Field Codes

Content 

  • Introduction
  • 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
  • Using Field Codes in Custom Forms

Introduction

This article is meant to assist you with utilizing field codes in extendedReach. 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. 

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, case narratives, and custom forms in the extendedReach system. Field codes can populate information such as client names, treatment goals, caseworker information, and more! 

Field codes are organized by “Type”, “Code”, “Description”, and “Field”.

  • Type – This is where the data come from. (For example: 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

For ease of use, you can click on the “Excel” button to export the of Field Codes for your agency. Within this export view, you can either print it or search for codes. 

Image: Organization Settings: Field Codes Excel Screen

Adding Field Codes

Each code should be placed snugly (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

Template Configuration

When adding field codes to Word documents, you will want to always use "File - Use Field Codes" as the template type. Click on the paperclip icon to attach the document. 

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

Template Configuration

When adding field codes to case narratives, you will want to select "Text - Use Field Codes" as the template type. Check the box next to This narrative format is mandatory if this format is required when workers make case notes in this Activity Type. 

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

Using Field Codes in Custom Forms

When using custom forms, you can have information populate using the field codes. To do so, place the field code in the Default setting of a particular field. 

Image: Field Code Value in Custom Form

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