Shared Contacts Search

This article provides information relating to the Shared Contacts Search. 

This Search is helpful for identifying organisational Shared Contacts using a combination of search criteria relating to general and financial attributes of those records.

Additional search criteria such as 'Shared ContactType' e.g. Allied Health, 'Service Type' eg. Service Provider, and 'Tags' e.g. Behavioural Intervention Support, can also be utilised when an organisation is configuring and applying these features in Shared Contact records.

The Shared Contacts List results generated from a Search may either be printed or downloaded into 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:


How to access the Shared Contacts Search

The 'Shared Contacts' Search is accessed via the Dashboard:

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Search Criteria

A range of search criteria is available to select from that can be used independently or in conjunction to meet specific requirements.

Related search criteria are grouped together under the following subsections:

  • Details - general details or attributes pertaining to a Shared Contact record
  • Financials - attributes set in the 'Financials' section on the 'Shared Contact Details' tab of a Shared Contact record 
  • Notes - information entered in the 'Notes' section on the 'Shared Contact Details' tab of a Shared Contact record 

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Searching by 'Details'

The search criteria in this section relate to general attributes of a Shared Contact record and include the following:

  • Status Active - available options for selection are 'Yes' or 'No':

  • Shared Contact Types - The list of available options to select from in this filter reflect the 'Contact: Types' configured on the Lists tab in System Preferences.

    One or more individual Shared Contact Types may be selected as required, or it is also possible to 'Select All', select all 'Active', or all 'Inactive':

    N.B. 'Inactive' Contact: Types are those Types set as 'Archived' on the 'Lists' tab in System Preferences.

    The relevant Shared Contact Type may also be found for selection by entering all or part of the Contact Type's descriptor (e.g. comm) in the 'Select Shared Contact Types' field which will display the relevant options that match the information entered:

  • Service Type - The list of available options to select from in this filter reflect the 'Contact: Service Types' configured on the Lists tab in System Preferences.

    One or more individual Service Types may be selected as required, or it is also possible to 'Select All', select all 'Active', or all 'Inactive':

    N.B. 'Inactive' Contact: ServiceTypes are those Service Types set as 'Archived' on the 'Lists' tab in System Preferences.

    The relevant Service Type may also be found for selection by entering all or part of the Service Type's descriptor (e.g. Prov) in the 'Select Service Types' field which will display the relevant options that match the information entered:

  • Company Name - A list of all Contact 'Company Names' are available for selection.  One or more individual Companies may be selected as required, or there is the option to 'Select All':

    The relevant Company may also be found for selection by entering all or part of the Company Name (e.g. hear) in the 'Select Company Name' field which will display the relevant options that match the information entered:

  • Primary Contact Name - A list of all names that have been entered as the 'Primary Contact Name' on the Shared Contact Details tab of Shared Contact records are available for selection.  One or more individual Primary Contacts may be selected as required, or there is the option to 'Select All:

    The relevant Primary Contact may also be found for selection by entering all or part of the name (e.g. more) in the 'Select Primary Contacts' field which will display the relevant options that match the information entered:

  • Preferred Contact Method - The list of available options to select from in this filter reflect the options configured for 'Preferred Contact Method' on the Lists tab in System Preferences. There is also the option to select 'Other' or 'Select All:

  • Email Address entered - available options for selection are 'Yes' or 'No':

  • Initial Contact Date: From and To - The calendar icon may be used to select the relevant From and To dates:
  • Final Contact Date: From and To - The calendar icon may be used to select the relevant From and To dates:

  • Staff Members - A list of all Staff, Active and Inactive, are available for selection.  One or more individual Staff Members may be selected as required, or there are the options of selecting all 'Active', all 'Inactive', or 'Select All':

    N.B. This search criterion relates to the Staff Member selected in the 'Staff Member' field on the 'Shared Contact Details' tab of a Shared Contact record.

    The relevant Staff Member may also be found for selection by entering all or part of their name (e.g. dav) in the 'Select Staff Members' field which will display the relevant options that match the information entered:

  • Tags - If an organisation is using the 'Tags' functionality for 'Contact' records as configured on the 'Tags' tab in System Preferences, these options will be available for selection here.

    One or more individual Tags may be selected as required, or there is the option to 'Select All:

    The relevant Tag may also be found for selection by entering all or part of the Tag descriptor (e.g. beh) in the 'Select Tags' field which will display the relevant options that match the information entered:

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Searching by 'Financials'

The search criteria in this section relate to the Financial attributes of a Shared Contact, specifically whether the following checkboxes have been selected in the Shared Contact record:

  • NDIS Office - available options for selection 'Yes' or 'No'

  • NDIS Financial Plan Manager - available options for selection 'Yes' or 'No'

  • NDIS Service Provider - available options for selection 'Yes' or 'No'

  • Financial Plan Manager - available options for selection 'Yes' or 'No'

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Searching by 'Notes'

This is a free-text field where it is possible to enter specific keywords (e.g. In-home support) to refine the search, which may be contained in the 'Notes' on the Shared Contact Details tab of a Shared Contact record:

N.B.  Notes are a useful filter for refining the Shared Contact search results, however, the Notes information is not displayed in the onscreen results, nor in the Print or Export versions.

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Shared Contacts List results

Once the Search has been generated, the Shared Contacts List will display the results to the right of the search criteria:

Selecting the arrow on the dividing line between the search criteria and results List will minimise or expand the search criteria section as required:

The 'Shared Contacts' List includes the following columns of information: 

  • Company Name - includes a link to the Contact record
  • Contact Name
  • Type
  • Phone
  • Street Address

Individual 'Company Names' may be selected to navigate to the corresponding Shared Contact record for further information or updating where required.

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Sorting the Shared Contacts List

By default, the Shared Contacts List results are sorted by 'Company Name' in ascending order alphabetically.

The results can, however, be sorted by all of the columns in the Shared Contacts List, other than Phone, based on how you wish to view the results. Selecting the column header (e.g. Contact Name) or the arrows next to the column header, will either sort the list in ascending or descending order: 

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Printing the Shared Contacts List

Once the Shared Contacts Search has been generated, the Shared Contacts List results displayed onscreen may be printed by selecting 'Shared Contact List' from the 'Print' menu:

The print version of the Shared Contact List will first display as follows and can then be printed by selecting the Print Icon at the top:

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Exporting the Shared Contacts List

The Shared Contacts List can be exported in a CSV file, by selecting the relevant option from the 'Actions' menu: 

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Shared Contact List

When 'Download Shared Contact List' is selected from the Actions menu, the 'Shared Contact Export' file contains all of the information displayed onscreen as well as the Company ABN where applicable:

The columns of information in this export include:

  • Primary Contact  'First Name'
  • Primary Contact 'Last Name'
  • Company Name
  • ABN
  • Phone Number
  • Mobile Number
  • Email
  • Address
  • Suburb
  • State
  • Postcode

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Shared Contact List with Contacts

There is also the option to export a CSV file of the Shared Contacts List which includes information about each of the Shared Contacts' related Contacts.

To export this file select 'Download Shared Contact List With Contacts':

This file includes all of the information displayed onscreen, and Company ABN where applicable, as well as the name and contact details of each of the Contacts added to the 'Employees' tab of the Shared Contact records. 

Each Contact for a Shared Contact entity is displayed on a separate line as shown below e.g. All Star Provider:

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