Since mid 2017 centres have been able to upload documents to CLASS client, service and projects – for example scans of client identification cards, court paperwork, photographs, CLE project plans and other documents.
The primary way to actually access a particular document is to go to the documents tab for the relevant client, service or project. However a requested feature in CLASS was a place to view a list of documents across clients, services and projects: to assist in finding document locations, audit what has been uploaded and other centre reporting purposes.
There are 4 different DIY document templates (spread across Client, Service, Project and Project Service) broken up this way because of the underlying structure of CLASS.
We’ll use the service documents template in our example recipe below, because for most centres this is where the bulk of your documents are going to be stored.
The purpose of this DIY report is to get an overview of the number, upload date, types and description of documents attached to services.
You could run this with a broad filter for all services over a time period, or narrow it down to a service type that has a lot of activity such as ongoing legal services, or maybe run a narrow filter to focus on a particular client with lots of services and documents.
In this recipe we will show you how to create a list view style report showing a breakdown of client details, service details for that client, and then several key document details.
Start by opening ‘DIY Service Documents’ template.
Click ‘Save-as’ in the top right, give your report a name e.g. ‘Service Document Audit’. Don’t worry about the Save Changes box – you can toggle this later. Hit ‘save and close’.
You should now be in a new CLASS tab for your new report (it should have the name you gave it in the top left).
Start by placing the relevant fields:
Open the field list by right clicking on the white section near the top OR mouse over ‘customise’ and click ‘customise columns’.
Drag the PivotGrid Field List to the middle so you can see what’s going on, and expand the size of the field list if you need to.
Find the field ‘Client ID’, and left click drag this field to the ‘Drop Row Fields Here’ section. Make sure it is not in the Filter, Data or Column sections.
Continue to find, drag and drop the following fields to the row fields section, placing them to the right of ‘Client ID’, in the following order:
‘Client First Name’, ‘Client Last Name’, ‘Service ID’, ‘Service Type’, ‘Title’, ‘Document Type’, ‘Date Uploaded’, ‘Description’.
There should still be nothing in the Filter, Data or Column fields sections.
At this point you can add ‘No of Document’ field to the Data Items section (above row fields) if you want – not really needed for this report, but can be helpful in larger lists.
Now we need to set the options in the left hand filter panel.
Set the date range to something small to start with, e.g. a week, month, etc.
Set additional reporting date to ‘date uploaded’ to find data based on the date documents were uploaded (regardless of service status) – however with this reporting date you will only get rows for services with documents, or ‘completed services’ for only discrete services and closed representation services, or ‘open date’ for discrete services and open AND closed representation services.
Select all funding categories.
Tick include custom fields if you are using any custom fields (e.g. custom service type, custom document type, etc).
Check the report appears to be working as intended.
Make any changes to filters (e.g. use the filter button on ‘Service Type’ field to filter service types).
Expand the date range if needed and load report again.
MAKE SURE YOU SAVE THE REPORT.
You can now use the ‘sharing’ button to share the report within your centre, if needed. Please see the relevant video/ guide in the DIY Reports user guide: DIY Sharing and Permissions.
Example report screenshot
Add file name if you need it – e.g. to assist with finding documents outside of CLASS.
You should start using the ‘title’ and ‘description’ fields when uploading new documents, as they are a good way to quickly identify documents either in the documents tab or in this DIY report.
Tick ‘Include custom fields’ in the filter panel if you are using any custom fields – a common example might be custom document types.
If you want to run a similar report for client documents instead, you can build something similar to the above, but you will need to use the ‘DIY Document Client’ template instead of the document service template. Place ‘client ID’ and client name fields in the row section, followed by whichever document fields you want. Because you are using the unique identifier ‘client ID’ in this report and in the service documents report, you can quickly match client and service if you need to.
If for some reason you only want a document count of services, place service ID in the ‘row fields’ section, and ‘no of document’ in the ‘data items’ section. This should give you the number of documents attached to each service. You can experiment with this by placing ‘document type’ in the ‘column fields’ section to break down the results by ‘document type’, or swap ‘service ID’ with ‘service type’ to get de-identified results.
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