VERSION Online Help Administrators Guide

Transcription

1 VERSION Online Help Administrators Guide Integra, Inc. 317 Commercial Avenue Anacortes, Washington Toll Free Support: (866) Support: DocuTrack - Administrators Guide Page 1 of 14

2 Table of Contents 1 Introduction Security Security Admin Workspace Alerts Archives Document Import Rules Folders General Setup Licenses Log Viewer Security Groups Sources Users Workflow (1) Status Workflow (2) Priority Workflow (3) Site Specific (Custom List) Workflow (4) Doc. Type Workflow (5) Dept Workflow (6) List Association Reports Form Fill-In Creation Introduction This document serves two purposes: 1. To provide a training document for new System Administrators. 2. To provide a reference guide for System Administrators looking for information about a particular task. The administration covered in this guide is for those items that can be administered through the DocuTrack application. Administration & configuration outside of the application is covered in the separate DocuTrack Installation & Configuration Guide used by Integra for installs. 2 Security 2.1 Security A user s Security Group defines their permissions within DocuTrack. Users can belong to multiple groups and will get the combined privileges of all the groups they belong to. Privileges include access to documents and using features within the program. Setting permissions is defined in the Security Groups Workspace section. A second aspect of security is queue security. A user s ability to see queues are set at the individual queue level. This is set via the Queue Editor Dialog on the Settings tab (see Online User s Guide). 3 Admin Workspace 3.1 Alerts Alerts can be used to inform users of system or workflow conditions that need attention. Alerts are automatically generated by the system based on rules defined. When DocuTrack is initially installed, it is automatically set up with default alerts that cover many conditions. Use these as examples for creating personal system alerts for the system Administrator. Adding/Editing Alerts 1. Enter/Edit the alert notification information DocuTrack - Administrators Guide Page 2 of 14

3 a. Name > Enter a unique name b. Address > An address to send a message when alert is triggered. (Optional) c. Template > Select the template file to use to build the message. A set of 3 standard templates are provided (Note: When an alert has been set up to send verbose (detailed) information via /pager, Server name, Site ID and Site Name will be included in the message). d. Pager Address > Enter an address for the pager to be paged when this is triggered. (Optional) e. Pager Format > Select template file to build the message. A set of 3 standard templates are provided. f. Check Frequency > Select frequency (from 1 min to 24 hrs) for checking alert condition. g. Notify Frequency > Select interval (from 1 min to 24 hrs) of when alert notifications are sent to pagers/ addresses after alert has been triggered. h. Visibility > Select Show in menu bar or Do not show in menu bar. When Show in menu bar has been selected and the alert has triggered; the "Alert" button on the menu bar will become red. Clicking on this button will display more details about which alerts were triggered. 2. Active Periods. Check the boxes for the days and enter a time period when the alert will be active. If an alert is triggered during these periods, notification will be sent. Notifications will not be sent outside of active periods. 3. Set Alert Triggers. a. Aging > Select queue and desired age of document. b. Threshold > Enter number of documents (not more than 999) and select a queue. c. File Modification > Enter the specific file name and identify amount of time the file has not been modified, before the alert will be activated. d. File Existence > Enter the file name. Wild cards are allowed in file name specification. e. Disk Capacity > Enter the drive letter and percent of capacity. f. Script Conditions > Select the appropriate script and parameters. Custom (scriptable) alerts can now be created. Contact Integra for help if new alerts are needed. Note: Navigating away from the workspace without clicking the SAVE button will cancel any changes. Resolving System Alerts Some alerts that are predefined are triggered off of special files. Understanding these will help in their resolution. Database Maintenance Error: DocuTrack is installed with a few default SQL Server jobs that can be used to back up the database as well as run maintenance procedures on the database. If these jobs fail for any reason a log file is created, D:\DocMgmt\SQLMaint\Error.log, containing the type of error that occurred. A file existence alert such as the default Database Maintenance Error alert is an installed alert created based on this file. Depending upon the reported error, you may want to consult with Integra on the resolution. Once resolved, the Error.log file can be deleted and the alert notification will stop triggering. Delivery Manifest Error: If the Delivery Manifest Interface is being used and an error occurs, the file D:\DocMgmt\FReaderInterface\ErrorConditionExists.txt will be created. A default Delivery Manifest Error alert is installed with DocuTrack. Consult with Integra on the resolution for this error. Once resolved, this file can be removed and the alert will stop triggering. Files in ProblemScans: If incoming documents cannot be successfully processed because an Administrator has inactivated their sources or there is a problem with the incoming file, the scanned image will be placed in an file in D:\DocMgmt\ProblemScans\... A file existence alert triggering off of *.EML files in this directory will then trigger. The reason for the problem can usually be deduced from (1) Opening the EML file with an client and looking at the attached image to see if it is corrupted. Once the problem is rectified the EML files can be removed from this directory (often by dropping them back in the IncomingMail directory) and the alert will stop triggering. (2) Reviewing the DocuTrack server log. Fax & Import Act. Day: As documents come into the system, a special file, D:\DocMgmt\Scans\DocumentImportLastActivity.Mark, is used to track when the last file came in. A default (Fax & Import Act Day) alert is installed with DocuTrack, set on this file to trigger if documents have not come in for a specified period of time. This might indicate phone line or faxing issues. Once these issues are resolved, the alert can simply be cleared by successfully receiving and processing a document. Fax & Import Act. Off hr: This alert is the same as Fax & Import Act. Day except the alert has been set to trigger less often. DocuTrack - Administrators Guide Page 3 of 14

4 No Recent Faxing Activity: As a standard, Integra uses FACSys software for processing incoming faxes. As faxes come into the system, they are processed first by the fax-server and the file C:\FACSys\history.mdb is updated to note a file that came in. A default file modification alert (No Recent Faxing Activity) is set on this file so that an alert will be triggered if documents have not come in for a specified period of time. This might indicate phone line or fax-board issues. Once these issues are resolved, the alert can simply be cleared by successfully receiving a faxed document. Best Practices Ensure there are always active alerts for the most critical system conditions. While queue alerts are helpful, it is the system alerts that provide notification of more serious conditions. The conditions, at minimum, that should be included in these alerts include: 1. Disk space for all drives. 2. Errors from database maintenance routines. 3. Files placed in the ProblemScans directory. 4. Fax & Import Activity 5. Hardware Alerts 3.2 Archives The archive process removes documents from your system saving disk space and enhancing performance. The archive process creates a PDF copy of each document including all of the document s history. Caution: There is no way to put the documents back into the DocuTrack system. Adding/Editing Archive Rule 1. Add/Edit the Archive Rule information a. Name: Enter a unique name. b. Location: It can be a local or mapped network path. c. Directory Size Limit: d. Last Run Date: A Read-only field. Displays the date of the last time this specific archive was run. 2. Set Archive Documents rules. 3. Set rules for Except for 4. Set rules for Delete Associations in system. Note: Navigating away from the workspace without clicking the SAVE button will cancel any changes. To archive, select ARCHIVE NOW. When completed, the archive files will be found at the Archive location specified in this workspace. Each Archive file created will be placed in a separate subdirectory within the main Archive directory. The naming scheme used for these subdirectories is YYYY.MM.DD_X, where YYYY = Year, MM = Month, DD = Day, and X = Archive file number. Be sure to backup the files to a location separate from the DocuTrack server. Archived data for a document is appended to the PDF in the form of a Note annotation. This includes document audit events and associations. Once a document has been archived, that document will not be available in the DocuTrack system. Caution: there is no way to put the documents back into the DocuTrack system. Adobe Acrobat can be used to search through archive directories and view the files. Read the online help for Acrobat to learn how to use the Search feature. Once an archive is finished, an is sent to the Administrator indicating archive information. 3.3 Document Import Rules While the workspace is entitled Document Import Rules, it is functionally a Page Routing workspace. Each page of incoming documents is individually evaluated against the rules defined in this workspace. When a page meets the criteria, the specified actions are applied to that page - - actions which can include stapling it to other pages that came in with it. Rules are evaluated in priority order until a page matches the criteria of a rule. Contents pane reflects the priority order. Contact Integra Support if you have questions regarding this workspace. DocuTrack - Administrators Guide Page 4 of 14

5 Adding/Editing Document Import Rules 1. Add/Edit the Document Import Rule information a. Name: Enter a unique name b. Insert before rule: List contains all of the Rules, and user can select where this rule should be within the priority order. c. Active: Unchecked will indicate inactive and the rule will not be considered when a document is imported. 2. Set criteria For pages with the following characteristics.: a. Sent to: Select an item or leave default selection. b. Sent to textbox: Enter criteria. i. If selected: value entered must be a valid address. ii. If DNIS selected: value entered must be numeric. iii. If Phone Line selected: value entered must be numeric. c. Source name is textbox: Enter criteria. i. Separate search words will be treated as a phrase. (Shady Acres will translate to shady acres. Place an or between words if criteria should = Shady or Acres). ii. Words without wildcards will be evaluated as exact matches. d. body contains textbox: Enter criteria. i. Separate search words will be treated as a phrase. (Shady Acres will translate to shady acres. Place an or between words if criteria should = Shady or Acres). ii. Words without wildcards will be evaluated as exact matches. e. Page contains: Select criteria if barcoding is licensed. i. Form ID Textbox: Must be alphanumeric. ii. Refill barcode: iii. Manifest (barcode) iv. Not Applicable (default selection) f. Contains dynamic form: When a document is faxed out of DocuTrack and barcoding is licensed, the outgoing document will receive a barcode. This will enable the document to be attached to the original document when it is faxed back into DocuTrack (or to the Pharmacy). g. Received between: Select days\time documents are received that this criterion should be used. 3. Set criteria for Take the following actions: a. Workflow settings: The workflow settings the document should be sent to. (e.g., refill barcodes may be sent to Dept\Doc Type = Pharmacy\Refill ) b. Correct rotation: This setting will rotate documents that may be faxed in sideways or upside down. c. Staple together: A multi-page document that has pages that match this criterion can be stapled together. (e.g. Refill barcodes that span multiple pages could be stapled together as one document.) Note: Navigating away from the workspace without clicking the SAVE button will cancel any changes. Note: Changes made in Document Import Rules do not take effect immediately. The settings may take up to 15 minutes to take effect. 3.4 Folders Folders are used to organize queues. DocuTrack is installed with three folders: Pharmacy, My Private Queues and Users Queues. All queues can be edited, but My Private Queues and Users Queues cannot be deleted. My Private Queues is the folder where personal queues for individual users will be located. Users with Administrate System Queues rights will have the Users Queues folder and be able to view all individual users personal queues. When defining new folders, the name must be unique. 3.5 General Setup General Setup workspace has multiple subsection areas for entering system-wide settings. Clicking on a subsection will open up the different sections for viewing and editing. System Settings Subsection 1. Document Workspace Fonts: Selecting High Visibility displays the dropdown options within DocuTrack in bold text. 2. Message of the day: Allows user to broadcast a message that will be displayed on the logon screen. 3. Session Timeout: Selecting an amount of time before DocuTrack automatically ends a session (i.e. log the user off of DocuTrack). 4. FTP Server: This is the IP or machine name of the FTP server that the client will be using to save and obtain documents for viewing. (It is best to change this value while no users are on the system.) DocuTrack - Administrators Guide Page 5 of 14

6 5. Client Interface port range: This setting is used if a Pharmacy Information System interface relies on server-to-server communication. DocuTrack clients working through remote desktops such as Citrix will use these ports so server-to-server communication can be supported, allowing the Pharmacy Information System to control them. Your Integra Field Engineer will help determine if setting port ranges is needed for your company. If so, you will need to supply a port range that DocuTrack can open on the DocuTrack server to support the interface. Label Settings Subsection 1. Association Nonunique ID, Association Unique ID, Custom List and Custom Field Labels 1-4: Allows the user to create user friendly labels for the areas on the Association records in the Queue Editor and Documents workspace. 2. Association Format: These settings change what association information is shown in the association field in the Documents workspace. Entering a % value specifies that the corresponding value for an associated entity will be displayed. Settings Subsection 1. System To The address that system alerts will be sent to. 2. System From This is the From address, which will appear in any s generated by DocuTrack. Directory Settings Subsection 1. Database Backup Location: This can be a local or a mapped network directory. Real-Time Viewer Settings Subsection Access to the Real Time viewers requires additional licensing. If you have purchased the Real-Time Viewer Module, the license key must be entered into the Licenses workspace to remove this message. For further information on purchasing the Real-Time Viewer Module, please contact your Account Manager. It supports configuration of the Real-Time Status (RTSV) and Alert Viewers (RTAV). 1. Theme: Select the color scheme for the Real-Time Viewers (i.e. background and graph color). 2. Status Viewer Queues: Select up to 7 queues to display in the Real-Time Status Viewer. Stapled Originals Subsection At install, this subsection will have a default workflow setting. This section allows the user to edit the workflow where Stapled Originals will reside. Site Settings Subsection 1. Internal ID: This field can be used to save a customer-specified, unique ID that can be used someday for features such as enterprise reporting. 2. Site Name: Enter a unique name for the pharmacy. The Customer ID field is reserved for Integra use. Active Directory Settings Subsection This section is not enabled until an Active Directory Module license is entered in the Licenses workspace. This section setting allows users to auto-login when logging into their workstations. 1. Enable Active Directory Single Sign On: Checking this box enables the feature. 2. LDAP path: Enter the full LDAP string to the Active Directory. Use the form LDAP://mydomain.com. 3. Logon override script: If IT wishes to do some custom processing to determine if a user should gain access to DocuTrack, a path can be entered to a custom JavaScript file. If this file returns TRUE, DocuTrack will continue processing the logon. If it returns FALSE, DocuTrack will deny access. (The script must contain the function AllowLogon(sUserSID)). 4. Use these credentials to authenticate to the Active Directory: If the.net Frameworks is running under a domain account, this does not need to be checked, nor do the User name and Password fields need to be entered. Typically this will not be the case though. Just check the box and enter a User name and Password for a domain account that has rights to query the Active Directory. a. Note: If Active Directory is enabled and the logon panel is displayed (e.g. the user entered a bad login and failed Active Directory authentication) the user can enter their Active Directory username and password in the logon fields and still be authenticated by Active Directory. DocuTrack - Administrators Guide Page 6 of 14

7 b. When Active Directory is enabled, the system will grant access to the system based on whether or not the Active Directory groups the user belongs to are mapped in the system to DocuTrack groups. If so, it looks for a matching SID, then a matching UserID in the users table. If no match, a user will be created. If a match, the username and the user s group members are refreshed. Password is not refreshed. The ramifications of this are: 5. If the user existed before an administrator set the password, or the user changed it on the logon screen, the user can have an alternate DocuTrack logon because the Password saved for the user is the DocuTrack password and doesn t get overwritten with any Active Directory information. 6. If the user existed before and an admin changed the group memberships of the user, these will be lost on the next Active Directory login because the group memberships get overwritten for a user when they authenticate through the Active Directory. 3.6 Licenses This workspace is used for entry of license keys that enable features of DocuTrack. License keys can be purchased directly from Integra. Note that the deletion or modification of a license in this workspace can render a feature or DocuTrack inoperable. The list below does not contain different Pharmacy Information Systems that DocuTrack interfaces with. See the respective workspace to determine if your Pharmacy Information System is supported. Contact Integra Support for any changes. 1. Active Directory Module: Enables users to automatically log into DocuTrack based on their Active Directory or operating system credentials. 2. Barcode Module: Incoming documents are scanned for barcodes and, when recognized, mark them and associate the prescriptions to the documents. 3. Direct Delivery Interface: Enables the ability for Direct Delivery s to be processed. 4. Direct ID Module: Enables the use of Direct ID devices. a. The RFID Devices supported by DocuTrack are Air ID LT and pcprox. 5. Real-Time Viewer Module: Enables the Real-Time Status Viewer (RTSV) and Real-Time Alert Viewer (RTAV). 6. Update User Licenses: This license key determines the number of users that can be concurrently logged into DocuTrack with the right to Update documents. (This license key does not limit the number of users that can log in with the ability to just view documents.) 3.7 Log Viewer Select a Log Filename in this workspace to view the server log(s) for the DocuTrack program. This can be used for troubleshooting purposes. Integra can provide coaching if troubleshooting is required. 3.8 Security Groups The Security Groups workspace gives the Administrator the ability to limit the access of users. Adding/Editing Security Groups Note: When adding a new security group, Name must be unique. Important: When adding a new security group, a dialog will display to verify whether the new security group should be allowed to view all current public queues. By selecting yes, all existing public queues will be immediately visible to the new security group; by selecting no, existing public queues will not be visible. The selection of Security Groups that can view a queue can be found in the QED under Settings tab for each queue. The Administrator should uncheck the Submit Prescriptions permission in the Security Groups workspace if their Pharmacy Information Systems does not support submissions. Otherwise, users will get an enabled Submit button in the Documents workspace and potentially a cryptic error message if they try to submit. Assign Document Access Rights By default, a new security group will have access to all documents in the system. To limit the types of documents a security group can work with, document access permissions must be defined. Documents that a security group does not have access to will still be listed in queue contents; however, the user will not be able to load or view the document within the viewer. Choose the document settings that this Security Group has permission to access. Document Filter: Select which department/document type(s) the Security Group can access. Source Filter: Select which document sources the Security Group can access. Unchecked items will not be visible to the Security Group. DocuTrack - Administrators Guide Page 7 of 14

8 Note: If no items are checked the Security Group will have access to all documents. Assign Application Rights The Assign application rights subsection defines the permissions for members of the Security Group to access different areas of the application. Members of the Security Group will have access to those items which are checked; if not checked, users will not see those areas. Application View Visible Alerts: Allows the Security Group to see the Alert button and view alerts that have been triggered. Documents View Documents: Enables viewing document information in the Contents pane. The ability to view the actual document in the Detail pane will depend on the access provided to the security group in the Assign document access rights subsection. Go To: Enables the Go To button. Queue Printing: Enables the printing of all documents in a selected queue. History Dialog: Enables the History button. Update Documents: Enables user to make changes to a document in the Detail pane. Require Direct ID: Users of the Security Group required to have proper credentials in order to save changes to a document. Staple: Enables the Staple button. Submit Prescriptions: Enables the Submit button. Form: Enables the Form button. Copy: Enables the Copy button. Fax: Enables the Fax button. Queues and Searches Column Chooser: Enables the Column Chooser button in the Contents pane. Search Tab: Allows access to the Search tab. Private Queues: Allows creating, editing and deleting private queues. Administrate System Queues: Allows creating, editing and deleting system queues. Admin Workspaces Alerts: Allows Security Group to create, edit and delete system alerts. Archives: Allows Security Group to create, edit and delete system archives. Document Import Rules: Allows Security Group to create, edit and delete document import rules. Folders: Allows Security Group to create, edit and delete folders. General Setup: Allows Security Group to enter and edit information in the specific general setup subsections. System Settings Label Settings Settings Document Settings Directory Settings Real-Time Viewer Settings Stapled Originals Site Settings Active Directory Settings Licenses: Allows Security Group to enter license keys purchased from Integra which enable modules and features of DocuTrack. Log Viewer: Allows Security Group to access the Log Viewer workspace and view the log on the server. This is typically only needed for troubleshooting purposes. Security Groups: Allows Security Group to create, edit and delete security groups. Sources: Allows Security Group to create, edit and delete sources. Users: Allows Security Group to create, edit and delete users. Workflow Setup: Allows Security Group to manage all areas of the workflow setup -Status, Priority, Custom List, Doc. Type, Dept. and List Associations. Note: When Assign application rights are changed, for a security group, users of that security group must log out and back in again for those permission changes to be active for them. DocuTrack - Administrators Guide Page 8 of 14

9 Map Active Directory groups This subsection is not available unless the Active Directory Module is licensed. With Active Directory licensed, a user can launch DocuTrack and be immediately logged in using their Active Directory credentials. Their ability to get into the system and the rights they are granted is determined by the Active Directory groups they belong to and if they are mapped to Security Groups within DocuTrack. Within this section, the Administrator maps Active Directory groups to DocuTrack Security Groups. When a user starts DocuTrack, if their Active Directory membership matches any configured Security Groups, they will be automatically logged in with the rights that are assigned to those security groups. Enter a search value in the search box and click search. All matching security groups will be returned. These can be selected and added to the Mapped Groups box to map an Active Directory group to the selected DocuTrack Security Group. 1. Used By button provides a usage report indicating which users belong to the selected Security Group. 2. Copy to Clipboard (located on the Used By button dialog) enables the user to copy the information displayed in the usage report to another Windows application. 3.9 Sources A Source is a unique number or name that tells a user where a document originated from. The Sources detail pane provides information about each of the sources being used to enter documents into the system. Documents received from an unidentified source will be labeled with a default source name of (No Source ID). (No Source ID) is a special system record and is not editable in the Sources workspace. Adding/Editing Sources 1. Add/Edit the Sources header information: a. Source Name: Enter a name that identifies the source. b. Source ID: Enter the fax number or IP address of the source. (This must be unique.) c. Fax #: Enter the fax number of the source. This is the fax number that DocuTrack will dial when faxing back to the source. d. Description: (Optional). e. Source Type: Disabled and filled in by the system. 2. Add/Edit the Sources When a document is received.: information. a. Do not send a confirmation: b. Send a fax confirmation: Source has requested a fax confirmation. i. Fax #: Number. ii. Include thumbnails of the pages received: Check this to send snapshots of up to 9 pages of fax received. c. Send an confirmation: Source has requested an confirmation. i. Address d. Delete all incoming documents from this source: Select if documents received from this source should be discarded by the system. Note: Sources cannot be deleted if they are associated with a document currently in the system; the documents must first be archived out of the system. 1. Used By button provides a usage report indicating which public queues, private queues and number of documents are currently referenced by the selected source. 2. Copy to Clipboard (located on the Used By button dialog) enables the user to copy the information displayed in the report to another Windows application Users DocuTrack is delivered with two default non-editable users activated in the system. One user is called (System) and is used by the system to do document operations. The second is Integra Support which Integra uses for support purposes. When adding a new user, always search the contents pane first to verify the user does not already exist. Inactive users appear in italics. DocuTrack - Administrators Guide Page 9 of 14

10 Adding/Editing Users Add/Edit the Users information: 1. Name: Enter user name. 2. User ID: The ID used during login (This must be unique.) This is case sensitive. 3. Direct ID: The ACQUIRE ID button is only enabled when Direct ID is licensed in the Licenses workspace. When button is clicked, the ID of the strongest badge within range of the reader is placed in the Direct ID textbox. 4. Security Group: Select the Security Group the user is assigned to. A user may belong to more than one Security Group. 5. Password: The password the user will use to login to the system. 6. Confirm Password: Active: Uncheck to inactivate a user. Inactive users may not log on to the system. Note: any Direct ID or Security Group changes will not take effect until the user logs out of the system and back on. Unlock Documents Click on UNLOCK DOCUMENTS to release a document locked by the selected user. This may be required in the event a user exits without using the Log Off button or there is a system shut down while a user has a document opened. Deleting Users If the user has processed or viewed documents currently in the system (i.e. documents that have not been archived, DocuTrack will not allow deletion. This constraint exists because DocuTrack maintains an audit history of all users who have accessed documents in the system. If the user cannot be deleted at the current time, they may be inactivated until the documents have been archived out of the system. Queue Permissions vs. Group Permissions Document Storage: In DocuTrack, each Document has two pieces. The first is the actual physical file that is stored on the hard drive; this is referenced in the Document # field and tells the DocuTrack Client where to locate the file. The second part is the database entry that references the file. Inside this table entry is where the Department, Document Type, Status and other Custom fields are stored. A queue works by comparing the Reference Table to a list of specified qualifications. If the Document matches these qualifications, it shows up in the queue. Unless a copy of the file is made, at no time is there more than one copy of the file in existence, regardless of how many Queues the document appears in. The queue is displaying the reference to the Document, not putting a copy of the Document itself in the queue. Security Group based document access rights: Under the Admin Tab in the Security Groups section the Administrator can specify which type of documents a security group has access to. If a box is checked in the Document Filter or Source Filter that group will only be able to view those types of documents. Even if a user knows the specific Document ID, when trying to load the document with the GOTO function they will be denied access. This is because DocuTrack compares the group s document access rights to the Reference Table on the document. Unless the user s group has permissions that match the reference documents settings, they simply cannot view the file. Document access rights are used to restrict employee s accessibility to documents. For example, an Update user would not want to be given access to Billing documents. In that case, the Update user would have only the Pharmacy document types checked in the document access rights area. With this method, it is impossible for Update users to access documents they should not unless a qualified user changes the references to match their permission settings. Users may search for documents they do not have access to, but the search will come up blank. Queue based access rights: A queue allows a user to see all documents that meet a certain criteria. This criterion is specified by an Administrator (in the case of system queues) or the user (in the case of private queues). The Queue looks at all the documents and lists files that match what was specified in the search field. While a Queue may be able to find a document, this does not mean that the user has access rights to the file. By removing a security group s ability to access a queue, only the ability to see that Queue is removed; the user is still able to access the file by creating a Private Queue or by using the GOTO function to access the document directly. DocuTrack - Administrators Guide Page 10 of 14

11 The goal of queue based access rights is to prevent information overload. This can be avoided by only giving each user access to information they actually need. Using queue based permissions, only queues a user needs access to are visible thus streamlining workflow. When a user belongs to multiple groups, their rights will not be cumulative in all cases. If a user belongs to two groups, one granting a particular right while the other does not, the user will be granted that right. If, however, a user belongs to two groups where one has full document access rights and the other has limited document access rights, the user will only have access to the documents from the group with the limited access rights. Cumulative rights occur when a user belongs to two groups each with limited access rights; then when logged in, the user will be able to view documents that each group has access rights to Workflow (1) Status Status is used to define where the document is currently within the workflow (i.e. New, In-Work). Adding/Editing Statuses Add/Edit status information: 1. Name: Enter the name of the status. 2. Description: Enter a description of the status (Optional). 3. Rank: Enter a unique rank order. 4. Icon: Select an icon to display for this status in the Documents Content pane (Optional). Deleting Statuses 1. A status cannot be deleted when it is associated with a department/document type in the system. 2. A status cannot be deleted when it is used in the definition of a queue. 3. If the status cannot be deleted at the current time, it can be inactivated through the Workflow (6) List Associations workspace. The status will need to be inactivated for every department/doc type to which it is currently associated. 1. Used By button provides a usage report indicating which list associations, public queues, private queues, groups, document import rules, archives and number of documents are currently referenced by the selected status. 2. Copy to Clipboard (located on the Used By button dialog) enables the user to copy the information displayed in the report to another Windows application Workflow (2) Priority Priority is used to identify the importance of a document. Adding/Editing Priorities Add/Edit priority information: 1. Name: Enter the name of the priority. 2. Description: Enter a description of the priority (Optional). 3. Rank: Enter a unique rank order. 4. Icon: Select an icon to display for this priority in the Documents Content pane. (Optional). Deleting Priorities 1. A priority cannot be deleted when it is associated with a department/document type in the system. 2. A priority cannot be deleted when it is used in the definition of a queue. 3. If the priority cannot be deleted at the current time, it can be inactivated through the Workflow (6) List Associations workspace. The priority will need to be inactivated for every department/doc type to which it is currently associated. 1. Used By button provides a usage report indicating which list associations, public queues, private queues, groups, document import rules, archives and number of documents are currently referenced by the selected priority. 2. Copy to Clipboard (located on the Used By button dialog) enables the user to copy the information displayed in the report to another Windows application. DocuTrack - Administrators Guide Page 11 of 14

12 3.13 Workflow (3) Site Specific (Custom List) Site Specific is a site defined field. Adding/Editing Custom Lists Add/Edit custom list information: 1. Name: Enter the name of the custom list. 2. Description: Enter a description of the custom list (Optional). 3. Rank: Enter a unique rank order. 4. Icon: Select an icon to display for this custom list in the Documents Content pane. (Optional). Deleting Custom Lists 1. A custom list cannot be deleted when it is associated with a department/document type in the system. 2. A custom list cannot be deleted when it is used in the definition of a queue. 3. If the custom list cannot be deleted at the current time, it can be inactivated through the Workflow (6) List Associations workspace. The custom list will need to be inactivated for every department/doc type to which it is currently associated. 1. Used By button provides a usage report indicating which list associations, public queues, private queues, groups, document import rules, archives and number of documents are currently referenced by the selected custom list. 2. Copy to Clipboard (located on the Used By button dialog) enables the user to copy the information displayed in the report to another Windows application Workflow (4) Doc. Type Document Types are used to categorize the types of documents managed in the system (i.e. Delivery Slips, Med Forms, Admission Forms). Adding/Editing Doc. Types Add/Edit doc. type information: 1. Name: Enter a descriptive name for the doc. type. This name will be displayed in the Doc. Type drop-down list in the Documents workspace. 2. Description: Enter a description of the doc. type. This entry is optional, but can be a helpful note for the Administrator identifying the purpose of the doc. type. Deleting Doc. Types 1. A doc. type may not be deleted if it is currently associated with any department in the system and/or any document. 2. If the Doc. type cannot be deleted, it can be inactivated by removing all associations of a given type with this doc. type in the Workflow (6) List Associations workspace. (i.e. Removing all priorities assigned to the doc. type.) If the doc. type is associated with more than one department, this will need to done for each Dept. /Doc. Type combination. 1. Used By button provides a usage report indicating which list associations, public queues, private queues, groups, document import rules, archives and number of documents are currently referenced by the selected doc. type. 2. Copy to Clipboard (located on the Used By button dialog) enables the user to copy the information displayed in the report to another Windows application Workflow (5) Dept. The Department screen is used to associate Document types with a Department. Adding/Editing Departments Add/Edit Dept. information: 1. Name: Enter the name that identifies the department. 2. Description: Enter a description of the department (Optional). 3. Display order: Enter a unique display order for the department. 4. Doc Type: Associate document types with a given department. a. To associate a document type from the Available list, select it and click the right arrow to move it to the Associated list. DocuTrack - Administrators Guide Page 12 of 14

13 b. To remove a document type from the Associated list select it and click the left arrow to move it to the Available list. A document type may not be removed from a department if the given Dept. /Doc. Type is assigned to a document in the system and/or specifically referenced in a queue (system or private). 5. View Settings: Select the portion of the document that will initially be viewable in the document viewer (i.e. top-left, top-right, bottom-left, bottom-right) and select the initial view orientation (i.e. portrait or landscape). Once a document has been saved, the saved orientation and view will be used when loading the document. 6. Up/Down: Change the display order of document type within a department. This is the order in which the document type will be displayed in the Doc. Type drop-down list in the Detail pane of the Documents workspace. Selecting a document type and clicking Up will move it up one row and clicking Down will move it down one row. Deleting Departments 1. A department may not be deleted if it is currently associated with any document in the system. 2. If the Department cannot be deleted, it can be inactivated by removing all associations of a given type with this Department in the Workflow (6) List Associations workspace. (i.e. Removing all priorities assigned to the department.) If the department is associated with more than one doc.type, this will need to done for each Dept. /Doc. Type combination. 1. Used By button provides a usage report indicating which list associations, public queues, private queues, groups, document import rules, archives and number of documents are currently referenced by the selected dept. 2. Copy to Clipboard (located on the Used By button dialog) enables the user to copy the information displayed in the report to another Windows application Workflow (6) List Association The values for Status, Priority and Custom List data for a given Dept. /Doc. Type are defined in the List Associations workspace. Every combination of Department and Document Type that has been defined in the Dept. workspace appears in the Contents pane of the List Associations workspace. Inactive combinations appear in italics indicating that documents may not be assigned to the given combination of Dept. /Doc. Type. Editing List Associations Add/Edit List Associations information: 1. Association: Read-only field Dept. /Doc. Type currently being updated. 2. Association status: Active: will be available for assignment to documents. Inactive: will not be available for selection. 3. Statuses/Priorities/Custom Lists: Define list of valid status/priority/custom list values for given Dept. /Doc. Type. Select from the Available list and click the right arrows to associate it with the given Dept. /Doc. Type. Select from the Associated list and click the left arrows to remove it. A status/priority/custom list value may not be removed if the given dept. /doc. type/item is assigned to a document in the system and/or specifically referenced in a queue (system or private). 4. Active: Check to make the given Dept. /Doc. Type Status, Priority or Custom List active and available for assignment to a document or for use in a queue definition. 5. Up/Down: Change the display order of item within a Dept. /Doc. Type. This determines how Statuses, Priorities and Custom List items will be displayed in their respective drop-down lists in the Detail pane of the Documents workspace. Selecting the item and clicking Up will move it up one row and clicking Down will move it down one row. Note: By clicking on the Name header in the Associated grid the statuses/priorities/custom lists can be sorted. Note: When using Security Group based document access rights and adding a new Doc. Type or a new Status, Priority or Custom List value to an existing Doc. Type, the security group will not have access to any document with these new attributes. In order to prevent this from happening, be sure to check security group permissions whenever adding add new attributes. 1. Used By button provides a usage report indicating which list associations, public queues, private queues, groups, document import rules, archives and number of documents are currently referenced by the selected list associations 2. Copy to Clipboard (located on the Used By button dialog) enables the user to copy the information displayed in the report to another Windows application. DocuTrack - Administrators Guide Page 13 of 14

14 4 Reports With SQL 2005, users will be able to access a limited set of reports, using the Reporting Services of SQL These reports can be accessed by navigating in Internet Explorer to Servername>/reports. The reports available are: Associations by User Average No of documents per hour Delivery Manifest Reconciliation Documents processed by User Documents processed by User Date Range Summary Documents received by Priority Documents received by Source Queue Document Count Unedited document views by user Note: Once the workflow has been setup for a facility it typically does not change. Status is generally the only change for the rest of the document's lifecycle. Customers that have changed their workflows must be aware of this they may be getting a false indication of staffing needs. The report most likely to be generated for staffing needs is "No. of Docs set to Selected Status by Month and Source" report. 5 Form Fill-In Creation Adobe Forms can be created with text box source fields mapped to DocuTrack entities. When this form is created in DocuTrack and an association occurs (via Direct Connect or Quick Associate), the association detail will populate the Form. These forms must be created using Acrobat Professional 7.0 or 8.0 and cannot be saved in an XFA format. Please contact Integra Support for instructions on source field assignments to your forms. DocuTrack - Administrators Guide Page 14 of 14