New users can be added by clicking Add User or Quick Add User at the top of the User Management form. The Quick Add User form is a modified version of the in-depth user setup form outlined below.

• Click Add User.
• Enter the full name of the user in the Name field, then enter their Email/Login Name.

• Enter the Job Title, Address, and Phone, associated Provider, if applicable.

Associating a User to a Provider will allow certain Referral forms to preset specific Provider fields for the User.

• Select the Owning Organization. Owning Organization is the primary Organization whose Client data the user will be accessing. 
• The Location field is optional and used as the default location when the user signs in.
• Identify the user’s Supervisor if you wish to have the user appear on their supervisor’s My Team form.
• The Case Manager checkbox is used to indicate whether this user is listed as available for case assignments or not.

• Select the Workgroup this user will need to access. In contrast, Organizations determine which data the user can access, whereas Workgroups control what functionality the user can access. 

• For a user to access their account, the Active Status must be marked as Active. Inactive or Pending will not allow the user to log in.

• Complete the Tool Access Permissions for the user. More information on Tool Access Permissions can be located in the next section.
• Enter a User Password. A User Password must follow the criteria listed on the form below. The password is verified by re-typing it into the Confirm Password field.

The administrator sets a generic password for the user and leaves the Require Password Change at Next Login checkbox selected.

On the user’s first log-in using the generic password, ClientTrack will prompt them to immediately change their password to one of their choosing. The only time it is not necessary to require a user to change their password is in a Training environment.

Password retrieval is accomplished using a Security Question and Answer combination. As the administrator, you can leave this field blank so that users are prompted to complete this information to activate password recovery options. While editing a user account, administrators are unable to view security answers or password information.

• Use the Support Issues Capability section at the bottom of the form to determine how this user can interact with the Issue System. ClientTrack includes a built-in issue support system. The options are as follows:

Tool Access Permissions determine which features and capabilities the user can access. Administrators commonly utilize one of several pre-set Tool Access Permissions templates to quickly identify the type of user and which permissions they are assigned. Available Tool Access Permissions Templates:

You can also manually select permissions. If you choose to do so, please utilize the detailed chart in the Appendix: Tool Access Permissions.

In addition to being the way ClientTrack labels different data collection entities, Organizations determine which sets of data a user can view in ClientTrack. A ClientTrack instance can contain one or hundreds of various Organizations. In short, Organizations are a fundamental security design component affecting multiple areas of a ClientTrack implementation.

Choose Organizations Functionality

The below actions are available on the Choose Organizations entry form.

• Use the Delete icon to remove a user’s access to an organization.
• Select the Active checkbox to gran access to that organization. A user that has Active access is able to view the specified organization in drop-down lists throughout ClientTrack, most notably when specifying report parameters.
• Check the Login box for any user who should be able to log in and create new records as a member of this organization.
• Check the Editable box if this user should also be able to edit records created by other users in this organization.

In addition to being ClientTrack’s way of organizing groups of users who perform similar roles, Workgroups determine which functionalities a user can view/use in ClientTrack. A ClientTrack instance can contain one or hundreds of various Workgroups. Depending on a user’s Workgroup setup, the user will be allowed to create, update, and/or delete data.

Choose Workgroups Functionality
Select the Active checkbox to gran access to that Workgroup. A user with Active access can
access that Workgroup while logged into that specific ClientTrack instance.

• On the Security Organizations search form, select the Add New Security Organization button.
• Enter a unique, three-character code to represent this organization in the Security Organization ID field. Most instances have this field auto-generate to prevent errors.
• Enter a name in the Security Organization text box; this will serve as the Security Organization’s name in ClientTrack. Complete the Address, City/State/Zip Code, Contact Name, Contact Phone, and Email fields if necessary.
• If the Security Organization also needs a corresponding Provider created, select the checkbox next to Create Provider.

• Select the Default Restriction for Transactions and select or unselect the checkbox for the Display the Transaction Restriction Field.

• If applicable, select Location Name(s) for the Security Organization. Locations indicate where the Security Organization is located and could also be utilized in certain forms.

• Select the Save button to save the form’s data.

Security Organization access can be controlled on a User-by-User basis using the User Management Menu Option; however, mass changes to a Security Organization’s User access are better managed through the User Access Option.

Navigation

Security Organizations are managed by going to the Home Workspace, Global Administration Menu Group, then Setup Data Management, followed by Security Organizations and selecting the Action Button next to the necessary Security Organization.

• Select the Action Button next to the necessary Security Organization to manage User access, followed by Assigned Users.
• Select or unselect the Login checkbox for any User who should log in and add new records as a member of this Security Organization. Select or unselect the Editable checkbox if this User should be able to edit records owned by this Security Organization. Please note these settings are independent of one another.
• Select the Save & Close button to save the form.

What is an Information Release/MOU in ClientTrack?

In ClientTrack, the Security Organization level sharing of data is defined by an MOU (Memorandum Of Understanding). An MOU indicates the information-sharing relationship between Security Organizations, and the sharing relationship can be one-way or bi-directional. After MOUs have been defined and set up, they can be referenced in the form for adding or editing client information. The MOU also controls information sharing for specific transactions when Unrestricted is selected as the Restriction Option.

Navigation

Information Releases/MOUs are managed by going to the Home Workspace, Global Administration Menu Group, then Setup Data Management, and selecting the Information Releases / MOUs Menu Option under Security Organizations.

Adding a New Information Release/MOU

• On the Information Releases / MOUs search Form, select the Add New button.
• Enter a unique number to represent this MOU in the Information Release No. field.
• Enter a name in the Information Release Name text box; this will serve as the MOU title in ClientTrack.

• If necessary, enter Comments.
• Select the Save button to save the Form’s data.

Transaction Restriction Options

What are Transaction Restriction Options in ClientTrack?

A Security Organization’s default security settings are determined by a User through the Transaction Restriction Options page. These settings determine which Transaction Restriction Options are visible/editable by particular Users. Utilizing these settings allows the system to handle the finer aspects of the Security Model without input from the Users.

Navigation
Transaction Restriction Options are managed by going to the Home Workspace, Global Administration Menu Group, then Setup Data Management, and selecting the Transaction Restriction Options Menu Option under Security Organizations.

Managing Transaction Restriction Options

• Navigate to the Transaction Restriction Options Form.
• Check or uncheck the checkboxes as necessary.

• Select the Save & Close button to save the changes to the Form.
   

Two Record Types in ClientTrack

• Entity Record Data: Most commonly associated with Client Records in ClientTrack, Entity Record Data for Clients can include name, birthdate, address, SSN, and other demographic fields.
• Transactional Record Data: These include all interactions or data collection associated with the Entity. For Clients, that means assessments, case notes, services, enrollments, etc.

Below are the three functionalities that determine how Client Record Data is shared between Organizations. 

Navigation

Clients are managed by going to the Home Workspace, Global Administration Menu Group, and expanding the Client Administration Menu Group.

Overview

The Delete Client process allows ClientTrack Administrators to delete a client record and their related transactional records throughout the ClientTrack implementation. The Delete Client process works by updating the active status' for the client record and their related transactional records from A/Active to D/Deleted. After the Delete Client process is complete, the Client Record will no longer be accessible in ClientTrack except on the Soft Delete Process Queue. 

Navigation

The functionality to delete a Client can be found by going to the Home Workspace, Global Administration Menu Group, expanding the Client Administration Menu Group, and selecting the Clients Menu Option.

Deleting a Client

• Use the filters to locate the necessary Client on the Client Administration search form.
• Select the Action button to the left of the Client name, followed by the Delete option to soft delete the Client.

• Select the Yes button to confirm your decision.
• The client selected for deletion will now appear in the Soft Delete Process Queue.

Soft Delete Process Queue

The Soft Delete Process Queue will display the history of Soft Deleted Client requests. The client in this queue may have been restored and therefore no longer deleted. The Soft Delete process works by updating the Active Status of the selected Client Record and all records related to the Client from ‘A’/Active to ‘D’/Deleted. Users can navigate through the various status' as a filter on the form. Depending on the status of the deletion, users may be able to re-add to the Delete Queue, remove from the Delete Queue, and select the client to review their information in the Client Workspace. 

Navigation

The Soft Delete Process Queue can be found by going to the Home Workspace, Global Administration Menu Group, expanding the Client Administration Menu Group, and selecting the Soft Delete Process Queue Menu Option.

Soft Delete Process Queue Status'

• Added to Queue - The client record has been queued up for deletion, but the process has not yet begun. This status will allow users to remove the client record from the Queue if added incorrectly.  
• In Process - The client record has been picked up by the Delete process procedure and is processing through all the transactional records to update the active status to ‘D’/Deleted.
• Complete - The Delete process completed and the client record is now set as ‘D’/Deleted. 
• Error - The client record has been pulled into the Delete process procedure but encountered an error. The client record is not yet deleted. 

System Properties

Two new system properties have been added to accompany the Soft Delete Client functionality. These system properties aim at providing end users better control over the total clients able to be deleted at one time, and how long the system should wait between a record being created and beginning the deletion process. System properties can be found within Global Administration > System Administration > System Properties

1. ClientSoftDelete-BatchSize - Sets the value for the number of ClientID's to be included in each batch for soft delete.
2. ClientSoftDelete-GracePeriodInMins - Sets the value for the Grace Period before the client soft deletion begins. This grace period is defined by the user and will allow the user to make any necessary changes before the deletion starts within the grace period. This grace period defaults to 120 minutes but may be updated by an administrator at any time.

User Permissions

User permissions for Delete Client can be found within User Management > Edit/Add New User > Tool Access Permissions > Feature Access 

• Soft Delete Clients - Allows the user to delete any clients in the system. This permission should only be given to individuals with the highest level permissions, as a delete cannot be reversed if done incorrectly. 

Validations

There are several validations that the Delete Client process will review before completing the deletion process. 

1. Client cannot have an open enrollment
2. Client cannot have an open housing facility check-in
3. The client record cannot be part of a potential or processing merge
4. The client cannot already be scheduled to be deleted

Hourly Delete Settings

The hourly Delete task can be found within Global Administration > Batch Processes > Scheduled Tasks > Hourly Soft Delete Client Processing > Edit

• By default, the soft delete process will run on an hourly basis from the hours of 6pm CT to 6am CT. These hours have been selected to avoid performance impacts during peak business hours.
• Users may update the hourly delete settings by modifying the Excluded Hours on the edit task form. Users may add additional excluded hours, or modify the existing hours selected. Any rows with a checkmark are hours that are excluding the Hourly Soft Delete task from running. To allow the Hourly delete task to run, remove the exclusion from the applicable rows. 
• In order for users to edit the hourly task, users will need Data Export, Data Import, and Elevated API user permissions. 

Frequently Asked Questions

Overview

The Merge Client process allows ClientTrack Administrators to perform duplication and data quality clean-up throughout their environment. The Merge Client process works by merging two duplicate client records into one. This is accomplished by first updating all transactional records associated with the Source Client ID to the Target Client ID. The Merge Client process will then set the active status of the Source Client to ‘D’ or Deleted. After the Merge Client process is complete, the Source Client record should no longer have information associated to it. All transactional records can now be found under the Target Client record. To find more information about how Merge Client works and find answers to frequently asked questions, visit the Merge Client article.

Navigation

The functionality to merge a Client is found by going to the Home Workspace, Global Administration Menu Group, expanding the Client Administration Menu Group, and selecting the Merge Clients or Merge Multiple Duplicate Clients Menu Option.

Merge Clients

• Select the Add New button at the top of the form.
• Search for and select a Source Client and a Target Client.

• Select Save.
• Once saved, the newly created merge record will appear on the Merge Clients search form.
• Select the Action button, followed by the Add to Merge Queue option to finalize the merge.

Merging Multiple Duplicate Clients

• Select at least two of the filters and select Search.
• Make a selection between each client result by choosing: Client 1, Client 2, No Action, or Ignore. 
  • When Ignore is selected for a possible duplicate, the paring will not be visible in future searches. Users can review all Ignored duplicate pairs in the Ignored Duplicates form nested under the Merge Multiple Duplicate Clients menu option.

• Repeat for each row of results.
• Select the Accept button to perform the action selected for each row.
  • Selecting Accept will add the clients to the Merge Queue to be merged when the asynchronous process begins again.

New grants can be set up by using the Add New or Quick Add New buttons at the top of the form. The Quick Add New form is a modified version of the in-depth grant setup form outlined below.

• On the Grant Management search form, select Add New. 
• If not automatically generated, enter a Grant ID, which, as specified in the form instructions, must be a unique three-character ID.

• Enter a Grant Description. This determines how the grant will be identified in search forms and drop-down lists.
• If applicable, add a Grantee Agency and accompanying Address Information. These are used for reference and populating some reports.
• Select the Owning Organization. This identifies which organization has rights to edit the grant. The Owning Organization will default to the Organization the user is currently logged into.

• If necessary, check the Enrollment Required checkbox. This will not allow a client to receive services from that grant unless they are enrolled in a program tied to that grant. 
• If applicable, use the Define Eligibility button to associate this grant with a pre-defined set of eligibility criteria.
• Select Next to continue on to the next form.

Additional Details Form

• Set the Begin Date and End Date. This defines the date range the grant will be accessible to associate with program enrollments and services.
• If applicable, use the Account drop down list and select an account or add a new account that uses this grant as a Managed Fund.

• Use the Accessing Organization multi-select box to select which organization(s) will have access to this grant. This box manages the information specific to this grant.

• Select Next to continue on to the next form.

Project Information Form

• Select WIA Grant if the grant is a Workforce Investment Act grant for employment services.
• For Federally funded grants, select the appropriate Federal Grant Program and the corresponding Grant Program Component.
• Select Finish and be returned to the Grants search form.

Grant access can be controlled on a grant-by-grant basis using the Accessing Organizations field as explained in the section above. Mass changes to grant access are better managed through the Grant Access form.

Navigation

The Grant Access screen can be found by going to the Home workspace, Setup Data Management menu group, expanding the Setup Data Management option and selecting Grant Access.

Giving an Organization Access to Existing Grants

• Select the Security Organization the user wants to manage the access for. The form will default to the organization the user is currently logged into.
• If necessary, filter which grant records appear using the Grant open text field.
• Check or uncheck the Active box next to the grant to give or remove access for the selected Security Organization.
• Save your changes using the Save button at the bottom of the form.

Before processing, verify that your programs are set up in the system, using the Programs Management document. ClientTrack offers the system administrator specific control over which programs can be funded by which grants.

Navigation

Managing this from the grant perspective is accomplished by going to the Home workspace, Setup Data Management menu group, expanding the Setup Data Management option and selecting Grant Access.

Associating Programs with a Grant

• On the Grant Access form, select the second icon next to the grant of interest to view
  Programs Funded by this Grant.

• Find the needed program in the list of all programs accessible to the Selected Organization.

• Set the relationship between the program and grant by entering a Begin Date and End Date.
• Save your changes using the Save button at the bottom of the form.
• This relationship, once created, is enforced on the Enrollment form.

• Select the appropriate Add New button at the top of the form.

• Enter the full name of the program in the Program Name field.
• If appropriate, select Clients Can Enroll. This indicates whether clients can directly enroll into this program via the Enrollment module.
• Enter a Program Start Date and a Program End Date, which defines the date range in which a client is able to enroll in the program. 
• If applicable, use the Define Eligibility button to associate the program with a pre-defined set of eligibility criteria. If defined, use the text box for Eligibility Description to briefly describe the eligibility criteria for future reference.
• If necessary, enter the amount of Auto-Exit Days, which allows the system to take certain actions should a specific scenario be identified. To utilize these features, you need to define Participating Services associated with this program (see Managing Participating Services for a Program).

• If necessary, enter a Program Capacity. This sets the maximum number of enrollments allowed. If the Limit Enrollments box is also checked, this prevents enrollments once that number is reached.

• Use the Accessing Organization multi-select box to select which organization(s) have access
  to this program. This multi-select box manages access for just this program. To manage access
  to multiple programs, see Controlling Organization Access to Programs.

Report Mappings
Allows HUD reports to be run for Programs with the corresponding mappings selected.

• If applicable, select the appropriate Program Type, HUD Program Descriptors, and Other
  Reporting Compliance fields.

Program access can be controlled on a grant-by-grant basis using the Accessing Organizations field, as explained in the previous section. However, mass changes to program access are better managed through the Program Access screen.

Navigation

This screen can be found by going to the Home space, clicking on the Setup Data Management menu group, expanding the Setup Data Management option and selecting Program Access.

Managing Organization Access to Programs

• Select the Security Organization the user wants to manage the access for. The form will default to the organization the user is currently logged into. 
• If necessary, filter the list of programs displayed using the Program Type drop-down list and/or the Program Name open text field.
• Check or uncheck the Active box next to the grant to give or remove access for the selected Security Organization.
• Save your changes using the Save button at the bottom of the form.

Navigation

Participating Services for a program are managed by going to the Home space, clicking the Setup Data Management menu group, expanding the Setup Data Management option and clicking on Programs. Select the Action button next to a program name and select Participation Services.

• Select the Organization and Program for which you are identifying the Participation Services from the list.
• If necessary, filter the list of services displayed by selecting a Service Group.
• If applicable, select the Auto-Enroll checkbox. This causes the selected service to be automatically created for any client upon their enrollment into the program. 
• Enter the Start Date. This defines the first date this service should be counted as a Participation Service.

This functionality allows for Direct Services to be entered for every client in a program at an assigned interval. Service Codes need to be created prior to associating them with the program using the instructions below.

Navigation

Auto-Posting Services for a program are managed by going to the Home space, clicking the Setup Data Management menu group, expanding the Setup Data Management option and clicking on Programs. Select the Action button next to a program name and select Auto-Posting Services.
 

Adding a New Auto-Posting Service for a Program

• Find the desired Program in the list and select the Action button to the left of the program name, followed by Auto-Posting Services. 
• Select the Add New button in the top right-hand corner of the screen. The user will be redirected to a data entry form. 
• Select the desired Service Code from the drop-down list and, if necessary, enter Units of Measure,  Units, and Unit Value. 
• Check the Auto-Post checkbox to bring up the Service Code’s posting interval options. 
• Select the Frequency. This will set the number of services recorded per client, per interval. Select the Cycle. This will set the interval time. Choose from one of five options: Daily, Weekly, Monthly, Quarterly, and Yearly. 
• If necessary, check the Prorate checkbox. Selecting the Prorate option will automatically change the units to correspond to the days enrolled depending on the interval selected. For example, if a service is setup to be auto-posted to enrolled clients at monthly, 30 Unit intervals, a client who was only enrolled in the program for 17 days in a month would receive a 17 Unit Prorated, Auto-Posted Service at the end of that month. 
• Set the Date the User wants the service code to start Auto-Posting on. This is the date the auto-posting interval will begin.
• Select the Save button and the User will be redirected back to the list of all Auto-Posting Service Codes.

Managing Auto-Posting Services for a Program
Once Auto-Posting Services are on the list for a program, they can be edited or deleted.

• Find the desired Program in the list and select the Action button to the left of the program name, followed by Auto-Posting Services. 
  • Select the Edit icon and the User will be redirected to the data entry form with the setup available for editing. Enter any necessary setup data and select the Save button. The User will be redirected back to the list of all Auto-Posting Service Codes.
  • Select the Delete icon and the Auto-Posting Service Code will be removed from the list. Deleting an Auto-Posting Service Code is a “soft” delete and any User with Write Recycle Bin/Delete permissions can restore a deleted Auto-Posting Service Code’s association with a specific program.
• Select the Cancel button to return to the list of programs.

• Select the Add New Service Code button at the top of the form.

• Select the Service Group. This dictates how the service will be categorized in ClientTrack for both lists and reports.
• Enter the unique title of the service in the Service open text box. Users may enter help text in the Long Description/Help Text box.

• If applicable, enter default values for the Service Code. These values may include the Unit of Measure, Unit Value, and Units. The default values are displayed on the Service form when the Service is being recorded. If necessary, the user has the ability to change the values for a specific instance.

• Select all appropriate Service Categories.

Service Categories

Service Categories determine which forms the service is displayed on. These attributes of a Service Code are used to filter them for specific purposes. For example, the Referral Service Code drop-down list on the Referral form only displays Services Codes marked as such. The Service Categories are as follows:

• Select Next in the bottom right-hand corner.

Additional Details Form

• If Billing Service is selected on the previous form, use the drop-down Bill As list to select the appropriate category this Service Code falls under.
• Use the Accessing Organization multi-select box to select which Organization(s) can access this Service Code. This multi-select box manages access to this specific Service Code.

Report Mappings

The Report Mappings section of the setup screen allows you to identify how this Service will be categorized in various standard reports.

• For CSBG, VOCA, ROMA, and Ryan White Service Codes, select the correct mappings.

• For HMIS/HUD Service Codes, select the appropriate mappings.

Service Groups divide Service Codes into categories to assist with sorting and reporting. ClientTrack often includes several Service Groups when implemented.

Navigation

Users can manage Service Groups by going to the Home space, Setup Data Management menu group, expanding the Setup Data Management option, and selecting Service Groups.

Service Code access can be controlled on a code-by-code basis using the Accessing Organizations field as explained in the section previous; however, mass changes to an Organization’s Service Codes access are better managed through the Service Access screen.

Navigation

The Service Code access screen can be found by going to the Home space, Setup Data Management menu group, expanding the Setup Data Management option, and selecting Service Access.

Giving an Organization Access to Existing Service Codes

• Select the Security Organization the user wants to manage the access for. The form will default to the Organization the User is currently logged into.
• If necessary, filter the list of Programs displayed using the Service Group drop-down list and/or the Only Show Direct Services checkbox.
• Check or uncheck the Active box next to the Service to give or remove access for the selected Security Organization.
• Save your changes using the Save button at the bottom of the form.

Evaluation Types are the highest level of categorization in the Evaluation functionality. Evaluation Types are divided into Evaluation Groups, which are then divided into Evaluation Codes. Each Type indicates a significant difference in the category of data.

• On the Evaluation Management form, select the Add New button at the top of the form.
• Enter a unique, two-character ID to represent a new Evaluation Type ID, as well as a Description to act as the Evaluation Type title.

• Select the Accessing Organizations that will have access to this Evaluation Type. To manage access to Evaluation Types from an Organization’s perspective, please see Managing an Organization’s Access to the Evaluation Functionality section.

• Select Save.

Evaluation Groups allow you to create categories within an Evaluation Type. Each Group should indicate a significant difference between categories within an Evaluation Type.

Navigation

Evaluation Groups are managed by going to the Home workspace, Setup Data Management Menu Group, expanding the Setup Data Management Menu Option, and selecting Evaluation. Then, select the Action button next to the Evaluation Type you want to manage the Groups for and select the Groups drop-down list option.
 

Add a New Evaluation Group

• On the Evaluation Group Management form, select the Add New button at the top of the form.
• Enter a unique, three-character ID to represent a new Evaluation Group ID and a Description to act as the Evaluation Group title.

• Select the Accessing Organizations that will have access to this Evaluation Group. To manage access to Evaluation Groups from an Organization’s perspective, please see Managing an Organization’s Access to the Evaluation Functionality.
• Select Save.

Evaluation Codes allow you to create categories within an Evaluation Group. Each Code should indicate a significant difference between categories within an Evaluation Group.

Navigation

Evaluation Codes are managed by going to the Home workspace, Setup Data Management Menu Group, expanding the Setup Data Management Menu Option, and selecting Evaluation. Then, select the Action button next to the Evaluation Type you want to manage the Code in. Select the Groups menu option, select the Action button next to the Evaluation Group you wish to manage the Code for, and select the Codes menu option.

Add a New Evaluation Code

• On the Evaluation Codes Management form, select the Add New button at the top of the form.
• Enter a unique, two-character ID to represent a new Evaluation Code ID and a Description to act as the Evaluation Code title.

• Select the Accessing Organizations that will have access to this Evaluation Code. To manage access to Evaluation Codes from an Organization’s perspective, please see Managing an Organization’s Access to the Evaluation Functionality 
• Select Save.

Evaluation access can be controlled on a Type, Group, or Code basis using the Accessing Organizations field as explained in the sections above; however, mass changes to an Organization’s Evaluation access are better managed through the following processes.

Navigation

An Organization’s Evaluation functionality access is managed by going to the Home workspace, Setup Data Management Menu Group, expanding the Setup Data Management Menu Option, and selecting Evaluation Access.

Giving an Organization Access to Existing Evaluation Codes

• After navigating to the Evaluation Access form, use the icon next to the Evaluation Type to access the Evaluation Group Access screen for that Evaluation Type’s Groups.

• Use the icon next to the Evaluation Group to access the Evaluation Codes Access screen for that Evaluation Group’s Codes.

• Check or uncheck the Active checkbox to allow or remove access, respectively.

• Save your changes using the Save button at the bottom of the form.

Navigation

The functionality to delete a Provider can be found by going to the Home Workspace, Global Administration Menu Group, expanding the Provider Administration Menu Option, and selecting Delete Providers.

• Use the filters to locate the necessary Provider(s) on the Delete Providers search form.

• Select the Delete icon on the left of the Provider name to soft delete the Provider.

• Delete any additional Providers and navigate away from the form.

Navigation

The functionality to merge Providers can be found by going to the Home Workspace, Global Administration Menu Group, expanding the Provider Administration Menu Option, and selecting Merge Providers.

• Select the Add New button at the top of the form.
• Select a Merge From Provider and a Merge Into Provider.

• Select Save.
• Once saved, the newly created record will appear on the Merge Providers search form with an Unmerged status.
• Select the Action button, followed by the Merge option to finalize the merge.

Provider access can be controlled on a Provider-by-Provider basis using the Accessing Organizations field as explained in the previous section. Mass changes to an Organization’s Provider access are better managed through the following process.

Navigation

An Organization’s access to a Provider can be found by going to the Home Workspace, Global Administration Menu Group, expanding the Provider Administration Menu Option, and selecting Provider Access.

• Select the Security Organization the user wants to manage the access for. This form defaults to the Organization the user is currently logged in to.
• If necessary, use the filters to locate the Provider(s).

• Check or uncheck the Visible check-box next to the Provider to give or remove access for the selected Security Organization.
• Save your changes using the Save button at the bottom of the form.

There are two different types of data syncs associated with ClientTrack: Configuration Syncs and Replication Syncs1. This section will cover Configuration Syncs, a process that is initiated on demand.

Mechanically, a Configuration Sync (referred to as “Sync”) is the process of deleting all Forms, Workflows, Queries, etc., with an ID between 1000000000 and 1999999999 in the Destination environment and then copying any Forms, Workflows, Queries, etc., in that same ID range from the Source environment.

Not overwriting these items allows for a deleted element in the Source environment to be completely removed in the Destination environment after a Sync.

Most implementations will have two or three environments, but an implementation’s Production (PROD) environment will always play the role of the Destination environment when involved in a Sync. Syncs will normally take about thirty minutes but can take longer depending on an implementation’s database size.

The Destination database is backed up prior to the configuration changes being moved from the Source. The database backup remains in place for a period of 30 days to provide recoverability options to configuration changes for any unexpected behaviors encountered following the Sync process.

For all of the following items, all configuration objects are removed from the Destination environment and replaced with the configurations that are maintained in the Source environment.

Forms including associated Data Elements, Buttons, Help Text, and Rules/Actions.

Workgroups (new and existing) updated in non-production environments will sync associated Workspaces, Menu Groups, Menu Options, Calendar options, Entity configurations, and Form/Workflow assignments. Workgroups are synced based on their name rather than the ID and must use the same name in non-production and production environments.

Dashboards. However, personalized User Dashboards (changes made by individual users) not Sync.

Drop Down Lists including Definitions, Baseline Lists, and List Items.

Workflows including associated Steps, Conditions, and Actions.

Case Note Templates. However, the assignment of a template to specific categories for a specific Organization do not Sync.

Data Explorer Domains including the setup of a Domain, its relationship with other Domains, and the assignment of that Domain to specific Workgroups.

Reports designed in ClientTrack Report Designer, and Report Files create externally with Microsoft Report Builder and uploaded into the Source environment.

Extended ClientTrack Database Objects including:

• Table structures and/or columns prefaced with “CT_” or “CUSTOM_”
• Store procedures prefaced with “C_” or “dnn_” or “aspnet_”
• Database functions prefaced with “C_”
• Database views that start with “CUSTOM_” or “qview_”, with “qview_” only being used for views created from a query (i.e. qview_1000000123)

XML and CSV Import and Export Definitions

Scheduled Asynchronous Task configurations

ClientTrack Portal configurations including the setup of a particular Blog or Forum (blog entries and forum posts are not transferred in a Sync).

Additional System Access options from User Management (Individual User's Permissions that Additional System Access will not Sync).

For all of the following items, none of the configuration objects are removed/replaced from the Destination environment during a Sync.

Client Data

Transactional Data including Services, Assessments, Client Files, Family Members, and all other data related to specific Clients.

Setup Data including Organizations, Programs/Projects, Service Codes, Grants/Funding Sources, Housing Facilities, Providers, Employers, Document Checklists, Items, Evaluation Codes, and Surveys (if applicable). See Configurations that Conditionally Sync for Setup Data Code Lists (not Evaluation Codes).

• If the setup data is not consistent between the Source and Destination environment it will prohibit effective end-to-end testing. Following strict adherence to the setup data creation in Source and then Destination will guarantee the configuration behaviors in the Source environment will persist ahead of the sync process to the Destination.

Issues from Issue Tracking

Data Explorer Questions

Organizational News

User Accounts

Series, Events, and Occurrences

Other System Codes (Financial/Country Codes)

Three configurations in ClientTrack Sync conditionally depending on the environment they were created in:

1.  The Codes Table

The Codes table (not to be confused with Evaluation Codes) will Sync, including each Codes' OrgGroupID.

If you create a Code in the Source environment marked as "All Organizations", it saves in the OrgGroupID table with the value of "-1" and will Sync as expected.

If Users only have specific Organizations selected to have access to a specific Code, after the Syn, the Code will not retain those Organization Access configurations due to the OrgGroupIDs being associated with different values in different environments.

If a User needs to have a Code be accessed by specific Organizations, create it in the Destination environment only or change the configurations post-Sync. Records in the Codes table that had been created in the Destination environment will not be removed by a Sync.

2.  Eligibility Rule Sets

3.  Queries designed in ClientTrack Query Designer

If the query logic is no longer valid due to changes in your database schema the sync process will communicate a warning to the Engineer conducting the sync. The Engineer will communicate any queries that are no longer valid at the close of the configuration sync. The query will still be visible within ClientTrack but will not query against the database until the query logic has been updated.

A similar process is happening with the tables associated with Query Designer and the Eligibility Rule-Sets. When a User creates a Query in the Production (PROD) environment, those Queries will all start with a 2000000000 number and because it is not in initial Sync ID number range, will be left alone during a Sync.

When Workgroups need to be deleted or have a name change, it should be done only in the Source environment and those Workgroups will still need to be mapped to a Workgroup in the Destination environment during the next Sync.

When requesting a Sync, these mappings will need to be provided to your Eccovia contact at the same time as the Sync is requested. This is due to a built-in functionality in the Syncs designed to not to have User Accounts accidentally be caught in limbo with no Workgroup (and therefore unable to login) after a Sync.

When deleting a Workgroup, ensure all users are removed from the deleted Workgroup. When scheduling your configuration sync your Client Success Manager will verify there are no unmapped workgroups. It is important to note that if you make any workgroup changes once the configuration sync has been scheduled you will need to inform your Client Success Manager to allow another validation of workgroups between Source and Destination.

The ClientTrack Sync process includes special provisions for user mappings that aims to reconcile differences in user IDs when synchronizing queries and other configuration items that reference users.

As an example, if a user creates a new query in an implementation / training environment and marks the query as Runnable or Editable by only themselves, the ClientTrack Sync process will identify whether the same user exists in the production database based upon the user’s user name.

If the user does exist in the production database, the query will be appropriately associated with that user. If the user does not exist in the production database, the query will be assigned to a generic, system-generated user called “Missing Training User.”

A ClientTrack Sync also syncs checkout histories related to configuration items such as forms, workflows, and dashboards. User reconciliation during ClientTrack Sync applies to users associated with queries, form checkout histories, dashboard checkout histories, workflow checkout histories, and users associated with eligibility rulesets.

At times, Configuration Syncs to production interfere with Change Data Capture (CDC) and Replication Sync services. Specific steps need to be taken to manage CDC services in conjunction with a Configuration Sync to ensure CDC services continue to run successfully following the sync. Similarly, Configuration Syncs can also interfere with Replication Syncs.

After a Configuration Sync completes, certain tables associated with Replication Syncs may need to be both re-created and repopulated with historical data. For these reasons, Configuration Syncs to production must be performed by Eccovia’s Engineering Department and scheduled according to Eccovia’s Change Management Policy.

Under special circumstances, non-Production databases will be overwritten by a copy of Production. This is generally done for testing purposes only. This is not a sync operation, but it is covered in this document to differentiate this process from a sync. Overwriting a non-Production database with a copy of Production will harmonize the setup data between environments but there are other important implications to consider.

• Any development in process in the overwritten destination inclusive of optional Portal configurations will be removed
• Support issues will be lost in the overwritten destination
• Misalignment of the support numbering system in overwritten destination
• Increased database size of the overwritten destination
• Live Client data is now in a training environment. Extra caution needs to be taken to ensure Client data is not being shared or discussed during the training process
• Client transactional data should be removed but will vacate any testing data.
• The Eccovia Support team may log into your training environment for issue resolution
• Users with access to a training environment can have different user permissions than in production. Ensure the users do not have additional security settings giving them access to data they would not have in Production
• Generated test/sample data will be lost