Client Document Tracking (WebABA Pro & Group)

 Permissions: You must have Administrator Permissions or higher. 

You can track and notify administrators and staff members about document expiration dates. This will allow them to renew documents in a timely manner.

NOTE: View client document tracking actions in your organization's Activity Log: document added, document deleted, document alert turn on/off, document type added, document type deleted, document type edited.

[View Staff Credentials] [Credential Document  Alerts] [Upload Documents] [Delete Documents]

 

View Client Documents 

1. Click client name from the Clients page.
   
   
   
   
2. Click the Document Tracking tab.
   

   NOTE: The Document Tracking tab will be hidden if you do not have the Can view/edit Client Document Tracking permission. 

   
   
   
   
3. View document details according to:
   • Document Name - click on the document name to download.
   • Client Document Type
   • Issue Date
   • Expiration Date
   • Status
4. Turn notifications on to send staff and administrators alerts when documents are set to expire.
5. Click Delete to delete the document. 
   
   
   
   

Credential Document Alerts

1. Turn notifications on to send staff members and administrators alerts when credential documents are set to expire.
   • Alerts will trigger 30 days in advance of the Expiration Date and will be sent once a week within the 30-day period until they are stopped by either: The Alert being manually turned off by a user on the Document Tracking page OR the expiration date has passed.
   • If a client document is expired the alert button will be inactive.
     
2. Staff and administrators are notified of expirations through the alert bell at the top of the page. 
   

Upload Documents

1. Navigate to the client Document Tracking tab and click Upload Document. 
   
   
   
2. Choose the file you want to upload and enter Document Name (required)
3. Enter Document Name (required)
4. Enter Client Document Type (required)
5. Enter Issue Date if it is an expiring document type. 
   

   NOTE: This field will not display if it is a non-expiring type.

6. Enter Expiration Date (required if it is an expiring document)
7. Select Turn on Alert if you want to be notified when a document is set to expire. 
8. Click Save
   
   

   Upload Document with Expiration Date

   Upload Document without Expiration  Date

Delete Documents

1. Click Delete for the desired document.
   

   NOTE: A warning message opens to let you know the document and its tracking data will be permanently deleted. 

2. Click Delete again to remove the document.