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

Summary

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
• Search Criteria
• Record Type
• Document Type
  • Other
  • All Compulsory Documents
• Document Status
• Document Date
• Due/Review Date
• Notify
• Service
• Individual Client or Staff Member
• Active
• Lock to Service
• Managers Only
• Organisation Incidents and Opportunities for Improvement Status
• Search results
  • Sort Feature
• Download Document List

Accessing the Document Search

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

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

Return to Summary

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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Other

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:

Document Date

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: 

Notify

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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Service

Individual Client or Staff Member

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 

Active

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: 

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:  

Return to Summary

Download Document List