Introduction
This article is meant to assist you with the details in Adding and Maintaining Program Reports. If you have a question not addressed here, you can search at the bottom of this article in Related Articles or you can Contact Support at support@extendedreach.com.
Explanation and Purpose of Program Report Types
Program Report Types control your list of available Reports within a particular Program. Reports are typically documents that are either collected or generated/written by your staff, and often have a due date and an associated file. Examples of Reports are written documents, such as service plans or assessments, or collected documents, such as birth certificates or social security cards.
Security Level Requirements and Access
You must be an Agency Administrator to access the “Administration” menu on the left side of your Workspace. Go to “Program Settings” and click on “Program Report Types”.
Image: Program Report Types Access Screen
Adding and Maintaining Program Report Types
1. Once in “Program Report Types”, select an existing report from the list or create a new one by clicking “Add Program Report Type”.
2. If Cloning a Report Type, click on “Clone Report Type” within an existing Report Type. This new Report Type will be titled, “COPY OF…”
3. If editing an existing Report Type, click on “Edit”.
4. Within the General screen, complete the fields. Required fields are highlighted in yellow, while optional fields are not.
Image: Report Type: Clone Screen
Image: Report Type: Clone Screen
Report Type Information
| Report Type Information | Description |
|---|---|
| Activity Name | Name of the report |
| Program (if applicable) | Name of the program using the report |
| Abbreviation | The abbreviation will update depending on the program that is chosen |
| Create Trigger(s) | If you would like an activity to be triggered based on the occurrence of another event, you can select one of these options. See Due Dates in Related Topics for more detail. |
| Menu Order | The number you assign will determine the order in which this activity appears in the activity menu found within a specific program. (The top 12 activities appear if you hover over “Add Report”, however you can click on “More” to view all activities in alphabetic order.) |
| Inactive | Only inactivate if you no longer wish to use this report type |
Configuration
Image: Program Report Types Configuration Options Screen
| Report Setting | Description |
| Due | Set a report to be due on a specific date. Due dates can be based on triggers, monthly, weekly, or quarterly. |
| Then every… | Once an initial due date is selected, you can configure the report to repeat the due dates. |
| Expires after… | Configure reports to expire after a certain time period or on a user-specified date. |
| Unique report | Prevents a worker from adding the report more than once. Once report is added to case, the option to add another one will not be available |
| Delete if due after close date and case closed | Automatically removes the due date if the report is due after the case close date and the case is closed |
| Use months instead of days for due date units | Use months rather than days to configure the due dates |
| Does not require approval | Report does not require supervisor approval |
| Use system assigned abbreviation | Enabled by default, will use the first 3 letters of the report name as the assigned abbreviation |
| Use Custom Form Builder | Enables the custom form builder which enables the user to create custom web forms |
| Show in compliance checklist | Displays the report on the compliance checklist. Use the “Checklist Category” drop-down field to specify which category |
| Require file attachment to submit, approve, or complete | Items cannot be submitted or completed without a file document |
| Copy this report when case is readmitted (if complete and not expired) | If the report is complete, it will copy if the case is re-admitted |
| Show guidelines/help text | Displays a blue help text bubble when staff are completing the report to list any guidelines/help |
Template
Image: Add Report Types: General: Template Screen
| Template Type Information | Description |
|---|---|
| Text – Use Field Codes | Enter in text into the narrative box using field codes. Once completed, the narrative box will display the field code information |
| Text and User Attached File | Allows users to add a text narrative as well as attach a file |
| File – Use Field Codes | Upload documents that use extendedReach field codes to populate the fields |
| File – No Field Codes | Upload documents without field codes |
| File – User Will Attach | User will attach a file (PDF or Word) |
| Photo – User Will Attach | User can attach a photo(s) |
| This narrative format is mandatory | Check the box if this format is required when workers make notes in this Activity Type |
| Narrative | Add the narrative with Custom Field Codes, from the “Custom” Tab, if you wish. This narrative will appear when you access this Activity Type in the eR system |
Be sure to Save your work! Your new report is now accessible from your Workspace within a program, and usable in your agency’s workflow.
Image: Usable Reports
Advanced Settings
When creating or editing a report type, there are additional advanced settings that you can enable to further customize your report. To show advanced settings, click on "Show Advanced Options".
Image: Show Advanced Options
| Report Setting | Description |
| Trigger only if formula is true | Report will only trigger is formula is true – please contact extendedReach support to configure |
| Initial due date period based on formula | Report’s initial due date varies depending on if formula is true – please contact extendedReach support to configure |
| Assign to secondary worker (when activated and available) | Automatically assigns the due report to the secondary worker (due dates must be configured) |
| Assign to specific worker vs assigned worker | Automatically assigns the due report to a single worker specified in the report settings (due dates must be configured) |
| Allow copy from previous | Automatically removes the due date if the report is due after the case close date and the case is closed |
| Allow for the collection of client signature(s) on-screen | A field will appear under the Template Type for clients to sign |
| Specify involved participants from people tab | Specify who and how many participants partook in the report. Participants are selected from the client’s People tab |
| Specify the number of total participants and first-time participants | Counts the total amount of participants and indicates new, first time participants |
| Online Referral Form | Used in conjunction with the custom form builder, allows to create an online referral form that, once filled out, will create a new referral in extendedReach |
| Use custom javascript | For extendedReach support/advanced users who know how to use javascript |