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Add-on: Contact your ShareVision Product Expert to order. |
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About
The Intake New Clients Wizard enables
- A permitted User to create a new Client/Supported Individual as an entity within ShareVision. Note: this is within Security Permissions the ShareVision Site Administrator has configured prior.
- v3.7 Sites: An Add-On Product enables Site-based Users (non-central administration) to create a new Client/Supported Individual as an entity within ShareVision. Note: this is within Security Permissions the ShareVision Site Administrator has configured prior.
Overview
Creating a Client/Supported Individual (known as Individual in ShareVision) involves creating items (records) on multiple lists (tables) and applying the correctly desired Security Permissions at key points. As there are multiple steps, omission of a step while creating the Individual manually may result in Individuals not displaying and being accessible to the correct users. The Intake New Client Wizard automates some of this process and ensures data integrity as described below.
The add-on ensures that there are no duplicate 'Individual' entities for the same client/supported individual. A Search function allows central administrators to discover if the Supported Individual has previously been created within ShareVision. If so, they can be registered in a program. If not, the Wizard takes the admin user through the process of creating a new 'Individual' in the system.
Forms required are presented in sequence; People list, Profile list, Fact Sheet list (demographic information) and a Program History item that tracks services engagement or participation. The Intake New Client Wizard also applies pre-defined permissions for all appropriate users to start tracking forms and data for that Supported Individual. These pre-defined permissions can be configured to be removed once an Individual is no longer participating within that Program or Residence.
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As mentioned in the 'About' section above, if your v3.7 ShareVision site organisation intakes new clients/supported individuals on a site basis (that is, not through a central office) then for a fee code can be added to the Program or Residence Details page, where a link will appear under the participants listing, enabling site staff to intake new individuals to the Program or Residence. (Please discuss with your Product Expert). |
Add an Individual to Program or Residence Using the Intake New Clients Wizard
You will find an “add individual link” under the Individuals web part or in the quick launch.
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Note: If you have not purchased the Intake New Client Wizard you will add new individuals to programs or residences from the Contact Manager. |
Clicking the Add Individual link launches a wizard that guides users through each step and automatically applies permissions to the individual's profile. There will be an opportunity to create a Program History record and a Fact Sheet for the individual in the wizard process.
Getting Here
Start from the program or residence you'd like to add the individual to.
Set up Required
Before you can add individuals, you need to set up the Individual Wizard Permissions list with the security instructions. You can find the link to Individual Wizard Permissions from Site Actions > Site Settings. (On some sites it will be listed in All Site Content.)
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If when adding an individual, you get this error message: There are no permissions set up for this Program. Please contact your ShareVision admin. That means permissions have not been set up for this program; you have missed this step. |
How-To
When users add a new individual to your site from Program or Residence Details page, they'll have an opportunity to also create a Fact Sheet and add a new Program History record for this individual. Clicking the Add Individual link launches a wizard that guides users through each step and automatically applies permissions to the individual's profile.
| title | Add a New Individual to Your Site |
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Add a New Individual to Your Site
Before proceeding, be sure you have completed the required security configurations for this wizard. (see “Set up required” above)
Navigate to the program or residence you are going to add the individual to.
Click the Add Individual link in the navigation bar or under the Individuals web part.Enter the individual’s name in the Search box and click the Search button.
If the correct person is found in the results returned, click Add to Program.
If the correct individual does not appear in the results, or if no records were found in the search, verify correct spelling of the person's name and check that you have entered only their last name in the search box (do not search for their full name.) If the person is still not found in the search results, click create a new person.
If you get the error message: There are no permissions set up for this Program. Please contact your ShareVision admin. Permissions have not been set up for this program; go back to “Set Up Required” above.
From the Individual Wizard: New Item , fill in the person’s name to create a new People record. Click OK to save and go to the next step.
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Add a New Program History RecordProgram History captures referral, start and exit dates. Adding a start date is required to add an individual to a program.
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Create a Fact SheetThe Fact Sheet stores basic demographic information. Click the link to learn more.
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| title | View Your Newly Created Fact Sheet and Program History Record |
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View Your Newly Created Fact Sheet and Program History Record
From the Program Details page, find the newly added individual in the Individuals box on the right, below the Program Information box. Click on the individual's name to open their Individual Details page.
Links to Fact Sheet and Program History are found on the navigation bar. Click the links to open each page and find your newly created items in the list.
Overview
Generally in ShareVision all contacts and relationships are managed through the Contact Manager which is only accessible to a select group of users. Some organizations prefer to allow others including managers, supervisors, or even front line staff to make changes to contacts which is exactly what the Contact and Relationships Wizard does. Once the add-on is installed, links will appear on the contacts page accessible from the individual details site for users that have permission which will allow them to edit contact and/or relationship information for that individual.
Edit a Relationship
To edit an existing relationship for an individual contact, click the edit link in the left pane next to the contact whose relationship you'd like to change. On the resulting page select the checkbox next to the new relationship then click OK to save your changes.
Edit a Contact
To edit an existing contact, first click on the Contacts name on the left to reveal the contact details in the right pane(s). Next click the edit link at the bottom of the contact information you'd like to edit. This will open that contacts profile so you edit the details. Remember that different profile types contain different columns. Once you have finished making your changes click OK to save your changes.
Add a New Relationship or Contact
To add a new relationship or contact click the add new relationship link at the bottom of the left pane. A search screen will open allowing you to search for an existing contact. Type the first or last name of the contact you are looking for and then click the search button. If you want to add a new contact you still need to search first to make sure the contact does not exist yet in the contact manager.
Adding a relationship to an existing contact
On the search result screen click the Add Relationship link next to the contact you would like to add a relationship to. A new relationship screen will appear where you can choose the type of relationship between the individual you were working with and the contact you chose. Click OK to save your changes.
Adding a new contact
On the search results screen click on of the create new links under the search results box for each contact type. For example, if you would like to add a new professional, click the create new professional contact link. This will kick off the add contact wizard. To learn more about adding a new contact click here.
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