For Admins and Managers: Use this article to review and manage linked records for an authorised reportable conduct case.
Staff members should only access linked records when they have been explicitly authorised or instructed to do so.
Important: Linked records may contain sensitive or confidential information. Only view, add, remove, export, or share records you are authorised to access.
Open the case workspace
From the left sidebar, open Child Safety.
Select Reportable Conduct.
Open the case you want to review.
This opens the RCS Case Workspace.
Open the Linked Records tab
At the top of the case workspace, select Linked Records.
This tab shows records attached to the case.
If records cannot load, the page may show Couldn't load linked records with a Try again button.
Retry loading linked records
If the page shows Couldn't load linked records, select Try again.
Use this when the system has trouble fetching attached records.
If the issue continues, refresh the page and try again.
Important: Check that the record belongs to the correct case before linking it. Incorrect links may affect case history, reporting, and follow-up actions.
Attach a record
Select Attach Record.
A side panel will open on the right side of the screen.
This panel lets you search for and attach records related to the case.
Choose a record type
In the Attach record panel, select the type of record you want to link.
Available tabs include:
Shift Notes
Incident Reports
Registers
Emails
Choose the tab that matches the record you want to attach.
Search for records
Use the Search records field to find a related record.
Suggested records are based on the case participant, staff subject, house, and case dates.
If suggested records cannot load, you may see this message:
Couldn't load suggested records. You can still search manually above.
Use the search field to find records manually.
Attach shift notes
Select the Shift Notes tab.
Search for the relevant shift note.
Once the correct shift note appears, select it to attach it to the case.
Use this when a shift note contains important context about the matter.
Attach incident reports
Select the Incident Reports tab.
Search for the relevant incident report.
Once found, attach it to the case.
Use this when an incident report is directly connected to the reportable conduct matter.
Attach register records
Select the Registers tab.
Search for the relevant register record.
Attach the record if it supports the case review.
Link emails
Select the Emails tab.
If email is not connected, the panel will show Connect your email.
Select Sign in with Microsoft to connect an Office 365 account and browse emails that can be linked to the case.
Close the attach panel and review linked records
After attaching a record, confirm that it appears in the Linked Records tab and belongs to the correct case.
Select the X icon in the top-right corner of the attach panel to close it.
Return to the Linked Records tab to review any attached records.
Important Notes
Linked records help keep supporting information connected to the case.
Suggested records are based on the case participant, staff subject, house, and case dates.
If suggested records do not load, you can still search manually.
Emails require a connected Office 365 account before they can be linked.
The Linked Records tab may show an error if attached records cannot be loaded.
Only link records that are relevant to the authorised case.
Check the record title, date, participant, staff member, and case details before attaching it.
Remove or replace a linked record only if your organisation’s reportable conduct process allows it.
Linked records may include sensitive staff, participant, incident, or communication information.
Do not attach unrelated notes, forms, emails, or reports to the case.
Troubleshooting
If linked records do not load, select Try again.
If suggested records fail to load, use the search field to search manually.
If a record is missing, check the correct record type tab, such as Shift Notes, Incident Reports, Registers, or Emails.
If emails are not available, connect your Microsoft account from the Emails tab.
If the attach panel does not open, refresh the page and try Attach Record again.
If you cannot attach records, check your permissions for Reportable Conduct and the related record type.