Using Short Codes for Clients

Short codes are small snippets that perform search-and-replace operations throughout the platform. They are designed to streamline report creation and promote data reuse, saving time and ensuring consistency across reports. Short codes can be utilized within report narratives and finding's rich-text fields to automate specific tasks and provide standardized content.

Short codes can simplify report creation by eliminating the need to modify repetitive or common content sections manually. Users can define code snippets once and reuse them across multiple reports, saving time and ensuring consistency by applying the same language, formatting, or information throughout different reports.

Administrators handle creating and managing short codes. Short codes must have been previously set up by an admin.

Short codes can be applied at the client level to all reports related to that client. However, they can also be inserted at the report level if they are relevant only to a specific report.

Adding Short Codes

Step 1: From the Clients module home page, click View under the "Actions" menu for the impacted client to reach the Details tab.

Step 2: Click Edit Client Information.

Step 3: At the bottom of the modal, click Add Custom Field.

Step 4: In the first box on the left, enter the label value corresponding to the appropriate short code and insert the text value that will replace the short code in the second box on the right.

The "Value" box value will replace the short code (i.e., %%LOCATION%%) whenever found in the report's narratives or finding's rich-text fields.

The "Label" box value must be in the list of tenant short codes and set to "Client Field" for Source.

The Custom Field label links the short code to the value (text data) to replace it. For example:

• Label: Location

• Value: Boise

• Short Code: %%Location%%

Short Codes used in a report always begin and end with %% and have underscores rather than spaces.

Step 5: Click Submit when finished.

Step 6: Use the short code in any report narrative or findings rich-text field for the client.

Step 7: From the Narrative tab of the report, click Search & Replace at the top right of the page.

Step 8: A modal appears. Click Replace Short Codes to replace all short codes in the report with their corresponding text data.

Step 9: Click Confirm.

After a few minutes, a confirmation message will appear.

Step 10: Validate that the change(s) occurred as desired.

If unsuccessful, ask an admin to verify the short code was set up correctly in the Admin Dashboard.