Note: This is an add-on feature. Please contact Support to turn on the feature.
Enrollment Filter settings make it so that TouchPoint responses are only shown for the active Program enrollment period for a Participant/Entity.
Example:
A Participant is enrolled in a Program and has ten TouchPoint responses recorded over the course of their enrollment. The Participant is then dismissed from the Program and, if TouchPoint filtering is enabled, those ten TouchPoint responses will be hidden by default. After a period of time, the Participant is re-enrolled in the Program. At that point, the system will not display the ten TouchPoint responses by default, but they can be seen by any User that has access to responses from previous enrollment periods.
The new filter settings work for Participants and Entities but do not apply to Collection responses. In addition, when a Participant/Entity is enrolled in multiple Sites or Programs, responses will only be hidden for the Program that the Participant/Entity was dismissed from; all other responses will still be visible in the Site/Program where the Participant is still enrolled.
In-Depth Instructions
Step 1 – On the Navigation Bar, click Site Administration. Then select Manage TouchPoints.
Step 2 – Click the Enrollment Filter Settings button at the top of the page.
Step 3 – Select either the lowest User role allowed to access responses from previous enrollments OR the User types that are allowed to access responses from previous enrollments.
Selecting "Lowest user role" will allow for all User roles from the lowest selected all the way to Developer role to access the responses. Make your selection from the drop-down menu.
Selecting "following user types" will allow you to select roles from the Staff Types feeder table to allow access to previous enrollment responses. Click the Select button then check the boxes of the roles you would like to grant access to. Click the OK button.
Step 4 – Check the boxes next to all TouchPoints that should be filtered based on Program enrollments.
You can search and filter by TouchPoint name, subject type, or tag.
Step 5 – Click the "Save" button at the bottom of the page.
Now, if the User has the correct permission to view responses from previous enrollments, there will be an option on the View Participant TouchPoints and View Entity TouchPoints screens.
Quick-Reference Guide
Navigation Bar > Site Administration > Manage TouchPoints
Click the Enrollment Filter Settings button
Select either the lower User role OR the selected User types allowed to access responses from previous enrollments
If "lowest role," select from the drop-down menu.
If "selected User types," check the boxes next to the User types then click the OK button.
Check the boxes next to all TouchPoints that should be filtered based on Program enrollments.
Click the Save button