Configuring Document Types
When a Document is uploaded to the relevant record in SupportAbility, Staff Members can choose from a list of available Document Types. Classifying uploaded Documents in this manner, allows these to be located via the Document Search, which can be used to monitor the currency of this information, for example.
Some default Document Types are available when a provider commences with SupportAbility, however, we recommend that these are reviewed and updated to match the types of Documents your organisation uses.
Configuring Document Types and setting Compulsory Documents for Client and Staff records as required is beneficial as this ensures:
- Staff will be able to select the relevant Document Type when uploading a Document, selecting from a list that is familiar and relevant to your organisation
- All Compulsory Document Types for Client and Staff records are stored securely and readily accessible when required
- Incomplete Client Record Warnings will appear at the top of the relevant Staff/Client records as a prompt to follow up any missing Compulsory Document Types
- A Document Search can be performed, to locate Documents of a specific Document Type or 'All compulsory Documents'
This article outlines how to add, edit and delete Document Types in System Preferences, as well as how to configure Document Types for Clients or Staff Members as 'Compulsory' based on the Services they participate in or work in.
Privileges: Staff require the 'Edit System Preferences' Staff Account privilege in order to access the 'Documents' tab in System Preferences where configuration is completed.
Audience: Authorised Representatives and anyone tasked with configuring Documents.
The following list summarises the content of this article. Click on the links below to take you to the relevant sections:
- Where are Document Types configured?
- How to add Document Types
- How to edit Document Types
- How to set Document Types as 'Compulsory'
- How to delete Document Types
Where are Document Types configured?
Document Types are configured in the 'Documents' tab in System Preferences:
Default Document Types
A default list of Client Document Types is included in all installations when first provisioned:
As well as Document Types for Documents associated with the Accident & Incident Register (i.e. Incident, Injured Party, Investigation) and the Opportunity For Improvement (OFI) register, and Staff:
We recommend this list is reviewed and updated to align with the types of Documents your organisation will be uploading to SupportAbility, in accordance with organisational policies and processes.
This is important to ensure any redundant options are deleted and that that language for any existing Document Types is updated to align with the language Staff at your organisation are used to, which will help ensure they select the most appropriate option. It is also important to ensure that any missing Document Types relevant to your organisation, are added.
Whilst Document Types may be added for different record types (Client, Contact, Incident, Injured Party, Investigation, OFI, and Staff), your organisation may choose to configure Document Types for Client records and Staff records only. It is entirely at your organisation's discretion, based on the SupportAbility functionality that you choose to utilise.
How to add Document Types
To add a Document Type select '+ Add a new document type':
A new line will appear at the top of the tab highlighted in red. Select the type of record you wish to create a new 'Document Type' for e.g. Client record:
Next, enter the name of the new Document Type (e.g. Individual Risk Assessment):
Select the 'Save Preference Set' button:
This will add the new Document Type in the relevant record type section, sorted alphabetically:
Once Document Types have been configured, these will be available for selection in the dropdown list when Staff are uploading Document files to the relevant record.
How to edit Document Types
The name of a Document Type can be edited at any time.
For example, if an item in the list of default Document Types needs to be updated e.g. Authorisation for Release of Information, select this field and then the text:
Then type in the required name e.g. Authorisation Form:
When viewing Document Types following these being utilised, you will note that a 'Count' is displayed next to each:
This indicates which Document Types are currently in use. Once a Document Type is in use, the record that this Document Type is 'For' can no longer be edited, however, the name of the Document Type can be updated as required.
When a Document Type is not yet in use and has a count of 0 e.g. Correspondence:
The record that this Document Type is 'For' can be changed as required:
How to set Document Types as 'Compulsory'
Client and Staff Document Types have the optional additional feature where they can be set as a 'Compulsory' requirement for each of the different Services your organisation delivers.
For example, if a 'Behaviour Support Plan' is required for all Clients who participate in the Day Service, then this Document Type may be set as 'Compulsory' for that Service by selecting the relevant checkbox that corresponds to both the Document Type and Service:
This means that when a Client record does not include a current Document for the 'Compulsory' Document Type, e.g. 'Behaviour Support Plan' it will be deemed as an 'Incomplete' Client record. A Warning bar will appear at the top of the record to indicate this, and serves as a reminder for Staff to complete the required actions:
The Warning bar may be selected to view more information about what is deeming the Client record as 'Incomplete':
Similarly, Document Types may be set as compulsory for Staff as required. For example, if Police Checks, Working with Children Checks or Worker Screenings are required, this may be managed using this feature.
Compulsory Document Types for the 'Administration' Service
If your organisation chooses to set 'Compulsory' Staff Documents for each Service in System Preferences, we recommend ensuring that all 'Compulsory' Staff Document Types are also 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 to identify those Staff who have missing, obsolete, or incomplete Document records.
How to delete Document Types
Instructions regarding how to delete Document Types are outlined below. However, prior to deleting a Document Type, we recommend first checking the 'Count' column to determine if there are any Document records that are utilising this Document Type.
We can see in this example that the 'Allied Health Report' Document Type has been utilised two times:
What happens if a Document Type is in use?
Deleting this Document Type would result in those Document records reverting to the Document Type option of 'Other' with the name of the Document Type displayed in the free text field:
Searching for Documents is not as easy using the Document Type of 'Other' either, as you need to type in an exact match for what you're looking for. Therefore, your organisation may choose to retain Document Types that have been used for historic reference and so these types of Documents can be easily identified.
Alternatively, your organisation may choose to assign a different more appropriate Document Type to these Document records prior to deleting the Document Type. The Document Search, accessed via the Reports menu, and filtered by the Document Type to be deleted (e.g. Allied Health Report) will assist with identifying the relevant Document records:
The Document Type for each of these could then be updated in the relevant record e.g. in the Documents tab of the Client record, as required.
More information is outlined in the Document Search article linked below for reference.
Deleting a Document Type
Document Types may be deleted by selecting the corresponding checkbox in the 'Delete' column then selecting the 'Save Preference Set' button: