QUICK STARTUP GUIDE: Backend Admin Panel
Home Screen & General Orientation:
When you log in to the backend of your OpenField account you will see your HOME screen. This is the default view and it displays a general overview of key information and is a portal where you can manage your information. You can always click on the HOME button on the left side navigation menu to return to this view.
In the upper right corner you will see your username, or the email you use to log in to the system. When you click it a dropdown will appear that will allow you to change the color scheme of the backend system, view your frontend website, change your password, and log out.
On the left side of the screen is the side navigation menu. This is always viewable by default but can be minimized by clicking the three horizontal lines in the top left corner. In this menu you will also see a button that says MANAGE. This is the primary button that will allow you to navigate the many functions of the backend system.
If you select MANAGE on the side navigation menu you will be shown a list of the different subsections of the backend.
- Users: a hub to manage all of your users
- Conversation Codes: a hub to manage all of your Conversation Codes
- Scripts: a hub to manage all of your scripts
- Questions: a hub to manage all of your questions used in your scripts
- Labels: a hub to manage all of the lists that you have uploaded
- Languages: a hub to manage all of the languages selectable by your users, these include languages spoken by your organizers as well as the people they contact.
- Pronouns: a hub to manage all the pronouns selectable by your users, these include pronouns used by your organizers as well as the people they contact.
Users & Permissions:
To manage all of your users click on MANAGE in the side navigation menu on the left side of your screen and then select USERS. You will then be taken to your user hub where you will be able to manage all your users and their permissions.
To add a new user, click the ADD USER button in the top right of the screen when you are in your user hub. From there, follow the prompts to create an action, set up someone’s passwords, and set their permission level. Important note: you cannot delete users who have knocked any doors or made any calls since all contacts are linked to the organizer who made them. Instead, we recommend deactivating users who are no longer active.
Permission levels give users with administrative access different levels of access. IMPORTANT NOTE: for your permissions to work appropriately you must select permissions up to, and including, your desired level of permission.
- Is active: User is active. If disabled, disables user's credential overall. Minimum for functioning organizer credential. Organizers cannot create anyone, even with admin access.
- Has Admin Access: If user is active, then enables user to access the admin. Does not enable them to create any users.
- Is staffer: Field organizer access. Must also have Admin Access included. Can create other organizers, but not other staffers.
- Is field director: Field director access. Must also have Admin Access. Can create field organizers and organizers, but not other field directors
- Superuser status: AKA Data Director Access. Must also have Admin Access. Can create anyone and do anything on the backend.
You can also adjust the permission level for a user once that user has been created. In your user hub, click on a person’s name and you will be taken to their profile. There are 2 tabs at the top of a person's profile: GENERAL and PERMISSIONS. The GENERAL tab is selected by default when you click into a person’s profile and allows you to adjust basic information about them. To adjust the permissions of a user, click on the PERMISSIONS tab in their profile and set their permissions level to your desired amount of access.
Conversation Codes allow you to connect a list with a script and make it easy for your volunteers who are using the front end system to sign in and have a group of individuals to contact already segmented for them.
To view your existing Conversation Codes or add/remove a Conversation Code click on MANAGE in the side navigation menu on the left side of your screen and then select CONVERSATION CODES.
Once in the conversations code hub, you can add a new Conversation Code by clicking ADD CONVERSATION CODE in the top right corner or modify an existing code by selecting it from the list of codes.
To view analytics from a Conversation Code go to your HOME screen and click on an active Conversation Code to be taken to the analytics page for that code.
Once in the analytics for a Conversation Code you can select two main items. 1) a series of tabs along the top below the title named: OVERVIEW, ATTEMPTS, CONVERSATIONS, CANVASSERS, MANAGE. 2) the ability to select a timeframe for the information displayed in each one of these tabs.
Importing & Exporting:
The ability to import and export data from OpenField is quick and easy. Both buttons are found on the primary menu in the Admin Panel.
How to Import Data Into OpenField:
To import data into OpenField please ensure your data is in a .CSV file. When you have your data ready click on the IMPORT text on the menu and you will be taken to the Importer. There you will be able to import new data into OpenField and see previous imports as well as the name of the import, the person who initiated the import, the status of those imports, and the date and time they were initiated. To import new data, click the IMPORT A NEW CSV button at the top of the page.
You will then be prompted to upload your CSV.
Please only use plain .CSV files or MS-DOC .CSV files for importing. Apple/Mac .CSV files are NOT supported.
Once you upload your CSV you will see a green checkmark next to it confirming that your file has been successfully uploaded. When that is complete you will need to click the button that says "Next Step: Assign Fields" to advance to the next screen.
Next, you will be prompted to enter key information about the data you are uploading.
The first thing is to name your upload in the LABEL NAME field and describe your upload in the LABEL DESCRIPTION field.
Below that you will have the option to ignore the first row of your CSV, this is particularly useful if your CSV includes headers, if your CSV does not include headers you generally do not need to check this box. You also have the option to merge with existing records by unique ID. Checking this box helps prevent duplicates and ensures that if any of your new records that you are uploading share the same unique identifier (unique ID) as any other records in your database they will be merged automatically so you don't get duplicates in your database.
Unique IDs are something that only one individual can have and they Include: VAN ID, Action Network ID, OpenField Voter File ID, Other Voter File ID numbers, Alloy UUID, or Email address. There are also situations where having two or more fields filled out counts as a unique ID. These include State File ID + Registered State or County File ID + Registered State + Registered County.
Next you will see a portion of your CSV displayed with assignment boxes above each column. These will be set to SKIP by default. Clicking on an assignment field will display a dropdown of options for you to tell OpenField what information is in this column. Once all the relevant columns are assigned click the IMPORT YOUR LIST button.
After this you will see a screen indicating the progress of your import. You can navigate away from this screen and the import will continue to run.
How to Export Data from OpenField:
To export data from OpenField you will first need to click on Analytics in the side menu > Select the Conversation Code that you would like to export data for > select the Manage tab > choose the dates for data you would like to export, and then click the button DOWNLOAD CSV.
You can view your entire export history by clicking on Exports in the side menu