Glossary of Keywords

Additional Address

Allows for multiple addresses, and for setting a ‘Primary’ address which will be displayed on main Client tab.

Address Type

Includes option to retain ‘Former’ addresses, which is generally encouraged to avoid confusion.

Assignee

Assignee is the worker(s) currently assigned to this service. They will get the Critical date in their list.

Centre

Centre is the term we use generically for Legal Centre or FVPLS organisations. We could use the term ‘office’, but some Centres have multiple offices. 

CLC

This is the commonly used abbreviation for Community Legal Centres

Client Audit

The last edit of Client will be locatable using the Client Audit function (if enabled). Most recent changes to services are available at each Service, via Closed Date or Service Audit Tab.

Client Audit, Service Assignee

The last edit of Client will be locatable using the Client Audit function (if enabled). Workers are also attached to each Service at ‘Assigned to’ field

Client ID

Client ID’s now have the prefix C. Client ID 383 will now be C383. Client IDs are created automatically with new Clients.

Client Type

Client Type options include: Individual, Organisation, Government Body or Agency. Selecting these options will change applicable related fields.

Country of Birth

This field retains Australian Bureau of Statistics codes, and may be searchable in field box by code or Language name (just start typing)

Code 

The Country Code

Date of Birth

Links to ‘Date of Birth Type’ below

Date of Birth Type

This field has expanded with further options, and links to Date of Birth field above.

Disability Status

This field has moved to Service, as status may change over time, from Service to Service. Note: multiple options may be selected. Options Updated in accordance with New Data Standards. 

Email Type, Email

CLASS allows for multiple emails, and each requires an email type such as Home, Work, Former etc. See also below  ‘Email Additional’

Email address additional

Email Address’ and allows for selecting a ‘Primary’ which will be displayed on main Client tab.

Facilitated Referral

A Facilitated Referral is where the Centre Worker assists the Service User with making contact, such as making a call on the users behalf.

First Name, Last Name, Other Name

‘Other name’ field is a combined other name, nickname or middle name field.

File Number

This field remains for numbering that corresponds to physical files.

Gender

This field has more options in keeping with Australian Bureau of Statistics standards.

Last Name

Note name change from surname.

Main Language Spoken at home

This field retains Australian Bureau of Statistics codes, and may be searchable in field box by code or Language name (just start typing)

Mobile, Other Phone Type, Other Phone

Telephone field is split in two. ‘Mobile’ field is separated for SMS messaging purposes (future functionality) and ‘Other Phone Type’ and ‘Other Phone’ fields are linked, and used for Home, Work, etc. Multiple Other Phones (including 2nd mobiles etc) can be stored in ‘Other Phone’ field via Additional Details Tab.

CLCs Australia

CLCs Australia is the abbreviation for the National Association of Community Legal Centres. Its is the peak body representing all Community Legal Centres across Australia. CLCs Australia is also the organisation that building CLASS. 

Notes, Flagged Tickbox.

These notes are located at the bottom of the CLASS Client Screen, main Tab. 
Important Note: In CLSIS writing in this field ‘flagged’ the client by changing the Client number to Red in CLSIS Searches. This mechanism has changed. There is now a new Tickbox called ‘Flagged’ on the main Client Screen in the ‘Basic Data’ Group. This box will need to be ticked for the Client to be marked in red in searches and in the background of the Client Screen. 
Also, there are now many other types of notes that can be attached to Clients via the Services Actions Tab. This can be useful if it is preferred to keep sensitive information away from the main Client page. For example a user could create a separate ‘Flagged’ Note.

Open Date or Date of Service

Appears on the Services page itself. Open Date field for ongoing services, Date of Service for discrete one off services.

Other Name

‘Other name’ field which combines other name, nickname or middle name.

Proficiency in English – Spoken, Proficiency in English – Written

Note – now split into two fields, in accordance with New Data Standards.

Problem Type

Service ID

Service ID now has the prefix ‘S’. So a Case ID 456 imported from CLSIS will now be Service ID S456

Simple Referral 

A Simple Referral is where information is provided by the Centre Worker and the Service User makes contact themselve

Telephone Number additional

Allows for setting a ‘Primary’ number which will be displayed in ‘Other Phone’ field on main Client tab.

Type

Critical Issue is now covered by the Critical Date ‘Type’ with further information in ‘Details’ found by clicking through the linkable ‘Type’ field option.

Begins With 

Search will bring up results for anything that begins with the letter inputted this allows a user would like to display results where the sort result begins with a specific letter/ s.

Contains

Search will bring up results for anything that has the letters being searched Contains the text or words within the field you selected for filtering. You can also enter partial words or phrases that contain the wildcard character, *.

Doesn’t Contain

Search will bring results that do not contain the text string or words within the field you selected for filtering.This is to eliminate specific results.

Ends With

Search will bring up results for anything the ends with the letters inputted this will display results which end with specific letter / s

Equals

Search will bring up results for anything that exactly (very different from contains )the letters being searched need to equal the exact text or words within the field you selected for filtering.

Doesn’t Equal

Search will bring results that do not have the exact (different from does not contain) this is more limited to exactly what it entered the text string or words within the field you selected for filtering.This is to eliminate specific results

Conflict Check 

Conflict check is a search to assist determining conflicts of interest between existing clients with current services and new and existing clients starting new services with centre.

Critical Dates 

Are Dates recorded when a certain Action is both created and assigned to a worker. The specific Action needs to be a Critical Issue and these can then be viewed in one place called “My Critical Dates” from the CLASS Module.

Actions 

Each Service has multiple actions recorded under it within the Actions Tab when it is opened these can be communications sent to the client, file notes, critical and limitation dates etc.

Webex 

Webex is a web based conference that lets you meet with people, anywhere, in real time.

User Account 

Is an Account Specific to login within CLASS these are linked in an ideal scenario with a Worker Account

Matters 

Are Services in CLASS and would have been matters in CLSIS, there is also a Matter ID field within the CLASS services where you can record the matter ID if its external or saved elsewhere. 

Priority 

Is Specific to the Triage workflow in CLASS and uses a traffic light system of Low , Medium , High => Green, Yellow, Red. 

Customising

Is something that can usually be done in many parts of CLASS via the Customize button on the top right this can lead to the creation of Custom Fields and Changing how a view or list appears by adding and removing columns.