We’re excited to announce new feature updates for Clarity Human Services, summarized below.
Release Schedule:
- All Training Sites: Tuesday, May 3, 2022
- All Production Sites: Tuesday, May 17, 2022
Customer Portal
As we move forward, Bitfocus teams remain dedicated to the very ambitious project of developing a Customer Portal for Clarity Human Services. What first was envisioned as a simple interface to access historical data has transformed into a truly unique and interactive way for Case Managers and their clients to coordinate the delivery of vital services.
While the Customer Portal is now visible in the Subscription Details section of the System Dashboard, this feature is not currently available. Please stay tuned for future updates regarding additional details and release information for the Customer Portal.
New: Eligibility Presets
Overview: If you have specific configurations of eligibility requirements that you use frequently, you can now save these configurations as “Eligibility Presets” so that you can easily copy them to Programs, Funding Sources, Sites, Buildings, Unit Configuration Types, or Units without having to reconfigure them each time you need them. Refer to our System Advanced Options: Eligibility Preset Settings article for details.
Required Action: None.
Data Analysis Updates: The Eligibility Preset fields have been added in the Project Descriptor model in a new “Eligibility Presets” view.
New: “Soft Delete” Ability and Recovery Functionality for Funding Sources and Access Roles
Overview: We have added the ability for Funding Sources and Access Roles to be soft-deleted by users with “Delete” access. This means that users with the Restore Deleted Data access permission can restore these types of data moving forward.
- To restore deleted Funding Sources:
- Navigate to MANAGE > FUNDING.
- Scroll down to the bottom of the page and click Recover Deleted Data.
- Turn on the toggle for the Funding Source(s) you want to restore.
- Scroll down to the bottom of the page and click RESTORE.
- To restore deleted Access Roles:
- Navigate to SETUP > ACCESS ROLES.
- Scroll down to the bottom of the page and click Recover Deleted Data.
- Turn on the toggle for the Access Role(s) you want to restore.
- Scroll down to the bottom of the page and click RESTORE.
Required Action: None.
Data Analysis Updates: A deleted field has been added to the Funding views in the Project Descriptor model.
A deleted field has been added to the csv_funder view in the HUD CSV Export model.
Updated: Multi-Select Picklist Default Values on Screens
Overview: In the SCREEN EDITOR, you may now select default screen values for fields that are multi-select picklists.
Required Action: None.
Updated: Help Center Link in System Emails
Overview: We have updated the Help Center link in all emails sent by the system from get.clarityhs.help to help.bitfocus.com.
Required Action: None.
Updated: Logic for User Policy last_updated_date Field
Overview: We have updated the logic for User Policies. Previously, if all user policies were deleted, the “User Policy Updated” date was equal to today. After this update, if all user policies are deleted, the “User Policy Updated” date will be equal to the date the user was added to the system.
We have not changed the logic for the case where a user has more than one policy, and only the most recent policy is deleted (and other policies remain). In this case, the “User Policy Updated” date will reflect the value for the most recent non-deleted policy.
Required Action: None.
New: Zip Code Field Type
Overview: We have added a new “Zipcode” field type that allows the system to store numbers with a leading zero. A 5-digit limit will be applied to this field type. We will map all existing non-custom fields used for zip code purposes to the new “Zipcode” field type.
Required Action: None.
Updated: “Forgot Password” Response
Overview: When a user clicks the FORGOT PASSWORD link and enters an email address, the system will now display the following message: “We have received your request. If you are an existing user, we will send you an email with a link to reset your password.”
Required Action: None.
Updated: “root” Folder Renamed
Overview: In REPORTS > DATA ANALYSIS > Built in Reports, we have renamed the “root” folder to “Home.”
Required Action: None.
Updated: Service Transaction Date Validation Language
Overview: The system now checks to make sure that dates entered for service transactions (Start Date, End Date, Date, and Event Date) are between January 1, 1970 and January 1, 2038.
- If you enter a date that is before 01/01/1970, you will see the following message: “Service Date must be after 12/31/1969.” You will not be able to submit the service transaction until you correct the date.
- If you enter a date that is after 01/01/2038, you will see the following message: “Service Date must be before 01/01/2038.” You will not be able to submit the service transaction until you correct the date.
Required Action: None.
Updated: Assessment Processor Table
Overview: Previously, when a user made a change to an Assessment Processor, the system updated not just “ref_user_updated” (the user who made the change) but also “ref_user” (the user who created the record).
With this update, the system will no longer update “ref_user” when a user edits the Assessment Processor; “ref_user” will remain as the user who created the record.
Required Action: None.
Updated: Fields Added to Screens Table
Overview: The screens table associated with system screens now includes fields for tracking when the screen was created (added_date), who updated it (ref_user_updated), and who published it (ref_user_published) for new screens and updates. This update is also visible within the screens audit log for users with access to this functionality.
Required Action: None. We have mapped “ref_user” onto “ref_user_updating” for existing records.
Data Analysis Updates: New fields “Added Date”, “User Updating”, and “User Publishing” have been added in the screens view in the Project Descriptor Model.
New: Audit Logs
Overview: The following pages now include Audit Logs for users with the appropriate access:
- The System Settings Audit Log (SETUP > SETTINGS) tracks any changes to System Settings, including the name of the user who made the change, and the date/time of the change.
- The Referral Settings Audit Log (SETUP > SETTINGS > REFERRAL SETTINGS > MODIFY REFERRAL SETTINGS), accessed through the link shown in the image below, tracks the following:
- Adding/deleting from the following sections:
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- Restoration of a deleted Community Queue.
- The Community Queue Audit Log (SETUP > SETTINGS > MODIFY REFERRAL SETTINGS > MODIFY COMMUNITY QUEUE), accessed through the link shown in the image below, tracks the following:
- A user clicking the Update Historic Data link next to the “Use Most Recent Assessment” toggle
- A user adding/deleting from the following sections:
- The Tracked Characteristics Audit Log, accessed through the link shown in the image below, tracks changes to the following:
- Tracked Characteristics that are applied to all Community Queues in the Referral Setting (SETUP > SETTINGS > REFERRAL SETTINGS > EDIT TRACKED CHARACTERISTICS)
- Tracked Characteristics that are specific to an individual Community Queue (SETUP > SETTINGS > REFERRAL SETTINGS > MODIFY COMMUNITY QUEUE > EDIT TRACKED CHARACTERISTICS)
- The Field Editor Audit Log (SETUP > FIELD EDITOR > select a field to edit > FIELD MANAGEMENT), accessed through the link shown in the image below, tracks the following:
- Adding fields
- Changing field values
- Adding/modifying/deleting picklist selection options
- Inactivating/activating picklist values
Required Action: None.
Updated: Additional Suffix Picklist Value
Overview: We have added “VI” as a selection option in the Suffix picklist (name_suffix).
Required Action: None.
INVENTORY
Updated: Funding/Grant Warning Messages
Overview: We have updated the wording of the warning messages associated with Funding grant dates as shown in the table below.
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When this happens: |
The system will display this pop-up: |
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The Grant Start Date entered is before the Funding Start Date. |
“The Grant Start Date is prior to the Funding Start Date. Please correct errors.” |
|
The Grant Start Date and Grant End Date entered are before the Funding Start Date. |
“The Grant Dates are prior to the Funding Start Date. Please correct errors.” |
|
The Grant Start Date entered is after the Funding End Date. |
“The Grant Start Date is after the Funding End Date. Please correct errors.” * |
|
The Grant End Date entered is after the Funding End Date. |
“The Grant End Date is after the Funding End Date. Please correct errors.” * |
|
The Grant Start Date and Grant End Date entered are after the Funding End Date. |
“The Grant Dates are after the Funding End Date. Please correct errors.” * |
|
An inputted grant date of a new or edited grant overlaps with a date of another grant. |
“Grant dates overlap with existing grant dates. Please adjust dates as appropriate.” |
*The message does not appear if the Funding End Date is blank.
Required Action: None.
Updated: Red Underline for Overlapping Grant Dates
Overview: Previously, if you tried to enter a Grant End Date that overlaps another grant’s Start Date, both the Start Date and End Date were underlined red. With this update, only the End Date will be underlined in red because that is the only invalid date.
For example, consider Grant 1D with an End Date of March 31, 2022, and Grant 1E with a Start Date of April 1, 2022.
If you try to change Grant 1D’s End Date to April 15, 2022, the system will underline the End Date field in red because it overlaps with Grant 1E’s Start Date of April 1, 2022.
Required Action: None.
New: Funding Source/Grant Warning Banner
Overview: If a Funding Source with a current date range does not have a current grant assigned to it, the system displays the following warning banner: “The funding source date range is current but there is no current grant assigned to this funding source. Please review funding source and grant information, and adjust as appropriate.”
Required Action: None.
Updated: UNITS Page
Overview: We have made the following updates to the wording on the UNITS page:
- We have added a Unit Configuration Type column to the UNITS page.
- We have updated the “Pending Occupation” status to “Pending Occupancy.”
- For a Unit with “Occupied” status, we have changed “Occupation Start Date” to “Unit Occupancy Start Date.”
- For a Unit with “Pending Occupancy” status without a referral (example: a Unit where there is a future-dated Unit occupancy entered on a client program enrollment Units tab), the Unit listing will now display “Anticipated Occupancy Start Date” instead of “Referral Date.”
Required Action: None.
Updated: Client Cannot Occupy More Than One Unit at a Time
Overview: We have updated the logic for Unit occupancy within a program to prevent a client from occupying more than one Unit at a time:
- A client will not be allowed to have occupancy dates for one Unit that overlap that client’s occupancy dates for another Unit.
- If a user attempts to enter a Unit occupancy Start/End date that overlaps with another unit occupancy’s date range, the invalid date that was entered will be underlined in red, and the user will not be able to save the changes.
- In the case of a client with multiple pending referrals to a Program, whether it be multiple Unit referrals or a combination of Program and Unit referrals, when you enroll that client into the program, you will see a drop-down menu for selecting which Unit or Program referral to connect to the Program enrollment. The status of the other referrals to the Program will remain pending until a user manually updates them or they reach the expiration threshold and expire.
Required Action: None.
Updated: Occupancy Logic
Overview: We have updated the logic surrounding Unit occupancy as follows:
Starting on the date a referral is sent to a Unit, the Unit will have a status of “Pending Occupancy” on the UNITS page and a category of “Referral: Pending” on the Occupancy History page until one of the following happens:
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If this happens: |
The status on the UNITS Page changes from “Pending Occupancy” to: |
The category on the Occupancy History Page changes from “Referral: Pending” to: |
|
The referral expires |
“Available” |
“Referral: Expired” |
|
The referral is denied. |
“Available” |
“Referral: Denied” |
|
The referral is connected to the Unit. |
“Occupied” |
“Referral: Complete” |
The “Pending Occupancy” status also applies for a Unit that is manually added to a Program enrollment via the Units tab with a future start date (as long as the Unit Start/End Dates do not conflict). The future Unit Start Date will be the “Pending Occupancy Start Date.”
A Unit with a “Pending Occupancy” status will not be available in the Unit Queue and can’t be manually added to a different client’s Units tab until the referral is either expired/denied or the client is exited from the Unit.
Each Unit can have only one referral at a time.
Required Action: None.
Updated: Deleted Program Logic
Overview: We have updated the logic associated with deleting a Program enrollment that is connected to a Unit occupancy.
On the Unit’s Occupancy History page, clicking the Program name associated with the current “Occupied” record will take you to the Units tab of the Program enrollment.
In the Units tab, a link icon indicates that the Unit was added by a referral.
If you delete the Program associated with the Unit occupancy from the client’s record, you will see the pop-up shown below.
If you click OK, the system will update the Occupancy History page as follows:
- The "Referral: Complete" record will change to "Referral: Pending."
- The End Date will be deleted from the “Referral: Pending” record.
- The "Occupied" record will be deleted.
The Audit Log for the Program enrollment will track Unit assignments and adjustments in chronological order, with the most recent at the top. The Program name, and a flag to indicate whether the Unit was added manually or by referral, will be included.
Users who try to view a deleted Program enrollment via a direct URL will see a 404 Error page.
Required Action: None.
New: “Client Profile Only” Category Added to “Available Units” List
Overview: We have updated the Available Units list on the ADD UNIT pop-up.
Previously, this list only displayed Units for which the client was eligible based on assessments connected to the client’s record. Available Units with eligibility criteria that were met by demographic data in the client profile, but not met by any assessments, would only appear in the Available Units list if “Eligibility Override” was turned on.
With this update, Units for which the client is eligible based solely on the demographic data in the client profile will be included in the Available Units list under a “Client Profile Only” heading.
The table below describes how each Unit will be displayed in the Available Units list.
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If a Unit has these eligibility requirements… |
…where will the Unit appear in the Available Units list? |
|
The Unit’s only eligibility requirements are demographic-based. |
The Unit will be listed under all assessments and under “Client Profile Only.” |
|
The Unit has two types of eligibility criteria:
|
The Unit will not be listed under “Client Profile Only” but will be listed under the assessments where all criteria are met. |
|
The Unit does not have any eligibility requirements. |
The Unit will be listed under all assessments and under “Client Profile Only.” |
Required Action: None.
Updated: Client Program Unit Should Appear Even If Its Assigned Program Does Not Have a Community Queue
Overview: Previously, a Program’s Units tab only displayed available Units if a Community Queue was associated with that Program. With this update, we have removed the requirement that a Community Queue must be assigned to the Program for available Units to appear in the Units tab.
Required Action: None.
Updated: Text for Future Occupancy Start Date on Unit Card
Overview: In the Inventory tab, future start dates for Unit occupancy will now be displayed on the Unit Card as “Starts on <date>.”
Required Action: None.
Important Note
Between October 8, 2021 and December 17, 2021, an issue occurred resulting in identical duplicate exit data within the client_program_demographics table. A script will be applied to remove the higher id of the two exact duplicate records. No further action is required.
In the review of this issue, duplicate records were also found within the client_program table between 2013-2015. A script will be applied to remove the higher id of the two exact duplicate records, as well as remove duplicate exit records when the duplicate is empty. This is believed to stem from data imports from outside systems that have since been resolved. No further action is required.
New and Updated Help Center Resources
We’ve either updated or created the following articles in response to this Clarity Human Services update.
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Updated Pages |
New Pages |