System Administration – Drop Down Fields

Owned by Samara Prasad
Last updated: Oct 08, 2024
13 min read

 

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Introduction


Drop Down Fields are a powerful tool within the ionMy solution that streamline data entry and task management. By providing users with a predefined list of options, these fields ensure data consistency, reduce errors, and enhance overall efficiency.

Benefits

Drop Down Fields within ionMy offers several key benefits:

  • Enhanced Data Integrity: Prevents incorrect or inconsistent data entry by limiting options to predefined values.

  • Improved Efficiency: Streamlines data entry processes, saving time and effort for users.

  • Increased Consistency: Ensures that data is entered uniformly across the organisation, facilitating analysis and reporting.

  • Enhanced User Experience: Simplifies data entry tasks, making it easier for users to navigate and complete forms.

  • Customisation: Drop Down Fields can be easily customised to match your organisation's specific requirements and workflows

Settings Module

This training will take you through Drop Down Fields menu via the Settings icon

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Creating Drop Down Field Values

  1. Navigate to your ionMy homescreen dashboard

  2. Hover your mouse over the Settings icon. Submenu options will appear on the right side of the main module

  3. Click on Drop Down Fields from the submenu options.

  1. This will lead you to the list of all Drop Down Field options available throughout the system, grouped by function.

  1. Click the + icon to view the available DDL or MSB options within a function/module.

We will now go through some common examples that differ slightly in configuration requirements.

Adding a Person Involved Type:

The Person Involved type is used to categorise individuals based on their relationship to a particular organisation, such as staff, client type(s), volunteers or other stakeholders.

  1. Follow steps 1-5 at the Creating Drop Down Field Values section

  2. Scroll down to Incidents / Injuries

  3. Click the + icon to view the available DDL or MSB field types.

  4. Click on Person Involved. (This may be named something different based on your custom label settings).

  5. The page will refresh and redirect you to the PI list page, displaying the list of PIs created in your system.

  1. To add a new type, click on the Add New button located at the top right corner of your browser

  1. A pop up box will appear

 

  1. Check the Is Default checkbox if you want that PI to be selected automatically when creating a record

  1. If the PI type is a Staff member you need to tick the Is Staff? Checkbox. This will ensure that the list of staff retained in your Our Workforce module appears for selection when creating staff related records.

  2. TPP types are captured in your Our Community module. If the PI type you are now creating is linked to a TPP then you need to select the TPP type from the ddl beside Default TPP Type. This will result in the relevant list of names retained in your Our Community module to be presented for selection when entering a record.

  1. Enter the Name of the PI Type e.g. Staff, Volunteer etc in the name field

  1. You can arrange the PI type list by entering your desired sort order. We tend to set Staff at the highest sort order and then the rest of the list by alphabetical order. However, it is up to you to decide the order in which your PI types will be listed.

 

  1. Tick the Visible In Form Entry checkbox if you want this PI type to appear to frontline users when they are entering records via the Compliance Hub (refer to compliance hub manual for more details)

  1. Check the Visible In Core Checkbox if you want this PI type to appear when entering records directly in the Core system

  1. If you want this PI type to be available for selection when entering infection records via the infection Register, you simply tick the Show on Infection checkbox

  1. Click the Save changes button once done.

  1. Repeat steps 1-14 if you have more PI types to enter

Note: If you do not want to link the PI type to staff or TPP you can the simply leave the Staff Checkbox or TPP type ddl unselected. This will present the user an empty text box to manually enter the PI name.