Sharing Contact Forms (Call Reports) between iCarol Systems

Sharing Contact Forms (Call Reports) between iCarol Systems

Sharing Contact Forms (Call Reports) between iCarol Systems

iCarol offers a 'sharing' feature which enables an agency to make their Contact Forms and Statistics available to another agency's workers. This feature will enable the other agency (the "guest") to take calls and submit call reports for the first agency (the "host") from their own iCarol system, yet these call reports will be stored in the first agency's iCarol system.

When the sharing relationship is set-up, the followings settings that can be enabled, which must be determined by the "Host Org":
  1. Can the Guest edit call reports? This enables the guest to edit call reports they have submitted on behalf of the host.
  2. Can the Guest search reports? This enables the guest to conduct searches of call reports that will include the call reports they submit on behalf of the host.
  3. Can the Guest see follow-up tasks? This enables the guest to see follow-ups that have been scheduled on call reports they submit on behalf of the host in the follow-up section of their own iCarol system.
  4. Can the Guest assign follow-ups to available Host users? This setting relates to the Guest users scheduling follow-up activities within a call report, and if enabled allows them to assign follow-up activities to be completed by available Host users.
  5. Can the Guest see statistics for the shared call report? This enables the guest to create reports in the Statistics area of iCarol that include the call reports they have submitted on behalf of the host.
  6. Can the Guest see all Host Call Reports in Statistics? This setting allows the Guest to see all call reports from the Hosts system in their Statistics reports; each call report from the Host system will appear in the Call Reports filter with an * to differentiate between Host and Guest call reports.
  7. Can the Guest include data from this form in their data exports? This enables the guest to complete call report exports that include data from the call reports they submit on behalf of the host.
  8. Can the Guest view Host Help Seeker Profiles - this feature is not currently available
  9. Can the Guest edit Host Help Seeker Profiles - this feature is not currently available
  10. Can the Guest see ALL Call Reports submitted by the Host and other Guests using the shared form? This setting allows a Guest to see call reports submitted by other Guest Orgs, as well as call reports submitted by the Host Org. When disabled the Guest will only see the call reports their organization has submitted.

Note about Help Seeker Profiles:

Even though there aren't currently settings available for the Guest org to view or edit Host Help Seeker Profiles, the Guest Org can still connect contact records submitted in their system to Profiles in the Host Org system. In order for this to happen, the following must occur:
  1. The setting 'Can the Guest see ALL Call Reports submitted by the Host and other Guests using the shared form?' must be enabled, and
  2. When the Guest Org is submitting a contact record with the Host form, click 'Search Past Contacts'
  3. When the Search Past Contacts window opens, select the Host org from the drop-down list currently displaying the Guest Org name
  4. Enter a search word or phrase in the search bar and click 'Search'
  5. Select a contact record from the search results and click the link to 'Use this help seekers' information in the call report you are composing'
  6. If the contact record you selected was connected to a Help Seeker Profile in the Host Org, then the contact record submitted in the Guest Org will appear as being related to the Help Seeker Profile in the Host Org
Note, permission to share call reports must be given by the agency who owns the call report (the "Host Org"). Also, this feature may have an additional cost associated with it. If your organization is interested in enabling this feature, then a designated Support Contact from your organization can go to 'Help' in the left side menu and submit a case to request more information.

Worker needs to access Call Reports at another Agency

An Admin can enable or disable a volunteer's or staff's access to a shared call reports residing in other iCarol systems. This can be changed in the volunteer's or staff's profile.
To enable/disable this:
  1. Go to Vols-Staff
  2. Click on the first name of the profile you would like work in
  3. Click on the edit button
  4. Click on the Admin Tab
  5. Click on Advance Security Settings
  6. Under the Call Reports Section you will see “Can use Call Reports residing in other iCarol Systems” 
  7. Select or un-select this to grant or remove access to a shared call report
  8. Click the Save Settings button at the top of the page
Note:  Even Admins need this setting enabled in their profile.

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