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Using the Automated Verification Tool

The Automatic Resource Verification tool is a powerful tool used to update and maintain your Resource database. You can create any number of custom Verification Requests, to update large groups of Resources (up to 1,000 records at a time), or only specific records that need to be reviewed. Your Resource Contacts, or Verifiers, receive an email, with a link requesting them to review their information and submit any changes. They are able to work on the update over multiple sessions, and can submit their changes to you for approval when ready.

How to Create an Automatic Verification Request:

1. Log on to iCarol, using an account with Resource Editor privileges.

2. Click on Resources from the left menu, then to the right of the Geographic Filters choose “Verify” which will change the page to allow you to create a request.

automated verification of resources

3. Choose the automated verification request method (see explanation below) that best meets your needs.

4. Create search query/find the records you wish to include in the automated verification request. Here are some examples:

  • Find all Resources with a specific Taxonomy term. eg. “Suicide Issues”, “General Counselling”, “Homeless meals”, “Homeless people”, etc.
  • Find all Resources with a specific Keyword/Category term eg. “Meals”, “Income Tax”, etc.
  • Find all Resources that have a specific word in their Resource Name. eg. “Meal”, “Counselling”, “Mental Health”, etc.
  • Find all Resources that have a specific word or phrase in any field on the Resource Record. eg. “Low income”, “form filling”, etc.
  • Find all Resources that have a Custom Field Value chosen. eg. “Update Quarter”, “Update Month”, etc.

5. Apply any additional filters to the request, such as including only Agency or Program Records, Geographic Restrictions, or Resources that have not been updated within a specific time frame. Once you have applied all the filters you wish to the search, click the Search button. You will be presented with a list of resources that meet your search criteria. Here is what the list will look like:

Verification search results

6. Deselect any resources you do not want to send in the request by unchecking them. Please note, as soon as one Resource record is deselected, Setup Method 2 will apply to the automated verification request (see below).

7. Click “Start a verification request with these search results” to configure the automated verification settings.

Note: Only one query can be used per automated verification request. If you want to send a request to all Resources with “Meal”, or “Food” in their name, you will have to create two separate requests, unless you can find a search query that will include records in both searches. This is an example of where Custom Fields may be an option.

Setup Methods for the Automated Verification Request:

Method 1: Preform a search, and create the automated verification request from ALL listed/found resources. As soon as you deselect any displayed Resource, you are now using Method 2. Important to note, the query you use to create a Method 1 automated verification request will be saved, and repeated at the time the request is actually sent. If any changes happen to your Resources between the initial creation of the automated verification request, and when it is sent, all records that are found in the same query will be sent.

Use example: On Monday, you decide to send an automated verification request to all resources that have a “Suicide Issue” term applied. However, you end up busy and unable to send the automated verification request that day, and decide to delay sending it, until Friday. In the meantime, you or other team members have added a new service, and updated the taxonomy/category of other services, with the “Suicide Issue” term. When the automated verification request is sent on Friday, all records that match the initial query will be included, including those that were not included when the automated verification request was first created on Monday.

Method 2: Perform a search, and deselect/select only the specific resources that you want to contact.

Use example: You receive a complaint that an agency “Fruit Rescue Coop” is no longer running. You want to send an automated verification request to just this agency to inquire about the status of their programs.

Explaining the Automated Verification Request Email Settings:

AVR Settings

Setting 1 tells the automated verification request what email address to send the request “From”. You can choose to use the iCarol default (which a verifier cannot reply too), or to setup your own “From” email address by contacting iCarol Support. Please note that verifiers are only able to reply to a verification request to you directly, if you setup your own “From” email address.

Setting 2 tells the automated verification request what template you want to use when sending the request. You can setup multiple templates with custom phrasing for your verification requests by using the “Create and edit email templates” link at the top of the automated verification request page.

Setting 3 tells the automated verification request in what order to look for email addresses. The default is “Main Contact” first, “Senior Worker” second, “Last Verified By” third, and “General Email” fourth – however, you can customize this to any order that you prefer. When the automated verification request is sent, it will look into each of these fields, in the order you specify, to determine where to send the request.

Setting 4 tells the automated verification request what records to include in the request. This setting modifies the initial request creation method.

  • To all the Agency’s child records” no matter which setup method you choose for the automated verification request, ALL the agency’s records will be included in the request, even if they do not match the initial query in method 1.
  • To child records only that match the search criteria above” will expand the initial search, to include the resources that match the query in the first method of setting up the automated verification request.

Setting 5 tells the automated verification request what emails to look at to send the request, and if one does not exist, which email to use instead.

  • Ignore the parent Agency, just use whatever email is found in each Program or Site” tells the automated verification request to ignore the Agency (Parent) record, and to use what is found in the Program or Site record (Child records), in the order specified in Setting 3. If no email is found, the record will not be sent.
  • If no email address is found in a Program or Site, then try to find one in it’s parent Agency” This is a good option for when Programs may or may not have their own contacts. The automated verification request will look for an email address in the Program or Site records (Child records), in the order specified in Setting 3.
  • Only use email addresses from the parent Agency, not from the Program or Site” tells the automated verification request to ignore any emails found in the Program or Site records (Child records) and to send all records to the Agency (Parent) record, in the order specified in Setting 3.

Setting 6 tells the automated verification request how to include ProgramAtSite records, if they exist in the request (a combination of Setup Method, and Setting 4). If they exist, they are sent either “merged” or “separately”.

  • “Merged” – “Program Contacts” tells the automated verification request to merge ProgramAtSites with the attached Program. Verifiers can confirm/remove which sites are linked to the Program, and can provide general notes about the changes. Setting 5 and Setting 3 then determine which email to send the merged record too.
  • “Separately” – “ProgramAtSite Contact if one exists, otherwise program contact” tells the automated verification request to include the ProgramAtSite records separately. The automated verification request then looks at Setting 5 and Setting 3 to determine which email to send the separate record too. Note: The ProgramAtSite record exists independent from the Program, and may, depending on Setting 5, and if an email exists in the ProgramAtSite record, be sent alone, with an Agency Record and/or with a Program record.

If your organization wishes to use this feature, or if you have any additional questions on how to use it, please submit a case to the iCarol Support Team via the online case submission tool.

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