Overview
IRMS has the capability to import one document at a time through Document Maintenance or multiple documents at once through the Multiple Document Import screen. Also, IRMS can export either one document at a time or multiple documents through the Document Export screen. While importing and exporting you will have the option to include a specification file. The specification file includes all of the metadata for the imported or exported document(s). The order of the fields in the specification file is important and is listed in the Specification File Definitions section.
Importing
Importing a Document in Document Maintenance
Importing is the process that makes a copy of a document for use in IRMS. As a part of this process, the text of the document is stored in IRMS (for searching). The metadata regarding the document can also be imported into IRMS and stored with the document record in Document Maintenance.
1. In the Document Maintenance screen, start a new document, by selecting the appropriate type of document (i.e. Standard, Global, Template, …) in the You are Working With field.
2. Click the New button at the bottom of the screen in the Documents navigation bar.
3. Then click the button.
4. Specify the file name of the word processing document that is to be imported. This is done through a standard Windows "Open File" box. The file name can be typed directly into the "File Name" field or it can be selected using the "Drives", "Directories", and "File Name" lists.
Folder Setup in User Preferences
The default directory is specified using the Import Data From field of the Folders tab in User Preferences. The example below is “C:\work\Import Testing Folder”.
Folder Setup in Division Parameters:
The file type that will be displayed (usually *.doc) can be specified using the IRMS Document Mask field of the Document/FAQs/ Representative tab of Division Parameters.
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5. Click the button. IRMS will return to Document Maintenance with the text of the document shown in the Text field, a Control # will be assigned by IRMS, and a internally numbered .doc name will be given to the document and shown in the field to the right of the Doc ID field.
6. Provide a document identification number for this document in the Doc ID field. Enter any other metadata that you deem necessary.
7. Approve the document by selecting “Approved” from the Status field.
8. To get access to this document for use in letters, you must reset security by selecting Reset Security from the Tools drop down menu. Otherwise, the document will be available when you log out of IRMS and log back in.
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Importing Multiple Documents
When several documents need to be imported, IRMS has a special screen designated for this purpose.
This screen, Multiple Document Import, is accessed through the Mass Import item on the Documents drop down menu. (Please note that the Mass Import item is only available from the IRMS Main Menu. If you are in a different screen in IRMS, the Mass Import item will not appear in the Documents drop down.)
1. From the IRMS Main Menu, select the Mass Import item from the Documents drop down menu.
2. The Multiple Document Import screen will open.
3. Enter the name of the Directory containing the documents to be imported or click the Browse button, navigate to the appropriate directory, and click the button.
4. Enter the type of files that will be imported from the directory (i.e. *.doc).
5. If you are including a Specification file, check the Use Specification File field. (See the
“Importing with a Specification File” section in this guide for a detailed explanation.) 6. Select the appropriate Division and Language for these documents.
7. You may also select a Product and Category for these documents.
8. Enter a Doc ID Rule for IRMS to name the doc ids as they enter IRMS. (IRMS will provide a default doc id name that is equivalent to the file name.)
9. Click the Import button.
10. IRMS will inform you that it is ready to import the number of documents located in the selected Directory.
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11. Click OK.
12. IRMS will inform you that the import has been completed and that the security will automatically be reset.
13. Click OK. IRMS will remain in the Multiple Document Import screen.
14. Exit the Multiple Document Import screen, by clicking the X.
15. Enter Document Maintenance. The imported documents will be Standard documents and will all be Pending; therefore, select the “Standard” and “Pending” options in the You Are Working With section.
16. Navigate to imported documents. (The Doc ID will be equal to the file name of the document, if no Doc ID rule was inserted into the Multiple Document Import screen.)
17. Make any metadata additions as you deem necessary.
18. Approve the document, by selecting “Approved” from the Status field.
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Importing with a Specification File
The specification file includes all of the metadata for the imported documents. The order of the fields in the specification file is important and is listed in the Specification File Definitions section.
To Make a Specification File to Import into IRMS:
1. Open a file named Export.TXT.
2. Type the Field Name of each field that will be included in the importing, separating each field with a comma.
3. Hit return.
4. Type the data record in quotes for the appropriate Field Name.
5. Continue entering the data records in the order listed in the Specification File Definitions section, separated by a comma.
6. To add another document’s information, hit a carriage return, and then begin at step 4 again.
Specification File Definitions
Field Name Required Description Sample Data ExportFile Y Name of the Word file. "linkingtest3.Doc"
Selected N Used for document search
selection.
"0"
Qty N Quantity on hand for
enclosures.
"0"
AccessRights N Access rights for general users. "Full Use"
Code Y Document ID (Doc ID). "linkingtest3"
RefNo N Internal control number
assigned by IRMS.
"10234"
Type Y Type of document (Standard,
Product,Template, Global).
"Standard"
Dept Y Owner Department. "Medical Information"
Division Y "US"
Product Y Product Code assigned to the
document.
""
Category Y Category Code assigned to the
document.
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Field Name Required Description Sample Data
FileName Y Path and file name of the linked
file. This is only used if the document is not imported into IRMS.
ApprovedDate Y Date the documents was
approved.
"03/23/2005 3:35:06 PM"
ArchivedDate Y Date the documents was
archived.
""
Author Y Name of the author of the
document.
""
Language Y Language of the document. "English"
BulletText Y Bullet text which appears on
the response letter.
"Bullet Text"
HasContents Y Set to True if this record will
contain a document.
"-1"
HasLink Y Set to True if this record will
contain a link to a file.
"0"
DeleteUser N User ID of the user who deleted
this document.
""
DeleteDate N Date the document was
deleted.
""
Location N Description of the physical
location of the document.
""
HasWebDoc Y Is this document exported to
the web.
"0"
WebDocApprovedDate N Date the web document was approved.
""
LastSearchDate N Date a search was performed
for updated information.
""
TimeSpent N Amount of time spent working
on this document
"0"
Misc1 N Miscellaneous information #1 ""
Misc2 N Miscellaneous information #2 ""
Misc3 N Miscellaneous information #3 ""
EDLDoc N "0"
EDLPdf N "0"
EDLDirty N "0"
121 Field Name Required Description Sample Data
LastEditDate N Date document was last edited
using Word
"03/23/2005 3:34:13 PM"
LastChangeDate N Date the meta data was last
changed
CorrespondenceType N Not Used ""
GRD Y Doc ID of Global Document ""
GRDEdited Y Indicates a change was made
to the global document
"0"
GRDType Y 0=Based on Global, -1=Copy
of the global
"0"
UsedInCombo Y Document is included as part of
a Combo
"0"
HasEnclosures Y Document has enclosures
associated with it
"1"
AbstractCode Y Abstract Code assigned to this
document
""
obaImportArchive N Not Used "0"
ISSN N The ISSN number of the
PubYear N The year that this document
was published.
""
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Sample Specification File File name: Export.TXT
Comma Separated Quote Delimited Field Name in Row 1
New documents separated by Carriage Return
ExportFile,Selected,Qty,AccessRights,REFNO,APPROVEDDATE,ARCHIVEDDATE,HASCONTENTS,HASLINK,D ELETEDATE,HASWEBDOC,WEBDOCAPPROVEDDATE,LASTSEARCHDATE,TIMESPENT,EDLDOC,EDLPDF, EDLDIRTY,LASTEDITDATE,LASTCHANGEDATE,PRIMARY,FOLLOWUPDAYS,CODE,TYPE,DEPT,DIVISIO N,PRODUCT,CATEGORY,TOPIC,TITLE,FILENAME,STATUS,AUTHOR,LANGUAGE,BULLETTEXT,DELETEU SER,LOCATION,MISC1,MISC2,MISC3,EXTOBJECTTYPE,EXTOBJECTID,CORRESPONDENCETYPE,USEDIN COMBO,GRD,HASENCLOSURES,GRDEDITED,ABSTRACTCODE,EXTERNALUSE,OBAIMPORTARCHIVE,PU BPAGES,ISSN,PUBYEAR,PUBNAME,COPYRIGHTLEVEL,GRDTYPE
"linkingtest3.Doc","0","0","Full Use","10704","3/23/2005 3:35:06 PM","","0","-1","","0","","","0","0","0","0","3/23/2005 3:34:13 PM","3/23/2005 3:40:27
PM","0","0","linkingtest3","Standard","Medical Information","US","","","","","C:\Documents and Settings\SUSIE\My Documents\This is a sample document to use for a linked enclosure.doc","Approved","","English","Bullet
Text","","","","","","","","","0","","0","","","0","0","0","","","","0","0"
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Importing Enclosures using Import Wizard
OverviewImport Wizard allows users to electronically import Document Enclosures into IRMS using MS Access, MS Excel, Text, or XML files. The following data can be imported using the Import Wizard: Account, Contact, Case, Document Enclosures, Drug Dictionary, Terms Maintenance, Representative, and Rep/Postal Link.
This section explains how to import Document Enclosures only.
Processing Steps for Importing Document Enclosures
1. Access this option from the Tables menu, and then click Import Wizard. The Import Wizard screen is displayed.
2. Select the “Document Enclosures” radio button.
3. Click the Next button. The IRMS Import – File Selection screen is displayed.
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4. Navigate to the file that will be imported and click the Select button. The IRMS Import message window is displayed.
If the first row of data contains column headings, click Yes, and IRMS will display the first row as column headings. If the first row of your data does not contain column headings, click No, and IRMS will add headings labeled Field 1, Field 2, …etc. The Import Wizard – Alignment Selection screen is displayed.
5. Click into each column and assign a field to that column using the pick list arrow. After each column is assigned to a field, click the Next button. The Data Integrity Check screen is displayed.
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6. The Data Integrity Check screen displays all the potential fields as the column headings. Check through the data and verify everything is correct and click Finish. The Enclosure Import Options screen is displayed.
Note about how fields are populated using Import Wizard:
If the Import Wizard cannot determine how a specific field should be populated, a message is displayed stating how the field will be populated and how the process should proceed.
Click Yes to continue or click No to stop the import.
7. Select the “Complete Replacement of ALL Enclsoures” to replace all Enclosures in the Document Repository. Select “Append these as ADDITIONAL enclosures” to add the Enclosures to the current repository. Click OK to continue processing. The IRMS Support screen is displayed as shown below. Click Cancel to stop the import.
8. The process is complete. Click OK. The IRMS Main Menu is displayed.
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Document Enclosures fields that can be imported
Below is a list of fields that can be imported using Import Wizard.
Approved Date Author BulletText Category Code Comments Copyright Level Division File Name
ISSN Language LastEditDate LastSearchDate Location Misc1 Misc2 Misc3 Product
PubName PubPages PubYear Subject Timespent Title Topic
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Exporting Documents
Exporting is the process where the IRMS version of a document is saved in a location of choice.
Documents to export can be selected using filtering options in the Document Maintenance screen.
Multiple documents can be exported by selecting them in the Document Search/Selection screen.
1. To export one document, select the document in the Document Maintenance screen. Click the button. Skip to step 4.
2. To export multiple documents, access the Document Search/Selection screen by clicking the button or by choosing from the Tools drop down menu.
3. Select the documents to be exported by clicking in the left column. Click the toolbar button and click the button from the drop down menu.
4. The Document Export screen will appear. This screen is used to make copies of documents from IRMS for use elsewhere.
5. Choose which of the displayed documents you would like to export.
All of them – Export all the documents in the selection.
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The ones I have checked – Export just the documents that have been checked. Note: This option is not available if you reached the Document Export screen from the Document Maintenance screen.
The one currently selected – Export just the current document.
6. Choose the format to export the Microsoft Word document(s).
As MS-Word Documents – Export Word documents as Word documents.
Unsecured Adobe PDF – Export each document as an unsecured PDF using Adobe PDFWriter. (You must have Adobe PDFWriter installed for this option to function.)
Secured Adobe PDF – Export each document as a secured PDF using Adobe Acrobat Distiller. (You must have Adobe Acrobat Distiller installed for this option to function.) The security features used are configured using the Acrobat Security … item in the System drop down menu.
Note:
If the document in the record is already in PDF format, IT WILL NOT BE MODIFIED. It will be copied just as it is. At this time, if you wish PDF documents to be secured, the documents must be secured when the documents are saved.
7. Would you like a separate zip file for each document or just one zip file for all specified documents?
8. Choose how to name the document(s) to be exported.
By Control No. – IRMS will create a file name based on the document's Control#.
By Doc ID – IRMS will create a file name based on the document's Doc ID.
By Title – IRMS will create a file name based on the document's Title.
File Extension – If IRMS is making up the name, what file extension should it use?
I will specify the name – You must enter a legal file name in which to store the exported document.
9. Choose the folder/file name that will store the exported document(s).
Depending on choice in the previous sections, you will either have to provide a folder to store the documents or a specific file name in which to store one document. Use the button to specify this value.
10. Choose any other options that you would like from the Options section.
Apply a watermark to MS-Word docs… – Apply the previously defined watermark for the Document Export Output Type. This is done using the Watermarks option in the System menu.
Append the Enclosures – Check this box and IRMS will append the enclosure list to the end of the document.
Append the Reference Document – Check this box and IRMS will append the reference document after the standard document (and optionally its enclosures).
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Include Specification File – Check this box and IRMS will include the specification file. (A file named Export.txt that is a comma separated data file containing the field metadata for the documents exported. This file can be used by the Mass Import process in IRMS.) ((A full listing of the specification file field names and descriptions is included in the Administration Guide Importing Documents section.))
11. Click the button.
12. IRMS will notify you when the export is completed with the following screen:
13. Click OK and close the Document Export screen by clicking the X.