Contact Manager - Adding New Individuals To A Program/Residence v.3.5 & 3.7

Owned by Liz Griffin (Unlicensed)
Last updated: Dec 23, 2016
3 min read

Applies To Version(s): 3.5 & 3.7 - Contact your ShareVision Product Expert to upgrade.

Overview

Individuals are added to a program or residence using the Contact Manager unless you have the Intake New Client Wizard installed. In that case you will add individuals from the program page. 

The Contact Manager starts with a search. Type in the name of the person you want to add; if they are already add to ShareVision, their name will appear in the search results. Search should be done on a first or last name only, or part of a name.

Permissions are set on the Contacts Tab to restrict access. It is usual for Managers and above to have permissions to the contact manager.


This can be done through the Contact Manager when a site administrator creates a new Individual.  For existing Individuals, administrators can use Add to Program or Residence or navigate to the appropriate Individual Details page and choose to add an Individual to a Program or Residence using Program History.

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.)

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.

Getting Here

The Contact Manager will be an Icon in the quick launch.


How to add an individual from the Contacts tab

  1. Before proceeding, be sure you have completed the required security configurations for this wizard.  (see “Set up required” above)
  2. Go to the Contact tab from the link on your site.
  3. Type the last name of the person you want to add in the “Search” box. 



  4. If the correct person is found in the results returned, click Add to Program or Residence. You will then be directed to fill in a Program History Record – jump to Step 10.
    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 contact.      
  5. From Create New Contact Page  - Select a profile type,  choose “Individual”  



  6. From Create New Contact - Step 2 - Create a People record page, fill in the person’s first and last name to create a new People record. Click OK to save and go to the next step.  
  7. From the Profiles: New Item page, complete the form to create a new Profile. Click OK to save and go to the next step. 
  8. From the Profiles New Contact - Add to Program or Residence; choose “Yes” to question: Add to Program or Residence?  Then select the program of choice and OK. 



  9. From the Fact Sheet: New Item page, complete the form and click OK to save and go to the next step.         
  10. From the Program History: New Item page, complete the form and enter a start date to complete the intake process. Click OK – the intake is complete.  Click on the “name” of the newly added individual to go to their details page. 


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