Have you ever wished you could access your DMS or where your centre saves your Word and other client artefacts, directly from CLASS? Here is a quick workaround that allows you to access your client folders that are not part of CLASS with one click from CLASS!
CLASS has WYSIWYG Text Boxes available. These are slightly different from normal text boxes, allowing you to add extra formatting to them. This type of textbox stores not just the text, but the formatting of the content you wish to copy into CLASS.
Use the CLIENT NOTES field on a CLIENT RECORD to leave a direct link to your SharePoint or other DMS system where you store client advices, file notes and other items outside of CLASS, so you click once from the CLASS client record to easily gain one-click access to that other system.
Examples of other WYSIWYG Text boxes in CLASS
Think of it this way:
Note this process will work for any of the WYSIWYG text boxes mentioned above.
Important note on security:
By design, default links copied will only be configured to be opened by people in your organisation, whom have permission to access your SharePoint instance. This is to ensure that only persons who can access the client record, can open those documents, when they click on the link. If they are not permitted to access the folder (through the permissions contained within SharePoint), they will not be able to view the documents, just by clicking on the link. If you would like further information, please review this Microsoft article for more details.
Note these are only suggestions as every centre is different. Please use your discretion to determine if relevant to your centre. Call us or consult your external IT provider if you need more assistance.
Does your centre already have a naming convention for your client artefacts? Create a guide for users to refer to and place a link to that on the Centre message board for example for easy reference. An example of a naming convention could include:
Once you pick a convention try and stick with it and rigorously reinforce its usage as this will greatly benefit your organization.
If you note any useful other SharePoint tips and tricks, please share it with us at firstname.lastname@example.org
Again review internally with your IT Personnel, provider and or as an organisation if the below applies to you or is of use to you:
SharePoint for not for profits: (https://www.microsoft.com/en-au/microsoft-365/nonprofit)
Article on Not for Profit Share Point benefits: (https://www.shareknowledge.com/blog/why-non-profits-should-be-using-sharepoint)
A festival focusing on bridging technological gaps and tech innovation is on and there are opportunities for not-for profits please attend / review if that interests you: (Digital Innovation Futures initiative)