Animals

Shelter View

The shelter view screen (available from the default quicklinks or under ASM ‣ Shelter View) gives you an overview of all the animals currently on your shelter, broken down by their internal location.

You can use this screen to jump straight to an animal’s record. You can also drag and drop animals to move them between locations quickly. If you have assigned units to the animal (for cage/pen numbers, etc) they will appear next to their name. A dropdown in the upper right corner allows different groupings to be applied.

The “Location and Unit” grouping will show a box for every cage/pen with the animals occupying them. If they are unoccupied, they’ll be displayed with a green highlight. You can drag and drop animals between units in this view.

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Find Animal

ASM has multiple methods of finding animals. The default is the simple screen:

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From the single search term, this screen searches all aspects of the animal, including codes, names, breeds, microchip numbers, original owner details, media and movements. Animals are shown irrespective of where they are (the location field displays where the animal is) or whether or not they are dead. When you use the system search box at the top with an a: filter, the simple animal search is what gets performed.

For example, searching for “black” would return animals with black in the name, animals that are black in colour, animals adopted to an owner with the surname black, etc. Results are sorted by relevance, so if the term appears in an animal’s name or code, it will be at the top of the list.

By clicking the Advanced button, you can go to a more sophisticated search screen that allows you to search by animal location and state, age, etc. You can change which find animal screen is shown by default under the Settings ‣ Options menu.

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The Advanced screen allows you to enter detailed searches for groups of animals within your database.

If you press the search button without entering any criteria, you will get a list of all animals on the shelter. This is because the location box defaults to “On Shelter” - if you change this to “(all)” you will get all animals wherever they are.

Once you press the search button, ASM will search through your database and check each record against any criteria you have chosen, and return to you a list of all those that matched. For example, you could quite easily search for all animals of species “Dog” who are still on the shelter, located in a particular location and under 6 months old.

The criteria fields follow one of three types:

  • Drop Down Boxes: You should select something from the list or the “(all)” entry to specify that you do not want to filter by this criteria.
  • Text Boxes: The system expects you to type part of a word, name or code etc. For example, typing “ben” in the “Name” box on the find animal screen will return all animals who have “ben” somewhere in their name - eg: Ben, Benji, Benson etc. Some boxes require numbers - the “aged between” boxes require an animal age expressed as a year, or fraction of a year. Entering 0 in the “From Age” box and 0.5 in the “To Age” box will return animals who are six months old and younger.
  • Filter: The filter dropdown allows selection of a number of options at the same time, such as only including animals that were transferred in from another organisation or housetrained.

Edit Animal

The animal screen is the one you will certainly use the most often within the system. Across the top, the animal screen has a banner with important information about the animal.

Below the banner, the animal screen is split into a number of different tabbed sections. Clicking these tabs makes that area of the animal active. Because not all of the information is mandatory or applicable to every animal, some of the tabs will show a graphic to highlight that they have information (the graphic varies according to what type of data is available on that particular tab).

Animal Details

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The animal details tab contains all the basic information about the animal, including it’s breed, species, name, age, location within the shelter, identifying code etc.

A number of flags are available from a dropdown, including “Non-Shelter Animal”. Set this flag if the animal is nothing to do with your shelter, but you want to utilise ASM’s facilities in managing vaccinations, registering microchips, etc. This is very useful for shelters that run their own clinics which are open to members of the public. Non-shelter animals are also useful in combination with the courtesy listing flag, which allows you to manage adoption listings for other shelters or owners without having those animals in your figures.

You can also set a “not for adoption” flag, which enables you to hide this animal from the internet publishers. Using the Hold and Quarantine flags will also hide the animal from publishing and add an emblem (a little icon) when you see the animal.

If the “Use Single Breed Field” option is not enabled in the system options (the default), then ASM will display two breed fields with a “Crossbreed” flag you can set. This allows you to choose two breeds for mixed/crossbreed animals. The details page is subdivided into a number of accordion panels to categorise the details. If you have created additional fields for animals under Settings ‣ Additional Fields then the “Additional” panel will appear.

The “Share” button can be used to publish the animal to various social media sites. A link to a publically viewable version of the animal record will be posted. How that viewable page looks can be tailored by editing the “animalview” template under Publishing ‣ Edit HTML publishing templates

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Details are treated like a document and when viewing, you get a personal copy. Any changes you make aren’t effective until you hit the Save button on the toolbar. If you try to leave the details screen without saving changes, you will be prompted.

Entry

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The Entry panel contains all the information about how the animal originally entered the shelter, including their background history and the names of the original owner and person who brought the animal in.

When adopting animals out, the system uses this information to track owners who have brought animals into the shelter previously and to warn staff before adopting animals to them.

The bonded with fields allow you to specify upto two animals that this animal can be bonded to. Bonding checks that when the animal is adopted, it is adopted with its bonded partner(s).

Most importantly, the right hand side of the screen contains the animals original date of entry to the shelter. This date is used when generating animal figures and auditing reports.

If you are using a US locale, you will also see Asilomar categories. These allow ASM to generate Asilomar figures for your shelter. Asilomar statistics are a standardised way of calculating euthanasia figures for animal shelters across the US. More information on them can be found here: http://www.asilomaraccords.org/

Health and Identification

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The health and identification tab is used for entering general information about the animal’s health and veterinary care. The special needs box can be used to indicate that the animal has an ongoing or permanent health problem. Ticking this box will flag this when publishing to the internet and to services like PetFinder.

Death

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The death tab is used for capturing information about the animal’s death if it is deceased. The most important field is the deceased date, as a value in this field is used by the system to indicate that the animal is dead.

In addition, an icon will be shown at the side of the death tab if the animal is dead. The animal’s location will also appear as Deceased with the reason. The reason will be shown as “Died off shelter” if the animal was not in the care of the shelter at the time of its death, and the death will not be included in any figures or reports.

Diet

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The diet tab is used for capturing information about the animal’s diet. You can set up as many different diet types (under Settings ‣ Lookup Data ‣ Diets) as you like, and then log them here when the animal’s diet changes.

Costs

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The costs tab allows you to track costs associated with looking after an animal whilst it is in your care. You can assign a daily boarding cost, and ASM will automatically keep track of how many days the animal has been on your shelter and how much it has cost.

In addition, you can add cost types through the Settings ‣ Lookup Data ‣ Cost Types menu and allocate costs for anything else your shelter has spent on the animal (eg: Microchipping). Vaccinations and medical treatments have a cost field that you can set for each treatment and they will be automatically totalled up at the bottom of the costs screen along with a current running cost for all time and a balance, calculated from total costs less any donations allocated to the animal.

By default, when the animal is adopted, ASM will automatically convert the current boarding cost/time into a separate cost record so it can be preserved.

Vaccination

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The vaccination tab is used to track information about any vaccinations an animal requires. An animal can have an unlimited number of vaccination records. For complicated, multi-diary procedures, see Diary Tasks, covered later on.

Use the toolbar to create and modify items in the list. You will be reminded of outstanding vaccinations via the alerts on the home page, or by viewing them under Medical ‣ Vaccination Book

Vaccinations can also have a cost attached for use with reporting. The cost is for the individual vaccination.

Vaccinations have three date fields:

  • Required: This is the date that the vaccine is due to be administered to the animal
  • Given: This is the date that the vaccine was actually administered to the animal
  • Expires: This is the date that the vaccine “wears off” and needs to be administered again.

Due vaccinations for the purposes of reporting, alerts and the medical book are those that have a required date, but no given date yet.

Expires is a “belt and braces” reminder. The system expects you to set the expires date when you don’t expect this vaccination to be given again during the animal’s stay with the shelter - eg: a booster vaccination that won’t be given again for a year. It means the system can remind you a new vaccination needs administering in the unlikely the event that the animal is still in the care of the shelter when the date arrives. To get rid of the alert for an expired vaccination, create a new required vaccination for that animal of the same type.

Test

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The test tab is used to track information about any medical tests an animal requires. An animal can have an unlimited number of test records.

Items in the test list are saved immediately to the database when you hit the Save button in the popup screen. You will be reminded of tests falling due via the Test Diary report, main screen alerts, or by viewing them under Medical ‣ Test Book

Tests can also have a cost attached for use with reporting.

Medical

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The medical tab is used to track information about medical treatments an animal is receiving. It is extremely flexible in what it can track and it can handle just about any kind of schedule. You can create medical profiles from Medical ‣ Medical Profiles and use these as templates for treatment records.

Treatment records are automatically created from regimens. You can edit the regimen by click on the treatment name.

As you complete each treatment, ASM will generate the next record in the sequence, until there are none left and the medical record is automatically completed (unless the treatment has an unspecified end, in which case ASM will continue to keep creating treatments until the animal dies).

You can view all outstanding medical treatments at any one time by visiting Medical ‣ Medical Book, you can also print currently outstanding treatments from here.

Medical records can also have a cost associated with them for reporting. The cost is for the whole medical item (ie. If it’s a course of tablets, then the cost should reflect the whole cost of all tablets required for the medical, it is not per individual tablet).

Media

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The media tab contains documents, images, PDF files and links that have been stored with the animal.

The most common use is for images. Click the attach file button to attach a new file to the animal. When you attach files, they are stored with the animal and you no longer need the original file. Since images are the most common use, the file browser will display previews of images, and if you click an image in the media list, it will be viewed full screen.

The web publisher will use the notes attached to the default image as the animal’s description when building a site or sending data to PetFinder or other third parties.

If the content is a PDF, you can click it to have your browser view it (if it has an appropriate plugin). If the content is an HTML document, then clicking it will open it with ASM’s built in word processor for editing and printing.

You can also attach document and video links (for example, to Google Docs or YouTube videos). Video links and images can have a default set for publishing purposes. If you have the “publish all images” turned on in your publishing options and an animal has multiple images, you can individually choose which ones will be published with the tick/cross icon next to the image icon.

Ticking the “Not for adoption” box on the details tab will ensure that the animal is not included in website publishing.

Notice that when an animal has media, the tab displays a graphic, indicating there is data under this tab.

Diary

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The diary tab shows a list of all diary notes relating to this particular animal. From here you can create new diary notes, as well as modify existing ones.

Transport

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The transport tab shows a history of where the current animal has been transported to (particularly useful for rescues who have volunteer drivers taking animals to vets from foster homes). Transport can be scheduled and reports exist to find new transports without a driver, etc.

Movements

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The movement tab shows a summary of all movements that the animal has undergone. An animal can have an unlimited amount of movements and the movement tab has its own special toolbar. From here, you can create new movements and jump straight to the owner records for existing movements.

Log

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The log tab is used for logging additional useful information. You can create as many log types as you want under Settings ‣ Lookup Data ‣ Log Types. You can then create a log entry with a given type for a date and with a comment. This is useful for keeping track of animal weights, bite reports, owner emails, complaints and anything else you can think of.

Template Animals

It’s quite common for shelters to want to assign certain elements to new animals. Whilst defaults for all the dropdowns can be assigned under Settings ‣ Options ‣ Defaults, it’s normal to want to be able to assign a set of vaccinations, medical treatments or tests, or a particular diet, or some standard costs to new animals.

To do this, create a new animal record with the vaccination, medical treatments, diets and costs on that you’d like to be assigned to new animals. Make sure that the “Non-shelter” box is ticked so that this template animal is kept away from all reports and figures. Finally, give it the name “TemplateType” or “TemplateSpecies”.

If you name the animal TemplateType, the system will look for your template animal when the type of the new animal matches it. Similarly, the species has to match if the template is called TemplateSpecies. Type is preferred over species so if you have a new animal where the type and species match two different templates, the type will “win” and the new animal will get the records from the matching type template.

Where records require dates (for example, the due date on medical treatments or vaccinations), the system will calculate the new date based on the difference between the date brought in field of the template animal and the due/required date of the cloned records in question.

For example:

  • Template brought in date: 1st January 2016
  • Required date of a vaccination on that template: 10th January 2016
  • Day difference: 10 days
  • Required date of that vaccination when added to the new animal will be today + 10 days

When copying from a template animal, ASM will copy the following items:

  • The animal’s adoption fee amount
  • Any additional fields the shelter has added to the system
  • Vaccinations
  • Tests
  • Medical regimens
  • Diets
  • Costs

In addition, you can further define a template animal for baby animals (puppies and kittens). If the animal’s age is under the system defined “baby split” of 6 months by default, the system will first look for templates called TemplateTypeBaby and TemplateSpeciesBaby before falling back to TemplateType and TemplateSpecies.