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@Crisisworks will be upgraded to version 5 from December 2024 for some sites, with many opting for an early 2025 upgrade. This provides an opportunity to clean up existing data. Some preparation work can be done now in version 4.

We will provide use some automatic scripts, as part of the upgrade, that will enable the removal/archiving of some records that were previously difficult to delete.

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  •  Review all Open Events: Close any Events that are no longer current. This will remove all the Positions from the Event, ‘delink’ any allocated Resources and archive all event data. Events can be re-opened at a later date if required. Active Events you are currently working on should remain Open.
  •  Review Event Templates: Close any that are not current.
  •  Deleting Events: You can delete events, but this action is only suitable for old test events or events created in error. Events containing real data should not be deleted, but instead they should be archived by simply Closing them.
    •  To delete an event select the event(s) from the datagrid by ticking the checkbox next to the event. Click on the DELETE option in the bottom menu. A warning message will appear advising that this event data will be permanently deleted and and cannot be recovered. To confirm, type ‘I AGREE’ and proceed
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Users/Contacts and Organisations

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  •  Obsolete VPR Coordinator users - When a user profile is made inactive with the VPR Coordinator position still attached, they will remain on your VPR Coordinators list within the VPR system. To resolve this:
    •  Edit the User Profile: Open the user's profile, make them Active and tick Enable user account for this contact. You will then be able to remove the VPR Coordinator position. Save the record.
    •  Disable the Account: Reopen the user's profile, disable their user account by unticking Enable user account, and change the Contact Status to Inactive. Save the record.
  •  Obsolete Users - edit their user profile, untick Enable user account for this contact and change the Contact Status to Inactive. Tag for Deletion: Add the tag ‘REMOVE’ to any Inactive Contacts/Users you would like removed. Tags can be added to multiple inactive contacts at once using the Bulk Edit function.

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What we’ll do: When your site is upgraded, any Contact records tagged ‘REMOVE’ will be removed/archived.

WOULD IT BE POSSIBLE/ADVISABLE TO ONLY IMPORT ‘ACTIVE’ CONTACTS??

Positions

Administration>Settings/Positions & Position Groups

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  •  Review Position Groups: Positions Groups exist to help organise Positions into categories, they can be renamed or deleted to suit your operations.
  •  Create a ‘REMOVE’ Position Group: To help manage outdated positions, consider creating a new Position Group called ‘REMOVE’. This will allow you to easily identify and isolate positions marked for deletion.
  •  Delete Unused Positions: Positions can only be deleted if they are not part of an Event and not assign to any Users.
  •  Steps to Delete a Position:
    •  Open the Position record under Administration/Settings>Positions
    •  Check if any Users are assigned to this Position. If so, click the link to the user and remove the Postion Position from their Profile.
    •  Scroll to the bottom of the Position record and select Delete.
    •  If the Position is still associated with an Event, you will get an error message specifying the relevant Events. Navigate to those that Event(s), edit the Positions, and until untick the Position.
    •  Return to the Position record and delete it.
Tip

What we’ll do: THIS IS A BIT OF A PHAFF, CAN WE INCLUDE A LINK ON THE POSITION SCREEN TO ANY EVENTS THEY’RE ASSOCIATED WITH,, SAME AS WE HAVE FOR USERS? ALTHO, YOU PROBS DON’T WANT TO MAKE CHANGES TO CW4.
ALTERNATIVE WOULD BE - WE REMOVE ANY POSITIONS IN THE ‘REMOVE’ POSITION GROUP???

Deleting Positions can be quite a complicated process if they have been involved in previous events. An alternative approach would be to add your unwanted Positions to a Position Group called ‘Remove’ and let us know via support@crisisworks.com. These will be easier to clean up in Version 5.

Resources

Administration>Resources

In Crisisworks 5, the Resources feature has been simplified into its own register. When your site is upgraded, all existing Resources will transfer over, but utilisation history will not be retained.

  •  Review Resources: review your list of Resources in Crisisworks 4, and edit as needed. Set any Resources no longer in use to Status Inactive.
  •  Resources in use: The Resource datagrid shows any Resources that are ‘In Use?’ as well as ‘Involved Events’.
  •  Deleting Resources: To maintain the integrity of your data, we recommend only deleting Resources that have never been utilised in an Event.
    The Resources datagrid will show any currently ‘In Use?’ or linked to ‘Involved Events’, it will not show any utilisation that has been marked Complete or where an Event has been Closed.
    •  To delete a Resource: select the Resource under the Administration menu, set Global Resource to No and Save.
    •  Edit the Resource again, and this time, select Delete.

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  •  Reviewing Lookups: we recommend reviewing Lookups by Category. Some are system-defined and have limited editing options. Any Lookups you no longer need, you can edit them and set them to Inactive.
  •  Deactivating Lookups: Lookups no longer required can be set to Inactive.

Rostering & Availability

Note: The Rostering feature will not be immediately available in Crisisworks 5, as we are reworking it to make it simpler and more flexible. Based on our understanding, this function is not widely used by most users. However, we would love to hear from you if you currently use it or would like to use it more in the future. Your feedback could help us incorporate new, user-suggested features during its redevelopment.