Sending Password Protected Contact Records by Email

Sending Password Protected Contact Records by Email

What is the Sending Password Protected Contact Records by Email feature?

Often viewing submitted contact records within iCarol is enough, but sometimes you may enter into partnership collaborations that require you to share more information electronically with third-parties. These third-parties are partners who you don't want having access to your iCarol system, but you do want to give them access to individual contact record (call report) information, and you need that information to be secured.

The Sending Password Protected Contact Records by Email feature is available to help your organization optimize the following kinds of partnership collaborations:
  1. Send another organization warm referrals to follow-up with a help seeker directly
  2. Funding requirement to send the full details of a contact record by email
  3. Send help seekers a transcript or copy of notes logged during an interaction
  4. Crisis calls where the help seeker is at high risk and a counselor needs to be contact for follow-up
  5. Crisis calls where your community mobile crisis team needs to go out and conduct a mental health evaluation
  6. And so many more!

How to Setup Sending Password Protected Contact Records (Call Reports) By Email

The Sending Password Protected Contact Records by Email feature is automatically available for you to configure and involves two separate tasks before it can be used, which are as follows:
  1. Adjust the Advanced Security Settings to give individual users permission to access the feature
  2. (optional) Setup an email template to use for sending the password-protected contact records
Step 1: Adjust the Advanced Security Settings to give individual users permission to access the feature:
By default, Admin and Supervisor level users have access to this feature. All other users will need this setting enabled before they can access the feature, which can be done by editing each users' Advanced Security Settings, and adjusting the following settings:
  1. Can Encrypt and Email contact records from Advanced Search results: enabling this setting allows enables users to send contact record bundles (or multiple contact records in a single email), using the Advanced Search 'Make PDF' feature
  2. Can Encrypt and Email contact records when viewing: enabling this setting allows users to send contact records, only when viewing an individual record; in other words, only one contact record can be sent in a single email
Step 2 (optional): Setup an email template to use for sending the password-protected contact records:
Creating an email template is optional; if you choose not to, a default message is included in the body of the email, and the email recipient and password fields can be filled out manually when emailing a contact record.

If you choose to create an email template, the email recipient and password fields can be changed manually when emailing a contact record. Setup an email template to use for sending the password-protected contact records by completing the following steps:
  1. As an Admin level user, click 'Admin Tools' in your left side menu
  2. Click the 'Calls' tab at the top of the page
  3. At the top of the Calls tab click the link to 'Edit the template used for sending contact records by email'
  4. The page will load where you can view and modify your email template used to send password protected contact records by email
    1. Note, you can only setup one email template to use when sending password-protected contact records by email; if you try and create an additional template, a message will appear at the top of the page instructing you to modify your existing template instead of creating a new one
  5. Select the name of your template under Current Email Templates or click the link to 'Add new template'
  6. Fill out the fields for the template, using the following information to help you make your decisions about what to enter in each field:
    1. Template Name: This is the default name for template “ Contact records email template”
    2. “From” name: Here you can enter your Org Name or any appropriate name you would like related to the From Email
    3. From email: Default is NoReply@iCarol.com this can be modified if an SPF Record is set up
    4. Email To:  Enter email address, multiple addresses can be entered separated by a semicolon
    5. Email CC: Enter email address, multiple addresses can be entered separated by a semicolon
    6. Email BCC: Enter email address, multiple addresses can be entered separated by a semicolon
    7. Password: Here you enter a default password. If a default password is created and entered in the template it will be applied to all password-protected emails created
    8. Subject: Multiple Subjects can be entered and added for selection when emailing contact records
      1. Enter subject title
      2. Click Add and you will now see editing and delete options
    9. Body: Enter the body of your email message, using the optional placeholder "@Vol-Staff Comment" will display any text that’s entered in the respective field after selecting to email the contact record.
Note, the only field in this template that isn't editable at the time a user is emailing a password protected contact record is the 'Body' field; all other fields are editable each user at the time they're emailing an encrypted contact record.

How to Send Password-Protected Contact Records by Email

After setting up Sending Password-Protected Contact Records By Email is completed for your organization, you will have the ability to send submitted password-protected contact records in am email from within iCarol. Depending on the settings configured for your profile, you can either send contact records:
  1. individually when 'Viewing' a submitted contact record
  2. as a batch of contact records when searching from the Advanced Search page
To send individual password-protected contact records by email when 'Viewing' a submitted contact record, complete the following steps: 
  1. Find a submitted contact record and click the contact record number to 'View' the details
  2. When viewing the submitted contact record, select to 'Make PDF' in the top right corner of the page
  3. After the PDF is created the 'Print to PDF' box expands and the following fields become available for you to set before sending the email; bote, if your organization has setup a template to use then some of these fields may already be entered for you:
    1. From Name: this is the name displayed for some email recipients instead of displaying the 'From Email'
    2. From Email: this is the email the message is sent from; if your organization has setup an SPF record then you may have an option to choose either noreply@icarol.com, or your organizations email
    3. Email To: this is the email you wish to send the message to, you can include multiple emails separated with a semicolon (;)
    4. (optional) Email CC: you can choose to CC one or more emails, separated with a semicolon (;), or leave this field blank
    5. (optional) CC me: select this checkbox to CC your email address from your iCarol vols-staff profile
    6. (optional) Email BCC: you can choose to BCC one or more emails, separated with a semicolon (;), or leave this field blank
    7. Password for the file: this is the password the email recipient must enter before they're able to view the contact record
    8. Email Subject: choose a subject from the drop-down list
    9. Alternate Email Subject: if you don't choose a subject from the drop-down list, then enter your own subject
    10. Vol/Staff comment for Email Message: in the body of the email message, your organization may have chosen to use a placeholder in the message so any text included in this field is populated into the message when it's sent
  4. After you have set the fields based on your organizations internal processes, click the button to 'Send now'
  5. The password-protected contact record is emailed after you click 'Send now' and the recipient(s) will only be able to view the message if they've been provided with the 'Password for the file'
To send password-protected contact records by email as a batch of contact records when searching from the Advanced Search page, complete the following steps:
  1. From the main Calls page click the 'Advanced Search' link
  2. Conduct a search, using the keyword/phrase search bar and call content filters, to find the batch of contact records you wish to include in the email
  3. After you complete your search, select to 'Make PDF' on the right side of the page, and complete steps 3-5 above when sending an individual password-protected contact record by email
Notes:
  1. If you are requesting 10 or fewer Call Reports to be included in the PDF file, the PDF is generated immediately and you are provided a “Download PDF in standard iCarol format” link to download. 
  2. If you are requesting more than 10 call reports to be included in the PDF, then the request will be queued for background processing and an email will be sent to you with a link to it when it’s done.
  3. Additionally, once the PDF is generated, you are able to send the link to download the pdf to other iCarol users (they must be able to log in to iCarol to download the PDF). The field to enter an additional email will show up in a small box below the Print to PDF section of the Advanced Search.
  4. PDF’s are deleted from the system on a regular basis, every morning all the previous PDFs that are older than a day are deleted.

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