Summary
Join Brian Hatch as he reviews the topic of household documents and their use in RecTrac and WebTrac. This is a great solution if you're looking for a centralized place to track documents at the household or family member levels and enable your patrons to upload documents themselves via their WebTrac accounts.
Video
Transcript
00:00:00:00 - 00:00:28:18
Brian Hatch
In this video, we're going to review the topic of household documents and their use in RecTrac and WebTrac. This is a great solution if you're looking for a centralized place to track documents at the household or family member level and highlight an example here, we're going to go to household management. I've already got to filter down to our example households.
00:00:28:18 - 00:00:59:21
Brian Hatch
I'm going to go ahead and open that record up. And at the top of the main household screen, we have a household documents slash labor history tab. And the top part of the screen is our document areas. This gives you the option for managing documents and change to the new document. I have the option for putting a description you can create and tag documents with categories that would help you manage or report on these types of documents and then your browsing out to the file locally through the file name field.
00:00:59:21 - 00:01:22:04
Brian Hatch
So you browse out to the local file that will pull the file into the database and keep it in that central location. The general recommendation for file size, the smaller the better, but 50 megabytes is the or smaller is the recommendation. You have a link date and as of date and expiration date that you can use as needed for your scenarios.
00:01:22:06 - 00:01:44:06
Brian Hatch
Sorry, cancel on that record or save on that record. On the WebTrac side, What does this look like for the patron on WebTrac? Switch over to my WebTrac window. So I'm already logged into my account. So if I go to my my account option at the top, right on one of the menu options you can make available if it isn't by default is documents going to click on documents in the menu.
00:01:44:08 - 00:02:07:17
Brian Hatch
And then we have the option for document upload. So we have the option for uploading a document to the main household record or to the individual family members in the household record. And this can be done if you only want to offer one level for linking documents. There is some settings we can do to limit that option in this pull down.
00:02:07:19 - 00:02:33:11
Brian Hatch
Below there you have the description of the file. Name the document categories. Again, should you choose to use those and the file to upload for the patron to browse up to the file on their end. With some more information about file size and extensions, switch back to my RecTrac screen. One additional setting we want to highlight is the ability for notifications for when documents are uploaded on WebTrac.
00:02:33:13 - 00:03:05:22
Brian Hatch
So I'm going to go to profile assignments on our WebTrac parameter profile that update that record under the email settings area of the screen. We have a toggle here for email notification when document is uploaded. So if you turn this on and fill out the document notification email field, every time a patron uploads a document, someone will get the notification and they can go review and dive into the next steps for whatever that process might look like in database.
00:03:05:24 - 00:03:09:22
Brian Hatch
And there's review of documents in RecTrac.