Creating Event Categories and Event Types

Introduction

Use the tools in ‘Event Types’ to modify the event categories and YES/NO statements available when a user adds an activity.

These tools are broken down into two areas:

  • Event Categories – These are used to group similar 'event types' together so that users can quickly find the right one when adding an activity.
  • Event Types – These function as specific actions or activities which users most commonly engage in as part of their role. Event types are used to group together YES/NO statements which help to funnel users to record applicable information for the activity they are trying to record.

Accessing Event Types

  1. Click on the 'Admin Tools' button (this is only visible to users with admin privileges enabled).
  2. Select the ‘Framework’ tab, then the ‘Event Types’ sub-tab.

Adding a new Event Category

Click on ‘Create Category’ and enter a name for your new category in the text field. Click on ‘Save’ to add your category to the list.

Adding a new Event Type

Click on ‘Create Category’ and enter a name and description in the text fields. Event types must also be attached to an existing category using the drop-down box (hint: if your event type doesn’t relate to any of the existing categories, you will need to follow the instructions above to create a new one).

To finalise your new event type, you will need to decide which YES/NO statements are related to it following the instructions in the next section. Make sure you click the ‘Save’ button to save your progress afterwards.

Assigning YES/NO Statements to Event Types

When you have an event type selected, you will be able to see a list of all the assessment statements in your framework. You can click on the drop-down box next to any statement to modify it's relationship with the event as follows:

  • ALWAYS – The statement is considered to be always applicable to the Event Type and will be automatically recorded in the database as 'YES'. The user will not be asked to review the statement when recording this event type.
  • YES – The statement is always presented to the user for review and the answer will be set as 'YES' by default.
  • ASK – The statement is always presented to the user but no default answer will be selected, requiring manual input from the user to answer the statement and be able to move on.
  • NO – The statement is always presented to the user for review and the answer will be set as 'NO' by default.
  • NEVER – The statement is considered to be never applicable to the Event Type and will be automatically recorded in the database as 'NO'. The user will not be asked to review the statement when recording this event type.

Streamlining the ‘Add an Activity’ Process

Sometimes, you might wish to change the number of statements which are presented to the user for review when they add specific event types, or some of your existing YES/NO statements may become irrelevant over time.

You can stop statements appearing during the 'Add an Activity' process by following the instructions above to set those statements to either 'ALWAYS' or 'NEVER' for that event type depending on how you want the data to be handled. This can also be done more quickly by using the Statement Matrix tool.

Deleting Yes/No Statements

Just like with other databases, KOLOLA restricts your ability to delete YES/NO statements because of the risks of some of your stored data being dependent on them.

To prevent a particular statement from being shown to users, you will need to modify the statement on each event type and ensure it is set to 'NEVER', as above.

In more extreme circumstances where it is absolutely essential that a YES/NO statement is removed from your database (e.g. if it became apparent it was unethical or unlawful to record the data captured by the statement), then you will need to contact our Data Protection Officer by writing to our address below, or e-mailing info@kolola.net and marking it to their attention.

KOLOLA Limited
49 School Road,
West Wellow,
Romsey,
SO51 6AR