Setup Documents

Keeping your document list organized is an important responsibility for SAM Leads. This should be set up during onboarding and reviewed/updated over time as your program requirements change. 

Use this guide to learn how to set up and manage your documents.

To Get Started

1. Make a simple list of required documents
   For each main entity (Families, Children, Foster Families, Birth Parents, etc.), write down the documents your program requires. This can just be a basic electronic list (like a Word or Google document).

2. Add those documents into SAM
   Go to Settings > Lists and enter those items into the main entity's Document Type List.

That’s it! Once added, your team will be able to select those documents when uploading files to client records. 

Watch our videos here to manage document types and categories, so your team will be ready to upload documents in SAM!

What is the Document Type List? 

The Document Type List is the master list of document names your team will choose from when uploading files to client records.

SAM Leads should work with their team to create a list that reflects the documents your program requires (for example, intake forms, assessments, court orders, etc.).

Each Main Entity (Family, Child, Birth Parent, etc.) has its own Document Type List. 

Access the Document Type List

What is the Document Category List? 

Document Categories help your team group similar documents together — just like folders in a filing cabinet. This makes it much easier to find documents later.

SAM Leads manage this list to make sure everyone on the team organizes documents the same way.

Note: Document Categories are only visible in Reports and View Only Forms.

Access the Document Category List 

Manage Document Category options through editing the Document Category List. 

Additional Document Settings 

Exclude Documents  

To exclude documents from being uploaded to the main Document section, such as restricted/medical documents, SAM Leads can change a configuration on the Document Type list.

⚠️Important Notes

• When checked, the document will only be accessible through the form or checklist where it was uploaded. 
• If a document is uploaded to Documents directly and the selected Document Type has this option enabled, the document will not be visible anywhere. ​

Encrypting Documents

To encrypt documents, use a utility like 7-zip to compress and encrypt the document before uploading into SAM. This high level of security ensures only the people with the encryption password that was used will be able to view the document's contents, so keep that password stored in a secure place, like a password manager. Please note, if you lose the encryption password that was used, we can't help you recover it and the document will be inaccessible.