People

This article will give an overview of the "People" section and an applicant's page. People is where all applications both new and old will be managed from picking up and assessing a new application through to editing, bidding and everything in between.

TABLE OF CONTENTS

• Search
• Application summary
• Icons on summary page
• Journal
• Journal Document Types 

Search

The search bar will default to search for people or applications whilst in the people pages and on the main dashboard. Likewise, it searches for properties whilst in the property pages and it searches for shortlists in the shortlist pages (as shown below). For hints and tips for making best use of the search functionality, click here. 

Application summary

The "Summary" tab on an applicant's page provides a quick overview of the key information held against the application. This usually contains status, band, band reason, priority date, bedroom need and contact information. 

Did you know: You can change which details show in this summary page via the Task Management screens. On your desired question, ensure that "Is Summary" is set to yes.

Icons on summary page

There are several icons on the "Summary" tab, they are listed below:

1. Send a letter or email - you can also view communications here and send an SMS if you have that functionality.
2. View the audit trail for this person - see what entries have been made, by who and the date they made them.
3. Login to the public website as this person - view the public website from the applicant's point of view. 
4. Bid History - shows all the bids this applicant has placed.
5. Search for and link people that match this one - allows you to search for duplicate applications and link them to this one.
6. Share this person's data with another partner - non standard.
7. Completed annual reviews - requires you to have the reviews bolt-on functionality.
8. Export this person to another module - you can export this data to another module (provided the module exists).

Journal

The journal can be used to make and view notes which can include attachments. In the journal you will also find copies of previous applications forms, actions plans, sent correspondence, completed tasks, bid results and much more. For further information please follow this link.

Journal Document Types 

Lettings customers may be required to upload supporting evidence through their online portal. When a customer submits a document, they are asked to choose the relevant document type (e.g. passport, proof of benefits, tenancy agreement). This ensures the evidence is correctly labelled when received in the journal. Creating these document types in Settings ensures the options presented to customers are relevant to your application process.

Note: This function applies to Lettings only and to customers who have the document upload function.

This is how the dropdown will appear on the client portal:

To locate your current journal document types:

1. Go to Settings.
2. Click Manage Journal Document Types.

Each document type that is already set up will display here. You can add, edit and delete the journal document types. 

To Edit:

1. Click the Edit button on the row of the journal document type you wish to edit.

2. A pop up box will appear with the name of the document type.

3. Edit the name and press Save.

To Add:

1. Press the green + icon.

2. A pop up box will appear.

3. Enter the name and press Save.

To Delete:

1. Press Delete on the row of the journal document type you wish to delete.

2. A pop up box will appear asking you to confirm that you want to delete the journal document type.

3. Press Delete to confirm, or Cancel if you no longer want to delete.