Locking Documents by Service
Client, Contact, and Staff documents can be restricted by Service for added privacy. If a document is locked to a specific Service, only staff with access to that Service in their Staff Account privileges will be able to view and edit it.
For example, if a specific report should only be viewable by Psychology Services and no other staff, access can be restricted to staff who work in or have access to the Psychology Service. This may also be useful for providers delivering NDIS Support Coordination and/or NDIS Financial Plan Management Services to Clients while also providing them with direct support.
By default, any existing documents and any document that is uploaded will be available to All.
Audience: All
How to restrict a document by Service
When uploading a new document, select the plus icon:
Indicate the Document Type:
Located on the far right of this menu is the option to indicate the Service you would like to lock this document to. Selecting the arrows button allows you to set the Service this document will be restricted to:
This will allow you to select the relevant Service you wish to lock the Document to:
The status of the Client's Service Participation is listed next to each Service for reference:
- Current - Client currently participating in the Service.
- Historical - Client participated in the Service historically.
- Not Used - Client has never participated in this Service.
Once set, the Document will only be viewable to Staff Members who work in or have access to that Service:
If the Staff Member does not have access to that Service, the Document will not be visible to them in the Client record or the Document Search.
Important - selecting a Service that a staff member does not have privileges to view will give them the following warning;
By continuing to add the document without access to that particular service, it will then disappear from view with a flag that there are documents that have been removed from view:
