Find and edit a record

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Task card 13

Find an existing record

Select either Client or Case under the Find menu on the Data Exchange web-based portal to find an existing client, case or session record.

Figure 1 – Data Exchange home page

Figure 1 – Data Exchange home page

Edit an existing client record

Select Client and the Find a client screen will display.

Figure 2 – Find a client screen

Figure 2 – Find a client screen

You can search for a client by using either:

  • Given name
  • Family name
  • Client ID
  • The date period it was created between, and/or
  • Tags.

Select SEARCH and the records matching your search will display under the Results section.

Select the client’s name hyperlink and the Client profile screen will display.

Select EDIT CLIENT DETAILS to update client information (including demographic details).

Figure 3 – Client profile screen

Figure 3 – Client profile screen

The Edit client details screen will display.

Figure 4 – Edit client details screen

Figure 4 – Edit client details screen

Figure 5 – Edit client details screen continued

Figure 5 – Edit client details screen continued

Extended demographic details are part of the voluntary Partnership Approach and can be entered or edited on this screen as well.

Figure 6 – Client details screen highlighting Extended demographic details section

Figure 6 – Client details screen highlighting Extended demographic details section

Select SAVE when complete.

The Client profile screen will display.

Figure 7 – Client profile screen

Figure 7 – Client profile screen

Cases can be added to this client record by selecting ADD A CASE.

Sessions can be added to this client record for this case by selecting Case Folder.

Edit an existing case record

Select Case folder and the Find a case screen will display.

Figure 8 – Find a case screen

Figure 8 – Find a case screen

Search for an existing case by using either:

  • Case ID
  • Outlet and program activity the case was created under
  • Date period it was created between
  • Cases created by you.

Select SEARCH and the records matching your search will display under the Results section.

Select the Case ID hyperlink and the Case screen will display.

From this screen you can:

  1. 1. Edit case details
  2. 2. Attach/detach clients
  3. 3. Add sessions

Figure 9 – Case screen

Figure 9 – Case screen

Select SAVE when making changes in any of these screens

Edit an existing session record

You can only edit an existing session within the reporting period it was created in.

Once a session has been counted within a closed reporting period you cannot edit the session record.

Locate the case and session.

Select the Session ID hyperlink found under Sessions associated with the case heading in the Case screen.

Figure 10 – Case screen highlighting the Session ID hyperlink

Figure 10 – Case screen highlighting the Session ID hyperlink

The Session details screen will display.

Figure 11 – Session details screen

Figure 11 – Session details screen

From the Session details screen you can:

1. Edit session details

Select EDIT SESSION DETAILS, make your changes, then select SAVE.

2. Edit an existing attendee

Select EDIT ATTENDEES.

The Edit attendees screen will display and you can either attach or remove selected clients and support persons using the relevant buttons.

Figure 12 – Edit attendees screen

Figure 12 – Edit attendees screen

Select REMOVE CLIENTS/SUPPORT PERSON once the necessary changes have been made.

Select <BACK to return to the Session details screen.

3. Edit Referrals to other services

Select Two people.

Select ADD REFERRAL TO OTHER SERVICES .

Make the required changes and select SAVE .

4. Edit a SCORE assessment

Select .

Select ADD CLIENT SCORE to add a client SCORE, or select  to expand the Pre or Post SCORE already recorded.

Select Edit Icon to edit the SCORE or Delete icon to delete the SCORE.

Make the required changes and select SAVE.

More information on outlets, clients, cases and sessions can be found in the Data Exchange Protocols and the Training resources tab.