Documents Screen

Labels: documents incomplete documents documents screen upload documents upload attachments client eligibility required documents

INTRODUCTION

The Documents screen provides a tool to track and electronically file required documentation.  All documents listed on the screen must be marked as Complete or Not Required before the client can be eligible for weatherization, and completed documents need to have a received date.  Document notes can be added and attachments can be uploaded for any document.  

Documents is accessed by opening the client’s record from the Client List screen, then selecting Documents from the Client Intake menu.

  1. To view (read-only) a document record, click View at the beginning of the row.
  2. To edit a document record, click Edit at the beginning of the row.
  3. To edit document information or upload an attachment, click Edit Client Document at the beginning of the row.

 

See the tasks below for directions on entering Documents information.

FEATURES AND TASKS

Edit a Document, Upload and View Document Attachments, Update Multiple Documents, Related Tasks and Information,

EDIT A DOCUMENT

From the CLIENT INTAKE menu, select Documents.  All required documents are listed on the Documents screen. 

  1. Click Edit at the beginning of the row.
  2. Select Complete/Not Required from the drop-down list.
  3. Enter the date the document was received in the Received Date
  • If a document is not required, it is not necessary to enter a date.
  1. Enter document notes in the Notes field.
  2. Click  to Save the record.

                          OR

  1. Click Edit Client Document at the beginning of the row.
  2. Select Complete or Not Required from the drop-down list.
  3. Enter the date the document was received in the Received Date The date defaults to today’s date and can be changed by using the Calendar  feature or by directly entering a date.
  4. Enter document notes in the Notes field.
  5. Click Save.

UPLOAD AND VIEW DOCUMENT ATTACHMENTS

Attachments can be uploaded for any document, and some documents require an attachment.  Documents that require an attachment will display with a red asterisk.

 

To upload an attachment:

  1. Click Edit Client Documentation at the beginning of the row.
  2. Under Upload File, click Select File.
  3. Locate the file to upload and click Open.
  4. Click Save.

To view an attachment, click View Attachment   at the beginning of the row.

UPDATE MULTIPLE DOCUMENTS

You can update the status and received dates for multiple documents at the same time using the Update Multiple Documents functionality at the bottom of the Documents screen. 

  1. Select the documents you want to update by holding the Ctrl key while you left click the mouse. The documents you select will be highlighted.
  2. Select Complete or Not Required from the drop-down list in the Change Status To field.
  3. To change the received date, enter the date in the Change Received Date
  4. Click Apply Selected.
  5. To update all documents on the screen, skip step 1, follow steps 2–3. Then click Apply All.
  • Update Multiple Documents is not available for documents that require attachments to be uploaded. See: Related Tasks and Information for more information.

RELATED TASKS AND INFORMATION

  1. Client Eligibility

All documents listed on the screen must be marked as Complete or Not Required before the client can be eligible for weatherization.  If the Eligibility Status on the Client Information screen displays Ineligible, confirm that all documents on this screen are marked as complete or not required and documents that are complete have a received date.

  1. Required Document Uploads

Administrators have the ability to require an attachment for certain documents, such as signed customer applications.  See the Required Document screen under PROGRAM INFORMATION to enable this requirement.

 

 

 

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