Using Files
No matter which Compass program you work for, you can attach and access electronic copies of client documents through the Files related list.
Storing client documents in the correct location in CoDa facilitates faster housing referrals leading to greater family stability, reduces the need for paper files which saves trees, and eliminates the need to email sensitive documents to other Compass staff.
Documents that are used across programs
Some documents may need to be accessed by several Compass programs that a client works with. Staff should upload common documents to the Client Record. Examples of documents which could be used by multiple programs include:
- Birth Certificate
- Driver's License
- TB Test Results
- Compass Wide Information Release
If you have birth certificates for a parent and their child, the parents birth certificate will be uploaded to the parent's Client Record and the child's birth certificate will be uploaded to the child's Client Record.
If you have a document that relates to the entire household, you can upload it to the Client Record of the Head of Household.
*Remember: you can easily get to all family members’ Client records from within a Case Record by hovering over Case Participations, then clicking on the Participant’s (family member’s) name*
Program Specific Documents
Program specific documents can be uploaded to the Case Record.
Examples of these documents include (but are not limited to):
- Program Enrollment forms
- Program ROIs
If you are unsure if something should be uploaded to the Client Record or Case Record, ask your supervisor or someone from the Impact+Learning team.
How to upload client documents
- Navigate to the family member’s Client/Contact record.
- Hover over the Files related list.
- Click the Add File button
- Select the File from where you saved it on your computer by clicking Browse.
- Click Attach File.
- You should next see a quick confirmation that you’ve successfully uploaded the file.
- Click Done.
How to name client documents
To keep everything organized and easy to search, please name your client’s file according to the Document Naming Conventions below.
When you save a document for uploading to your client’s record, please name it using this guideline:
Firstname Lastname Document Name
Examples:
- “Nancy Ramone Birth Certificate”
- “Rosa Ramirez ID”
- “DeeDee Ramone Letter of Residency”
Instead of: “NRBC”, “NR Birth Certificate” “Ramone BC”
When you don’t include the client’s full name and document type, it can be difficult for other staff within the agency to quickly identify what the document is and/or who it belongs to.
Using Checklists
Create a new documents checklist
- Navigate to your client's Case Record.
- Hover over the Checklist related list.
- Click the Checklist button.
- Select "Yes" for documents you have, "No" for ones you don't, and "N/A" for ones that are not relevant or needed. Include due dates if desired.
Update an existing documents checklist
To update an existing documents checklist (if the family brings in documents not yet received):
- Hover over the Checklists related list.
- Select the Checklist record (the item that says “Checklist” and then has a number)
- Click Edit
- Find which document needs updating, and choose Yes, No, or NA
To quickly check if your clients’ required documents have all been submitted:
- Hover over the Checklists related list
- The third column, titled “Completed”, will show Yes or No, depending on whether the client has submitted all required documents\