Setup Demographic Fields & Tabs

Admissions starts with 260 Demographic Fields available for use (more fields can be created if needed).
The first 8 fields are used by the program, and can not be changed. All others can be.
Demographic Fields in Admissions should be used to:

• Store 'answers' from the On Line Application or Forms
• Store any piece of data that is useful to the Admissions Office about prospects
• Store any piece of data that would be useful to sort or filter prospects by
• Store any piece of data that the Main Office will want in Administrator's Plus

Organize the Demographic Fields in Admissions in a way that makes sense. Sort them into categories (Tabs).
Name them in a way that makes sense for the Admissions Process. Even if the data will be sent to Administrator's Plus, the field name doesn't have to match the name or location in Administrator's Plus.
When you go to send prospect data to Administrator's Plus, there is a mapping process to get the data from Admissions into Administrator's Plus.

To name Fields and Tabs, or set up the Properties of a Field:

1. Click Setup  and select Demographic Fields
2. To change the name of a Tab, click the Edit icon  for that page, and change the name.
3. To add additional pages and fields, click the Add Page button and type the name of the new page at the bottom of the list.
4. The 20 fields on any one page are listed in the center of the screen. Click on any field to open it's properties window (to the right). After making a change to field properties, be sure to click the Save button at the top right.

Field Properties:

• Name: The name of a field has a 30 character limit, and will appear anywhere the field is referenced in Admissions
• Description: A description of the field has a 90 character limit, and is usually used to provide additional information about the field
• Field Type: The field type is used to enforce/set up formatting of the field. The following are the choices:
  • Text: Allows any type of data
  • Numeric: Allows only numbers
  • Date: Allows only numbers, and enforces a date format
  • E-Mail: Enforces an email format (address@domain.com)
  • Custom: Formats the field in the way that you specify
  • Derived: Combines entries in multiple fields into one field
• Household: Check the Household box if this field should be synchronized with the data of other prospects in the same household
• Mandatory: Check the Mandatory box if this field MUST be filled in. This is NOT how you make a field mandatory for a parent to fill in on an application or form. (Trainer's Tip: we recommend not using the mandatory option in Admissions)
• No Duplicates: Check the No Duplicates box if each prospect MUST have a unique entry (ie. Social Security Number, prospect email address - an entry that NO OTHER prospect will ever have)
• Alert Field: If the Alert Field box is checked, and there is an entry in this field, a warning symbol will be placed on the Prospect Card to alert you that the data in this field exists or is important. It is usually used to alert the office of allergies.
• Auto Alert: If the Auto Alert box is checked, and there is an entry in this field, a window will open and display the entry every time you view the prospect's details.
• Requirements Linked: When the Requirements Linked box is checked, additional specifications will appear to link this field to a requirement. After the Requirement is selected, a value can be entered into the Edit Validation area, and the entries which will mark the Requirement as complete can be selected.
• Set Validation: Setting a Validation makes the field a drop-down. Setting the validation to Anyone allows any user to add a value that is not already in the drop-down list. Setting the validation to Supervisor Only allows only a Supervisor-level user to add a new entry to the drop-down list. (Trainer Tip: we recommend you use validated fields whenever there is a finite number of "answers" for the field, especially if this is a field that will be filled in by a parent using an On Line form or application - that will help keep your data clean and accurate)
• Field Case: Use a Field Case to automatically convert data from an On Line form or application OR data being typed directly into the field in Admissions into the selected format. (Trainer Tip: we strongly recommend you set the field case for any field that will be filled in by a parent using an On Line form or application!)
  • Leave as is: make no change to the format
  • Sentence Case: change the format of the text to capitalize the first letter of the entry, with all other letters in lower case
  • Lower Case: change the format of the text to ALL lower case
  • Upper Case: change the format of the text to ALL upper case
  • Title Case: change the format of the text to capitalize the first letter of EACH word
• Auto Fill: If you select a value in the Auto Fill specification, that value is entered into the field by default as soon as the prospect is entered into Admissions. The entry can be manually edited/changed later, but the field will initially be filled by the value entered in the specification.  (Trainer Tip: this setting is used for things like the prospect state entry, or some other entry that should be filled in as soon as the prospect is added to Admissions) 
• Chart Type: Setting a Chart Type makes this field available to display as a chart on the Dashboard. To use this option, the field MUST be set as a Validated Field. The specific colors can be set up in the Validation of the Validated List.
  • Bar: The entries in this field can be displayed on the Dashboard as a Bar Chart 
    
  • Pie: The entries in this field can be displayed on the Dashboard as a Pie Chart 
    
  • List: The entries in this field can be displayed on the Dashboard as a List