How can I report on intakes by jurisdiction?

  • Updated

A Jurisdiction field is available for all intake forms to help you easily track where your animals are coming from! Just follow the steps below to enable this feature for your team. We have also included important information on making this transition if you are currently using other fields to track jurisdiction. If you have any questions or need help getting started, please reach out to us at help@shelterluv.com.

 

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Step 1: Set up your jurisdictions

You can add, edit, and delete jurisdictions under Configuration > General Shelter > Intake and Outcome > Jurisdictions. They will be displayed on intake forms in the same order they were added.

Note: If you are using the Field Services module, the Jurisdiction list there is separate and you will still need to configure your jurisdiction list on the Shelterluv side. (This is because the jurisdictions covered by your field officers may be different from the jurisdictions that you accept intakes from.)

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Step 2: Enable on intake forms

For each intake type that you need to track jurisdiction for, you can enable this field under Configuration > General Shelter > Intake and Outcome > Intake Forms. It is hidden by default so you will need to make it visible; you can also make it a mandatory field and drag it to a new spot on the intake form. (By default it is at the bottom of the "Intake Information" section for most forms; on the Feral/Wildlife intake form, it is at the bottom of the "Biology" section.)

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Step 3: Transition to using the new field

IMPORTANT - if you currently use subtypes or attributes to track jurisdiction, please read this before editing/deleting those subtypes or attributes

 

Make the change at the beginning of the month:

To ensure clean reporting, we recommend that you continue to use your current method of tracking intake jurisdictions (whether that's through an attribute, subtype, or something else) until the end of the current month and then switch to using the new Jurisdiction field exclusively starting on the 1st of the next month.

 

If you are currently using attributes to track jurisdictions:

  • If you need the attribute for any reason aside from tracking intake jurisdictions, do not delete it. Deleting an animal or person attribute will remove it completely from all animals/people who have that attribute, which means it will no longer show up in reporting either. 
  • If you do plan to delete jurisdiction attributes:
    • On or after the 1st of the month, please pull all the intake/outcome reports you need up to the end of the previous month and store them somewhere safe and accessible to all team members who will need them. Be sure to include the attribute field(s) as columns. 
    • Clean up your attributes (as needed) in Configuration after you have saved all the necessary reports.

If you are currently using subtypes to track jurisdictions:

  • On or after the 1st of the month, please pull all the intake/outcome reports you need up to the end of the previous month and store them somewhere safe and accessible to all team members who will need them.
  • Editing or deleting subtypes does not retroactively change any reporting; however, once a subtype is no longer configured, you will not be able to use it as a rule on custom events intake/outcome reports.
  • Clean up your subtypes (as needed) in Configuration after you have saved all the necessary reports.

Reporting

"Jurisdiction" is available as a rule and column on the Custom Events Intake and Custom Events Outcome reports.

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Adding to past events (including outcomes)

You are able to add/edit jurisdictions to both past intake and outcome events directly on the animal record (as long as the animal's last event was not a transfer outcome).

  1. Navigate to History > Visits
  2. Put the record into Edit Mode
  3. Click on the Jurisdiction field to update it to a new value

Note: We do not recommend trying to manually update this for all past intakes and outcomes; instead please see Step 3 above for tips on making the transition and using past reports for historical data.

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If you have any questions or need help getting started, please reach out to us at help@shelterluv.com.