Important Items Register

Overview | New User Interface

New UI | The purpose of this tool is to act as a secure register to track all important items being held within your practice and on behalf of your clients, being borrowed by staff for the purposes of working from home and the like, maybe even car park passes, keyfobs or keys. Ensuring that this is maintained will serve as a quick reference for locating items that are being held on behalf of your clients or borrowed by staff etc so that they can be checked in or out as required. You can also link back to source documents saved to your Document Management System (DMS) to view at any time eliminating the need to pull out the physical document.

Jump straight to the applicable section:

New User Interface

Important Items List Page
Variables & Input Fields
- Practice Settings
Adding a new important document
Checking Documents In & Out
Other Functions

Jump straight to the applicable section:

Legacy User Interface

Variables & Input Fields
Adding a new important document
Checking Documents In & Out
Importing Historical Data
Other Functions

Important Items List Page

Variable Name		Description
1	Create New Record	This is part of the Shared Elements Article
2	Search Function, Group, Filter, View Select, Actions	Some quick options are associated with the register list. See the shared elements help for more detail about your options.
3	Create a new view	This is part of the "Shared Elements Article"
4	Link, actions & Check-In & Out	Link documents to the record (a soft copy or other accompanying information). Actions menu allows you to export, archive and delete an entry. This is how you can check-in and out items that are to be tracked. See below for more details.

Variables & Input Fields

Variable Name		Description
1	Full Screen, Minimise, Close	These are part of the broader Shared Elements.
2	Client	This is where you'd enter the relevant client entity - just start typing to filter to the applicable client.
3	Document Date	This is the date that the document was originally created and not the event date.
4	Type	You can select various types of documents from the tags created in your practice settings.
5	Location*	This identifies the normal location of storage for the important document within your practice so that it can be easily found when required.
6	Status	This identifies the current state of the document as either checked in or out, the date, the reason and who carried out the action.
7	Notes	This is an optional field where you can add any further detail about the important document.
8	Full Screen, Minimise, Close	These are part of the broader Shared Elements.
9	Save, Save & Close, Cancel	This gives you the ability to just save the record or save and close the record or if you wish cancel the record altogether.

Practice Settings

Document Locations & Types can be customised within the Practice Settings by a user with the applicable authority. We have set up a number of default tags that we think may be useful, but no one practice is the same, so tweak them to work for you. Locations are updated under tool settings > important items register > locations & Type can be updated under tool settings > global lists > tags

Adding a New Important Document

Open a New Important Document Register by clicking on 'Create a new Important Document' and make your way through the various fields populating as required per the video below.

i	Note that the fields marked with a "*" are required before you can save.

Checking Documents In & Out

Show if the Physical document has been removed from the office using the Check in / Check out Function.

To check documents in and out, simply open the Important Document Register, locate the relevant document and click on to edit the document details, or to register a check-in / check-out event click on or which will be coloured according to its status.

The document is checked out.
The document is checked in.

You can also view the document history at any time by clicking

i	The demonstration also shows the source document linked back to Ashlee's Document Management System. For instructions on how to connect your DMS go to the Document Manager System support article.

Other Functions

Document Management System (DMS):

Link back to source documents enabling quick access and previewing from within any tool and the ability to save reports and files directly back into your DMS. Go to the DMS Support Article to learn how to connect and link source documents.

View by Client Group:

View all correspondence by each client group by selecting the client group as shown below, alternatively, you can also view each tool on the Client Group page. A further explanation can be found in the Menu's & Shared Elements article.

"Search by" Function:

Simply allows you to search by a specific filter within your client group etc. Go to our Menu's & Shared Elements Article.

Actions Menu:

You are able to perform a number of functions within the actions menu across the tools in AK. For a full list and instructions on how to use please go to our Menu's & Shared Elements Article.

Deleting Records:

You also have the ability to delete records once selected. Go to the Menu's & Shared Elements Article to learn how.

Overview | Legacy User Interface

The purpose of this tool is to act as a secure register to track all important documents being held within your practice and on behalf of your clients. Ensuring that this is maintained will serve as a quick reference for locating documents that are being held on behalf of your clients so that they can be checked in or out as required. You can also link back to source documents saved to your Document Management System (DMS) to view at any time eliminating the need to pull out the physical document.

Variables & Input Fields | Old UI

Variable Name		Description
1	Document Date	This is the date that the document was originally created and not the event date.
2	Client	This is where you'd enter the relevant client entity - just start typing to filter to the applicable client.
3	Location*	This identifies the normal location of storage for the important document within your practice so that it can be easily found when required.
4	Notes	This is an optional field where you can add any further detail about the important document.
5	Status	This identifies the current state of the document as either checked in or out, the date, the reason and who carried out the action.
6	Document Type	This identifies the type of secure document, which could be anything that you consider to be important in your practice.
7	Linking Documents	By clicking "link or upload documents" you can link any documents you have in your document management system folders or upload them. Alternatively, you can drag and drop in this area to upload documents.

i	Document Types & Locations can be customised within the Practice Settings by a user with the applicable authority. We have set up a number of default tags that we think may be useful, but no one practice is the same, so tweak them to work for you. See here for the applicable details.

Adding a New Important Document

Open a New Important Document Register by clicking on 'Create a new Important Document' and make your way through the various fields populating as required per the video below.

i	Note that the fields marked with a "*" are required before you can save.

Checking Documents In & Out

Show if the Physical document has been removed from the office using the Check in / Check out Function.

The document is checked out.
The document is checked in.

You can also view the document history at any time by clicking

i	The demonstration also shows the source document linked back to Ashlee's Document Management System. For instructions on how to connect your DMS go to the Document Manager System support article.

Importing Historical Data

Go to the Actions Menu and select the Import from Excel option.

Follow the onscreen instructions to bring in in all current and historical mail register information from your current records.

If the import fails with errors, they will be listed at the bottom of the page. Work through the identified lines within Excel and make the applicable corrections before attempting to re-import.

If you import the same file multiple times, it keeps the old information and creates new entries for every import completed. It would be a good idea to go through the import process with a small test file of say 5 entries, confirm that you're happy with the results before completing the rest of the imports. If you make a mistake, you can always select and delete the applicable entries and re-import once again.