Reference Fields

Related Videos

Create Reference fields (5 minutes w/audio)

Create a service-type-specific reference field (3 minutes w/audio)

Creating Reference fields for On-Demand Calls (2 minutes w/audio)

Reference Field example using Nested Reference Fields (8 minutes w/audio)

Reference Field Example using Requirements - (2 minutes no/audio)

Collect at Closing Reference field

Manage Jobs: Using the Primary Reference Field Column (3 min w/audio)

Reference Fields are Custom fields that we can use to collect any additional information during the job creation or the job closing process.  Depending on how they are set up, reference fields will then appear on the job creation or the job closure pages.

Reference fields can be set up at an all-agency or Company level, in which case they will apply to all jobs for all Customers, and/or they can be set up at a Customer level in which case they would only appear on jobs related to the specific Customer.

Company Reference Fields

To manage Company level Reference Fields, go to the ‘Admin’ menu and select ‘Company’.

• Click on the Configuration tab
• Go to the bottom of the page to the section Configuration: Reference Fields

Basic Reference Field Creation

• Click on the Add Reference link
• Reference Label - this is the name that will appear on the reference field on the job page
• Required - checking this box will mean that the reference field must be populated by the user creating the job
• Disabled - checking this will disable the reference field if that is required in the future, the field will therefore no longer appear on the job page
• Help Text - this is the text that will appear on the question mark icon ? when the user hovers over it, use this to provide any supplementary information to the user creating the job and populating the field
• Save the Reference by clicking on the blue Save button in the top left navigation pane
• From here you can repeat the steps to create additional reference fields. 

If you create a new job now you will see that the Reference field(s) just created will appear as an Additional Reference in the Appointment Details section of the job page. 

If the Reference was set as Required, you will notice that it also has a red asterisk * meaning that it must be populated.

Advanced Reference Field Settings

Once you have created a reference field you can make additional edits by clicking on the Edit / Pencil icon to the right of reference field itself:

From here you will see advanced options for editing reference fields that allow you to make additional configuration updates. 

Managing Access to reference fields for Interpreters

By default reference fields are visible by interpreters. Sometimes there may be a reference field that includes information which an interpreter should not be able to view. You can manage interpreter ability to view reference fields with the access control for interpreters flag. 

If this flag is unchecked interpreters will not be able to view the reference field.

Additional notes:

• References marked to collect at closing cannot be inaccessible by interpreters.
• If a Parent Reference field has the Access Control for Interpreters flag switched Off, any Dependent References will also need to have the Access Control for Interpreters flag switched Off - These do not automatically inherit this control. 

• Reference fields added manually to Bookings will not be affected as these do not have a Configuration.

• This will not control reference field visibility in templates- Only visibility on the platform.

Promote setting

Setting a Reference Field to Promote means that the title of the reference field and the data collected in the field are displayed in the column Primary Ref. For example: A customer-level reference field is set to Promote. When viewing the Primary Ref column, that information is displayed. In this screenshot, one customer has Promote set for the reference field Patient Name and the other customer has Assignment Type set as the Promote reference field.

• Different customers can have a different reference field checked but only one reference field per customer can use Promote at a time. 
• Once the Promote flag is set on the reference field, any pre-existing jobs with this reference field will need to be re-saved in order for the reference field and value to display on the grids and calendar view.
• The customer portal and interpreter portal (on a laptop) have the ability to add the Primary Ref column to their grid views. 

Manage Jobs, Financial Review grids.

Calendar view displays the value next to the job number:

Creating a Hidden Reference Field

Setting a Reference Field to Hidden will mean that the data collected in the field will not be displayed in certain communication where references may be listed such as email notifications, invoices and payments, therefore this is useful where the data collected is sensitive or confidential in nature.

• Follow all of the steps as above for Creating a basic Reference Field
• When you have Saved the Configuration as per the final step, click on the Edit/Pencil icon to access more configuration options

• Select the Hidden checkbox (note that the Question mark icon ? will provide help text for this and all other options)
• Click on the green Save button

Creating a Reference Field with a drop down list

This configuration will allow you to create a reference field with a predefined list of values that users creating jobs would choose from as opposed to entering free form text.

• Follow all of the steps as above for Creating a basic Reference Field
• When you have Saved the Configuration as per the final step, click on the Edit/Pencil icon to access more configuration options
• Select the Enable Dropdown checkbox (note that the Question mark icon ? will provide help text for this and all other options)
• Enabling the Select Field option on a dropdown Reference Field will also allow users to start typing values rather than scrolling through the list, this is particularly useful if there are a lot of list values
• You will notice that a new tab will then appear in the window called ‘List Values’

• Click on this List Values tab
  • Enter a value that you wish to appear in the drop down
  • Click on the green Save button
  • Click on the blue ‘New’ button and enter another value
  • Each time that you save a value, note that it will appear in the list on the left hand side
  • Repeat this process until you have entered all values that are required for the drop down list

• Finally,  return to the Details tab and click the green Save button

Creating Dependent Reference Fields

You can Create Dependent Reference Fields so that a value chosen in a drop down list for one Reference Field can activate a second Reference Field that also needs to be populated.

• Create 2 Reference fields as per above for Creating a basic Reference Field and save the Configuration using the blue Save button in the top left navigation pane
• Edit the first Reference Field and Enable Dropdown and create the List Values as per the steps for Creating a Reference Field with a drop down list and click the the green Save button
• Edit the second Reference Field and enable Dependent and click the Green Save button. 
• Edit the first Reference Field again and go to the List Values tab :
  • select a drop down list value on the left hand side which would activate the second Dependent Reference Field and then the go to the 'Dependent Reference Fields' tab
  • click on 'Add reference code' and select the second Reference Field from the dropdown list
  • click on the green Save button
  • you can repeat the above process for any other list values within the first Reference Field that will activate the second Reference Field and always click on the green Save button
• When complete, go back to the Details tab and click on the green Save button to save the overall Reference Field configuration
• Note that the second Reference Field can also be configured as a dropdown list if preferred
• Also, it is good to know, you can create multiple Dependent Reference fields, for example, your first Reference Field might have 5 list values and each of these values triggers/has a Dependent Reference field.  Simply create all of the required Dependent Reference fields to begin with, set them to Dependent and then repeat the steps in the first Reference field above to associate each list value with the appropriate Dependent Reference field.

Creating Reference Fields with Dependent Criteria

You can also create Reference Fields that will automatically add criteria such as Eligibilities and Qualification to jobs.  This is particularly useful if you have categories of appointments that will always require a corresponding qualification such as Medical and Legal appointments and using Dependent Criteria will ensure that the corresponding criteria are always added to the job rather than instructing staff to add these criteria.

• Follow the instructions above for Creating a Reference Field with a drop down list
• Return to the Details tab and click the green Save button
• Return to the List Values tab
  • select a drop down list value on the left hand side and then the go to the 'Dependent Criteria' tab
  • click on 'Add eligibility' or 'Add Qualification' and choose from the list of criteria that you will have previously setup under Admin->Company->HR/Qualifications
  • click on the green Save button
  • repeat the above process for any list values that will activate other criteria

• When complete, go back to the Details tab and click on the green Save button to save the overall Reference Field

Reference Fields for Closing jobs

In certain cases you may need to collect data when the job is being Closed as opposed to when it is created.  You can create any of the above the Reference Field options for Job Closing by following the steps as outlined and also enabling the Collect at Closing checkbox when editing the Reference Field.  Such reference fields will only appear when a job is being Closed and not when a job is being created.

Also, when you enable a Reference field for Collect at Closing, a new Services tab will also appear.  By selecting this tab you can enable this Reference field for all Services (default) or you can select the services for which this may apply, for e.g. you may wish to collect this information only for OPI On Demand Jobs.

To do this simply uncheck the Enable All Services option and select the Service in the Service box below - hold down the Ctrl key on your keyboard to select multiple.

Return to the Details tab and click on the green Save button.

Customer Reference Fields

All of the above Reference Field options can also be created at a Customer level and these Reference Fields would only appear on jobs created for that specific customer.  

To access Customer Configuration, click on the Admin menu and select Customers.

Search for and select the appropriate Customer on the left hand side and then scroll down to the Reference Field Configuration section for that Customer.

Click Add Reference and follow the instructions in the above sections to create a Reference Field according to the Customer requirements.

For more advanced Reference Field options or if you need any help with the above, please contact us at [e-mail]

• 3f - Reference Fields.pdf1 MB