Unschedueld Note - Client Search

Client Search for Unscheduled Notes

OnTarget has added functionality that allows users to search for unassigned clients when creating unscheduled notes. This provides an efficient way users can utilize a client search feature to create unscheduled notes for an unassigned client by typing in the client’s name.

This new functionality also provides users the ability to create unscheduled notes for clients that are not assigned to the user, which had been a previous barrier. The available list of clients provided based on the name entry is dependent on the logged in user’s role security and user account settings.

Client Search Security

To ensure users retain the proper access to client information while utilizing the mobile application for creating unscheduled notes, there are two security aspects applied.

1.     The role security for the logged in user determines if the user has access to their assigned clients only.

2.     The cost center(s) configured within the user account for the logged in user determines the clients available based on the assigned cost center(s).

The role security configuration that specifies if a user can only access client information for assigned clients is located within the OTC Global Permissions section of the Desktop Security for a selected role(Configure > Security > Configure Roles > Desktop Security > OTC Global Permissions > Only show assigned clients). Checking the box for this configuration limits the logged in user to creating unscheduled notes for assigned clients only when using the mobile application. When this configuration checkbox is not checked, the mobile application allows users to search for clients within their assigned cost center(s) to create unscheduled notes.

Corresponding with the ‘Only show assigned clients’ role security, when users are not restricted to creating unscheduled notes for active assigned clients, the mobile application automatically filters client search results to the logged in users assigned cost center(s).

Cost centers are assigned inside a users’ OnTarget account. A user may be assigned one or more cost centers.With cost centers assigned, when a mobile application user initiates a client search to create an unscheduled note, the client name results are restricted to only the assigned cost center(s). Configuring cost centers for a user account can be completed by accessing the user’s account (Configure > Security >Configure Users).

Please Note: The cost center titled as “All” supersedes all assigned cost center(s) and provides the user to search for active client within all cost centers.

Unscheduled Note Client Search

Initiating the new client search feature when creating an unscheduled note is done when creating an unscheduled note within the mobile application. Accessing the Notes feature and clicking the ‘Create Note’ button directs the user to the first step of creating an unscheduled note. This step requires the user to select a date of service, a client name, a service type,and time entry.

The availability of the client search feature is dependent on the user’s role security configuration. If users are restricted to assigned clients only, then the search feature for the client field is not available.The client field, instead, will contain a drop down of all active assigned clients.

However, are users are not restricted to only showing assigned clients, the mobile application provides search functionality within the client field. The field is labeled “Search from all clients”.

Please Note: Users are required to select a Service Date before utilizing the client field for selecting an assigned client or searching for a client.

Clicking the client field, when not restricted to assigned clients only, provides users with the ability to choose from their assigned client list or search for a client by name.

The search for a client name initiates when a user begins typing in the name of the client. Based on the letters entered, the mobile application will continuously filter the name results as the user types. Search results may include a few names to several names that extend beyond the visibility of the mobile screen. To see names not listed on the screen users can scroll down through the name results until the needed client name is found.The mobile application automatically loads the next set of client names, based on results, until the end of the list is reached.

Users can select any listed name within the search results list to create an unscheduled note.

Please Note: If the client’s name selected is not associated with an active service type that does not require a schedule, the Service Type field will not provide a drop-down list, and an unscheduled note cannot be created.

If when searching for a client name, no results are found or available based on the client’s name entered the search field, the mobile application will provide a notice for the user that no results are found and to reattempt.