Email Contact Records

Our customers take part in a variety of collaborative relationships with fellow not-for-profit agencies, governmental institutions, private companies, and others. This often requires sharing of information that they input and store in iCarol, and commonly includes (but isn’t limited to!) resource/referral information, or client interaction data collected in a Contact Record (aka Call Report Form). We heartily support such collaborations because they are the key not only to an agency thriving, but these partnerships also foster a continuum of care model that help create healthier, more connected communities. So we are always looking for ways we can encourage these partnerships and make them possible and easier to engage in using iCarol.

There are a number of ways our customers can share Contact Record data. One of the ways our customers can share Contact Record data is to send an email with a password protected PDF file of the Contact Record, right within the iCarol system.

In what scenarios might you want to email a Contact Record?

• When sending a warm referral to another agency
• When sending Contact Records to a funder who requires a copy of the contact
• While referring a Mobile Crisis Intake to a crisis specialist on duty
• For sending the details of a high risk interaction to the counselor or supervisor on duty so they can follow up

Here are a few other highlights and things to know about this feature:

You control who can use it

Access is granted in a user’s Advanced Security Settings, giving your iCarol system Admins granular control over who can and cannot email Contact Records.

Protect content

PDFs sent using this feature can be password protected so that the recipient must enter the correct password before viewing the PDF file, further securing sensitive information. The stronger and more complex the password, the better protection for your PDF to ensure only authorized recipients can view it.

Save time and maintain consistency – Create a template

If the emailed Contact Records will regularly go to the same recipient(s), use the same subject line, body text, etc., you can create a template. This can save data entry time when preparing the email, and keep a consistent message if you are emailing records as a part of a specific contract or program at your organization. Once the template is created, this information will be available automatically each time you create a PDF.

There are no additional costs to turn on and use this feature, it is included and available to all of our subscribers who use Contact Records.

Current customers can learn more about this feature by logging in to iCarol and browsing the available Help Articles on this feature.

Not a current iCarol customer? Contact us to learn more!