Elentra provides administrators with the option to keep track of any information about users; for example, immunization records, mask size, DO Number etc.
Caution: HIPAA /FIPPA Meta Data should not be stored in Elentra
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This article covers the following topics. Click on the topic to go to that section of the article.
Note: At present, there is no interface for users to adjust these records about themselves.
Permissions
Permission to Admin > System Settings > User Meta Data
You must have one of the following permission levels to access this feature.
Staff: Admin
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Navigate to Admin > System Settings.
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Click the name of the organization you want to create a user meta data field for.
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Click User Meta Data in the left-hand sidebar.
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Click Add Meta Data.
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Complete the required fields, noting the following:
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Parent: You can create a nested hierarchy of meta data fields (e.g., immunizations: tetanus, measles, influenza, etc.). To do this, you must first create the parent meta data category; then, when you create the nested fields, select the parent from the dropdown menu.
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Restricted to Public:
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Select Public Viewable if you want users to be able to see their own meta data.
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Select Restricted to hide the meta data fields from users and allow only administrators to see the information (these items will appear with [Admin view only] on the list of meta data fields).
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Group: Select the user group(s) to apply this meta data field to. To delete a group from an existing list, click the minus button beside the group name.
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- Click Save.
Example Meta Data field for Student user group.
- Navigate to Admin > Manage Users.
- Click Manage User Meta Data in the User Management menu located in the left-hand sidebar.
- Set the required fields to reflect the information you want to input.
- Click Show Table.
- Click Export/Load.
- Click Export CSV to download a file with the list of users and other relevant column headings.
- Complete the file, noting the following:
- Type: Type reflects the meta data you are entering. You do not need to populate this column of the file unless you are uploading multiple meta data categories using one file.
- Value: Make this the main data (e.g., shoe size: value = 10).
- Notes: This can be used to record any additional information (e.g., Received record from health unit on Jan. 16, 2015).
- Effective date and Expiry date: These should be listed in yyyy-mm-dd format.
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Be aware that the fields for this import are optional, so unused columns should be deleted before importing the file.
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Click Import CSV to upload the file.
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You will be prompted to map the CSV columns you've included with the meta data fields available in the system. Click and drag any unmapped fields to the appropriate place as needed.
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Choose whether to replace existing data with information in the spreadsheet and whether or not to delete existing records if information is empty in the spreadsheet. Click each check box as needed.
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Click Import.
- You can add individual records one by one through the table shown on the Manage Meta Data screen or by editing a user's meta data via Manage Users.
- To add a meta data record via Manage Meta Data:
- Navigate to Admin > System Settings.
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Click the name of the organization you want to add a user meta data record for.
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Click User Meta Data in the left-hand sidebar and choose the organization, group, role, and category for which you want to manage individual user records.
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Click on Show Table.
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Click on Add record for the individual you wish to add meta data for and click Save.
- To add a meta data record for an individual via Manage Users:
- Navigate to Admin > Manage Users.
- Search for the user that you want to add a meta data record for.
- Click on their name.
- Click on Edit Meta Data in the left-hand side bar.
- Click on the title of the record next to the plus sign.
- Add the required data and click Save.
To view user meta data for a group:
- Navigate to Admin > Manage Users.
- Click Manage User Meta Data from the collapsible left-hand sidebar.
- Set the required fields to reflect the information you want to view.
- Click Show Table.
- You'll see a list of all users and their existing records.
- This information can be exported as a csv.
To view all meta data for an individual:
- Navigate to Admin > Manage Users.
- Search for the required user and click on his/her name.
- Select Edit Meta Data from the User Management menu in the collapsible left-hand sidebar.
- You'll see a list of meta data records for the user.
- Users can view their user profiles by clicking on the profile icon located at the top right-hand corner of their browser.
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If meta data is required or logged for the user, they will see an Extended Profile tab.
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By clicking on this tab, users will see any meta data collected for them AND which is set to Public Viewable.
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At present, there is no interface for users to adjust these records about themselves.