Documentation Cuba Process Help 277-30010300

Start point: Communication window.

In the Communication group box:

• if the current date is not the date of contact type the correct date the communication occurred into the Date field
• select the applicable Type of communication
• select the Case number the communication relates to, or leave blank if applicable to more than 1 case
• select the reason for the customer contact from the Reason drop down list
• select the person or entity with whom the communication is occurring from the With drop down list

Click the button to open the Applicable Issues Selection List dialogue box.

Select:

• an appropriate category from the Category list box
• any number of applicable issues from the Issue list box
• click the Add to List button to add the category/issue combination to the Issues list box

Repeat the above for each of the categories covered in the communication.

To remove any accidental entries, go to Step 4

To save the issues, go to Step 5

To remove any accidental entries from the Issues list box:

• click to highlight the entries to be removed in the Issues list box
• click the Remove from List button to remove all the highlighted entries

• Click the OK button in the Applicable Issues Selection List dialogue box to return to the Communication window
• Click the icon

A record should now appear in the Communication History list box for each of the categories in the Applicable Issues list.

To create or pend a new note, select the entry from the Communication History list box and click the icon. This will open Notes window which can be used to create notes.

Start point: Notes window.

• Click the icon to open a New notepad dialogue box
• Type a subject into the Subject field. If using a pre-emptive text suggestion, click the subject to be used from the listed suggestions instead
• Type the text required in the notepad into the main text box
• Click the icon to add Service Officer’s signature block

To pend the note, go to Step 3.

To save the note, go to Step 4.

To pend the notepad for completion at a later date, tick the Pending? tickbox.

Click the icon or the Save button and check the note has been saved into the notes list.

To finalise a pended notepad, update the note and then save the update.

If the notepad is not finalised manually, it will become finalised automatically after 48 hours.

Start point: Notes window.

Note: for information about what to document in Cuba, see Documenting Child Support information

Click the note to view from the list box. The note will open in the group box to the right of the list box.

To update the note:

• click the Update button to open the Update note dialogue box
• type the required text in the notepad into the main text box

Note: if updating a pended note, the original note text can also be modified.

• Click the icon to add Service Officer’s signature block
• Click the icon or the Save button and check the note has been saved into the notes list