User manual – organization administrator role
Table of Contents
This role can adjust and prepare all necessary resources for caseworkers. Besides this, it’s possible to amend the access rights of existing caseworkers and Organization administrators. After signing in to the system, you’ll get a welcome message on the home screen, and on the left side, you can see the menu with the options available to the user. Top to bottom, there are options for managing case templates, case questionnaire templates, caseworkers and organization administrators, as well as document types that will be used on templates.
Above the list, there is a button ”NEW TEMPLATE“ that you can use to add a new template. After clicking on the button a form for entering data appears and there you enter the name, choose the existing questionnaire earlier created for the organization.
“Allows subcase“ permits multiple subcases to be created in any case using this template. For example, a corporate client with multiple employee applicants.
The list can be searched according to all visible columns, and the search field is located in the upper right corner above the list. The last column in the list named “Actions“ opens details about a certain template using the link, you can see a list of all documents grouped by matters, and some by groups. Clicking on some of the matters in the list, a view of the document is opened as well as groups located in it.
Documents don’t have to be in groups if that’s not defined while adding the document type on the template.
At the end of the name of every matter, group or document, there are three dots that you can click to change or delete some of the chosen records. When deleting matters you automatically delete all groups and documents tied to it. The same happens when deleting a group- all tied documents, if they exist, are deleted. While changing a document there is an option to change the serial number in the matter. After that change has been done, all document numbers inside that matter are reorganized so that no number is skipped.
Above the list of template details, there is a button “ADD DOCUMENT“, that is used to add a new document into an existing template. Clicking the button opens a dialogue box where you can choose, or create, a new matter for the document; choose or create a new group where the document will be located, and it’s also possible to choose a document type from already existing types in the system.
Choosing or creating matters and groups is done through two fields that are next to each other. Choosing is performed over a classic dropdown field where you can choose some of the earlier created matters while creating a new one is done by clicking on “Add matter“, after which the form is automatically changed in a way that the dropdown field disappears and is replaced by two fields for entering, Matter name and code. Choosing or similarly creating a group functions, because when entering a new group you only enter the group name. Choosing or entering a group is not required. After you choose the option for entering a new matter or a group on an existing dialogue it’s not possible to go back to choosing one, instead, you need to open the dialogue again to see the initial view of the form.
In the page header, on the upper right corner, there is a link named „Actions“, with options to edit, delete and activate/deactivate the current template.
Deactivating a template is visible if the template is active, while activation is visible if the template is
inactive. Information about the template (if it’s active or not) can be seen in the list of all templates through columns “Active from“ and “Active until“. Deleting a certain template automatically deletes all tied matters, groups, and documents. If a template is already used on some of the cases in the system and you try to delete it, deleting won’t be possible and an appropriate message will appear on the upper right corner of the page.
Another way to create a case template is to create a clone of an existing one. The clone button is next to „NEW TEMPLATE“. It opens a list of existing templates.
Name your new template and select the template you wish to clone, After clicking „SAVE“, the newly cloned tempalte will appear on the list. You can then edit the cloned template as normal. This feature is convenient if you are dealing with similar cases requiring slightly different document templates. You can avoid the process of creating case templates from scratch.
If you click on the icon in the side menu, you can see the managing case questionnaire templates option.
Here you manage questionnaire templates that will be used by the organization. On the home page, there is a list of all existing questionnaire templates for the organization. Above the list, there are two buttons, for adding a new (“NEW“) and cloning an existing (“CLONE“) questionnaire template.
When adding a new one, a dialogue opens where you enter a name, while during cloning you choose one of the existing questionnaire templates, based on which you add a new identical one. The list can be searched based on the questionnaire template name, and the search field is located in the upper right corner above the list. The last column in the list named “Actions“ is a link that leads to chosen template details with additional action options.
When you use the link to see details about a certain questionnaire template, you can see a list of all questions with related sub-questions sorted by number. Below each question and sub-question you can see their information like type, predefined answers, and if the option of group answering is chosen.
On the right side of every question, there are three dots that you can click on for adding a new subquestion (“Add subquestion“) and deleting a question (“Delete“). In the extension of the subquestions, there is only an option for deleting. When you delete a question, all subquestions are automatically deleted. Also, when deleting, question numbers are reorganized.
Adding a new question can be done using the button “ADD QUESTION“ located on the left side above the questions and subquestions. On the adding question form, you choose a number that the question will take in the list (“Ordering number“), you enter the question (“Text“), choose the question type (“Question type“) You can choose the option that all the subquestions can be answered more than once (“Grouped answer“). When choosing question type some options don’t require additional information, such as “Single answer“, “Multiple answers“ and “Requires no answer“, while for the options “Single answer with predefined choices“ and “Multiple answers with predefined choices“ additional field appears on the form for entering text the predefined choice. Below the field, for entering text there is a button for adding more of these options (“Add a predefined answer“), while in the extension there is a button for deleting if it’s necessary to delete some of the added options.
On the upper right side of the page, there is a dropdown list (“Actions“) that offers two actions over the current questionnaire template, Edit and Delete. When editing it’s only possible to change the name while deleting means deleting all related questions and subquestions.
Selecting „Preview“ allows you to see the questionnaire from the applicant’s perspective, which might be convenient during to process of creating a new or updating the existing questionnaire.
Another way to create a new questionnaire template is to clone an existing one. By clicking on the „CLONE“ button the new form will appear so you can select the template from the drop-down list.
Clicking the icon in the side menu, you get the option of managing users.
On the home page for managing users a list of existing users is shown. Besides the name and surname in this list, you can see the current roles of the user, as well as if they are active.
Above the list, there is a button “NEW USER“, that opens a dialogue box for entering a new user.
The last column in the list named ”Actions“ is a link to the details about the selected user.
On the details you can change the name, surname, and username of the user; activate or deactivate him; as well as add or remove roles. When you manage a user role, those that they already possess are initially selected. It is possible to have a user within the organization both with admin and caseworker permissions.
Manage document types
Clicking the icon in the side menu, you get the option of managing document types.
You can manage document types, that are used for managing the case template. It is possible to create, edit or delete a document type. Editing and deleting a certain document type is available through a button in the other column list (“Actions”).
Clicking the button ” NEW DOCUMENT TYPE“, a dialogue opens where you have to enter a name (”Text”). As an example, you can use the name ‘Applicant’s passport – photo id page only’.
If it is necessary to write the document type name in more new rows, you can do that using the button ”ADD LINE” that is located under the field for entering a new name. Using this button the form extends with an additional field for entering a new text line. Repeating this action makes it possible to add as many as you need of these lines. There is an option for deleting in case you need to delete excessive lines.
Changing the document type means opening the same form as for creating. Deleting is possible only in case the chosen document type is not used in any case template, otherwise, a validation message appears.
Clicking the below icon, in the side menu, opens the consent settings.
You can use this option to activate the consent acceptance pop-up for your clients or applicants during their first login in just two steps.
First, you need to prepare your consent document, that which your clients will accept, and save it in pdf format. It is necessary to upload the prepared document to Halcyon using the drag and drop or browse option and click “SAVE” afterward.
The name of the added document is now visible on the screen. The only thing left is to put a tick on the “Use consent document?” option. Starting from that point, all your clients/applicants will have a pop-up window displayed after their first login which contains your consent document and they will need to accept the consent before proceeding.
On the Home page, select the cart icon located on the left menu.
In the next step, you’ll see the form as follows:
The marked area shows the previous purchases. To purchase new cases select the “+ BUY” button in the upper left corner. You can choose between the “pay as you go” option and different bundles (as shown below).
To complete the ordering process you need to enter your card details. After filling out the card details, click the “BUY” button:
The system shows all purchased case bundles including the date and time of purchase and which user purchased the bundle.