- Security Level Requirements and Access
- Explanation of Field Codes
- Adding Field Codes
- Using Field Codes in Microsoft Word Documents
- Using Field Codes in Case Notes
- Relationship Field Codes
This article is meant to assist you with the extendedReach Field Codes. If you have a question not addressed here, you can search at the bottom of this article in Related Articles or contact support at firstname.lastname@example.org.
Security Level Requirements and Access
You must be an Agency Administrator to access the “Administration” menu on the left side of your Workspace. Go to “Organization Settings” and click on “Field Codes”.
Image: “Organization Settings: Field Codes Access Screen”
Explanation of Field Codes
Field Codes are short-cut codes used to produce pre-filled Microsoft Word documents and case notes in the extendedReach system.
Field codes are organized by “Type”, “Code”, “Description”, and “Field”.
- Type – This is where the data come from. (For example: Home, Case, Activity, Caseworker, Goal, Special Code, Supervisor)
- Code – This is the shortcut name you will place in your document to denote data values.
- Description – This is the full identification of the value.
- Field – This contains database content used by developers within eR.
Image: “Organization Settings: Understanding Field Codes Screen”
“Show Frequently Used” – Click on this to view and search the most commonly used Field Codes.
Image: “Organization Settings: Field Codes Frequently Used Screen”
“Excel” – Click on this to export the most recently updated list of Field Codes for your agency.
Image: “Organization Settings: Field Codes Excel Screen”
Print the Field Code Excel spreadsheet or search for codes directly from it.
Image: “Organization Settings: Field Codes Excel List Screen”
Adding Field Codes
Each code should be placed snuggly (no spaces) between two inwardly-angled brackets: <FIELDCODE>
Image: “Correct Format for “Client’s Date of Birth” Field Code”
For each Microsoft Word document you use within your agency, place Field Codes where you want particular data values to appear.
Using Field Codes in Microsoft Word Documents
Type: Always use “File – Use Field Codes” when you are adding Field Codes in this Template.
Attachment Icon: Attach MS-Word document(s) with Field Codes to your Template.
Image: “Add Report Types: General: Template Screen”
This is what a Microsoft Word document looks like with field codes.
Image: “Correct Format for multiple Field Codes in Microsoft Word Doc”
This is what that same Microsoft Word document looks like with the Field Code function executed.
Image: “Field Code Values Complete”
Using Field Codes in Case Notes
Type: Always use “File – Use Field Codes” when you are adding Field Codes in this Activity Template.
This narrative format is mandatory: Check the box if this format is required when workers make case notes in this Activity Type.
Narrative: Add the narrative with Field Codes. This narrative will appear when you access this Activity Type in the eR system.
Image: “Add Activity Types: General: Template Screen”
Once you’ve set up this template with Field Codes, this is what you will see when making case notes.
Image: “Field Code Values in Case Notes Complete”
Relationship Field Codes
Relationship field codes can be used to add information from the People tab, to a face sheet or to any other document.
Image: “Relationship Codes”
When adding a relationship type field code, replace [Relationship Type] with the name of the relationship type. So for example, to add the name of the Child Advocate, the field code would be:
Image: “Relationship Codes”
- If the Case has multiple relationships of the same type (for instance – all the children in the home), add a [#] after the relationship type.
- Results return sorted by Last Name, First Name.
Image: “Relationship Codes: Multiple Same-Type Relationship”
- Instead of listing the specific Relationship Type, you can use the words: “All”, “Household”, “Non-Household”, or “Organization”, to capture all the relationships within that category.
- For example, the field code for Household would be: