Use Registers to access the structured forms available to your organisation.
Register templates can be used to capture incidents, audits, daily notes and other structured information.
Version 8.0.0 improves register filtering and supports shareable filter URLs, saved column layouts and viewing specific register template versions.
Before you begin
You need permission to:
Access Registers
View register templates
Open register submissions
Create or edit forms, where required
Assign roles, where required
Create new template versions, where required
The registers and actions available to you depend on your role and the access assigned to each template.
Note: You may only see register templates that are available to your role or account.
1. Open Registers
Select Registers from the main navigation.
The Registers page opens.
Review the templates available to your account.
The page may include:
Active
Archived
Filter registers...
Filters
Create Form
Register template table
Pagination controls
2. Review Active and Archived registers
Use the tabs above the register table to change which templates are displayed.
Active
The Active tab shows register templates that are currently available.
Archived
The Archived tab shows register templates that are no longer active but remain available for historical reference, subject to your permissions.
To change tabs:
Select Active to view current templates.
Select Archived to view archived templates.
Review the register table.
Note: Archiving a register template does not necessarily remove its previous submissions.
3. Search for a register
Select Filter registers....
Enter part or all of the register name.
Review the matching results.
Clear the search field to display all registers again.
The search may match information shown in the register list.
Use a short, recognisable part of the register name when the full name is not known.
4. Open Filters
Select Filters.
Review the available filter fields.
Select the required filter values.
Apply the filters.
Review the matching registers.
Version 8.0.0 improves register filtering with field-based filters.
The exact filter options depend on the register data and your permissions.
Note: Filter options may differ between the register template list and a register’s submissions page.
5. Use shareable filter URLs
Version 8.0.0 supports shareable filter URLs.
When supported, the current filter configuration may be included in the page URL.
To share a filtered view:
Apply the required filters.
Confirm that the expected results are displayed.
Copy the page URL from the browser.
Send the URL to another authorised Diversity Sync’d user.
Ask the recipient to confirm that the filtered view opens correctly.
Important: A shared URL does not provide new access. The recipient must already have permission to view the register and its records.
6. Review the register table
The register table may include the following columns:
Form
Author
Category
Submissions
Incomplete
Status
Roles
The number above the table shows how many register templates are currently displayed.
7. Understand the Form column
The Form column may display:
Register name
Register description
Template identifier
Version badge
Draft version badge
Examples visible in the current interface include:
CS-BR-001
CS-IRF-001
NDIS-IRF-001
V1.1
Draft · v1.0
The register name may be shortened in the table when it is too long to display fully.
8. Understand register versions
A register template may display a version or template identifier beside its name.
Examples include:
V1.1
Draft · v1.0
CS-BR-001
A Draft label indicates that the version is still being prepared.
Published submissions remain connected to the template version used when the record was created.
Important: Review the version before editing or creating a submission. Changes made to a newer version do not automatically rewrite older submissions.
9. Understand the Author column
The Author column may show:
The name of the person who created or manages the template
The author’s role
For example:
Emily Carter
Administrator
The information shown depends on the template.
10. Understand the Category column
The Category column displays the category assigned to the register.
A dash may appear when no category is assigned.
Categories may help users organise and filter templates.
11. Review submission totals
The Submissions column shows the number of submissions associated with the register.
The value may display:
A number, such as 10
0
A dash when submissions are not available for that template state
Select the register name or available submissions action to open its submissions page.
12. Review incomplete submissions
The Incomplete column shows whether the register contains incomplete submissions.
The value may display:
A count, such as 8 incomplete
complete
A dash when incomplete tracking is not available
Use this information to identify registers that require follow-up.
Important: Review incomplete submissions regularly. Records may remain unfinished until the required information is completed and saved.
13. Review the register status
The Status column shows the current template status.
The current interface may display:
Active
Archived templates are available from the Archived tab.
The status shown depends on the current template state.
14. Review Roles
The Roles column shows who can access the register template.
The current interface may display:
Public
A public register may be available broadly within the organisation, subject to user permissions.
Templates with assigned roles may be limited to specific role groups.
Note: Public does not mean publicly available outside Diversity Sync’d. Users must still sign in and have access to the organisation.
15. Open a register
Find the required register.
Select the register name.
Review the register’s submissions page.
Confirm the register name and description.
Review the submissions available to you.
The submissions page may include:
Submissions
Insights
Filters
Table columns
Status values
Version information
Column controls
For detailed instructions, refer to Review and Manage Form Submissions.
16. Open the register actions menu
Each register row may include a three-dot menu.
Find the required register.
Select the three-dot menu.
Review the available actions.
Select the required action.
Available actions may include:
Assign Roles
Create new version
The actions shown depend on the register and your permissions.
17. Assign roles to a register
Where Assign Roles is available:
Open the register’s three-dot menu.
Select Assign Roles.
Review the current access.
Select the roles that should have access.
Remove roles that should no longer have access.
Save the changes.
The current role selector may include roles such as:
Admin
Manager
Support Worker
Important: Changing assigned roles may immediately affect who can find, open or submit the register. Confirm the required access before saving.
18. Create a new version
Where Create new version is available:
Open the register’s three-dot menu.
Select Create new version.
Wait for the Template Editor to open.
Review the copied template sections and fields.
Enter or confirm the Version Identifier.
Update the template where required.
Save the draft version.
Review the version badge in the register list.
The new version may appear with a draft label, such as:
Draft · v1.0
For detailed form-building instructions, refer to Create or Edit Custom Forms.
Important: Do not edit an existing template version when a new version is required for future submissions. Create a new version so that historical submissions remain linked to their original structure.
19. View a specific template version
Version 8.0.0 supports viewing a specific register template version.
Depending on the register workflow, version information may appear:
Beside the template name
In the Version column on the submissions page
In the template editor
In the register’s available version controls
To review a version:
Open the register.
Review the displayed version information.
Use the available version control or filter.
Select the required version.
Confirm that the correct version’s records or structure are displayed.
The exact controls depend on the current register page.
20. Use saved column layouts
Version 8.0.0 supports saved column layouts for register submissions.
Where column controls are available:
Open the register’s submissions page.
Review the displayed columns.
Open the column control.
Select the fields you want to display.
Reorder or resize columns where available.
Save the layout using the available action.
Confirm that the saved layout appears when you return.
Column options depend on the fields included in the register template.
Note: Saved layouts may be associated with your user account, register or browser session, depending on the available interface.
21. Create a register form
Where your permissions allow form creation:
Select Create Form.
The Template Editor opens.
Enter the Form Name.
Enter a Version Identifier where required.
Add a description.
Add sections and fields.
Configure the form.
Save the form.
For complete instructions, refer to Create or Edit Custom Forms.
22. Use pagination
Pagination controls appear below the register table when more results are available.
The controls may include:
Previous
Current page number
Next
To change pages:
Select Next to move forward.
Select Previous to move back.
Review the displayed result range.
The page controls may be unavailable when all registers fit on one page.
Important notes
Active shows current register templates.
Archived shows archived templates.
Use Filter registers... to search the register list.
Select Filters for field-based filtering.
Version 8.0.0 supports shareable filter URLs.
Version 8.0.0 supports saved column layouts.
Specific register template versions can be viewed.
The Form column may display version and draft badges.
Submissions shows the number of associated records.
Incomplete identifies records requiring follow-up.
Public means organisation users may access the register subject to permissions.
The three-dot menu may include Assign Roles and Create new version.
Previous submissions remain linked to the version used when they were created.
Actions and templates depend on your assigned permissions.
Troubleshooting
I cannot see Registers
Confirm that your role has access to Registers.
Refresh the page.
Sign out and sign back in.
Ask an administrator to review your permissions.
A register is missing
Clear Filter registers....
Review both Active and Archived.
Clear any active filters.
Confirm that your role has access to the template.
Ask an administrator to review the register’s assigned roles.
Filters do not show the expected result
Clear all filters.
Confirm that the correct tab is selected.
Apply one filter at a time.
Review the spelling in Filter registers....
Refresh the page and try again.
A shared filter URL does not work for another user
Confirm that the recipient is signed in.
Confirm that the recipient has access to the register.
Ask the recipient to open the organisation first.
Reapply the filters and copy the updated URL.
The URL cannot override role or register permissions.
I cannot open a register
Confirm that the register is active.
Confirm that your role is assigned.
Refresh the page.
Ask an administrator to review your access.
I cannot see Assign Roles
Confirm that you have permission to manage register access.
Open the register’s three-dot menu.
Confirm that the register supports role assignment.
Ask an administrator to update the roles.
I cannot see Create new version
Confirm that your role can edit register templates.
Confirm that the register supports versioning.
Open the three-dot menu.
Refresh the page.
Ask an administrator to create the new version.
The draft version is not visible
Clear the register search.
Check the Active tab.
Review the template name and version badge.
Refresh the page.
Confirm that the draft was saved.
The wrong template version opens
Review the displayed version badge.
Return to the register list.
Open the required version using the available version control.
Confirm that you selected the correct register.
Ask an administrator to verify the active version.
The submission count looks incorrect
Open the register.
Clear submission filters.
Review all statuses.
Confirm that you are viewing the correct version.
Refresh the page.
Ask an administrator to review the records.
A saved column layout does not appear
Confirm that the layout was saved.
Return to the same register.
Review the column controls.
Refresh the page.
Recreate the layout if it was not retained.
Create Form is unavailable
Confirm that your role can create register templates.
Refresh the page.
Ask an administrator to create the form or update your permissions.