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Finding digital images on Centrelink customer records 111-10020010

This document explains how to search for and display digital images that have been declared to a customer record.

Process Direct

Finding digital images

Step	Action
1	Finding the digital image In the customer’s record, select the Documents icon. This displays all digital images located for the Customer Reference Number (CRN). The Documents table lists scanned and uploaded documents (digital images) on the customer’s record. To help find a digital image, select Filter to open Filter Options: select one or more fields to search sort further using the ascending and descending with Sort by option selected select Cancel to close the Filter Options screen (any filters entered will remain) select Clear to remove selected search criteria select Apply to go back to the Documents table and display digital images that meet search/sort criteria entered in fields The Other Documents table does not display for all customers. This table lists HTML documents relevant to the Transaction ID. Note: the Other Documents table is not visible outside a Transaction. To help find a digital image: search using the Date From and/or Date To fields. Enter dates and select Search select Clear to remove search criteria use Expand/Collapse to adjust the view on the Documents and Other Documents tables
2	Information in the Documents table The Documents table shows the following details for each document: Work Item ID – if the Work Item ID shows: a hyperlink, select this to open and complete the image/activity no hyperlink, the work item is complete NAQID, information for classification staff only Document type Form title Capture date Receipt date Declared – in this column, if there is: an ‘X’ the image is a declared image no ‘X’ the image is an undeclared image. The image displays for information only. Staff cannot view the image on the customer's record until it is classified, for example attaching the customer CRN and form type Document ID MIFE indicator – if there is an ‘X’ in this column the document contains medical or sensitive information Acknowledge – if there is a MIFE indicator, select Acknowledge to view the document View – select the View hyperlink to open a digital image. View changes to Read after opening the digital image Update/Copy – see Moving, copying or updating Centrelink digital images Source channel – scan, fax, document upload or web Source location – indicates where the document was digitised. For example, the printer code. If needing the Office Code for rescan requests or to identify the office location, use Office Locator to identify the location details

Customer First

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Locating digital images in Document Tools

Changing the Document Tools display

Locating digital images in Document Tools

Table 1

Step	Action
1	Document Tools access To access Document Tools to locate a digital image: go to the workspace in Customer First select Document Tools under Quick Links or New Document Tools - Digitisation To conduct a search, the customer must be in context.
2	Document Tools screen Document Search Criteria - staff can search a date range to display older documents than the default displayed and set the results to display a maximum of either 50, 100 or 250 results. Document List displays all digital images located for the particular Customer Reference Number (CRN).
3	Viewing images Once an image has been located via the Document Tools screen, the image will only be able to be viewed if it has been declared Declared images the image has been attached to the customer's record if the declared box is ticked select the View link to display the image in an image viewer Undeclared images There will be no tick in the declared box, however, all image details will be displayed This is for information only and indicates that a document has been received, and is awaiting attachment The image will not be available to view on the customer's record until the document is manually classified and the appropriate form type attributed
4	Information in the Document List The Document List screen displays the following information for each document: View - select the View hyperlink to open the image Update - select the Update hyperlink to view the Update Document Details screen Form Type Document ID Form Title Capture date Receipt date Declared - when checked this indicates that the image has been declared MIFE indicator - when checked this indicates the document contains medical or sensitive information Source Channel (scan, fax, document upload and web) Source location indicates where the document was digitised. For example, the printer code. If the Office Code is required for rescan requests or to identify the office location, use Office Locator to identify the location details Read - when checked this indicates that the document has been viewed Copy - select the copy hyperlink to view the Copy Document screen

Changing the Document Tools display

Table 2: this table describes how to personalise the Document Tools table display.

Item	Action
1	Change column order and/or width To change the order of the columns, select the column heading to be moved and drag and drop to the preferred position in the table. To resize the column width, drop and drag the right edge of the column header
2	Filter column contents Select the column header to add a filter by selecting either: a specific item from the list, for example, SA317B to view only SA317B forms uploaded for that customer, or Sort Ascending or Sort Descending to view the list by ascending or descending order To remove column filters, select the column header and select (All)
3	Table Navigation View Staff can customise the table navigation view to select either a fixed number of uploaded documents per page, or a continuous list of all documents on one page. To change the table navigation view: Select the personalisation icon (pencil) in the top right hand corner of the Document List table. To view a continuous (scrolling) list of all documents, select the Scrolling radio button and enter the required number of visible rows in the Number of Visible Rows Before Scrolling field To view a fixed (paging) number of documents per page, select the Paging radio button and enter the required number of visible rows in the Number of Rows Before Paging field A combination of scrolling and paging can also be selected by selecting the Both radio button To finalise the changes: select Save to save the updates select Cancel to discard the unsaved updates select Reset to Default to cancel all customised changes (including previously saved changes)
4	Column Width and Display Order Staff can adjust the column width and remove unwanted columns from the Document Tools Document List display. To adjust the column width and/or display order: select the personalisation icon (pencil) in the top right hand corner of the table locate the Displayed Columns table adjust column width by changing the percentage (%) value in the Width column Note: the changes cannot be saved until the total in the width column is less than 100% columns can be removed from the Document Tools Document List display by highlighting the unwanted column name and selecting the left arrow (or dragging and dropping) to move the name of the Available Columns table columns can be returned to the display by selecting the right arrow) or dragging and dropping) to move it back to the Displayed Columns table To finalise the changes: select Save to save the updates select Cancel to discard the unsaved updates select Resent to Default to cancel all customised changes (including previously saved changes)
5	Ascending or Descending Column Sort Order Staff can save a customised ascending or descending sort order for up to 3 columns on the Document Tools Document List. To save a customised sort order: select the personalisation icon (pencil) in the top right hand corner of the table locate the Sorting Definition table select the dropdown box from a row in the Name column and select the column to be sorted select the corresponding Direction row and select the 'up' arrow (for ascending) or the 'down' arrow (for descending) sort order To finalise the changes: select Save to save the updates select Cancel to discard the unsaved updates select Reset to Default to cancel all customised changes (including previously saved changes)