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Create and Manage Types

Updated

Types classify records within Level 1, Level 2, and Level 3 of a Universal Tracking Application (UTA)/module. This lets administrators define distinct categories with their own fields, settings, and access controls. Each type determines which custom fields appear on a record and which statuses are available for it. It also determines which roles can access or create the record, and how a Level 2 or Level 3 record displays within its parent. For definitions of each type setting, see Types Settings Reference.

Who: System administrators

When to Use Types

Use types when:

  • Different categories of records within a UTA/module require distinct custom fields or settings, for example, separating grant review forms from progress reports at the Level 2 activity layer.
  • Level 1 records require different types of grants.

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Create a New Type

To create a new type:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the tab for the level to configure: the second tab from the left for Level 1 Types, the third tab for Level 2 Types, and the fourth tab for Level 3 Types.
  4. Locate the General Settings section, and then click Types.
  5. Click the New Type [+] button.
  6. Enter the applicable information for the type. See Types Settings Reference.
  7. Click Save.

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Edit an Existing Type

To edit an existing type:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the tab for the level to configure: the second tab from the left for Level 1 Types, the third tab for Level 2 Types, and the fourth tab for Level 3 Types.
  4. Locate the General Settings section, and then click Types.
  5. To edit an existing type, click the edit [pencil] icon.
  6. Enter the applicable information for the type. See Types Settings Reference.
  7. Click Save.

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Duplicate a Type

Duplicating a type carries over its statuses and parent/child record permissions. For example, duplicating a Level 1 type passes all associated Level 2 types, Level 2 statuses, and Level 1 statuses to the new type. To duplicate a type: 

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the tab for the level to configure: the second tab from the left for Level 1 Types, the third tab for Level 2 Types, and the fourth tab for Level 3 Types.
  4. Locate the General Settings section, and then click Types.
  5. Click the edit [pencil] icon.
  6. Click Save As.
  7. Enter a Name, Caption, and Display Order for the new type.
  8. Click Save.

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Add Notes to a Type

Administrators can add notes to individual types to track functionality and changes associated with a specific type. To add a note to a type: 

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the tab for the level to configure: the second tab from the left for Level 1 Types, the third tab for Level 2 Types, and the fourth tab for Level 3 Types.
  4. Locate the General Settings section, and then click Types.
  5. Click the edit [pencil] icon next to the type.
  6. Click Notes in the left navigation.
  7. Click the New Note [+] button. 
  8. Enter your notes in the Notes field.
  9. Click Save.

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Locate TypeIDs

When using Visibility Conditions on standard fields, it may be necessary to restrict content based on the TypeID of the source record. A TypeID is the system-assigned numerical value corresponding to each type and is referenced in conditional statement syntax.

To find the TypeID for a type:

  1. Click the Menu icon in the upper navigation bar, and then select the relevant UTA/module from the Applications drop-down menu.
  2. Click the Configuration Settings gear.
  3. Click the tab for the level to configure: the second tab from the left for Level 1 Types, the third tab for Level 2 Types, and the fourth tab for Level 3 Types.
  4. Locate the General Settings section, and then click Types.
  5. Click the edit [pencil] icon next to the type.
  6. The TypeID is displayed in the right-most column.

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