The Miscellaneous Code Type update screen allows you to add or update a Miscellaneous Code Type record. Miscellaneous Code Types are primarily used with the Child Youth Management System (CYMS) module. These codes are used throughout CYMS to define elements such as, but not limited to, Sponsor/Spouse Military Branch, Rank, and Grade; Program Types; Age Groups; and Staff and Provider Management record entries. RecTrac provides over 50 Miscellaneous Code Types by default. The system also allows you to create custom Code Types, if desired. Custom codes can be used for additional record tracking in CYMS or for RecTrac Staff.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen….
Click Save to save your changes. You will return to the previous screen.
Click Cancel to return to the previous screen without saving changes.
Click Misc Code Detail Management to continue to the Miscellaneous Detail Codes program. The DataGrid will filter automatically to the Miscellaneous Code Detail records of the Code Type with which you are working.
SAMiscCodeUpdate_Tab1
Record Code (SAMiscCode_RecordCode)
If you are adding a new Miscellaneous Type Code, then enter the Code name in this field. This field will accept up to 100 characters. This is a mandatory field for the default VSI RecTrac Design. Your Design and setup may vary.
If you are updating an existing record then you will not visit this field.
DeleteRecord Type (SAMiscCode_RecordType)
You will not visit this field.
This field displays the Record Type for the Type Code with which you are working.
- CYS Reserved - A Miscellaneous Type Code reserved for use in the CYMS Module. CYS Reserved Codes cannot be added or deleted from the database. These consist of but are not limited to Ethnicity Housing Area Military Branch/Grade/Rank/Status Unit etc…
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Record Tracking- Record Tracking Codes are used in CYMS Staff and Provider Management. These are items related to CYMSStaff and Providers that you need to track. These consist of but are not limited to Training Records Background Checks Certifications Administrative Actions etc…
- If you are adding a new Miscellaneous Type Code then this field will be "Record Tracking" by default. Be sure to select a Track Option.
Permissions (SAMiscCode_Permissions)
Click in the Combo Box icon to select the Permissions code(s) you want to apply to this Miscellaneous Code Type. You can set Permission on Miscellaneous Code Types. You can also set Permissions on Miscellaneous Code Detail records as well. This allows you to set Permissions on the overall Type Code as well as its subordinate Detail Codes. This is a good option for scenarios where people need access to certain Detail records but not all Detail records of the same Type.
For Example: You have a Permission Code for CDC TRAINING and another for SAC TRAINING. Trainers at the CDC are linked to the CDC TRAINING Permission, and trainers at the SAC are linked to the SAC TRAINING Permission. You add both Codes to the Miscellaneous Code Type for Staff Training. This allows trainers at both the CDC and SAC to see Staff Training Codes. However, when creating the Miscellaneous Code Detail records for the CDC, you include only the CDC TRAINING Permission. When creating the Miscellaneous Code Detail records for the SAC, you include only the SAC TRAINING Permission. This means the CDC trainers will see only the CDC TRAINING Detail records and the SAC trainers will see only the SAC TRAINING Detail records.
Permissions allow you to control which users can view, add, modify, and/or delete records on browsers and picklists, etc. These are called Access Rights and they are maintained on the Table Permissions tab of the Permissions profile
Note: You can leave this field blank if desired. When this field is blank the system skips the Permissions check for this record. In that event all users will have access to this record provided their Access Rights for the module allow for it.
Track Options (SAMiscCode_TrackOptions)
This field is applicable for "Record Tracking" Record Type Codes only.
Click the Combo Box icon to select your Tracking Option.
- CYS Provider - This Code will be used for tracking information related to CYMS Providers.
- CYS Staff - This Code will be used for tracking information related to CYMS Staff.
- RecTrac Staff - This option is for future use.
Allow in RecConnect Database Value Codes (SAMiscCode_AllowInRecConnect)
This field applies to 'Record Tracking' type codes. When selected the detailed history of this code will be available for output on letters and emails sent through Staff/Provider RecConnect communications.
DeleteMisc Character 1 Description (SAMiscCode_MiscCharacter1)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Character. The text you enter here will appear as the label for this field when displayed on screen.
THEN
Expand the Drop-down list for the Field Type and make your selection. The selection you make here determines what the user will see when adding a Miscellaneous Code Detail record to a Staff or Provider Record when using this custom Type Code. Miscellaneous Character fields allow for Fillin Editor Combo Box and System Codes.
Misc Character 1 Field Type (SAMiscCode_MiscCharacter1FieldType)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Character. The text you enter here will appear as the label for this field when displayed on screen.
THEN
Expand the Drop-down list for the Field Type and make your selection. The selection you make here determines what the user will see when adding a Miscellaneous Code Detail record to a Staff or Provider Record when using this custom Type Code. Miscellaneous Character fields allow for Fillin Editor Combo Box and System Codes.
- Fill In - This is a fill-in field that is best used for "short answer" type questions. A Fillin field will accept up to 100 characters.
- Combo Box - This is a list field that can be used for multiple choice type questions. You generate the answer options in the Combo Box Answer List field. You have the option of allowing a single answer only or multiple answers.
- Editor - This is a free form text field which can be used for "short answer" or "long answer" type questions. A text box will appear as the answer field. Users may enter up to 100 alpha-numeric characters.
- System Codes - These are list fields that can be used for multiple choice type questions. The answer options are the list of codes of the type you chose (i.e. If your selection is Activity Category Codes the Combo Box list displays your Activity Category Codes). You have the option of allowing a single answer only or multiple answers. You can also use Special Filters to limit the options that appear in the Combo Box.
Misc Character 1 Combo Box Answer List (SAMiscCode_MiscCharacter1ComboBoxOptions)
This field is applicable only if the Field Type for this Misc Character is "Combo Box."
Enter the string of possible answers to this question separated by a comma and no space.
For Example: Your possible answers are Red Blue and Green. You would enter "Red Blue Green" (without the quotation marks) in the Combo Box Answer List field.
DeleteMisc Character 1 - Allow Multiple Answers? (SAMiscCode_MiscCharacter1AllowMoreThanOne)
This field is applicable only if the Field Type for this Misc Character is "Combo Box."
Enable this option to allow users the ability to choose multiple answers when adding a Code Detail record of this Type When selecting this option possible answers will appear in a Combo Box. The user may select all answers that apply.
Leave this option de-selected if you wish to allow one (1) answer only from the Combo Box.
DeleteMisc Character 2 Description (SAMiscCode_MiscCharacter2)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Character. The text you enter here will appear as the label for this field when displayed on screen.
THEN
Expand the Drop-down list for the Field Type and make your selection. The selection you make here determines what the user will see when adding a Miscellaneous Code Detail record to a Staff or Provider Record when using this custom Type Code. Miscellaneous Character fields allow for Fillin Editor Combo Box and System Codes.
Misc Character 2 Field Type (SAMiscCode_MiscCharacter2FieldType)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Character. The text you enter here will appear as the label for this field when displayed on screen.
THEN
Expand the Drop-down list for the Field Type and make your selection. The selection you make here determines what the user will see when adding a Miscellaneous Code Detail record to a Staff or Provider Record when using this custom Type Code. Miscellaneous Character fields allow for Fillin Editor Combo Box and System Codes.
- Fill In - This is a fill-in field that is best used for "short answer" type questions. A Fillin field will accept up to 100 characters.
- Combo Box - This is a list field that can be used for multiple choice type questions. You generate the answer options in the Combo Box Answer List field. You have the option of allowing a single answer only or multiple answers.
- Editor - This is a free form text field which can be used for "short answer" or "long answer" type questions. A text box will appear as the answer field. Users may enter up to 100 alpha-numeric characters.
- System Codes - These are list fields that can be used for multiple choice type questions. The answer options are the list of codes of the type you chose (i.e. If your selection is Activity Category Codes the Combo Box list displays your Activity Category Codes). You have the option of allowing a single answer only or multiple answers. You can also use Special Filters to limit the options that appear in the Combo Box.
Misc Character 2 Combo Box Answer List (SAMiscCode_MiscCharacter2ComboBoxOptions)
This field is applicable only if the Field Type for this Misc Character is "Combo Box."
Enter the string of possible answers to this question separated by a comma and no space.
For Example: Your possible answers are Red Blue and Green. You would enter "Red Blue Green" (without the quotation marks) in the Combo Box Answer List field.
DeleteMisc Character 2 - Allow Multiple Answers? (SAMiscCode_MiscCharacter2AllowMoreThanOne)
This field is applicable only if the Field Type for this Misc Character is "Combo Box."
Enable this option to allow users the ability to choose multiple answers when adding a Code Detail record of this Type When selecting this option possible answers will appear in a Combo Box. The user may select all answers that apply.
Leave this option de-selected if you wish to allow one (1) answer only from the Combo Box.
DeleteMisc Character 3 Description (SAMiscCode_MiscCharacter3)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Character. The text you enter here will appear as the label for this field when displayed on screen.
THEN
Expand the Drop-down list for the Field Type and make your selection. The selection you make here determines what the user will see when adding a Miscellaneous Code Detail record to a Staff or Provider Record when using this custom Type Code. Miscellaneous Character fields allow for Fillin Editor Combo Box and System Codes.
Misc Character 3 Field Type (SAMiscCode_MiscCharacter3FieldType)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Character. The text you enter here will appear as the label for this field when displayed on screen.
THEN
Expand the Drop-down list for the Field Type and make your selection. The selection you make here determines what the user will see when adding a Miscellaneous Code Detail record to a Staff or Provider Record when using this custom Type Code. Miscellaneous Character fields allow for Fillin Editor Combo Box and System Codes.
- Fill In - This is a fill-in field that is best used for "short answer" type questions. A Fillin field will accept up to 100 characters.
- Combo Box - This is a list field that can be used for multiple choice type questions. You generate the answer options in the Combo Box Answer List field. You have the option of allowing a single answer only or multiple answers.
- Editor - This is a free form text field which can be used for "short answer" or "long answer" type questions. A text box will appear as the answer field. Users may enter up to 100 alpha-numeric characters.
- System Codes - These are list fields that can be used for multiple choice type questions. The answer options are the list of codes of the type you chose (i.e. If your selection is Activity Category Codes the Combo Box list displays your Activity Category Codes). You have the option of allowing a single answer only or multiple answers. You can also use Special Filters to limit the options that appear in the Combo Box.
Misc Character 3 Combo Box Answer List (SAMiscCode_MiscCharacter3ComboBoxOptions)
This field is applicable only if the Field Type for this Misc Character is "Combo Box."
Enter the string of possible answers to this question separated by a comma and no space.
For Example: Your possible answers are Red Blue and Green. You would enter "Red Blue Green" (without the quotation marks) in the Combo Box Answer List field.
DeleteMisc Character 3 - Allow Multiple Answers? (SAMiscCode_MiscCharacter3AllowMoreThanOne)
This field is applicable only if the Field Type for this Misc Character is "Combo Box."
Enable this option to allow users the ability to choose multiple answers when adding a Code Detail record of this Type When selecting this option possible answers will appear in a Combo Box. The user may select all answers that apply.
Leave this option de-selected if you wish to allow one (1) answer only from the Combo Box.
DeleteMiscellaneous Date 1 Description (SAMiscCode_MiscDate1)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Date. The text you enter here will appear as the label for this field when displayed on screen.
DeleteMiscellaneous Date 2 Description (SAMiscCode_MiscDate2)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Date. The text you enter here will appear as the label for this field when displayed on screen.
DeleteMiscellaneous Date 3 Description (SAMiscCode_MiscDate3)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Date. The text you enter here will appear as the label for this field when displayed on screen.
DeleteMiscellaneous Decimal 1 Description (SAMiscCode_MiscDecimal1)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Decimal. The text you enter here will appear as the label for this field when displayed on screen. By default decimal fields allow two (2) digits after the decimal point. For Example: 9.99.
DeleteMiscellaneous Decimal 2 Description (SAMiscCode_MiscDecimal2)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Decimal. The text you enter here will appear as the label for this field when displayed on screen. By default decimal fields allow two (2) digits after the decimal point. For Example: 9.99.
DeleteMiscellaneous Decimal 3 Description (SAMiscCode_MiscDecimal3)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Decimal. The text you enter here will appear as the label for this field when displayed on screen. By default decimal fields allow two (2) digits after the decimal point. For Example: 9.99.
DeleteMiscellaneous Integer 1 Description (SAMiscCode_MiscInteger1)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Integer. The text you enter here will appear as the label for this field when displayed on screen. By default Integer fields allow whole numbers and their negative counterparts. For Example: -4 -3 -2 -1 0 1 2 3 4).
DeleteMiscellaneous Integer 2 Description (SAMiscCode_MiscInteger2)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Integer. The text you enter here will appear as the label for this field when displayed on screen. By default Integer fields allow whole numbers and their negative counterparts. For Example: -4 -3 -2 -1 0 1 2 3 4).
DeleteMiscellaneous Integer 3 Description (SAMiscCode_MiscInteger3)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Integer. The text you enter here will appear as the label for this field when displayed on screen. By default Integer fields allow whole numbers and their negative counterparts. For Example: -4 -3 -2 -1 0 1 2 3 4).
DeleteMiscellaneous Logical 1 Description (SAMiscCode_MiscLogical1)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Logical. The text you enter here will appear as the label for this field when displayed on screen. A Logical appears as a checkbox on screen and typically is regarded as Yes/No statement where checking the box indicates "Yes." For Example: The applicant has a valid driver's license.
DeleteMiscellaneous Logical 2 Description (SAMiscCode_MiscLogical2)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Logical. The text you enter here will appear as the label for this field when displayed on screen. A Logical appears as a checkbox on screen and typically is regarded as Yes/No statement where checking the box indicates "Yes." For Example: The applicant has a valid driver's license.
DeleteMiscellaneous Logical 3 Description (SAMiscCode_MiscLogical3)
This field is applicable for custom Record Tracking Type Codes only.
Enter the description for your Miscellaneous Logical. The text you enter here will appear as the label for this field when displayed on screen. A Logical appears as a checkbox on screen and typically is regarded as Yes/No statement where checking the box indicates "Yes." For Example: The applicant has a valid driver's license.
DeleteInfo To Track (SAMiscCode_InfoToTrack)
This field is applicable for custom Record Tracking Type Codes only.
The Info to Track Dual Selection List allows you to determine what information displays on Record Tracking Detail Codes when you are adding them to/updating them for CYMS Staff Members or Providers. The Dual Select list also determines the order in which the fields will appear. Accept the default entries (if any) or make adjustments as needed. Basic instruction appears below.
Note: If you are Adding a new custom Record Tracking Type Code then you cannot accept the default entries because no fields will appear on your Detail records. At a minimum VSI recommends adding the following fields: Record Code Document Link and Comments. Other fields can be added based on the purpose of the Code. The example images below display the fields you might use when creating a new custom Record Tracking Code for Provider Vehicle Inspection.
- In the Available Column highlight/select the field you want to include on the Detail Type Code and then "drag and drop" it into the Selected Column. Labels are self-explanatory.
- The system provides three (3) Miscellaneous fields. These Miscellaneous fields can be used in the event you need a field that doesn't exist in the default list. In the example image below Miscellaneous fields have been added for "License Plate Number State and Registration Expiration Date."
- Miscellaneous Character 1 - 3 - Miscellaneous Character fields allow you to enter free form text via Fillin and Editor as well as Combo Boxes for multiple select options and also System Codes.
- Miscellaneous Date 1 - 3 - Miscellaneous Date fields allow you to enter calendar dates.
- Miscellaneous Decimal 1 - 3 - Miscellaneous Decimal fields allow for positive numeric values with up to two (2) digits after the decimal point.
- Miscellaneous Integer 1 - 3 - Miscellaneous Integer fields allow for whole numbers and their negative counter parts (i.e. -4 -3 -2 -1 0 1 2 3 4 etc…).
- Miscellaneous Logical 1 - 3 - A Logical appears as a checkbox on screen and typically is regarded as Yes/No statement where checking the box indicates "Yes." For Example: The Provider has a valid driver's license.
- Next place the labels (top to bottom) in the order (left to right) you wish to have them displayed on the Detail Code Update screen. The example images below provide the correlation.
- As a general rule the Misc Detail Code Update screen holds up to three (3) fields per row. The exceptions to this rule are full screen fields such as Document Link Comments etc….
- To move labels up and down highlight/select then "drag and drop."
- Click Remove All to place all field label options back into the Available Column. This is a good option in the event you need to start over.
- Click Save when done.
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