sub-Items, use the Edit button to enter Edit mode. If the item is read only (does not have an Edit mode), you may be able to edit it via the main register.

The View Record button acts as a link to a sub-register to access the full record if necessary. These typically have a link back in the Related Items section.

To edit the sub-item, as in any register item, complete the form that appears (including all required fields).

To cancel or remove a sub-item, use the red cross icon found at the top right of the form.

Sub-Items are saved when the Register Item is saved.

Adding Sub-Items

Where you can create a Sub-Item, you'll typically find an 'Add' button . This will typically also add a new Item into to the Sub-Item's home register.

To add a sub-item, as in any register item, complete the form that appears (including all required fields). To cancel or remove a sub-item, use the red cross icon found at the top right of the form.

When attaching more than one record, use the 'Add Another' button . To the right of this button, the system has a section to let you know how many records are attached.

New Sub-Items will only save when the Register Item is saved. If you forget to save the Register, you will lose any Sub-Items you have created. Don't forget to use the 'Save' button to save the Register Item along with any added Sub-Items.

Adding Contact Sub-Items

Some sub-items that are Contacts feature a search interface. This enables you to find existing (known) contacts in the system through a search with a combination of:

• First Name

• Last Name

• Organisation

• Primary Email

To find variations in spelling you can use the checkbox to include similar sounding names.

To search for an existing Contacts:

1. Enter one or more search fields

2. Use the Search button

3. The results list for Contacts is typically limited to 10 results. If you don't see your contact there, then use the Search Again button or use the Reset button to clear the form to change the search parameters.

4. If a close match is listed in the results, use the View button to open the contact record to view the details. If the contact looks correct from this screen use the Select button.

5. If you selected the View contact and it looks correct use the Select Contact button . If not, use the Back button to return and repeat steps 4 or 3 find a better match.

6. The selected contact will appear as a Sub-item.

To add a new contact to the system:

1. Enter the contacts details into the search form

2. Use the Search button to check if a contact already exists

3. Use the Enter New Contact button found at the bottom of the results. This will attach a contact with the details provided.

Right Hand Side Settings (metadata)

Workflow

Status

The Status field is used to manage item workflow. Almost all register items have a Status field.

Workflows are configured individually by register, so the options will differ depending on the process involved.

The simplest of Status is used to control whether an item appears on the lists or not, that is whether the item is Active or Inactive. As items are generally not deleted due for audit purposes you can sometimes use the Status to toggle between these two states.

Generally speaking only the next available steps can be chosen from the Status pulldown list.

Assignment

Assignment fields allow an item to be assigned to a single user or position.

Assignment fields are most often but not always found in the Workflow section and can have different names, for example Task assigned to, Field Officer, Case Officer etc. Where an item can be assigned to multiple different people or positions, there will be multiple of these fields. In some situations an assignment field may also enable assignment to external organisations such as contractors with restricted permissions.

This field type enables selection of a user from a pulldown list of those in the system of specific position(s). In order to appear in the list and be assigned an item, an administrator must first give a user the matching position and they must be an active user.

Classification

The Event field determines which Event the item belongs to. It is set by default to the Event that the item was created in.

This also enables an item to be moved to another event.

You must have an event selected in order to be able to move an item to another event, otherwise the option will be greyed out.

The Region field determines which Region that the item is associated with which is useful where the system covers multiple areas.

The Tags field enables additional categorisation of records beyond the built-in workflows to help manage large volumes of items. ​

Administrative

The Save this item as a template option saves the item with the settings when the it was saved with the option ticked. This enables the content to be reused in new items that are created. This option can save time for data entry and can be used to generate sample records for testing and training.

Not all register items support this function.

Correspondence

Depending on the item, there may be a Correspondence which you can use the generate correspondence using Mail Merge templates.

To do this you must use a pre-configured template created by your administrator.

To generate correspondence:

1. Drop down the Select a Template list and select the template

2. Use the Generate button

3. The file will download onto your device

Note that if you wish to record this correspondence you may want to add a note or upload the generated file back into the record.