Finding digital images on Centrelink customer records 111-10020010

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 on the customer’s record.

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

The Documents table shows the following details for each document:

• Work Item ID – if the Work Item ID is:
• a hyperlink, select this to open and complete the image/activity
• not a hyperlink, the work item is already completed
• 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 Task

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.

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).

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

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

• 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

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)'

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)

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)

Staff can save a customised ascending or descending sort order for up to three 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 drop down 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)