edit animal - petpoint · edit animal v. 20110504 page 2 of 25 introduction petpoint has the...

EDIT ANIMAL

PetPoint | v.20110504

Edit Animal v. 20110504 of 25

INTRODUCTION

PetPoint has the ability to track a great deal of information on the animals in your database, including name, breed, size, descriptions, age and history.

The edit animal screen can be used to update animal records created during the various processes, such as intake & outcome. In this screen you are able to update animal details, such as the size, weight or age of the animal or any distinguishing marks. You may also add new photos, and also view all of the important information for any animal.

HOW TO SEARCH FOR AN ANIMAL

Begin by searching for the animal by using any of the search criteria, click Find. When searching by animal number there is only one result which will take you directly to the next tab.

You may also search by many other choices available in the "Search criteria" drop down menu.

If more than one animal appears in the search results, click the animal number to select which animal you wish to work with. If only one animal appears, the system will automatically select it for you.

EXPRESS

When the animal record has been selected, you will be shown the Express tab, for basic information on the animal. At the very top of the page is the Animal Summary Grid, which contains some basic information that will be shown regardless of which tab you are looking at. The information provided in the Animal Summary Grid is the Animal Number, the Animal Reference Number, the animal's type, species & breed, color and color patterns, gender and age group, age, date of birth and danger status.

In addition you will see drop down menus for you to print the kennel cards, documents and medical documents. The Jump To menu is also usable from this grid and you can click on the Animal View Report.


The Express tab contains the following sections:


ANIMAL DETAILS

Reference # (ARN), Name, Type, Species, Primary Breed, Purebred Checkbox, Secondary Breed, Age, Estimated Birthdate, Animal Age Group, Gender, S/N Status, Size, Weight, Animal Condition, Asilomar Status, Primary Color, Secondary Color, Color Pattern and Bite History.

ANIMAL PHOTOS

Add up to three animal photos in this section of the page. You may also add Captions, mark the photos as "Do Not Show on Website" for those pictures that should not be shared with potential adopters, and reorganize the photos or delete photos.

IDENTIFICATION EXPRESS (OPTIONAL)

Microchip Number, Issuer, Issue Date, Collar Type & Color (2), Pet ID Number, Pet ID Type, Issue Date and Expiry Date.

STAGE & LOCATION EXPRESS

View and update the animal's Stage, Review Date, Location and Sub Location from this page.

The Clear button closes the record and returns you to the Search tab without saving. To save your changes on this tab, you may click Save or Update Animal. Update Animal will save the record and close it, returning you to the Search tab. Moving on to the next tab will also automatically save your work.

DETAILS

The next tab, the Details tab, shows the remaining animal details that you may wish to record for the animal but are not required.

The Details tab contains the following sections:


ANIMAL DETAILS

Reference # (ARN), Name, Type, Species, Primary Breed, Purebred Checkbox, Secondary Breed, Age, Estimated Birthdate, Animal Age Group, Gender, S/N Status, Size, Weight, Animal Condition, Asilomar Status, Primary Color, Secondary Color, Color Pattern, Bite History, Medical Status, Temperament Status, Third Color, Color Pattern 2, Danger check box and Danger Type drop down menu, Coat, Eye Color, Ears, Tail, Declawed and Distinguishing Marks.

Created/Updated Date, Time and Login

ANIMAL POINT IN TIME

Animal Point‐In‐Time provides automatic history tracking on selected fields within an Animal’s record: Age Group, Spayed/Neutered, Size, Weight, Animal Condition, Medical Status, Temperament Status, Asilomar Status, Bitten, Danger, Danger Reason, Body Temperature, Pulse, Respiration, and Body Condition Score.

The latest values for the fields are displayed within Point ‐In‐Time section of Details tab when an Animal record is selected. As users make updates to any of these fields while performing an Intake, Outcome, S/N Surgery, Exam, or Submitting an Animal record edit, PetPoint will automatically create a new history entry into the Animal Point ‐In‐Time history Grid, capturing the updated values for these fields.

The Point‐In‐Time history Grid lists all entries for the selected Animal. Any entry within the Point‐In‐Time history for an Animal can be edited by Power Users, Managers, or Administrators by selecting it from the Point ‐In‐Time Grid. Entries in the Grid can be sorted by clicking on the column headers.

The Point‐In‐Time section can get very long, and if you need to collapse it on any screen in PetPoint, just click here:

PHOTOS / VIDEOS

The next tab, the Photos / Videos tab, allows you to manage the photos and video added to this animal record.


The Photos / Videos tab contains the following sections:

ANIMAL PHOTOS

Add up to three animal photos in this section of the page. You may also add Captions, mark the photos as "Do Not Show on Website" for those pictures that should not be shared with potential adopters, and reorganize the photos or delete photos.

Adding Animal Photos

1. To begin, click Browse

2. Locate the area on your Local PC where you saved your animal pictures. Select the picture you wish to upload then click Open.


3. Verify that you see the file path in the field shown below click on Add Photos.

4. If successful you will see the image appear and the system will read "Animal photos added. Animal detail saved."

Deleting Animal Photos

There may be a time where you will need to delete a photo because the photo no longer represents the animal. Simply check off the boxes for the photos you wish to delete. Click Delete Photos. Click OK. The Photo has been deleted.

ANIMAL VIDEO

An animal video can be loaded into PetPoint to be displayed on Petango and your adoptable search.

Adding Animal Videos

In order to begin uploading a video, first click the Add Video button which will display the video / link control. This button is found immediately following the photo controls on any screen where you see Animal Details, including during all intakes, outcomes and ownership/guardianship changes.

This is the updated video upload/link control in PetPoint before a video has been added:


Users can upload a local video file from their PC or link to a video already uploaded to some other YouTube account.

If users are uploading a video file from their PC, the video will go into our PetPoint/Petango YouTube Channel. Clicking Upload File will begin the upload, Submit will add the link. An actual upload can take 1‐2 hours for YouTube to fully process, so there may be a period of time between when the file is submitted and when it appears on the web.

If you choose to link, you will need to click 'Share' on the existing YouTube video that you will see on YouTube.com, and then copy/paste the link shown beside “Paste this link into an email or instant message:”

Once you have submitted a video, you may get a message from PetPoint while you are waiting for YouTube to process the video that says “Video is uploaded. Video is not yet processed by YouTube.”

Deleting Animal Videos

To delete a video you must click on the Delete Video button

PROFILE

The next tab, the Profile tab, records the animal's profile to assist in adopting the animal to the right home and environment. The animal profile is an optional but very important section that details an animal’s history as well as recommendations for placement. It can be a valuable tool for matching adopters with the right companion. Some of


this information is also included in the Adoptable Search pages where potential adopters surfing your website can read more about your adoptable animals.

When processing Intakes, the animal profile is the second step of Intake Owner/Guardian Surrender, Transfer, and PetPoint Transfer. For all other animals, or if you need to make changes at a time later than the intake, you will want to choose Edit Animal page and then click the Profile tab.

The Profile tab contains the following sections:

GENERAL

All of the fields of animal profile are optional, but are very critical components to understanding the animal’s personality.

Featured Pet: This animal is a pet that you want to show prominently on your website’s Adoptable Search page and Petango.

Adoption Price: You may fill this box in if you wish to list an Adoption Price for this specific animal on your Adoptable Search and Petango.

Housetrained: Is this animal housetrained? Unknown, Yes, No or Partially.

Housetraining Comments: Further explanation or details on housetraining.

Special Needs: When this box is checked it will update the Special Needs checkbox on your Adoptable Search. This indicates that the animal has some sort of special needs that need further explanation and information. When this box is checked, the next two boxes become available, Special Needs‐Behavioral and Special Needs‐Medical.

Special Needs‐Behavioral: Allows choices of specific behavioral needs. Choices are:

• Resource Guarder: Food • Resource Guarder: Person • Resource Guarder: Object • Fearful Behavior

• Fear Aggression • Separation Anxiety • Body handling sensitivity


Special Needs‐Medical: Allows choices of specific medical needs. Choices are:

• Prescription Medication • Prescription Diet

• Severe Allergies • Physical Challenges

Historical Environment: What living environment did they come from? Indoor, Indoor/Outdoor, Outdoor or Unknown

Recommended Environment: What living environment do you recommend that the animal live in? Indoor, Indoor/Outdoor, Outdoor or Unknown

Buddy: The buddy feature has been removed from the Animal Profile and has been included as a part of the Animal Group update to PetPoint.

Special Needs Comments: Allows for additional detailed text about the animal’s special needs.

Veterinarian: List the animal’s previous veterinarians.

Allergies: List any allergies the animal may have.

Medications: List any medications prescribed. Important Note: This does not update the Care Exam details, it is only for note taking.

ANIMALS

This section allows you to record an animal’s attitude toward other animals. Each animal type allows you indicate how many of that type of animal they have lived with, their attitude towards those animals they lived with, as well as the attitude with any of those types of animals that they’ve interacted with, and any that they have been tested with. There is also a “do not place” checkbox for each animal type.

Dogs and Cats are shown by default, but if you would like to record the animal’s attitudes toward other types of animals, please press the “other animals” button.


Do Not Place ‐ Dogs & Do Not Place ‐ Cats: When this box is checked it will update the No Dogs and/or No Cats checkbox on your Adoptable Search.

PEOPLE

This section allows you to record an animal’s attitude toward people. Each age group allows you indicate how many people in that age range they have lived with, their attitude towards those people they lived with, as well as the attitude with any of those age ranges of people that they’ve interacted with, and any that they have been tested with. There is also a “do not place” checkbox for each person age range.

Do Not Place ‐ Under 5 years: When this box is checked it will update the No Small Kids checkbox on your Adoptable Search.

ACTIVITY

This section allows you to record additional personality traits and historical information.

I enjoy ‐ This section indicates the types of activities that the animal particularly enjoys. It is a multi‐select box (hold down CTRL to select more than one option). Choices are:


• Agility • Being home alone • Car rides • Climbing • Digging • Fetch • Hiding

• Quiet Time • Run • Toys • Tug • Unknown • Walk • Water

I’m afraid of ‐ This section indicates things that scare the animal, or the animal clearly does not enjoy. It is a multi‐select box (hold down CTRL to select more than one option). Choices are:

• Being left alone • Cars on the street • Children • Loud noises/thunder • Men

• Riding in cars • Uniforms • Unknown • Water • Women

People describe me as ‐ This is a box to indicate a description of the animal’s personality. It is a multi‐select box (hold down CTRL to select more than one option). Choices are:

• Lap loving • Social butterfly • Mellow • Curious

• Active • Playful • Loner

•

Activity Level: Indicates the activity level of the animal. Choices are low, moderate and high.

Vocalization Level: Indicates the amount of vocalizing that the animal does. Choices are low, moderate and high.

Off Leash: This indicates the animal’s ability to be “off leash.” Choices are Unknown, Completely Reliable, Somewhat Reliable, Not at All Reliable, and Not Applicable.

Training History: This indicates the animal’s training history. Choices are Unknown, None, Minimal, Some, Fully, and Extensive (Agility or work‐dog specialized training).

SPECIFIC KNOWN COMMANDS

Allows for text entry of specific training / known commands that the animal responds to.


ANIMAL PROFILE COMMENTS Text box for additional animal profile details and information. This information appears only on the animal profile screen and the Animal View Report. It is not displayed on kennel cards or Adoptable Search.

Created/Updated Date, Time and Login

MEMOS

The next tab, the Memos tab, is a place to keep memos or notes on the animal's record, including the 'Petango / Adoption Description Memo' which will appear online with the adoptable animal's records.

The Memos tab contains the following sections:

ANIMAL MEMO DETAILS

Choose your Animal Memo Type, SubType (if set) and if needed you can list a Review Date. Type in the white box whatever notes you wish to include in this memo. Only text will save, no photos or HTML. Then click Submit, the information will be listed in the Memo History. You can edit the memo by clicking Select, making your changes and then Update, and the memo will have the new memo date/time stamp of the edit.


MEMO HISTORY

This section shows the previous memos entered on the animal, displaying the memo type/subtype, by, date, review date and also those with the user role Memo Advanced have the ability to select a memo for editing or delete a memo.

IDENTIFICATION

In this section you can either add or change the Microchip ID Number and Issuer or you can add or change the emergency contact information (highlighted in blue). Remember that emergency contact information is always optional, and should be the adopter’s relative, friend or neighbor.


The Identification tab contains the following sections:

MICROCHIP (OPTIONAL)


How to Add a Microchip

Type in the Microchip ID number and select the Issuer from the drop down list, also fill in the issue date if known. In this example we will add the Emergency Contact info of John Doe. Always make sure to include more than one phone number if you can. Click on Save to save the changes. When completed the system will display a message of Microchip has been successfully saved.

How to Delete a Microchip

Once you have searched for the animal, simply click on Delete Microchip. Click OK. Once successful the system will display a message of Deleted. Only Managers and Administrators can delete microchips from an animal record.

MICROCHIP SCANS

In this new section, you can keep track of the scans performed on an animal. This helps to avoid having to re‐scan the animal.


The current Date/Time is already entered into Scan Date/Time. Simply select the Scan By and Results, add Comments if needed and click Add Scan.

Your results will be kept in the history section below. Note: If you select “Chip Found” you must enter a microchip.

PET ID (OPTIONAL)

Pet ID is any type of identification that you may need on a pet other than a microchip. Administrators can add to the Pet ID Type drop down list, you are able to create new kinds of Pet ID specific to your shelter. Some examples of possible Pet IDs would be Rabies Tag, Shelter Tag #, Ear Tattoo, etc. Pet ID is searchable in the Search Tool on any page and can be added to an animal record during an Intake or an Outcome, or by going to Edit Pet ID.

Adding a New Pet ID

To enter in a Pet ID for the animal, simply enter the Pet ID Number, and then select the appropriate Pet ID Type from the drop down. You may also fill out any of the optional fields if needed.

Click on Add Pet ID to save the Pet ID to the animal record. When successful the system will display a message of Pet ID saved.


Edit a Pet ID

To change an existing Pet ID begin by click on Select for the ID you want to change as illustrated below.

Once selected, the fields will populate with the current information, you can change and manipulate any of the fields.

Click on Update Pet ID to save your changes.

When successful, the system will display a message of Pet ID saved. The Pet ID will also display the changes in the grid below.

Delete a Pet ID

To delete the Pet ID, click on the Delete link as shown below. Click OK. When successful, the system will display a message of Pet ID deleted. Only Managers and Administrators can Delete Pet ID.

COLLARS

If the animal came in with a collar, users have the ability to list 2 separate collar types/colors.


Adding a Collar

You may add a collar by filling out any of the fields and clicking Save.

Deleting a Collar

Delete the information on the collars you have recorded by clicking the Reset button.

VOUCHERS / WAIVERS

The next tab, the Vouchers / Waivers tab, allows you to manage the Vouchers and Waivers for the animal.

The Vouchers / Waivers tab contains the following sections:


VOUCHERS

The vouchers can be something redeemed at your facility or at a local veterinarian or clinic that you work with.

How to Create a Voucher

Fill in the required fields in red. Use a unique Voucher Number, as this will help you keep track of the voucher on the reports. Note: You may wish to set your database up to automatically create voucher numbers. This can be done on Admin Options Setup Certificate.

Redeemed date is not in red, and is not filled in until the voucher is redeemed by the adopter.

Click the Add Voucher button when done.

The bottom part of the Care Voucher screen will now display the voucher, including any past vouchers for that animal.

From here you can click on the Voucher Number under Select to update the voucher’s details. Click Open under Print Voucher to view an example of what the voucher will look like and print it if needed. You may also print the voucher at the end of an Outcome Adoption or any other type of outcome besides Died or Euthanasia. Delete a voucher if it was created in error by clicking on the Delete link. How to Redeem a Voucher

Once the voucher is redeemed, return to Care Voucher and search for the animal. Then select the voucher and fill in the Redeemed Date.


This will update the Voucher’s Redeemed Date on this screen. When complete, the system will display a message of: Saved.

WAIVERS

Waivers works the exact same way as the Voucher does, and provides waivers for things such as medical treatment or spay/neuter surgeries.

HOLDS

The next tab, the Hold tab, is used to place holds on animals that prevent the animal from being outcomed until the hold is released.

The Holds tab contains the following sections:

ANIMAL HOLD (OPTIONAL):

How to Add a Hold

To add a Hold, first select a Hold Reason from the drop down list. Click Add Hold when you are done. There are several other features of a hold, described below, but all that is required is the Hold Reason.


When successful, the system will display a message of Hold saved.

Hold For

Users have the ability to add a person to a hold record. This is useful if you are holding an animal for someone to adopt or for an owner to reclaim. In this next screen that pops up you will be able to add a person into PetPoint without going to the Edit Person screen or doing an intake or outcome process, and easily search for the record you had already created later on when it is needed for an operation.

Select the Person by clicking on Find. In the pop‐up window, either search for the person or click Create New Person to add a new record. When complete click on Submit.


The hold is now saved, and you can view the person ID number for the person the animal is being held for.

You may also wish to add Comments to a hold or a Review Date.

Release a Hold on an Animal

Click Select to choose the hold you wish to release, and the above fields will populate with the current information. Click on the checkbox marked Released, choose a Release Reason if desired, and click Update Hold.

When successful the system will display a message of Hold saved.

Delete a Released Hold To delete a Hold, it must first be Released. Begin by clicking on the Delete link. Click OK. When successful, the system will display a message of Hold entry deleted.


HOLD HISTORY

Any Hold History that is not deleted will show at the bottom of this tab.

STAGE / LOCATION

The animal's Stage and Location are two required fields are very prominent pieces of information which are on the animal’s record. They are both recorded upon intake, and upon outcome are set to Released. While the animal is at your organization, it may go through several stage or location changes, which you can update on this page.

The Stage / Location tab contains the following sections:

STAGE

To use this section update the Stage drop down menu and add a 'Stage change reason' comment or a Review Date if needed. Click Submit. Once successful, the screen will display the message of Stage saved.

LOCATION

To update the animal’s location, the process is similar. Change the Location and Sub location drop down menu to the Location the animal is being moved to. Click Add Location. Once successful, the screen will display the message of Location saved.


ADDITIONAL SUPPORT

If you require assistance with the topics in this guide, please contact the PetPoint Customer Support Team at (866) 630‐7387 x 400 or [email protected]. While we do not provide third‐party application or firewalls/router support, we will do our best to assist with configuration questions related to those areas.

mailto:[email protected]�

edit animal - petpoint · edit animal v. 20110504 page 2 of 25 introduction petpoint has the...

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