An "Activity" in Ivo refers to the types of activities your organisation performs, such as Client Advocacy, Inquiries, Education/Group Sessions, Systemic Advocacy and so on. An 'Activity' can also be thought of as a 'service' your organisation provides.
The basic way to add a new activity to Ivo is through the "Create New Item" menu -
The first option, "Entity", creates an entity without any relationship to any other record in Ivo (although such a relationship can be established at a later time). It is useful for adding general contacts to Ivo, for example.
The "File Note" item creates a file note from a completely blank form, but there are other ways to add files notes that are generally more useful (See "Adding a file note from the Manage Clients screen".
The remaining items are the various activities your organisation performs. They are all share the same basic components, such as contacts and file notes, so once you can work with one of these, you can work with all of them. One of the most commonly used activities is the "Client Advocacy Issue" -
(Note: on any form in Ivo, fields with a red star ( ) are mandatory.)
The left-hand side of the form is where you enter the name of the entity the record will be associated with. For Client Advocacy Issues, this would be the client - that is, the person you are advocating on behalf of. For Inquiries, it would generally be the caller, for Systemic Issues it might be your own organisation, and so on.
To specify the entity, start by typing the name of the client. Names of entities already in the system, that are a match for what you type, will be shown. If the client is already in the system, simply click their name -
If you type the name of a client that is not in the system, Ivo will automatically switch to creating a new client (or entity) record -
Once you have set the entity for the record, move to the Activity Title field at the top-right of the form (note, for different activities, the field may be labelled differently).
Our strong recommendation is that titles should be "brief but informative", and you will see the "NOTE:" under the title field highlighting this point.
Select the Funding Source. (Sometimes you will find the Funding Source field is automatically selected - Ivo does this if there is only a single item in the list, and in the case of the Funding Source field, the items in the list are dependent upon the type of Activity being created, and sometimes there might only be one).
Enter a date in the Date Opened field. This should be the date you began working on this particular activity (as opposed to say, the date you began working with the client in general).
Ivo is very flexible in how you can enter date values. For example -
- "22nd May"
... will all work correctly.
Note re dates -
- dates are always displayed in the format "22-May-2020". This ensures there is no ambiguity around US date formats (Microsoft Windows still defaults to using American dates).
- if you leave out the year, Ivo will assume the current year
- dates older than two weeks, and future dates, will produce a warning message to confirm the date you have entered is correct
There are also a number of date shortcuts that can be used such as -
- "t" for today
- "y" for yesterday
- "t-3" for 3 days ago
Lastly, additional fields may be displayed depending on different criteria (for example, selecting "NDAP" as the Funding Source will cause an "NDAP Topic" field to be displayed, or your organisation may have opted to collect a "Region" for the client, etc). Complete any mandatory additional fields as required.
When you have finished, click the "Save and Close" button to create the new Activity record.