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Social Services Information System (SSIS) 6/28/2012 FINAL

Chronology: Create a New Document of 13

Creating a New Document in Chronology

Federal SACWIS requires that information within documents autofills from the SSIS

database. Data fields will only autofill information that has been entered into the SSIS

database. A second requirement is that the text of a document cannot be changed.

Workers will still have the ability to enter information within designated areas of a

document. SSIS has been enhanced to meet these requirements. This reduces duplicate

entry and is a time-savings for workers.

SSIS Version11.3 brought a restructured look and feel to documents in the application.

The result was a new appearance to many of the documents and a change that now

requires a setup process for documents in Chronology.

Previously, selecting certain documents from Chronology (such as a Notice of

Determination (NOD) or Licensing Disqualification letter) was difficult for workers.

These documents required workers to take additional steps to determine the correct

document. Now, workers answer questions or input information within fields at setup

enabling the system to generate the appropriate document. Documents that can

produce various results based on differing selections at setup are referred to as

Combined documents.

SSIS has narrowed the number of documents kept within the appliction to only those

specific documents that are federally required or commonly used. Agencies previously

expressed concerns that documents within SSIS were outdated or obsolete. Documents

that are frequently updated due to policy or statute changes are now easily accessible

through a new SSIS feature called External Documents. Many state documents that

were in Chronology previously are now located in External Documents. If a document

does not display in the Chronology list, look in External Documents or ask your mentor

for assistance.

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Chronology Folder

To Create a New Document:

1. From the Chronology folder, access the Action menu.

2. Select New Document. The Document Setup screen displays.

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Document Setup Tab

When a New Document is selected, the Setup tab displays. Users must first search for

and select the document template that they want to use. Fields within the Setup tab are

described below:

Document template: Allows the document template name to be typed in

directly or provides the ability to search for a template by clicking on the icon

Description: A free text field that can be used for additional identification of a

particular document

Status: Displays as Draft or Finalized depending on the status of the

document

Finalized date: Indicates the date the document’s status became finalized.

Document Setup

Template Search

Workers can search for the document they wish to select from the Template Search

screen. The fields on the Template Search screen include:

Searches: Drop-down displays previous saved or customized searches

Search on open: When checked, displays current search when screen opens

Group type: Indicates which group of documents to search for (local agency or

state documents)

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Category: Narrows a search based on a category preference

Name: Searches for documents that have been given a specific name

Format: Searches for a particular format type (e.g., Checklists, Forms,

Headers/Footers)

Document identification: Searches for a Local agency document identified

by an ID #.

Template Search

To Search for a Document:

1. Click on the magnifying glass icon in the Document template field to

search for a document template. The Template Search screen displays.

2. Enter search parameters and select Search. Search results display in the

Tree View.

After a search is completed, the Tree View and the grid display search results.

A selection on the Tree View determines what displays within the document

preview panel.

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Template Search Results Showing Tree View

To Select a Document:

Select the desired document in the Tree View and click the Select button

or click Close to return to the Search menu.

Document Setup

After selecting a document, the Setup screen displays. Make selections as required.

Different fields display on document setup depending on which document has been

selected. Information autofills into the document based on what is currently entered

into SSIS. If the information is correct, keep it. Missing or incorrect information can be

updated or entered using the Blue, Data Correction text.

Blue, Data Correction text helps users navigate to the location where they can enter or

edit data. For example, when Workgroup is clicked, the application navigates to the

Workgroup node. Workers may need to contact their mentors for assistance if they are

unable to enter or edit certain pieces of information at document setup (such as a

worker’s phone number). Some fields may require entry in SSIS Admin. Once merge

field information is entered, it does need to be reentered.

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Once new or edited information is entered, ensure that the updated information

displays within the document. There are new icons that indicate when fields are out of

sync between what is in the database and what is in the document.

The Data Changed Indicator displays when data in the document differs from

what is in the database.

Data Changed Indicator

In the example above: Kate is entered as a Participant in a workgroup, but the

document has Katie listed in the First name Last name field. The Data Changed

Indicator notifies the worker to sync or refresh the information that displays in that

field.

The Refresh button is represented by two green arrows and updates data either on

an individual field or the entire document depending on which refresh button is

selected. Another example would be if a client moved and the address has changed and

you want to ensure that your document gets sent to the correct address.

Another feature in the Setup screen is the Expand and Collapse triangles which display

on the Setup tab. Green triangles collapse and expand fields. This can be

useful for providing additional viewing space on the Setup screen.

Collapse display

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Expand display

The Setup tab will commonly ask “Display the language block?” This provides the option

for documents to be formatted to conform to Limited English Proficiency. Users can

select the Yes option to display the language block within the document or No if they

do not want the block to display.

Language Block

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To Update and Refresh Information on the Document SetupTab:

1. Click on the Blue, Data Correction Text to navigate to the area needing

updating. Make corrections as necessary.

2. Return to the Document Setup tab by clicking on the document in the

Chronology folder.

3. Click on the Refresh button in the document at the appropriate level in the

Setup tab.

How to Refresh Data when the Data Changed Indicator Displays:

1. The Data Changed Indicator will reflect information within the document that

differs from what exists in the database.

2. Click on the Refresh button at the appropriate level in the Setup tab.

Setup Tab for Notice of Intent to Interview on School Property

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Combined Chronology Documents

Combined documents are documents that can produce multiple variations of a

document based on specific items entered within the Document Setup screen.

Setup Tab for Licensing Disqualification -

Risk of Harm Notice

To Complete the Setup after the Document has been selected:

1. Complete the required fields in the Document Setup screen. After the setup is

complete, click on the Document tab. The document displays.

2. Click on the Edit button to the left of the text box to enter text into your

document.

3. Click on the to open the document in Editor for editing. Review document

and complete the required fields by typing in the free text or selecting from the

drop-down options.

Hint: When completing the fields in the Setup tab, be very thorough in answering each

question because it will determine the final document that is created. Additional questions will

be generated based on each response.

Document content

is determined by

how questions are

answered at setup.

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Document Tab

Protected text in a document cannot be changed. Workers will not be able to edit

protected text. It has been formatted to comply with policy and statutory requirements.

Documents have drop-down boxes and free text areas to enter specific text.

Document tab

Editor

The Editor program provides basic word processing options for editing text within a

document. Editor allows users to make changes to text and enable how documents

display for printing.

Drop down box

Free text box

Protected Text

Edit

Button

Button

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Hint: Changes made to the appearance of text in one Editor box will not copy to the next

Editor box; text changes need to be made individually within each Editor box or the text default

displays.

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Properties Tab

The Properties tab provides detailed information about the document. The last edited

date reflects the date that changes were made to the document. The last changed date

reflects the date that the document status was changed.

Properties Tab

Quick Steps for Creating a New Document in Chronology:

1. From the Chronology folder, access the Action menu.

2. Select New Document.

3. The Document Setup screen displays.

4. Click on the Magnifying glass icon in the Document template field to search

for a document template. The Template Search screen displays.

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5. Enter in search parameters and select Search. Search results display in the Tree

View.

6. Select the desired document in the Tree View and click on the Select button.

7. Click Close to close out of the Search menu.

8. Complete the required fields in the Document Setup screen.

9. After the setup is complete, click on the Document tab. The document displays.

10. Click on the Editor button to open the document in Editor for editing.

11. Review document and complete the required fields by typing in the free text

boxes, selecting from the drop-down options or clicking on the Edit button

to enter text.

Quick Steps for Updating and Refreshing Information from the Setup Tab:

1. Click on the Blue, Data Correction Text to navigate to the area needing updating.

Make corrections as necessary.

2. Return to your Document Setup tab by clicking on the document in the Chronology

folder.

3. The Data Changed Indicator displays next to fields on the Setup tab that had

different information than what exists in the database.

4. Click on the Refresh button at the appropriate level in the Setup tab.

5. Click Save or Click the Document tab.