Document Search

The Document Search feature allows Staff to search for Documents pertaining to specific records Record Types i.e. Clients, Staff, Shared Contacts, Organisation Incidents (AIR) or Opportunities for Improvement (if these latter two records exist), using a range of search criteria.

The Search can be utilised for a variety of purposes including identifying Client or Staff records that do not have complete Document records for Document Types set as 'Compulsory' for a specific Service, or for identifying Documents that are 'Due for Review' within a specified period e.g. the upcoming month. 

The Search results can also be downloaded in a CSV file for further review.

Audience: All


The following list summarises the content of this article. Click on the links below to take you to the relevant sections:

Accessing the Document Search

To access the Document Search select Reports from the Dashboard menu: 

Navigate to the Other section and select 'Document Search':

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Search Criteria

Record Type

When performing a document search, the Record Type you are searching for must first be selected: 

N.B. The following Record Types; Client, Shared Contact and Staff will always appear as available options in this filter regardless of whether a Document has been attached to these Record Types or not.  The remaining Record Types, however, will only appear as available options in this filter when an Opportunity for Improvement (OFI) record or an Accident/Incident (AIR) record has an attached Document.

Once a Record Type has been selected additional search criteria will appear tailored to the selected Record Type as shown below.

This is the search criteria for Client Documents showing the default settings for some filters:

This is the search criteria for Shared Contact Documents showing the default settings for some filters:

This is the search criteria for Staff Documents showing the default settings for some filters:

The tailored filters for OFI records are as follows, and all options for Status are selected by default:

The tailored filters for AIR records are as follows, and all options for Status are selected by default::

Information on utilising each of the filters in a Document Search, focusing particularly on the Record Types 'Client' and 'Staff' has been outlined in detail below. 

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Document Type

The 'Document Type' filter allows the Search to be filtered by a specific type of document.

The Document Types available for selection are those Types configured on the Documents tab in System Preferences for the Record Type selected.

Leaving this filter set to the default '-' will include all Document Types in the Search.

Alternatively, the Search may be limited to an individual Document Type by selecting the required Type from the available list of options e.g NDIS Plan:

For long lists, it may be easier to locate a specific Document Type by typing part or all of the name into the filter e.g. NDIS. This will filter the list to display only those options matching the word/s typed, from which the relevant one may be selected:

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When a Document Type is in use and deleted in System Preferences, this results in the Document Type reverting to 'Other' in the related Document records and the originally assigned Document Type name displayed in the free text field below 'Other':

When using the Document Search to identify Document records that have the Document Type of 'Other', select 'Other' from the bottom of the Document Type list or alternatively enter 'Other' in the filter and when the option 'Other' displays select this:

Once 'Other' is selected, a secondary free-text filter will appear in the Search. This can be left blank to search for all Documents where the Document Type has reverted to 'Other':

Alternatively, to search for a specific Document Type that has reverted to 'Other' this requires an exact match of the original Document Type name to be entered in the secondary filter e.g. Allied Health Report, for it to be identified in the Search results:

If a Document cannot be identified via the option of entering the original Document Type name it may be more effective to do a general search for 'Other' leaving the secondary filter blank and then reviewing the results list to identify the required Document/s. 

Utilising some of the other filters in combination with this one, may assist by narrowing the search parameters and thereby refining the results returned.

All compulsory documents

Document Types can be set as 'Compulsory' for specific Services for Client and Staff Documents on the Documents tab in System Preferences.

The Document Search is a useful tool for identifying which Clients or Staff records have the required 'Compulsory' Documents by using the 'All compulsory documents' option available at the top of the 'Document Type' filter: 

'All compulsory documents' can be used in combination with one or more other filters, e.g. 'Document Status' and 'Service', for a variety of purposes related to Compulsory Documents.

To perform a Document Search identifying Clients or Staff who do not have complete Document records for Document Types set as 'Compulsory' for a specific Service the following filters may be utilised. 

Select 'All compulsory documents' in the 'Document Type' filter: 

Next, select 'Scheduled', 'Incomplete' and 'Missing' from the 'Document Status' filter:

Select the relevant Service:

The Search results will display a list of Clients or Staff, relative to the Record Type selected, who do not have a complete Document record for Record Types set as 'Compulsory' for the Service selected:

N.B. The different coloured badges in the 'Document Status' column indicate the Status for each Document record e.g. Incomplete, Missing, or Scheduled.

N.B. If your organisation chooses to set compulsory Staff Documents for each Service in System Preferences, we recommend ensuring that all compulsory Staff Documents are set for the 'Administration' Service. This will ensure that Staff Members who have 'Administration [ALL SERVICES]' listed for a Site in their Staff Account, will be included in a Document Search where the search criteria are seeking to identify those Staff who have missing, obsolete, or incomplete Document records.

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Document Status

Once a Document record has been added the Status will initially display as 'Incomplete':

As the various fields of the Document record are completed and the record saved, the Status will update accordingly as follows:

Incomplete - Document record created but no file attached and no 'Due/Review Date' set.  The presence/absence of a Document Type is not relevant to this Status:

Scheduled - Document record has a 'Due/Review Date' set but  no file has been attached. The presence/absence of a Document Type does not determine this Status, though it would generally be considered a necessary field for completion: 

Current - Document record has a file attached. Document Type and 'Due/Review Date' do not determine this Status, though they would generally be considered necessary fields for completion.

Obsolete - The 'Obsolete' checkbox has been selected to indicate the Document record is  no longer relevant:   

The Document Search can be filtered by any one or more of the above Status options.  
An additional Status of 'Missing' has been added to the 'Document Status' filter, so it is possible to search for an entity that has no Document records created relative to the other search criteria selected.
The default setting for the Document Status filter is Current, however, one or more of these options may be selected as relevant to the purpose of the Search: 

Document Date

When a Document is uploaded to a Client record, the Document Date field auto-populates with the date the document was uploaded e.g. NDIS Plan uploaded on the 30th of March, 2022

However, this may be manually changed to reflect the date the document was received or signed e.g. 15th February 2022

N.B. When a Document is uploaded to a Staff Account, the Document Date field is not auto-populated and needs to be manually entered.

The 'Document Date - From and To' filters in the Document Search allow Staff to search for Documents dated within a specific date range e.g. a financial year or a month: 

Due/Review Date

A Due/Review Date can be added to a Document record to notify the selected Staff Member that this Document requires action on or around the set date.

For example,  the following NDIS Plan is valid for twelve months and requires review at the end of this period as indicated by the Due/Review Date selected: 

The 'Due/Review Date - From and To' filters in the Document Search allow Staff to search for Documents due for review within a specified date range e.g. the upcoming month:


When a Due/Review Date is added to a document, a Staff Member must be selected as the person to 'Notify' that this document requires action e.g: Alphonso has been selected to notify for this Document:

The Notify feature is designed so that a notification populates on the Dashboard of the Staff Member set to receive the notification: 

Client Document notifications are set to appear on the Dashboard by default, 30 days out from being due. However, this may have been configured differently by your organisation. Please review the  Dashboard Privileges and Customisation article linked below for more information. 

The 'Notify' filter in the Document Search allows Staff to search for Documents that have been set to Notify a specific person by selecting the relevant Staff Member in this filter.

The relevant Staff Member can either be selected from the filter list, or if the list is very long all or part of the Staff Member's name can be entered in the filter to display similar list options, and the relevant person selected once displayed: 

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The name of the 'Service' filter in the Document Search is tailored to the Record Type selected i.e. 'Client Service', 'Staff Service' etc:


When performing a 'Client' Record Type search, the 'Client Service' filter searches for the Documents associated with the selected Service as entered in the 'Client Service Participation' section of Client records. 

The results will display Document records of Client's who participate in the selected service.

If a search is performed for a Service to which the Staff Member performing the Search does not have access to e.g. Support Coordination, either as listed in their Staff Account or via higher-level privileges, the results returned will only display Documents for the Services the individual has access to. 


When performing a 'Staff' Record Type search, the 'Staff Service' filter searches for the Documents associated with the selected Service as entered in the Sites and Services where this staff member works section of Staff Accounts.

If the individual performing the Search does not have the 'Human Resources' privilege either at the related Site/Service level or the global 'Human Resources For ALL Staff' privilege in their Staff Account, which gives them access to the Documents tab of Staff Accounts related to the services they have this privilege for, although they can select this filter, it will return no results i.e No documents found: 

Shared Contacts

'Shared Contact' records are not attributed to any Service, therefore, this filter does not appear for Document searches of this Record type. 

Organisation Incidents and Opportunities for Improvement

The following record types also have a related Service filter available for selection: 

  • Opportunity for Improvement (OFI)
  • Organisation Accident Incident Register (AIR) 
    • Incident
    • Incident Investigation
    • Incident Injury

When performing an 'Incident' or 'OFI' Record Type search, the 'Incident Service' or 'OFI Service' filters search for the Documents associated with the selected Service in the [Organisational] Incident or OFI record. 

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Individual Client or Staff Member

Additional filters are available in the Document Search when searching by either 'Client' or 'Staff' Record Types.
These filters namely 'Client' and 'Staff' allow users to select an individual Client or Staff Member and thereby limit the Search results to Documents related to the selected individual only.
These filters contain both Active and Inactive Client or Staff Member records respectively, with 'INACTIVE' noted after the name where applicable:

These filters are designed to Search for Documents related to an individual only and do not have multi-select functionality where more than one Client or Staff Member can be selected.  To search for multiple Clients or Staff this filter should be left set at the default option '-', whereby all Clients or Staff will be included in the Search results relative to the other filter options selected.

Using the 'Client/Staff' filters in combination with the 'Active Client/Staff' filters 
The 'Client' and 'Staff' filters always display both Active and Inactive Clients or Staff. If an Inactive person is selected in one of these filters, it will be necessary to select either 'No' or 'Both' in the 'Active Client/Staff' filter for the Search results to include Documents relating to an Inactive individual:


The 'Active' filter in the Document Search filters the Search by the 'Active' status of the Client or Staff record and the name of this filter is tailored to the Record Type selected i.e. 'Active Client', 'Active Staff' etc:

The following outlines how each of the filter options functions:

  • Yes - This is the default setting for this filter. When selected, only Active Client/Staff records are included in the Search results
  • No - Only Inactive Client/Staff records are included in the Search results when this setting is selected
  • Both - The Search results include both Active and Inactive Client/Staff records when this is selected.

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Lock to Service

When a Document is added to a Client, Staff or Shared Contact record, it can be restricted to a specific service as required for privacy e.g. the following Service Agreement has been locked to the Support Coordination Service, so only Staff who have access to this Service can view this Document: 

For more information about this feature, please review the Locking Documents by Service article. 

The 'Lock to Service' filter in the Document Search allows Staff to search for Document records that have been restricted to a selected Service e.g. Support Coordination: 

For Search results to appear when using this filter, Staff must have access to that Service configured in their Staff Account or be granted access via higher-level privileges.

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Managers Only

Documents can be set for 'Managers Only' access thereby adding an additional privacy layer, requiring Staff to have the 'User is a Manager' privilege as well as access to the Client record in order to access Documents restricted to 'Managers Only': 

The 'Managers Only' filter in the Document Search allows Staff to search for Document records that have or have not been restricted to 'Managers Only' for all Record Types:

The following outlines how each of the filter options functions:

  • Yes - When selected, only Documents that have been restricted to 'Managers Only' are included in the Search results.
    Only staff with the  User is a Manager privilege configured in their Staff Account AND have access to the Client record will have access to these Documents in the Search results.
  • No - Only Documents that have not been restricted to 'Managers Only' are included in the Search results when this setting is selected
  • Both - This is the default setting for this filter. When selected, the Search results include both Documents that have and have not been restricted to 'Managers Only'

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Organisation Incidents and Opportunities for Improvement Status

If your organisation has uploaded Documents to any of the following records these will be available to search for in a Document Search:

  • Opportunity for Improvement (OFI)
  • Organisation Accident Incident Register (AIR) 
    • Incident
    • Incident Investigation
    • Incident Injury

Each of the above Record Types has functionality for updating the Status of the record to track its progress i.e. New, In Progress, Completed, Rejected. The history of each Status change is logged on the Status tab of the record. 

The 'Incident Status' and 'OFI Status' filters in the Document Search are specific to these Record Types with the name tailored to match the Record Type selected:

All Status options are selected by default for these filters, however, individual ones can be selected independently as required.

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Search results

When a Document Search has been performed, the search results will be listed to the right-hand side of the page and the document search filters remain visible on the left to clearly display the search criteria selected: 

Alternative search criteria can be selected as required if the Search does not return the intended results. Simply update the filters then select the 'Apply Filters' button at the bottom of the search criteria to generate the new results:

A count of the total number of results returned from the Search is displayed at the top of the results list:

The onscreen results include the following columns of information:

  • Client Name - this includes a link directly to the Documents tab of the Client record

  • Document Type - this displays the Document Type name along with buttons to view or download the Document record

    The Download and Preview Documents article linked below for reference outlines how to action this in detail

    If no Document Type has been selected in a Document record this will display in the results as [DOCUMENT TYPE NOT SET]

  • Document Status - each of the different Document Status displays as a different coloured badge as follows: Current - green, Incomplete - amber, Scheduled - blue, Obsolete - grey

  • Document Date
  • Notify
  • Review Date - a Date will display in this column when a 'Due/Review Date' has been set in the Document record

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Sort feature

The default sort order of the Search results list is by the Name of the Record Type e.g. Client's/Staff's/Shared Contact's first name. 

The results List can be sorted by any of the columns in ascending or descending order by  selecting the ascending/descending arrows next to the relevant column header name:  

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Download Document List

The Document Search results list is also available for download in a CSV file accessible by selecting 'Download Document List' from the Actions menu: 

Additional information to the onscreen results is included in this export file such as 'File Name', 'Managers Only', 'Service', and 'Owner Status':

N.B. 'Owner Name' refers to the name of the Record Type e.g. Client's Name and 'Owner Status' refers to the 'Active' status of the Client, Staff Member, Shared Contact record etc. 

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