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Crisisworks will be upgraded to version 5 for most sites in November-December 2024. This provides an opportunity to clean up existing data. Some preparation work can be done now in version 4.

We will provide 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.

Note: Where we instruct to add a tag to an item, your tag must match exactly.

Events

Administration>Events
  • Review all Open Events: Close any Events that are no longer current.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.
  • Tag for Deletion: Any Closed Events you would like to delete completely, eg old training events, events created in error, standby events that weren’t activated, should be tagged ‘REMOVE’.

What we’ll do: When your site is upgraded, any Events tagged ‘REMOVE’ will be removed and you will no longer have access to them.

Users/Contacts and Organisations

Operations>Contacts
  • Obsolete VPR Coordinator users - edit the user profile, remove the VPR Coordinator Position, save the record, then edit the profile again, disable their user account and make the record inactive.
  • Obsolete Users - edit their user profile, untick ‘Enable user account…’ 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.

What we’ll do: When your site is upgraded, any Contact records tagged ‘REMOVE’ will be removed and you will no longer have access to them.

Positions

Administration>Settings/Positions & Position Groups

Crisisworks has a number of ‘system’ positions and you may also have additional Positions that have been created over time you that you no longer need or use.

System Positions: While System positions allow edits, including Position Group and Security Policies, they cannot be deleted. However, in Version 5 of Crisisworks, you will be able to rename system positions to make them more relevant to your operations.

We advise reviewing Positions as follows:

  • Review Position Groups: Positions Groups exist just for display purposes to help sort Positions into categories. Rename or Delete Position Groups to suit your operations.
  • Create a Position Group: To help manage outdated positions, create a new Position Group called ‘REMOVE’.
  • Review Positions: Edit any Positions you no longer need, and set their Position Group to 'REMOVE’

What we’ll do: When your site is upgraded, any Positions in the ‘REMOVE’ Position Group will be removed.

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 and edit as needed. Any that you no longer need can be deleted if they aren’t linked to an Event.
  • Tag for Deletion: if a Resource cannot be deleted because it’s linked to an Event, add the tag ‘REMOVE' and we will remove as part of the upgrade script.

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

Merge Templates

Administration>Settings/Merge Templates
  • Review Merge Templates - templates that are no longer in use can be set to inactive or deleted if no longer needed.

Lookups

Administration>Settings/Lookups

The Lookups section contains all the items displayed in dropdown menus across the system. Depending on how extensively your council has customised Lookups, you may want to review and remove items no longer needed.

  • MECC POSITIONS?? WHAT THESE LOOKUP’S FOR?
  • 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.
  • Deleting tags: Tags no longer required can be deleted if they are not linked to an Event, however, you can’t delete tags yourself - we’ll need to do this for you.

What we’ll do: Since there’s no Tag for Lookups, make a note of any inactive Lookups you would like deleted and let us know.

Rostering & Availability

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.

Work Summaries

working on it.

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