Work in Record View

To copy/paste data for one or more fields from one record to another:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. Make sure Record View is visible. To switch to Record View, on the menu bar above the Case View tab, select the Record View option and needed coding form.

4. On the Record View toolbar, click .

5. To save changes automatically, select the Auto Save Changes option.

6. Complete one of the following steps, depending on how you want to copy/paste data.

7. Toolbar: to copy/paste data using the Record View toolbar:

   1. Select the field data to be copied, then click .

   2. In the current or another record, click (or select data) in the field into which copied data should be pasted and click . The field must be a similar type, for example, do not paste text into a DATE field.

   3. Make other changes and/or save the record.

8. Previously edited record - single field: To copy data for a single field from a previously edited record:

   1. Edit a record and save changes (either through Auto Save or by clicking ). For example, edit a field(s) in record ABC-001.

   2. Select the next record to be edited. For example, ABC-002.

   3. Right-click in the field to be changed and select Copy field from previous record. For example, select this command in the Comments field of ABC-002. Comments from ABC-001 will be pasted into the Comments field of ABC-002.

   NOTE: The field into which data is being pasted may or may not have been edited in the previous record.

9. Previously edited record - edited fields:

   To copy data from all edited fields from a previously edited record:

   1. Edit a record and save changes (either through Auto Save or by clicking ). For example, ABC-003.

   2. Select the next record to be edited. For example, ABC-004.

   3. Right-click in any field and select Copy all edited fields from previous record. Data from previously edited fields will be pasted into the same fields in the currently selected record. For example, if you edited three fields in ABC-003, data from those fields will be pasted into the same fields in ABC-004.

10. Edit other fields using this procedure or manually as described next.

11. When finished, if you are not using Auto Save, click .

To edit fields manually:

1. On the Dashboard, click the Review module.

   

2. Select a Client and Case and click Open.

   

3. Make sure Record View is visible. To switch to Record View, on the menu bar above the Case View tab, select the Record View option and needed coding form.

   

4. On the Record View toolbar, click .

5. To save changes automatically, select the Auto Save Changes option.

6. Make changes for different field types as described in the following steps.

   1. Category fields: if a field is of the CATEGORY type and includes a control list, select the needed value from the drop-down list.

   2. Text fields: If a field is a text-based field and field content is truncated, click Expand to make it editable. Click in the field and make required changes. Use the toolbar as needed.

      Tip: If a field has been configured with the spell-check option, words not recognized by the spell checker will be underlined in red. To correct misspelled words: Click in the word, right-click and select Spell Check Suggestions. In the suggested spellings list, click the correct term. Or, if the correct spelling is not listed, exit the list and make corrections as needed.

7. Date fields: Check with your administrator regarding requirements for date fields; enter or correct dates as instructed. You can vary from the format somewhat, such as omitting leading zeroes (for months or days), or the first two digits of the year, or using slashes instead of dashes. Review will correct your entry to match the case format. However, note the following:

   1. To enter dates without delimiters, use the yyyymmdd format. For example, 20110309 is March 9, 2011.

   2. To enter dates with delimiters, use any delimiter and the date format defined for your case. Check with your administrator for the date format (mmddyyyy, ddmmyyyy, etc.) For example, 03-09-2011.

   3. If the full date format is being used in your case (such as “March 9, 2014”), enter the full format or the mm-dd-yyyy format (with any delimiter). For example, 03/09/2011.

   4. Date ranges defined for coding forms are not enforced when you edit date fields in the case table.

   5. Partial dates may not be allowed. For example, if the date format is mm-dd-yyyy and partial dates are not allowed, entering only the month and year will be considered invalid. Likewise, if a DATE_TIME field does not include a time, it will be considered invalid.

   Note: Your administrator may have configured Review to fill empty or partial dates with zeroes or nines. These can serve as a visual cue for missing or partial dates.

8. Pick or name lists: Given the appropriate privileges, you can edit Pick Lists and Named Lists. See Edit Pick or Name Lists in Record View.

TIP: If your administrator has configured shortcut keys for the coding form you are using, use the shortcut keys to navigate from one field to another. These shortcuts are comprised of the Alt key and a number or letter assigned by your administrator. Shortcut keys work when the coding form is enabled for editing and you have clicked in a field.

9. When finished, if you are not using Auto Save, click .

    

Your ability to edit fields is determined by the privileges assigned to you.The following situations may impact your ability/right to edit various fields:

• If your administrator sets view-only security for a field that is in a coding form, you will be able to view the field content but not edit it (in Record View or the case table). Fields with this setting are indicated by a lighter gray in coding forms; in the figure on the previous page, the BEGDOC field is view-only.

• It is also possible that a field you are instructed to edit is not visible in the case; change the fields visible in Record View and/or the case table and then edit it.

• Rules may be defined for coding forms requiring specific actions be taken regarding field editing and/or tagging. Unless rules are met, you cannot save changes. Messages in the status bar will alert you to rule violations.

• If a change is made that conflicts with unique or defined information (for example, changing the value of a primary field to one that already exists), the change will not be saved. In this event, an error message will display. (A primary field has unique values.)

• The following field types are automatically populated. Manual edits are allowed, but certain actions will cause edits to be overwritten (for example, if the Case Data Summary Report is run in Administration). Check with your administrator before editing these fields:

  • BEGATTACH

  • ENDATTACH

  • FILE_EXT

  • FILE_ID

  • NATIVE_SIZE

  • IMAGECNT

  • TEXT_SIZE

Contact your administrator if you have questions about the fields in your database and the ones that you can/should edit.