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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  • Review all Open Events: Close any Events that are no longer current.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.
  • Deleting inactive Events: Events can also be deleted. This may be appropriate for old test events or events created in error. Select these events from the datagrid by ticking them, you will then have an option on the bottom menu to ‘DELETE’. A warning message will pop up advising that this event data will be completely deleted and not archived, you must type ‘I AGREE’ to proceed.

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/archived.

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

Positions

Administration>Settings/Positions & Position Groups

Crisisworks has a number of built-in ‘system’ positions alongside any additional positions your organisation may have created over time. .

System Positions: These can be edited but not deleted. In Crisisworks 5, you will be able to rename system positions to make them more relevant to your operational needs.

We recommend reviewing Positions as follows:

  • Review Position Groups: Positions Groups are soley for display purposes to help organise Positions into categories. Rename or Delete Position Groups to suit your operations.
  • Create a ‘REMOVE’ Position Group: To help manage outdated positions, consider creating a new Position Group called ‘REMOVE’. This will alllow you to easilky identify and isolate positions marked for deletion.
  • Delete Unused Positions: Positions can only be deleted if they are:
    • Not part of an Event
    • 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 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 Event, edit the Positions, and until the Position.
    • Return to the Position record and delete it.

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???

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.

  • 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’.

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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