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SARA YOUR VIRTUAL WORKFORCE SERVICES ASSISTANT

What’s New in SARA – May 2020 Bulletin

Welocme! As always, your feedback, comments, questions, and suggestions are of great value to SARA. They allow us to continue making enhancements to provide the best possible user experience. Here is a list of the latest enhancements.

Ability to Create Recurring Appointments / Events / Work Restrictions has been Added ..................... 2

Recurring Time Restrictions .................................................................................................................. 8

Drag and Drop Functionality for adding Attachments to Messages .................................................... 10

Appointment Color Scheme has been Updated .................................................................................. 11

Today’s Appointments Window Now Focuses on the Current Time you are Viewing ......................... 11

When Tele-Counseling is Selected as Appointment Method, Info in Location Field is Removed........ 12

Click and Move your [Contact Tech Support] Window ........................................................................ 13

Viewing a List of Case Managers, you Have Shared your Client with ................................................. 14

For SARA Managers and Admins ....................................................................................................... 15

Time Series Report Now Includes the User’s Title and Caseload Count (Enhancement) ................... 15


Ability to Create Recurring Appointments / Events / Work Restrictions has

been Added SARA has implemented a new recurring feature, when creating Appointments, Events and

Restrictions. This is a great feature if you have intake appointments or orientations that take place at

the same time, every week. You can also block out time, on a recurring basis.

The steps below provide an example of using the recurring feature to set up all future relevant

appointments in a single transaction:

1. Select a client from your dashboard to access the Client Overview page. Select the

[Appointments] tab and “Add Appointment” to manually set up your client’s appointments.

2. You’ll fill out the appointment information, same as before, but there is now an option at the

bottom of the appointment to check a box for “Recurring”.


3. The default for this option is set to Repeat Every 1 Day, is checked for Weekdays Only, and

Ends After 30 Occurrences. For this example, will select to Repeat Every 7 days, Weekdays

Only, and End After 5 Occurrences.

4. Once you have filled out your desired recurring information, you can view the recurrences for

this schedule.


5. Click “Next” and your email and SMS messages with your first scheduled appointment will

display, click “Save” and it will be sent to your client.


6. Back on the Client Overview page, in the [Appointments] tab, you will now be able to see

every recurrence set in that one transaction.

Select the rounded arrow for a Recurrence overview. A small window will pop up with the details for

that specific recurring appointment.


If for any reason you need to cancel a recurring event, there are a couple ways to go about it,

depending on your business needs:

1. If you simply select the red “Delete” button, you will receive this message warning you that the

attendees will not receive notification of the deleted event. Through this option, you are able to

delete just one appointment or ALL that you set up during the recurrence scheduling. If going

this route, you will need to manually notify your client(s) of the cancellation.


2. If you select the green “Enter Status” button to cancel an appointment, from there you can

choose to cancel only this ONE specific appointment in your set of recurrences. Choosing this

option will notify your attendees of the cancellation.

When sending out the recurring schedule to the Client, their phone calendar alerted them of

being a recurring event and added every appointment to their calendar for them. They will still

receive the reminder however many days before, if you set one up.


Recurring Time Restrictions Another useful feature added to SARA is Time Restrictions for appointments. You can find this in your

User Settings by selecting [My Profile] on your Dashboard.

From there you will select the [Work Settings / Calendar / Out-of-Office] tab, and then “Restricted

Time Blocks” – select Add

You will have a couple options when blocking off times for no appointments to be scheduled

1. The first being By Day of Week. If choosing this option, you can choose a singular day of the

week and time to restrict appointments.

2. The second option is to choose By Date. Choosing By Date will allow you to select multiple

dates within ranges of days, weeks, months, years thanks to the recurring feature.

Say you take a 30-minute lunch every day from 12:00pm-12:30pm. This provides you the

option to select a start date (today’s date), the start time, and end time. By checking the “Is

Recurring?” box, you now have the ability to repeat this restricted block of time how you see fit,

for as long as needed. In this example, selected to repeat every day, weekdays only, and to

end one year from today’s date.


Once you select “Save”, your recurring time restrictions will now show under your “Restricted Time

Blocks”


If for any reason you are wanting to cancel a time block to open for an appointment, you can simply

hit the red trashcan button to delete. You will be provided with a message to confirm whether you

want to delete the single selected restricted time, or if you would like to delete all of the following

occurrences you created with the recurring feature of that specific time block.

Drag and Drop Functionality for adding Attachments to Messages

Anywhere in SARA where we can add an attachment to a message, such as an appointment, event, an email or even a case note, you now have the option of adding the file by using your file explorer or you can drag and drop the file for a quicker upload.


Appointment Color Scheme has been Updated Now we’ll have dark fonts for lighter background and lighter fonts for darker backgrounds.

Today’s Appointments Window Now Focuses on the Current Time you are

Viewing

On your Dashboard, the Today’s Appointment window now focuses on the current time you are

viewing. Note the computer time and the time red lined in the Today’s Appointment window in the

screenshot below.


When Tele-Counseling is Selected as Appointment Method, Info in Location

Field is Removed In the Appointment form, when [Tele-Counseling] is selected for the appointment method, any information in the Location field will now be removed.


Click and Move your [Contact Tech Support] Window You can now click and move your [Contact Tech Support] window to anywhere on the screen.


Viewing a List of Case Managers, you Have Shared your Client with From the individual Client record, from the Client Overview page, in the [Reassign / Share/ Refer] tab, you can view a list of who you have shared the Client with. Now you can also view who you have shared the Client with from a list view instead of the individual Client record. To view this list…

✓ Go to [My Profile] ✓ Click on the [Proxy and Sharing] tab ✓ Click on the [View Shared Client List] button

✓ Now click on the arrow icon to view a list of the Counselors you have shared this Client with


For SARA Managers and Admins

Time Series Report Now Includes the User’s Title and Caseload Count (Enhancement)

For local SARA Admins, the User’s Title and Caseload Count are now included as you drill down to

the Users details in the Time Series Report.

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