The AWARDS Client File Cabinet allows you to upload client-specific files to AWARDS, from where they are accessible via the "Client File Cabinet" portion of a client's face sheet and from within the Services-Individual module.
Uploaded Client File Cabinet files are viewable and editable by all users with the permission to access the face sheet or have access to the corresponding program and the authority to use the Services - Individual module.
Uploaded files are also included in the Client History Report, where users are able to view and download them for any client they have access to through Client Searches.
IMPORTANT! Clients in multiple programs have a single face sheet and Client History Report within AWARDS, and therefore a single Client File Cabinet. File Cabinet files can be viewed by anyone with the proper permission, and not all files may be appropriate to add/share. For that reason, please exercise caution when dealing with client files containing private and sensitive information not already displayed on the face sheet, Client History Report, or other cross-program records. Foothold Technology does not review the files added to the Client File Cabinet feature, and cannot take responsibility for the content of those files.
Permissions Required
The Client File Cabinet feature is available to users with the following permissions:
- Program Chart Access
- Display Any Chart Records Buttons
- Display Chart Records Profile Button (required for accessing the Client File Cabinet from a client's face sheet)
- Display Chart Records Services-Individual Button (required for accessing the Client File Cabinet from the Services-Individual module)
- Delete Client File Cabinet Documents (required only if you will be deleting files from a client's file cabinet)
Client File Cabinet Overview - 4 mins
Working with the Client File Cabinet
Client File Cabinet files can be uploaded, deleted, and downloaded from individual client face sheets, as well as from the Service-Individual module's Client File Cabinet feature.
- Navigate to one (either) of the following locations:
- Charts > Services - Individual > Client File Cabinet
- Profile > Face Sheet > Census. From the flyout menu, click Profile > Face Sheet. Select the client. Continue. Scroll down to the Client File Cabinet section of the record and click Update Client File Cabinet.
Configuring the Client File Cabinet Categories List
You have the option to create a categories list for the Client File Cabinet. Once that list is configured, a corresponding Category column is added to all client file indexes, and a Category option is automatically made available during data entry - both when uploading new files as well as when editing existing files.
If you are an AWARDS administrator and would like to set up the Client File Cabinet categories list for the first time, or to make changes to the existing categories list, complete the following steps:
- First, determine the categories you want to create. Keep in mind that all programs share the same list of categories.
- Click Administration > Builders & Tools > ListBuilder. The ListBuilder Index page will display.
- Click Client File Cabinet Categories. The ListBuilder Data Entry page will display.
- Here you can Add a category, Disable a category, or Delete a category.
Using the Client File Cabinet ReportBuilder
The Client File Cabinet ReportBuilder is used to generate customized reports of file information, along with basic client demographic data. It can be particularly useful for auditing tasks; for example, checking to see who in a program does and does not have a required document in their file cabinet.
- Click Charts > Services - Individual > Client File Cabinet. The Client File Cabinet Index page will display.
- Click Client File Cabinet ReportBuilder. The Client File Cabinet ReportBuilder Settings page will display.
- Select the program from the Program drop-down menu.
- Click the Roster Date Range drop-down menu and select the types of clients to be included. Selections include:
-
- In Program
- Admitted
- Admitted or Transferred In
- Discharged
- Discharged or Transferred Out
-
- Make changes to the date range settings as needed.
- Click the radio button next to the appropraite client category. Options include:
-
- Clients with Records
- All Clients
- Select Client
-
- Leave the Provide ExportBuilder Options box unchecked. It is not relevant to report generation.
- If you'd like the report to be sent to your AWARDS Messages Inbox (the content and Excel file), click the Send in AWARDS Messages option.
- Use the Select a saved report format drop-down to indicate if you are using previously saved report format or creating a new one.
- Click Continue.
- If you are using a previously saved format, the report will display for you to review.
- If you are creating a new report format, the Options page will display.
- The Options page includes a list of variables grouped by type, including Demographics, File Information, and Record Information.
- Select all the variables you need. Click Continue. The Report Options - Continued page will display.
- Configure the remaining options.
- Click Save Report Format. Then click Display Report.
Client File Cabinet FAQs
Q. Can attached files be write-protected?
A. AWARDS does not prevent users who open an attached file from making changes to it on their computer; however, the changes made will not be reflected on AWARDS unless the updated file is attached in place of the original file. If you are concerned with the possibility that files will be altered, you can protect the file before attaching it to the AWARDS system. The steps for doing so will vary based on the software used to create the file.
Q. Can existing files be batch categorized?
A. While we are examining the possibility of adding a feature that will allow multiple files to be edited and categorized at once, the functionality is currently limited to categorizing one file at a time.
Q. Can I attach a file to multiple face sheets at the same time?
A. No. If you would like to attach the same file to multiple face sheets, you must complete the upload process on each client's face sheet individually.
Q. Can I attach a file to the face sheet of a discharged client?
A. Yes. To do so, use the Roster Archives checkbox on the Profile Menu page prior to going into the Face Sheet feature, or the Archives toggle in the Services-Individual module's Client File Cabinet feature. You'll then be able to select from a list of discharged clients, and once you've chosen the correct former client you can upload documents just as you would for active clients.
Q. Can I delete or add multiple client file cabinet files at one time?
A. Files can only be added individually; however, they can be deleted in groups using the multi-select checkboxes on the file cabinet index.
Q. Can I limit access to a file to specific staff?
A. Documents are viewable by all users of your AWARDS database who have the authority to work with one or more of the three Client File Cabinet access points - client face sheets, the Client History Report, and the Services-Individual module's Client File Cabinet feature. You cannot pick and choose which staff members have access to specific file cabinet documents. You can, however, limit specific documents to access by staff in a given program. In the event that the client whose file cabinet is being worked with is (or has been) enrolled in more than one program, setting the Share File Only with [Program Name] toggle to "Yes" when adding a file results in that file being shared ONLY with the program through which the file cabinet has been accessed.
TIP: If a program has been configured under System Setup > Agency Program Information > Add/Edit Entire Program to use "No Sharing," the sharing toggle defaults to "Yes" automatically; otherwise it defaults to "No." To have the default value adjusted for a particular program, please contact the Help Desk.
TIP: If a client is in more than two programs it is not possible to upload a file once and share with a selection of programs, only with one or all. If you want to share a file with only a selection of those programs, it must be uploaded individually in the correct programs with the sharing toggle set to "Yes" in each case.
Q. Can the 10 MB storage limit for the Client File Cabinet be increased?
A. Yes. If you would like to increase the storage limit for the Cabinet File Cabinet so that it is greater than the 10 MB default per client, please review the File Cabinet - Additional Storage Space Information & Pricing Guide and contact your Foothold Customer Success & Advocacy team representative. There is a fee associated with this increase.
Q. What will happen to Client File Cabinet files if duplicate client records are merged?
A. Attached Client File Cabinet files will only be kept for the "Retained" client.
Q. Why do I see an old File Cabinet category in the ReportBuilder that's no longer available for use?
A. When a category in the custom categories list is disabled it is removed from availability when categorizing files in the future; however, it is retained as part of historical data. Any existing files assigned to that category at the time it was disabled will continue to display that original category assignment in the ReportBuilder unless/until that category selection is changed.
Q. Why doesn't anything happen when I click a link to download a file or attachment from AWARDS?
A. Clicking a link in AWARDS to download a report/export file, message attachment or Client File Cabinet file is designed to generate a "PHI Download Alert" pop-up notification to inform you that the content of the download may contain confidential or protected information and should be handled accordingly. If you have a pop-up blocker turned on in your browser's settings and have not exempted *.footholdtechnology.com so that it is always allowed to open pop-ups, it will seem as if nothing is happening when the AWARDS link is clicked. Please see the instructions for your browser to adjust the settings related to the pop-up blocker.
Q. Why is "program" blank for some files in the File Cabinet ReportBuilder and not others?
A. When the file is shared with all programs the client is enrolled in, the "Program" field in the report is blank. A value is only displayed there when the Share File Only with [Program Name] toggle was set to "Yes" when adding the file. In such cases the program information is populated with the name of the single program with which the file is shared.