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How does ShareVision work? What are the main concepts of ShareVision?

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ShareVision is an web application built for Social Support agencies to collate, track and report data on their activities and enterprise. ShareVision is built on the Microsoft SharePoint platform with ShareVision proprietary features, pages and enhancements. Users can access the agency ShareVision site through a browser and internet connection with login credentials.

The agency ShareVision Site Administrator can configure security via user permissions that allow staff users to access specific pieces of information, add new records, edit existing records or delete records. Data can be queried on screen and exported. Complex, frequently required queries can be custom developed into reports.

The basic elements of a ShareVision site are;

  • The Structure of your Site
    • Web Site
      • Lists (Tables) within your site
        • Records (items) within the each list
    • Front-End' pages (for users to access forms)
      • Pages: these display the records /items to users in different ways.
      • Filter Pages: in essence these pages query a list (or lists) with criteria to then display the results of that query. The most common filter pages are those built with the Filter Page Wizard; these pages use the context of where the link/button is to base the query on. That is, if the link/button is on the QuickStart of an Individual, then the system can be configured to filter only items for that Individual. The page itself is dependent on whether an Individual(s) and/or Programs or Residence columns are present
      • Custom Filter Pages: these pages can be developed by ShareVision through consultation with you about the requirements. An example is 'byUser' (a page that filters to records of a list of the logged in user).
  • The Data Elements of your SIte
    • Individuals
    • Programs and Residences (the location(s) or service(s) your organization provides)
    • User Accounts (accounts of people who login to access/add data to your site)

The focus of data collection is anchored mainly at two points; the Supported Individual  and the location, or Program or Residence, the support is offered. Electronic forms (items) collect data on either the Individual, Program or Residence or both. These forms are collected in tables (lists) for all Individuals and all Programs and Residences and are displayed in filter pages so that a user can view, add and edit forms filtered for a specific Individual or Location (Program or Residence).

ShareVision conveniently collects all these Filter Pages within Individual and Program or Residence 'portals' where all forms and documents say, for a specific Individual, can be accessed, new items added and existing ones edited. These 'portals' stat points are the Individual Details Page, Program Details Page and Residence Details Page. Each of these filter pages displays relevant data from multiple lists for that specific Individual, Program or Residence.

SETUP  KB-12 - Getting issue details... STATUS Wahl

    1. How do I setup ShareVision for my Staff users to start completing forms?

      1. Input Basic data

        1. Input INDs

          1. incl photo on Profile

        2. Input PRGs

        3. Input RESs

      2. Create User accounts.

        1. Admin manually

        2. Get ShareVision to do at cost

      3. Setup Permissions/Security

FORMS  KB-13 - Getting issue details... STATUS Lucas Santos


How do I create a form for staff to complete?

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A form collects data to be stored in a list. Generally, before creating a new form, you will create a new list, then create columns to place in the form for your staff to enter data. The form is presented to staff users by a Filter Page, which you will need to configure in the Filter Page Wizard. If you do not have the Filter Page Wizard Add-On installed you can consult with your Product Expert about it.

In ShareVision a form is called a Content Type.

In ShareVision you can create multiple Content Types (forms) that share columns, collecting data for the one list. Each form can contain shared columns and columns unique to a content type. With multiple content types on a list, a Filter page can be configured for each content type using the Filter Page Wizard. Each filter page will filter the list to display for staff only the records (items) for an Individual, Program or Residence and a 'new form' link to create items.

ShareVision also provides the ability to use and create Site Content Types. These are essentially template content types that you can add to a list.

See: How to Create a New Form for Users

See: Form Extension Add-on

See: Form Header Add-on

See: Form Help Content Add-on

QUERYING DATA  KB-14 - Getting issue details... STATUS Steve W (Unlicensed)

What kind of queries can I make of data within a list to return results on screen?

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You can make simple, single-list queries to view the results returned on screen. These on-screen queries can be exported to a file format, for example Microsoft Excel, to be manipulated outside of ShareVision. In the list-view of any selected list or library, an Administrator User or a Staff User with permitted security privileges can create a 'View'. This view can be configured with various parameters to perform and display the results of a simple query on the list data. Parameters include; filtering on values with and/or statements, grouping, sorting and basic math operations.

See: Create a New View

See: List/Library Settings - Views

How do I export the results of my list data query to use outside of ShareVision?

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Once a view (onscreen query) is created, the results can be exported from ShareVision to be manipulated or reported on using other applications. The data is exported initially in a file format called Internet Inquiry (IQY) which is saved to your computer and can be opened in Microsoft Excel. Once open in Excel the file can be saved as an Excel workbook. Note that the IQY file still has a connection to the original, source list and changes made to data in the IQY file will be written to the list in your ShareVision site. Saving the IQY file as an Excel Workbook removes this connection such that changes made in the Excel file will not be reflected on your ShareVision site. Data in the Excel file can be manipulated and imported into other applications.

Where the list view query parameters do not offer enough functionality, Report outputs can perform additional query operations and charting of data. Reports can also perform multi-list queries, combining data from multiple source lists. Reports can be developed through consultation with your Product Expert.

ARCHIVING DATA  KB-15 - Getting issue details... STATUS Lucas Santos

Why would I archive data on lists?

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The purpose of archiving is to keep Lists that grow rapidly to a manageable size, reducing the page load times without permanently deleting historical data. Archival records cannot be used in reports or any other areas of your ShareVision site. Archives should also not be used as a backup of your data, but rather as a repository for old records.

Archiving Add-On

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Archiving Add-On aids the archiving process in your ShareVision site providing a simple tool that allows you to choose the list and the date period of data to capture, while giving the option to delete archived data from the list at the end of the process. The Archive tool will then replicate the list by creating a new list called “Archived- *List name*” in the Archived lists section of your ShareVision All Site Content page.

Individual Data Export tool

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  1. DOCUMENT STORAGE (Document Libraries)  KB-16 - Getting issue details... STATUS Lucas Santos

      1. How do I create a Document Library for Staff to access, edit and upload files?

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        Document libraries store related documents. For example, the document library Health and Safety Meeting Minutes is a place to store minutes documented for health and safety meetings. Each library contains its own set of documents that may be organized further into folders. All document libraries are stored in the Document Library section of the All Site Content page. Each link in this section is a separate library.
  2. STAFF ACCESS and OTHER USER ACCESS  KB-17 - Getting issue details... STATUS Wahl

    1. How do I give a new staff member access to ShareVision?

  3. SECURITY: LEVELS and PERMISSIONS to access specific information.  KB-5 - Getting issue details... STATUS Wahl

    1. How do I restrict users access to specific Supported Individuals they support?

    2. How do I restrict users access to specific Program(s) and/or Residence(s) the work at?

  4. I can't configure the system to suit our process. Can we customize ShareVision for our unique needs?

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