Difference between revisions of "Copying UTA Records"

Latest revision as of 15:52, 9 May 2014

Introduction

This page contains detailed instructions on how to configure your system to allow users to copy records.

Controlling the Copy button

The visibility of the Copy button is managed by the Advanced Logic settings in each . By default, the Copy button is visible.
Using Advanced Logic you can make the Copy button unavailable, or only visible under certain conditions, such as the user's role.

Setting the Elements of a Record to be Copied

The behavior of the Copy button is configured on the main UTA Settings Page. Go to Settings and click on the Copy Level 1 Settings hyperlink for the type of record you are configuring.
In the example below, Level 1s have been renamed to "Grants":

You will now see the Copy Settings Page, which lists all the fields that can be copied to the new record.
Custom fields that are common to all records, Global Custom Fields, are shown first, followed by the fields specific to a record's template or type.

Put a checkmark in the leftmost checkbox next to each field that should be copied to the new record.
If you want to allow the user the discretion of whether or not to copy a field's value, also put a checkmark in the "Is Optional" column for that field.
Then scroll down to the bottom of the page and click the Save button.

What the User Will See

When a user clicks the Copy button, they will first be prompted to confirm that they want to copy the record:

If the user clicks OK, they will see the following page:

• The Target Object allows the user to select New or Existing.
  If the user selects New, they will be prompted to choose a name for the new record:
  

If the user selects Existing, they will be prompted to select the record that should be overwritten with the copied field values:

• The Items to Copy are then listed below:
  • any contacts attached to the originating record,
  • any organizations attached to the originating record,
  • the custom fields that have been selected to be able to be copied from the configuration page
  • the status of the new copied record, etc.

Once these have all been selected, the user then clicks Copy to copy the record.

Note that any workflows that have been configured to be triggered on a status will be triggered by the creation of the new copied record.

Setting Copy Restrictions

When configuring the elements to be copied from the UTA Settings Page, system administrators can also set copy permissions on the different elements of a record. Copy permissions can be set for Level 1, Level 2 and Level 3 records.
Click on the Copy Restriction button at the top of the Copy Settings Page:

The following Copy Restriction Settings page will be displayed:

At the left of the Copy Restriction Settings page is a list of all the roles that have access to this .
Clicking on the hyperlinked name of the role allows the system administrator to set copy permissions for each role.

• The Target Object can be set to allow users, when copying a record:
  • only to be able to create new records (Always new);
  • only to be able to overwrite an existing record (Only existing); or
  • to choose between the two options (Let user specify).
• For each Item to Copy, the system administrator can set whether that particular role has the permission to always, never or optionally copy the item to the new, copied record.
• System administrators can specify a fixed status to which all copied records should be set:
  • On the Status line item under Item to Copy, select Specify status. The following screen will be displayed, which will allow you to specify the status for all copied records: