Linking and Exporting Records Cross-Module

This article explains how to Export and Link/Unlink clients/cases/properties etc between modules.

TABLE OF CONTENTS

• Linking
• Exporting
• How to Link 
• How to Unlink
• How to Export

Linking

Linking is the process of creating a link between two records, sometimes this can be within the same module or it can also be in different modules. The benefits of Linking include:

1. Easier to see at-a-glance which services the applicant/client is being assisted by e.g. Homelessness and Lettings
2. The linked records share a journal - for example HPA2 journal entries can be seen within Lettings
3. Its easy to navigate between the relevant links applications and records - as its all stored in a convenient place

Exporting

Exporting is the process of copying parts of a record in Module A and exporting it to Module B. For example, exporting a Homelessness Applicant onto the Housing Register (HPA2 to Lettings). The benefits of exporting include:

1. Time is saved, as data stored in Module A can be exported to Module B
2. A link between the two records (source and destination) is automatically created

How to Link 

Follow the below steps to Link two records together:

1. Click the "View and Edit linked clients" toolbar button
2. Click the relevant toolbar button to search for records within your chosen module
3. If no results automatically appear, search for the relevant record manually - otherwise choose one of the suggested matches
4. Click "Link"

Note: Where no matches are found during this process, you are also able to export the client outright by clicking "Create New..." 

How to Unlink

To be able to unlink records, the user needs the relevant permission:

1. Click "Settings", then "Users"
2. Find the user you want to grant the permission to. Click the "Permissions" tab
3. Tick the "Unlink Customers" permission and click "Save"

For guidance on how to unlink records, follow the steps below:

1. Click the "View and Edit linked clients" toolbar button
2. Then click "Remove all links to other clients"
3. Click "Yes" and confirmation should pop up on the screen. 

How to Export

Note: Before you export a record between modules, it is worthwhile checking to see if there is already a corresponding record within your desired module. For example, before exporting a Homelessness application from HPA2 to Lettings - check the Lettings module to see if the client already has an application - and link it instead of exporting. 

Follow the below steps to export a record between modules:

1. Click the "Export this client to another module" toolbar button
2. Choose the relevant module
3. Click "Create New..."

Did you know: The export process automatically creates a link between your source record and destination record.