1. On the left-side navigation bar, select “Site Administration”, then “Manage Programs”
2. Click on “Add New Program” button
3. Add a name and a description to the program. Note that the characters /  |  > < are considered “illegal” and won’t be added to a Program’s name
4. On the “Information and Settings” tab:
   1. Select the “Program Manager” – his list is generated from all Users on the Site that are staff level and above. 
   2. Select the “Program Type”  – this list is populated by a feeder table on the Manage Feeder Tables page
   3. Add the address for the Program.
   4. Select the services that are provided by this Program. These settings will be used for referrals.
5. Click the “Save” button.
6. Note: The Internal Referral Settings tab has 2 selections at the top that are also useful if you want to use the referrals functionality.
   1. Accept Internal Referrals: will allow acceptance of referrals from programs within the same site.
   2. Auto-Accept Internal Referrals: can be useful if all referrals that come into the program are meant to be accepted (if an approval process is not necessary).

The Navigation Bar, found on the left side after getting logged in, acts as a gateway to the many features of ETO. It is recommended that only features that are being utilized by your staff be kept on the Navigation Bar so that it is as streamlined and user-friendly as possible. 

1. On the left-side navigation bar, select “Site Administration”, then “Manage Site Navigation”
2. Click the name of a Component (1) or Feature (2) to rename it
3. Check the box next to a Component (1) to select all Features (2) to be added, or, if you want to select individual Feature(s), check the box next to those Features
4. Limit who can see a specific Feature using CxRules (“Cx” = custom) by clicking the radio button in the Show using CxRules (5). Once it is set to show using CxRules, a drop-down menu will appear in the last column (6). You can select a rule for each Feature individually by selecting from the drop-down menu in the same row as the Feature.
5. Decide how the Navigation Bar will be displayed (collapsed or expanded by default)
6. Click the “Submit” button to save changes

Notes: 

If you click on the “Restore Defaults” button instead of the “Submit” button,  every feature on the Navigation Bar will be selected and returned to the default names for features and components. This action cannot be undone.

Never remove the “Manage Site Navigation” feature. If you do, contact Bonterra support to have the button re-added.

1. On the left-side navigation bar, select “Site Administration”, then “Add New User”. This will take you to the “Add User” page to create a new User account.
2. Fill out the required information (first name, last name and email – username will be automatically generated), then assign a User Role. User roles are different from reporting roles and must be set separately.
3. Next, reset up the User’s password by either sending the User an email with a link to reset their password, or manually changing the User’s password
4. Click “Save”

1. On the left-side navigation bar, select “Site Administration, then “Manage Reports”
2. Click the “Edit” link to the left of the report name
3. Select the category the report should reside in from the drop-down menu.
4. Add a description to the report.
5. Click the toggle to show all Programs and roles for a specific Site.
6. Select the Programs and roles that should have access to the report.
7. Click the “Save” button.

There are 2 types of Demographics in ETO:

Standard Demographic fields come with ETO, are hard-coded, and cannot be altered. Standard Demographics have a Site-wide scope, which means they cannot be disabled for only one Program. Even though you can’t change Standard Demographics, there are several settings that can be altered. These settings are across the top of the Standard Participant Demographics section.

If none of the Standard Demographics meet your needs, you can create or modify Custom Demographic fields. To add a new Custom Demographic or edit an existing one, follow these steps:

1. On the left-side navigation bar, select “Site Administration” > “Manage Demographics”
2. To create a new Custom Demographic, click on “Add Demographic”
3. If the Demographic has values (exclusive or non-exclusive choice) or has formatting options (file attachment), these can be changed, reordered and updated. To edit a Custom Demographic, click on the “Edit” button next to iT

1. On the left-side navigation bar, select “Site Administration”, then “Manage Dashboard Templates”
2. Click the “New Template” button at the top of the page, then select the Template Type from the dropdown menu
3. Name your template and choose the scope (enterprise or site)
4. Click on “Add ETO Parts” to add ETO Parts to the dashboard
5. When you’re done adding and rearranging the ETO Parts, click “Done Editing” 
6. Click on the Template Name that you want to assign 
7. Select the site(s), program(s), and role(s) you wish to assign the dashboard template to (note that the programs list will not be populated until you select a site)
8. Ensure you’ve checked the appropriate boxes under the “User/Manager Access” 
9. Click “Save”

1. On the left-side navigation bar, select “Site Administration”, then “Manage Demographics”
2. Find the link for “Set Duplicate Check Settings” near the top-left of the page.
3. Select which Standard Demographics you’d like to catch duplicates for.
4. Select whether each demographic should be an “exact match” or a “like” match.
5. Enter a number to indicate how many demographics must match in order to trigger the duplicate catching

1. On the left-side navigation bar, select “Site Administration”, then “Manage Workflows”
2. Click the “New Workflow” button at the top of the page 
3. Name your workflow after the protocol, process or program it’s for. To make it clearer what the workflow is for, you can also add a description to the workflow; or, to organize your workflow, you can add a tag to it.
4. Next, decide how your workflow will start and end. You can also add enrollment restrictions if those are necessary
5. Decide whether the participants should be dismissed from the workflow when dismissed from a program. After that, decide whether this workflow should only be shown when the user is in the same program it was started
6. Click “Save”

1. On the left-side navigation bar, select “Site Administration, then “Manage Workflows”
2. Either find the workflow you wish to add conditions to from the list; or, if you’re creating a new workflow, scroll down to the table at the bottom of the screen
3. From the Checkpoint dropdown menu, select “Add Step”
4. Use the Step dropdown to choose the step you’d like to add.  Once you’ve completed the Step, you may use the Optional Name field to create a different name for users to view when completing the Step. 
5. Next, you’ll need to determine the following:
   • Whether users must complete the Step before moving on to the next Checkpoint in the Workflow. 
   • Whether to keep the action link enabled even after the step is completed. 
   • Whether to restrict validation to Programs where the Workflow is available. 
   • Whether to restrict validation to current enrollments, which only checks the Step in Programs where the Participant is enrolled.
   • Whether to allow manual override of the checkpoint, which means that users can skip this Step.
6. Once you’ve completed all the fields, click “Submit” to save the Step and add it to the workflow

The To Do List provides end users with a clear list of TouchPoints they need to review or re-take after a period of time has passed.

1. On the left-side navigation bar, select “Site Administration”, then “Manage Touchpoints” 
2. Navigate to the TouchPoint you want to add a To Do Element for, then click “Edit”. This element is for TouchPoints that require follow up. Users will be notified via the To Do List that a follow up is expected. Administrators can set the follow up to automatically occur after a specified number of days, weeks, or months.
3. Enter the question text in the text box.
4. Check the box if you would like the TouchPoint to configure an Automatic follow-up date when a User submits a response.
   1. If yes, select the number of days/weeks/months after the submission the follow-up should be scheduled for, and if it should be any day of the week or only weekdays from the drop-downs.
5. Select if you would like to use a pseudonym.
6. Select if you would like to capture one response for multiple subjects.
   1. This is used for Participant (multiple), Entity (multiple), Family, and Collection subject types.
7. Select if this question requires an answer before being saved.
8. Select if you would like this question to display a tooltip for users taking the TouchPoint.
9. Select is you would like this question to aggregate data over time.
10. Set the “Question Placement Options”.
11. Click “Save”

In any location where To Do List elements are established in your Enterprise, a user can set a reminder for them to appear on their To Do List. 

When filling out the Date of Next Contact element type, you will have multiple options.

1. Select if the follow-up should be scheduled on your To-Do List or another user’s To-Do List. If you have selected Schedule Follow-Up Alert to show up on Other Staff’s To-Do List, you will need to select the program and user account of the user you would like to see the alert from the drop-downs.
2. Select the Alert Date. If an Automatic Alert was setup, the date will be automatically inserted. Otherwise, you may select the date manually by clicking on the calendar icon next to the date box, or click the +1, +7, +30, +60, or +90 links to add an additional 1, 7, 30, 60, or 90 days to the follow-up date.
3. Select the Alert Type. You can set the reminder to complete the current TouchPoint or take a new TouchPoint. If you set the reminder to take a new TouchPoint, you must select a different TouchPoint from the drop-down.
4. Insert an alert note in the text box.

1. On the left-side navigation bar, select “My Work”, then “To Do List” 
2. Select the desired options from the dropdowns at the top of the page:

• Period – The date range you would like to see
• Show – Select how the To Do items should be organized (ex: by Participant name, outcome name, calendar, etc.)
• Scope – Program, Site, or Enterprise (if applicable)
• Staff – If configured, Program Managers can view the To Do List of users with lower roles
• Print – The To Do List can be printed

Note: To Do List items cannot be deleted – a user will need to complete the action requested in the To Do List or edit the element in the TouchPoint/Assessment/Point of Service Element that added the action to the To Do List. Simply click the link in the Take Action column to complete the task in the To Do List.

“Date of Next Contact” TouchPoint elements can place a desired follow-up task on a user’s To Do List. Depending on the type of follow-up, there are different ways to complete the task and clear the item from the To Do list.

How to clear “Update” To Do

(set with the Alert Type: Reminder to complete this TouchPoint option):

1. On the left-side navigation bar, select “My Work”, then “To Do List” 
2. Select the appropriate dropdown and click “Go”
3. Find the Participant and the Follow-Up Item
4. Click “Update TouchPoint” and make any necessary updates. Be sure to de-select the Schedule Follow-up Alert option selected
5. Click “Save” then “OK”
6. Return to your “To Do List”  and the “Update” item will be cleared

How to clear “Take” To Do

(set with the Alert Type: Reminder to take a new TouchPoint option):

1. On the left-side navigation bar, select “My Work”, then “To Do List” 
2. Select the appropriate dropdown and click “Go”
3. Find the Participant and the Follow-Up Item
4. Click “Take Form”, then complete fields
5. Click “Save” then “OK”

Return to your “To Do List”  and the “Take Form” item will be cleared

here are two primary methods to merge duplicate participant records in ETO: Duplicated Participants and Merge Duplicates.

Method 1: Duplicated Participants 

1. On the left-side navigation bar, select “Participants”, then “Duplicated Participants”
2. Review the list of potential duplicates based on your Duplicate Check Settings.  If you haven’t configured these settings yet, refer to our “How to review your duplicate check settings” guide for instructions.
3. Select the two records you wish to merge, then click “Merge Selected Records”. Choose the Master Record, which will retain demographic values, and associated data like TouchPoints will be merged into it. A warning will appear indicating the merge cannot be undone. Click “OK” to proceed.
4. Upon successful merge, a confirmation message will display.

Method 2: Merge Duplicates 

1. On the left-side navigation bar, select “Site Administration”, then “Merge Duplicates”
2. Search for potential duplicates by Last Name, SSN, or Case Number.
3. Select the two records you wish to merge, then click Continue.
   Choose the Master Record, which will retain demographic values, and associated data like TouchPoints will be merged into it. A warning will appear indicating the merge cannot be undone. Click “OK” to proceed.
4. Upon successful merge, a confirmation message will display.

Why it matters?

Merging duplicates ensures data integrity and prevents skewed reporting. By consolidating records, you maintain accurate participant histories, streamline program tracking, and uphold compliance standards.

1. On the left-side navigation bar, select “Program Administration”, then “Manage Dashboard Messages”
2. Click on “New Message”, then enter a clear and descriptive title for your message
3. Next, switch to “Design Mode” to add text, formatting, and messaging. You can adjust boldness, italics, colors, size, font, spacing, and add hyperlinks by using the “Insert Link” button. For more complex messages, switch to HTML Mode, but note that some CSS may appear differently across browsers, and complex coding (e.g., JavaScript, PHP) may not function in Dashboard messages. 
4. Switch to “Preview Mode” to see how your message will appear to users
5. Set Message Visibility: 
   • Determine if the message should be dismissible
   • Set the message to appear once or on a recurring basis
   • Many organizations set messages to recur daily and remain undismissable for critical information. 
6. Once the dashboard message is complete, you can manage and assign it to Programs and Roles in your Enterprise

Why it matters?

Dashboard Messages in ETO provide a centralized way to communicate important updates, reminders, or instructions to users directly within the platform. By effectively utilizing these messages, you can enhance user engagement, ensure compliance, and streamline communication across your organization.