Due Dates

Content

  • Introduction
  • Explanation and Purpose of Due Dates
  • Security Level Requirements and Access
  • Configuring Due Dates

Introduction

This article is meant to provide you with details in configuring Due Date rules for Activity Types and Report Types. If you have a question not addressed here, you can search at the bottom of this article in Related Articles or contact support at support@extendedreach.com. 

Explanation and Purpose of Due Dates

Due Dates are dates on which an event should occur or when a document should be submitted without being considered “Late” or “Missed”. If you have an Expiration Date for an Activity Type or Report Type, you cannot have a Due Date as well.

Due Dates in extendedReach are calculated based on 3 main factors:

  • Period – This is the amount of time until something is due and at what frequency (i.e. monthly/every 90 days/repeating).
  • Basis – This is the event or occurrence from which the due date is calculated (i.e. after Admission, Home Visit, Discharge, etc.).
  • Create Trigger – This is what causes the item to show as “Due” on a worker’s task list (i.e. a case being admitted, a home visit being logged, etc). (Usually this is the same as the “Basis”.)

Security Level Requirements and Access

You must be an Agency Administrator to access the “Administration” menu on the left side of your Workspace.

Configuring Due Dates

Step 1. Create Trigger

From an Activity Type or Report Type, click on the General tab. Triggers are found within the “Activity or Report Type Information”. 

Image: “Triggers”

“Activity Type Information” or “Report Type Information”

Create Trigger(s): If you would like an activity type or report type to be triggered based on the occurrence of an event, you can select one of these Program or Home Triggers. Should you check a box, the eR system will often adjust your subsequent check-box options.

(FOR PROGRAMS/CASES)

None 
Foster Admission
Foster Discharge
Adoption Admission
Adoption Discharge
Adoptive Placement
Adoptive Finalization
Placement
Activity Completion…
Report Completion…

(FOR HOMES)

None
Home Inquiry
Home Intake
Home Close
Adoption Application
New License
Placement In
Placement Out
Activity Completion…
Report Completion…

Step 2. Select Period and Basis

“Configuration”

Options: Should you check a box, the eR system will often adjust your subsequent check-box options. 

Image: “Configuration: Due Options”

Due:

  • based on Event
  • based on Age – Schedule
  • based on Age – Birthday
  • based on Formula: Complete the subsequent options that appear regarding how your formula will work.
  • Daily
  • Weekly: Select day of week this will be due.
  • Monthly: Select day of the month this will be due.
  • Custom (Quarterly/Bi-Monthly/etc.): Specify month and day due in order (starting at the earliest day of the year).

Step 3. Set up the Repeating Due Date Period (if applicable)

Image: “Configuration: Due Formula”

Once the original due date has been set, you can set up repeating due dates based on the previous due date or the date of the activity. 

Step 4. Select Additional Due Date Options

Image: “Configuration: Additional Due Dates Options”

The following options are great for ensuring that a worker's task list does not pile up with activities/reports for closed homes/cases. 

Stop repeating if foster case closed.
Delete if due after close date and foster case closed.
Delete if due after close date and adoption case closed.
Use months instead of days for due date units.

Image: “Configuration: Additional Due Dates Options”

As always, be sure to SAVE your work.

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