Contacts Register & Search
This article provides detailed information relating to the Contacts Register in SupportAbility.
The Contacts Register is a useful tool for storing information about a variety of Contacts your organisation works with on a regular basis. The different types of Contacts which might be stored in the Contacts Register include:
- Clinicians and Therapists
- NDIA contacts
- Local Government contacts
- Community Centres
- Community Organisations
- Sporting Clubs and Organisations
- Educational institutions
- Employment Services
- Peak Bodies
- Plan Managers
- Other Service Providers
N.B. This register is intended for more general contacts, and does not include personal or familial contacts for individual Clients. Information regarding a Client's personal contacts is recorded on the Contacts tab of the Client's record.
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- How to Create a Contact Record
- Contact Record
- Contact Details tab
- Documents tab
- Journal tab
- Contacts tab
- Quick Search
- Contact Search
- Printing and Downloading the Contact Search List
Prior to creating Contact records, your organisation may wish to review the Lists and Tags associated with 'Contact' records. These are useful for identifying different Contact records in a Contact Search.
N.B. Staff require the 'Edit System Preferences' Security privilege granted in their Staff Acount in order to access 'System Preferences' and complete this configuration.
Contact Tags can be created and edited in System Preferences::Tags::Contact as per the example below:
For more information on Tags please refer to the Configuring Tags article linked below.
Similarly the list of options available for selection for 'Contact Type' and 'Contact Service Type' can be edited in System Preferences::Lists as per the example below for Contact:Service Type:
This means that when Staff are creating a Contact record the relevant options will be available for selection. For more information on Lists please refer to the Configuring Lists article linked below.
Any Staff member can create or edit a Contact record, however, only those Staff who have been granted the global Security Privilege 'Delete Records' privilege in their Staff Account are able to delete a Contact record.
How to Create a Contact Record
To create a Contact record, select the + icon next to Contacts on the Dashboard:
Select 'Add a new Contact':
and complete the relevant fields with information relevant to the type of Contact record you are creating.
The Contact record comprises four tabs as follows:
- Contact Details
Contact Details tab
The Contact Details tab comprises four sections as follows:
Contact Details - this section is primarily for making the Contact record active/inactive and recording the contact details. Meaningful tags created by your organisation can also be applied here, which may serve as useful filters in a Contact Search.
Financials - this section is primarily used to identify financially related Contacts and does not need to be completed for general Contacts.
More information regarding each of these is outlined in the following articles, which have been linked at the end of this article:
NDIS Financial Plan Management - Creating and allocating an NDIS Financial Plan Management (FPM) Contact
NDIS Service Provider - NDIS Service Provider Contact record
Venue and Activity Details - this section primarily relates to Contacts which are venues and contains some general information about the venue facilities and suitability for specific activities.
Notes - this is a free text field for entering any additional information relevant to the Contact.
Documents related to the Contact can be uploaded here and either viewed or downloaded via the relevant icons. More information about accessing Documents can be found in the Download and Preview Documents article, linked below.
Dates can be set for review and a Staff member set to notify via Dashboard Notifications when the Document is due for review.
Sensitive Documents can also be marked as 'Managers Only', thus enforcing a privacy barrier around the Document whereby only those Staff members who have the 'User is a Manager' Security Privilege granted in their Staff Account, are able to see and access the Document.
Alternatively Documents can be locked down to a particular Service, by selecting the 'Change Service' (double arrow) icon which opens a list of Services from which the relevant Service can be selected:
This enforces a privacy barrier around the Document whereby only those Staff Members who have that Service listed in their Staff Account, or have access via a high level global Security Privilege, are able to see and access the Document:
Journals can be created for Contacts for a variety of purposes on the Journals tab of the Contact record:
Contact's Documents can be linked to a Contact Journal, assuming Documents have already been uploaded to the Documents tab of the Contact record:
Contact Journal Types can be configured in System Preferences::Journals::Contact. Once configured the relevant Journal Type will be available for selection when creating a Contact Journal:
If a template has been created for that Journal Type it will serve as a useful prompt for Staff when completing the Journal.
Standards can be linked to the Journal, along with Journal Actions created and set to notify for specific Staff members.
Once Journals have been created for this Contact, a list of the Journals will appear on the Journal tab of the Contact record:
Contact records are often created for organisations rather than individuals. While the Primary Contact person's name, phone number, mobile and email can be entered on the Contact Details tab of the Contact record:
Additional Contacts for an organisation can be created on the Contacts tab of the Contact record:
If a Contact name is known and you wish to access the specific Contact record, it can easily be accessed via the Quick Search functionality e.g. Greenfield Services
For a more detailed Search filtering by a range of options the Contact Search is a useful tool.
The 'Contact Search' is accessible from the Dashboard:
Using the Search Criteria
The Contact Search is useful for identifying Contacts using a combination of search criteria for instance 'Type' e.g. Allied Health, 'Service Type' eg. Service Provider with a specific 'Tag' e.g. Behavioural Intervention Support:
The Search will return a list of Contacts which match these criteria:
Printing and Downloading the Contact Search List
The list of results generated from a Contact Search can either be printed as it appears on the screen, or downloaded as a csv file.
Printing or Downloading can be completed by selecting the relevant option from the 'Actions' menu e.g. 'Download Contact List With Contacts':
Assuming Contacts have been added to the 'Contacts' tab of the Contact record, these will be included in the 'Download Contact List with Contacts' csv file: