Social Service Notes on Cases

Allows recording notes on cases that are restricted to certain users, along with optional social service category information, and a required number of units.

The notes entered using this block are not shown in the standard case notes on a case, cannot be found via the Search menu option to search Notes, and do not appear in reports.

Also see:Restricted Notes on Cases that allows recording similarly restricted, but simpler notes, if the social service detail is not needed.

Social Service Notes Block

Site administrators place this block on an auxiliary form. The link to use the form may optionally be restricted by setting user role permissions on the auxiliary process that calls the form. Use of the block is controlled by a user role permission (see below).

If the user's role has permission, the block displays:

• Social Service Date - defaults to current date.

• Staff Person - (if configured to display) dropdown list that defaults to the person filling out the form.

• Add/Remove Social Service Units (multiple values can be stored per note):

• Social Service Category - (if configured to be displayed) values are limited based on the case’s Office and Program and the lookup values.

• Social Service Sub-Category - (if configured to be displayed) values are limited by the Social Service Category selected.

• Units - number.

• Date Stamp - read only display of the date and time the form is being completed and the user completing it.

• Note - text field.

• Configuration options:

  • Require at Least 1 Subrow

  • Display Social Service Category

  • Display Social Service Subcategory (requires Category to show)

  • Display Units of Social Service

  • Display Staff Person

Branch Logic Confidential Viewer Block

This block can display a branch logic form, but only for users with selected roles or selected permissions. Roles or permissions are set in the block configuration.

If a user without the proper role or permission views the page, they see a message like "Permission Denied". The message text is set in the block configuration.

A user with permission sees a button like "Show Social Service Notes". The button label is set in the block configuration.

Clicking the button displays the branch logic form, which will typically have the Social Service Notes list on it, and any other desired elements.

List Views

The Social Service Notes list displays the field collected by the Social Service Notes block. Administrators place it on the branch logic form that is selected in the Branch Logic Confidential Viewer block.

The Social Service Note View Logs list shows who has clicked the button to view these notes, and the date and time they viewed them.

The Social Service Note Edit Logs shows the list of any edits made to these notes, who made the edit, and the date and time of the edit.

Reports

Information about social service notes is available in reports on the Case Data > Social Service Note Metadata subtable. As indicated above, the text of the Notes is intentionally not available in reports. This subtable will produce one row for each category/unit row on a case.

User Role Permission

Unless a user's role has the "View/Edit Social Service Notes" permission, the Social Service Notes block displays "You do not have permission to edit Social Service Notes".

Setup Suggestions

• Edit at least the Administrator user role permissions (Admin > User Roles) and give it the "View/Edit Social Service Notes" permission.

• Create an auxiliary form, suggested name "Add Social Service Notes", and put the Social Service Notes block on it.

• Create an auxiliary process, suggested name "Add Social Service Notes", enable the eponymous form. Save it, then edit it if you want to remove User Role permissions, and thus hide the link from users with those roles.

• Create a branch logic form, suggested name "Social Service Notes List", and put the Social Service Notes list view on it. In the list configuration, select your Add Social Service Notes auxiliary form in the Edit Form selector. This is the form that will be used when someone clicks on a note date in the list to edit it. (See why you created the auxiliary form first?)

• Create an auxiliary form, suggested name "View Social Service Notes", and add the Branch Logic Confidential Viewer block to it. Select your branch logic form as the Subform, edit the text labels as desired, and configure the restrictions.

• Create an auxiliary process, suggested name "View Social Service Notes", enable the eponymous form. Save it, then edit it if you want to remove User Role permissions, and thus hide the link from users with those roles.

• Get the links for the new auxiliary processes into the Actions menu on cases. This usually means adding the processes to a Custom Link Box element on the Main Profile (or Menu Boxes if used). See Profiles - Side Bar, Actions Menu, and Views Menu Elements for help on this.

The above is a suggested setup, but site administrators are free to use a different setup. For example, the Add and View functions could be combined onto one auxiliary form if desired.

Worth noting: The Branch Logic Confidential Viewer block works when placed directly on a case profile. The button (or no permission message) displays, and the notes are displayed if clicked. There is no "close" button to hide or collapse the list of notes. The list is hidden behind the button when the page is refreshed.

Where to place the View and Edit logs list views is up to each site, but they should be on an auxiliary form behind an auxiliary process (Actions menu link) that only certain roles can view.