HOW TO: Add, Update, Delete and Search for Agency/Chapter Information Objective: Users with Add/Edit Agency privileges (Level 4) can use the National Shelter System to add new, update existing, and delete Agency/Chapter information. Every shelter must be affiliated with an Agency Profile. The profile can be flagged to indicate that it is either an Agency or Chapter (sub-agency). Add Agency/Chapter 1. Log in, or click the Home tab to return to the Home page. 2. Click the Search link and then choose Agency Search. A search is required before an agency can be added to ensure that a duplicate entry is not created. 3. The Search for Agency Record screen will display. Enter your search criteria then click the Search button. If your search does not return the expected results, try searching again using different parameters. 4. Once you have confirmed that you are not duplicating an existing record, click the Add Agency link in the left navigation menu. 5. The Agency Add screen will display. Shown below is a portion of the screen. National Shelter System “How-To” Documentation Agency Management (v3.1) 1 1/7/2009 6. Enter as much information as possible for the new agency/chapter by typing in the fields provided. The following fields are particularly important: a. Agency Name b. County/Parish c. Physical or Mailing Address d. Email Address and any point of contact information that will be helpful. 7. If this is a chapter, be sure to check the box next to the Chapter field: 8. Click the Save Record button. A screen will display confirming that the record was added successfully. 9. If you are done entering new agencies, close the window. Or, click the Add Another Agency button to enter another record. National Shelter System “How-To” Documentation Agency Management (v3.1) 2 1/7/2009 Update Existing Agency/Chapter 1. Log in, or click the Home tab to return to the Home page. 2. Click the Search link and then choose Agency Search. 3. The Search for an Agency Record screen will display. Enter your search criteria then click the Search button. If your search does not return the expected results, try searching again using different parameters. 4. If the agency/chapter you are looking for is displayed, update it by clicking directly on the Agency Name link. 5. The Agency Edit screen will display. Shown below is a portion of the screen. 6. Enter the new agency/chapter information and click the Save Record button. A screen will display confirming that the record was successfully edited. 7. If you are done editing the agency information, close the window. Or, click the Edit Another Record button to update another agency. National Shelter System “How-To” Documentation Agency Management (v3.1) 3 1/7/2009 Delete Existing Agency/Chapter 1. Log in, or click the Home tab to return to the Home page. 2. Click the Search link and then choose Agency Search. 3. The Search for Agency Record screen will display. Enter your search criteria then click the Search button. If your search does not return the expected results, try searching again using different parameters. 4. If the agency/chapter you are looking for is displayed, click the Agency Name link. 5. The Agency Edit screen will display. Shown below is a portion of the screen. National Shelter System “How-To” Documentation Agency Management (v3.1) 4 1/7/2009 6. Click the Delete Record button. Shown below is an example screen. Note: If shelters are affiliated with the agency that is being deleted, you will not be able to delete the agency from the system. 7. The caution screen will alert you if there are any programs, services, users, or shelters associated with the agency being deleted. Click the DELETE link to delete the agency/chapter. National Shelter System “How-To” Documentation Agency Management (v3.1) 5 1/7/2009 8. A screen will display confirming that the record was deleted successfully. You will receive an error message if there are any shelter affiliations with the agency being deleted. Note: An agency should only be deleted if it is duplicate or mistakenly entered into the system. 9. You may close the window or click Edit/Delete Another Record to go back to the Search for an Agency Record page. National Shelter System “How-To” Documentation Agency Management (v3.1) 6 1/7/2009