Additional SupportAbility Features

Our team are often asked for guidance and assistance by providers who use SupportAbility about how to learn more about the features on offer so they may utilise more functionality and ultimately get more value out of their SupportAbility subscription. 

This article summarises some of the additional SupportAbility features outside of the standard operational workflow i.e. Client records, Activities, Finance & NDIS processing, that may not be widely known. 

Audience: All

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

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Human Resources

Related learning content: 

The Document Management System (DMS) has been designed primarily to manage organisational documents such as policies and procedures, forms and templates:
It provides some version control, privacy settings, and unlimited storage.

How to access the DMS

The DMS can be accessed by selecting 'Documents' on the Dashboard of your installation:

Access Privileges

Staff with the global 'Document Manager Across All Services' Security Privilege are able to create, view and edit every Document in the DMS:

The 'Document Manager' privilege can also be granted at the Site/Service level to restrict the ability to create and edit Documents for specific Site/Services only:
Staff will only be able to provision Documents for Site/Services that they have the 'Document Manager' privilege for. 

Staff who do not have the 'Document Manager' privilege will be able to view only the Documents linked to the Site/Services they have listed in their Staff Account.

To access Documents that have the 'Managers Only' setting checked, the Staff Member also requires the global 'User is a Manager' privilege:

How to create Folders and Document records

Some brief instructions are listed in the Notifications window of this feature, which can be viewed by selecting 'View Notifications' at the top of the screen:

N.B. More detailed information is provided in the several related videos in the learning centre of an organisation's installation.

How to Create a Folder

Right-mouse selecting the 'Documents' folder will display the 'Create Folder' option:

This will populate a 'new node' which can be renamed as required:

How to Create a Document record

Right-mouse selecting a folder will display a menu of options. To create a Document record select 'Create Document':

Enter the 'Document Name' and a 'Description' (optional) then select 'Create Document':

The Document record will then display, where the relevant Document file can be uploaded and the appropriate Privacy settings applied:

How to Upload a Document file to the Document record

Select the 'Upload File' button then select the relevant file from a location on your computer and upload it to this Document record: 

Once uploaded the Document file will display as follows:

Remember to select Save Document to save any additions:

Updating Files to newer versions

The DMS provides version control of all Document files. Newer versions of a Document may be uploaded by first selecting the '+ Add a new version of the document':

The relevant version of the file can then be uploaded by selecting the 'Upload File' button:

Adding a Privacy Setting

By default access to a Document record is set to the person who created it. 

Additional Privacy i.e. making the Document available to other Staff Members can be completed by selecting the '+ Add new Privacy Setting':

The available options to select from are as follows, and one or more items within each group may be added one at a time as required:

Once an option has been selected this will display in the Privacy Settings section:

Remember to select 'Save Document' to save the update.

Configuring the Privacy Setting so all staff across the organisation can access a Document

As mentioned, by default, access to a Document record is automatically set to the person who created it. This creates a privacy layer to which additional privacy layers or access can be added.

When a Document is relevant to all Staff i.e. everyone across your organisation requires access to it, there is an easy way to configure this. While 'Everyone' is not a selectable option in the Privacy Settings, global access may be applied as outlined below.

The first step is to remove the privacy layer which is automatically added when a Document is created. This is actioned by selecting the rubbish bin icon:
Once this Privacy layer has been deleted, and there are no Privacy Settings in place the system will automatically default to the option 'Everyone':
Once this update has been saved, the Document will now be accessible to all Staff Members who have access to SupportAbility.

When the privacy setting of 'Everyone' is no longer applicable for a Document and you wish to restrict access to specific user/s, Site/s, or Service/s, simply add the relevant new Privacy layer e.g. Site: Melbourne (HQ), which will automatically remove the Privacy setting of 'Everyone':

Remember to select 'Save Document' after any updates have been completed to ensure your changes are saved.

Related Learning Material

More detailed information is available in the videos located in the 'DMS' section of the Features tab in the Learning Centre in your installation, accessed via the Dashboard.  

These include:

• Accessing Documents 
• Privileges
• Creating Documents and Versions
• Provisioning Document Access