Compyle� �Search & Data Management Tools Upgrade

February 2023

Introduction & Welcome

Thank you to our customers, beta users, & staff who have all provided feedback that we are using to make Compyle even better.

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Please send future feature suggestions to the Compyle, Control, & Scorecard support team at support@clearimpact.com.

Pre-Release Training Notes

We will be previewing the release on our test server where developers are putting the finishing touches on the release.

There may be error messages or other unexpected results.

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Agenda: Upgrade Overview

• Introduction

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• Search Features
• Expanded search filters by group, system fields, primary worker
• Search added to Add Group Members window
• Universal Search: search across participants and organizations

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• Data Management Features
• Bulk Survey Updates:
• Bulk Data Collection Updates:
• Export system fields

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• Navigation Improvements
• Create New – Save Action: choose what happens after a new participant or organization is created
• View Role: improved user experience

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• Assorted Refinements
• Description field improvements
• Clearer activity logs & labels
• Date entry validation, searching with invalid dates present

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• Conclusion
• Questions & Answers

Search Feature Enhancements

Participant & Organization Search

1. Search by Group Assignment
1. Find participants and organizations by group
2. Identify people in multiple groups

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• Search by Primary Worker
• Search by the case manager/ primary worker/ user assigned to a participant
• Search based on saved entries, not only active staff

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Benefits: More easily access lists of group members. Allow staff to more easily cover for absent coworkers. Make it easier to handle staff transitions by easily identifying current caseloads.

More Search Fields

Search by System Fields

• Created Date: When the record was first entered into Compyle
• Modified Date: The most recent time the record was saved or updated.
• Created By: The user who entered the record initially.
• Modified By: The user who last updated the record
• Source: how the record was added to Compyle (records added after Dec. 1, 2022 on)
1. Participant (Self): The record was entered via a public form
2. External Referral: The “For Someone Else” option was used to create this record as part of a survey response
3. Import: The record was added to the system from a CSV file using the import tool
4. Compyle User: A user who was logged into the system created the record

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Benefits: Find recently added or updated records. Find records based on how they came into the system.

Universal Search

• Search across entities: participants, organizations, and anonymous records with combined results
• Search by common fields: name, ID, location fields, created date, modified date, created by, modified by, source
• Export combined search results with record type identifier
• Administrator tool found in the Admin section of the nav menu
• Data can be exported

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Benefits: Easier for admins to track down a record that a user needs help with. Administrators can review all new participants and organizations added within a specific time frame.

Add to Group with Search

1. Search for participants or organizations to add to a group
1. Participants: by first name, last name, or email
2. Organizations: by name, primary contact email
3. Requires 3 characters (letters or numbers) to search

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Benefits: Much easier to find and select the desired participants or organizations instead of paging through an increasingly long list. Saves time and effort.

Expanded Data Management Tools

Bulk Survey Updates – Survey/Data Tool

Manage Survey/Data Tool Instances for Single Survey/Tool

• Complete All in Progress Instances for current Survey/Data Tool
• Sets end date to today for all active instances of this survey
• Changes the status to Complete for all active instances of the survey
• Prevents survey responders from submitting new responses

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• Start All Pending Instances for current Survey/Data Tools
• Sets start date to today for all pending instances of this survey so that they become active
• Changes the status to In Progress for all pending instances of this survey
• Allows survey responders to submit responses�

Benefit: Easily “Complete” multiple instances of a survey so they can be included in analytics. Readily open any and all pending instances of a survey so that responses can be collected.

Bulk Survey Updates – Data Collection

Manage Survey/Data Tool Instances for Entire Data Collection

• Complete all in progress instances for all surveys/data tools in this data collection
• Sets end date to today for all active instances of all surveys in the collection
• Changes the status to Complete for all active instances of all surveys in the collection
• Prevents survey responders from submitting new responses for all instances of all surveys in the collection
• There is no “undo” option. Specific instances of specific surveys/data instruments will need to be manually reopened if they are closed by mistake.

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• Start all pending instances for all surveys/data tools in this data collection
• Sets start date to today for all pending instances of all surveys in the collection so that they become active
• Changes the status to In Progress for all pending instances of all surveys/data tools in the collection
• Allows survey responders to submit responses for formerly pending instances of all surveys in the collection�

Benefit: Easily “Complete” all instances of all surveys in a data collection so they can be included in analytics. Readily open all pending instances of surveys in a data collection so that responses can be collected.

Export System Fields

System Fields Optionally Included in Exports:

1. Responder Type: participant, organization, or anonymous
2. Source: how the record was added to Compyle (data from 12/1/2022 on)
3. Record ID:
• unique number used to reference the record in the database
• distinct from the alphanumeric Participant ID / Case Number
4. Created Date: When the record was first entered into Compyle
5. Modified Date: The most recent time the record was saved or updated.
6. Created By: The user who entered the record initially.
7. Modified By: The user who last updated the record

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System fields are available in exports from: the All Participants list, the All Organizations list, the Participant folder / an Organization folder, a Group, a Survey, a Survey Instance, and a Note Type

Benefit: More contextual information about the records that were captured in Compyle.

Navigation Improvements & Assorted Refinements

Create – Save Action

1. Choose where users go after saving a participant or organization record.
2. Action applies to creating new records and updating existing records.
3. Options:
1. Go to Search: open the All Participants or All Organizations list
2. Open the Folder: open the folder for the new participant or organization
3. Re-Open Record: open the participant or organization record that was just saved

To re-open

Benefit: Greater flexibility to tailor Compyle to support your organization’s intake processes

Viewer Role & Other Improvements

1. Viewer role: smoother navigation for this role
2. Clarified activity log messaging for surveys & survey instances
3. Customized email templates persistence
4. Search with invalid dates
5. Description fields - hide name, make name optional, clear required field check, wrap text
6. Survey/data tool tab order improvements
7. Correcting labels/wording

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Benefit: Things work better so users are happier and can more easily do what they need to do.

Conclusion

A set of tools for finding records, managing data collection instances, and simplifying navigation.

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• Search Features
• Universal Search, Search by System Fields, Groups, Primary Worker
• Data Management Features
• Bulk Survey Updates
• Bulk Data Collection Updates
• Navigation Improvements
• Create-New-Save Action

Q & A

• Any questions?