ShareVision Administrator FAQs
- 1 How does ShareVision work? What are the main concepts of ShareVision?
- 2 How do I initially setup ShareVision for my Staff users to start using the application?
- 3 How do I create a form for staff to complete?
- 4 How do I export the results of my list data query to use outside of ShareVision?
- 5 Why would I archive data on lists?
- 6 How do I create a Document Library for Staff to access, edit and upload files?
- 7
- 8 How do I give a new staff member access to ShareVision?
- 9 How do I restrict users access to specific Supported Individuals they support?
- 10 How do I restrict users access to specific Program(s) and/or Residence(s) the work at?
- 11 I can't configure the system to suit our process. Can we customize ShareVision for our unique needs?
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
- Lists (Tables) within your site
- 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).
- Web Site
- 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.
How do I initially setup ShareVision for my Staff users to start using the application?
When your organisation first subscribes to ShareVision, your site will be rolled-out from a template. Setup needs to be completed prior to giving your staff access to complete forms. This initial implementation process is described below as an overview of the most basic setup. (Usually this process is overseen in partnership between you and the assigned ShareVision Product Expert).
Basic setup requires six (6) steps;
Import/entering data: Individual data required by the system.
Import/entering data: Program and Residence data required by the system.
Import/creating data: User Accounts for each staff member.
Security setup: creating user groups and adding User Accounts as members of these security groups.
Security setup: asserting permissions for which groups/User Accounts can view and access Programs and Residences.
Security setup: asserting permissions for which groups/User Accounts can view and access Supported Individuals.
Import/entering data: Individual data required by the system.
Individual data can be created manually by a Site Administrator. However, when first setting up ShareVision this may be not efficient for the Site Administrator and they can instruct ShareVision to bulk import data. Please discuss this with your Product Expert.
If you are electing to manually create the Individuals you support, please ensure that the Individual Wizard Permissions list has been configured before you start.
The most basic required data for Individuals within the system is one record in the the People list (the Individual's name) and one record in the Profiles list (defines them as an Individual). These two records will ensure the Individual's name is displayed to click on and view the Individual's own Individuals Details page. An Individual's demographic details are stored on the Fact Sheet list. An Individual can be manually created through use of the Contact Manager feature which will create these three (3) records in sequence.
See also: Contact Manager v.3.7
Import/entering data: Program and Residence data required by the system.
The records (items) on the Programs and Residences list display your program and residence locations, giving each one a Program Details page or Residence Details page. Once Programs and Residences are entities within the system, Individuals can be added to them as 'participating' in the program or living at the residence by a record created on the Program History list (If manually entering Individuals via the Contact Manager, the Program History form will be presented for you during the 'Add Individual' process).
A Site Administrator can bulk enter items on the Programs and Residences list by the Data Sheet Mode Of that list. In the most basic setup, all that is needed is the names of the locations. Also, ShareVision can be tasked to bulk import this data.
Import/creating data: User Accounts for each staff member.
Site Administrators can manually create User Accounts with the Contact Manager feature. Also, the SIte Administrator can task ShareVision to bulk create all accounts.
Security setup: creating user groups and adding User Accounts as members of these security groups.
Site Administrators can create User Security groups that may apply to a role (e.g. 'Supervisors') or location (Program or Residence) for use later in the setup to limit/manage what a user may view, edit and delete.
See: Group Settings
Security setup: asserting permissions for which groups/User Accounts can view and access Programs and Residences.
Security permissions can be configured and are recommended where staff users will only view and access the Programs or Residences where the work. Granting these permissions will display the Program or Residence name(s) on the 'My Programs/Residences' page for the correct users to click through to the location Program Details page or Residence Details page.
See: Security Manager: Programs and Residences (Programs and Residences section)
See: How to setup Security for Programs and Residences
Security setup: asserting permissions for which groups/User Accounts can view and access Supported Individuals.
Setting up permissions for users in regards to Individuals will display Individuals' names and give access to the Individual Details Page(s) for the correct users. The Individual Wizard Permissions list mentioned above is where you can configure permissions rules to be applied to a new Individual when the Individual is created manually with the Contact Manager.
When Individuals have been created within ShareVision either before the Individual Wizard Permissions list has been configured or ShareVision has bulk imported the Individuals' data to create them, then you will need to manually configure permissions using the Security Manager: Supported Individuals Profiles tool.
See: Security Manager: Programs and Residences
While the above describes the most basic setup, there may be other requirements that your organization has for when the site goes live for staff to use. These requirements may include and be extra to below;
The import of any historical data needed for planned reporting.
Any Profiles and Contact Details of people that interact with your organization that are not Individuals or Staff.
Any custom workflows that do not fit the 'one-form-at-a-time' model of ShareVision.
Any custom reporting outputs needed at 'Go-Live' date (e.g. a provincial reportable Incident form).
Any custom development changes to the basic template site that are not Site Administrator configurable.
In these requirements and others, your assigned Product Expert will guide you in this implementation project.
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 Header Add-on
What kind of queries can I make of data within a list to return results on screen?