System Settings and Configuration Module

Reference - Help Centre Section: About Settings and Videos in the Settings Configuration Series

Settings and Configuration Training Exercises

Objective: Learn about the core system components in the Settings.

Note: Users will require the necessary System Administrator permissions to access and edit settings.

Learning Outcomes:

  • Configure core setting components.
  • Create and apply definitions and values

Open the Settings menu from the main top bar and select the required settings item.

 

Configuration Settings

The configuration settings define a global set of values for some common system attributes which can be changed to reflect the Organisation’s terminology or requirements.

  1. From the settings menu select Configuration Settings
  2. Note that the values are the configurable detail.
  3. To change a value click Edit and change the given Value, example – change Department to Branch or Unit and Save.
  4. Where a value is changed and it has plural value, ensure that value is also updated.

 

Lookups

Lookup values are available to provide various values under a given Title. Lookups can also be configured to provide multi-level options.

  1. From the settings menu select Lookups
  2. Note there are 2 types of Lookups. The default pane is for (Entities and Document) Property Lookups and the second pane is for System Lookups. Click on System Lookups to view this pane.
  3. Expand a few Lookup Titles to view the underlying Lookups
  4. Note System Lookup Titles are not editable however Lookup values can be added.
  5. Using the Document Type – click Add and enter ABCD as a new lookup value for Document Type and Save. The new Lookup value is added.
  6. Edit the new ABCD lookup by clicking Edit and rename and Save.
  7. Delete the renamed lookup – expand the Document Type to view then click Delete.
  8. Note that if any Lookup is ‘in-use’ e.g has been assigned/used then it cannot be deleted.
  9. Open the Property Lookup pane. These lookups can be assigned as Properties to Entities.
  10. Add a new Lookup Title by clicking the + at the top right of the listing. Save.
  11. Next add a value to the new Lookup and save.
  12. Open the new Lookup and Add another level by clicking Add – enter a value and save. Note that only the Lowest level value can be selected by users when selecting the Property.

 

Entities and Document

  1. From the settings menu select Entities and Document
  2. Note that there is only one Document type which is used to manage Document Properties.
  3. Note the Titles of the Entity Types listed and click on the ‘Person’ to view the details which include an icon to represent the Type.
  4. From the left menu of Person, select Properties. Note the Properties column names and content noting that Properties can be linked to Lookups.
  5. Under the Duplicate column. Note that where any of properties that either individually or combined total 7 (the Duplicate threshold set in the Configuration settings) this will trigger a Duplicate check for that Entity Type.
  6. From the left menu select Identifiers and note these Properties are used to identify that Entity Type when viewed in ModalConnect and are the properties that display in the Create New Entity pane and as the Entity label wherever an Entity is shown.
  7. Return to the Entities & Documents main page > Settings menu > Entity & Documents
  8. Click the New button to add a new Entity Type - complete the definition details, select an appropriate icon (or any just for the test) and Save. Note; ignore the Risks checkbox.
  9. Open the new Entity Type and from the left menu select properties and add some new properties (1 at a time) for the Type. Note the order that the Properties are saved and presented can be changed by dragging the property left side ellipses up or down.
  10. Select Identifiers from the left menu, click New then select the properties (1 at a time) to use as the identifiers for the Type.
  11. Go to a Document and on the Entity Extraction page create a new Entity for the new type just added to verify all details have been configured properly. If the new Entity type is not required - 1 - delete the new Entity in the document and then 2 - go back to the Entity settings and delete the new Entity type.
  12. Open the Document (type 2). These properties are available within the Document in the Properties pane (above the document details). 
    Add a new Property - ignore the Claim types which are used for LiNK Properties and also ignore the Duplicate value. Save
    Note that there is an optional mandatory checkbox available and if checked the Property becomes a mandatory requirement whenever a new Document is added.
    Note if required to be mandatory for when creating a Document from LiNK submissions, this is managed in the Configuration Settings.
    Note that the Document Type cannot be deleted – this is technically not an Entity Type however it is used to create additional properties for use in Documents.

 

Associations

Once Entity Types have been created then Associations can be created for links between the different EntityTypes.

  1. From the settings menu select Associations
  2. Note that Associations are categorised by Group and the Title refers to that category e.g Relationships, Location, Activity etc.
  3. To create a New Group - click New Group, give it a Title and Save.
  4. To create a New Association (link type) click New Association and select the Group that it will come under and add a Title. If the description for the association is the same for either Entity then select Bidirectional e.g ‘Is related to’. Otherwise record the Forward and Reverse Descriptions – e.g ‘Is the Parent of’ and ‘is Child of’. If the Association is Time Dependant (to have a Link start and End date) check this and a Time dependency record will be available in the Association record. Save.
  5. Next create the rules, click on the Title and select Rules from the left menu
  6. Click the + button which opens a new line at the top of the list -select the From Entity Type and then the To Entity Type and Save. The new rule is added creating a new record for each Description. Create as many rules as needed for different Entity Types as applicable. If the rule doesn’t make sense either edit the Association description or just delete the Rules and create again swapping the Entity types.

Note - Properties are not used in Associations at this point.

 

Notes

  1. From the settings menu select Notes.
  2. Click the New button and in the new line showing at the top of the list record the Note Type Title.
  3. Add a Colour border to the Note Type click into colour field (default is black) and select the colour.
  4. The severity column can be used to categorise each Note Type – this is only shown within the settings.
  5. The new Note Type is automatically Saved
  6. Edit a Note Type by clicking into any of columns and editing the text or colour.
  7. Delete a Note Type by selecting the checkbox on the left which enables the Delete button. Cannot be deleted if in use.

 

Tags

  1. From the settings menu select Tags.
  2. Click New to add a new Tag. Record the Tag Name and then select which categories the Tag can be applied. The new Tag is automatically saved.
  3. Edit a Tag by clicking into the Tag name field or by selecting or de-selecting the records. All the existing Tags(of that name) will be updated.
  4. Delete a Tag by selecting the checkbox to the left of the Tag and then the Delete button. Cannot delete a Tag if in use.

Tags cannot be deleted if already in use.

 

Roles

Roles are used to define a set of permissions.

  1. From the settings menu select Roles.
  2. From the Roles listing Note the Columns and the details shown.
  3. Open an existing Role to view the permissions (show as checked).
  4. The following steps are optional if your Organisation's roles have already been set.
  5. Click the New Role button to open the Add Role panel.
  6. Record a Title.
  7. Scope (optional) – permissions are grouped under 3 main categories – Organisation, Department and File. Selecting any of these 3, filters the available permissions to choose from to the selected Scope.
  8. Add a general description.
  9. Default Roles (optional) – these apply pre-set permissions for Department, File or Task.
  10. Manually select permissions either individually or select all by selecting the checkbox to the left of Scope. If using select all then individual permissions can then be deselected.
  11. Save the new Role.
  12. Test the new Role to ensure it provides the necessary permissions.
  13. Edits can be made to all Roles.

 

Task Templates

Pre-requisite: Define Task categories in the Lookups setting.

  1. From the settings menu select Tasks.
  2. Click the + button to open the Add Task Template pane.
  3. Select the Task Category.
  4. Add a (template) Title and the Task Title.
  5. Add a Description.
  6. Save the new Task Template.
  7. Edits can be made to existing Templates – select Edit.
  8. Delete can only be achieved if the Template is not already in-use.

 

search

Manage the Search Type Filters available for the Entity Profile (applies to the general search and in Analytics)

  1. From the Settings menu select Search
  2. Note that any existing Search settings have 3 components (expand the Name to view)
    Name(this is the Filter name that users see)
    Entity Type (these determine the Entity Types that can be searched for)
    Property (the properties of the Entity types that will be searched)
  3. Create a new Search Type
    Select New and give the search type a name (make sure it is self-explanatory -e.g People Names).
    Select the Departments that will be allowed to view and use this Search filter
  4. Expand the Name and then select an Entity Type that this search applies to.
  5. Select Edit (right) and select which Properties will be included in the search. Save.

 

Document Configuration

From the Settings menu select Document Categories

Create Document Categories to display Documents by Document Types in the Entity Profile

Note Administrators require the Department permission of Edit Document Categories enabled in their Role. Other Users require the Department permission ‘View Document Categories’ enabled for their Role. If not added users will not see the Document Categories and Entity Profile documents will be listed under the default ‘Documents’ label.

  1. To add a new category, click the New button and enter the name of the category
  2. Formatting can be applied by clicking into the checkbox or text colour applied.
  3. Select which Departments the category will be available to
  4. Select the Document Types to assign to the category
  5. Save the new category.
  6. Note that categories can be edited (or deleted even if in use).
  7. Note if a Document Type has not been assigned to a category it will default to the generic Documents listing.

 

Link Configuration

Manage the configuration settings for Link forms

  1. From Settings select Link Configuration
  2. Note that the setting relates to the Document Mandatory properties when a LiNK submission is processed / Document created.
  3. If left unchecked the Document Mandatory properties will not apply to Documents created from processing Link Forms

Next Topic - Organisation and Department

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