Introduction – Lookup Fields - Vulnerable



[Insert State Logo]Customizing Lookup Fields and Home Page BulletinsState Administrator User GuideVersion 01 SAVEDATE \@ "M/d/yyyy" \* MERGEFORMAT 3/9/2015Introduction – Lookup FieldsThe Background Check System (BCS) allows administrative users to customize the values listed in many of the dropdown fields throughout the system. When dropdown fields are customizable, they will be accessible in the “Lookups” list provided in Admin > Site Data > Lookups. If a dropdown field is not listed in the “Lookups” list, its values cannot be changed.The following dropdown fields are customizable in the BCS: [State Customization – Edit list of necessary]Security Questions: Found on the My Account > Change Security Question page and the Forgot Password page.Hair Color, Eye Color, Gender, Race, Place of Birth, Suffix, Height, County, Country, and Phone Type: Found on the Applicant: Profile page of the New Applicant Workflow (NAW).Identity List A: The list of identity documents found on the Verify Identity page of the NAW.Withdrawal Reason: Found on the Confirm Withdrawal dialog box.Offense Level: Found on the Offense tab of the Enter Background Check Determination page.Jurisdiction: Found on the Offenses tab of the Enter Background Check Determination page.Disposition: Found on the Enter Determination page.Positions: Job positions found on the Pre-Employment Information page of the NAW.Position Categories: Found on the Pre-Employment Information page of the NAW.Appeal Event Types: Found on the Add Event dialog box of the Criminal History Appeals in Process page.Offenses: Found on the Offenses tab of the Enter Determination page.The Lookups Tab[State Customization – Replace images]Go to Admin > Site Data > Lookups on the navigation bar. The Lookup Fields screen appears. The screen has several tabs where lookup fields can be customized.Fields - In Lookup Field drop down on the Lookups tab, select the lookup that you want to customize. In this example, we'll use the data element "Gender."Clicking on "gender" returns the current values for the data field.To edit a current value, click anywhere in the selected row. This changes the row columns to text boxes for editable values.Sort Order allows you to define the order in which the data values will be listed in the drop down. You can change the Sort Order by selecting a row and dragging it to the desired position. This will renumber the Sort Order for all values.The dropdown in the Status column allows you to disable a value. When a value is disabled it cannot be selected for any new applications. For example, if “Other” is disabled in the image above, provider users will no longer see “Other” as an option in the Gender field when entering a new application.You can delete a value only when the number of uses for that value is 0. When this is the case, the Actions column will include a Delete button.Add a New Value (Example)[State Customization – Replace images]Click Add New Value. A new row displays at the bottom of the table.In Code, enter a short-hand code to be associated with your new value.In Description, enter a brief description of the value. This is what will be shown in the dropdown.In Sort Order, enter the number for where you want the value to display in the dropdown list. For example, a Sort Order of 1 means that the value will be displayed first in the dropdown list.In the Actions column, click Save.The Positions Tab[State Customization – Replace images]To customize the list of job positions that can be assigned to an applicant on the Pre-Employment Information page:From the Lookup Fields screen, select the Positions tab.In Position Category, select the category in which you want to add a new job position. The job positions in the selected category will appear.The image below shows the Positions in the category "Food and Dietary Services." Positions can be added by clicking the Add New Position button. Positions can be edited by clicking on the Position row, making the change, and clicking Save (see the “Waiter, waitress” row below). The Position table also displays the number of times a Position has been used in an application and the number of times applicants were hired for the Position. If a Position has never been used in an application, it can be deleted from the system by clicking the Delete button (see the “Other” row below).The Position Categories Tab[State Customization – Replace images]Certain Position Categories have been defined by CMS for reporting purposes; therefore, these values are not editable. To review the Position Categories:From the Lookup Fields screen, select the Position Categories tab.NoteYou can change the Sort Order of the Position Categories by selecting a row and dragging it to the desired order; this is the only editing that can be done for pre-defined CMS values. You cannot disable or delete these Position Categories.NoteYou can add a new Position Category and make it reportable to CMS, which means it will be included on the CMS report. If it is not made reportable to CMS, it can be selected and used within the BCS for applications and employment, but it will not be included on the CMS report.The Appeal Event Types Tab[State Customization – Replace images]The Appeal Event Types tab allows you to customize the BCS appeals functionality to track each event in your state’s appeals process.From the Lookup Fields screen, select the Appeals Event Types tab.A new step can be added to your appeal process by clicking Add Appeal Event Type.There are two possible Appeal Types: “Correction” and “Rehabilitation.” An Appeal Type of “Correction” indicates that human error occurred when entering an applicant’s determination and the result of the appeal was to “correct” the mistake that was made. An Appeal Type of “Rehabilitation” indicates that the appeal has rehabilitation requirements for the applicant.Allowable Days indicates that number of days in which the appeal event must be completed. This field is for informational purposes only and does not trigger an automated notification when the allowable days pass.The Offenses Tab[State Customization – Replace images or delete section]To access the list of offenses that can be logged for an applicant in the BCS, click the Offenses tab.To Edit or Delete an existing offense, click the appropriate button.To add a new offense, click the Add Offense button at the bottom of the Offenses tab. Enter the offense information and click Save.Managing BulletinsText on the Home page and on the Help page is customized by the use of the bulletins functionality. Bulletins in the BCS include: [State Customization – Edit list if necessary]Welcome Messages: These messages display at the top of the Home page.Bulletins: Multiple information bulletins can be displayed on the Home page at one time. Bulletin messages show to the right of the At a Glance table.Help Text: Help Text allows for customized text on the Help page.End User License Agreement (EULA): The EULA displays the first time a user logs into the BCS and every ninety days after (default).Adding BulletinsGo to Admin > Site Data > Bulletins on the navigation bar. The Home Page Messages screen appears. [State Customization – Replace image if necessary]In this example, we'll add a new Welcome Message, but the process is the same for Bulletins and Help Text as well. Click the Add New Welcome Message button. The New Welcome Message dialog box appears.Select a Begin Date for your message. This is the date that you want this message to appear on the Home page. A Begin Date is required. You may also select an End Date for the message, but this is not required. The End Date is the last day you want the message to appear on the Home page.You can have more than one Welcome Message. Select a sort order for your messages so that they appear on the screen in the order you want.When your message is ready to display, select “Enabled” from the Status dropdown.Enter your Welcome Message in the Message text box. You must use HTML to format your message. Click Refresh Sample Display to preview the message and see what your message will look like on the Home page. When you are satisfied with the Sample Display, click Save.NoteThe user can choose to disable the Welcome Message until the Sample Display is exactly how they want it to be.The Welcome Message will not display prior to the begin date, even if it is enabled. Likewise, the Welcome Message will not display after the end date, even if it is enabled.Editing BulletinsTo edit a Welcome Message, Bulletin, or Help Text, use the Edit button in the Actions column for the message you want to edit. For example:Click the Edit button for the text you want to modify. The Edit Welcome Message dialog box appears. Edit each field as desired, then click Save.NoteOn the Home Page Messages screen, you can see the status of each message. The Actions column buttons allow you to enable/disable a message, edit a message, or delete a message.NoteChecking the Show All box at the top of the screen makes all messages, both enabled and disabled, appear. When Show All is not checked, only the enabled messages appear.The End User License Agreement (EULA)The EULA is different from other bulletins in a number of ways. You cannot add the initial EULA to the system using the Home Page Messages page. The initial EULA must be uploaded during the development process. Also, the EULA does not have a Begin or End Date. It is always shown the first time a user logs in and every ‘x’ days thereafter. The EULA cannot be disabled or deleted from the Home Page Messages page. [State Customization – Replace ‘x’]Editing the EULAIn the EULA section, click the Edit button. The EULA dialog box appears.Edit the message as desired, then click Save. Use HTML to format the text. The EULA goes into effect immediately after saving. ................
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