Summary
- A fresh new User Interface
- Master Tab added to all Participant Status Groups showing all Participant fields.
- ‘Prepare Invoices’ now automatically does the Create and View as well.
- Key Tasks are automatically assigned when the ‘Manager’ is selected.
- Predefined Case Notes Templates. Note, not to be used instead of Documents.
- My Tasks changed to show what is Due in next 7 days.
- Create your own Views of the Tasks.
- Clean up Folder and Document Links displayed in eTrack.
- Emails in Inbox and Access Level > that of logged in User are not shown in Case Notes.
A Fresh new Look
eTrack has a new fresh look
- The header icons have gone giving you more screen space.
- New/Search/Back have been combined onto one row.
- Click v in the back button to access a list of previously visited tree items.
- The order of the main feature tabs have changed to reflect use.
- ‘Accounts’ has changed to ‘Prepare $’.
- The 3D icons that were so popular a few years ago have been replaced with more contemporary, cleaner icons that are also more relevant to what they represent. Here are some examples.
- Hover your mouse over a tree item on the left and click on the 3 dots that appear
to access the ‘right click’ menu. This menu has been cleaned up to reflect just what you need.
- Settings accessed by clicking
top right have been cleaned up by hiding fields that were unused by NDIS users (and confusing or dangerous!).
Master Report Tab of all Participants fields
A new tab called ‘Master’ has been added to Active and other Participant Status Groups.
This includes:
– All Participant fields from tabs such as Participant, Contacts, Details etc.
– Details of Active Plan
– Last Contact Date
– Last Case Note
Note it may take 30 seconds or so to run if you have hundreds of Participants.
You can create your own Views of this data by clicking >> Analyse and the Columns button.
Untick the columns you don’t need and click View button to save the View.
To create other views, Click Views and select Default and repeat.
Bulk creation of Invoices is now fewer steps
After clicking ‘Preparing Invoices’ in the Accounts tab you no longer have to click Create and View. Just wait and eTrack will automatically prepare and display the invoices in the Invoice tab in one step.
Auto Populate Task Assignee when ‘Manager’ is selected on Participant
‘Manager’ refers to the first lookup under Roles and Responsibilities, you may call this something different.
When a new Participant is created, Tasks are copied from the Template.
If the Template Task has an assignee this staff member is assigned.
When the ‘Manager’ is selected on the Participant, any Tasks that are not assigned are assigned to the selected Manager.
If the Manager is changed, Tasks are reassigned to the new Manager (but only for active plans and Tasks not done).
Add a Template to a Case Note
Create a new Case Note and you’ll see a new button ‘Templates’.
The Template text will be appended to anything you have already written. It can include tables. You can edit the text entered from the template.
If an Administrator, to define templates, expand Setup/Templates and select Case Note Templates (if you have looked before and not there we have just added it!)
Click New button top left and select 
Edit the template in the tab on the right.
Hint. To hide the Template button, delete the ‘Example’ under Setup/Templates/Case Note Templates.
WARNING. This should not be used as a replacement for Documents since your database will grow too large and incur additional charges plus eTrack will slow down. Take care not to include too much information.
My Tasks shows what’s coming in the next 7 days
The ‘Do Now’ View has been changed to include all Tasks with a Due Date <= today+7days.
Criteria have been changed to include Tasks only where
Done=No.
Due Date < ‘today’+7 days.
There is no Task due date but ONLY if Plan is and Participant status are Active.
(Otherwise Tasks with no Due date are excluded)
Tasks are not on Template Plans or in the Recycle bin.
Create your own Views
You can add new Views as follows.
- Click View button and select Default View to show all Tasks (this may take a while to run)
- Create the filters you want. For example…
– click v in Done column and tick No.
– click v in Due Date column. Select ‘Filter Today and Before’ and set the days you want to look ahead.
- Click the v in the Filters button to see what you have applied and delete if you wish.
- Save the View by clicking View button and selecting ‘Create as a New View’ and giving it a name. This is only visible to you, not to other staff (sharing Views is a future feature)
Clean up Folders and Documents
For various reasons the Folders and Documents that exist under a Participant in eTrack may not match those in your Onedrive. Administrators can resolve this now as follows:
- Right click on a Participant and select NDIS Tools->Remove Document Links…
- Right click on the same Participant and select Document Link Utility…
This will not touch folders and documents in your Onedrive, it simply updates the index.
Emails in Inbox and High Access Level are not shown in Case Notes
To preserve security, Emails are only shown in Case Notes if they have been filed. Emails in someone’s Inbox are not shown. To file Emails, tick the checkbox and click File button at the top. Emails with Access Level greater than your access level will also be excluded from Case Notes.
Minor Enhancements
Just rarely, the last character has been omitted from a Participant name.
This has been resolved.
The Invoice tab has been added to ‘All Participants’ and the default date range changed to ‘Last Month’ so doesn’t take too long to initially display.
On a Goal the Task tab was sometimes missing. This has been added if not there.
