Copy Options and Copy Profiles are two separate settings that duplicate an existing record in a UTA/module. The Copy Options setting copies records one at a time or in batches. The Copy Profiles setting saves a set of copy settings that can be reused or triggered from a workflow.
Who: Global administrators and users with access to Enable Copy
When to Use Copy Options and Copy Profiles
Use Copy Options and Copy Profiles to:
- Duplicate an existing record in a UTA/module.
- Copy a Level 1 record along with selected Level 2 records.
- Copy multiple records at one time from a list view.
- Reuse a saved set of copy settings with a copy profile.
- Create a new application form automatically from a workflow.
How Copy Options Work
The Copy Options setting duplicates an existing record in a UTA/module. Records can be copied one at a time or in batches.
How Single Record Copy Works
Single record copy duplicates a single record. The person copying confirms the fields to copy and can change them when the option is available to the role.
When Level 2 copy is enabled in Copy Restriction, the person copying can include selected Level 2 records with the Level 1 record.
How Batch Copy Works
Batch Copy copies multiple records at one time from a list view. Only roles that have the Batch Copy button enabled on that list view can use it.
After records are selected, a confirmation prompt shows the number of records and states that the appropriate workflows are triggered.
How Copy Profiles Work
The Copy Profiles setting saves a set of copy settings that is reused each time a record is copied. Because a copy profile copies the same selected content on every use, the copy settings do not need to be reviewed for each record.
A workflow can also trigger a copy profile to create a new application form automatically at a specified point in the workflow.
Enable Copy
The Enable Copy setting is found under Feature and Function Permissions on the Security tab of the UTA/module Configuration Settings. The setting displays for each level and can be permissioned by role or by logic. Enable Copy applies to both Copy Options and Copy Profiles.
Copy Options Configuration Controls
The following controls determine how the Copy Options setting behaves for each level of a UTA/module.
Copy Field Settings
The Copy Options setting determines which fields are always copied and which fields are optional. For an optional field, the person copying decides when copying. Each level has its own settings, and any available field on the form can be selected.
Copy Restriction Settings
Copy Restriction determines whether a set of fields or values is copied or whether the person starting the copy controls that decision. Restrictions can apply to all users or to a specific role. Each item has a Copy Behaviour such as Let user specify, Copy from record, or Do not copy. Copy Restriction is found within the Copy Options setting.
Batch Copy Button Settings
The Batch Copy button is created on a list view as a Batch Update button with the Copy button type. On the button, View Roles determines which roles have access to it, Copy Options determines which standard fields are copied, and Copy Custom Fields determines which custom fields are copied.
Copy Profiles Configuration Controls
The Copy Profiles setting is found in the Features and Options section of the Configuration Settings for each level of a UTA/module.
Each copy profile defines who has access to it and the types and statuses for which it is available. It also defines the default status of the copied record, which standard and custom fields are copied, and the field that stores the ID of the original record.
A copy profile can also copy additional records, such as activities, consumers, providers, contacts, companies, and versions.
Resources
For more information about Copy Options and Copy Profiles, see: