A

Accessibility Checklist

A list included in a ShareVision site. Links are setup on the Program Details Links and Residence Details Links lists for front-end users to access.

Administrator View

Accessed by Site Actions> View All Site Content and clicking on a library or list name, an administrator view of a list or library does not filter records by Individual, Program or Residence and can display all items on that library or list. Library views can be created and modified by administrators; filter-page views cannot. The 'All Documents' view is the default, unfiltered document library view; 'All Items' is the default, unfiltered list view.

Alerts

These are email notifications of form creation and edits. A ShareVision site can have Site Administrator or User configured SharePoint Alerts, Custom Alerts coded/configured by a developer and/or Email Alert Manager Add-On Alerts. Alerts can be setup on a list, document library or items. For Custom Alerts multi-layered conditions can be coded to trigger an email to a recipient or group of recipients. The Email Alert Manager Add-On is a powerful improvement on the capabilities of the SharePoint Alerts.

All Items

A list view displaying all records created for all Individuals, all programs or all residences. Document libraries have an 'All Documents' view.

All Site Content

An index of all your site's lists and libraries. All Site Content is accessed through the Site Actions menu in the ShareVision Website Header. It is only available to Site Administrators who can access the Site Actions menu.

See the All Site Content page for more information.

Asset Management

A list included in a ShareVision site. Found in the Programs Details links, the Residence Details links, and the Individual Details links lists.

Attendance

A list included in a ShareVision site which enables functionality to take a daily attendance of Individuals participating within a Program.

B

Board Site

The optional Board Site is a ShareVision sub-site with its own settings and administrator functions. It can have its own unique permissions. It is a designated space for online meeting and collaboration of active Board members.

Breadcrumbs

C

Column

A field in a list or library (which are displayed to users in forms). List/library columns are created directly within a list or library and cannot be used elsewhere. Site columns are column templates created and stored at the site level for use in multiple lists and libraries. There are many column types including date and time columns, calculated columns, text columns, etc. See List/Library Settings – Columns.

Compliance Documents    

 A document library to store compliance documentation.

Contact Manager

A set of tools/pages to manage contacts for Individuals or the agency. Allows for searching existing contacts or organizations and, optionally, adding new contacts or managing relationships.  See Contact Manager guide.

Contact Manager: Find Organizations

Link on the Contacts Manager QuickLaunch/QuickStart that loads a Search page to display Organizations that have been entered into ShareVision. Note: in v3 this link displays a view of all external organizations stored in ShareVision.

Contact Manager: Find People

Link on the Contacts Manager QuickLaunch/QuickStart that loads a Search page to display People that have been entered into ShareVision. Note: in v3 this link displays a view of all stored contacts with profiles. Visit the People list to see all contacts.

Contact Manager: Find Staff

Link on the Contact Manager QuickLaunch/QuickStart that loads a Search page to display Users (accounts) that have been entered into ShareVision. Note: in v3 this link displays a view of all items on the Employee Information list.

Contact Manager: New Contact         

v3-v3.5 link on the Contacts Tab QuickLaunch/QuickStart that launches a help wizard to guide users through adding a new person to their site.

Contact Manager: New Organization

v3-v3.5 link on the Contacts Tab QuickLaunch/QuickStart that launches a wizard, which leads users through the steps of adding a new organization to the list of contacts.

Contact Manager: New Staff  

v3-v3.5 link on the Contacts Tab QuickLaunch/QuickStart that loads the Create a New User page.Contact

Content Type

Content types are forms of a list or library. For example, the Incidents list has three (3) content types: Critical Incidents, Medication Incidents, and Staff Accident or Injury Report. Content Types of the same list or library can have columns in common and columns unique to a content type.

Details Links

Text hyperlinks to related pages and are found on the QuickLaunch/QuickStarts for the Individual, Program, or Residence Details pages. These hyperlinks are found in the QuickStart - Individual Details Links, QuickStart - Program Details Links, and the QuickStart - Residence Details Links lists.

Discussion Boards

Displays and functionality for threaded communication posts between users. Create via Site Actions > Create.

Document Library

Repository of documents. Libraries can have descending levels of subfolders to organize documents/files. All document libraries are displayed by navigating to Site Actions > View All Site Content.

Document Library: Toolbar

The full Document Library Toolbar appears in all document library views. A toolbar will not appear in filter-page views.

Document Library: Toolbar: Actions Menu

Document Library: Toolbar: New Menu

Document Library: Toolbar: Settings Menu

Document Library Settings is a menu item to configuration settings of the operation and structure of a library. Navigate to Site Actions > View All Site Content > (library) > Settings > Document Library Settings.

Document Library: Toolbar: Upload Menu

E

Email Alert Manager

A ShareVision Add-On that controls/manages notifications sent to users and non-user email accounts. These email alerts are based on changes to lists on the ShareVision site (e.g., supervisors need to know when a Critical Incident is added or updated). See the Email Alert Manager User Guide.

Emergency Response Drill

A list included in a ShareVision site. Links are setup on the Program Details Links and Residence Details Links lists for front-end users to access.

Employee Information (v3, v3.5)

List that stores employee profiles. Navigate to Site Actions > All Site Content page > (Lists section) and accessed by users through the HR tab. Note: v3.7 - this list is named Profiles - Users.

Employment Plan   

A list included in a ShareVision site which is intended as a template for managing supported Individuals employment tracking. This is found in the Individuals Details Links list.

F

Fact Sheet Webpart

This Webpart displays key data found in an Individual's Fact Sheet. It is also commonly called Individual's Information. Your organization may use a different name that matches its terminology.

Filter Page

A page that displays a filtered view of a list showing only the records for one Individual, Program, or Residence for staff.

Filter Page Wizard

A tool for creating a filtered view page of a list which only displays records for one Individual, Program, or Residence depending on the Filter Page options selected. See the Filter Page Wizard guide.

Filtered Lists

A page that displays all pages created by the Filter Page Wizard. Navigate to Site Actions > Site Settings > (Galleries) Filtered Lists.

G

Galleries

An administrative link to Site Columns, Site Content Types, List Templates, and Filtered Lists. Navigate to Site Actions > Site Settings > Galleries

General Email (v3 & v3.5)

Enables bulk emailing directly from your ShareVision site. A filtered view showing contacts determined by columns within the Profiles list.

Goals & Progress   

Link on the Individual Details Links QuickLaunch/QuickStart to a filter page that displays an Individual’s active goals, goal details, and associated progress notes. Goals are stored in the Individuals Goals list. Progress notes against each goal are stored in the Individuals Goal Progress list.

H

Health and Safety Meeting Minutes

A document library for storing health and safety meeting minutes and related documents or files.

I

Individual Exit Checklist    

List that serves as a checklist for the process of discharging an Individual from service. Found on the Individual Details links QuickLaunch/QuickStart.

Individual Profile Web Part

This Web part displays contact information from the Profile for a supported Individual. Photos uploaded to an Individual's profile will be displayed above their contact details. The View/Edit Full Profile link enables users to view the full profile and edit profile information. Some organizations choose to disable or remove this link.

Individual Information

v3. See Fact Sheet

Individual's Schedule

This Web part provides a quick summary of upcoming events for this Individual. 

To see the Individual's events on the calendar, click on My Schedule.

Individuals Web Part

This Program Details Page or Residence Details Page Web part displays Individuals assigned to a program or residence. Clicking on an Individual's name loads their Individuals Details Page.

Inheritance

A term used in relation to Security Permissions. By default, newly created lists and document libraries inherit security settings from the Site Permissions. Lists and libraries pass their security settings down to the items they contain for Individuals, programs and residences. In descending levels of granularity, security Permissions are inherited Parent > Child > Grandchild. Specifically inheritance is passed from Site Level > List/Library > Item. This default application of security settings is known as inheritance.

Item

A record within a list or document library. An item is comparable to a row in a table. Also described as a form which a user can add an item, edit data of an existing item and if permitted, delete items. An item has system data which is always saved along with data in columns. This system data logs which user account created or modified an item and when.

Item: Menu

A drop down menu giving access to actions a user  can perform on that item. The same menu will also be displayed on the item form or content type as an item toolbar.

Item: Menu: Document Folder or File Items

A drop down menu giving access to actions a user can perform on a Document Library folder or file item.

Item: Menu: List Items

A drop down menu giving access to actions a user  can perform on that item. The same menu will also be displayed on the item form or content type as an item toolbar.

Item: Toolbar

A menu at the top of the item form or content type giving access to actions a user can perform on that item.  The same menu will also be displayed as an item menu.

Item: Toolbar: Documents

An Item Toolbar menu displayed at the top of an Item form (content type). Open an item to access this toolbar by clicking the 'View' link of an item within a list.  The same menu will also be displayed as an item menu.

Item: Toolbar: (List) Items

An Item Toolbar menu displayed at the top of an Item form (content type). Open an item to access this toolbar by clicking the 'View' link of an item within a list. The same menu will also be displayed as an item menu.

J

K

Key Registry

List that stores information about signed-out keys associated with a program or residence. Found on the Programs Details links, the Residence Details links, and Individual Details links QuickLaunch/QuickStarts.

L

Library

A repository for files. See Document Library, Picture Library.

Library: View

A site administrator (or permitted user via permissions settings) page of a document library where controls allow users to display a view of the results of a query. This view can be configured to filter, sort, group and perform basic math operations to display a range of query-matching items.  'All Documents' is the default, unfiltered document library view. Access a library view by opening a document library from the View All Site Content page.

Limited Access

Limited Access is not a permission level in itself. Limited Access indicates that a user or group has been added to the site but has not been granted access to an element below the site/list/item where 'Limited Access' is displayed, because inheritance has been broken and unique permission applied. Limited Access would better be described as "no" or "restricted" access to the related item(s). Limited Access will most often be seen where an item or list has had permission inheritance broken and you are viewing permissions at a higher, related level of the site. For example, a user or group may have permission to the parent list but not the item itself; on the parent list the user or group could show they have "Edit - No Delete" permission to the list, and "Limited Access" (Limited Access is referring to the the fact that at least one item in the list has unique permissions and the user or group does not have permission to that item (or items).

Links List

List storing links displayed on the Home Page in the 'Links' webpart. Navigate to the All Site Content page, Lists section.

List

A 'container' of Items. In ShareVision, a list collects data for the same electronic form/s (content types). Comparable to a Table, where the items are a row each. A List stores data that can be edited within the system by a user. There are many lists within ShareVision - User Created Lists and System Configuration Lists.

List: Item

See Item.

List: Toolbar

Access to operations and settings of the list. This toolbar is not displayed in a Filter Page for staff users to access the list (form). It is displayed when the list view is visited and not a filter page displaying the list data.

List: Toolbar: Actions Menu

List: Toolbar: New

List: Toolbar: Setting

List: View

A site administrator (or permitted user via permissions settings) page of a List where controls allow users to display a view of the results of a query. This view can be configured to filter, sort, group and perform basic math operations to display a range of query-matching items.  'All Items' is the default, unfiltered List view. Access a library view by opening a list from the View All Site Content page.

M

Mail Merge Library

Link on the Contacts Manager QuickLaunch/QuickStart to the Mail Merge document library. For storing Mail Merge documents and databases.

Managers Portal

A collection of pages meant for managerial or supervisor staff users to add and view data related to their role.  These pages share a QuickLaunch (v3-v3.5) or QuickStart (v3.7) section of links (to related pages and forms) configured on the Managers Detail Links (v3-v3.5) / Quickstart - Managers Details Links (v3.7). Access to a Portal can be configured via permissions of the QuickLaunch/QuickStart link and the document library containing these portal pages.

Manager Forms

Link on the Managers Portal QuickLaunch/QuickStart that loads a page listing forms (lists) and document libraries configured for manager or supervisor staff to access.

Medication Incidents

A Content Type on the Incidents list used to track medical incidents for Individuals. Found in the Programs Details links, the Residence Details links, and the Individual Details links lists. (see Incidents, Critical Incidents, Staff Accident or Injury Report)

Medications 

List that stores medications used by a supported Individual. Navigate to Individual Details page > QuickStart > Forms > Individual's Medications.

v3. This list can be named as the Individuals Using Medications list .

Meeting Minutes

(for Managers)
Document library to store manager meeting minutes and related documents or files. Found in the Managers Portal QuickLaunch/QuickStart.
(for Staff)
Document library to store staff meeting minutes and related documents or files. Link is located on the Employee Services Portal Portal QuickLaunch/QuickStart.

Missing Person Poster

List that displays information entered in the Individual Information list/Fact Sheet list. It includes physical descriptors and a photo of the supported Individual (if one has been added to their profile). This can be printed for use as a Missing Person's Poster. Individual Details page > QuickStart > Forms > Missing Person Poster.

Money

List that tracks petty cash expenses for a program or residence; the Money list on the Individual’s Details pages tracks an Individual's income. Found on the Programs Details links, the Residence Details links, and Individual Details links QuickLaunch/QuickStarts.

My Alerts

Users can view and delete their existing alerts. Access this through the 'Welcome [Username]' drop-down menu, top right of the ShareVision Website Header. Select My Settings from the drop-down > My Alerts on the toolbar. See the Alerts for more information.

My Documents

This is a document library that stores documents pertaining to all Individuals. A link in the Individual Details links list provides the link on the Individual home page to documents for each specific individual. Each Individual gets a unique folder inside the library. There is no option to share a single document among multiple individuals. Found on the Individual Details links QuickLaunch/QuickStart. 

My Regional Settings

Users can set their local time, date, and calendar preferences. Access settings through the 'Welcome [Username]' drop-down menu, top right of the ShareVision Website Header. Select My Settings from the drop-down > My Regional Settings on the toolbar (deselect the "Always follow web settings" check-box in order to make changes to these settings). Changes from the site settings may result in differences in time-stamps and other system notes. Regional Settings can also be set for your main ShareVision site. See also Regional Settings.

My Schedule    

Calendar that tracks a supported Individual’s upcoming and past events. See the Individual’s Schedule Web part on the Individual Details home page. The QuickStart menu also has a text link 'My Schedule' to access the calendar view of events.

My Shift Schedule     

Calendar displaying a logged-in user’s shift schedule. Access through My Shift Schedule link on the QuickStart menu. Note: Only administrators may add/edit/delete events on these calendars by adding/editing/deleting items on the Employee Shift Schedule list (may also be named: Employee Master Schedule).

P

Participation Dates (Program History)

Relates to the Program History list that provides a summary of an Individual's participation in programs they're enrolled in, as determined by the Start and Exit dates. The Program History items are used to indicate their waitlist status, referral dates, start dates, exit date, etc. Participation Dates/Program History is accessed from the Individual Details page > Program History.

People list

The People list contains the names of all people (including Supported Individuals) that interact or participate with your organization. The People list is linked and used in the Profiles list which gives the Person a profile (role). This allows for multiple Profiles to relate to the same person listed in the People list. For example, a Family contact for an Individual may also be a Board Member for the organization, therefore having two roles in which that one person interacts with organisation. The People list is found by navigating to Site Actions > View All Site Content > Lists > People. NOTE: The People list does not store User (Staff with Access to ShareVision) names or information - see User Information, Profiles - Users.

Picture Libraries

Picture libraries store images. Images within each picture library may be organized further into folders. All picture libraries are stored in the Picture Library section of the All Site Content page.

Policies and Procedures

Document library in which you can store an file copy of your organization's Policies and Procedures manual. Workplace Policies on the QuickStart QuickLaunch/QuickStart.

Printable Forms

Document library that stores file versions of forms that staff may access and print. Documents stored can include Office documents (Word, Excel, etc.), PDFS, plain text files, etc.

Profile Details Tabs (V3 & V3.5)

Tabs in earlier versions of the Contact Manager which display items for different Profile types (e.g., Individuals, Professionals, etc.).

Profile Type

In ShareVision, people (or 'contacts') are assigned a profile type. The types are - Individual, General Contact, Professional. See also, Profiles.

Profile Type Tab: All          

List of all agency contacts excluding staff. This tab is the Contact Manager home page. An alphabet directory helps users quickly locate contacts. Clicking on a contact's name loads the contact's Contact Manager - Profiles page.

Profile Type: General Contact

This profile type is assigned to contacts who do not fit other profile types or to those who may be related to a supported Individual or other type of contact. The General profile type stores a person’s contact details, their active status, and other organizations they may be associated with.

Profile Type: Professionals

Identifies contacts who are professionals and stores their contact details and organizations they may be associated with, like hospitals, clinics, or businesses. 

Profiles

The Profiles list defines a person's role in which they interact or participate with the organisation and stores that person’s contact details. Different content types on this list allow for collection of data specific to each type of contact (e.g., Individual, Professional, General Contact, etc.). Navigate to All Site Content page, Lists section. See also, Profile Type: Individuals/Professionals/General Contact. NOTE: The Profiles list does not store User (Staff with Access to ShareVision) names or information - see User Information, Profiles - Users.

Profiles - Users

List that stores employee profiles. Navigate to Site Actions > All Site Content page > (Lists section) and accessed by users through the HR tab.

Note: v3.0-3.5 - this list is named Employee Information.  See User Information.

Program Documents

Document library that stores documents pertaining to all programs. Link in the Program Details links provides link on the Program home page to documents for each specific program.

Program Information/Residence Information

This Web part displays contact information for a program or residence on the Program (or Residence) Details Page. Photos uploaded in Program and Residences list items will be displayed above the contact details.

Program Schedule

Calendar displaying events specific to a program. Navigate to Program Details (home) page > Program Schedule .    

Programs Listing (V3 & V3.5)

A view of all programs entered in the Programs and Residences list. Links to specific info for each Program.

NOTE: Deprecated in V3.7 for combined Program/Residence display.

Q

Quick Launch (V3 & V3.5)

ShareVision system main menu links, located on left side of ShareVision pages. Administrators can add links to forms (lists) and document libraries on the QuickLaunch by configuring (adding/editing) items on the page at Site Actions >  Site Settings > (Look and Feel) QuickLaunch. Links can be added/managed to display on the Quick Launch dependent on which Details Page the user is viewing; Individual Details Links, Program Details Links, Residence Details Links, Managers Links, Employee Services Links.

QuickStart (V3.7)

ShareVision system main menu icon and text links, located on left side of ShareVision pages. Administrators can add links to forms (lists) and document libraries on the QuickStart by configuring (adding/editing) items on the page at Site Actions >  View All Site Content > Lists > QuickStart - * (where * is further text for the title of a related Quick Start configuration list).  Text links can be added/managed to display on the Quick Launch dependent on which Details Page the user is viewing; QuickStart - Individual Details Links, QuickStart - Program Details Links, QuickStart - Residence Details Links, QuickStart - Managers Links, QuickStart - Employee Services Links. Icon links are configured by the list QuickStart - Icons.

R

Request for Time Off

List for staff to request time off, and to be approved by managers. Available from the Employees Services site, under Forms in the navigation links.

Residence Documents

Document library that stores documents pertaining to all residences. Link in the Residence Details links provides link on the Residence home page to documents for each specific residence.

Residence Listing (V3 & V3.5)

A view of all residences entered in the Programs and Residences list. Links to specific info for each Residence.

NOTE: Deprecated in V3.7 for combined Program/Residence display.

Residence Schedule

Calendar displaying events specific to a residence. Navigate to Residence home page; or follow Residence Details link when viewing other residence specific content.  

Residential Care Plan

List to track residential care information for Individuals. Linked to from the Individual Details page (Individual Details links) and the Details Residence page (Residence Details links).

S

Safety Inspection Checklist

List to track safety inspections of programs and residences, usually linked via the Program Details Links or Residence Details links. Also available from the Health & Safety portal.

Search (Contacts tab link)

Link on the Contacts Tab QuickLaunch/QuickStart that loads a search box for finding people and organizations. See also, Contacts Manager.

Serious Occurrence

A ShareVision Add-On which enables a report output of an incident to be formatted for submission to a provincial governing body (Ontario).

Set Lists

Link on the Contacts Tab QuickLaunch/QuickStart that loads a Datasheet view of the Profiles list. Used to bulk-edit mail and email addresses and add contacts to various email list groups for bulk messaging. Once entered, the information can then be exported out of ShareVision into a Microsoft Excel or Access spreadsheet on your local computer. Exported lists retain ShareVision column filtering functionality, enabling selection and isolation of select profile types, like Board Members, for example. See also, datasheet view. 

ShareVision Support Site

This site is a ShareVision sub-site with its own settings and administrator functions. It is a designated space for support resources and tracking support requests. See also Support Portal. 

Sites and Workspaces

Sites and Workspaces are sub-sites of your main ShareVision website. ShareVision Support, for example, is a built-in sub-site.  Workspaces are temporary sub-sites that may be created for collaboration on any document or list. Go to the ShareVision All Content page > Create > select item to create from the available options (creating sub-sites is not available on Essentials sites).

Staff Accident/Injury Report

A Content Type on the Incidents list used to track incidents that are staff related. Found in the Programs Details links, the Residence Details links, and the Individual Details links lists. This link may be located on both the Health and Safety and the Employee Services Portal QuickLaunch/QuickStart. (see Critical Incidents, Medication Incidents)

Staff Meeting Minutes

Document library that stores staff meeting minutes and other related documents or files. This link is located on the Employee Services Portal QuickLaunch/QuickStart. See also, Meeting Minutes.

Staff Schedule

Calendar displaying a logged-in user’s shift schedule. Staff access through My Shift Schedule link on the Employee Services Portal page. Note: Only administrators may add/edit/delete events on these calendars by going to the Employee Master Shift Schedule (Staff Schedule on some sites), found by navigating to Site Actions > View All Site Content > Lists > Employee Shift Schedule or Employee Master Schedule. See also: My Shift Schedule. 

Sub-sites

Sub-sites are unique sites that are created and hosted below the main ShareVision site. Sub-sites may use unique permissions or share security with the "parent" site. As well, the term "sub-sites" may also be applied to sets of Web pages which make up a stand-alone portion of the main site. Examples are the Health and Safety Site, Employee Services Portal site, and the Managers Portal. See also Sites and Workspaces.

Support Portal

Link from a ShareVision site to the ShareVision Support ticketing system. Site Actions > Site Settings > SUPPORT PORTAL (under Site Administration column). Site administrators must log in to use the system. Updates to issues in progress are automatically sent to the Email address associated with the account. Replies may be sent to the system from the Email associated with the account. Additional Email addresses can receive updates but will not be able to send responses to the system.

Surveys

Surveys are a special type of list that provide some additional functionality for 'branching' question-paths, gathering and displaying data. Surveys do not include all the options/functionality of Lists, so consideration should be given to the desired outcome when choosing between Surveys or Lists. Some versions of ShareVision come with a selection of pre-configured surveys. Administrators may also create their own surveys or adapt existing ones (if any). Surveys are stored in the Surveys section of the All Site Content page.

T

Time Sheet

List to track employee hours. Navigate to Employee Services Portal QuickLaunch/QuickStart. Not be available on all sites (use deprecated in current versions).

U

User Information

A listing of each site user’s login account, their display name and email, and the category of user (Current Employee, ShareVision Admin, etc.). Note that the category is for sorting identification within the Site Settings > People and Groups pages and unrelated to security and permissions settings. Optional information includes the URL to their photo stored in a picture library, mobile number, and the option to disable the QuickHelp Popup; and any optional fields for including additional information. Logged-in users can edit their own user information through the Welcome User menu, or it may be edited by administrators through: Site Actions > Site Settings > People and Groups > All People click on a users name > Edit Item. Note, although this appears similar to other lists on the site it reflects user account data stored on the server, and does not share the same functionality as the All Site Content items (lists, libraries, etc.).

V

Vehicle Accidents

A list to report the details of vehicular accidents. Navigate to Employee Services Portal QuickLaunch/QuickStart for access by front-line staff.

W

Web Part

A Web part in ShareVision is a discreet element on a Web page which is a specific view of a list or other data on the ShareVision site. Examples of common Webparts are the Events Calendar or Announcements. For example, see the Fact Sheet Webpart. Custom Web parts can be added to any page.