Codes used by your organization will change as the needs of your organization change. You can add codes to any of your code files.
To add a new code:
Click a module tab.
Click the Codes submenu link.
Click in the Search Code File for field and select the code file to which you want to add a code. For example, select Affiliation to add an affiliation code.
Click the Go button to display the selected code list. Note: The number and order in which the codes appear is set in your People user Preferences.
Select the Add Code action to go to the Add Code page.
Type information in code fields.
Select the Save and Close action when you’re finished to save the code to return to the Codes page.
When you select a code file, IQ displays all codes in that file. Use the scroll bar or the arrow keys to move through the codes. To display only active codes, select the Show Active action; to display only archived codes, select the Show Archived action; to display both active and archived codes, select the Show All action.
By default, codes are sorted by their ID. To re-sort by another field, click the column heading for that field. Select the Status Log action to view the history of changes made to the codes in the selected code file.
The Add Code page contains two panels Code and Status Log. The Code panel provides fields for adding a new code to a code file. The available fields vary for each code file. Three of the following fields (ID, Translation, and Archive) are available for all codes: ID, Translation, Archive, Popup Message, User, City, State, ZIP Code, Precinct, County, District, Category, Default Processing Time, Attach Agency Contacts, Webform Staff Assignment and Close Flag. The Status Log panel contains the date and time the code was added or updated along with the user who performed the action.
The ID identifies the code. Type the ID of the code that you want to create in this field. You may not use an apostrophe in the ID. If you are creating a Position Based Issue Code, the ID may not end with .P, .C or .N. For CSZ codes, the ID is usually the ZIP Code. However you may use another coding structure to identify a city and its corresponding state, ZIP Code, and related information.
The translation provides detail about the code. Some code translations appear in the drop-down list for the field. The translation is a required field.
The Archive check box lets you archive a code that is no longer used. Once you have archived a code, you can no longer enter that code into a field. Select the Archive check box to archive a code. Clear the check box to de-archive the code and make it active.
Popup messages are available only for affiliation codes. When you type a message in the Popup Message field on the Affiliation Code record page, that message appears in red in the Mail, People and Workflow modules whenever the associated People record is displayed. You might want to use this feature, for example, for VIP codes or for correspondents who otherwise require special attention.
You can exclude records with popup codes from targeted mailings. For example, if you create a popup code to assign to the records of people who are deceased but whose records you want to keep, you can exclude these records from the mailing. In addition, you can prevent mail from being added, printed or emailed for People records which contain a NO MAIL ALLOWED affiliation code.
The User field is available only for Issue codes. It lets you attach the name of the staff member responsible for the issue area to the code. When you select an Issue code in a Mail record, the user name associated with that code is automatically entered into the Assigned To field. Click the lookup icon to display and select a user name from a list of users for All Departments. Note: When the status of a User record is changed from Active to Suspended, IQ notifies you if the user is associated with any Issue codes and provide the option to transfer those codes to another active IQ user.
The City field is available only for CSZ codes. Enter the name of the city as you want it to appear in the City field of a People record.
The State field is available only for CSZ codes. Click the search icon next to this field and select a state from the list that appears.
The ZIP Code field is available only for CSZ codes. Type the five-digit ZIP Code for the CSZ code.
Type the four-digit extension for the ZIP Code.
The Precinct field is available only for CSZ codes. Type the precinct for this CSZ code. This is an optional field.
The County field is available only for CSZ codes. Type the county for the CSZ code. The county must be in the County code file before you can enter it in this field. Click in the County field and select a county from the list that appears.
The District field is available only for CSZ codes. Type the Congressional district for this CSZ code. Use the XXnn format, where XX is the two-letter state code and nn is the two-digit district number, for example, NJ01.
The Category field is available for Workflow Codes. Enter a workflow category if you want to link the workflow code to it. When a code is linked to a category, you can assign contacts and letters to a category; the contacts and letters are automatically assigned to all workflow codes linked to that category. Click the search icon next to the Category field and select a category from the list that appears to enter it in the field. The Category field is also available for Workflow Status Codes. This allows you to identify which Status codes should appear for each workflow template so that when you close, for example an Academy workflow, the Close Status list only contains the codes that are associated with the Academy template.
The Default Processing Time field is available only for Workflow codes. This field lets you establish a default workflow due date for workflows with a particular code. For example, you might want all "immigration" workflows to have a default due date of 90 days. In that case, you would enter 90 in the Default Processing Time field for the Immigration workflow code. When you enter this code in a new workflow, IQ enters a workflow due date of 90 days from the current date. Note: The due date will be based on business days (no weekends or holidays) if Use Business Days to Compute Due Dates is set to Yes in your IQ System Configuration Settings.
It's also important to note that the default processing time works in conjunction with the Relative Due Date set for a workflow template. The relative due date must be 0 Days. If a relative due date of anything other than 0 is entered, the default processing time will not be used for workflows using that template.
The Attach Agency Contacts check box is available only for Workflow Codes. Select this if you would like all of the agency contacts assigned to the workflow code to automatically be attached to associated workflow records. The attached agency contacts will appear on the People and Contacts panels of the workflow record with a check mark in the Agcy and Attached columns. If you do not select this option, the agency contacts associated with the workflow code will only appear on the Contacts panel as possible agency contacts and will not be attached until you manually attach them or send mail.
The Webform Staff Assignment field is available for Workflow Codes. When this field is populated, IQ will assign the newly created Workflow record to the user selected in this field, if the incoming workflow webform email contains the workflow code. Note: If the incoming workflow email contains more than one non-archived workflow code, the Workflow record will be queued to each user associated with each workflow code. If users are found by this process, then the IMA Queued Users and Workflow Template Managers will be ignored.
This check box is available for Workflow Status codes. When you select this check box, you identify this status code as a "closed" code. That makes it available for selection when you close a workflow. Examples of closed status codes might be "Closed Favorably," "Closed Unfavorably," "Inactive," and so forth.
Select this check box for any status code you want to identify as a "closed" code. If you do not select the check box, the code is considered an "open" code. This flag is also used to identify open and closed workflows during a search.