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Background
Users are able to store client documentation in HMIS, which reduces the burden on clients to keep a copy of this documentation, and streamlines the process of obtaining documentation necessary for some housing opportunities. Documents can be added to the client's record, or they can be added to enrollments. Documentation should be added to a client's record when it is identification documentation, like a driver's license, or when it is documentation that may be useful to other agencies serving the client. Documentation should be added to a client's enrollment if it is documentation specifically required for that project, like eligibility requirements.
Within This Article
Adding Documents to a Client Record
Adding Documents to a Client's Enrollment
Opening Documents from a Client's Record
Adding Documents to a Client Record
Step 1: Search for the client who you would like to add documents to. Search for their name and click the Edit icon next to their name.
(Note: If you would like more instructions on how to search for clients please review our Knowledge Base article on Searching for a Client Record)
Step 2: Click on the File tab, and click on the Add File icon.
Step 3: Complete the following fields.
- Category: Select the category that the document would fall into.
- Name: The type of document that will be uploaded.
- File: Select the File you want to upload from your computer.
- Private (optional): If you want the document to be set to Private (which means that only you will be able to see it, this should not happen often because other staff will likely need access to the client's documentation) select the Private switch
The file will now appear under the client's File tab, and will be visible to any user with data sharing access in HMIS.
Adding Documents to a Client's Enrollment
Step 1: After selecting a client, select the project you would like to add the documentation to from the client's Program screen.
Step 2: Click on the File tab, and click on the Add File icon.
Step 3: Complete the fields as described in step 3 in the section above. Select Add Record to upload and save the documentation.
The file will now appear under the File tab of the client's enrollment. Only users with access to complete data entry for that project will be able to access the record.
Common Errors
If you experience an error message saying "Please correct error" while trying to upload a PDF to a client's profile, check out our guide to making sure you have the right PDF file format for uploading into HMIS.
Opening Documents from a Client's Record
To open a document that has been uploaded to a client's profile, click on the preview of the document:
Depending on your browser's settings, PDF documents may open in a new tab or a pop-up will appear asking you to download the document. Word or .doc documents will cause a pop-up will appear asking you to download the document.
