The Add/Edit Field Values screen is accessed via Admin > Admin Options.
In this section you will learn:
Administrators are required to learn how to use Field Values. If there are changes that need to be made to the drop down lists in PetPoint, please contact your group’s administrator.
This screen is used to setup and customize the many drop-down lists within PetPoint. Examples include: Associations, Animal Age Group, and Locations/Sublocations.
In order to standardize much of the data entered by users as well as provide each organization the ability to customize PetPoint for their operations, PetPoint contains over 100 drop-down lists, called Customer Field Values, that can be customized by your Administrator. Some of the choices are system-defined (Not Customer Value) and cannot be edited or deleted. However, the Customer Field Values imported are suggestions and can be edited or deleted.
Many of the Field Value Lists
in PetPoint have already been pre-populated with choices, using suggestions
gathered from the hundreds of organizations in the US and Canada who are
already using PetPoint. Please see Imported_Field_Values_SMS.xls
or Imported_Field_Values_Lite.xls,
depending on which version of PetPoint you have licensed, for a complete
list of the choices we have imported for you.
You will also want to take some time to go over imports we have almost ready for you, in the Exam Setup Tables_SMS.xls or Exam_Setup_Tables_Lite.xls, and the various other configuration worksheets available. This can be very helpful if you plan on using the Care Exam portion of PetPoint and can help you get a large number of items in your database at once.
We strongly
recommend that you review the choices that have been pre-populated PRIOR
entering your animals into PetPoint so that the lists provide the data
entry choices & statistical reporting your organization needs.
In addition, there are several field values which are empty when you first receive your database to which you must add choices before you will be able to do any Intakes in PetPoint. The field values you must configure are listed in the table below.
How to Use the Add/Edit Field Value Screen
1. Select a Field Value to modify from the Customer Fields drop down.
2. To add a new Customer Field, fill in the Field Value & Order
Number fields at the bottom of the screen as needed and click the Add button.
3. To modify an existing Customer Field, select it from the grid. Make changes to the Field Value / Order Number / Deleted / Default fields at the bottom of the screen as needed and click the Update button.
As long as a specific field value is not currently being used, if you wish to delete it from the list you can do so easily. Not Customer Values cannot be deleted, but any customer value whether it was entered when you received your database or by one of your staff can be deleted and removed.
Field Values and Order Numbers
Field Value: Enter the text you want to appear in the drop-down menu.
Order Number: Enter a whole number in this field (zero or higher) to control the sorting of the choices in a Field Value list. By default, all choices sort alphabetically (descending) within each order number. If the sort order doesn't matter to you, we suggest using “1” for all choices. This way, if you change your mind and want a particular choice at the top of a list, you can later assign it order “0”.
Default: Check this box to have PetPoint “pre-select” a choice from the Field Value drop down menu for the user. The user can still select a different choice, but this can save data entry time in situations where there is only one choice in the list OR the particular choice is the most frequent choice (ie – “Intake Room” for Location, “New Arrival” for Stage).
Deleted: Check this box to delete an existing Field Value. After checking the box and clicking the Update button, the Field Value will no longer appear in the list.
IMPORTANT
TIP: IF YOU MAKE CHANGES TO YOUR FIELD VALUES, IT IS IMPORTANT THAT YOU
SIGN OUT OF PETPOINT AND THEN SIGN BACK IN, ESSENTIALLY RELOADING THE
PROGRAM, IN ORDER FOR THE UPDATED FIELD VALUES TO SHOW UP IN THE DROP-DOWN
MENUS THAT YOU RECENTLY CHANGED. ANY USER ACCESSING THE DATABASE
WILL NEED TO DO THIS TO VIEW THE UPDATES.
Additionally, based on the specific Customer Field you are working with, you can have the following features included on your lists.
Group: If a Field Value is part of a Group, the Group drop down below the Customer Fields drop down will NOT be grayed out. Select a choice from the Group drop down in order to add or modify Customer Field Values:
Default Date: If a date section is included for a Field Value list, there will be an additional date to record, such as a review date or emancipation date, in the same area as the Field Value you are choosing. Administrators can set up a Default Date, which has the ability to auto calculate a specific date.
Web Login /
Is Danger/Do Not Adopt?: An additional set of check boxes may
appear when choosing to edit certain field values. Each of the “Not
Customer Value” Associations has web login rights, so that any person
record with those Associations automatically is a potential user. You
may add your own Customer Values to the Associations list and specify
that your Associations should have web login rights as well.
Another option found in the Association screen is the "is Danger?" checkbox. You can have a red Danger graphic appear in the Person Search boxes when a person with a certain Association appears. If you have an Association of Dangerous, it would be beneficial to enable this feature to visually alert your users when this person comes up in a search.
Finally, you can block someone from being able to adopt an animal by their association by checking the Do Not Adopt checkbox. The Do Not Adopt association already has this feature enabled.
Site Name: If you have setup Multi-Sites within PetPoint, you will need to specify a Site Name for certain Field Values (ie - Location & Cash Drawer):
It is important if you have sites to designate them on the Add/Edit Site Info page prior to making heavy duty changes with your field values. In many field values related to money, inventory and receipts, site is a required field.
Petango Associated Value: Several Field Values contain a field for “mapping” the choices you have setup in PetPoint to corresponding choices Petfinder uses. Please see How to enable PetPoint Adoptable Animal Exports for detailed instructions on this feature.
Special Alert Memos: On any person or animal memo subtypes, whether pre populated or created by an administrator, you have the option to choose that it is a special alert memo. For special alerts, when searching for and selecting the person or animal record, a pop up will appear with the memo text on it. Read more about memos here.
The following Field Values are required fields that have NOT been customized for you.
You will need to customize these Field Value lists prior to entering any animal records into PetPoint.
Field Value |
Where Used |
Required Field? |
Definition / Example |
Cash Drawer |
- Receipt |
Yes |
List the various points of collection for money. At least one Cash Drawer is required for all Receipts. Examples: Mail-In, Receiving Desk, Adoptions. |
Jurisdictions |
- Intake - Outcome - CASE |
Yes |
The geographical areas that you get animals from. Examples would be cities, counties, or states that you typically get animals from. Note: This is not the Agency you get an animal from! |
Locations |
- Intake - Outcome - Edit Stage / Location |
Yes |
Indicate all areas where you house animals within your organization. For shelters, list the rooms within your buildings. For rescue groups, create a single location called “foster homes.” Also include any other offsite locations you may house animals, such as boarding kennels, vet hospitals, pet stores, etc. If you have animals being housed at a PETsMART store or other off-site adoption location, list these as well. |
Field Values – Pre-populated Setup
The following Customer Field Values have been “pre-populated” with choices commonly used by the organizations that have already configured PetPoint. You are welcome to edit any of the choices we have provided.
Field Value |
Where Used |
Required Field? |
Definition / Example |
Agency Memo Type |
- Agency Memo |
Yes |
Categorizes the notes you can make on an Agency. |
Agency Memo Subtype |
- Agency Memo |
No |
Further categorizes the notes you can make on an Agency. Each Agency Memo Type created can have one or more sub-types. |
Agency Type |
- Edit Agency |
Yes |
Classifies the agencies you work with into the kinds of agencies they are. |
Animal Age Group |
- Edit Animal |
Yes |
Groups animals into Age Categories. |
Animal Stage |
- Stage - Intake |
Yes |
Used to track the movement of animals through the shelter / rescue. |
Animal Memo Type |
- Animal Memo |
Yes |
Categorizes the notes you can make on an Animal. |
Animal Memo Subtype |
- Animal Memo |
No |
Further categorizes the notes you can make on an Animal. Each Animal Memo Type created can have one or more sub-types. |
Associations |
- Edit Person |
Yes |
Indicate how each person in the database is “associated with” or “related to” your organization. |
Behavior Category |
- Care Behavior |
Yes* |
Groups all of your behavior tests into categories, such as a particular behavior assessment program. |
Behavior Test |
- Care Behavior |
Yes* |
Tests you perform in order to evaluate an animal for adoption. These are sub-types or sub-categories of the Field Value Group “Behavior Category”. |
Behavior Result |
- Care Behavior |
Yes* |
Results for each behavior test. These are sub-types or sub-categories of the Field Value Group “Behavior Test”. |
Bitten Status |
- Edit Animal |
Yes |
Used to note whether or not an animals has bitten someone or another animal. |
Foster Reason |
- Foster Pending |
Yes* |
Reasons an animal is sent to foster care. |
Hold Reason |
- Hold - Intake |
Yes* |
Reasons why an animal would be placed on hold. Any holds on an animal must be released in order to process an Outcome on the animal. |
Intake Conditions |
- Intake |
Yes |
Describes the general physical condition of the animal at the time of intake. |
Intake Reasons |
- Owner Surrender - Return - Transfer |
Yes |
Detailed reasons for surrendering, returning, or transferring an animal into your organization. These can be general or detailed depending on your need for statistical reporting. |
Operation Subtype |
- Intake - Outcome |
Yes |
An “Operation” in PetPoint refers to a procedure such as animal intake, animal adoption, return to owner, etc. Incoming & Outgoing animals are already categorized by Intake / Outcome Types (Owner Surrender, Stray, Return, etc.). The Operation Sub-Type field allows you to further classify each Intake & Outcome Type. |
Person Memo Type |
- Person Memo |
Yes* |
Categorizes the notes you can make on an Person. |
Person Memo Subtype |
- Person Memo |
No |
Further categorizes the notes you can make on a Person. Each Person Memo Type created can have one or more sub-types. |
Pet ID Type |
- Pet ID |
Yes* |
Forms of ID an animal can have besides a Microchip. TIP: If your shelter uses its own pre-stamped tags or numbering system, create a Tag Type for the system you use. |
Refund Reason |
- Equipment Rental |
Yes* |
List all equipment you rent or loan out, such as live traps, carriers, cages, etc. |
Source |
- Owner Surrender - Return - Transfer In |
Yes |
Sources where the owner or transferring agency originally obtained the animal. |
Spay Neuter Waiver Reasons |
- Care Spay/Neuter |
Yes* |
Reasons you may release an animal without it being spayed / neutered. |
* = Required field for the screen(s) listed. The screens themselves are optional. |
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The following field value setup should be done prior to beginning Inventory Setup.
Inventory Change Reason - You will want to add any reason you may want to choose as to why inventory is being changed. Is used to indicate why inventory is being changed manually. This is to indicate reasons that you might make manual changes, such as “theft,” “damaged product,” etc. There are several PetPoint defined reasons, such as item deleted, received, sold, refunded, etc. Those can’t be changed, but you can add additional choices if necessary.
Item Category - Assign a further category to the item, in regards to its type. Useful in searching for or predefining this item. Think of it as Item Sub Type. (example - item may be a Retail Sales item sold at fund raising events like a t-shirt or leash. Category would be Special Event. Other categories may be: Food & Treats, Grooming, Toys, Clinic.)
Manufacturer - Where or with what company your items are manufactured.
Package Type - What type of package you receive with this item. (example - bottle, box, case, tray, tube, unit, bag)
Last
updated for SMS & Lite June 22, 2009 - Melissa Wainscott
http://sms.petpoint.com/help/add_edit_field_value.htm