System updates 10/06/2018

We’ve been working on a series of smaller changes that will hopefully make lives easier:

• You can use {case_summary_time} in templates on case button templates in global settings.
• If you link an outcome record to a case, all the other outcomes for that person and date/time will be linked to the same case too.
• You can make groups of archived profiles.
• Closing a relationship gives you a clearer warning message.
• You won’t get asked if you’re sure when removing someone from the attendance table in a work record.
• You can group by all the contact fields, and also the allow_… that weren’t available previously.
• The contact permission allow_* fields can be used as essential fields.
• If you have simple project sharing, you can now share with several projects at once in the profile
• In referrals, the ‘referral success’ field has been moved above the text fields (so it doesn’t get covered by them)
• If you have the global setting selected to show description and follow up in work record tables, you’ll also now see an extra ‘description’ column in tables of referrals, with a summary of the referral, including the notes.  This column will be hidden by default.
• The profile ID has been added to the download of all responses in evaluation reports.
• The recently viewed profiles on home page will now remember your table layout.
• Searches use phones / mobile phones if they spot one (you’ll need to type enough to not look like an ID – for example ‘07911’ will search for records with that ID, but ‘07911 4’ will search for mobile phone numbers starting with that (the space is important, it stops it from looking like a number).

GDPR system update 11/02/2018

GDPR compliance update. We’ve changed the terms used in Lamplight. Previously ‘deleting’ a profile would actually archive it: it would still exist in the background. We have changed the label for this, so it is now ‘archive’, which more accurately reflects what is happening. We have also added the ability to restrict a profile from processing, which is a requirement under the GDPR (which comes into force in May). We’ve also added a new page to our main website about GDPR which we will update over the next weeks to support you in your GDPR compliance.

If you do need to delete profiles, you’ll need to use the ‘Permanent deletion’ functionality in the system admin main menu (which only system admins can do).

If you need to document the data you’re collecting in Lamplight (which you probably will for GDPR compliance) you can download the key settings in Lamplight into a spreadsheet – again in system admin > File transfer.

There is a new security mechanism which locks operators out of the system after 10 failed login attempts. Accounts can be unlocked by system administrators. System admins can also lock accounts if you need to suspend access without deleting the login completely.

If you’re using the ‘my user’ restriction, you can automatically make profiles added by operators ‘their user’ – so Lamplight will create a ‘my user’ relationship between the operator and the new profile. This means that lower-access rights operators can then edit details of the profiles they’ve just created. If you want to use this you’ll need to turn it on in system admin > global settings > security.

There are a load more tags you can use on diary page templates. For example, you can now see the subworkarea, location, and case name (amongst others) on each item in your diary. This is a personal setting, so change it in admin > personal settings.

A couple of bug-fixes:

• Case information in a group data view no longer shows cases from other projects. You’ll need to edit the group data view itself for this change to take effect.
• Borough and ward details are no longer being blanked out (from address lookups) when you edit the name of a profile. The system admin > geocode function will replace any that had been.

New features – activity view templates 13/12/2017

Activity view templates let you save the work > view > work filters as a template, a bit like report templates. You can set up as many templates as you need, which appear as sub-menu items. This will save you lots of time if you are frequently looking at a particular workarea or similar. Set them up in system admin.

We’ve introduced a new term that can be translated: activity. On the main menu we’ve had ‘work’ at the top level, but it also includes referrals, outcomes and so on. Activity covers all of these things – work is just work records. You won’t see any changes initially – the initial translation for activity is the same as for work – but you can go to system admin to change this.

Staff attending a work record can appear on home page diary items. This is a personal setting – you can change the text that appears using templates, and {staff_names} is a new item.

The way that deleted profiles in reports are treated has been clarified. By default, deleted profiles attending activity records will be included, as they always have been; there is now an option to limit the report to currently visible profiles only.

Other smaller changes:

• Fix a bug with outcomes reports and how the date range was treated.
• The password policy is explained better when changing your password.
• New cases can start in the next year.
• You’ll see a more informative error message if you see email errors.
• There is a security feature in Lamplight to restrict operator access only to profiles that are ‘my users’. This can be turned on in global settings.

System updates – Firefox and Email settings 21/11/2017

Firefox has recently released a new version which has broken the rich text editors (with formatting, in work etc. records). Update 27/11/17 We have found the issue and updated Lamplight with a fix. (It turns out they fixed a very old bug that had it’s own workaround, rather than introduced a new one).

Email settings. The change to AWS means that to send emails you need to enter your email account information. We are no longer allowed to send email on your behalf. There is more information about this, and some guidelines on our blog. If you are having trouble with email settings, some quick pointers here for things that are causing problems:

• Set overall email settings first, before trying to do it for individual staff.
• The hostname will look something like smtp.gmail.com or smtp.office365.com – it won’t have an @ in it
• Port is usually 587 – don’t leave it blank
• Authentication is usually login – don’t leave it blank
• SSL type is usually TLS – you almost certainly shouldn’t leave it blank.
• Username is very likely your email address
• Password (for the SMTP email server) is very likely your password to your email account. (unless you use two-factor-authentication on your email).
• Use the ‘test’ button in communications to send emails to yourself to see if it’s working
• You usually need the ‘from’ email address in a communication to be the same as the email account you are sending through.

We’re sorry for the inconvenience this has caused some customers. There are some benefits: primarily that your email is much more likely to be received in inboxes, as it’s now coming from your email server, not ours (the mismatch between the ‘from’ address and the actual server sending the email means it’s more likely to be spam filtered).

It’s now possible to translate more of Lamplight to use your own terminology. This change has come due to the move to AWS. You make the changes in the same place (in system admin) but can do more…