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UTA/Module Overview

Updated

A Universal Tracking Application (UTA)/module is a customizable information and process management tool within SmartSimple. Organizations use UTA/modules to monitor and manage critical records, such as grants, cases, research projects, volunteer programs, or IT assets. Whether an organization uses SmartSimple for one core purpose or many, a UTA/module is equipped to support a broader range of tracking needs beyond its primary use.

Who: Global administrators

When to Use a UTA/Module

Use a UTA/module when:

  • Tracking a custom type of record not covered by built-in SmartSimple features. 
  • Managing items that have multiple data points, owners, and lifecycle stages. 
  • Providing multiple staff members with controlled access to the same set of records. 
  • Tracking related activities or sub-activities associated with each item. 
  • Generating reports or dashboards based on the tracked items.

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UTA/Module Structure

A UTA/module organizes information in up to three levels.

Level 1 - The primary item being tracked. In a grant management context, Level 1 might be a grant application. In an IT management context, it might be a computer or printer.

Level 2 - Represents actions or events associated with each Level 1 record. For example, a software installation or a repair performed on a computer.

Level 3 - Tracks sub-activities tied to Level 2 records, when additional detail is needed.

Users can also be linked to Level 1 items. For example, to record the person currently assigned to a device or responsible for a record.

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User Roles

Once a user is linked to a Level 1 item, User Roles determine what that user can view and do with it. User Roles group users with similar access needs, controlling what each group can view and do in the system. This approach is called Role-Based Access Control (RBAC).

Roles are additive. When a user holds multiple roles, their access combines across all roles. A single deny permission on any one role, however, overrides all allowed permissions from all other roles. Use deny permissions carefully.

Common role types for a UTA/module include an administrator role for users who configure and manage the UTA/module, and an access role for users who need read-only visibility into records.

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Types

Types categorize Level 1 items within a UTA/module, allowing you to specify what information to collect and control the workflow for each category. For example, an IT asset UTA/module might include types for Computers, Monitors, and Printers, each with its own fields and available statuses.

Types group similar records so you can tailor the data and process for each grouping.

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Statuses

Statuses represent stages in your process. Each Level 1 record moves through statuses as it progresses. For example: Available to Assigned to In Service to Retired. Statuses help define what information appears and what actions are available at each stage in a process.

You can assign a color to each status for quick visual identification in list views. Statuses can also be restricted to specific types. For example, an In Service status might apply only to Computers, not to Monitors or Printers.

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Fields

Two types of fields are available in a UTA/module:

Standard Fields - Built-in fields that track core properties such as the record name, type, status, and the person assigned to the record. Standard fields must be enabled before use, and their display labels, known as captions, can be customized.

Custom Fields - Extend SmartSimple beyond standard fields. Use custom fields to collect information specific to your use case — such as a serial number, vendor name, model, or warranty expiration date. Custom fields support a range of input types including text, dates, and drop-down lists. Custom fields are generally created as common fields and are available across all types so that reporting across multiple Level 1 types is easier.

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Security Matrix

The Security Matrix controls record-level access based on a user's role and their relationship to a record. For example, whether they are the record owner or the assigned person. Enable the Security Matrix in the UTA/module's Security settings before configuring it. Access options include View, Add, Edit, Delete, and Assign.

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Submit and Save Buttons

Submit buttons move a record from one status to another. Save Draft buttons allow users to save their work without triggering validation or a status change. Buttons can be:

  • Restricted to specific statuses so they appear only when a record is in a matching status.
  • Aligned left, center, or right in the submit bar.
  • Styled with colors to indicate function such as green for forward actions, yellow for reversals, red for destructive actions.

If the submit bar becomes cluttered with many buttons, a Button Group Name consolidates related buttons.

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Resources

For more information about UTA/modules, see:

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Helpful Links