What is a Document Type?
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.
This article outlines what Document Types and Compulsory Documents are, as well as how to locate specific Document Types using the Document Search.
The following list summarises the content of this article. Click on the links below to take you to the relevant sections:
Document Types are a useful way to categorise files uploaded to SupportAbility, which comes in handy over time, particularly when a large number of files have been uploaded.
Document Types can be configured for each of the different record types in SupportAbility i.e. Clients, Contacts, Staff, and for Documents associated with the Accident & Incident Register and the Opportunity For Improvement register.
When uploading a file or image, for example to a Client record, the 'Document Type' must first be selected e.g. NDIS Plan:
More information is outlined in the Configuring Document Types article linked below for reference.
Document Types for Client and Staff records can be configured as 'Compulsory' for the relevant Services. For example, a Consent Form is a compulsory requirement for everyone who participates in any of our Services:
When a Compulsory Document is missing, an Incomplete record warning appears in the relevant records regarding this as an alert:
Selecting the Warning bar displays more information regarding what is missing:
Please see the 'How to set Document Types as Compulsory' section of the Configuring Document Types article linked below for more information.
How to locate specific Document Types
The easiest way to locate uploaded Documents is either from within the relevant record or by using the Document Search, available from the Reports menu. This search can be used to locate Documents by the relevant Document Type or to locate 'All Compulsory Documents':
For example, Client NDIS Plans:
More information is outlined in the Document Search article linked below for reference.