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This page guides you through the creation and management of organisation records
These are the topics on this page
Introduction
The organisation record can be associated with multiple branch records. The organisation record within Brevity can be accessed through one of two ways.
The first approach is by selecting the Administration>Branch Setup menu followed by selecting the required organisation record from the Organisation field. The second approach is by accessing the System setup menu and selecting organisation through the Organisation list from the Browse tables menu.
The Organisation record is comprised of a number of data panel that allow you to manage the organisation address and banking information, the later being of importance for clients that are plan managers, system settings that define how certain functions behave, the branch records associated with the organisation record, Date/time Format and IP and mail settings.
Accessing the Organisation record through the branch record
To access the organisation record through the branch record select the Administration > Branch Setup menu to open the branch record. Position the cursor into the organisation field to open the drop down list, click the Edit Selected Record icon located at the bottom right of the listing, to open the selected organisation record into a new tab within the browser.
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Accessing the Organisation record through the system setup menu
Select the system setup menu to open the Administration page. Select the Browse table > Organisation menu to open the Organisation List page within the browser.
From the Organisation List page , you can search for and highlight the Organisation record that you wish to review. Either click the edit button or double-click the record to open the selected record into the organisation page of the browser.
Navigating the Organisation form
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The following is a summary of the fields contained within the Organisation page:
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Create an Organisation record
The steps outlined under this topic relate with creating the organisation record through the branch record.
Select the Administration>Branch setup menu to open the branch page within the browser.
Position the cursor into the organisation field to open the drop down list, click the Create New Record icon located at the bottom right of the listing, to open the New Organisation Record page within the browser.
Within the Name field input a name that will be used to identify the organisation record.
Input the ABN associated with the organisation record.
Within the Date Format field select from the drop down list the preferred date format that will be used when generating reports using Brevity’s reporting function.
Within the Time Format field select from the drop down list the preferred time format that will be used when generating reports using Brevity’s reporting function.
Under the Address panel of the contact details there are a number of fields that will require input, they include the Address 1, suburb, state and postcode fields. Ensure that data is input into these fields.
Under the Contact panel of the contact details there are a number of fields that will require input, they include Phone, After Hours Phone, Email, Fax and Website.
For Plan Managers under the Bank Account Details of the Plan Management Setup there are a number of fields that will require input, they include Bank, BSB, Account Number, Account Name, APCA User Id and Name of Remitter.
Within the Plan Management Rounding field input the number of cents for rounding up.
Within the Remittance Email field input the email address from where Provider Remittances will be sent from.
Under the System Settings and Mobile Settings panel(s) update the individual options, if your organisations is generating direct service client and group shifts and/or is utilising the Brevity Care mobile application.
Select the Save button to create the record.
Select the Close button to exit back to the Organisation List page.
Additional information
The following is additional information related with the organisation record settings
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Whitelisting
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IP whitelisting is a security feature often used for limiting and controlling access only to trusted users. IP whitelisting allows you to create lists of trusted IP addresses or IP ranges from which your users can access your domains.If your computer devices use a dynamic IP address , which is one that can change between connections or over time the Whitelist IP Addresses data grid should remain ‘empty’. Only update the Whitelist IP Addresses data grid with static IP addresses.
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Branch Records
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When the organisation record is created the Branch data grid contained within the Branches panel will update with all branch records.Selecting the delete record icon will remove the Branch record from the database.
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Custom Mail Server Configuration
This is the section where you could set your email settings so you could send an email and invoice from Brevity
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SMTP Server: This is the SMTP server address of your email. For example, gmail uses the "smtp.gmail.com" server address to send an email
SMTP Port : The port is a number where it is the channel of the email server. There are different ports that you can use. Most common ports are 25, 465, 587.
SMTP Enable SSL : SSL or secure sockets layer is a type of security for your email. There are email server that does not support this kind of security. By default, you can select Yes for this feature
SMTP Username : This is your email address. You need to include the @(your email provider) in username
SMTP Password : This is the password for your email address
You could refer to the links for further configuration of your email in Brevity.
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The email configuration should be done by your IT personnel. We could only advice on what you need to do to make your configuration work in Brevity. Once you have configured the email in this page, you could now send an email from Client’s Bulk Email notification and employee’s bulk email notification. This is also the settings that will be used when you go to the client / employee’s communication tab and then creating a new email from that section. This is also the settings that will be used when you send an Invoice from Invoice batches section.
Common SMTP configuration
These are the lists of common smtp email configuration. The word that comes after the "@" sign is your email provider. You can use this smtp details for the SMTP server, SMTP port, and SMTP Enable SSL. You need to use your SMTP username (this will be your whole email address) and the SMTP password (this will be your email password) to complete the email configuration.
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Google / Gmail & G Suite SMTP Configuration
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SMTP Server
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smtp.gmail.com
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SMTP Port
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587
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SMTP Enable SSL
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Yes
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SMTP Username
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Email Address
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SMTP Password
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Related Password
For more detailed configuration of the email using gmail and gmail suite, please see this link: Configuring Gmail or G-Suite Mail Server in Brevity
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Outlook & Hotmail SMTP Configuration (Emails that uses @outlook.com, @hotmail.com)
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SMTP Server
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smtp.live.com
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SMTP Port
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587
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SMTP Enable SSL
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Yes
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SMTP Username
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Email Address
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SMTP Password
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Related Password
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Microsoft Office 365
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SMTP Server
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smtp.office365.com
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SMTP Port
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587
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SMTP Enable SSL
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Yes
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SMTP Username
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Email Address
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SMTP Password
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Related Password
As of November 2019, Microsoft has implemented restrictions for relaying emails via Office 365, allowing only the configured account within Brevity to send emails. For this reason you need to select the employee that has the same email address that you configured on the organisation page in the From field on the Bulk Email Notification screen. If you select a user with a different email address, it will not send the email. Alternatively you can ask your IT provider to configure relaying by following this guide: W
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Yahoo AU
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SMTP Server
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smtp.mail.yahoo.com.au
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SMTP Port
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465
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SMTP Enable SSL
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Yes
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SMTP Username
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Email Address
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SMTP Password
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Related Password
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iCloud Mail
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SMTP Server
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smtp.mail.me.com
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SMTP Port
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587
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SMTP Enable SSL
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Yes
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SMTP Username
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Email Address
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SMTP Password
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Related Password
Edit the Organisation record
To edit an Organisation record observe the following steps
Select the Administration > Branch Setup menu to open the branch record.
Position the cursor into the organisation field to open the drop down list, click the Edit Selected Record icon located at the bottom right of the listing, to open the selected record into the organisation page within the browser.
Apply the required edits to the Organisation record.
Select the Save button to update the record with the changes made
Select the Close button to exit back to the Organisation List page.
Delete a Organisation record
Organisation records MUST not be deleted under any circumstance. Please consult Brevity in the first instance, through the support desk. To remove the organisation record will compromise data relationships and will interfere with your ability to log into the Brevity web and mobile applications.
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Adjust the activity status of a Organisation record
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Under no circumstances should the activity status of an Organisation record be adjusted |
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This page provides the user with an overview on the maintenance of Organisation Records.
Introduction to the Organisation RecordNavigating the Organisation RecordCreating an Organisation RecordEditing and Deleting the Organisation RecordWhitelistingCustom Mail ConfigurationPlan Management Configuration