Admin - Add, Edit, Delete Agency Record (including adding existing records)

This process adds a new record or amends existing Agency information to the Go to Agency: drop-down list on the Welcome / Search page that is accessed when transferring an animal out to an agency or external shelter or rescue via the Agency Outgoing PC. 

Only users with administrative access can process this function. 

*NB: depending on local settings, Jurisdiction / Agency may be labelled differently, e.g. Council / Contract Council. For the purposes of this document, we will stick with Jurisdiction / Agency but be aware they are the same thing. 

*Groups will collect the jurisdiction/agencies together so you have the freedom to report on each individual area, but use fees common to all included within it. 

1. Click on the Administration link in the Orange Menu on the left-hand side of the screen.
2. Click on the Edit Drop Down Lists link.
3. Locate the Jurisdiction / Agency section. 
4. Click on the Maintain link to go to the Jurisdiction / Agency management page.

To Add a New Agency:

1. Click the +Create button at the top right of the Jurisdiction/Agency Maintenance page.
2. Enter the name of your new Agency or Jurisdiction into the Description text box.
3. Select the Functionality (Jurisdiction Only, Contract Agency or Jurisdiction and Contract Agency) from the drop-down box.
4. Select a Group* from the drop-down, or create one in the text box below.
   • The Group collects jurisdictions together, so if they all use the same fees (e.g. licencing/registration or citations) you need not duplicate them for each, you can simply use the group.
   • If the jurisdiction you are creating is stand-alone and does not require a group, then re-enter its name in the create a new group text box. 
5. If you selected "Jurisdiction only", click save now. This item will be available to use for addressing but will NOT appear in the Go to Agency dropdown. Otherwise, continue through the following steps.
6. If you selected "Contract Agency" or "Jurisdiction and Contract Agency", the page will expand to display Mailing Address, Contact Phone numbers and other information. Fill in all that is relevant.
   • Selecting either of these options will add this Agency to the Go to Agency dropdown on the Welcome / Search page. 
7. If the Jurisdiction/Agency licenses animals via your organisation and re-uses the same license tag numbers each year, check the box Issuer uses same License tag numbers each year
8. Click Save to finish.

 *This does not allow you to set the agency to use Shelter or Agency release fees for Reclaims. You will need to save it, then find it in the list and Edit to set the preferences for these fees. 

To Edit or Delete an existing Agency:

1. Use the filters and/or search box at the top of the page to locate the existing Agency information in the Jurisdiction / Contract Agency list. 
2. To delete, simply click the Deactivate button, then confirm. This will not delete the “Person” record if one exists, it will just remove the Agency from the Go to Agency drop-down and from the list of available Jurisdictions to select with addresses. 
   • NB: to reactivate if required, simply locate the required record and click the Reactivate button.
3. To change Functionality, click the Edit button.
4. If amending from Jurisdiction Only to Contract Agency or Jurisdiction and Contract Agency, the page will expand to display Mailing Address, Contact Phone numbers and other information. Fill in all that is relevant.
   • Selecting either of these options will add this Agency to the Go to Agency drop down on the Welcome / Search page.
5. If amending from Contract Agency or Jurisdiction and Contract Agency to Jurisdiction only, the page will open with full information displayed, and this information will disappear, leaving only the name of the Agency and the information “Jurisdiction Only” displayed. The linked person record is not deleted but will be "disconnected" so it no longer appears in the Go to Agency dropdown.
6. Click Save to finish.

 NOTE: if your site has been set to restrict access to updating agency records, this will be the ONLY way to make changes. The Update button will be missing from their Person Details page.

To Add an Existing Person to Agency Drop Down List:

1. Click on the Administration link in the Orange Menu on the left-hand side of the screen.
2. Click on the Add Existing Person to Agency Drop Down List link.
3. Enter the Person ID number if known or search for the existing record using the search fields provided.
4. Select the correct record from the resulting search return by clicking Create Agency link.
5. You will need to enter the name for the agency as it is to appear in the Go to Agency drop-down list.
6. The page will confirm the Agency has been added. 
7. Click Search in the left-hand menu to return to the Welcome / Search Page
8. Check the Go to Agency drop-down box – your agency will be listed there.