How do I find out if a case is already in the system?
Use the Search feature to look for an existing case.
Type all or part of the name that you are looking for in the search bar and then click "Search." The search results will be displayed with the closest matches at the top of the list.
Use the "Advanced" option to search by specific fields.
The "Recent Searches" list helps you keep track of your most recent searches.
Still can't find the case you were searching for? Chances are they haven't been added to the system yet.
How do I add a case?
Click the "Add New Case" button to add someone to the system.
You will notice a dialog that pops up to prompt you be sure to have a Release of Information (ROI) form signed by the person being added to the system. *All persons must sign a ROI before being entered into the system according to CharityTracker Terms of Service.*
Enter the personal information into the correct fields and click "Add" when you are finished.
How do I edit the personal info for a case that is already in the system?
Open up the case and click the "Edit Info" button on the "Personal Info" tab.
Make your changes and then click "Save Changes."
You will see all changes made to the case listed in the "History of Modifications."
How do I enter my assistance to a case?
When you are in a case, go to the "Assistance" tab and click the "Add Assistance" button.
The "Add Assistance" dialog box will pop up. Enter a value, choose a category, and can change the date for the Assistance record if you want. You can also type a Desription and make the assistance private by checking the box next to "Only my agency should see this assistance."
Click "Add" and you'll see your Assistance record listed with the other records for that case. You can toggle between showing assistance for people "Living with" or "Related" to that person.
How do I define relationships for a case?
CharityTracker keeps track of all relationships between cases in the "Relationships" tab. To define a new relationship, click the Add Relationship button.
Enter the name of an already existing case (or add a new person) and click "Next." Click on the name of the person you wish to link to.
Define the relationship between the two cases. If both cases share the same street address, check the box "These people live at the same address" before clicking "Save."
The new relationship will then appear in the "Related to" list.
How do I make a note on a case?
Notes are an easy way to remember important information about a person. When you are in a case, click on the Notes tab and then the Add Note button.
Type your note in the Add Note dialog that pops up. You can make the note private by clicking "Only my agency should see this note." Click "Add" to save your note.
Your new Note will then be attached to the case.
How do I post an alert on a case?
Alerts allow you to notify everyone of potential fraud, security issues, etc. Click the Alerts tab when you are in a case and then the Add Alert button.
Type the notice in the Add Alert dialog that pops up. You can send an email alert to everyone by checking "Send an email notification to all users." Click add when you're done.
From this point forward the alert will be seen by everyone who accesses the case.
How do I generate a printable report for a case?
First thing's first, you will need to be sure that you have Adobe Reader installed on your computer. Click here to download Adobe Reader.
Open the case you wish to report on, and click "CREATE CASE REPORT" located in the bottom right corner of the Personal Info tab.
The Case Report dialog will open up. Here you can filter the results of the report by date and category. Also, you can choose to show only your agency's assistance, and/or include private records in the report. Click Create Report.
The newly generated case report will open in a new tab. From here, you can print the report or save it to your computer.
How do I let the network administrator know there's a problem with a case?
The "Flag Case" button allows you to send a message to the network administrator if you notice an issue with a case.
Type out your message (For example: "This case has the same social security number as another case. Both may be the same person."). Once finished, click the Add button.
The administrator will be notified of the flagged case via email.
What is the Modification History?
Modification History lists all changes to a case's personal information since it was first created.
Each modification has a date stamp so everyone can keep track of changes. |
