Document Management Overview
  • 20 Feb 2024
  • 3 Minutes to read
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Document Management Overview

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    Light
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Article Summary

Located on the Home screen, you can upload, organize, and share documents with Caregivers and Clients. You can also create your own folders for office staff viewing only.


Video

Watch a short training video about Document Management.


Watch a 28-minute Spotlight Session webinar about Document Management from 2020 or view slides here.

Webinar Correction: Audit shows which documents each client or caregiver can access; it does not report what documents have been viewed. Consider using Secure Messaging to notify caregivers of new documents and request confirmation they have viewed the shared material.


Buttons and Columns

  • Search Bar: Type to find folders that contain files that match the search term. Click the X to undo the search results.
  • +New: Click to add a new folder.
  • Yellow Pencil: Click to edit an existing folder. Caregiver and Client General Documents folders are added by Generations; they cannot be removed or renamed. 
  • Red X: Click to delete a folder. Caregiver and Client General Documents folders are added by Generations; they cannot be removed or renamed. 
  • Folder Name: The unique name given to this folder. 
  • Description: Further information about the folder.
  • Created By: Who created this folder.
  • # of Files: The total number of files in the folder.

Add Folder

You can add additional folders as desired; however, any files added to the new folder will only be visible to office staff.

  • Click the green +New button
  • Add Folder Name to "title" the type of documents you will be uploading. 
  • Under Description, add more detail on what type of documents are located in the folder.


Add Documents

To add documents, click on the folder to which you want to add documents. 

  • Click +New.
  • Click upload file to select the file.
    • All documents added to the Client General Documents can be seen by Clients on the mobile app or mobile website.
    • All documents added to the Caregiver General Documents can be seen by Caregivers on the mobile app or mobile website.
  • Add a description
  • Select Class if desired.
  • Click Save. The file is now visible to  Caregivers or Clients.


Attachment Size

Attachments store in the database. Please ensure the attachment is the smallest size possible to prevent database bloating which can cause performance issues.

  • A single attached document can be 20MB. This is not a "number of pages" type of limit; but rather the total size of the scanned document. Most documents can be hundreds of pages long and still be under the 20MB limit.
  • If you are receiving a message that your documents exceed the allowed 20MB, please review the settings on your scanner (or however you have created the document.) Make adjustments as needed until your document is no larger than 20MB.   
  • Error: "Attachments - The site cannot be reached. The connection was reset Err_Connection_Reset." This error also relates to attachment size. You attach the item and look in the lower left corner to only see Generations struggling to attach and then throwing this error. 
    • Resolution: rescan the attachment at a smaller size and attach.

File Names

We strongly recommend that file names do not contain special characters like ~!@?/#$%^&*()_+{}|:".


Office View

On the mobile app, office staff can read documents. You cannot upload documents from the mobile app.

Caregivers and Clients View

Caregivers and Clients tap Shared Documents to view the documents. EVV is not required for caregiver and clients to be able to view shared documents.

Graphical user interface, application

Description automatically generated

Here are screenshots from the Caregiver mobile app; the Client mobile app view is identical except for the folder names which are Client General Documents and Client Attachment.

You can give Caregivers and Clients the ability to view attachments from their file in the Web Portal or Mobile App. To do so, add an attachment in their file and click "Caregiver (or Client) Access."



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