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Enable and Use Copy Options and Copy Profiles

Updated

Copy Options and Copy Profiles are two settings that duplicate an existing record in a UTA/module. Copy Options copies records one at a time or in batches, while a Copy Profiles saves a set of copy settings that can be reused or triggered from a workflow. Setup involves enabling Copy, configuring Copy Options, and creating Copy Profiles.

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.

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Enable Copy

The Enable Copy setting determines which roles can copy records in a UTA/module. Enable Copy applies to both Copy Options and Copy Profiles. 

To enable Copy for a UTA/module:

  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 Security tab.
  4. Locate the Security Settings section and click Feature and Function Permissions.
  5. Click the applicable Level 1, Level 2, or Level 3 tab.
  6. Locate the Enable Copy section, click the Role field, and select the applicable roles from the drop-down menu.
    • To use logic to permission the field, click the Description and Logic fields, and then enter the applicable information.
  7. Click Save.

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Configure and Use Copy Options

Copy Options duplicates an existing record in a UTA/module, one record at a time or in batches. Configure Copy Options to control which fields are copied and whether Batch Copy is available, and then use it to copy records.

Configure Copy Field Settings

The Copy Options setting specifies which fields are always copied and which fields are optional. Each level has its own settings that can include any available field on the form.

To determine the fields to copy:

  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 applicable Level 1, Level 2, or Level 3 tab.
  4. Locate the Features and Options section and click Copy Options.
  5. Check the box next to the fields you want to copy.
    • To make a field value optional to copy, locate the Is Optional column and check the box next to the applicable fields.
  6. Click Save.

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Set Copy Restrictions

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.

To set copy restrictions:

  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 applicable Level 1, Level 2, or Level 3 tab.
  4. Locate the Features and Options section and click Copy Options.
  5. Click the Copy Restriction icon next to the Back arrow icon.
    • The page that opens contains a list of the roles that currently have access to the Copy Options for that entity within the UTA/module.
  6. Click the edit [pencil] icon next to the applicable role.
  7. Locate the Target Object field and click the applicable option.
  8. Locate the Item to Copy column in the table, click the applicable Copy Behaviour, and then click Save.

To allow Level 2 records to be copied, ensure the Copy Behaviour for the Level 2 row in the Item to Copy column is set to Let user specify or Copy from record. When Copy Behaviour is set to Do not copy, the Level 2 Type Filter and Level 2 Status Filter do not display when a record is copied.

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Enable Batch Copy

Batch Copy expands Copy Options to allow the duplication of multiple records at a time. Batch Copy is enabled on a specific list view.

To enable Batch Copy:

  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 applicable Level 1, Level 2, or Level 3 tab.
  4. Locate the List View Settings section and click List Views.
  5. Click the edit [pencil] icon next to the applicable list view.
  6. Click the Batch Update Buttons tab.
  7. Click the New Batch Update [+] button.
  8. Click the Button Type field and select Copy from the drop-down menu.
  9. Click the Button Name field and enter the applicable name.
  10. Click the View Roles field and select the applicable roles from the drop-down menu.
  11. Locate the Copy Options field and toggle the applicable standard fields on.
  12. Click the Copy Custom Fields field and select the applicable custom fields from the drop-down menu.
  13. Complete the remaining applicable fields, and then click Save.

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Copy a Single Record

Enable Copy before you copy a record with Copy Options.

To copy a single Level 1 record and its Level 2 records:

  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 applicable record to open it.
  3. Click New in the Action Bar and select Copy Level 1 from the drop-down menu.
  4. Click the New Application Name field and enter the applicable name.
  5. Confirm the Fields to Copy are correct. Make any changes if necessary.
  6. Click the Level 2 Type Filter and Level 2 Status Filter fields and select the applicable options from the drop-down menu.
    • These fields display only when the Copy Behaviour for the Level 2 row is set to Let user specify or Copy from record. See Set Copy Restrictions.
  7. Click Continue.
  8. Confirm the Items to Copy are correct. Make any changes if necessary.
  9. Click Copy to copy the Level 1 record only.
    • If copying a Level 1 and Level 2, click Next to determine the Level 2 fields to be copied, and then click Copy to create the Level 1 with the chosen Level 2.

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Copy Multiple Records

Batch Copy duplicates multiple records at one time from a list view. The list view needs the Batch Copy button enabled for the role of the person copying. For setup details, see Enable Batch Copy.

To copy multiple records:

  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 list view drop-down menu in the Action Bar and select the list view that has a Batch Copy button enabled.
  3. Check the box next to the records you want to copy.
  4. Click the Custom Batch Update [down arrow] icon in the Action Bar.
  5. A confirmation message will pop up asking to confirm the number of records included in the Batch Copy. Click Update.

When the copy completes, a prompt at the top of the screen confirms the copy.

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Create and Use Copy Profiles

Copy Profiles is a setting that saves a set of copy settings so the same content is copied each time the profile is used. Create a copy profile to define what is copied, and then use it to copy a record or to trigger a copy from a workflow.

Create a Copy Profile

A copy profile is created for each level of a UTA/module and defines which fields and records are copied.

To create a copy profile:

  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 applicable Level 1, Level 2, or Level 3 tab.
  4. Locate the Features and Options section and click Copy Profiles.
  5. Click the New Copy Profile [+] button.
  6. Add the applicable information in these fields:
    • Profile Name - Names the copy profile.
    • Role Permission - Defines who has access to the copy profile.
    • Type Permission - Defines the types for which the copy profile is available.
    • Status Permission - Defines the statuses for which the copy profile is available.
    • Default Status - Defines the status of the copied record.
    • Standard Fields to Copy - Defines which standard fields are copied.
    • Custom Fields to Copy - Defines which custom fields are copied.
    • Store Source Record ID - Defines the field that stores the ID of the original record.
  7. To copy additional records, toggle the applicable options on and add the applicable information:
    • Activities
    • Consumers
    • Providers
    • Contacts
    • Companies
    • Version
  8. Click Save.

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Copy a Record with a Copy Profile

A copy profile copies the same selected content each time, so the copy settings do not need to be reviewed for every record. Enable Copy and create a copy profile before you copy a record with Copy Profiles. 

To copy a record with a copy profile:

  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 applicable record to open it.
  3. Click New in the Action Bar and select Copy Level 1 from the drop-down menu.
  4. Locate the Copy Profiles section and select the applicable copy profile.
  5. Click Copy.

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Use a Copy Profile in a Workflow

A workflow task can trigger a copy profile to create a new application form automatically at a set point in the workflow. Create a copy profile before you add the task.

To trigger a copy profile from a workflow:

  1. Click the Menu icon in the upper navigation bar, and then select Workflows from the Applications drop-down menu.
  2. Click the edit [pencil] icon next to the applicable workflow.
    • To create a new workflow, click the New Workflow [+] button.
  3. Click Tasks in the left navigation.
  4. Click the New Task [+] button.
  5. Click the Name field and enter the applicable information.
  6. Click the Task Type field and select Trigger Copy Profile from the drop-down menu.
  7. Click the Copy Profiles field and select the applicable copy profile from the drop-down menu.
  8. Click Save.

The workflow creates a new application form automatically.

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