The Document Repository is built in the IRMS-CM Content Management module.
The concepts used to build the repository in IRMS are the same as those used in IRMS-CM.
Please refer to the Content Management Guide about how to build the Content Repository. Once the repository is built, the documents and document types are used through out IRMS.
The Document Maintenance option displays the various document type built in IRMS-CM. The documents and their attributes can be viewed, but cannot be changed.
Document Maintenance Window
The Document Maintenance window is made up of four sections. The first section at the top of the window displays the Selection, Status, and Division. The second section on the left side of the window contains meta-data specific to the document type. The third section on the middle and right side of the window contains additional meta-data that is common to all document types. The fourth section on the bottom of the window (displayed only for Standard documents) contains a place to associate Enclosures, Product documents, and Combo documents with the Standard document.
For an explanation of the definitions of the fields, refer to the Content Management Guide.
To access Document Maintenance, select one of the following options below:
♦ Click Documents from the IRMS Main Menu, or
♦ From the IRMS Main Menu bar, click Maintenance from the Documents menu, or
♦ Click Documents from the IRMS Main Menu toolbar.
The Document Maintenance window is displayed.
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Document Maintenance Screen and Toolbar
The Document Maintenance window is displayed. The document and its attributes can only be viewed from this window. The active buttons include Search, Test, View, and Ref Doc. The buttons are explained below.
Search
The Search button displays the Document Search/Selection window. Enter the criteria and then select the Find button. For more information, refer to the Document Search section.
Text
The Text button displays the content in a read-only format in a new window. Click the Close button to exit the window.
View
The View button displays the content in MS Word. When the document is displayed in word, click Close to exit MS Word and return to the Document Maintenance window.
Ref Doc
The Ref Doc button displays the associated Reference Document associated with a Standard document. If there is no Reference Document, a message window is displayed indicating that no Word Processing document exists. Click OK to exit the message and return to Document Maintenance.
45 Common Fields for All Document Types
The fields displayed in the middle and right sides of the screen are common to all document types.
Below is an explanation of the fields.
Common Fields in the Second Column
Status Select from the pick list the Status applied to the document. The four types of status are:
“Approved” – the document is available to use
“Pending” – the document is currently being written and/or changed and is not available to use.
“Inactive” – the document is inactive and cannot be used
“Archived” – the document has been replaced with an updated version and is not available for use.
Control # A unique number automatically assigned to every document by IRMS.
Sub Type An additional classification for the Document Type. Select the Sub Type from the pick list. The Sub Type is defined in the “Document Sub Type” Table Name in General Tables.
File Name If the document is created in IRMS, then the folder and file name location is automatically populated by IRMS. If the document is created outside of IRMS, a file path and file name should be entered by the user.
Division The name of the Division that owns the document. The Division is defined in the Division Parameters.
Department The name of the Department that owns the document. The Department is defined in the “Department” Table Name in the General Tables.
Language The language the document is written. If responses are given in multiple languages, each document has its own version. The Language is defined in the “Language” Table Name in the General Tables.
Author The author of the document. The Author is defined in the
“Document Author” Table Name in the General Tables.
Text The content of the document used in the Response Letter. The content is entered or imported from a Word document. See the specific types of documents for further information on entering text.
Location The bin location of the preprinted document.
Misc 1 Data in this field is determined by the client. The label can be changed in the Division Parameters in the Document/FAQs/Rep tab.
Misc 2 Data in this field is determined by the client. The label can be changed in the Division Parameters in the Document/FAQs/Rep tab.
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Misc 3 Data in this field is determined by the client. The label can be changed in the Division Parameters in the Document/FAQs/Rep tab.
Common Fields in the Third Column
Edit Date The last date the document was edited. The date is automatically assigned by IRMS.
Approved Date The date the document was approved. The date is automatically populated when the Status is changed to “Approved”.
Archived Date The date the document was archived. The date is automatically populated when the Status is changed to “Archived”. An archived document is not available to use.
Search Date The date that research was last completed for this document.
Expiration Date The date this document will expire and should be reviewed.
Additional parameters are set up in the Division Parameters. For more information on using expiration dates, see “Establishing Notification of Expired Documents” later in this chapter.
Changed Date The last date a change was made to the document. The date is automatically populated by IRMS.
Web Doc? Selecting the checkbox indicates that a web version of the document exists. The field to the right is the date the web version of the document was approved.
Time Spent Use varies by IRMS licensees.
Access Control Section
The Access Control section defines the level of security for Service Representatives and Contact Types. There are four different levels for Service Reps and two different levels for Contacts.
Service Rep Grants rights for the Service Rep to use the document based on the level selected. Select Level 1, 2 3 or 4 to grant rights to the document. To grant access to all the preceding levels, click the arrow to the left of the checkbox. For example, to grant access to Level 1, 2, and 3, click the arrow to the left of the third checkbox.
Otherwise, select the specific checkboxes to grant access to that level. If all checkboxes are selected, the document can be used by all Service Reps. At least one checkbox should be selected. The Service Rep Access Level rights are granted in Group Security.
Contact Grants rights for the Contact to view the document based on the Contact Type for that Contact. Select Level 1 or 2 to grant rights to the document. If both checkboxes are selected, the document can be used by all Service Reps. At least one checkbox should be selected.
The Level for the Contact Type is defined in the “Contact Type”
Table Name in the General Tables.
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Building Templates
Templates are used to create written responses to a case in multiple formats. Responses to an internal case may be handled differently than a case from a health professional or company representative. If a response is in multiple languages, then different Standard Documents need to be created for each language.
For this reason, IRMS provides a feature to customize the basic format of these responses. This is referred to as Templates. These templates are word processing documents created and accessed in the Document Maintenance window with a Type of "Template".
Templates include opening and closing templates that are built to provide different responses. Once built, how the templates are used (opening and closing) is defined in the Template Decision Table.
Tips on Creating an Opening Template
The "Opening" template must contain the following information:
Page Setup (Margins, Paper Size, Paper Source, and Layout)
Format (Character Font, Spacing, Alignment)
Headers & Footers
Response Letter Opening Merge Fields Sample Opening Template Document
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Tips on Creating a Closing Template To create a closing template:
1. Create a word processing document as you would any other.
2. Type a closing paragraph and “Sincerely,”.
3. Using the word processing insert field (merge), place the merge fields, <<SignName>>,
<<SignTitle>>, <<SignPhone>>, where you want the letter to print this information.
Note:
How to insert a merge field and a complete listing of all of the possible Medical Information merge fields is located in the Field Codes Guide.
4. Place the merge fields, <<SignInit>>, <<UserInit>>, and <<CaseNo>> where you want the letter to print this information.
5. Type “CC:” and “Enc.” and include the merge fields <<CC>> and <<Enclosures>> where you want the letter to print this information.
Note:
“If” statements are used to control merge fields like CC’s and Enclosures. This is needed to prevent the labels for these merge fields from printing when there are no ccs or enclosures to print.
6. Save the document in Word.
Sample Closing Template Document
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Viewing Standard Documents
When you are adding standard documents, you will probably want to assign enclosures to those standard documents. This might include scanned versions of package inserts for each product as well as reprints and diagrams that you might include in a response letter. You will then be able to assign enclosures to each standard as you create it. In addition, at the same time you are creating the standard documents, IRMS will enable you to define and build a separate document with the
references for that standard. In this way, IRMS will be able to combine the standards, references, and enclosures together using a variety of Letter Formats.
1. Navigate to the Document Maintenance screen.
2. The window is displayed with the You are Working with field set to “Standard”. If it is not, select “Standard” from the pick list. The window for a Standard document is displayed as shown.
Associating Enclosures, Product Documents and Combo Documents to a Standard Document
If Enclosures, Product and Reference documents are associated with a Standard, the documents are displayed.
Document Notification
If Document Notification is used, an email will be sent to the *Owners or
<<GlobalProduct>>Owners specified in Shift Maintenance when the Status of a Standard Document is changed from “Pending” to “Approved” or the contents of the document is modified.
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Viewing Reference Documents
Reference Documents are created in the Content Management module.
1. Navigate to the Document Maintenance screen.
2. Select “Reference” from the You are Working with: field. The window for Reference documents is displayed.
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Viewing Product Documents
Product Documents are maintained in the Content Management Module.
1. Navigate to the Document Maintenance screen.
2. Select “Product” from the You are Working with: field. The window for Product documents is displayed.
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Viewing Enclosures
Enclosures are maintained in the Content Management Module.
1. Navigate to the Document Maintenance screen.
2. Select “Enclosure” from the You are Working with: field. The window for Enclosures is displayed.
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Viewing E-mail Templates
Enclosures are maintained in the Content Management Module.
1. Navigate to the Document Maintenance screen.
2. Select “E-mail” from the You are Working with: field. The window for E-mail templates is displayed.
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Additional Features with Documents
Printing/Viewing an “Enclosures Where Used” Report
1. In the Document Maintenance screen, select Enclosure from the You are Working With combo box.
2. Navigate to the appropriate enclosure by using the Record navigation bar at the bottom of the screen.
3. Select from the Document Maintenance Shortcuts drop
down menu.
4. If the enclosure has not been used, a box will appear stating so.
5. If the enclosure has been attached to a document, then IRMS will open the EncWhereUsed:
Report screen, which lists the documents that are using this enclosure. This screen is shown at the bottom of this section.
6. To print the report, click the toolbar button.
7. To e-mail the report, click on the Email As toolbar button and select one of the options in the pick list – PDF, Rich Text, or Snapshot.
8. To save the report, click the Save As toolbar button and select one of the options in the pick list - Excel, PDF, Rich Text, Snapshot, or Text.
9. Closing the screen, returns IRMS to the Document Maintenance screen.
Toolbar and Sample Report