Custom entity types and subtypes can be further created and categorized by this feature. Further dividing entities by subtype can be very helpful if your organizations has a large pool of entities within a type. For example, if a program contains 200 service providers, it would be much easier to select the entity from the subtype of food pantry service providers, which contains 15 entities.

Each entity type may be broken into as many subtypes as necessary. Note that subtypes are consistent across the entire site (or enterprise) and are in no way linked to the selected program.

For security reasons, only Enterprise Managers and above can add custom entity types. Site Managers and above can enable or disable entity types as well as require sub-types for both standard and custom entity types. In addition, Site Managers and above can set the lowest role that is able to add or edit an entity of a specific sub-type.

Video Demo

In-Depth Instructions

Step 1 – On the navigation bar, click Site Administration. Then select Manage Entity Types/Subtypes.

You will see the following options: 

  1. Show Disabled - Check this box to show disabled entity types.
  2. +Add New Entity Type - Click on this box to add a new custom entity type (more info below).
  3. Name - You can search and filter by entity type name.
  4. Toggle - Click this toggle to see the subtypes for the selected entity type.
  5. Type - This is either standard (comes with the software) or custom (user-created).
  6. Subtype Required - Indicates if a subtype is required when using this entity type.
  7. Status - Either enabled or disabled. Disabled types will only show if the Show Disabled box is checked.
  8. Action - Click the Edit button to edit a type/subtype.
  9. +Add New Subtype - Click on this box to add a new custom entity subtype (more info below).
  10. You can search and filter subtypes by name and lowest role that can add/edit entity.
  11. Lowest Role that can Add/Edit Entity - This is the lowest role that can add or edit an entity of this specific type/subtype.
  12. Enterprise Level - Signifies if the sub-type is enterprise-wide.

Step 2– To create a new custom entity type, click the +Add New Entity Type at the top of the page.

Step 3 – Give the new custom entity type a name, decide if a subtype is required (if yes, check the box), and decide if the type should be disabled (if yes, check the box). Click the Save button to save any changes.

Step 4 – To create a new entity subtype, expand the entity type where you would like to add the subtype.

Step 5 – Click the +Add New Subtype button.

Step 6 – Give the new subtype a name, select the lowest role that will be allowed to add/edit an entity of this subtype from the drop-down, decide if the subtype should be available across the enterprise (if yes, check the box), and decide if the subtype should be disabled (if yes, check the box). Click the Save button to save any changes.

Summary

Here are some examples of subtypes for each entity type:

  • Businesses: Strategic Partner, CBO, Current or Prospective Partner
  • Education Institution: Elementary School, High School
  • Employer: Active, Inactive, Industry/Sector
  • Participant Funding Source: Foundation, Corporate, Individual
  • Individuals: Mentors, Board Members, Tutors, Staff
  • Referral Source: Public Agency, CBO
  • Service Providers: Health, Food Assistance, Shelter

Many of these types populate specific drop-down boxes in the software, such as:

  • Education Institution: Populates a drop-down in Add Education History and Update Education History under Participant History on the navigation bar. Also an option on Add Referral screen.
  • Employer: Populates a drop-down in Add Employment Record and Update Employment Record under Participant History on the navigation bar. Also option on the Add Referral screen.
  • Funding Source: Populates a Standard Demographic drop-down in the Add New Participant and View/Edit Participant screens under Participants on the navigation bar. Can be disabled from the Manage Demographics screen.
  • Referral Source: Populates a Standard Demographic drop-down in the Add New Participant and View/Edit Participant screens under Participants on the navigation bar. Can be disabled from Manage Demographics screen.
  • Service Providers: Populates a drop-down in Add Referral and View/Edit Referrals under Record Efforts on the navigation bar.

Subtypes can be used to further define entities in several different features:

  • Demographic Entity Cross-Reference: This is a type of demographic that automatically populates a list with entities defined by a specific type and sub-type.
  • Attribute Entity Cross-Reference: This is a type of attribute that automatically populates a list with entities defined by a specific type and sub-type.
  • Assessments element Entity Cross-Reference: This is a type of assessment element that automatically populates a list with entities defined by a specific type and sub-type.
  • Referrals: The Add Referral feature can be set (from the Manage Programs feature) so that the list of entities is further defined by sub-type within each type.

Quick-Reference Guide

  1. Navigation Bar > Site Administration > Manage Entity Types/Subtypes
  2. Show disabled entity types by checking the Show Disabled box
  3. Expand an entity types to see the subtypes by clicking on the toggle
  4. Edit a type/subtype by clicking the edit button in the Action column
  5. Add a new entity type by clicking the +Add New Entity Type at the top of the page
  6. Give the new entity type a name
  7. Decide if a subtype is required
  8. Decide if the entity type is disabled
  9. Click the Save button
  10. Add a new subtype by clicking the +Add New Subtype button under the entity type where you want the subtype to be
  11. Give the new subtype a name
  12. Select the lowest role allowed to add/edit an entity of this subtype from the drop-down
  13. Select if the subtype populates across the enterprise
  14. Select if the subtype is disabled
  15. Click the Save button
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