In order to maintain an organized system with all the different documents on CareControl 4, a case worker may utilize the Files tab to sort any documents connected to specific families or providers. See Receiving and Accepting Family Documents for how you can accept an electronic file from the Documents tab to Files.
1. Files Tab
Upon opening any specific family or provider record, you will find a variety of tabs containing that group’s information. The Files tab will always be located next to the Documents tab and clicking on it will enter the main Files interface.
To the left you will notice a variety of categories and subcategories to sort your documents in, which are all configurable according to your agency’s needs. Selecting any of these categories will show a list of documents associated with it, and clicking on the arrow icon next to any of the main categories will expand their list of subcategories.
3. Upload/Download Buttons
The upload button gives you the option to upload any files you may have from an external source like email or any documents you may have scanned into your computer from a physical document. The download button allows you to download any files you select from the list underneath in a single batch, with the choice to either include or not include annotations.
4. Document Entries
After selecting a category, all of the documents with that classification will show up here. By default, the columns that appear will include the name of the document, the category, any tags associated, the date it was last updated, the user it was last updated by, and the document type. Tags are configurable for every agency and are essential to easily find forms later on. They are typically based on specific actions (Enrollment, recertification, etc.).
5. Action Buttons
Selecting the three dots under the Action column for any document will open this menu, where you will be given the option to edit, download with/without annotations, or void the entry.
The edit feature allows you to change the identifying information at any point, like the name, category, tags, and type. You can also void the document from here if you would like.
6. List Buttons
Like most lists within CareControl 4, these buttons allow to export the data onto a spreadsheet or choose what columns you would like to appear on your interface.
Previewing a Document
If you click on any document name in the Files tab, it will open this preview window. Here you can switch to the annotate feature in the upper toolbar to mark the document. Any annotations made will save as comments within the expandable section to the right.
The buttons to the top-right of the preview window allow you to print the document, download onto your computer with or without annotations, and view the details of the form along with its logs.
Filing a document received physically
Upon scanning the completed documents or after receiving them from an external source, enter the Files tab. Here you can click on the Upload File button to start the upload. Give it a name, the appropriate category and tags, and set it as Sent if it’s to be printed for a provider, or Received if the document has already been completed.
❗️NOTE: CareControl 4 only accepts doc, docx, jpg, jpeg, pdf, and png extensions for uploaded files.
After the file has been uploaded, it will save into the list of files for you to view and make any changes. You will now be able to perform the same functions mentioned above for files submitted electronically.