The Individuals page is a directory listing of individuals whose requirements your organization is tracking. This page gives you at-a-glance information about the positions they hold and the status of their assignments. Additionally, depending on your user permissions, the page gives access to more detailed and personal information in their profiles.
Overview of the Individuals Page
The illustration below identifies the main elements on the Individuals page. Descriptions of these elements are provided later in this article.
Permissions
No specific permissions are required to access the Individuals page or view individual profiles. By default, all users can view the Individuals page, see all individuals listed in the system, and access their profiles.
Breadcrumbs
Breadcrumbs are the navigational trail that lets you know which page you are currently on as well as each page you visited before arriving at the current page. The breadcrumb trail appears in the top-left corner of every page. It reads from left to right, with the link farthest to the left always being the Home page and the links after it showing each page you visited since leaving Home.
Each page shown in the breadcrumb trail is a link. Click a link to return to the named page. In the breadcrumb trail illustrated below, the user is currently viewing the Details page for an individual:
Clicking Individuals takes the user back to the Individuals page, and clicking Home returns the user to the Home page.
Toolbar
The toolbar, shown below, spans across the top of the Individuals page. The toolbar includes a Search field and buttons that give you quick access to the functions used to manage records on the Individuals page.
Search Field
When you want to find a person's record (which includes their profile, assignments, and requirements), you can search for it by using the search field located above the Individuals grid:
As shown above, clicking displays a list of the available search targets. In the list, you can select those that you want to include in your search, for example Last Name and Email. Then, in the Search field type the complete identifier or some of the letters in the identifier for the target you selected. The search process finds the individual matching your search criteria.
This feature is especially useful when you are looking for a person in a grid that contains a large number of records. For instructions on how to search for an individual, go to How to Find People.
Toolbar Buttons
The toolbar buttons give you quick access to the functions used to manage records on the Individuals page.
Help
Click to open the online Help documentation.
Layout
The two layout buttons let you change the way you view data in the Individuals grid. Select the view that suits the device you are using, your preference for viewing information, and your style of working.
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Grid View
Grid view is the default layout for viewing records. This layout arranges the records in separate rows. Each record occupies a single row that spans across the page.
To enable grid view, click.
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Card View
This layout arranges the records in separate containers that resemble index cards. Each card occupies a single row that spans across the page and contains one record. The card gives you an at-a-glance summary of key information in the record.
To enable card view layout, click.
Add New Individual
Click to open a blank form to create a new record for an individual.
Import Individuals
To import records of individuals from other data sources into SEP. You can import profile, assignments, and requirements data from external third-party programs. For instructions, go to Import the Records of SEP Individuals.
Export Search Results
Enables you to export the results of a people search to a .csv file. After the file downloads, you can open it and save it on your device.
Merge Individuals
Enables you to merge (remove) duplicate records of individuals. For instructions, go to Merge Duplicate Records.
Email Individuals
Opens your email client where you can create an email message to send to selected individuals.
View Filters
Click to open the Filters panel. Click the button again to close the panel. You can also click
to close the Filters panel.
Bulk Update Requirements
Enables you to simultaneously update requirements in multiple records of individuals. For instructions, go to SEP Bulk Update Requirements.
Individuals Grid
The Individuals grid lists the names of all individuals at all organizations within your diocese or parish (if you are part of a single organization purchase). The list provides the following information about each person:
- ID: unique value that identifies the individual in the SEP system.
- First Name: individual's first name.
- Last Name: individual's last name.
- Date of Birth: the individual's date of birth. If this field is designated as secure (on the Field Settings tile) or if the user does not have permission to view it, the date of birth is not visible.
- Organization: name of the organization at which the individual serves in the position shown in the Position field.
- Position: position the individual serves in within the organization shown in the Organization field. The color-coded icons (for example, red and green) indicate the status of the individual's requirements. Position your mouse on top of an icon (without clicking) to view a description of the status of active requirements associated with the position. Click the icon to view details for the position.
- Assignment Status: status of the assignment shown in the Position field. For descriptions of assignment status types, go to Assignment Status.
The grid provides functions that enable you to filter and sort the content, edit organization profiles, and remove records.
Grid Icons
Icons in the Individuals grid give you easy access to information
Grid Controls
Checkbox Control
Select a checkbox to select a specific individual when performing a task such as merging records.
Individual Profile
Opens the Detail window where you can view and update details in the selected individual's record. For instructions, go to Edit a SEP User's Profile.
Sortable Column Headers
You can sort records in the Individuals grid by the value in any one the columns. To sort, simply click the desired column header. For example, to sort entries in the grid in alphabetic order by position, click the Position header.
When you click a header, a directional arrow appears on the header to indicate the order in which the information is sorted:
Click the column header once to sort the values ascending order. Click the column again to reverse the sort.
: ascending order (alphabetically from A to Z; numerically from 0 to 9 or lowest to highest).
: descending order (alphabetically from Z to A; numerically from 9 to 0 or highest to lowest).
Show Menu
The Show menu lets you choose the maximum number of records to display per page. The default is set to 10. To change the number or records, click to display the menu entries. Then, select a value of 25, 50, or 100, as shown below:
To speed up page loading, select a lower value.
Total Record Count
To the right of the Show menu, the total count of records in the grid is displayed. In the following illustration, the total record count is 13:
Page Navigation Buttons
The page buttons at the bottom of the page help you quickly navigate through the grid.
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: takes you directly to the page number. For example, clicking 3 takes you to Page 3 in the grid.
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: takes you one page back from the page you are currently viewing.
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: takes you one page forward from the page you are currently viewing.
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: takes you to the first page.
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: takes you to the last page.
Search Filters Panel
The Search Filters panel contains multiple filters that you can apply to the Individuals page to find people records that meet specific criteria.
If the Search Filters panel is not visible, click 
in the toolbar to open it.
The Toggle Filter button opens and closes the Filters panel.
You can also click to close the Filters panel.
Search Filter Buttons
Use these buttons when working with the search filters:
: clears the current filter selections.
: toggles the Filters panel between a pinned and unpinned state. When the panel is pinned to the page, the button looks like this:
. A pinned panel is always visible when you view the page's main content. When the panel is unpinned, the button looks like this:
. An unpinned panel is always hidden when you view the page's main content. To display the unpinned panel, click
to open it to make your filter selections. To close the panel, click
or click outside the panel area.
: closes the Filters panel. To reopen the panel, click
.
Search Filters
The search filters help you find records in the grid that meet one or more criteria. The filters are grouped by type. In the list below, click the name of a filter group to expand it and view its description.
Organization
Searches for individuals with assignments in the selected organizations.
You can select one or more organizations to search for.
If the organizations list is long, type letters contained in the name of the organization into the Search field to bring up a list of matches. Then, select the checkbox for each organization you want to include in the search.
To clear the search, click .
Assignment Status
Searches for individuals by assignment status; for example, all people whose assignments have not started. You can select one or more statuses to search for.
Overview Status
The status options in this group show as colored words that represent the overall status of the requirements associated with an assignment. Searches for individuals by assignment status. You can select one or more status options to search for.
The status codes are hierarchical, and the value shown for an individual refers to the highest threshold reached by any requirement. Red outweighs orange; orange outweighs gray; and gray outweighs green. So, for example, if an individual has one expired requirement and one on hold, the color of the highest threshold is displayed, which is red.
- Green: searches for individuals whose requirements all have a "Completed" status.
- Yellow: searches for individuals who have at least one active requirement with an "In Process," "Expired," or "Review Needed" status.
- Red: searches for individuals who have at least one active requirement at "Hold" status.
- Gray: searches for individuals who have at least one active requirement at "Not Started" status.
- None: searches for individuals who have an assignment that has no overview status calculated for it.
Position
Searches for individuals assigned to the selected positions. Select the checkbox next to each position you want to search for, as shown below. You can select one or more positions to search for.
To clear the search, click .
Position Category
Searches for individuals by position type; for example, all volunteers. If the list is long, type letters contained in the position category to bring up a list of matches. Then, select the position category you want to search for. You can select one or more position types to search for.
To clear the search, click .
Requirement
Searches for individuals by requirement; for example, you can use it to search for all people with a driving test requirement. You can select one or more requirements to search for.
If the requirements list is long, type letters contained in the requirement to bring up a list of matches. Then, select the requirement to search for.
To clear the search, click .
Requirement Status
Searches for individuals by requirement status. For example, select Completed to view individuals with who have completed their requirements. You can filter the list on one or more statuses. Simply select the desired checkboxes.
Select the checkbox for each status type you want to search for.
Requirement State
Searches for individuals whose requirements are in a given state. For example, select Expired to view individuals with expired requirements. You can filter the list on one or more statuses. Simply select the desired checkboxes.
Select the checkbox to search for individuals with requirements in the selected state.
Requirement Category
Searches for individuals by requirement category; for example, selecting Background Checks lets you find all people with a background check requirement. You can select one or more categories to search for.
Requirement Due
Searches for individuals whose due date for a requirement falls within a given date range. To specify a date range, type a date into the From and To fields, or click and select a date from the displayed calendar.
Requirement Expiration
Searches for individuals whose requirement expires within a given date range. To specify a date range, type a date into the From and To fields, or click and select a date from the displayed calendar.
Requirement Completed
Searches for individuals whose requirements were completed within a given date range. To specify a date range, type a date into the From and To fields, or click and select a date from the displayed calendar.
Lets you filter the grid to find records of individuals imported into SEP during a specified timeframe. This filter helps you find records that were brought into SEP from an external system.
As illustrated above, select one of the predefined timeframe settings or specify a custom setting in the Imports From field to view a list of files imported during that period. From the list of files, select the one you want to filter the grid records on. You can then review the records in the selected file and update them, if necessary. Records can be individually updated. Alternatively, if the records have common fields that need updating, you can use the Bulk Update tool to make changes.
Incardinated Elsewhere
Searches for clergy based on their incardination relationship to the user's diocese. This filter pulls data from the state of this checkbox in each individual's profile: Priest/Deacon Incardinated Elsewhere.
- Yes: searches for individuals that have the Priest/Deacon Incardinated Elsewhere checkbox selected. These individuals are not incardinated into the user's diocese.
- No: searches for individuals that do not have the Priest/Deacon Incardinated Elsewhere checkbox selected. These individuals are incardinated into the user's diocese.
- All: finds all individuals, both those incardinated elsewhere and those incardinated into the user's diocese.
Alert Defined?
The filter enables users with Manage Alerts permission to search for individuals who have or do not have an alert appended to their record. The filter has three settings:
- All (the default): shows all individuals (those with an alert and those without an alert on their record).
- Yes: shows individuals who have an alert in their record.
- No: shows individuals who do not have an alert in their record.
Externally Created
Searches for individuals with records that were created by a third-party program that is integrated with SEP (example, ParishSOFT Family Suite). Select timeframe for the search:
- Today: finds records created on today's date.
- Last 7 days: finds records created in the past week.
- Last 30 days: finds records created in the past month.
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Custom: lets you set a custom range for a search. Enter the beginning and ending dates of the range in the Start and End date fields or click
and select a date from the displayed calendar.
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