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Getting Started
Please first verify that the external site linked from record you are about to create meets with the criteria in our External Records Policy
Click on 'Create an External Record' under the External Record Heading:
The entry form is divided into several sections shown in tabs at the top. When you have completed a section, click on Continue to move to the next section until you reach the Confirmation screen.
Record Type
The first screen you will come to is Record Type:
Check that the correct record type has been selected and click on Continue. You will then be taken to the Organisation Details screen.
Organisation Contact Details
*Name of Organisation
This is the only required field on this page. Please put the full name of your organisation here first, followed by the name of the service or location this record refers to (if appropriate). For example:
"Grampian CareData" or "Grampian CareData - Telephone Information Service" or "Grampian CareData - Alford Branch"
Organisation Contact Details Set - addresses and contact information (offices and locations)
You will be given the opportunity to list any or all of the following that you have:
- Local contact address
- Other contact address(es)
- Scottish Headquarters
- UK Headquarters
The address that you list under Organisation Contact Details is the one that will be returned in the initial search result and should be the main contact address for people in the Grampian area.
If you do not have a local contact address, please put either a Scottish or UK Headquarters address if you have one and leave those fields blank when you come to them. If you are an individual rather than an organisation, please use this address facility and not the individual contact details.
If you do not wish to publish a contact address at all, you do not have to - and you will still be able to enter other contact details (such as telephone or email) if you wish.
At this point you may also add another set of organisation contact details. This would be used where, for example, you have several local offices but you want to include them all on one record. Click on 'Add another set of organisation details' and repeat if necessary to add as many sets as you need.
Along with each location, you will be able to add contact information as follows:
- Telephone
- Fax
- Freephone
- Local Call Rate Number
- Minicom
- Mobile
Information fields have been provided with all of these contact numbers for you to give details about them, for example times when lines are manned or if services are automated.
You may add multiple telephone and fax numbers and email addresses to go with each location.
Freephone Number
Enter your freephone number here. If you have multiple numbers, use the telephone fields above (create as many as you need by clicking on 'Add another telephone number') and put the Freephone details in the Telephone Information field.
Web Address
Please put here the URL of your home page. There is the facility to add another web address if you have more than one.
Remember to click on Continue to move to the next screen.
Service Details
*Organisation Type
Please choose one or more from the types listed in the dropdown menu that best describes your service or organisation. If you are unable to find a suitable description, please leave blank and email the CareData team for advice or to suggest a new type.
*Area Covered
Although you do have to indicate the area(s) covered by your service, you do not have to use all the dropdown menus. You may choose, for example, to select 'Aberdeenshire' and leave it at that, or to drill down to select individual towns.
*Category
The Category field is used to provide navigation through the 'Browse by Category' search on the website. The first category you select is the primary category that will show in the 'breadcrumb trail' at the top of a page when a record is viewed. You may add any other relevant categories that your record could appear in.
Select your top level category from the dropdown menu and wait for the second level dropdown menu to appear - it may take a few seconds. Follow this procedure down through the subcategories until you find a suitable one. You can leave a selection at 'All' rather than selecting from a subcategory if you wish.
If you cannot find a suitable category, choose the nearest that you think applies. Our categories are still a work in progress and we shall be pleased to hear from you with suggestions. Please call or send us an email to discuss and we will either assist you to find the right category or add another if required.
Client Groups
This field is automatically populated according to the category selected.
*Description
This field is used to display in the initial 'Search Result' when a search of any kind is performed. A list of records is returned showing the name, contact details and a brief description that will allow the reader to decide how relevant that record may be before clicking into it. Therefore, make sure the first sentence or two from this description (the part that will be displayed) give an idea what the service is about to allow the reader to come to the correct decision. They will be able to follow the Record Link to the appropriate page of your web site once they click into the record.
*Record Link URL
Enter the link to the relevant page on the web site containing full information relating to this record here. Omit the .
Links to Related Records
If your organisation has several records on the database, you can create links to them here that will appear on the left hand menu on the website. The selection is by record name, so you might want to make a note of the record names before you start. If you are creating several new records, you will not be able to make the links to them until they have been approved. It is likely that the GCD team will insert these links for you when checking the record, but please do come back and check once they are approved - you may add any others you want to then.
You may also create links to partner organisations if appropriate.
Select the first letter of the name of the record and wait for the second dropdown box to appear with the first and second letters. Once the first two letters have been selected, you will be able to choose from a list of records on a third dropdown box. If you have made a mistake, just start again with the first letter and the boxes will disappear and reappear as they should (but it might take a few moments on a slower connection!).
External links
Link from here to other relevant websites. In the external link name put a short title for the web site and in the URL field enter the web address, for example www.yourlink.co.uk. There is no need to include the .
Confirmation Screen
Checking and making changes
Please check through your entries carefully. If you spot a mistake or an omission, you can move to the appropriate screen by using the section tabs. Once you have updated, you can select the Confirmation screen tab (if you are not already there) to return to it to save the record.
Saving your new record
To save all changes you will then need to click on Save.
Existing Record - Saving and selecting Annual Review Request
Before you save all the information you have entered, you will need to check one of the 'Yes' or 'No' buttons beside the text "Would you like your amends to be considered as your annual review?" under the record title.
Please check Yes if:
- Your record has been checked and updated following a request for an annual review by Grampian CareData or
- You have updated your record as information changed and you would prefer to review it after one year rather than retain the original review date
If you have just made a small change and still want to complete an annual review when it will be due, please select No.
To save all changes you will then need to click on Save.
Last updated 16 November 2007