You are on page 1of 9

THE CALGARY

SOCIETY

ShareVision
User Manual
About ShareVision
ShareVision is a case management style site designed for use by human service
organizations. This site is similar to a cloud storage system, as it also virtually stores
information about programs/services and clients, forms, documents, schedules etc. This
allows for increased organization and efficiency for the collection, storage, and
calculation of information and outcomes for clients and the services they receive from
SCOPE.

Accessing the ShareVision Site:

To get SCOPEs ShareVision website you will need to enter this URL:
https://essentials.sharevision.ca/orgs/scope/default.aspx

Logging In:

The first time you login you will use your assigned username and your temporary
assigned password. To change your password, you will go to the purple bar at the top
of the page that will say Welcome (your name)

Levels of Access/Permissions:

Having Site Administrator access/permissions allows these staff to see all of the
background settings available, and gives them the power to add, delete, and change all
of the sites content. For all other staff the permission level will be a read only and no
delete level.
Staff Instructions

Accessing the Website


Enter this web address/URL:
https://essentials.sharevision.ca/orgs/scope/default.aspx
Login using your assigned username and temporary password

Changing Your Password


To change your password go to the purple bar at the top of the page that will say
Welcome (your name)
Click on the drop down arrow and select Change My Password
You will then be brought to the Change Password page, where you will enter
your assigned temporary password and new permanent password. Follow the
password criteria provided on the page and instructions for changing your
password.

Program Information
From the home page go to the Quick Start menu on the left side of the page,
and click on the Program/Residences icon
On the next page you will only be able to see the name of the program you work
in.
Select the name of your program; you will be brought to the Program Details
page.

To View Active, Waitlisted, and Exited Clients


From the Program Details page, go to the Quick Start menu on the left hand
side of the page and select Enrollment History. You will be brought to a list of
all individuals on your caseload that are enrolled in this program

Picking up New Clients


From the Enrollment History page, you will find the client under the
Waitlisted section.
Beside their name where it says View you will hover your mouse over top of it,
click on the drop down arrow, and select Edit Item
You will be brought to the individuals Program History form where you will
choose their Start Date, which removes them from the waitlist and makes
them an Active client on your caseload

Accessing Clients Profiles


Under the Quick Start menu click on the My Individuals icon.
On the next page, a list of you clients will come up and you can select the
individual you are looking for from the list or search for them by name.
You will be brought to the Individual Details page for that particular client.
Under the Information tab under the Quick Start menu you will be able to
access your clients Fact Sheet, Contacts, Program History, and Critical
Incidents

Individuals Fact Sheets


To view your individuals fact sheets you will click on the Fact Sheet option
under the Information tab of the Quick Start Menu. On the next page click on
View to see the details of the fact sheet.
You can also edit or add to the individuals fact sheet by clicking on Edit Item at
the top left of the form

Viewing, Editing, and Adding Contact Notes


Once at the Individual Details page you will select the Forms tab under the
Quick Start menu, and then select Contact Notes. This will bring you to the
page that contains all of the contact notes for that client.
At the top of the list you will click on + add new contact notes and will be
brought to the page where you fill out the form and add your notes
To edit existing contact notes select View beside the one you want to edit
On the next page at the top left of the form select Edit Item and from there you
can make any changes you need

Viewing/Adding Client Goals and Goal Progress


Once at the Individual Details page you will select the Forms tab under the
Quick Start menu, and then select Goals & Progress. This will bring you to
the Active Goals and Goal Progress page that contains the goals and any
progress made on the goals for your client.
At the top of the list you will click on + add a new goal and will be brought to
the page where you will fill out the form and any pertinent information around the
goal being set for your client.
Once a goal has been created, you can add progress that has been made
towards achieving the goal by selecting + add a new goal progress to
selected goal, which can be found directly under the list of defined goals
To view previous Goal Progress entries follow the same steps as viewing goals

Editing Goals
If you need to edit or add additional information to the goals you have previously
created you will go to the Active Goals and Goal Progress page (see above)
and select View beside Goal Title of the goal you want to change
On the next page, at the top left of the form you will select Edit Item and make
any changes/additions you need
Follow the same steps to edit Goal Progress

Uploading Documents
Once on the Individual Details page of the client you are adding documents for
select the Documents tab of the Quick Start menu and then select
Individuals Documents
Next, select Upload Document. From there you can browse the documents on
your computer and select the file you want to upload

ShareVision Help
If you need additional help figuring things out go to the very top right of the page
and click on ShareVision Help
This will bring you to their help page where you can choose from the menu
provided or search for what you need help with
Site Administrators

Adding New Individuals/Clients

1. Click on Contact Manager icon under the Quick Start menu on the left hand
side of the main page that comes up after logging in

2. Type in the first or last name (or both) in the search bar that comes up to ensure
they have not already been added to the database

3. If no records are found, then click on the green + sign where it says to create a
new contact

4. Select Individual on the following page

5. Next, enter the individuals last and first name

6. Enter any relevant information into the following profile page (address, phone
number, caseworker etc.) and click OK once finished

7. On the next page you MUST add the individual to the program they belong to.
Click on the drop down arrow and select yes, then on the next drop down arrow
that appears select the program.

8. The following page is the fact sheet fill out relevant information about the
individual

9. The final page to fill out is the individuals program history. Make sure to include
their referral date and start date (initial visit date). If they are still on the waitlist
only put in the referral date.

Adding New Staff/Users

1) Click on the Site Actions drop down arrow

2) Click on Create New User


3) 3 Steps:

a) Create a user account: adds a user to the database and creates a User
Information record

b) Create a user profile: stores employee information for each user

c) Add user to security groups: adds all users to the Staff security group by default.
Add a user to more security groups to permit access to select content.

Contact Notes

To view monthly contact notes:

1. first click on the Site Actions drop down arrow tab on the top right hand side of
the page

2. Next select View All Site Content

3. Scroll down and select Contact Notes

4. This will bring you to all of the contact notes for all programs, individuals and
dates

5. To isolate a certain month/date range go to the top right hand side All Views
drop down arrow

6. Select the Date Range option

7. Then click on the drop down arrow again and click on Modify This View

8. Scroll down the page until you are at the Filter section

9. Here you can choose the date range of the contact notes you want.

10. After selecting a date range ensure you go to the bottom and click OK to apply
the modification to this view
Creating New Lists

1. Click on the Site Actions drop down arrow

2. Select View All Site Content

3. At the top left hand side there will be a button that says Create click on this

4. In the far right hand side column there will be an option to create a Custom List
select this

Editing Existing Lists

Click on Site Actions and then View All Site Content

Under Lists select the list you want to edit

Click on the Settings drop down menu and select List Settings

On this page you can add or edit columns, create or edit different views, and
customize the list to the way you want it