Generate Community Records

Community Records is a data generation tool that allows community or company leaders to efficiently pull historical data for an entire community at once.  

The Community Records feature is only available to users with specific security role permissions, and typically only designated community administrators or company administrators will have access. For assistance with enabling this feature or updating security role permissions, contact your Account Manager or our ALIS Customer Success Team. 

Step 1: Print Center

1. Use the Care dropdown menu and click on Print Center.
2. Once in the Print Center, click on the Community Records tab. 
3. Click on the Generate Community Records button. 

Step 2: Set File Download Parameters

When you click on the Generate Community Records button, this opens a pane on the right of your screen for you to select which residents' records to include in your file download. 

1. Resident Selection determines if you want to include Active Residents, Moved-Out Residents, or Both in your file download. This blue toggle defaults to Both. 

2. Use the As Of field to set a specified time period, or date range for the data you plan to generate. Note that you may select a date range that spans as far back as you have data stored in ALIS. 

3. It is recommended that you enter an email address in the Notification Email field, as this recipient will receive an email notification in their inbox once the file has generated.

4. Multiselect from Select Records list to gather the specific file types that you want to include in the download. 
5. Read the Consent for Release of Information, and select the “I agree” checkbox.
6. Click the Generate Request button to begin your download. Once you click Generate Request, your file will begin processing. You can safely navigate away from the Print Center screen and resume other tasks within ALIS as your file processes. 
   • Larger records requests will need some time to process before being available to download onto your device. Luckily, ALIS will track the progress of your download and provide you an email notification once the zip file is complete. 
   • To check on the progress of your request, click on the briefcase icon at the top of any ALIS page to view “Recent Jobs”. Click on the Details link to view the status of each file download.

Step 3: Email Notification & Download Zip 

Once the zip file has finished processing and is ready for download, the email address recipient will receive a real-time email notification in their inbox. 

1. Click on the View Records Request link in the body of the email to be transferred directly to the Print Center for quick access to your download.
2. In the Records Request tab, click Download Zip.
3. This zipped folder contains your requested files and is organized by individual residents. You can now print or send these files as needed.

View Diagnostic Log

To view details about which files were included per resident in your zipped folder, you can click the View Diagnostic Log link shown on an individual Community Records request tile.

Clicking this link takes you to the Background Task Details page where you will see specific information about files generation. 

• If the Note column displays the reason 'No [file type] found' message for any of your file types, that indicates that these records do not exist in ALIS for that resident and therefore were not included in your bulk download.
• If the Note column displays the message 'Generating [file type] for [resident name]', then that record does exist in ALIS and was included in your bulk download.

Related Articles:

• Records Requests
• Records Requests Settings

For more assistance with Community Records,

Contact our ALIS Customer Success Team:

888.404.ALIS (2547) or support@go-alis.com