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

Here’s a step-by-step guide to prepping your site, however, this preparation is optional; all existing data will transfer to version 5 regardless.

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•  Review all Open Events: Close any Events that are no longer current.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 Keep active Events Open.
•  Review Event Templates: Close any that are not currentoutdated templates.
•  Create an ‘ARCHIVE DATA’ event:
•  Create an Event using the Emergency Sample template
•  Name it ‘ARCHIVE EVENT’.
•  Move any unwanted records you’re not able to delete into this Event.
•  Note, you will need to be ‘on duty’ for the ‘ARCHIVE EVENT’ to use it.

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.
•  Move any of old inactive contacts to your ‘ARCHIVE EVENT'. Select them all from the Datagrid, and use the ‘Move' function from the Bulk edit menu at the bottom of the screen to Move these contacts to your 'ARCHIVE EVENT’.

Positions

Administration>Settings/Positions & Position Groups

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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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