# Timeline - Working with the participants's records On Comm.care, Timeline provides a single view of participant records, built from communication notes entered by providers after service delivery. It's crucial for documents and progress notes to be **easily accessible and extractable** for all staff providing care to the participant, so Timeline makes it effortless to locate and retrieve important information about the participant. ## How to add a new document Documents can be added to Timeline from the top right-hand corner of the screen by clicking **Add Document**. This instantly displays all available templates, allowing you to create a new document with just one click. The Templates feature helps you create documents using pre-filled text and customised content. Find out more about [Ensure uniformity across documents with Templates](../../setup-and-configuration/templates.md) and how to categorise them to create documents for the participants.  > _**Tips**: After creating a document, you can pin it to the Circle's homepage for quick access later. The pinned documents can be seen on the right side of the Circle's homepage._  ## How to flag ‘reportable’ incidents in the timeline The flag feature in the Circle of Care allows you to designate whether an event is reportable or not. This can streamline team meetings and audits, focusing attention on reportable incidents or complaints. When creating a document, you can select the relevant flag from the bottom right-hand corner of the document modal. The types of flags are: - **Red flag**: Indicates a reportable incident. - **Yellow flag**: Indicates a serious incident that does not require reporting or relates to a complaint. - **Green flag**: indicates the progress of the participant towards their goals.  > _**Tips**: Recognising these raised issues, incidents or complaints can be an initial step of_ [_complaints or incident management_](https://www.pnyx.com.au/blogs/ndis-complaints-management-guide) ## How to extract the documents on the go In the Circle's Timeline, you can conveniently extract documents by: ## Basic filters - **Free Text**: Use keywords to search for documents by name or title. - **Organisation**: As Comm.care is a collaborative case management system, you can grant access to providers from [other organisations](https://docs.comm.care/article/45-add-new-organisation-to-circle) to input their participant data. This ensures comprehensive information and effective care. Use this filter to extract documents based on the organisation that created them. - **Template**: filter documents by the template they were created from. This filter is always available and helps you quickly find specific types of records like Claims, Personal Plans, Case Instructions, Progress Notes, and more. - **If your circle works with a single organisation**: You can start filtering by template right away! Choose from All, Claims, or any specific template your organisation uses. - **If your circle works with multiple organisations**: You'll need to select an organisation first before you can filter by template. Don't worry—we'll show you a helpful tooltip if you forget! Once you've selected an organisation, you can then choose from the templates available for that organisation. Documents created from templates belonging to other organisations will appear as "Other template" in your timeline. <video src="help/Attachments/timeline-filter-multiple-organisations.webm" autoplay loop muted playsinline></video> - **Flag**: select a colour that documents have been flagged. - **Sort by**: - Updated at: by the most recently updated documents. - Created at: by the creation date and time of the documents. - **From - to**: the date range within which the documents were created, updated, or occurred.  > _**Tips**: The Template filter is one of the quickest ways to find what you need! Use it to extract Claims, Progress Notes, Personal Plans, and other important documents. Also, don't forget the flag filter to quickly find documents that matter most._ ## Advanced filters Once you've selected a specific template, you can narrow down your search even further with these powerful filters: - **Template fields**: After selecting a template, you can filter documents by the specific fields within that template. This is incredibly helpful when you're looking for documents with particular information—like progress notes from a certain date range or case instructions with specific details. - **Template field method**: Choose how you want to search within a field. For dates, you can search for entries before (<=) or after (>=) a specific date. For other field types, you can search for exact matches (=). - **Template field value**: Enter or select the specific value you're looking for within the chosen field. - **Roadmap service**: When you're viewing Progress Notes, you can filter by the specific service the note relates to. This makes it easy to track all progress notes for a particular support service your participant receives. - **Sort by Occurrence date**: For Progress Notes, you can sort by the date the support was actually delivered (the occurrence date of the appointment), not just when the note was created or updated. - **Sort by Issue date**: When viewing Claims, you can sort by the date they were issued, helping you keep track of billing and payments more easily.  Once you've applied the appropriate filter and received the desired documents, you can download them. Simply click on the **Download PDF**s** or **Download CSV** button located at the bottom of the filters to do so. You can only extract and download a maximum of 80 documents at once. If you have more documents than that, please adjust your filters to narrow down the results. ## Concerned about the privacy and access to the documents? Access to a participant's records should be restricted to service providers directly involved in their care. You can manage staff access by navigating to the client's documents, just go to **Circle > Participant > View their Access to your information**. Therefore, you can ensure that only relevant data is shared, and privacy rights are maintained.  ## Edit and delete documents Depending on your access level to the circle, you can click a document title to view details, see change history or comment on it from the Circle's Timeline page. You can update the content, or click **Delete** on the bottom right to delete it from Circle's Timeline. <video src="help/Attachments/timeline-edit-delete-document.webm" autoplay loop muted playsinline></video> ## Conclusion Comm.care securely records and stores participant information and updates, providing a comprehensive view. Its flexibility allows for easy retrieval of essential information at the point of care, ensuring high standards of care delivery to help participants reach their goals. --- ## Related Tutorials - [Understanding Document Types in Circles](understanding-document-access.md) - Learn about the different document types and when to use each - [Ensure Uniformity with Templates](../../setup-and-configuration/templates.md) - Create and manage document templates - [Staff Access to Circles](../../setup-and-configuration/staff-management/circle-access.md) - Control who can access participant records - [Circle of Care Overview](index.md) - Return to the main Circle of Care documentation