Accessing the Client Log

The Client Log encompasses several types of vital case information that are displayed together as a feed of client activity, so you can stay on top of it all. These log items include Contacts, Drug Tests, Staff Notes, Arrests, Custody, Conduct, Referrals, Employment, and Court Events (formerly Legal Actions).

You can access the Client Log by opening the client screen for a specific client, then clicking Log on the side menu.

Open

Filtering Log Records

When the Log section first appears, All log records are visible, with the most recent record displayed at the top of the feed. This allows the user to see a broad overview of the most recent client activity.

At the top of the screen, you will notice a drop down menu (it will display “All Log Records” by default).

Open

To filter the list to display only a certain type of record, select that record type from the drop down menu. Once a record type has been selected, only those records will be displayed.

 Each type of record is displayed in a similar fashion, with the most recent record at the top of the feed.

Adding a New Log Record

Log records can be added one of two ways.

1. The first way is from the default "All Log Records" view of the list.
   
   
   
   When you click the Add New button at the bottom right corner of the screen, a menu will open for you to select which type of record you wish to add. 
   
   

   
   
   

2. The second way is to first filter the log list to display the type of log record you wish to add (ex. Contacts).
   
   
   
   Once the log list is filtered, simply click the Add New button.  

Tagging Cases

In previous versions of Probatum, many of these items could be found within a single case. Because some of these items are true across all of the client’s cases, they are now recorded in the top level client record. For instance, if a client’s employment status changed from part-time to full-time, his employment status would change across the board, not just in one of his active cases. However, to maintain the ability to connect these records to specific cases, you can now tag cases when you create the log record.

What is the purpose of tagging cases?

Let’s say you had a contact with your client. You would record the contact in the client log. While any type of contact is still a contact with the client regardless of what it was regarding, you may have only discussed items that pertain to case 16CR1234. In this situation, you might want to tag that specific case when you create the contact record. Now, when you look at all the client’s contact records, you can search for case number 16CR1234 and filter the contact list to see only the contacts related to that case.

To tag a case, follow the steps outlined below:

1. When adding/editing a log record (of any type), you will find a field labeled Tagged Cases at the bottom of the form.
   
   

2. Begin typing the Case ID into the field. A list of matching Case IDs will appear in a select list.
   
   

3. Click the Case ID you wish to tag.
   
   

4. As you can see in the image below, tagged cases will display with an "x" beside them. You can remove the tagged case by simply clicking the "x".
   
   

5. After saving the record, the log record will now display with the tagged cases.
   
   
   

Contacts

To view contacts, navigate to the Client Log, then click the menu labeled All Log Records and select Contacts from the menu.

From here, you'll notice that Contacts in the are divided into 3 categories: Scheduled, Actual, and Needs Review. Each will be covered more in depth in the following tutorials.

Scheduled Contacts

When a contact is created with a date/time more than 15 minutes into the future, it will be interpreted as a scheduled contact and included in the "Scheduled" Contact list. 

Adding a New Scheduled Contact

1. Click the Add New button in the bottom right corner of the screen.  

    

2. When the contact form opens, you will notice that the date defaults to the current date and time. Click the edit icon beside the date to edit. 
   
   

3. Use the calendar to select the date you wish to schedule the contact. 
   
   

4. Use the up and down arrows to select the time you wish to schedule the contact or enter it manually into the time field. Click the button below the time to toggle between AM and PM.
   
   

5. When you have selected the correct date and time, Click OK. 
   
   

6. Select the Contact Type (ex. Telephone, Office Visit, etc.).
   
   

7. Select the officer or individual who the client will be meeting with in the Contact With field.
   
   

8. Enter any other comments or notes in the Note field if you wish.
   
   

9. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

10. Click the checkmark icon in the top toolbar to save the contact.  

Marking a Scheduled Contact as Completed

1. From the Scheduled contact list, click the contact you wish to mark as completed. Let's look at the contact we just scheduled in the previous exercise. 
   
   

    

2. When the detail view opens, click the edit icon in the blue toolbar to open the edit form.  

   
   
   

3. You'll notice that the Scheduled Date displays, but the Contact Made field has not yet been updated. 
   
   

   
   
   

4. If you want to add or update your comments to reflect the meeting with your client, enter them in the Note field. In this example, the note was updated from "Collect payment for Court Fees" to "Payment collected". 
   
   

5. Once you have completed any edits you wished to make, click the checkmark icon in the top toolbar to save the contact.  

    

6. You will receive a prompt asking you whether you want to mark the contact as an Actual contact, or simply edit the scheduled contact without completing it. Click Yes, Record as Actual. 
   
   

   
   
   

7. You will then be prompted to select the date the contact was made. The actual date/time the contact was made will not necessarily be the same as the scheduled date/time. 
   
   

8. The contact will now be removed from the Scheduled contact list and appear as an Actual contact.
   
   

Actual Contacts

The previous tutorial outlined how to mark a Scheduled contact as completed, making it an Actual contact. That is just one scenario that would result in a contact being recorded as an Actual contact. Now, suppose that a client calls your office and he or she had no prior scheduled appointment to meet or talk with you. In this case, you would simply add the contact in Probatum as an Actual contact.

When creating a new contact, leaving the timestamp as-is, or adjusting to a date/time in the past, will be interpreted as a contact that actually occurred.

Adding a New Actual Contact

1. Click the Add New button in the bottom right corner of the screen.  

2. When the contact form opens, you will notice that the date defaults to the current date and time. If the contact actually occurred at a previous date/time, click the edit icon beside the date to edit. (Note: Adding a future date/time will classify this contact as a Scheduled contact).
   
   

1. Use the calendar to select the date that the contact occurred.
   
   

2. Use the up and down arrows to select the time the contact occurred or enter it manually into the time field. Click the button below the time to toggle between AM and PM.
   
   

3. When you have selected the correct date and time, Click OK. 
   
   

4. Select the Contact Type (ex. Telephone, Office Visit, etc.).
   
   

5. Select the officer or individual who the client spoke to or met with in the Contact With field.
   
   

6. Enter any other comments or notes in the Note field if you wish.
   
   

7. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

8. Click the checkmark icon in the top toolbar to save the contact.  

Third-Party Contacts (Reviewed/Needs Review)

When clients are shared with a third-party partner organization/service provider, any client contacts that they record in Probatum are considered Third-Party contacts and will need to be reviewed by the case manager. These contacts will initially display in the Needs Review contact section.

Reviewing a Third-Party Contact

Reviewing a third-party contact can be done one of 2 ways:

1. From the contact record in the Needs Review list, simply click Mark as Reviewed.

OR

1. Click on the contact record in the Needs Review list.
   
   

2. When the detail view opens, click the edit icon in the blue toolbar to open the edit form.  

   
   
   

3. Click the checkbox at the bottom of the form labeled Mark as Reviewed?.
   
   
   

4. Click the checkmark icon in the top toolbar to save the contact.  

    

5. The contact will now appear in the list of Actual contacts tagged as an Actual, Third-Party, Reviewed contact. 

Drug Tests

Adding a New Drug Test

1. Click the "Add New" button in the bottom right corner of the screen.  
   
   

2. Select the Test Date. Today’s date will appear automatically, but if you wish to change the date, click the calendar icon and choose the correct date.
   
   

3. Select the staff who performed the test from the drop down menu in the Administered By field.
   
   

4. Select the Drug Tested from the drop down menu.
   
   

5. Select the Test Result from the drop down menu.
   
   

6. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

7. If you are satisfied with your entry, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  

Editing a Drug Test

1. Locate the Drug Test record you wish to update. Click the record in the list to open the detail view.
   
   

2. Click the edit icon in the toolbar to open the edit view. 
   
   

3. Select the Test Date by clicking the calendar icon and choosing the correct date.
   
   

4. Select the staff who performed the test from the drop down menu in the Administered By field.
   
   

5. Select the Drug Tested from the drop down menu.
   
   

6. Select the Test Result from the drop down menu.
   
   

7. If you want to make any additional notes or comments, enter them in the Note field.
   
   

8. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

9. If you are satisfied with your changes, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  
   
   

Staff Notes

Adding a Staff Note

1. Click the "Add New" button in the bottom right corner of the screen.  

2. Enter any notes or comments in the Note field.
   
   

3. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

4. The staff person who recorded the note, as well as the date it was recorded will be saved automatically.
   
   

5. If you are satisfied with your entry, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  
   
   
   

Editing a Staff Note

1. Click anywhere inside the note record you wish to update to open the detail view.
   
   

2. Click the edit icon in the toolbar to open the edit view.  
   
   

3. Enter any notes or comments in the Note field.
   
   

4. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

5. If you are satisfied with your changes, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen. 
   
   

Arrests

Adding a New Arrest

1. Click the "Add New" button in the bottom right corner of the screen.  

2. Select the Date of Arrest. Today’s date will appear automatically, but if you wish to change the date, click the calendar icon and choose the correct date.
   
   

3. Select the Offense and Degree from the corresponding drop down menus.
   
   

4. If you want to make any additional notes or comments, enter them in the Note field.
   
   

5. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

6. If you are satisfied with your entry, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  

Editing an Arrest

1. Click anywhere inside the arrest record you wish to update to open the detail view.
   
   

2. Click the edit icon in the toolbar to open the edit view.  
   
   

3. Select the Date of Arrest click the calendar icon and choose the correct date.
   
   

4. Select the Offense and Degree from the corresponding drop down menus.
   
   

5. If you want to make any additional notes or comments, enter them in the Note field.
   
   

6. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

7. If you are satisfied with your changes, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen. 
   
   

Custody

Adding a New Custody

1. Click the "Add New" button in the bottom right corner of the screen.  

2. Select the dates the client was taking into custody and released (if applicable) in the In Date and Out Date fields by clicking the calendar icon and choosing the correct date for each item.
   
   

3. Select the Facility from the drop down menu.
   
   

4. If you want to make any additional notes or comments, enter them in the Note field.
   
   

5. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

6. If you are satisfied with your entry, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  
   
   

Editing a Custody

1. Click anywhere inside the custody record you wish to update to open the detail view.
   
   

2. Click the edit icon in the toolbar to open the edit view.  
   
   

3. Select the dates the client was taking into custody and released (if applicable) in the In Date and Out Date fields by clicking the calendar icon and choosing the correct date for each item.
   
   

4. Select the Facility from the drop down menu.
   
   

5. If you want to make any additional notes or comments, enter them in the Note field.
   
   

6. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

7. If you are satisfied with your changes, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  
   
   

Conduct

Adding a New Conduct

1. Click the "Add New" button in the bottom right corner of the screen.  
   
   

2. Select the Date. Today’s date will appear automatically, but if you wish to change the date, click the calendar icon and choose the correct date.
   
   

3. Select the Conduct Observation and Conduct Response from the corresponding drop down menus.
   
   

4. If you want to make any additional notes or comments, enter them in the Note field.
   
   

5. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

6. If you are satisfied with your entry, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  

Editing a Conduct

1. Click anywhere inside the conduct record you wish to update to open the detail view.
   
   

2. Click the edit icon in the toolbar to open the edit view.  
   
   

3. Select the Date by clicking the calendar icon and choosing the correct date.
   
   

4. Select the Conduct Observation and Conduct Response from the corresponding drop down menus.
   
   

5. If you want to make any additional notes or comments, enter them in the Note field.
   
   

6. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

7. If you are satisfied with your changes, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  
   
   

Referrals

Adding a New Referral

1. Click the "Add New" button in the bottom right corner of the screen.   

2. Select the Referral Date. Today’s date will appear automatically, but if you wish to change the date, click the calendar icon and choose the correct date.
   
   

3. Select the Referral Type from the drop down menu.
   
   

4. Select the Staff who made the referral in the Referred By drop down menu.
   
   

5. If you want to make any additional notes or comments, enter them in the Note field.
   
   

6. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

7. If you are satisfied with your entry, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  
   
   

Editing a Referral

1. Click anywhere inside the referral record you wish to update to open the detail view.
   
   

2. Click the edit icon in the toolbar to open the edit view.  
   
   

3. Select the Referral Date by clicking the calendar icon and choosing the correct date.
   
   

4. Select the Referral Type from the drop down menu.
   
   

5. Select the Staff who made the referral in the Referred By drop down menu.
   
   

6. If you want to make any additional notes or comments, enter them in the Note field.
   
   

7. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

8. If you are satisfied with your changes, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  
   
   

Employment

Adding a New Employment Status

1. Click the "Add New" button in the bottom right corner of the screen.  

2. Select the date in the As Of field. Today’s date will appear automatically, but if you wish to change the date, click the calendar icon and choose the correct date.
   
   

3. Select the Employment Status from the drop down menu.
   
   

4. If you want to make any additional notes or comments, enter them in the Note field.
   
   

5. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

6. If you are satisfied with your entry, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  
   
   

Editing an Employment Status

1. Click anywhere inside the employment record you wish to update to open the detail view.
   
   

2. Click the edit icon in the toolbar to open the edit view.  
   
   

3. Select the date in the As Of field by clicking the calendar icon and choosing the correct date.
   
   

4. Select the Employment Status from the drop down menu.
   
   

5. If you want to make any additional notes or comments, enter them in the Note field.
   
   

6. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases. 
   
   

7. If you are satisfied with your changes, click the checkmark icon in the toolbar to save the record. If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen.  
   
    

Court Events (Legal Actions)

Adding a New Court Event (Legal Action)

1. Click the"Add New"button in the bottom right corner of the screen.  

2. Select the date in the Date field. Today’s date will appear automatically, but if you wish to change the date, click the calendar icon and choose the correct date.
   
   

3. Select the Event from the drop down menu.If an event signifies a violation, a violation tag will appear beside the event name.
   
   

4. If you want to make any additional notes or comments, enter them in the Note field.
   
   

5. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases.
   
   

6. If you are satisfied with your entry, click the checkmark icon in the toolbar to save the record.

   If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen. 

Editing a Court Event (Legal Action)

1. Click anywhere inside the court event record you wish to update to open the detail view.
   
   

2. Click the edit icon in the toolbar to open the edit view.
   
   

3. Select the date in the Date field by clicking the calendar icon and choosing the correct date.
   
   

4. Select the Event from the drop down menu.
   
   

5. If you want to make any additional notes or comments, enter them in the Note field.
   
   

6. If you wish to tag a case, begin typing the Case ID in the Tagged Cases field. Click the corresponding case number when it appears. You can tag multiple cases.
   
   

7. If you are satisfied with your changes, click the checkmark icon in the toolbar to save the record.  
   If you wish to close the edit view without saving, click the x in the toolbar to cancel your changes and return to the previous screen. 

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