Common tabs

All modules include an Admin tab:

Details on this tab are entered automatically by the System when the record is added and edited. The fields on this tab cannot be modified.

Every module in Vitalware has an Audit tab when viewing records in Details view. The tab displays the complete audit trail history for the current record as stored in the Audit Trails module. Using the View Attachment button or the View Attached menu command (Edit>View Attached>Current Record and Edit>View Attached>Selected Records), the full audit trail record(s) can be viewed in the Audit Trails module. The content of the Audit tab is generated each time the tab is viewed:

The Communications tab is available in the POS module and registration modules, and is used to record any correspondence related to a POS or registration record. The tab is read-only and new correspondence is added using the Process>Communications menu option:

See How to add correspondence to a record for details.

Attaches to Death, Marriage and Divorce registrations for the subject of the current record:

A Maintenance is a change to a record to alter a registered name, add or change details, and correct data. The Maintenance tab records details about any Maintenance applied to the current record:

Many modules include the Multimedia tab.

Multimedia resources added to the Multimedia module can be attached to a record in another module. Attached multimedia resources display on the Multimedia tab for that record:

Tip: It is possible to add multimedia to Vitalware by dragging and dropping one or more media files on to the Multimedia pane of a module's Multimedia tab. For each dropped file, a record is automatically created in the Multimedia module and attached to the current record.

See:

• How to add, edit and save multimedia resources in the Multimedia module
• Working with multimedia in any other module
• How to view multimedia

The POS tab displays details of any POS transactions related to the current record:

All modules except for Field Level Help include the Security tab:

With Record Level Security it is possible to set permissions for who can view, edit and delete records on a per user and per group basis.

Additional criteria can be specified in the Registry to refine these three standard security privileges. For instance, it is possible to specify that:

• Records that have been Retired, cannot be viewed by a certain group of users.
• Only members of a department can edit and delete that department's records.

It is also possible to search for records based on the Record Level Security permissions assigned to users and groups. If a user or group has been removed from Vitalware, it is still possible to locate records for which they had permissions assigned by using the Security (Direct) fields, which are available in Search mode.

Details about setting Record Level Security are available in Record Level Security.

Details for System Administrators about Registry settings for Record Level Security are available in Vitalware Administration.

The two fields on this tab reference the Certificates module which stores print information along with the security stock number of the paper on which a certificate was printed.

The maintenance process produces Current and Historic records. When a maintenance is applied, a Pending record becomes Current and the old Current record becomes Historic.

At this point in time no certificates have been produced for the Current record but some may have been for the Historic record(s).

The distinction between the two fields on this tab, Stock Issued From Current Record and Stock Issued From Historic Records is this:

A Vitalware note can display as:

• A text note on the System Notes or User Notes tab
• An alert message pop-up that displays when a record is opened.

Either a note or an alert can be added to a record automatically by the system or manually by a user.

A system generated note or alert may be generated for a record after it has been entered in the system via a file upload. In this case, the system note or alert may display validation errors in a record identified during the file upload, e.g. awaiting coroner information for a death registration.

A user may add a note or alert on a record in order to notify other staff of a problem or issue with a registration record and issue a warning not to print a certificate.

System Notes tab

Field	Description
System Notes	Displays any warnings / alerts about the record (e.g. it is a potential duplicate) generated by the system.
System Alerts	Used by System Administrators to add alerts that will display whenever the current record is opened.

User Notes tab

Field	Description
User Notes	For recording any information about the current record that does not belong in other fields in the module. Unlike the Notes tab, any notes entered here are permanent and cannot be deleted.
User Alerts	For users to add alerts that will display whenever the current record is opened.

How to add a User Note to a record

In the record that requires a note:

1. On the User Notes tab, click Add Note and type the text into the User Notes box

   -OR-

   To add an alert to a record, type the text into the User Alerts box:

   

2. Save the record.

   Whenever the record is opened a message will display:

   

The Tasks tab records details about one or more tasks assigned for the current record:

How to add a task to a record

To add one or more tasks to a record:

1. Locate the record requiring a task.
2. Select the Tasks tab.
3. In the Description: (Task Information) field enter a description of the first task.
4. In the Assigned To: (Task Information) field attach the Parties record of the person assigned the task.
5. In the Assigned By: (Task Information) field attach the Parties record of the person who assigned the task.
6. In the Date: (Commencement) field enter the date the task is to start.
7. In the Notify On: (Commencement) field enter a notification date (if required). The person selected at Step 8 will be notified by email on this date that the task is due to commence.
8. In the Notify: (Commencement) field attach the Parties record of a person to be notified of the commencement of the task.
9. Repeat Step 8 for all people to be notified.

   To add another person, select the asterisk (*) in the Notify: (Commencement) list before clicking Attach .

10. In the Completion group of fields it is possible to enter a projected completion date, a notification date and to attach the Parties records of those who are to be notified that the task is due to be completed.

    Note: These fields can also be used to record the actual completion date; to flag that the task has been completed select the Yes radio button in the Completed: (Completion) field).

11. To add another task, click the asterisk (*) in the next line in the Tasks list; the fields on the tab are cleared, ready for the new task details.
12. Save the record.

    Note: If the tasks are to be repeated regularly, a Task Template can be created and used to save time and effort.

The Validation tab lists instances in which data in the current record does not comply with the validation rules set for the module. While it is possible to save a record with certain invalid data, transgressions are flagged here in case fields need to be modified: