The Document Center is designed to streamline the filing of resident and staff documentation. Rather than uploading items individually to specific profiles, this feature allows you to upload or email multiple documents directly to ALIS and process them from a central queue.
Enable the Document Center
The Document Center feature is behind an entitlement and requires an ALIS team member to turn on. It then must be enabled per community.
For enablement assistance, contact your Account Manager or our ALIS Customer Success Team.
You can further configure the feature to include Resident Compliance, Staff Compliance, or both in Company Settings. Note that the ability to file documents to existing resident prescriptions is automatically included in feature functionality.
Access the Document Center
Navigate to the Inbound Documents page via the Dashboard icon.
Upload Files directly to the Document Center
You can upload files directly to the Document Center page in ALIS. This allows you to quickly add documents from your computer and begin filing them immediately.
⚠️Important:
Documents must be PDF files. Other file formats are not currently supported.
Each uploaded file will appear as an individual document card for filing.
After uploading, follow the standard File Document process to assign the document to the correct resident, staff member, or record.
Step 1 – Upload Your Files
Click the Upload Files button at the top of the Document Center page.
Drag and drop files into the upload window, or browse and select files from your device. You may upload multiple documents at the same time.
Click Upload.
Step 2 – Review and File Uploaded Documents
Once uploaded, each document will appear as a separate item in the New tab of the Document Center page. From here, you can review and file each document to the appropriate location (Compliance, Prescriptions, Evaluations, or Service Plans). See the below File Documents section for step-by-step instructions.
Send Documents to ALIS
Each community has a dedicated Inbound Documents page and unique email address for inbound items.
Step 1 - Locate Your Community Email
Navigate to the Document Center page for your specific community.
Locate the unique email address displayed at the top of the page.
Click the Copy (papers) icon to the right of the address to copy it to your clipboard.
Step 2 - Email the Documents
If your sending email address is included in the community's email whitelist (explained in the below section), you can send an email directly to the address listed at the top of the Document Center page for your community.
Paste the email address into your email recipient field.
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Attach your files. Be sure to follow the important document requirements:
Documents must be PDF attachments. No other file formats are currently accepted.
No body text is required in the email; ALIS only processes the attachments.
Do not send one large PDF containing multiple residents' documents or documents that need to be filed in separate locations. ALIS will not be able to split the document to file separately once it has been received in the Inbound Documents page.
Send your document(s). Once sent, ALIS will process the attachments. They typically appear in the New tab of the Inbound Documents page within a few minutes.
File Documents
Once your documents are sent, they will appear in the New tab. Document type will determine how you file the documents to the correct location.
Compliance documents
Follow these steps to assign a document or documents to resident or staff compliance.
Locate the document and click the File button.
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In the File Document pane, complete the following fields:
Person Type - Select Resident or Staff.
Owner - Choose the specific resident or staff member's name.
Document Type - It is most common and best practice to select Compliance so that you can file the document to a specific compliance item slot. Miscellaneous should only be used sparingly. Refer to this Compliance Reference Guide for more information on recommended usage.
Compliance Item - Select the specific name of the document type (e.g., TB Test, Lease Agreement).
Expiration - Set an expiration date if applicable.
Click Submit.
The document is now automatically filed on the resident or staff profile to the compliance item selected. It will also move to the Filed tab in the Inbound Documents page.
To view the filed document on the resident or staff profile page, navigate to the Compliance Summary section. ALIS marks the document as completed with the date that you filed it. Click the Uploaded link to open the PDF.
Prescriptions
Follow these steps to assign a prescription document to the correct existing order on a resident's Manage Orders page.
Locate the document and click the File button.
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In the File Document pane, complete the following fields:
Person Type - Select Resident.
Owner - Choose the specific resident's name.
Document Type - You must select Prescription so that you can file the document to a specific resident's order.
Choose an existing order - This dropdown displays any current orders for a resident organized by order type. Select the correct order associated with the prescription document.
Prescription Details - Enter any additional prescription details to be included with your filing. It is required to select the Effective On date.
Click Submit.
The document is now automatically filed to the prescription details on a resident's Manage Orders page. To view the filed document, navigate to the order, and click the applicable Edit Routine/Edit PRN button. Click the Uploaded link to open the PDF.
Evaluations
Follow these steps to file a signed Evaluation document to the Evaluation & Service Plan Details page and the resident's profile. Note that if an evaluation was sent out for an electronic signature (e-sign) and still pending signatures, it will not be available for filing via this method.
Locate the document and click the File button.
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In the File Document pane that opens to the right, complete the following fields:
Person Type - Select Resident.
Owner - Choose the specific resident's name.
Document Type - You must select Evaluation so that you can file the document to a specific evaluation record.
Choose a completed Evaluation - This dropdown displays the available evaluations for the resident. Select the correct evaluation associated with the signed document.
Click Submit.
Once submitted, the evaluation is automatically marked as Signed on the Resident profile and the Evaluation & Service Plan Details page. ALIS replaces the existing evaluation PDF with the signed document you just uploaded.
Service Plans
Follow these steps to file a signed Service Plan document to the Evaluation & Service Plan Details page and the resident's profile. These steps mirror the workflow described above for filing Evaluations. Note that if a Service Plan was sent out for an electronic signature (e-sign) and still pending signatures, it will not be available for filing via this method.
Locate the document and click the File button.
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In the File Document pane that opens to the right, complete the following fields:
Person Type - Select Resident.
Owner - Choose the specific resident's name.
Document Type - You must select Service Plan so that you can file the document to a specific Service Plan record.
Choose a completed Service Plan - This dropdown displays the available evaluations for the resident. Select the correct Service Plan associated with the signed document.
Click Submit.
Once submitted, the Service Plan is automatically marked as Signed on the Resident profile and the Evaluation & Service Plan Details page. ALIS replaces the existing evaluation PDF with the signed document you just uploaded.
Manage Incorrectly Filed or Unwanted Documents
Refile documents
The Filed tab will display a history of all filed documents. You can filter these results by date using the Filed On filter. If a document was filed to the wrong person, follow these steps:
- Locate the document in this tab and click Refile.
- In the File Document pane, enter necessary details. In the Owner dropdown menu, be sure to select the resident name that you want to refile the document to.
- Click Submit to automatically move the document from the original file location to the new location.
Delete documents
If a new document was sent to ALIS by mistake and should not be filed:
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Select the checkbox at the top left of the document card in the New tab.
To delete multiple items at once, click the Select All button (or check specific boxes on document cards).
Click the Delete button located above the documents list.
Confirm the deletion in the pop-up.
Deleted items remain in the Trash tab for 30 days. During this time, they can be recovered and filed if necessary.
If a document was already filed and needs to be removed entirely, you cannot delete it from this screen. You must navigate to the specific Resident or Staff profile and manually delete the file from there.
Audit documents
The Audit tab serves as a system log, displaying all actions taken within the Inbound Documents page for administrative review.
Whitelisting for Inbound Documents
The Whitelist tab controls security by restricting which email addresses are allowed to send documents to your community.
Navigate to the Whitelist tab.
Move the blue toggle to Enable Whitelist.
Click +Add New to authorize senders.
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Fill out the details in the 'Add Whitelist' pane that opens to the right:
Scope: Determine if you wish to whitelist for All Communities or a Select Community.
Emails & Domains: If your organization uses a corporate email domain (e.g., @yourcompanyname.com), add the domain rather than individual email addresses. This authorizes all staff members with a company email to send documents.
'Include all emails from previously received messages': It is recommended to keep this selected if previously sent documents came from a user you wish to authorize to continue using the feature. ALIS will automatically add these previous senders' emails to your enabled whitelist.
Click Submit to save. Only the listed email addresses or domains will be able to send documents here, and ALIS will reject emails from any address not listed here.
Specialty Features
DocVision
DocVision is an AI-powered feature designed to eliminate manual formatting for files sent to Inbound Documents. When enabled, the system processes incoming files to ensure they are delivered to your inbox ready for immediate filing.
Automatic Page Rotation: The system detects text direction and automatically rotates every page to the correct upright orientation.
Smart File Collation: The system detects blank divider pages and uses them to automatically separate and group pages into distinct documents.
How to Enable DocVsion
DocVision is behind an entitlement and requires the ALIS team to enable it. Once the entitlement is turned on, it must also be enabled per community in Company Settings.
Contact your Account Manager for enablement assistance.
Outbound eFax
This feature is currently limited-release only. For more information, please contact your Account Manager.
The Documo eFax integration allows communities to send and receive fax documents directly within ALIS. Inbound faxes are automatically delivered to the Document Center, and outbound faxing can be completed without leaving the page.
- Inbound faxing: Faxes sent to a community's assigned fax number are automatically delivered to the Document Center.
- Outbound faxing: Users can send documents directly from ALIS to a recipient's fax number, including documents already stored in resident profiles.
- Fax activity tracking: Monitor delivery status and retry failed sends from the Outbound tab.
- Centralized document management: Received faxes can be viewed, downloaded, routed, or forwarded just like any other inbound document.
How to Enable eFax
eFax requires an additional cost to your ALIS subscription and must be set up by the ALIS Team. Setup may include provisioning a new fax number or porting an existing one from your current provider.
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