Lock Previous Events Utility

This article will assist supervisors on signing and approving unsigned events 

Important Notes:

• Worker must have Case Supervisor, Senior Management or Middle Management Navigation Scheme in order to complete Lock Previous Events
• Case Supervisor, Senior Management or Middle Management staff are able to perform Lock Previous Events utility for their own incomplete events
• Worker must work with IT/EHR Team in order to lock previous events for staff who have terminated with CFS
• Worker completing Lock Previous Events must be the direct supervisor of staff who have unsigned events; if not contact Helpdesk to work with T/EHR.
• If completing Lock Previous Events for multiple staff, begin by performing the task for active staff directly assigned to you first, then contact Helpdesk for assistance with remaining staff
• Please note if record is audited:

  in order to keep the integrity of the records so that events are signed, managers are using this function

• Admin Lock/Lock Previous Events Training video

Instructions:

1. Run incomplete event report by staff in Evolv (Reports > Clients > Services & Treatment > Client Services) to identify staff with incomplete events 
   1. Choose "Ordered by Program/Worker/Client/Service Date" in Report Selection
   2. Check "Not Submitted"
   3. Search and choose "Service" in parameter
   4. Search and choose specific event in value
      1. Skip this parameter if performing Lock Previous Events for all events for one staff
   5. Search and choose "Worker Providing Service" in parameter
   6. Search and choose specific worker in value
      1. Skip this parameter if performing Lock Previous Events for one event by all staff
   7. Click on "Preview" 
   8. Keep Report tab open for referenceNOTE:  If Lock Previous Events is needed for all staff completing one event, do not add Worker Providing Service parameter
      
2. Verify that the staff with incomplete events is still an active employee at CFS
3. Verify that you are the staff's direct supervisor
   1. If staff is active and you are direct supervisor, proceed to Lock Previous Events
   2. If no to either, contact the Helpdesk for assistance

Lock Previous Events

1. Navigate to Agency Setup > Agency > Agency > Lock Previous Events (CFS)
2. Search and select the staff person (use the report if multiple staff are involved
3. Search and select 
4. Search and select Program completing the event
5. Search and select the Event
6. Enter start date of event or default date of Evolv Go Live (1/1/2014)
7. Enter End Date as today's date
   1. Notice that the Staff Signing Events will default to user logged in Evolv
8. Click on Save
9. Click on OK to message warning "Locking these Events cannot be undone, continue"NOTE:  

• If staff completing the Lock Previous Events is the same as the Staff Signing Events, events will automatically be e-signed upon Save
• If staff completing Lock Previous Events differs from Staff Signing Events, events will need to be approved 

   10.  Approve Submitted Events via Lock Previous Events (Taskbar > Supervisor > Supervisor > Service/Case Notes & Planning Approval)

1.  Click on View Filters
2. Remove the "From Date" and  "To Date"
3. Search and select staff (if limiting to one staff)
4. Search and select Service (if limiting to one service)
5. Click on "Actions"
6. Click on "Approve All" (if appropriate)
   1. Open form to review if needed before approving
      
      

11. Repeat until all events on the report are complete

12.  Re-run the report in order to ensure that 0 results