Overview

To support recovery operations, the Crisisworks offers register supports volunteering via and a public registration form.

Functionality

The system has the following functionality.

1. A public form allows members of the public to register their offers of assistance

2. Chained lookup-driven category and sub-category fields

3. Workflow to allow offer administrators to verify and approve/reject the offer

4. Search support to be able to find offers matching certain criteria.

Roadmap

Beyond this release, the following roadmap is being considered. Please get in touch with Datalink to voice your opinion.

Volunteering Form

The volunteering form is a schema of the offers register, having a public and administrative view.

Public view

The public volunteering form has the following additions.

• It uses the volunteer schema within the Offer register, and the volunteer schema within the Contact register.

• The admin sidebar is hidden for public submissions, and replaced by helper text.

• The submitting event is automatically selected to be the first event found containing the public user on duty in the Public Offers position.

• If no events have the Public Offers position allocated, the form loads with a message saying that offers are not currently being accepted.

The public form is accessible via the URL segment /register/public-item/new/register/offer

Open

Administrative view

The workflow, classification and advanced sidebars are visible to administrators.

As the form has a 1-1 relationship between offerers and offers, a checkbox for “I have registered before” will allow administrators to manually link a single offerer to multiple offers.

Form conditional and special logic

The following special functions are on the form:

• The sub-category field is chained to the category field

• The “Accommodation” category exposes additional fields about the style and size of accommodation.

• All the categories that relate to labour services (trade, council support, etc) expose questions relating to human service provision (is accommodation required, prior experience, qualifications, etc). This uses a consistent data conditional rule that checks for the category having a prefix of svc-.

• The event is hidden and set automatically to the first open event containing the public offer system.

Administrative functionality

Setting up events to accept public offers

1. Create an event with both an offer and contact register

   1. Add your administrative position to the event

   2. Add the Public Offer User position to the event.

   3. Select “automatically go on duty to this event” to go on duty to this newly formed event

2. Add the Public User to the event to activate the public form

   1. Go to the user data grid,

   2. search for Public User,

   3. click Manage Duties for User, and

   4. put them on duty for the event in the Public Offer position.

Removing public access

To remove public access, remove the Public Offer position from the event.

Managing Categories

The category system uses two chained lookups.

• “Offer: Category” is the main category

• “Offer: Sub Category” is the chained sub-category

To manage these lookups:

1. Click Administration > Settings

2. Click Lookups

3. Click the search icon at the top of the left-hand sidebar

4. Select either “Offer: Category” or “Offer: Sub Category” from the category list

5. Click Filter

Open

Category lookup values

The following conventions are required for the form to work properly:

• Values must be all lowercase with no spaces. Hyphens are okay. e.g. council-services is good; Council Services is bad.

• The only non-alphanumeric character that should be used is the hyphen (-). Especially keep away from slash (/).

Chaining sub-categories to categories

The sub-category lookup values should follow these conventions to work properly:

• Values must be all lowercase with no spaces.

• Values are prefixed with the category value and a slash. For example, to add a sub-category under the council-services example category above, you can add council-services/waste as a sub-category value. This would then appear under that category when it is selected.

Making categories expose labour service fields

Some of the form fields on the offer form relate to offers for labour services. At the time of writing, these are:

• “I will require accommodation” checkbox

• “Qualifications” textarea

• “Prior Recovery Experience” textbox

Others may be added in future.

To activate these fields, the category value should be prefixed with svc-. For example, the category value svc-council-ops is used for the Council Support Services category.

Managing Work Areas

The public offer form has a question on areas that you’d be prepared to help. This is controlled via a lookup called “Offer: Work Areas”.

Managing the public help text

The help text on the public sidebar is controlled via a library wiki page, stored in the Global Workspace.

The wiki page is called “Public Offer Help Text”, and is a special type called “System Text”. This can be accessed via a counter in the wiki sidebar called “System Text”.

This type is aligned with a system ID that connects back to the form, and anything you add into the rich text area of this page will display on the form.

A special feature in the “Advanced” field set allows users to lock the page against accidental status changes or changes to other metadata.

Workflow

• The offers register provides a workflow for approval (or rejection) of new public offers.

• Expiry workflow will expire the offer if a validation date is set

• Bulk actions will allow bulk changes to the status, assignment and tagging of offers

• Search will allow deep search across all fields of the offer, along with quick searches for key fields such as status, category.