Adding, modifying, and removing documentsTopic number: 1441907562772

You can add documents such as appointment letters, brochures, illustrations, and questionnaires to a study from a scanner, file, or catalog. You can then print them, get them filled in by patients, or share them with patients as needed, and upload new versions of these documents.

To manage documents, use the Documents table in the Text area. The table contains two parts:
Document typeDescription
Prescribed in the procedure planDocuments, such as brochures, appointment letters, illustrations, questionnaires, and e-questionnaires, that are linked to steps in the current procedure plan assigned to a study.
Additional documents
  • Documents, such as brochures, appointment letters, illustrations, and questionnaires, that the user manually adds to a study.
  • Handed out documents and submitted e-questionnaires linked to steps that were deleted from a procedure plan manually or automatically (as a result of changes to the procedure plan, such as switching the procedure plan, restoring the default procedure plan, and undoing changes to the procedure plan).
To add, modify, and remove documents
  1. In the Text area, if the Documents table does not appear, right-click in the study information tab and select Customize fields.

    From the Available data elements list, add Documents to the Displayed data elements list and click OK.

  2. Beside the Documents link, click Edit. Pencil

    The Documents tab is displayed, showing document information.

  3. To upload an additional document, do one of the following:
    CommandProcedure
    Add from scan or Advanced scanFollow the scanner instructions.

    Tip:

    To ensure that scanned documents have optimal quality, adjust your workstation settings as follows: Select Tools > Workstation and, from the Color mode list, select Grayscale. Click Save & close.
    Add from file Select the type of document that you want to upload and click Ok. In the Open dialog, navigate to the file, select it, and click Open.

    You can upload files no larger than 3 MB in the following formats: PDF, TIFF, GIF, JPEG, PNG, and BMP.

    Add from catalogThe catalog contains the list of documents configured by your administrator. It could include brochures, appointment letters, illustrations, questionnaires, or e-questionnaires. Filter results by using the Category list and the Description field.

    Select a document and click Add.

    The new document with the Handed out status is displayed under Additional documents.

  4. To add a new version of an existing document, select this document in the Documents table, and use one of the following tools to upload the new version:
    ButtonNameDescription
    File Open OpenSelect a file on the local computer.
    Scanner ScanStart a scanner connected to the workstation.

    The document for which the new version was uploaded is marked as Handed out.

  5. To modify an e-questionnaire without uploading a new version:
    1. Select Edit for this e-questionnaire. Pencil
    2. Complete the e-questionnaire.
    3. Click Submit.

    The e-questionnaire is submitted.

  6. To add or edit the description of a document, select the document and use the Description field.
  7. As needed, use tools when viewing a document:
    Table 1. Tools available for all document categories
    ButtonNameDescription
    Printer PrintPrint the document.

    Note:

    If an error occurs when you print an e-Questionnaire using PDFCreator, use the Save as PDF option instead.
    Table 2. Tools available only for brochures, appointment letter, illustrations, and questionnaires
    ButtonNameDescription
    Pages # of #PagesOnly for PDF files, browse through the pages of the document.
    Minus sign Plus sign Zoom in and Zoom outEnlarge or reduce the image size.
    #%Zoom menuSelect a percentage for viewing the whole document.
    1:1 Original sizeView at actual pixel size.
    FitFit to pageDisplay the document to fit the page.
    Fit horizontalFit to widthDisplay the document to fit in the page width.
    Fit verticalFit to heightDisplay the document to fit in the page height.
    WorkstationFull screenDisplay the document to fill the screen.
    Zoom lens Zoom lensDrag over any screen area to magnify it.
    Rotate left Rotate rightRotate left and Rotate rightRotate the document clockwise or counter-clockwise.
    Invert InvertExchange the white and black areas of the document.
  8. To remove an additional document or the version of a prescribed document, select the document and click Remove.
Required permissions:
  • Can add/edit documents
  • Can change workstation configurations
  • Can remove documents
(For more on permissions, see Security roles: Concepts.)