Personal Contact Search Report
This article provides detailed information relating to the Personal Contact Search Report which can be utilised to find Clients' Personal Contacts that meet specific criteria, for example, Emergency, Billing and/or Primary Client Personal Contacts.
There are also options available to print, download the List results in a CSV file, along with functionality to email these Personal Contacts directly from the List.
Prerequisites: The results returned from this Search Report are relative to the Client records the Staff Member generating the Report has access to, based on the Site/Services they have listed in their Staff Account, and/or any high-level global privileges they have been granted.
Audience: Team Leaders, Support Staff and those tasked with sending communications to Clients' Personal Contacts.
The following list summarises the content of this article. Click on the links below to take you to the relevant sections:
- Where are the Client's Personal Contacts entered?
- How to access this Report
- Search Criteria
- List Results
- Print Personal Contact List
- Download Personal Contact List
- Email All Client Personal Contacts in this List
Where are the Client's Personal Contacts entered?
A Client's Personal Contacts are entered on the 'Contacts' tab of their Client record:
Multiple Personal Contacts may be added in the 'Personal Contacts' section, and the relevant people listed here may be set as the Client's 'Primary Contact' and/or 'Billing Contact' in the 'Personal Contact Roles' section above:
Many of these fields of information, including 'Primary Contact' and 'Billing Contact' are available Search Criteria in the Personal Contact Search.
How to access this Report
To access the 'Personal Contact Search', select 'Reports' from the Dashboard:
Navigate to the Client Records subsection of the Clients section in the Reports menu and select 'Personal Contact Search':
A range of search criteria is available to select from that can be used independently, or in conjunction, to search across Clients' Personal Contact records in SupportAbility.
The search criteria are divided into two sections as follows:
- Search criteria relating to the Personal Contact:
N.B. The Active filter in the (Personal Contact) search criteria section relates to the Active status of the Personal Contact record as configured on the 'Contacts' tab of the Client record. This is set to 'Active' by default.
- Search criteria relating to the Client:
N.B. The Active filter in the 'Client search criteria' section relates to the Active status of the Client record as configured on the 'Client Details' tab of the Client record. This is set to 'Active Clients Only' by default.
It is possible to search for any combination of Active/Inactive Personal Contacts and Active/Inactive Clients.
How to Generate the Report
Once the desired parameters have been set, select 'Search' to generate a list of Personal Contacts which meet the specified criteria:
Once the Search has been generated, the Client Personal Contact List results display onscreen with the following headers:
- Personal Contact Name
- Client Name
- Primary Carer
- Lives with Client
- Preferred Contact Method
Total number of results
The total number of results returned is displayed at the top of the List:
Sorting the List
The List is sorted alphabetically by the Personal Contact's surname by default. The List can however be sorted by either the 'Personal Contact (last) Name' or 'Client (last) Name' in ascending or descending order by selecting the icons located beside the column headers:
Print Personal Contact List
Once the Personal Contacts Search has been generated, the Personal Contacts List results which display onscreen may be printed by selecting 'Client Personal Contact List' from the 'Print' menu:
The print version of the Personal Contact List will first display as shown below and can then be printed by selecting the Print Icon at the top:
Download Personal Contact List
This List can be downloaded into a CSV file via the 'Actions' menu where required:
The CSV file contains more columns of information than those displayed onscreen and separates the First and Last Name for 'Personal Contact' and 'Client' into separate columns:
More information about the contact details is given, i.e. (Street) Address, State, Postcode, and Email Address are also included in separate columns:
Additional columns of information have been included in this export to assist with finance integration:
It is often the case that identifiers are required in this process and thus, the following data has been added to this export:
- Billing Contact SupportAbility Customer ID - a unique identifier that is auto-generated by SupportAbility based on the specific type of record this is, in this case, it is only included for those Client Personal Contacts who have been set as the Client's Billing Contact on the Contacts tab of the Client record e.g. CC_1.
The two letters represent the type of record it is i.e. CC as this is a Client Contact record and the number represents the SupportAbility record ID.
- Billing Contact Debtor ID - populates when a Debtor ID has been manually entered in the corresponding field for the Client's Billing Contact in the Contacts tab of the Client record
- Client SupportAbility Customer ID - a unique identifier that is auto-generated by SupportAbility based on the specific type of record this is, in this case, the Client record e.g. CL_2.
The two letters represent the type of record it is i.e. CL as this is a Client record and the number represents the SupportAbility record ID.
- Client Debtor ID - populates when a Debtor ID has been manually entered in the corresponding field for the Client on the Client Details tab of the Client record
N.B. The SupportAbility auto-generated Customer ID's (both Billing Contact and Client) are generally used by ERP/enterprise systems with custom integrations with specific finance systems such as Nav Dynamics, Microsoft Business Central and SAP B1 and therefore this information is only relevant where an organisation uses such a custom export.
Similarly, only some finance systems require a 'Debtor ID' (otherwise known as Card ID for example for MYOB) in order to match Invoice data. Therefore, this is only required when an organisation uses a finance system this is required for, and it is only required for the Clients, Client Personal Contacts and Shared Contact records your organisation will be generating Invoices for, and not everyone.
Email All Client Personal Contacts in this List
Once the List results have been generated, the 'Email all client personal contacts in this list' feature, located at the bottom of the List, can be utilised for sending bulk communications:
Missing Email Addresses
'Email' address is not a required field to deem a Personal Contact record as 'complete', therefore, if your organisation wishes to use this bulk communications feature we recommend instructing Staff to always include the email details when creating Personal Contact records.
When utilising this feature, if there are missing email addresses for the Personal Contacts in the List results, a notification message will display advising the number missing:
This feature caps the number of email recipients to a maximum of 20. If the results List exceeds this number and the 'Email all client personal contacts in this list' button is selected a warning message will display as follows:
A possible workaround for this is to create 'Client Contact' Tags in System Preferences::Tags and assign these to the relevant Personal Contact records, grouping them up to a maximum of 20.
The Personal Contact Search can then be filtered by these Tags, in combination with other filters e.g. Site/Service, thus ensuring the Search results remain below the cap of 20 people.