NetDelivery Administrator Guide

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NetDelivery Administrator Guide | Manualzz

NetDelivery

Administrator Guide

Release 5.8.n.n

Interbit Data, Inc.

235 West Central Street

Natick, Massachusetts 01760

USA

(508) 647-0013 www.interbitdata.com

Copyright Notice

Copyright © 2010 Interbit Data, Inc. All rights reserved. Interbit Data and the Interbit Data logo are trademarks of Interbit Data Inc. in the United States and other countries. All other trademarks, service marks, registered trademarks, or registered service marks in this document are the property of Interbit

Data or their respective owners. All specifications are subject to change without notice. Interbit Data assumes no responsibility for any inaccuracies in this document or for any obligation to update information in this document. Interbit Data reserves the right to change, modify, transfer, or otherwise revise this publication without notice.

Disclaimer

THE SOFTWARE LICENSE AND LIMITED WARRANTY FOR THE ACCOMPANYING PRODUCT ARE SET FORTH IN THE DOCUMENTATION

PROVIDED TO YOU BY INTERBIT DATA AND ARE INCORPORATED HEREIN BY THIS REFERENCE. IF YOU ARE UNABLE TO LOCATE THE

SOFTWARE LICENSE OR LIMITED WARRANTY, CONTACT YOUR INTERBIT DATA REPRESENTATIVE FOR A COPY.

NetDelivery Administrator Guide for software Release 5.8.n.n

Copyright © 2010, Interbit Data, Inc.

All rights reserved. Printed in the USA.

Revision History:

01 October 2010 — Documentation Release 2

The information in this document is current as of the date listed in the revision history.

Contents

Preface ...........................................................................................................................................................ix

About this Guide.............................................................................................................................................. ix

Organization.................................................................................................................................................... ix

Customer Support ............................................................................................................................................ x

Usage and Conventions................................................................................................................................... x

Chapter 1: Overview of NetDelivery ................................................................................... 1

NetDelivery Functionality ................................................................................................................................. 1

Accessing NetDelivery ..................................................................................................................................... 2

NetDelivery Administrator User Interface......................................................................................................... 3

Chapter 2: Administrators ................................................................................................... 9

Administrator Capabilities ................................................................................................................................ 9

Administrator Main Menu ............................................................................................................................... 10

Search Filter Functions ........................................................................................................................... 11

Account Management Functions ............................................................................................................ 12

Admin Settings Dialog Box............................................................................................................................. 13

Procedures for Managing Administrator Accounts ..................................................................................17

Adding an Administrator Account................................................................................................................... 18

Editing an Administrator Account ................................................................................................................... 20

Deleting an Administrator Account................................................................................................................. 22

Chapter 3: System Settings .............................................................................................. 23

System Settings Menu ................................................................................................................................... 24

E-Mail Settings ............................................................................................................................................... 25

WWW - Internet Settings................................................................................................................................ 26

Purge Agent Settings ..................................................................................................................................... 28

Fax Agent Settings......................................................................................................................................... 31

LPD Agent Settings........................................................................................................................................ 34

Socket Agent Settings.................................................................................................................................... 36

Relay Agent Settings...................................................................................................................................... 37

Client Agent Settings...................................................................................................................................... 38

Processing Agent Settings ............................................................................................................................. 39

HL7 - P2P Agent Settings .............................................................................................................................. 41

Licenses Settings ........................................................................................................................................... 42

Miscellaneous Settings .................................................................................................................................. 44

Procedures for Configuring System Settings ...........................................................................................45

Disabling and Deleting Recipients ................................................................................................................. 46

Disabling Recipients ............................................................................................................................... 46

NetDelivery Administrator Guide i

ii

Deleting Disabled Recipients.................................................................................................................. 47

Configuring E-Mail Settings ........................................................................................................................... 49

Configuring Website Settings ........................................................................................................................ 50

Configuring Purge Agent Settings ................................................................................................................. 52

Configuring Fax Agent Settings ..................................................................................................................... 54

Overwriting Fax Settings Globally .......................................................................................................... 54

Configuring NetFax Settings .................................................................................................................. 55

Configuring Fax Agent Settings, Basic Parameters ............................................................................... 56

Configuring Fax Agent Settings, NetDelivery Parameters...................................................................... 57

Configuring Fax Agent Settings, MEDITECH Magic Parameters........................................................... 57

Configuring LPD Agent Settings.................................................................................................................... 59

Configuring Socket Agent Settings ................................................................................................................ 60

Configuring Relay Agent Settings.................................................................................................................. 62

Configuring Client Agent Settings.................................................................................................................. 63

Configuring Processing Agent Settings ......................................................................................................... 64

Configuring HL7 - P2P Agent Settings .......................................................................................................... 65

Identifying Folders that Contain HL7 Files.............................................................................................. 65

Configuring Connections for Delivering HL7 Files.................................................................................. 67

Activating Licenses........................................................................................................................................ 69

Chapter 4: Recipient Dictionary ........................................................................................71

Importing Recipients ...................................................................................................................................... 71

Data Structure Formats .......................................................................................................................... 71

Basic Format ................................................................................................................................... 72

Basic_Group Format ....................................................................................................................... 72

Defining the Default Delivery Method .............................................................................................. 72

Delivery Format ............................................................................................................................... 73

Delivery_Group Format ................................................................................................................... 73

E-Mail_Delivery_FileFormat Format ................................................................................................ 73

Group_E-Mail_Delivery_FileFormat Format .................................................................................... 74

Group_E-Mail_Delivery_FileFormat Format_Password .................................................................. 74

Aliases Format ................................................................................................................................ 75

Create an Alias from a Recipient Mnemonic .......................................................................................... 75

How Formats Work................................................................................................................................. 76

Processing Recipient Reports ................................................................................................................ 77

Recipient Dictionary Main Menu.................................................................................................................... 78

Recipient Search Parameters................................................................................................................. 80

Recipient Management Functions .......................................................................................................... 81

Recipients Properties Menu........................................................................................................................... 82

Recipient Information Tab ...................................................................................................................... 82

NetDelivery Administrator Guide

Recipient Address Tab............................................................................................................................ 86

Recipient E-Mail Notification Tab............................................................................................................ 88

Recipient Aliases Tab ............................................................................................................................. 89

Recipient Upload Preference Tab........................................................................................................... 90

Delivery Method Tab............................................................................................................................... 92

PDF Encryption ................................................................................................................................96

Delivery Method Parameters ...........................................................................................................98

Alternate Delivery Map.......................................................................................................................... 108

Specific Time Printing ........................................................................................................................... 109

Procedures for Managing Recipients .......................................................................................................113

Importing a List of Recipients....................................................................................................................... 114

Adding Recipients to NetDelivery................................................................................................................. 116

Adding a Recipient................................................................................................................................ 116

Setting Up Notifications......................................................................................................................... 117

Assigning Aliases.................................................................................................................................. 118

Uploading Reports ................................................................................................................................ 119

Specifying a Delivery Method ............................................................................................................... 121

Specifying Alternate Delivery Maps ...................................................................................................... 122

Scheduling Specific Time Printing ........................................................................................................ 123

Editing Recipients ........................................................................................................................................ 125

Modifying Recipient Information............................................................................................................ 125

Modifying Notification............................................................................................................................ 127

Modifying Aliases Lists.......................................................................................................................... 127

Modifying Upload Preferences.............................................................................................................. 128

Modifying the Delivery Method.............................................................................................................. 130

Modifying the Alternate Delivery Map ................................................................................................... 131

Deleting Recipients from NetDelivery .......................................................................................................... 133

Chapter 5: Aliases ............................................................................................................ 135

Recipient Aliases.......................................................................................................................................... 135

Recipient Aliases Tab .................................................................................................................................. 136

Alias Search Parameters ...................................................................................................................... 136

Alias Management Functions................................................................................................................ 137

Procedures for Managing Aliases ............................................................................................................141

Adding an Alias ............................................................................................................................................ 142

Editing an Alias ............................................................................................................................................ 143

Deleting an Alias .......................................................................................................................................... 144

Chapter 6: Activity Queues ............................................................................................. 145

Delivery Process .......................................................................................................................................... 145

Activity Menu................................................................................................................................................ 148

NetDelivery Administrator Guide iii

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Database Selection and Search Functions .......................................................................................... 148

Activity Queue Management Functions................................................................................................ 159

Activity Queue Purging ................................................................................................................................ 159

Comma-Separated Values File.................................................................................................................... 160

Procedures for Viewing & Managing Activity Queues ........................................................................... 163

Locating an Entry in an Activity Queue........................................................................................................ 164

Resubmitting a Report ................................................................................................................................. 166

Forwarding a Report .................................................................................................................................... 167

Deleting a Report......................................................................................................................................... 168

Viewing a Report ......................................................................................................................................... 169

Viewing an Entry’s Details ........................................................................................................................... 170

Chapter 7: Fax Agent Activity Queues ...........................................................................171

Fax Agent Delivery Process ........................................................................................................................ 171

Fax Agent Activity Menu.............................................................................................................................. 174

Fax Agent Activity Search and Display Functions ................................................................................ 174

List of Fax Agent Activity Entries.......................................................................................................... 177

Fax Agent Activity Management Functions .......................................................................................... 179

Fax Agent Activity Purging .......................................................................................................................... 180

Comma-Separated Values File.................................................................................................................... 180

Procedures for Viewing & Managing Fax Queues .................................................................................. 183

Locating an Entry in a Fax Queue ............................................................................................................... 184

Forwarding a Fax......................................................................................................................................... 186

Resubmitting / Resending a Fax Report...................................................................................................... 187

Viewing a Fax .............................................................................................................................................. 188

Editing a Fax Number .................................................................................................................................. 189

Deleting a Fax Report.................................................................................................................................. 190

Chapter 8: E-Mail Notifications ........................................................................................191

How E-Mail Alert Notification Works ............................................................................................................ 191

E-Mail Notification Menu.............................................................................................................................. 192

Alert Notification Template........................................................................................................................... 198

Template Wizard Alert Notification .............................................................................................................. 199

Services Alert Notification............................................................................................................................ 201

E-Mail Notification Recipients Settings ........................................................................................................ 202

Procedures for Setting Up E-Mail Alert Notifications ............................................................................. 203

Configuring E-Mail Alerts ............................................................................................................................. 204

Configuring Processing Agent Templates E-Mail Alerts .............................................................................. 205

Configuring Service Agent E-Mail Alerts...................................................................................................... 206

Configuring E-Mail Alert Notification Recipients .......................................................................................... 207

NetDelivery Administrator Guide

Chapter 9: Application Logs ........................................................................................... 211

Application Logs Information........................................................................................................................ 211

Application Logs Menu................................................................................................................................. 212

Database Selection and Display Functions .......................................................................................... 212

List of Log Entries ................................................................................................................................. 214

Application Logs Management Functions ............................................................................................. 215

Procedures for Viewing & Managing Applications Logs .......................................................................217

Locating a Log Entry .................................................................................................................................... 218

Chapter 10: Unknown Recipients ................................................................................... 221

Overview of Unknown Recipients ................................................................................................................ 221

Unknown Recipients Tab ............................................................................................................................. 221

Unknown Recipients Search and Display Functions ............................................................................ 222

List of Entries ........................................................................................................................................ 224

Viewing Application Log Entries............................................................................................................ 225

Procedures for Viewing & Managing Unknown Recipients ...................................................................227

Locating an Entry in Unknown Recipient ..................................................................................................... 228

Forwarding a Report .................................................................................................................................... 230

Viewing a Report.......................................................................................................................................... 231

Deleting a Report ......................................................................................................................................... 232

Chapter 11: The Distribution Wizard .............................................................................. 233

Distribution Wizard Overview ....................................................................................................................... 233

How Rules Work ................................................................................................................................... 234

LPD Queues ......................................................................................................................................... 235

Distribution Wizard Main Menu .................................................................................................................... 235

Report Properties Menu ............................................................................................................................... 237

Template Information Tab..................................................................................................................... 237

Report Separator Settings .............................................................................................................241

Variable Field Identifier ..................................................................................................................247

Reconciling Separated Reports .....................................................................................................251

Conditional Report Redirect ...........................................................................................................252

The Reprocess Method .................................................................................................................257

Recipient Fields Tab ............................................................................................................................. 258

Locate Recipients on a Report ......................................................................................................260

Filename Template Tab ........................................................................................................................ 265

Default Location Handling Tab.............................................................................................................. 270

E-Mail Notification Tab.......................................................................................................................... 275

PCL Overlay Macro Map Tab ............................................................................................................... 276

Distribution Reports Tab .............................................................................................................................. 279

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vi

Report Search and Display Functions .................................................................................................. 280

List of Entries........................................................................................................................................ 281

Manipulating Distribution Report Entries .............................................................................................. 282

Procedures for Managing Report Distribution Templates ..................................................................... 283

Overview of Creating a Report Distribution Template ................................................................................. 284

LPD Queues Names.................................................................................................................................... 284

Specifying Report Distribution Template Printer Information....................................................................... 285

Separating Out Individual Reports ....................................................................................................... 287

Formulating Report Separation Rules ........................................................................................... 287

Formulating Variable Field Identifier Rules ................................................................................... 289

Specifying Conditional Report Redirect Rules...................................................................................... 291

Locating Text for Conditional Report Redirect .............................................................................. 291

Identifying a Report Distribution Template for Conditional Report Redirect .................................. 293

Populating A Recipient Excluded/Included List .................................................................................... 294

Specifying Recipients .................................................................................................................................. 296

Specifying a Filename Template ................................................................................................................. 300

Configuring Default Location Handling ........................................................................................................ 303

Setting Up Notifications ............................................................................................................................... 306

Mapping PCL Overlay Macros..................................................................................................................... 307

Procedures for Viewing & Managing Reports Processed by a Template ............................................ 309

Locating a Report ........................................................................................................................................ 310

Forwarding a Report .................................................................................................................................... 311

Viewing an Entry’s Details ........................................................................................................................... 312

Viewing a Report ......................................................................................................................................... 312

Chapter 12: Integration Module .......................................................................................313

Integration Module Overview....................................................................................................................... 313

Integration Module’s Templates Tab ........................................................................................................... 315

Integration Module’s Blocks Tab.................................................................................................................. 317

Block Settings Dialog Box .................................................................................................................... 319

Setup Location Specifier Table Dialog Box .......................................................................................... 320

HL7 Activity Queues .................................................................................................................................... 323

Procedures for Creating & Managing Transformation Templates ........................................................ 325

Defining a Building Block............................................................................................................................. 327

Formulating Variable Search Rules............................................................................................................. 328

Configuring Transformation Templates ....................................................................................................... 331

Chapter 13: Document Manager ......................................................................................333

Document Manager Overview ..................................................................................................................... 333

Document Manager Setup........................................................................................................................... 334

NetDelivery Administrator Guide

Document Manager Tab .............................................................................................................................. 335

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NetDelivery Administrator Guide

viii

NetDelivery Administrator Guide

P REFACE

About this Guide

Organization

This preface includes the following information for using the NetDelivery

Administrator Guide:

About this Guide

Organization

Customer Support

Usage and Conventions

This guide is intended for Information Technology (IT) operators and those individuals in your organization who have responsibility for configuring and maintaining the NetDelivery Administrator application. It contains information about entering and editing recipient information into NetDelivery’s Recipient Dictionary, and for configuring reports. It provides detailed information about the user interface

(UI), its menus and data-entry fields, as well as instructions for entering data so that reports are delivered to recipients in the desired format.

This guide assumes that your organization has installed and configured a Health

Care Information System (HCIS), such as MEDITECH or McKesson, and that you are familiar with its operation.

This manual provides you with overview information about NetDelivery, and then provides specific information about all of NetDelivery’s features and functionality.

The specific information is organized to reflect the tab structure of the NetDelivery

Administrator main menu, one chapter for each tab. Each of these chapters contains two main sections:

Reference — Each chapter begins with this section, which provides an overview of the functionality accessed from that tab, followed by a detailed description of the tab, the elements on the tab, and the type of data that can be entered into each field. If the functionality accessed from the tab is integrated with data from another tab, that information is included.

Procedures — This section is a collection of step-by-step procedures describing how to accomplish specific tasks related to the features available from the tab being described. Use these procedures if you are familiar with

NetDelivery, and are looking for information about accomplishing a particular task. The procedures are, as much as possible, stand-alone and self-contained. For your convenience, they can be printed out as discreet pages.

NetDelivery Administrator Guide

x

Customer Support

Customer Support

If you have questions or issues about your NetDelivery installation, please contact

Customer Support. Customer Support is available between the hours of 8:30 A.M. and 6:00 P.M. (Eastern time), Monday through Friday, except standard U. S. holidays. Customer Support is also available by pre-arrangement. Contact Interbit

Data Customer Support by:

• Calling (508) 647-0013, and then selecting option 4

If you leave a message, a pager notification is also sent to Customer Support

• Sending an e-mail request using the Support Request Form available on our

Web Site: http://interbitdata.com/support/

We encourage you to provide feedback, comments, and suggestions concerning the documentation, so that we can improve the information provided. Comments relating to the documentation can also be sent using the Support Request Form available on our Web Site. Be sure to include the following information with your comments:

• Document name

• Page number

• Software release version

Usage and

Conventions

The following admonitions are used in this guide:

• Note — Provides additional information of which you should be particularly aware

• Caution — Indicates that an inappropriate action could have unintended results from which it would be difficult to recover

• Warning — Indicates that an action could be detrimental to your organization

(for example, a breach of confidentiality), or alter the NetDelivery installation in such a way that it will not work properly

The following conventions are used in this guide:

• Buttons, field names, dislog boxes, and other elements on the NetDelivery menus are identified by bold text when first introduced and when used in a procedure.

• Variables that require valid input are shown in italic courier font enclosed within angle brackets (

<filename>

).

• Text that you enter into NetDelivery is shown in bold courier font (password).

• Text that displays in NetDelivery, which is not part of a menu, or displays in the Windows environment is shown in courier font (password).

• The phrase “by default” is used to indicate how the product ships from Interbit

Data. At your site the installation may be different to meet the needs and/or requirements of your organization.

NetDelivery Administrator Guide

1 O VERVIEW OF N ET D ELIVERY

NetDelivery

Functionality

This chapter provides a brief overview of NetDelivery, and a description of the

NetDelivery Administrator user interface and the administrative functionality accessible from the main menu, including:

NetDelivery Functionality

Accessing NetDelivery

NetDelivery Administrator User Interface

The health care industry requires the ability to retrieve and distribute reports in a highly secure environment. With the implementation of various regulations specifying how medical records are to be kept secure, you cannot be too careful about who is receiving your patient and account information. Although faxing is the simplest way to distribute information, faxing information is not the most secure method. The NetDelivery report distribution product provides the tools to your organization to simply and securely distribute reports generated from your health care information system (HCIS) to those who need the information. NetDelivery enables you to send the reports in the most beneficial format to the end users. It is a report distribution product that is the base platform for providing secure report distribution via the Internet. NetDelivery supports a variety of HCIS systems, including all versions of MEDITECH (MEDITECH Magic, MEDITECH C/S and

MEDITECH 6.0).

With Interbit Data’s NetDelivery solution you can define how a recipient wants to receive their reports. For example, Doctor Smith may want his information by fax, so you can tell the system to send Doctor Smith his reports by fax. Doctor Jones may want her information sent by e-mail, and you can define Doctor Jones in the system to receive her information via e-mail. You can accommodate the needs of all your physicians and end users with several different delivery methods. It allows you to define (by recipient/location) whether to send the data as:

• Fax

Print stream to a LPR printer

Encrypted e-mail

Web publish

E-mail as text

File sent to a Windows folder

NetDelivery Administrator Guide

2 Overview of NetDelivery

Accessing NetDelivery

Accessing

NetDelivery

NetDelivery provides secure communications. All physician, and all user connections to the reports are validated, and all data passing through the Internet is encrypted using 128-bit encryption algorithms. Within this secure environment, remote NetDelivery Client locations can be setup to receive on demand, on schedule, or in real-time, via the Internet, data from your HCIS and print it, save it, and/or feed it to an electronic medical records (EMR) system.

In addition to this basic NetDelivery functionality, there are several extensions to

NetDelivery functionality, that can be installed individually, these are:

The Distribution Wizard — Allows you to create rules for the system using data extracted from the reports, identify recipients in the reports, execute if/then/else logic, and collate and direct reports to the proper recipients

The Integration Module — Allows you to take reports generated by a HCIS and reformat them into HL7 messages, using transformation templates, enabling easy integration to a Physician’s Practice EMR system

Document Manager — Allows you to collect individual reports into a single package for delivery to a recipient

The NetDelivery Administrator user interface (UI) displays when the

NDAdminstrator.exe

program starts. In order to access the NetDelivery

Administrator UI you must log into the program, on the computer on which it is installed, using an account that has administrator privileges. Before logging in you need to know the following:

• The IP address or Domain Name System (DNS) of the computer on which the

NDAdminAgent.exe

program is installed

• Username

Password

To log into NetDelivery, perform the steps in the following table.

NetDelivery Administrator Guide

Overview of NetDelivery

NetDelivery Administrator User Interface

3

Step Action

1. Click on the NetDelivery icon ( ) on your desktop.

Note: If this icon does not display on your desktop, NetDelivery can be accessed from the Windows Start menu, the default location is:

Program Files/NetDelivery/NDAdministrator.exe

The Authentication process begins, and the NetDelivery Administrator log-in dialog box displays.

2. Enter, into the Server text entry box, the IP address or DNS of the computer on which the NDAdminAgent.exe is installed.

Note: If NDAdminAgent.exe is installed on the same computer as

NDAdministrator.exe

, enter 127.0.0.1 (the loop back address) into the Server field.

3. Enter a username into the Username text entry box.

4. Enter a valid password into the Password text entry box.

5. Click Connect.

The NetDelivery application starts up.

If you click Connect and NDAdministrator.exe fails to establish a connection to NDAdminAgent.exe, an error message displays with information about the cause of the failure.

Note: A default administrator username (NetDelivery) and a default password are provided with your application. Once setup is complete, you should change the password (this should be longer than four characters) for

NetDelivery, or delete the username completely. Contact Interbit Data for the default password.

NetDelivery

Administrator User

Interface

After NetDelivery completes the authentication process, and the login to

NDAdministrator.exe

is successful, a connection to the NDAdminAgent.exe is established, and the main NetDelivery Administrator menu displays.

This menu enables you to manage NetDelivery, including adding and editing recipients, defining report distribution templates, monitoring system activity and logs, and defining system settings. The tabbed menus that display on the interface,

NetDelivery Administrator Guide

4 Overview of NetDelivery

NetDelivery Administrator User Interface and the fields displayed on those menus, can vary depending on your installation

configuration. The features and functions available to a particular administrator

account depend on which ones have been enabled and disabled for that account, as well as which of NetDelivery’s optional modules have been installed. For example, the Report Distribution Wizard tab and Distribution Reports tab only display if the Distribution Wizard license code has been entered on the System

Settings tab. This license code is provided by Interbit Data.

To create an administrator account, or to modify your account privileges, see the person in your organization responsible for NetDelivery.

For an account that has full privileges, the NetDelivery Administrator main menu provides access to the following administrative functionality:

Creating administrator accounts, see Chapter 2 , Administrators

Establishing the system’s settings, see

Chapter 3

,

System Settings

Defining recipients, see Chapter 4 , Recipient Dictionary

Defining aliases for recipients, see

Chapter 5 , Aliases

An unknown handler allows the administrator to view reports that could not be delivered to a recipient mnemonic because either the recipient mnemonic could not be determined, or that an alias for the recipient mnemonic could not be determined, see:

-

Chapter 6 , Activity Queues

-

Chapter 7 , Fax Agent Activity Queues

-

Chapter 9 , Application Logs

-

Chapter 10 , Unknown Recipients

Creating report distribution templates, see

Chapter 11 , The Distribution Wizard

Creating transformation templates for generating HL7 formatted reports, see

Chapter 12 , Integration Module

Combining and organizing reports, see Chapter 13

,

Document Manager

All configuration updates made using the Administrator user interface are made in real time and are active as soon as they are saved.

The tabs that display in the NetDelivery main menu vary depending on the privileges granted to your Administrator account and which of NetDelivery’s optional modules are installed. The following figure shows the core set of tabs, with access granted to all available functionality, but without any of NetDelivery’s optional modules installed.

Figure 1-1 NetDelivery Administrator Main Menu, Core Applications

NetDelivery Administrator Guide

Overview of NetDelivery

NetDelivery Administrator User Interface

5

The following table lists and describes the tabs available in the core NetDelivery application.

Table 1-1 NetDelivery Administrator Menu Tabs, Core Applications

Tab

Aliases

Description

Recipient Dictionary Enables the Administrator to add, edit, delete and search for recipients based on a recipient mnemonic.

Enables the Administrator to add, edit, and delete aliases for each recipient mnemonic.

Fax Agent Activity Monitors faxes that are:

• Waiting to be sent

Being sent

Completed

Deleted

Failed during the sending process

Activity

Application Logs

Note: If Fax by NetFax is selected from the Fax Agent settings on the System Settings tab this tab is labeled

Fax Queues.

Monitors the different queues that are used to process and distribute reports, and displays the current status of each report.

Records changes that are made to the NetDelivery setup by an administrator. The information recorded includes:

Creating, updating, or deleting recipients

Creating, updating, or deleting distribution report templates

Modifying system settings

Viewing a report

NetDelivery generates a log of these activities that indicates the type of change made, when the change was made, and which administrator account made the change.

Unknown Recipient Records when a report was not sent to a recipient because the name extracted from the report did not match either a recipient mnemonic or an alias. Additionally, from this tab an administrator can:

Forward the failed report to another recipient

Delete the report

E-mail Notification Enables you to configure e-mail notifications that are sent to specified e-mail addresses when there is an issue delivering a report.

Application Logs

Administrators

Displays what type of administration action was performed and which administrator account performed that action.

The features for adding, editing, and deleting NetDelivery

Administrator accounts.

NetDelivery Administrator Guide

6 Overview of NetDelivery

NetDelivery Administrator User Interface

Table 1-1 NetDelivery Administrator Menu Tabs, Core Applications (continued)

Tab

System Settings

Description

Enables the Administrator to set system parameters that pertain to the following:

E-mail

WWW - Internet

Purge Agent

Fax Agent

LPD Agent

Socket Agent

Relay Agent

Client Agent

Processing Agent

HL7-P2P Agent

Licenses

Additional tabs display in the main NetDelivery Administrator menu if any of

NetDelivery’s optional modules are included in your installation.

Figure 1-2 NetDelivery Administrator Main Menu, All Optional Modules Installed

These additional tabs are listed and described in the following table.

Table 1-2 NetDelivery Administrator Main Menu Tabs, Optional Modules

Tab Description

Report Distribution

Wizard

Enables the NetDelivery Administrator to add, edit, and delete report distribution templates. These templates indicate to

NetDelivery:

• How to separate each report (if the original report is a batch report)

To whom each report should be sent

How each report is named

Distribution Reports Enables the Administrator to select a report distribution template and to view all recipients that have received the report processed by that template.

NetDelivery Administrator Guide

Overview of NetDelivery

NetDelivery Administrator User Interface

7

Table 1-2 NetDelivery Administrator Main Menu Tabs, Optional Modules (continued)

Tab Description

Document Manager Enables the Administrator to collect individual reports and other electronic documents into a single package for delivery to a recipient

Integration Module Enables you to quickly and easily take reports generated by your HCIS and transform them into HL7 compatible reports

(HL7 versions 2.5 and 3.0). This capability allows for interoperability between your HCIS and any Physician’s

Practice EMR that supports HL7.

License codes must be entered on the System Settings tab. License codes for the optional modules can be obtained from Interbit Data. Contact your Interbit Data representative for more information.

NetDelivery Administrator Guide

8 Overview of NetDelivery

NetDelivery Administrator User Interface

NetDelivery Administrator Guide

2 A DMINISTRATORS

Administrator

Capabilities

NetDelivery administrators are the users who have authority to manage

NetDelivery using administrator accounts. The primary functions available from administrator accounts are as follows:

• Define recipients, including adding, editing, and deleting recipients from

NetDelivery

Configure and manage system resources and settings

Monitor system activity

Configure report distribution templates, including creating, editing, and deleting templates (if the Distribution Wizard is installed)

This chapter defines the specific functions available to administrators, and describes the features available for implementing the functions, it includes the following topics:

Administrator Capabilities

Administrator Main Menu

Admin Settings Dialog Box

For detailed procedures for adding, deleting, and editing administrator accounts in

NetDelivery, see

"Procedures for Managing Administrator Accounts" .

A default administrator account (username, NetDelivery), and default password, are provided with your application. You use this account to perform the initial set up of NetDelivery. This user account is granted all privileges within NetDelivery, the privileges include the capability to:

• Add, edit, and delete recipients

Modify system settings

Create additional Administrator accounts (including Document Manger administrator accounts, if the Document Manager is installed)

Manage aliases, which are used to identify recipients who may be identified by names other than a recipient mnemonic

Add, edit, and delete report distribution templates (if the Distribution Wizard is installed)

Create transformation templates (if the Integration Module is installed)

Monitor the following:

NetDelivery Administrator Guide

10 Administrators

Administrator Main Menu

- Changes to recipients

- Changes to report distribution templates

- Which administrator accounts are being used to view which reports

- Which administrator accounts are being used to change system settings

View the following fax queues:

- Pending

- Sending

- Completed

- Failed

- Deleted

View queues that show where in the processing and distribution sequence a report is located, these queues are as follows:

- LPD Queues — Completed, Pending, Error, and Processed

- Relay Queues — Pending, Deleted, and Error

- NetDelivery Client Queues — Pending, Completed, and Upload

View any reports intended for a recipient who could not be identified; the administrator can forward these reports to another recipient or delete the report entirely

Note: Once setup has been completed, it is recommended that you either change the password for the default NetDelivery administrator account, or delete the username completely. The password should be longer than four characters. Contact Interbit Data for the default password.

Administrator Main

Menu

The Administrator main menu is used to create, edit, and delete additional administrator accounts. This section describes the Administrator main menu and the functions accessible from it. If you cannot see the Administrator tab within your

NetDelivery administrator account, your account may not have permission to access this functionality. See the person in your organization responsible for

NetDelivery.

For detailed procedures for adding, deleting, and editing administrator accounts in

NetDelivery, see "Procedures for Managing Administrator Accounts" .

On the NetDelivery Administrator main menu click the Administrators tab to access the Administrator menu.

NetDelivery Administrator Guide

Figure 2-1 Administrators Menu

Administrators

Administrator Main Menu

11

The Administrators menu is divided into two major areas, these areas include functionality that enables you to:

• Search for and display previously created administrator accounts

View, add, edit, and delete administrator accounts

Search Filter

Functions

The Search Filter section provides functionality for searching NetDelivery’s data base to locate individual administrator accounts. The following table lists and describes the elements in the Search Filter section of the Administrator menu.

Table 2-1 Administrators Menu, Search Filter

Element

Username

Description

Enter a character string into this text entry box that matches the initial characters in the account’s username for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for user names that match the characters as entered. Only those user names that match the characters display. For example, if you enter user names that begin with sensitive. netd

NetD

, only

display. The search is not case

NetDelivery Administrator Guide

12 Administrators

Administrator Main Menu

Table 2-1 Administrators Menu, Search Filter (continued)

Element

Full Name

Load Filter

Reset

Description

Enter a character string into this text entry box that matches the initial characters in the full name of the account for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for full names that match the characters as entered. Only those full names that match the characters display. For example, if you enter rich

, only full names that begin with rich display. The search is not case sensitive.

Redisplays the list of administrator accounts based on the entries in the Username and the Full Name text entry boxes.

Removes any characters in the Username and Full Name text entry boxes, and redisplays all administrator accounts.

You can refine your search by making entries in to both the Username text entry box and the Full Name text entry box; only accounts that match the entries in both text entry boxes display.

Account

Management

Functions

The following table lists and describes the elements in the Administrators menu that enable you to manage administrator accounts.

Table 2-2 Administrators Menu, Account Management

Element

Total Entries

Found

<<

Description

Displays the total number of administrator accounts.

>>

Add

Edit

Delete

Moves backward, page-by-page, through the list of accounts until the first entry displays.

Moves forward, page-by-page, through the list of accounts until the last entry displays.

Provides a dialog box that enables you to add an administrator

account. See "Admin Settings Dialog Box"

for a description of this dialog box.

Provides a dialog box that enables you to edit the properties of the highlighted administrator account. See

"Admin Settings Dialog Box"

for a description of this dialog box.

Deletes the highlighted administrator account.

Note: Once an account has been deleted there is no way to retrieve the information for that particular account. You are prompted to confirm the deletion before the deletion is completed. Only one account may be selected at a time to be deleted.

NetDelivery Administrator Guide

Administrators

Admin Settings Dialog Box

13

Admin Settings

Dialog Box

When you click the Add button or the Edit button, the Admin Settings dialog box displays.

Figure 2-2 Admin Settings Dialog BoxThis dialog box is used to create, configure, and modify an administrator account. Although it is required that data be entered into only two fields (Username and Password), you should enter as much information as necessary to make the account effective and useful.

The following table provides information about each of the elements on the Admin

Settings dialog box.

Table 2-3 Admin Settings Dialog Box

Element

Username

Full Name

Description

A unique name that identifies an administrator account. This is the name that the administrator must enter into the Username field of

the NetDelivery Administrator log-in dialog box (see "Accessing

NetDelivery"

in Chapter 1 , "Overview of NetDelivery" ). The user

name must be at least four characters long.

The username is not case sensitive, thus

JDoe

and jdoe are the same username to NetDelivery. The username can contain any combination of alphanumeric characters and spaces.

An entry in this field is required.

The full name of the administrator. This field is optional.

NetDelivery Administrator Guide

14 Administrators

Admin Settings Dialog Box

Table 2-3 Admin Settings Dialog Box (continued)

Element

Password

Select Tabs

Description

A password that verifies the administrator account when logging in.

The password is case sensitive, thus reports combination of alphanumeric characters.

and Reports are two different passwords. The password can contain any

This is the password entered in to the Password field of the

NetDelivery Administrator log-in dialog box (see, "Accessing

NetDelivery"

in Chapter 1 , "Overview of NetDelivery" ).

An entry in this field is required.

Indicates which tabs display on the NetDelivery Administrator main menu when the administrator logs in.

For example, if an administrator should only be able to view the fax queues and the activity logs, then only the Fax Queues and

Activity boxes should be checked.

This list of tabs includes all of the features and functionality available for NetDelivery. If you check a box for a feature that is not installed, that tab does not display on the NetDelivery Administrator main menu.

View Report

Images

List Submitted

Faxes Only

(Document

Manager)

Admin File

Prefix

Caution: If you create an account that has the Administrators check box selected, that account can create other administrator accounts, as well as modify and delete all other administrator accounts. Careful consideration should be given when creating an account with this capability.

Determines whether or not the administrator can view the image

(text) of the report, or just the listing of the reports. If checked, the administrator can view the report’s content on those tabs where this feature is available.

Determines whether or not the Document Manager administrator can see all of the faxes processed by NetDelivery, or only those faxes submitted using that Document Manager administrator account. If checked, the Document Manager administrator can view only faxes submitted to a specific fax number from that individual

Document Manager administrator account (see

"Document

Manager Setup"

in Chapter 13

,

"Document Manager" ).

Determines which type of reports the administrator can view. For example, if the administrator should view only reports whose file names start with LAB, then LAB should be entered into this text entry box. Then, if the administrator has the ability to view the activity log, only reports that begin with LAB display. You can enter only one type of report into this text entry box, thus, the administrator can view only one type of report or all reports.

NetDelivery Administrator Guide

Administrators

Admin Settings Dialog Box

15

Table 2-3 Admin Settings Dialog Box (continued)

Element

Disabled

Activity Tab

Queues

Enabled

Activity Tab

Queues

>>

<<

Move Up

Move Down

Save

Cancel

Description

Lists the available activity queues that can display on the Activity tab but do not currently display.

By default, the queues included in this list are queues used when the Integration Module is installed. These queues monitor reports as they are processed by a transformation template and formatted as

HL7 compatible reports. It is recommended that if your installation is generating HL7 formatted reports, that these queues be moved to the Enabled Activity Tab Queues list for the administrator account responsible for monitoring Integration Module activity (for

information about this optional module, see Chapter 12 , "Integration

Module" ).

Lists the available activity queues that currently display on the

Activity tab. By default the following queues are enabled:

Relay Queue — Completed

Relay Queue — Pending

Relay Queue — Error

Relay Queue — Deleted

NetDelivery Client Queue — Pending

NetDelivery Client Queue — Completed

NetDelivery Client Queue — Upload

LPD Queue — Pending

LPD Queue — Error

LPD Queue — Processed

Moves the highlighted activity queue(s) from the Disabled Activity

Tab Queues list to the Enabled Activity Tab Queues list. To select more than one queue, press the CTRL key while selecting the queues.

Moves the highlighted activity queue(s) from the Enabled Activity

Tab Queues list to the Disabled Activity Tab Queues list. To select more than one queue, press the CTRL key while selecting the queues.

Moves the highlighted activity queue in the Enabled Activity Tab

Queues list up one row.

Moves the highlighted activity queue in the Enabled Activity Tab

Queues list down one row.

Saves all changes and closes the Admin Settings dialog box. The new administrator account displays in the list of accounts.

Cancels any changes and closes the Admin Settings dialog box.

NetDelivery Administrator Guide

16 Administrators

Admin Settings Dialog Box

NetDelivery Administrator Guide

P ROCEDURES FOR M ANAGING

A DMINISTRATOR A CCOUNTS

NetDelivery Administrators are the users who have authority to manage

NetDelivery. The following procedures explain how to create and manage administrator accounts in NetDelivery, including:

Adding an Administrator Account

Editing an Administrator Account

Deleting an Administrator Account

These procedures assume that you have logged in to NetDelivery Administrator using an account that has the appropriate permissions. For information about logging in to NetDelivery Administrator, see

"Accessing NetDelivery"

in Chapter 1

,

"Overview of NetDelivery" . If the account that you are using does not have the

necessary permissions to create and manage administrator accounts, see the person in your organization responsible for NetDelivery.

NetDelivery Administrator Guide

18 Procedures for Managing Administrator Accounts

Adding an Administrator Account

Adding an

Administrator

Account

To add an administrator account to NetDelivery, perform the following steps.

Step Action

1. Click the Administrators tab.

The Administrators menu displays showing a complete list of administrator accounts.

2. Click Add.

The Admin Settings dialog box displays.

3. Enter, into the Username text entry box, a username of at least four characters in length (the user name is not case sensitive).

An entry in this field is required.

4. Enter, into the Full Name text entry box, the full name of the person to whom this account is assigned.

An entry in this field is optional.

5. Enter, into the Password text entry box, a password. The password should be greater than four characters.

The password is case sensitive, thus alphanumeric characters. reports

and Reports are two different passwords. The password can contain any combination of

An entry in this field is required.

6. From the list of tabs, select the tabs to which you want this administrator account to have access.

Note: If you check a box for a feature that is not installed, that tab does not display on the NetDelivery Administrator main menu for this account. For example, if you check Distribution Reports Tab, but the Distribution Wizard is not installed, that tab does not display on the NetDelivery Administrator main menu.

Caution: If you create an account that has the Administrators Tab selected, that account can create other administrator accounts, as well as modify and delete all other administrator accounts.

Careful consideration should be given when creating an account with this capability.

7. Determine if you want the administrator to view report images.

• If yes, select View Report Images

• If no, go to

Step 8.

8. Determine if you want the administrator to view only submitted faxes.

• If yes, select List Submitted Faxes Only

Note: By default, if the account is a Document Manger administrator account, this check box is checked. It is recommended that if the account is not a Document Manager administrator account, this check box be clear. For information about Document Manager

administrator accounts, see Chapter 13

,

"Document Manager"

.

• If no, go to

Step 9.

NetDelivery Administrator Guide

Procedures for Managing Administrator Accounts

Adding an Administrator Account

19

Step Action

9. Determine if you want the administrator to view only a particular type of report.

• If yes, enter, into the Admin File Prefix text entry box, the characters that appear at the beginning of the report’s name.

• If no, go to

Step 10.

10. Determine if you want to change the list of queues that the administrator is able to view on the Activity tab.

• If yes, move the queues between the Disabled Activity Tab Queues list and the Enabled Activity Tab Queues to define the desired list of queues

• If no, go to

Step 11.

11. Determine if you want to change the order in which the queues are displayed on the Activity tab.

• If yes, move the queues on the Enabled Activity Tab Queues up or down.

• If no, go to

Step 12.

12. Click Save.

The Admin Settings dialog box closes, and the new administrator account is added to the list of accounts.

NetDelivery Administrator Guide

20 Procedures for Managing Administrator Accounts

Editing an Administrator Account

Editing an

Administrator

Account

To edit an administrator account, perform the following steps.

Step Action

1. Click the Administrators tab.

The Administrators menu displays showing a complete list of administrator accounts.

2. Locate the account that you want to edit:

• If you can easily locate the account in the list of accounts, go to

Step 3.

• If you cannot easily locate the account, go to

Step 4.

3. Scroll through the list of accounts until you locate the target account.

(Click << and >> to scroll backward and forward through the list of accounts.)

Go to

Step 5.

4. Enter, into the Username text entry box and/or the Full Name text entry box, the first few characters identifying the target account.

The list of accounts changes to show only those accounts with character(s) matching the character(s) entered in to the Username text entry box and/or the Full Name text entry box.

• User names whose initial character(s) exactly match the character(s) entered in to the Username text entry box display

• Full names whose initial character(s) exactly match the character(s) entered in to the Full Name text entry box display

Note: By entering characters in to both the Username text entry box and the Full Name text entry box you can further refine your search.

5. Highlight the target administrator account.

6. Click Edit.

The Admin Settings dialog box displays, with the Username text entry box inaccessible.

Note: You cannot change a user name. If you want to modify the user name, you must delete that administrator account and re-create it with the new user name.

7. Determine if you want to change the full name of the person to whom this account is assigned (an entry in this field is optional):

• If yes, enter the full name in to the Full Name text entry box

• If no, go to

Step 8.

8. Determine if you want to change the password for the account (an entry in this field is required):

• If yes, enter a new password in to the Password field. The password should be greater than four characters.

The password is case sensitive, thus alphanumeric characters. reports

and Reports are two different passwords. The password can contain any combination of

• If no, go to

Step 9.

NetDelivery Administrator Guide

Procedures for Managing Administrator Accounts

Editing an Administrator Account

21

Step Action

9. Determine if you want to change the tabs to which the account has access:

• If yes, from the list of tabs, select the tabs to which you want this administrator account to have access.

Note: If you check a box for a feature that is not installed, that tab does not display on the NetDelivery Administrator main menu for this account. For example, if you check Distribution Reports Tab, but the Distribution Wizard is not installed, that tab does not display on the NetDelivery Administrator main menu.

Caution: If this account has the Administrators Tab selected, the account can create other administrator account, as well as modify and delete all other administrator accounts. Careful consideration should be given when selecting this tab.

• If no, go to

Step 10.

10. Determine if you want to change the ability of the administrator to view reports:

• If yes, select or deselect View Report Images

• If no, go to

Step 11.

11. Determine if you want to change the ability to view only submitted faxes.

• If yes, select or deselect List Submitted Faxes Only

• If no, go to

Step 12.

12. Determine if you want to change the type of report the administrator can view:

• If yes, enter, into the Admin File Prefix text entry box, the characters that appear at the beginning of the report’s name.

• If no, go to

Step 13.

13. Determine if you want to change the list of queues that the administrator is able to view on the Activity tab.

• If yes, move the queues between the Disabled Activity Tab Queues list and the Enabled Activity Tab Queues

• If no, go to

Step 14.

14. Determine if you want to change the order in which the queues are displayed on the Activity tab.

• If yes, move the queues on the Enabled Activity Tab Queues up or down.

• If no, go to

Step 15.

15. Click Save.

The Admin Settings dialog box closes, and the administrator account’s options change.

NetDelivery Administrator Guide

22 Procedures for Managing Administrator Accounts

Deleting an Administrator Account

Deleting an

Administrator

Account

To delete an account from the list of administrator accounts, perform the following steps.

Step Action

1. Click the Administrators tab.

The Administrators menu displays showing a complete list of administrator accounts.

2. Locate the administrator account that you want to delete:

• If you can easily locate the account in the list of accounts, go to

Step 3.

If you cannot easily locate the account, go to Step 4.

3. Scroll through the list of administrator accounts until you locate the target account.

(Click << and >> to scroll backward and forward through the list of accounts.)

Go to

Step 5.

4. Enter, into the Username text entry box and/or the Full Name text entry box, the first few characters identifying the target administrator account.

The list of administrator accounts changes to show only those accounts with character(s) matching the character(s) entered in to the Username text entry box and/or the Full Name text entry box:

• User names whose initial character(s) exactly match the character(s) entered in to the Username text entry box display

• Full names whose initial character(s) exactly match the character(s) entered in to the Full Name text entry box display

Note: By entering characters in to both the Username text entry box and the Full Name text entry box you can further refine your search.

5. Highlight the target administrator account.

6. Click Delete.

The Confirm dialog box displays.

7. Click Yes.

The administrator account is deleted from the list of accounts.

If you want to delete another administrator, go to

Step 2.

NetDelivery Administrator Guide

3 S YSTEM S ETTINGS

When configuring NetDelivery for the first time, it is necessary to define certain parameters so that the application receives and distributes reports as desired. In addition, after initial installation you may need to reconfigure certain parameters to accommodate new hardware, software, or to install one of NetDelivery’s optional modules.

Configuring NetDelivery to receive and distribute reports as desired is the responsibility of an administrator, using a NetDelivery administrator account that has access to the System Settings tab on the NetDelivery Administrator main menu. If the System Settings tab does not display on the NetDelivery

Administrator main menu, the account may not have access to this functionality; see the person in your organization responsible for NetDelivery.

This chapter describes the System Settings menu, and the parameters available from that menu, it includes the following topics:

System Settings Menu

E-Mail Settings

WWW - Internet Settings

Purge Agent Settings

Fax Agent Settings

LPD Agent Settings

Socket Agent Settings

Relay Agent Settings

Client Agent Settings

Processing Agent Settings

HL7 - P2P Agent Settings

Licenses Settings

Miscellaneous Settings

For detailed procedures for configuring NetDelivery, see "Procedures for

Configuring System Settings" .

NetDelivery Administrator Guide

24 System Settings

System Settings Menu

System Settings

Menu

When you click the System Settings tab the System Settings menu displays.

This menu has along its left side a list of agents whose settings can be configured.

To the right of this list display the parameters that can be defined for the highlighted agent. By default, the setting that was last selected displays when you click the System Settings tab, if no setting was previously selected, the E-mail setting displays. The settings that can be defined include the following:

• E-mail

WWW - Internet

Purge Agent

Fax Agent

LPD Agent

Socket Agent

Relay Agent

Client Agent

Processing Agent

HL7 - P2P Agent

Licenses

Miscellaneous

Along the bottom of the System Settings menu are several elements that display irregardless of which setting is highlighted. These elements are listed and described in the following table.

Table 3-1 System Settings Menu

Element

Delete Disabled

Recipients

Display Version

Information

Save System

Settings

Description

Displays the Disabled Recipients dialog box, which enables you to search for, and delete disabled recipients, recipients who have been marked as disabled; see

"Recipient Information Tab" .

Displays a list of all installed agents and executables, and their version numbers.

Saves the changes made to the system settings.

The following sections explain the settings and the parameters associated with each agent.

NetDelivery Administrator Guide

System Settings

E-Mail Settings

25

E-Mail Settings

The E-mail settings define the information required by NetDelivery so that notifications and reports (if that is the specified delivery method) e-mailed to recipients. If e-mail settings are not configured properly, recipients who have their delivery method set to e-mail do not receive reports sent to them.

Figure 3-1 System Settings Tab, E-mail Parameters

The following table lists and describes the e-mail setting parameters.

Table 3-1 System Settings Tab, E-Mail Parameters

Element Description

SMTP Server The name of the server from which e-mails are sent. This can be either an IP address in IP4 format, or a server name in the following format:

Server TCP

Port

<mailserver>.<domain>.com

The port used for e-mail.

The default port used for e-mail varies depending on whether or not an encryption is selected in the Connection Encryption Type field:

• If None is selected, the default port is 25

• If TLS (transport layer security) is selected, the default port is

587

If the SMTP server is configured to use another port, you can enter that port number explicitly.

NetDelivery Administrator Guide

26 System Settings

WWW - Internet Settings

Table 3-1 System Settings Tab, E-Mail Parameters (continued)

Element

Set Default

TCP Port

Description

Resets the Server TCP Port as follows:

25 — Connection Encryption Type is set to None

Connection

Encryption

Type

587 — Connection Encryption Type is set to TLS

Displays the encryption methodology:

None — No encryption is used

TLS — Use encryption when distributing reports by means of e-mail

The name of the account used for sending e-mail. User Name

Password

Display

Password

The password of the account used for sending e-mail (should be greater than four characters).

The method for displaying the password on this menu; toggle between the stored alphanumeric characters and *.

Return Name The name that displays in the From: field of all e-mails sent by

NetDelivery.

Return Address The e-mail address of the account used to send e-mails from

NetDelivery. This address displays in the From: field of all e-mails sent by NetDelivery.

Subject

E-mail Body

Text that displays in the Subject: field of all e-mails sent by

NetDelivery.

Text that displays in the body of e-mails sent by NetDelivery informing recipients that a report as been sent.

WWW - Internet

Settings

The WWW - Internet settings define the parameters used if either E-mail Weblink or Web Publish is the recipient’s delivery method. If E-mail Weblink is the selected delivery method, an e-mail is sent to the recipient. This e-mail contains a link to the server from where the report can be downloaded (see

"Delivery Method

Tab" ).

NetDelivery Administrator Guide

Figure 3-2 System Settings Tab, WWW - Internet Parameters

System Settings

WWW - Internet Settings

27

The information about where to store the report is specified using this setting. The following table lists and describes the WWW - Internet setting parameters.

Table 3-2 System Settings Tab, WWW - Internet Parameters

Element

Website URL

Root Directory

Path

Delete Files

After: (Days)

ASP.NET 1.1

(Original

Version)

ASP.NET 3.5

(2009 Version)

Description

The name of the Website where the report is stored. This can be either an IP address in IP4 format, or a server name in the following format:

<mailserver>.<domain>.com

The path to the directory where the report to be downloaded is stored. This path can be either a local computer or a shared drive.

NetDelivery automatically creates a folder in the specified directory, using the recipient’s mnemonic for the name of the folder, and places the report in that folder.

The number of days a report remains in the recipient’s folder before it is deleted.

Select this option if the Website storing reports was built using this version of Microsoft's Active Server Pages (ASP). If you select this option, the other Web Publish Settings are inaccessible.

Select this option if the Website storing the reports was built using this version of Microsoft's Active Server Pages (ASPX). If you select this option, the other Web Publish Settings become accessible.

Note: Using ASP.NET 3.5 requires that all output files be in PDF format. If Web Publish is the selected delivery method for a Recipient Mnemonic, the selected output file format

must be PDF (see, "Delivery Method Tab" in

Chapter 4 ,

"Recipient Dictionary"

).

NetDelivery Administrator Guide

28 System Settings

Purge Agent Settings

Purge Agent

Settings

Table 3-2 System Settings Tab, WWW - Internet Parameters (continued)

Element

New Users

Change

Password on

First Login

Website Folder

Path

Description

Select this option if you want recipients to change the default password the first time they log in to the Website.

The path to the Website where the report is stored. This path can be either a local computer or a shared drive. NetDelivery automatically creates a folder in the specified directory, using the recipient’s mnemonic for the name of the folder, and places the report in that folder. The default path is:

Media Folder

C:\inetpub\wwwroot\ReportManager

The name of the folder, in the Website Folder Path, that contains the reports. The default path is:

C:\inetpub\wwwroot\ReportManager\Media

Application

Folder

Caution: It is recommended that you use the default directory name. By default the name of this folder is Media.

Before changing the name of this folder, contact

Interbit Data Customer Support.

NetDelivery automatically creates a folder in the Media directory, using the recipient’s mnemonic for the name of the folder, and places reports in that folder.

The name of the folder, in the Website Folder Path text entry box, that contains the SQLite databases. The default path is:

C:\inetpub\wwwroot\ReportManager\App_Data

Caution: It is recommended that you use the default directory name. By default the name of this folder is App_Data.

Before changing the name of this folder, contact

Interbit Data Customer Support.

The Purge Agent settings specify when activity queues are purged and all reports stored in them are deleted. By default, the purge agent is run once every 24 hours, you can, however, specify the purge agent to run more frequently. You can also set the optimal age at which reports stored in a queue are deleted. The settings for both of these parameters are determined by the conditions at your site.

WARNING: After installation of NetDelivery you should monitor the size of your activity queues, and then make adjustments to the frequency and age at which reports are deleted. Queues whose purge properties have not been appropriately set can accumulate a large number of reports and, eventually, use up the available disk space, and negatively impact searching performance.

NetDelivery Administrator Guide

System Settings

Purge Agent Settings

29

For description of the activity queues, see

Chapter 6 , "Activity Queues"

.

Figure 3-3 System Settings Tab, Purge Agent Parameters

The following table lists and describes the Purge Agent setting parameters.

Table 3-3 System Settings Tab, Purge Agent Parameters

Element

Delete Run

Time

Description

Add Run Time Adds a new time for all purge agents to run. The Add New Time dialog box displays enabling you to specify a time, in 24-hour time.

Deletes the highlighted purge times.

Note: To delete more than one purge time, press and hold down the CTRL key while selecting additional times.

Purge: LPD

Queue

Processed

Purge Files

Older Than --

Days

Determines whether or not all reports are purged from LPD Queue -

Processed.

Specifies the number of days that a report can remain stored in the

LPD Queue - Processed before it is purged.

Purge:

NetDelivery

Client Queue -

Completed

Purge Files

Older Than --

Days

Determines whether or not all reports are purged from NetDelivery

Client Queue - Completed.

Specifies the number of days that a report can remain stored in the

NetDelivery Client Queue - Completed before it is purged.

NetDelivery Administrator Guide

30 System Settings

Purge Agent Settings

Table 3-3 System Settings Tab, Purge Agent Parameters (continued)

Element

Purge: Relay

Queue -

Completed

Purge Files

Older Than --

Days

Description

Determines whether or not all reports are purged from Relay Queue

- Completed

Specifies the number of days that a report can remain stored in the

Relay Queue - Completed before it is purged.

Purge: HL7

Agent -

Completed

Purge Files

Older Than --

Days

Determines whether or not all reports are purged from HL7 Agent -

Completed

Specifies the number of days that a report can remain stored in the

HL7 Agent - Completed before it is purged.

Purge: Fax

Agent -

Completed

Purge Files

Older Than --

Days

Remove Log

Files

Purge:

Document

Manager

Entries

Purge Files

Older Than --

Days

Purge: Web

Publish Entries

Purge Files

Older Than --

Days

Determines whether or not all reports are purged from Fax Agent -

Completed

Specifies the number of days that a report can remain stored in the

Fax Agent - Completed queue before it is purged. The number of days is calculated by subtracting the date when the report was created from the current date. If the resulting number is greater than the number of days specified, the report is purged.

Determines whether or not all log files are purged.

Determines whether or not all reports stored by Document Manager are purged from its lists of reports.

Specifies the number of days that a report can remain stored in

Document Management before it is purged.

Determines whether or not all reports stored on the Web Publish

Website are purged.

Specifies the number of days that a report can remain stored on the

Web Site before it is purged.

NetDelivery Administrator Guide

System Settings

Fax Agent Settings

31

Fax Agent Settings

The settings for Fax Agent specify how this NetDelivery faxing application is used, and the frequency and maximum number of attempts NetDelivery makes when trying to distribute a report by fax. In addition, you can globally reset (overwrite) faxing parameters for all recipients stored in NetDelivery’s Recipient Dictionary that receive reports by fax.

Figure 3-4 System Settings Tab, Fax Agent Parameters

The following table lists and describes the Fax Agent setting parameters.

Table 3-4 System Settings Tab, Fax Agent Parameters

Element Description

Fax by NetFax Determines whether or not faxes are sent using NetDelivery’s

NetFax Server. If you select this option, a limited number of fax agent parameters display.

Note: NetFax is NetDelivery’s original faxing application that is compatible with MEDITECH Magic. You should only select this option if you are using an EM4 for faxing.

Before selecting this option contact Interbit Data

Customer Support.

NetDelivery Administrator Guide

32 System Settings

Fax Agent Settings

Table 3-4 System Settings Tab, Fax Agent Parameters (continued)

Element

Fax by

FaxAgent

Description

Determines whether or not faxes are sent using NetDelivery’s Fax

Agent. If you select this option, an extensive number of fax agent parameters display.

Next Attempt

Delay

Max Number of

Attempts

This option, which works with both MEDITECH Magic and 6.0-C/S, is the recommended option. Select this option unless instructed otherwise by Interbit Data Customer Support.

Specifies the number of minutes between attempts to send a report by fax.

Specifies the maximum number of attempts to send a report by fax.

Start Fax

Software

(Disable for

Debugging)

Determines whether or not faxing is started or stopped.

Clear this check box when you want to stop faxing while troubleshooting.

Caution: Stopping faxing will interrupt any fax that is in the process of being sent.

Enable Logging Determines whether or not a log file of faxing activity is generated.

Usually, the log files are stored in

C:\Program Files\NetDelivery\FaxAgent

Use this feature when troubleshooting.

Caution: Log files can become quite large. The size of log files can be controlled through appropriate purge agent settings (see

"Purge Agent Settings" ).

Pause Faxing Determines whether or not new faxes are placed in the Fax Agent’s

Sending queue. Use this feature so that all faxes are drained from the Fax Agent’s Sending queue before the Fax Agent is stopped, and no faxes are stopped while in process.

Replace Pause

Characters with

Commas

Use Microsoft

Fax

Determines whether or not a pause character in a fax number is replaced with a comma, identifying to the fax machine the time pause between each section of the dialing sequence.

Determines whether or not to use Microsoft Fax application to communicate with modems in place of the default application used by NetDelivery.

Fax Banner

Text

Caution: Microsoft Fax can use only two ports for outdialing, thus limiting the number of faxes that can be processed at one time.

A character string that identifies the recipient of the fax. It is sent by the fax machine receiving the fax. The string entered into this field displays on the sending fax machine to help to confirm that the fax is being sent to the correct recipient. You should enter a string descriptive of your organization, for example, you organization’s name and fax number.

NetDelivery Administrator Guide

System Settings

Fax Agent Settings

33

Table 3-4 System Settings Tab, Fax Agent Parameters (continued)

Element

TSID

(Transmitting

Subscriber

Identification)

Fax Agent

Activity Tab

Refresh Time

NetDelivery -

Dial Outside

Line

NetDelivery -

Translate

Dialstring Using

Windows

Dialing Rules

Magic -

Dial Outside

Line

Magic -

Translate Dial

String Using

Windows

Dialing Rules

Magic Fax

Thread Count

Description

A character string that identifies the sender of the fax. It is sent by the fax agent. This identification information appears in the header to help the recipient know from where the fax originated. You should enter a string descriptive of your organization, for example, your organization’s name and fax number.

Specifies the number of seconds between refreshing the contents of the fax queues. The number entered here becomes the default time period. You can, however, set a different time on the Fax Agent

Activity tab for the current NetDelivery session (see, Chapter 7

,

"Fax Agent Activity Queues" ).

Specifies a prefix to be dialed when connecting to an outside telephone line. For example, when a 9 needs to precede the fax number in order to connect to an outside line. Enter the fax number to be used in the text box to the right.

Specifies that Windows dialing rules are to be used by NetDelivery

(Windows dialing rules follow dialing plans set forth by the

International Telecommunications Union (ITU) and by the individual countries.)

Specifies a prefix to be dialed when connecting to an outside telephone line. For example, when a 9 needs to precede the fax number in order to connect to an outside line. Enter the fax number to be used in the text box to the right.

Specifies that Windows dialing rules are to be used by Magic.

(Windows dialing rules follow dialing plans set forth by the

International Telecommunications Union (ITU) and by the individual countries.)

Specifies the number of fax jobs that can be processed at the same time.

Offload Magic

Queue

Caution: If this number is set to 0, no Magic Fax jobs are processed (regular faxes are still processed). Also, this number should not exceed the number of modem ports being used (as specified in the

FaxMan4.ini file).

Determines whether or not NetDelivery monitors and records all faxing activity for Magic Faxes, after NetDelivery receives the fax.

When checked, NetDelivery takes ownership of the fax, becoming responsible for delivering and recording the status of the fax. If a fax attempt fails, the fax is not displayed in MEDITECH, you must log into NetDelivery and view failed faxes on the Fax Agent Activity tab.

If this check box is clear, the list of failed faxes is maintained by

MEDITECH Magic, and they do not display on the Fax Agent

Activity tab.

NetDelivery Administrator Guide

34 System Settings

LPD Agent Settings

Table 3-4 System Settings Tab, Fax Agent Parameters (continued)

Element

Add Port

Edit Port

Delete Port

Reset Recipient

Fax Settings

Description

Displays the Fax - Magic Listen Port dialog box. Use this dialog box to add ports that NetDelivery monitors for faxes from

MEDITECH Magic. On the Fax - Magic Listen Port dialog box:

Port Number — The communication port the NetDelivery monitors

Specify Modem Port — The modem port that the specified communication port uses for distributing faxes it receives

If 0 is selected for any modem port, then 0 must be selected for all modem ports for all the communications ports. When 0 is selected, the communication ports use the first available modem port. More than one communication port can be associated with a single modem port; for example if there are three communication ports but only two modem ports.

Displays the Fax - Magic Listen Port dialog box, which enables you to edit the highlighted ports that NetDelivery monitors for faxes from MEDITECT Magic.

Determines whether or not to delete the highlighted ports from the list of listening port(s).

Displays the Reset Fax Recipient Settings dialog box. From this dialog box you can globally reset the fax settings for all recipients stored in NetDelivery’s Recipient Dictionary. Changes made using this dialog box are permanent for all recipients that are in the database at the time the settings are globally reset. You can, however, change the settings for individual recipients using the

Delivery Method Tab on the

Recipients Properties Menu after you

save the reset settings.

LPD Agent Settings

The LPD Agent settings specify whether or not to generate a trace log for reports sent to the line printer daemon (LPD) printer. You can also specify the minimum byte size for files sent to the LPD printer queue.

NetDelivery Administrator Guide

Figure 3-5 System Settings Tab, LPD Agent Parameters

System Settings

LPD Agent Settings

35

The following table lists and describes the LPD Agent setting parameters.

Table 3-5 System Settings Tab, LPD Agent Parameters

Element Description

LPD Trace Log Determines whether or not to generate a log file of the commands that are received and sent when a report is downloaded from a LPD printer. The log files are stored in the NetDelivery directory, for example:

C:\Program Files\NetDelivery\Trace Log

A log file is created for each report downloaded, using the date and time as its filename.

Minimum Byte

Count for

Downloaded

Reports

Caution: Log files can become quite large. Use this feature only when troubleshooting a problem downloading reports into the LPD queue. Turn off logging and delete the log files when they are no longer needed.

Specifies the minimum byte size for reports to be downloaded to an

LPD printer (maximum byte size is 1024). Adjust this number if you need to control the size of reports being sent to the LPD printer or want to prevent the download of reports that you know are too small to contain useful information.

NetDelivery Administrator Guide

36 System Settings

Socket Agent Settings

Socket Agent

Settings

The Socket Agent settings allow you to specify multiple ports to monitor for incoming print jobs, and to identify ports to be used for HL7 interoperability.

Figure 3-6 System Settings Tab, Socket Agent Parameters

The following table lists and describes the Socket Agent setting menu elements.

Table 3-6 System Settings Tab, Socket Agent Menu Elements

Element

Add

Edit

Delete

Description

Enables adding a new port to monitor.

The Socket Settings dialog box enables you to define the parameters for the new port.

Enables the editing of the parameters of a port currently being monitored.

The Socket Settings dialog box displays that enables you to redefine the parameters for the port.

Deletes the highlighted port.

To the right of these buttons is the lists the ports being monitored and the parameters assigned to the ports.

When you click either the Add or Edit button on the Socket Agent menu, the

Socket Settings dialog box displays. The following table lists and describes the

Socket Setting dialog box.

NetDelivery Administrator Guide

Relay Agent

Settings

System Settings

Relay Agent Settings

37

Table 3-7 Socket Settings Dialog Box

Element

Enabled

Description

Determines whether or not the port is enabled.

Enable Logging Determines whether or not a trace log for reports is generated when the port is enabled.

The log files are stored in the NetDelivery directory, for example:

C:\Program Files\NetDelivery\Socket Log

A log file is created for each attempt, using the date and time as its filename.

Note: These log files can become quite large. Use this feature only when troubleshooting a problem. Turn off logging and delete the log files when they are no longer needed.

HL7_Interface Determines whether or not the port is enabled to receive HL7 formatted reports.

Listening Port Specifies the port that is to be monitored.

Socket Timeout

(Milliseconds)

Destination

Queue Name

Specifies the number of milliseconds that the port stays open after a connection is made.

Identifies the destination queue. This name is selected by doing one of the following:

Entering the name of the destination queue

Selecting from the Select Template drop-down list the name of the report distribution template that contains the name of the destination queue (this list is only available if the Distribution

Wizard is installed)

Save

• Selecting from the Select Recipient drop-down list the recipient mnemonic that contains the name of the destination queue

Saves the socket settings, closes the Socket Settings dialog box, and displays the changes in the list of sockets.

The Relay Agent settings allow you to specify the size of a Horizon Patient Folder

(HPF) script used for transmitting TIFF images using the HPF interface application.

Note: The settings on this tab are valid only if NetDelivery’s Integration Module is installed.

NetDelivery Administrator Guide

38 System Settings

Client Agent Settings

Figure 3-7 System Settings Tab, Relay Agent Parameters

Client Agent

Settings

The following table lists and describes the Relay Agent setting parameters.

Table 3-8 System Settings Tab, Relay Agent Parameters

Element Description

Enable Logging Indicates whether or not a trace log for reports is generated. The log files are stored in the NetDelivery directory, for example:

C:\Program Files\NetDelivery\Relay Log

A log file is created for each attempt, using the date and time as its filename.

Max Number of

Single Page

TIFFs

Note: Log files can become quite large. Use this feature only when troubleshooting a problem. Turn off logging and delete the log files when they are no longer needed.

Specifies the maximum number of single-page TIFF images that can be included in a HPF script. If the number of single-page TIFF images exceeds the number specified in this field, another HPF script is generated to accommodate the additional images.

The Client Agent settings allow you to specify whether or not to generate a log file of all download attempts from NetDelivery Client applications.

NetDelivery Administrator Guide

Figure 3-8 System Settings Tab, Client Agent Parameters

System Settings

Processing Agent Settings

39

The following table lists and describes the Client Agent setting parameters.

Table 3-9 System Settings Tab, Client Agent Parameters

Element

Log

NetDelivery

Client Attempts

Description

Determines whether or not to generate an entry in the application event log noting the connection attempt.

The log files are stored, by default, in the NetDelivery directory:

C:\Program Files\NetDelivery\Client Log

A log file is created for each attempt, using the date and time as its filename.

Note: These log files can become quite large. Use this feature only when troubleshooting a problem. Turn off logging and delete the log files when they are no longer needed.

Processing Agent

Settings

The Processing Agent settings specify the default attributes assigned to each recipient when a recipient report generated by your health care information system

(HCIS) is downloaded into NetDelivery; see

"Importing Recipients"

. If you are creating recipients individually, the parameters are defined when you create the recipient; see

"Adding Recipients to NetDelivery" .

NetDelivery Administrator Guide

40 System Settings

Processing Agent Settings

Figure 3-9 System Settings Tab, Processing Agent Parameters

The following table lists and describes the Processing Agent setting parameters.

Table 3-10 System Settings Tab, Processing Agent Parameters

Element

Enable Alias

Rectify

Use a Recipient as a Template

Select

Recipient

Setup Only the

Default Delivery

Type

Description

Determines whether or not to reverse the entry in the Name field of the recipient report, and use the result as an alias for the recipient mnemonic in NetDelivery’s Recipient Dictionary. When you import the list of recipients in to NetDelivery from a HCIS, two aliases are created for that recipient.

See "Processing Recipient Reports"

in Chapter 4 , "Recipient

Dictionary"

for information about importing recipients reports.

Activates the Select Recipient button, enabling you to identify a recipient whose settings are used as a template for newly created recipients.

If any settings in the imported file conflict with a setting in the identified recipient template, the settings in the imported file overwrite the settings in the recipient template.

Displays the Select Recipient dialog box. Select the recipient whose settings will be used as a template for newly created recipients.

Activates the delivery methods drop-down list, enabling you to select the delivery method to be used for recipients created from an imported recipient report. See

"Delivery Method Tab"

in Chapter 4

,

"Recipient Dictionary"

for a description of the delivery methods.

NetDelivery Administrator Guide

System Settings

HL7 - P2P Agent Settings

41

HL7 - P2P Agent

Settings

The HL7 - P2P settings specify how NetDelivery delivers an HL7 formatted file.

Figure 3-10 System Settings Tab, HL7 - P2P Agent Parameters

Use the HL7 - P2P (HL7 - Point-to-Point) settings to specify where HL7 files are stored, how they are grouped for delivery, and the server to which they will be delivered.

The process of sending a HL7 file to a recipient consists of storing the file in a folder on your system, grouping files that are destined for the same recipient, and sending the files to the designated server on the assigned port.

The following table lists and describes the HL7 - P2P Agent setting parameters.

Table 3-11 System Settings Tab, HL7 - P2P Agent Parameters

Element

Maximum

Attempts

Log Connection

Attempts

Description

Specifies the maximum number of connection attempts for each

HL7 file.

Determines whether or not to generate a log file that records each attempt to connect an HL7 file to the server. The log files are stored in the NetDelivery directory, for example:

C:\Program Files\NetDelivery\HL7_P2P\Logs

A log file is created for each attempt, using the date and time as its filename.

Note: These log files can become quite large. Use this feature only when troubleshooting a problem. Turn off logging and delete the log files when they are no longer needed.

NetDelivery Administrator Guide

42 System Settings

Licenses Settings

Table 3-11 System Settings Tab, HL7 - P2P Agent Parameters (continued)

Element

Add Search

Folder

Description

Displays the Search Folder Settings dialog box. Use this dialog box to identify the following:

Group Connection Name — The name of a group to which the

HL7 formatted reports stored in the search folder are associated. You can use the same Group Connection Name for more than one search folder, if you want the HL7 reports in multiple search folders to be associated.

Search Folder — The name of the folder that contains HL7 formatted reports. This must be a complete pathname to the folder, for example:

C:\HL7\NewReports\LAB

Displays the Search Folder Settings dialog box. Use this dialog box to modify the parameters for the selected search folder.

Deleted the highlighted search folder.

Edit Search

Folder

Delete Search

Folder

Add

Connection

Setting

Note: To delete more than one search folder, press and hold down the CTRL key while selecting additional folders.

Displays the Connection Settings dialog box. Use this dialog box to identify the following:

Group Connection Name — The name of a group that contains HL7 formatted reports destined for a single recipient.

This name must be one of the names listed in the Group

Connection Name list identified for searching ( Add Search

Folder , below).

Host Name — The name of the server from which the files are sent. This can be either an IP address in IP4 format, or a server name in the following format:

Edit Connection

Setting

Delete

Connection

Settings

<mailserver>.<domain>.com

Port Number — The port number used by the server receiving the HL7 files, that is the server’s listening port

Displays the Connection Settings dialog box. Use this dialog box to modify the parameters for the selected connection setting.

Deletes the highlighted connection setting.

Note: To delete more than one connection setting, press and hold down the CTRL key while selecting additional settings.

Licenses Settings

The Licenses settings display the licence information for any of NetDelivery’s optional modules that are installed, and enable you to install additional optional modules. Currently the following optional modules for NetDelivery are available from Interbit Data:

NetDelivery Administrator Guide

System Settings

Licenses Settings

43

Distribution Wizard — Allows you to collate and direct reports generated by your EMR system to the proper recipients based on user-defined rules using data extracted from the reports

Integration Module — Allows you to take reports generated by a HCIS and reformat them into HL7 messages, by means of transformation templates, enabling easy integration to a Physician’s Practice EMR or other system

Document Manager — Allows you to collect individual reports into a single package for delivery to a recipient

Figure 3-11 System Settings Tab, Licenses Parameters

If a particular optional module is not installed, the relevant field is blank. To install the optional module you need to obtain a license code from Interbit Data; contact your Interbit Data representative.

Once a optional module is installed, the relevant fields are not accessible, neither the Name nor the Licence Code field for that extension can be changed. To make any changes, the optional module must be un-installed; contact Interbit Data

Customer Support.

NetDelivery Administrator Guide

44 System Settings

Miscellaneous Settings

Miscellaneous

Settings

The Miscellaneous settings change the Web passwords for previous versions of

WebPublish (prior to Report Manager) and update the databases from NetPrint to

NetDelivery.

Figure 3-12 System Settings Tab, Miscellaneous Parameters

The following table lists and describes the Miscellaneous settings parameters.

Table 3-12 System Settings Tab, Miscellaneous Parameters

Element

Web

Passwords

Description

Determines whether or not to synchronize the Web password in older versions of Web Publish with the password in NetDelivery.

Update

Database from

.ini File

WARNING: Contact Interbit Data Customer Support before using this functionality.

Determines whether or not to modify the content of your NetDelivery database.

WARNING: Clicking this button could erase your existing database, change your system settings, and overwrite recipient information. Contact Interbit

Data Customer Support before using this functionality.

NetDelivery Administrator Guide

P ROCEDURES FOR C ONFIGURING S YSTEM

S ETTINGS

When installing or maintaining NetDelivery it is necessary to define certain parameters so that the application receives and distributes reports as desired. This task is the responsibility of a NetDelivery administrator, using an account that has access to the System Settings tab on the NetDelivery Administrator main menu.

Configuring the NetDelivery system settings to receive and distribute reports as desired is accomplished by defining a set of parameters accessed through the

System Settings tab. The procedures described here include the following:

Disabling and Deleting Recipients

Configuring E-Mail Settings

Configuring Website Settings

Configuring Purge Agent Settings

Configuring Fax Agent Settings

Configuring LPD Agent Settings

Configuring Socket Agent Settings

Configuring Relay Agent Settings

Configuring Client Agent Settings

Configuring Processing Agent Settings

Configuring HL7 - P2P Agent Settings

Activating Licenses

These procedures assume that you have:

• Logged in to NetDelivery Administrator using an account that has the appropriate permissions, that is, you can access the System Settings tab

You have clicked the System Settings tab and the System Settings menu is displayed

For information about logging into NetDelivery Administrator, see

"Accessing

NetDelivery" in

Chapter 1 , "Overview of NetDelivery" . If the account that you are

using does not have the necessary permissions to set system settings, see the person in your organization responsible for NetDelivery.

NetDelivery Administrator Guide

46 Procedures for Configuring System Settings

Disabling and Deleting Recipients

Disabling and

Deleting Recipients

For a variety of reasons you may want to disable a recipient, that is, prevent a recipient from receiving reports. When you do this, the recipient’s information remains in the database, but reports are not delivered to the recipient. At some point you may want to remove disabled recipients from the database.

Disabling Recipients To disable recipients in NetDelivery’s Recipient Dictionary, perform the following steps.

Step Action

1. Click the Recipient Dictionary tab.

The Recipient Dictionary menu displays.

2. Locate the recipient whose information you want to modify:

• If you can easily locate the recipient’s mnemonic and/or name in the list of recipients, go to

Step 3.

• If you cannot easily locate the mnemonic and/or name in the list of recipients, go to

Step 4.

3. Scroll through the list of recipients until you locate the recipient that you want to disable.

(Click << and >> to scroll backward and forward through the list of recipients.)

Go to

Step 5.

4. Enter, into the Recipient Mnemonic text entry box and/or the Name text entry box, the first few characters of the name identifying the recipient that you want to disable.

The list of recipients changes to show only those names whose characters match the characters entered in to the Recipient Mnemonic text entry box and/or the Name text entry box.

Note: By entering characters in to both the Recipient Mnemonic text entry box and the Name text entry box you can further refine your search.

5. Highlight the target recipient.

6. Click Edit.

The Recipient Properties window displays with the Recipient Information tab displayed.

7. Select Disable Recipient.

8. Click Save.

The recipient information is saved to the database, and that recipient does not receive reports.

9. To disable another recipient, go to

Step 2.

Included in NetDelivery’s set of process queues is one that monitors reports sent to a disabled recipients. By default, this queues does not display on the Activity tab. If you want to make the contents of this queue visible on the Activity tab, include it in the Enabled Activity Tab Queues list, for an administrator account. See

NetDelivery Administrator Guide

Procedures for Configuring System Settings

Disabling and Deleting Recipients

47

"Admin Settings Dialog Box"

in Chapter 2 , "Administrators"

for information about adding queues to the Activity tab.

Deleting Disabled

Recipients

To delete disabled recipients from NetDelivery’s Recipient Dictionary, perform the following steps.

Step Action

1. Click the System Settings tab.

The System Settings menu displays.

2. Click Delete Disabled Recipients.

The Disabled Recipients dialog box displays.

3. Locate the disabled recipient that you want to delete:

• If you can easily locate the recipient’s mnemonic and/or name in the list of recipients, go to

Step 4.

• If you cannot easily locate the mnemonic and/or name in the list of recipients, go to

Step 5.

4. Scroll through the list of recipients until you locate the recipient that you want to disable.

Go to

Step 6.

5. Enter, into the Recipient Mnemonic text entry box and/or the Full Name text entry box, the first few characters of the name identifying the recipient that you want to delete.

The list of recipients changes to show only those names whose characters match the characters entered in to the Recipient Mnemonic text entry box and/or the Full Name text entry box.

Note: By entering characters in to both the Recipient Mnemonic text entry box and the Full Name text entry box you can further refine your search.

6. Highlight the target recipient.

Note: To delete more than one disabled recipient at the same time, press and hold down the CTRL key while selecting additional recipients.

7. Click Delete.

A confirmation dialog box displays.

8. Click Yes.

The recipient is deleted from the Disabled Users dialog box, and

NetDelivery’s Recipient Dictionary.

9. Determine if you want to delete another recipient.

If yes, go to Step 3.

• If no, go to

Step 10.

10. Click Close.

The the Disabled Users dialog box closes.

NetDelivery Administrator Guide

48 Procedures for Configuring System Settings

Disabling and Deleting Recipients

Step Action

11. Click the Recipient Dictionary tab.

The Recipient Dictionary tab main menu displays with the deleted recipients in the list of recipients.

12. Click Reset.

The deleted recipients are removed from the list of recipients.

NetDelivery Administrator Guide

Procedures for Configuring System Settings

Configuring E-Mail Settings

49

Configuring E-Mail

Settings

Entries in the Recipient Dictionary can have their delivery method set so that reports are received by means of e-mail. In addition, recipients can receive e-mail notifications whenever a report is sent. To complete the process of setting up a recipient to receive these e-mails, you must configure NetDelivery e-mail settings so that reports and notifications delivered by means of e-mail are received by the recipient.

To configure e-mail settings that are used by NetDelivery globally, perform the following steps.

Step Action

1. Click E-mail.

The parameters for configuring e-mail displays.

2. Enter, into the SMTP Server text entry box, the name of the server on your network from which the e-mails will be sent.

This can be either an IP address in IP4 format, or a server name in the following format:

<mailserver>.<domain>.com.

3. Determine if encryption is to be used for e-mails:

• If yes, select TLS from the Connection Encryption Type drop-down list.

• If no, select None from the Connection Encryption Type drop-down list.

4. Enter, into the Server TCP Port text entry box, the number of the port used for e-mail. Do one of the following:

• If you want to use the default port for the method selected in the

Connection Encryption Type drop-down list, click Set Default TCP Port

(for None, the default port is 25; for TLS, the default port is 587)

• If the SMTP server is configured to use a port other than the default port, enter that number in to the Set Default TCP Port text entry box

5. Enter, into the Username text entry box, the name or e-mail address of the account used to send e-mails from NetDelivery.

6. Enter, into the Password text entry box, a password, longer than four characters, for the account used for sending e-mail.

7. Click the Display Password button to toggle the display of the password on this menu between alphanumeric characters and a string of asterisks ( * ).

8. Enter, into the Return Name text entry box, the name of the user that displays in the From: field of all e-mails sent by NetDelivery.

9. Enter, into the Return Address text entry box, the e-mail address of the user to whom return e-mails are sent by NetDelivery. NetDelivery uses this field in the same manner as if you clicked Reply to Sender in an e-mail that you received.

10. Enter, into the Subject text entry box, a text string that displays in the Subject: field of all e-mails of sent by NetDelivery.

11. Enter, into the E-mail Body text entry box, text that displays in the body of all e-mails of sent by NetDelivery.

12. Click Save System Settings.

NetDelivery Administrator Guide

50 Procedures for Configuring System Settings

Configuring Website Settings

Configuring

Website Settings

If reports are to be placed on a Website, for either the Web Publish or E-mail

Weblink delivery methods, you must configure the Website where reports are

stored and downloaded. See "Delivery Method Tab"

for a description of these delivery methods.

To configure Website settings, perform the following steps.

Step Action

1. Click WWW - Internet.

The parameters for configuring the Website display.

2. Determine for which delivery method if you need to configure settings delivery.

• If E-mail Weblink , go to

Step 3.

• If Web Publish

, go to Step 6.

3. Enter, in the Website URL text entry box, the name of the Website where the report is stored.

This can be either an IP address in IP4 format, or a server name in the format

<mailserver>.<domain>.com.

4. Enter, in the Root Director Path text entry box, the path to the root directory where the report to be downloaded is stored.

This can be either a local computer or a shared drive.

5. Enter, into the Delete Files After text entry box, the number of days a report remains in the recipient’s folder before it is deleted.

Go to

Step 11.

6. Select the version of Microsoft's Active Server Pages (ASP) used when building the Website:

• ASP.NET 1.1 (Original Version)

If you select this option, the other Web Publish Settings are unaccessible;

go to Step 11.

• ASP.NET 3.5 (2009 Version)

If you select this option, the other Web Publish Settings become

accessible; go to Step 7.

7. Determine if you want to require recipients to change the password when they first log into the Website.

• If yes, select New User Change Password on First Login.

• If no, go to

Step 8.

8. Enter, into the Website Folder Path text entry box, the path to where reports are stored. The default path is:

C:\inetpub\wwwroot\ReportManager

9. Use the default entry in the Media Folder text entry box.

Caution: It is recommended that you use the default entry in this text entry box. Before entering a different folder name, contact

Interbit Data Customer Support.

NetDelivery Administrator Guide

Procedures for Configuring System Settings

Configuring Website Settings

51

Step Action

10. Use the default entry in the Application Folder text entry box.

Caution: It is recommended that you use the default entry in this text entry box. Before entering a different folder name, contact

Interbit Data Customer Support.

11. Click Save System Settings.

NetDelivery Administrator Guide

52 Procedures for Configuring System Settings

Configuring Purge Agent Settings

Configuring Purge

Agent Settings

By default, the NetDelivery purge agent is run once every 24 hours. You should, however, monitor the size of your activity queues and make any necessary adjustments to the frequency and age at which reports are deleted to prevent the queues from growing to a size where they use up the available disk space and negatively impact search performance.

To configure purge agent settings, perform the following steps.

Step Action

1. Click Purge Agent.

The parameters for configuring the purge agent display.

2. Determine if you need to add a run time for the purge agent:

If yes, go to Step 3.

• If no, go to

Step 7.

3. Click Add New Run Time.

The Add New Time dialog box displays.

4. Enter, into the 24-Hour text entry box, a time for the purge agent to run.

5. Click Add.

The Add New Time dialog box closes and the new time displays in the list of run times for the purge agent.

6. Determine if you need to add another run time for the purge agent:

If yes, go to Step 3.

• If no, go to

Step 7.

7. Determine if you need to delete run times:

If yes, go to Step 8.

• If no, go to

Step 9.

8. Highlight the run time that you want to delete.

Note: To delete more than one run time at the same time, press and hold down the CTRL key while selecting additional run times.

9. Click Delete Highlighted Run Times.

A confirmation dialog box displays.

10. Click Yes.

The highlighted time(s) is removed from the list of run times.

11. Determine if you need to change the list of queues to be purged and/or the age at which files in that queue are deleted:

If yes, go to Step 12.

• If no, go to

Step 14.

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Procedures for Configuring System Settings

Configuring Purge Agent Settings

53

Step Action

12. Check or clear the check boxes for those queues whose setting you want to change.

Caution: If a check mark does not display next to a queue, that queue is not purged. Queues that are not purged can accumulate a large number of reports and use up the available disk space.

13. Change the number of days that a report can remain in a queue before it is purged.

Caution: Queues that do not have their age parameter set appropriately can accumulate a large number of reports and use up the available disk space, and negatively impact search performance.

14. Click Save System Settings.

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54 Procedures for Configuring System Settings

Configuring Fax Agent Settings

Configuring Fax

Agent Settings

The Fax Agent settings identify which NetDelivery faxing application is used to send reports to recipients, enable you to set the parameters applicable to the selected faxing application, and change individual settings and parameters, if you want to modify the configuration or troubleshoot the application. In addition, you can globally reset the fax settings for all recipients in NetDelivery’s Recipient

Dictionary who have the delivery method set to faxing.

The following sections provide procedures for configuring fax settings for different installation configurations, including:

Overwriting Fax Settings Globally

Configuring NetFax Settings

Configuring Fax Agent Settings, Basic Parameters

Configuring Fax Agent Settings, NetDelivery Parameters

Configuring Fax Agent Settings, MEDITECH Magic Parameters

These procedures assume that you have selected Fax Agent from the Systems

Settings menu.

Overwriting Fax

Settings Globally

To globally overwrite fax settings for recipients using faxing as the delivery method, perform the following steps.

Note: Changes made using this dialog box are permanent for all recipients that are in the database at the time the settings are globally reset. You can, however, change the settings for individual recipients using the

Delivery

Method Tab

on the Recipients Properties menu after you have saved the new settings.

Step Action

1. Click Reset Recipient Fax Settings.

The Reset Fax Recipient Settings dialog box displays.

Note: Changes made using this dialog box are permanent for all recipients that are in the database at the time the settings are globally reset.

You can, however, change the settings for individual recipients using the

Delivery Method Tab on the Recipients Properties menu after

you have saved the new settings.

2. Determine if you need to change the date and/or start and end times for sending faxes to recipients:

If yes, go to Step 3.

• If no, go to

Step 5.

3. Select or clear the check boxes for the days on which faxes are sent.

If a check mark does not display next to a day of the week, faxes are not sent on that day.

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Procedures for Configuring System Settings

Configuring Fax Agent Settings

55

Step Action

4. Enter the start and end times for delivering faxes.

Faxes are delivered between the times specified, only. If you want faxes to be delivered on a 24-hour bases, enter and

23:59

00:00

in the End Time text entry box.

in the Start Time text entry box,

5. Select the fax class of the computer modem, from the Fax Class drop-down list.

The class selected determines how much processing is off-loaded from the computer's CPU to the fax modem. If a class is not selected, NetDelivery uses

Class 1.

6. Select the maximum speed (baud rate) at which faxes are sent from the Max

Speed drop-down list.

If a baud rate is not selected, 14400 is used. Faxes are not sent at a speed faster than specified, but they may be sent at a lower speed.

7. Determine if you want to attach a cover page to each fax or group of faxes sent.

• If yes, select Send Fax Cover Page

The default NetFax cover page file (NetFax.cpe) is prepended to the fax when it is sent. If you want to send your own, customized, fax cover page, enter the pathname to that cover page in the text entry box.

• If no, go to

Step 8.

8. Determine if you want to group faxes together for a single recipient:

• If yes, select Group Faxes

• If no, go to

Step 10.

9. Select, from the Group Faxes scroll list, the maximum number of faxes per group.

10. Click Set.

A confirmation dialog box displays.

11. Click Yes.

Fax settings for all recipients in NetDelivery’s Recipient Dictionary are updated.

Configuring NetFax

Settings

To configure fax agent settings for the NetFax application, perform the following steps.

Step Action

1. Click Fax by NetFax.

The parameters for configuring NetFax settings display.

2. Specify the number of minutes between attempts to send a report by fax in the

Next Attempt Delay scroll list.

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56 Procedures for Configuring System Settings

Configuring Fax Agent Settings

Step Action

3. Specify the maximum number of attempts to send a report by fax in the Max

Number of Attempts scroll list.

4. Click Save System Settings.

• If you have not changed the NetDelivery’s faxing application, the new settings are saved.

• If you have changed the NetDelivery’s faxing application, the new settings are saved, and the NetDelivery application closes. You must log in to

NetDelivery to implement the new faxing application.

Configuring Fax

Agent Settings, Basic

Parameters

To configure the settings for the Fax Agent application that apply to both

NetDelivery and MEDITECH Magic, perform the following steps.

Step Action

1. Select Fax by FaxAgent.

The parameters for configuring fax settings display.

2. Specify the number of minutes between attempts to send a report by fax in the

Next Attempt Delay scroll list.

3. Specify the maximum number of attempts to send a report by fax in the Max

Number of Attempts scroll list.

4. Select or clear the following check boxes, as required at your installation:

Enable Logging

• Replace Pause Characters with Commas

• Use Microsoft Fax

5. Enter, into the Fax Sender CSI text entry box, a character string that identifies the recipient of the fax.

This string displays on the sending fax machine to help confirm that the fax is being sent to the correct recipient.

6. Enter, into the TSID text entry box, a character string that identifies the sender of the fax.

This string appears in the header of the fax to help the recipient know from where the fax originated.

7. Determine which HCIS your organization is using:

If you are using MEDITECH Magic, go to "Configuring Fax Agent Settings,

MEDITECH Magic Parameters"

If you are using MEDITECH C/S or 6.0, go to "Configuring Fax Agent

Settings, NetDelivery Parameters"

If you are not using a MEDITECH HCIS, go to "Configuring Fax Agent

Settings, NetDelivery Parameters"

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Procedures for Configuring System Settings

Configuring Fax Agent Settings

57

Configuring Fax

Agent Settings,

NetDelivery

Parameters

To configure settings for Fax Agent receiving faxes from NetDelivery, perform the following steps.

Step Action

1. Determine if you want to use an outside line to send faxes:

• If yes, select, in the Faxing - NetDelivery section, Dial Outside Line and enter a fax number into the text entry box

• If no, go to

Step 2.

2. Determine if you need to use Windows dialing rules:

• If yes, select, in the Faxing - NetDelivery section, Translate Dialstring

Using Windows Dialing Rules

• If no, go to

Step 3.

3. Select, in the Magic Fax Thread Count scroll list, the desired thread count.

Caution: If this number is set to 0, no Magic Fax jobs are processed

(regular fax jobs are still processed). Also, this number should not exceed the number of fax modem ports being used.

4. Select, in the Fax Agent Activity Tab Refresh Timeout scroll list, the desired refresh time period.

Note: The number entered here becomes the default time period. You can, however, set a different time on the Fax Agent Activity tab for the

current NetDelivery session (see, "Fax Agent Activity Management

Functions"

).

5. Click Save System Settings:

• If you have not changed the NetDelivery’s faxing applications, the new settings are saved.

• If you have changed the NetDelivery’s faxing applications, the new settings are saved, and the NetDelivery application closes. You must log in to

NetDelivery to implement the new faxing application.

Configuring Fax

Agent Settings,

MEDITECH Magic

Parameters

To configure settings for Fax Agent receiving faxes from MEDITECH Magic, perform the following steps.

Step Action

1. Determine if you want to use an outside line to send faxes:

• If yes, select, in the Faxing - Magic section, Dial Outside Line and enter a fax number into the text entry box

• If no, go to

Step 2.

2. Determine if you need to use Windows dialing rules:

• If yes, select, in the Faxing - Magic section, Translate Dialstring Using

Windows Dialing Rules

• If no, go to

Step 3.

3. Select the desired thread count in Magic Fax Thread Count scroll list.

Caution: If this number is 0, no fax jobs are processed. This number must not exceed the number of modem ports being used.

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58 Procedures for Configuring System Settings

Configuring Fax Agent Settings

Step Action

4. Select Offload Magic Queue, if you want to use NetDelivery to track failed faxes.

5. Determine if you want to modify the list of ports on which Magic faxing listens:

If you want to add a port, go to Step 6.

If you want to edit a port, go to Step 8.

If you want to delete a port, go to Step 10.

If you do not want to modify the list of ports, go to Step 11.

6. Click Add Port.

The Fax - Magic Listening Port dialog box displays.

7. Enter, into the Port Number text entry box, a port number and click OK.

The Fax - Magic Listening Port dialog box closes and the new port is added to the list of ports.

If you want to continue modifying the list of ports, go to Step 5.

If you are done modifying the list of ports, go to Step 11.

8. Highlight the port number that you want to modify and click Edit Port.

The Fax - Magic Listening Port dialog box displays.

9. Modify the port number in the Port Number text entry box, and click OK.

The Fax - Magic Listening Port dialog box closes and the number of the port changes in the list of ports.

If you want to continue modifying the list of ports, go to Step 5.

If you are done modifying the list of ports, go to Step 11.

10. Highlight the port that you want to delete and click Delete Port.

The port is removed from the list of ports.

If you want to continue modifying the list of ports, go to Step 5.

If you are done modifying the list of ports, go to Step 11.

11. Select the desired refresh time period in the Fax Agent Activity Tab Refresh

Timeout scroll list.

Note: This number becomes the default time period. You can, however, set an alternate time on the Fax Agent Activity tab for the current

NetDelivery session (see

"Fax Agent Activity Management

Functions"

).

12. Click Save System Settings.

• If you have not changed the NetDelivery’s faxing applications, the new settings are saved.

• If you have changed the NetDelivery’s faxing applications, the new settings are saved, and the NetDelivery application closes. You must log in to

NetDelivery to implement the new faxing application.

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Procedures for Configuring System Settings

Configuring LPD Agent Settings

59

Configuring LPD

Agent Settings

Use these setting to monitor LPD activity when troubleshooting and to control the size of reports that are downloaded.

To configure LPD agent settings, perform the following steps.

Step Action

1. Click LPD Agent.

The parameters for configuring the LPD agent display.

2. Determine if you need to generate a log file of LPD activity:

If yes, go to Step 3.

• If no, go to

Step 4.

3. Select the LPD Trace Log check box.

Log files of all LPD activity are generated in the following directory:

C:\Program Files\NetDelivery\Trace Log

A log file is created for each report downloaded, using the date and time as its filename.

Caution: Log files can become quite large. Use this feature only when troubleshooting a problem downloading reports into the LPD queue. Turn off logging and delete the log files when they are no longer needed.

4. Determine if you need to specify the minimum number of bytes that the report must be before an entry is made in the LPQ queue:

If yes, go to Step 5.

• If no, go to

Step 6.

5. Select the minimum byte size for downloaded reports in the Minimum Byte

Count for Downloaded Files scrolling list.

6. Click Save System Settings.

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60 Procedures for Configuring System Settings

Configuring Socket Agent Settings

Configuring Socket

Agent Settings

The Socket Agent settings allows you to specify multiple ports for NetDelivery to monitor for incoming print jobs, and to identify ports to be used for HL7 interoperability.

To configure socket agent settings, perform the following steps.

Step Action

1. Click Socket Agent.

A list of configured ports displays, along with buttons that enable you to add, modify, and delete ports.

2. Determine how you need to modify the list of ports:

If you want to add a port, go to Step 3.

If you want to edit a port, go to Step 12.

If you want to delete a port, go to Step 16.

3. Click Add.

The Socket Settings dialog box displays.

4. Determine if you want to enable the port:

• If yes, select Enabled.

• If no, go to

Step 5.

5. Determine if you need to generate a log file of activity.

• If yes, select Enable Logging.

Caution: Log files can become quite large. Use this feature only when troubleshooting a problem. Turn off logging and delete the log files when they are no longer needed.

• If no, go to

Step 6.

6. Determine if you want to use the port to receive HL7 reports:

• If yes, select HL7 Interface.

• If no, go to

Step 7.

7. Select, from the Listening Port scroll list, the port on which NetDelivery listens for reports to print.

8. Select, from the Socket Timeout scroll list, the number of milliseconds that the port remains connected before it is closed.

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Procedures for Configuring System Settings

Configuring Socket Agent Settings

61

Step Action

9. Enter, into the Destination Queue Name text entry box, the name of the destination queue by doing one of the following:

• Click Select Template, if you want to use the delivery parameters specified in an existing report distribution template for this port.

The Select Template Name dialog displays. Select the desired

Distribution Report Temple from the drop-down list.

Note: You must have the Distribution Wizard installed to use this feature.

• Click Select Recipient, if you want to use the report delivery parameters specified for a specific recipient for this port.

The Select Recipient dialog box displays. Highlight the desired recipient and click OK.

10. Click Save.

The Socket Settings dialog box closes and the port displays in the list of ports.

11. Determine if you want to make additional changes to the list of ports:

If yes, go to Step 2.

• If no, go to

Step 18.

12. Highlight the port that you want to change, and click Edit.

The Socket Settings dialog box displays.

13. Make the desired changes to the socket settings.

14. Click Save.

The Socket Settings dialog box closes and the new parameters for the port display in the list of ports.

15. Determine if you want to make additional changes to the list of ports:

If yes, go to Step 2.

• If no, go to

Step 18.

16. Highlight the port that you want to delete, and click Delete.

A confirmation dialog box displays.

Note: To delete more than one port at the same time, press and hold down the CTRL key while selecting additional recipients.

17. Click Yes.

The highlighted report(s) is removed from the list.

18. Click Save System Settings.

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62 Procedures for Configuring System Settings

Configuring Relay Agent Settings

Configuring Relay

Agent Settings

The Relay Agent settings allow you to specify size of a HPF script used for transmitting TIFF images using the HPF interface application.

Note: The settings on this tab are valid only if you have the HPF interface application installed.

To configure relay agent settings, perform the following steps.

Step Action

1. Click Relay Agent.

The parameters for configuring the relay agent display, and an entry is made in the event log.

2. Determine if you need to generate a log file of activity:

• If yes, select Enable Logging.

Caution: Log files can become quite large. Use this feature only when troubleshooting a problem. Turn off logging and delete the log files when they are no longer needed.

• If no, go to

Step 3.

3. Select the maximum number of single-page TIFF images that can be included in a HPF script from the Max Number of Single Page TIFFs scroll list.

If the number of single-page TIFF images exceeds the number specified in this field, another HPF script is generated to accommodate the additional images.

4. Click Save System Settings.

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Procedures for Configuring System Settings

Configuring Client Agent Settings

63

Configuring Client

Agent Settings

The Client Agent setting allows you to specify whether or not to generate a log file of all download attempts from NetDelivery Client applications.

Caution: Log files can become quite large. Use this feature only when troubleshooting a problem. Turn off logging and delete the log files when they are no longer needed.

To configure client agent settings, perform the following steps.

Step Action

1. Click Client Agent.

The parameter for enabling logging of NetDeliveryClient download attempts displays.

2. Click Save System Settings.

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64 Procedures for Configuring System Settings

Configuring Processing Agent Settings

Configuring

Processing Agent

Settings

The Processing Agent settings specify which parameters are used to identify and define new recipients in NetDelivery’s recipient dictionary who are imported from a

recipient report generated by a HCIS (see "Importing Recipients" ).

To configure processing agent settings, perform the following steps.

Step Action

1. Click Processing Agent.

The parameters for specifying the method to identify new downloaded recipients displays.

2. Determine if you want to reverse the entries in the Name fields of downloaded recipient reports to create two aliases for that recipient:

• If yes, select Enable Alias Rectify

Note: For a description of how alias rectification works, see

"Processing

Agent Settings" in

Chapter 3 , "System Settings"

.

• If no, go to

Step 3.

3. Determine the method to be used when creating new recipients in

NetDelivery’s Recipient Dictionary from a downloaded recipient report:

• If want to use the parameters already defined for a recipient in

NetDelivery’s Recipient Dictionary, go to Step 4.

If you want only to specify a default delivery type, go to Step 7.

4. Select Use a Recipient as a Template.

The Select Recipient button becomes active.

5. Click Select Recipient.

The Select Recipient dialog box displays.

6. Highlight the recipient whose settings you want used as a template for newly created recipients, and click OK.

The Select Recipient dialog box closes and the selected recipient mnemonic

displays in the Use a Recipient as a Template text entry box. Go to Step 9.

Note: Any settings in the imported file overwrite the settings in the recipient template.

7. Click Setup Only the Default Delivery Type.

The Setup Only the Default Delivery Type drop-down list becomes accessible.

8. Select the delivery method that you want to be used as the default delivery method from the Setup Only the Default Delivery Type drop-down list.

(See

"Delivery Method Tab"

in Chapter 4 , "Recipient Dictionary"

for a description of the available delivery methods.)

9. Click Save System Settings.

NetDelivery Administrator Guide

Procedures for Configuring System Settings

Configuring HL7 - P2P Agent Settings

65

Configuring

HL7 - P2P Agent

Settings

The HL7 - P2P Agent settings specify how NetDelivery locates and delivers HL7 formatted files. The process for specifying how HL7 formatted files are located and delivered consists of two procedures:

Identifying Folders that Contain HL7 Files

Configuring Connections for Delivering HL7 Files

The ability of the configured connection settings to locate HL7 files is dependent on how the folders in the list of search folders are defined. An entry in the list of connection settings needs to reference a properly defined search folder so that

NetDelivery can locate and distribute the HL7 files. Thus, you must identify a search folder before it can be referenced by a connection setting. If you change the definition of a search folder, you may impact the ability of NetDelivery to locate

HL7 files.

The following procedures assume that you have clicked HL7 - P2P Agent settings and the HL7 - P2P parameters are displayed.

Identifying Folders that Contain HL7

Files

To identify the folders that contain HL7 formatted files, perform the following steps.

Step Action

1. Change, if necessary, the maximum number of connection attempts using the

Max Attempts scroll list.

2. Determine if you need to generate a log file of connection attempts.

• If yes, select Log Connection Attempts.

Caution: Log files can become quite large. Use this feature only when troubleshooting a problem. Turn off logging and delete the log files when they are no longer needed.

• If no, go to

Step 3.

3. Determine how you need to modify the list of search folders. If you want to:

• Add a search folder, go to

Step 4.

• Edit a search folder, go to

Step 9.

Delete a search folder, go to Step 13.

4. Click Add Search Folder.

The Search Folder Settings dialog box displays.

5. Enter, into the Group Connection Name text entry box, a name for the search folder.

6. Enter, into the Search Folder text entry box, the full pathname to the folder that contains the HL7 formatted reports; that is the folder where NetDelivery searches for reports.

7. Click Save.

The Search Folder Settings dialog box closes and the new folder is added to the list of search folders.

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66 Procedures for Configuring System Settings

Configuring HL7 - P2P Agent Settings

Step Action

8. Determine if you want to make additional changes to the list of search folders:

If yes, go to Step 3.

• If no, go to

Step 15.

9. Highlight the search folder that you want to modify, and click Edit Search

Folder.

The Search Folder Settings dialog box displays.

10. Modify the entry in the Group Connection Name text entry box and/or the

Search Folder text entry box.

Caution: Changing the entry in either the Group Connection Name text entry box or the Search Folder text entry box could impact the ability of NetDelivery to locate HL7 files, if that search folder appears in the Connection Setting list.

11. Click Save.

The Search Folder Settings dialog box closes and the modifications appear in the list of search folders.

12. Determine if you want to make additional changes to the list of search folders:

If yes, go to

Step 3.

• If no, go to

Step 15.

13. Highlight the search folder that you want to delete, and click Delete Search

Folder.

A confirmation dialog box displays.

Note: To delete more than one search folder at the same time, press and hold down the CTRL key while selecting additional folders.

14. Click Yes.

The highlighted search folder(s) is removed from the list.

Caution: Deleting a search folder could impact the ability of NetDelivery to locate HL7 files, if that entry appears in the Connection

Setting list.

15. Click Save System Settings.

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Configuring HL7 - P2P Agent Settings

67

Configuring

Connections for

Delivering HL7 Files

To configure processing agent settings, perform the following steps.

Step Action

1. Change, if necessary, the maximum number of connection attempts using the

Max Attempts scroll list.

2. Determine if you need to generate a log file of connection attempts.

• If yes, select Log Connection Attempts.

Caution: Log files can become quite large. Use this feature only when troubleshooting a problem. Turn off logging and delete the log files when they are no longer needed.

• If no, go to

Step 3.

3. Determine how you need to modify the list of connection settings. If you want to:

Add a connection, go to Step 4.

• Edit a connection, go to

Step 10.

• Delete a connection, go to

Step 14.

4. Click Add Connection Settings.

The Connection Settings dialog box displays.

5. Enter, into the Group Connection Name text entry box, a name for a search folder. This must be a search folder included the list of search folders; see

"Identifying Folders that Contain HL7 Files" .

6. Enter, into the Host Name text entry box, the name of the server from which the HL7 files are sent. This can be either an IP address in IP4 format, or a server name in the format <mailserver>.<domain>.com.

7. Select, from the Port Number scroll list, the port number used by the server receiving the HL7 files, that is the server’s listening port,.

8. Click Save.

The Connection Settings dialog box closes and the new connection is added to the list of connection settings.

9. Determine if you want to make additional changes to the list of search folders:

If yes, go to Step 3.

• If no, go to

Step 16.

10. Highlight the connection setting that you want to modify, and click Edit

Connection Settings.

The Connection Settings dialog box displays.

11. Modify the entry displayed in the Group Connection Name text entry box, the

Host Name text entry box, and/or the Port Number scroll list.

Note: The entry in the Group Connection Name text entry box must be a search folder included in the list of search folders.

12. Click Save.

The Connection Settings dialog box closes and the modifications appear in the list of connection settings.

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68 Procedures for Configuring System Settings

Configuring HL7 - P2P Agent Settings

Step Action

13. Determine if you want to make additional changes to the list of connection settings:

If yes, go to Step 3.

• If no, go to

Step 16.

14. Highlight the connection setting that you want to delete, and click Delete

Connection Settings.

A confirmation dialog box displays.

Note: To delete more than one search folder at the same time, press and hold down the CTRL key while selecting additional folders.

15. Click Yes.

The highlighted connection setting(s) is removed from the list.

16. Click Save System Settings.

NetDelivery Administrator Guide

Procedures for Configuring System Settings

Activating Licenses

69

Activating Licenses

The Licenses settings enable you to view which Interbit Data applications are active on your system, and to activate the additional applications available for

NetDelivery. To activate an extension to NetDelivery you must have a valid user name and license code for each additional application extension. Contact your

Interbit Data representative to obtain the desired license codes.

To active one of NetDelivery’s optional module, perform the following steps.

Step Action

1. Click Licenses.

The list of available optional modules displays. Those optional modules that are active on your system have the Name and License Code text entry boxes populated.

2. Enter, into the Name text entry box, a valid user name for the optional module that you want to activate.

3. Enter, into the License Code text entry box, the valid license code, which you received from Interbit Data, for that optional module.

4. Determine if you want to activate another optional module:

If yes, go to Step 2.

• If no, go to

Step 5.

5. Click Save System Settings.

The optional module(s) are activated.

Note: Once an optional module is activated, the Name and License Code text entry boxes cannot be modified. If you want to de-activate an optional module, contact Interbit Data Customer Support.

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70 Procedures for Configuring System Settings

Activating Licenses

NetDelivery Administrator Guide

4 R ECIPIENT D ICTIONARY

Recipients are members of a medical practice or hospital staff who are authorized to receive reports generated by your health care information system (HCIS). This chapter explains the functionality within NetDelivery Administrator that enables you to import, identify, edit, and delete recipients; it includes the following topics:

Importing Recipients

Recipient Dictionary Main Menu

Recipients Properties Menu

Procedures for Managing Recipients

.

Importing

Recipients

The number of recipients in an organization can vary widely. In many large organizations, the number can be in the thousands. Although NetDelivery provides you with the functionality to manually enter recipients on an individual basis, attempting to do this while maintaining compatibility between your HCIS and

NetDelivery is an error-prone task. Therefore, it is strongly recommended that the creation and update of NetDelivery’s list of recipients be performed automatically, by importing the list of recipients from your HCIS on a regularly scheduled basis.

Importing recipients is done by:

1.

Creating a recipient report in your HCIS

2.

Forwarding the recipient report to a pre-determined LPD print queue

3.

Processing the report in NetDelivery

4.

Modifying the list of recipients in NetDelivery, if necessary

Updating NetDelivery’s list of recipients in this manner ensures that the list in

NetDelivery and in your HCIS match.

Data Structure

Formats

A data structure format defines the type of data to be collected, and the sequence in which that data is collected. There are several data structure formats that can be used to create and update the recipients list in NetDelivery. Each one of these formats contains slightly different information. When preparing to create a report in your HCIS you need to determine the data structure format to be use so that

NetDelivery contains the information needed by your organization.

The data structure formats are defined in the recipient report by a header, the first line in the report. You must use one of the following data structure formats that are

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72 Recipient Dictionary

Importing Recipients recognized by NetDelivery when creating recipient reports to be processed by

NetDelivery. These data structure formats are described in the following sections.

Caution: For all data structure formats, the sequence of fields as shown in the examples must be followed. NetDelivery expects to see the specified fields in the specified order and will not process a recipient report otherwise.

Basic Format

Use this format if you want the delivery method used for each recipient to be the

one specified in the Default Delivery Type field on the Processing Agent Settings

menu, which is accessed from the System Settings tab.

The first line of the report must contain one of the following headers:

Mnemonic|Name|Address|Address2|City|Prov|PC|Phone|Fax|Company

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company

The following is an example of the Basic format:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company

LFIRST|LASTNAME, FIRSTNAME M.|5 JONES ST|MEDICAL GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit Data

JADOE|DOE, JAN E.|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data

JDOE|DOE, JOHN|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data

Basic_Group Format

Use this format if you want:

• The delivery method used for each recipient to be the one specified in the

Default Delivery Type field on the Processing Agent Settings

menu, which is accessed from the System Settings tab

The Group field on the Recipients Address tab to contain the recipient’s group

The first line of the report must contain one of the following headers:

Mnemonic|Name|Address|Address2|City|Prov|PC|Phone|Fax|Company|Group

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Group

The following is an example of the Basic_Group format:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Group

LFIRST|LAST, FIRST|55 EAST ST|MEDICAL GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit Data|Lab Group

JADOE|DOE, JAN E.|20 HURLEY ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data|RAD Group

JDOE|DOE, JOHN|20 HURLEY ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data|

Note: The last entry in the above example does not have a group defined.

Since the bar delimiting the group field is present, the last entry in the string can be left empty and the entry will process correctly.

Defining the Default Delivery Method

Each entry in NetDelivery’s Recipient Dictionary must have a delivery method assigned to it. Since this property is not always a part of all the data structure formats, NetDelivery assigns a default delivery method to each recipient as it is

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Importing Recipients

73 entered into its Recipient Dictionary, if a delivery method is not defined in the data structure format. At installation, the default delivery method is set to

NetDeliveryClient, but you can change the default delivery method from the

System Settings tab. To change the default delivery method, see

"Configuring

Processing Agent Settings" .

Delivery Format

Use this format if you want the delivery method for each recipient to be explicitly specified in the recipient report. If this field is empty, NetDelivery’s default delivery

method is used (see, "Processing Agent Settings"

).

The first line of the report must contain one of the following headers:

Mnemonic|Name|Address|Address2|City|Prov|PC|Phone|Fax|Company|Delivery

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Delivery

The following is an example of the Delivery format:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Delivery

LFIRST|LASTNAME, FIRSTNAME|55 JONES ST|MEDICAL GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit Data|3

JADOE|DOE, JAN E.|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data|2

Delivery_Group Format

Use this format if you want:

• The delivery method for each recipient to be explicitly specified in the recipient report

If this field is empty, NetDelivery’s default delivery method is used

• The Group field on the Recipients Address tab to contain the recipient’s group

The first line of the report must contain one of the following headers:

Mnemonic|Name|Address|Address2|City|Prov|PC|Phone|Fax|Company|Group|Delivery

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Group|Delivery

The following is an example of the Delivery_Group format:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Group|Delivery

LFIRST|LAST, FIRST M.|5 JONES ST|MED GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit Data| Lab Group|3

JADOE|DOE, JAN E.|20 HURLEY ST|HLTH CTR|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data| Rad Group|2

E-Mail_Delivery_FileFormat Format

Use this format if you want:

• The E-mail Address field on the

Recipient Information Tab

to contain the recipient’s e-mail address

The Delivery field on the Delivery Method Tab to contain a specific delivery

method

If this field is empty, NetDelivery’s default delivery method is used.

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Importing Recipients

The Output File Format field on the Delivery Method Tab

to contain a specific format to be used when processing reports for delivery

The first line of the report must contain one of the following headers:

Mnemonic|Name|Address|Address2|City|Prov|PC|Phone|Fax|Company|Email|Delivery|

FileFormat

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Email|Delivery|

FileFormat

The following is an example of the E-Mail_Delivery_FileFormat format:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Email|Delivery|

FileFormat

LFIRST|LASTNAME, FIRSTNAME MIDDLE|55 JONES ST|MEDICAL GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit

Data|[email protected]|4|1

JADOE|DOE, JAN E.|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data| [email protected]|1|6

Group_E-Mail_Delivery_FileFormat Format

Use this format if you want:

The Group field on the Recipient Address Tab to contain the recipient’s group

The E-mail Address field on the

Recipient Information Tab

to contain the recipient’s e-mail

The Delivery field on the

Delivery Method Tab to contain a specific delivery

method

If this field is empty, NetDelivery’s default delivery method is used.

The Output File Format field on the Delivery Method Tab

to contain a specific format to be used when processing reports for delivery

The first line of the report must contain one of the following headers:

Mnemonic|Name|Address|Address2|City|Prov|PC|Phone|Fax|Company|Group|Email|Delivery|

FileFormat

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Group|Email|Delivery

|FileFormat

The following is an example of the Group_E-Mail_Delivery_FileFormat format:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Group|Email|Delivery

|FileFormat

LFIRST|LASTNAME, FIRSTNAME MIDDLE|55 JONES ST|MEDICAL GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit

Data|Lab Group|[email protected]|4|1

JADOE|DOE, JAN E.|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data| Rad

Group|[email protected]|1|6

Group_E-Mail_Delivery_FileFormat Format_Password

Use this format if you want:

The Group field on the Recipient Address Tab to contain the recipient’s group

The E-mail Address field on the

Recipient Information Tab

to contain the recipient’s e-mail

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75

The Delivery field on the Delivery Method Tab to contain a specific delivery

method

If this field is empty, NetDelivery’s default delivery method is used.

The Output File Format field on the Delivery Method Tab

to contain a specific format to be used when processing reports for delivery

The Password field on the Recipient Information Tab to contain a specific

password to be used when validating a recipient receiving encrypted reports

The first line of the report must contain one of the following headers:

Mnemonic|Name|Address|Address2|City|Prov|PC|Phone|Fax|Company|Group|Email|Delivery|

FileFormat|Password

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Group|Email|Delivery

|FileFormat|Password

The following is an exampled of the Group_E-Mail_Delivery_File

Format_Password:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Group|Email|Delivery

|FileFormat|Password

LFIRST|LASTNAME, FIRSTNAME MIDDLE|55 JONES ST|MEDICAL GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit

Data|Lab Group|[email protected]|4|1|secret

JADOE|DOE, JAN E.|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data| Rad

Group|[email protected]|1|6|secret

Note: All passwords are in plain text.

Aliases Format

Use this format to import one or more aliases for specified recipient mnemonics.

The first line of the report must contain the following header:

Mnemonic|Alias

The following is an example of the Alias format:

Mnemonic|Alias

JADOE|DOE, JAN E.|

JADOE|DR. JAN DOE|

JDOE|DOE, JOHN|

JDOE|Dr. J. DOE|

JDOE|Dr. John DOE|

Alias imported into the Recipient Dictionary supplement any aliases that exist for individual recipient mnemonics; existing aliases are not overwritten.

Create an Alias from a Recipient

Mnemonic

When you import the list of recipients in to NetDelivery from an HCIS, the entry in the Name field is used to populate both the Full Name field and the Alias List for

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76 Recipient Dictionary

Importing Recipients that recipient. For example, if the recipient report created by your HCIS contained the following header and list of recipients:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Delivery

ABELL|BELL, ABEL|55 JONES ST|MEDICAL GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit Data|3

ADOE|DOE, ART E.|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data|2

The list of aliases will contain the following:

Figure 4-1 Alias Menu, Example 1

Using the Enabled Alias Rectify function on the System Settings tab, under

Processing Agent Settings , you can add an additional alias that reverses the entry

in the Name field, using the comma as the anchor point. For example, using the same the header and list of recipients as above, the list of aliases would contain the following, if Enabled Alias Rectify is selected:

Figure 4-2 Alias Menu, Example 2

See

"Processing Agent Settings" in

Chapter 3

,

"System Settings" for information

about Enabled Alias Rectify.

See

"Recipient Address Tab" for information about aliases.

How Formats Work A recipient report generated by your HCIS must conform to the following criteria for it to be processed properly by NetDelivery:

• The recipient report should be a plain-text file.

The report must begin with one of the headers described in "Data Structure

Formats" .

The sequence of fields specified in the above examples must be followed.

The data fields in the recipient report’s header and for each recipient must be bar separated (a bar character | ) so the information can be placed into the correct field in the Recipient Dictionary.

All data fields listed in the report’s header must be included in each recipient definition; that is, if there are ten data fields in the header, and one of the fields for a recipient is null, that field must be accounted for by leaving it empty.

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For example, the following input will be processed by NetDelivery although the

Fax field for the second entry is null. The field, however, is included in the recipient definition:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company

LFIRST|LASTNAME, FIRSTNAME M.|5 JONES ST|MEDICAL GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit Data

JADOE|DOE, JAN E.|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555||Interbit Data

JDOE|DOE, JOHN|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data

In the following exampled, the second recipient will not be processed by

NetDelivery because one field, the Fax field, is not included in that entry:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company

LFIRST|LASTNAME, FIRSTNAME M.|5 JONES ST|MEDICAL GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit Data

JADOE|DOE, JAN E.|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|Interbit Data

JDOE|DOE, JOHN|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data

If only the recipient mnemonic is to be entered, the rest of the bar characters must be present to define the remaining fields.

All of the information for a single recipient must be placed in a single line, with one recipient per line. Do not place a carriage return or line feed in-between data fields, place only those characters at the end of each recipient data line.

Processing Recipient

Reports

After the recipient report is created, it must be sent to the LPD printer with the queue name of:

MISPROVDICT

You can either manually send the report to this queue, or set up a process to send a newly created recipient report automatically to the

MISPROVDICT

queue.

To manually send the recipient report to the

MISPROVDICT

queue, perform the steps in the following table.

Note: LPD may not be installed by default on the server. Verify that the printer is installed before performing the following procedure.

:

Step Action

1. Select Run from the Windows start menu.

2. Enter cmd into the Open field.

3. Click OK.

A command window opens.

4. Enter the following into the command window: lpr -S <servername> -P MISPROVDICT <filename>.prn

Where

< servername >

is the name of the print server, and

< filename the location and name of the recipient report file. For example:

>

is lpr -S 127.0.0.1 -P MISPROVDICT recipients.prn

The

MISPROVDICT

queue is where NetDelivery looks for reports that are to be processed as recipient input. NetDelivery’s processing agent reads the report and

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78 Recipient Dictionary

Recipient Dictionary Main Menu enters the information into the Recipient Dictionary, based upon the format defined by the report’s header.

When processing a report, if a recipient mnemonic is already in NetDelivery’s

Recipient Dictionary, and Disable Automatic Update on the Recipient Information

Tab for that recipient is not checked, each field for that recipient is compared. If a

difference is found, the data in NetDelivery’s Recipient Dictionary is over written by the data in the recipient report. The only field where this is not true is the

Mnemonic field. If an identical match for a recipient mnemonic is not found, a new recipient is added to NetDelivery’s Recipient Dictionary. Thus, if for some reason you change the mnemonic for a recipient in your HCIS, a new entry is created in

NetDelivery’s Recipient Dictionary. In effect, there will be two entries for the same recipient. You should delete duplicate entries for a single recipient; see

"Procedures for Managing Recipients"

for the procedure to do this.

Recipient

Dictionary Main

Menu

If you need to add, delete or edit an entry in NetDelivery’s Recipient Dictionary,

NetDelivery provides a set of menus to accomplish these tasks. This section describes each menu available in NetDelivery that enables you to change entries in the Recipient Dictionary.

If you cannot see the Recipient Dictionary tab within NetDelivery Administrator main menu, your account may not have permission to access this functionality.

See the person in your organization responsible for NetDelivery.

Caution: Changing a recipient entry in NetDelivery independent of importing a recipient report and checking Disable Automatic Update on the

Recipient Information for that recipient, can result in a mismatch between NetDelivery and your HCIS. For information on importing

changes to NetDelivery, see "Importing Recipients" .

On the main NetDelivery Administrator menu click the Recipient Dictionary tab to access the Recipient Dictionary’s main menu.

NetDelivery Administrator Guide

Figure 4-1 Recipient Dictionary Main Menu

Recipient Dictionary

Recipient Dictionary Main Menu

79

The Recipient Dictionary main menu is divided into two major areas:

• Search and display functions, containing functionality that enables you to locate entries for recipients

• Recipient listings, containing functionality that enable you to view, add, edit, and delete recipients from the database

The entries in the list of recipients are those recipients that were imported into

NetDelivery from your HCIS, or were added individually from within NetDelivery.

Each recipient in this list is identified using the following information, if it was entered into the system:

Recipient Mnemonic

Full Name

Organization

Delivery

The only information required for an entry is a recipient mnemonic and a delivery method.

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80 Recipient Dictionary

Recipient Dictionary Main Menu

Recipient Search

Parameters

The Search Filter section provides functionality for searching NetDelivery’s data base to locate individual recipients or a group of recipients. The following table lists and describes the elements in the Search Filter section of the Recipient Dictionary main menu.

Table 4-1 Recipient Dictionary Main Menu, Search Filter

Element

Recipient

Mnemonic

Description

Enter a character string into this text entry box that matches the initial characters in the recipient mnemonic for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for recipient mnemonic(s) that match the characters as entered. Only those mnemonics that match the characters display. For example, if you enter

INTE

, only recipient mnemonics that begin with

The search is not case sensitive.

INTE

display.

Caution: The recipient mnemonic for recipients that have

NetDelivery Client as their delivery method cannot exceed 15 characters. Recipient mnemonics in excess of 15 characters are not recognized by

NetDelivery Client.

Full Name

Organization Enter a character string into this text entry box that matches the initial characters in the organization of the recipient for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for organization(s) that match the characters as entered. Only those recipients whose organization match the characters display. For example, if you enter radi

, only recipients whose organization begin with radi display. The search is not case sensitive.

Delivery

Enter a character string into this text entry box that matches the initial characters in the full name of the recipient for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for recipient name(s) that match the characters as entered. Only those recipients whose full name match the entered characters display. For example, if you enter ric

, only recipients whose full name begin with ric display. The search is not case sensitive.

Ascending

Order

Select in this drop-down list box the delivery format that matches the delivery method of the recipient for which you are looking. Only those recipients whose delivery method matches the selected method display.

The default setting is ALL, which displays all delivery formats.

Re-orders the list of recipients based on the entries in the Recipient

Mnemonic column; recipient mnemonics beginning with numbers appear first, followed by recipient mnemonics alphabetically, A-Z.

Select this option button and then click Reset or Load Search

Filter to re-order the list of recipients.

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81

Table 4-1 Recipient Dictionary Main Menu, Search Filter (continued)

Element

Descending

Order

Reset

Load Search

Filter

Show All

Recipients

Description

Re-orders the list of recipients based on the entries in the Recipient

Mnemonic column; recipient mnemonics starting alphabetically display first, Z-A, followed by those that begin with numbers, largest to smallest.

Select this option button and then click Reset or Load Search

Filter to re-order the list of recipients.

This button:

1. Clears the Recipient Mnemonic, Full Name, and

Organization text entry boxes

2. Resets the Delivery text entry box to ALL

3. Turns off Show All Recipients

4. Redisplays all recipients based on the order selected in the

Sort Row by area.

Redisplays the list of recipients based on:

The entries in the Recipient Mnemonic, Full Name,

Organization and the Delivery text entry boxes

The order selected in the Sort Row by area

Shows all recipients on a single page. A scroll bar displays to the right. Click Reset to re-display the list of recipients in a page-by-page format.

You can refine your search by making entries into multiple boxes. For example, if you enter radi, into the Organization text entry box and RIC into the Recipient

Mnemonic text entry box, only recipients whose mnemonic begins with RIC and who belong to the radi group display.

Recipient

Management

Functions

The following table lists and describes the elements in the Recipient Dictionary menu that enable you to manage the list of recipients.

Table 4-2 Recipient Dictionary Main Menu, Recipient Management Features

Element

Total Entries

Found

<<

Description

Displays the total number of entries in the recipient database.

>>

Add

Moves backward, page-by-page, through the list of recipients until the first entry displays. Clicking this button when Show All

Recipients is selected returns the display to the page-by-page format.

Moves forward, page-by-page, through the list of recipients until the last entry displays. Clicking this button when Show All Recipients is selected returns the display to the page-by-page format.

Provides a set of tabbed menus that enable you to add a recipient to the Recipient Dictionary. See

"Recipients Properties Menu"

for a description of these menus.

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82 Recipient Dictionary

Recipients Properties Menu

Table 4-2 Recipient Dictionary Main Menu, Recipient Management Features

Element

Edit

Description

Provides a set of tabbed menus that enable you to edit the properties of the recipient highlighted in the list of recipients. See

"Recipients Properties Menu" for a description of these menus.

Delete

Note: Only one recipient may be selected at one time to be edited.

Deletes the recipient highlighted in the list of recipients.

Note: Once a recipient has been deleted there is no way to retrieve the information for that particular recipient. You are prompted to confirm the deletion before the deletion is completed.

Only one recipient may be selected at one time to be deleted.

Recipients

Properties Menu

When you click the Add or Edit button, the Recipient Properties menu displays.

This menu contains a set of tabs that enable you to define and modify the properties of individual recipients. Although it is required that data be entered into only the Recipient Mnemonic and Delivery fields, entering as much information as possible helps identify the recipient when searching the recipient database or distributing a report.

The following sections provide information about each of the tabs on the

Recipients Properties menu.

Recipient Information

Tab

When the Recipients Properties menu first displays, the Recipient Information tab displays.

NetDelivery Administrator Guide

Figure 4-2 Recipient Properties, Recipient Information Tab

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Recipients Properties Menu

83

This tab displays information about a recipient. The most important field on this tab is the Recipient Mnemonic field. Each recipient must have a unique recipient mnemonic entered before the recipient’s information can be saved to the Recipient

Dictionary. Although entering information into other fields is optional, entering information into the following fields aid in locating recipients in the database and distributing reports:

Full Name - Displays on reports, and aids in locating a recipient in the database

Password - Authenticates the recipient when receiving reports and for creating security certificates

E-mail Address - Tells NetDelivery where to send e-mails

The following table lists and describes the elements in the Recipient Information tab.

Table 4-3 Recipient Properties, Recipient Information Tab

Element

Recipient

Mnemonic

Description

The unique name that identifies the recipient within NetDelivery.

The recipient mnemonic is not case sensitive, thus

DrJDoe

and drjdoe

are the same mnemonic to NetDelivery. The mnemonic can contain any combination of alphanumeric characters and spaces and must be at least four characters in length.

If you are editing an existing recipient’s information, this field cannot be modified in any way. If you want to change the mnemonic, you must delete the existing recipient and add a new recipient.

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Recipients Properties Menu

Table 4-3 Recipient Properties, Recipient Information Tab (continued)

Element

NT Users

Disable

Automatic

Update

Full Name

Disable

Recipient

First Name

Last

Middle

Use Windows

Logon for

Authentication

Domain

Password

Description

A list of all Window users on the current computer.

Use this box in conjunction with the Use Windows Logon for

Authentication checkbox. Highlighting a name in the list box and then clicking the OK button enters the selected name into the

Recipient Mnemonic field.

Prevents data in a recipient report downloaded from an HCIS from overwriting the data already entered in to NetDelivery for this particular recipient.

The full name of the recipient.

This is the information that populates the Full Name field on the

Recipient Dictionary main menu.

Prevents the recipient from receiving reports, if this box is checked.

The recipient’s information remains in the database, but reports will not be delivered to the recipient. To delete disabled recipients from the database, see

"System Settings Menu"

in ""Chapter 3 , "System

Settings" .

The first name of the recipient.

The last name of the recipient.

The middle name of the user.

Requires that the password supplied by the recipient when using the NetDelivery Client to download files from NetDelivery matches their current windows network password, if this box is checked.

The domain for the Windows network user, if Use Windows Logon

For Authentication is checked, and if a user is identified in the NT

Users list box.

A password to be used, if one of the following is true:

The Use Windows Logon For Authentication is not checked.

If a password is entered, the NetDeliveryClient uses the same password to retrieve reports.

A security certificate is needed.

When a recipient’s information is saved, a utility runs that creates a unique certificate for this particular recipient. The password that is entered in this field is used to create the certificate’s password.

Caution: Once saved, this password cannot be changed. If you need to change a password after it has been saved, contact Interbit Data Support.

Display

Password

The method for displaying the password on this menu; toggle between the stored alphanumeric characters and *.

E-mail Address The e-mail address where a report and/or a notification is to be sent.

If the delivery method specified on the Delivery Method tab is

E-mail. The e-mail address must be in the following format: [email protected]

(See, "Delivery Method Tab" .)

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85

Table 4-3 Recipient Properties, Recipient Information Tab (continued)

Element

Description

Entry Date

Description

A short statement or explanation about the role of this recipient.

The date and time that the recipient was first entered in to the database, in the following format:

YYYY\MM\DD [HH:MM:SS]

Last Edit Date The date and time that the recipient information was last edited, in the following format:

YYYY\MM\DD [HH:MM:SS]

Last Edited By The person who last made changes to the definition of this recipient.

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Recipients Properties Menu

Recipient Address

Tab

This tab displays information about the recipient’s address.

Figure 4-3 Recipient Properties, Recipient Address Tab

Although entering information into the fields on this tab is optional, entering information into the following fields is recommended:

Organization - Aids in locating a recipient in the database.

Pager - Tells NetDelivery what phone number to use if pager notification is selected for the recipient.

Group - Prevents multiple reports from reaching the same group. That is, once a recipient of the group receives a report any other recipient who is a member of that group does not receive a copy of the same report.

Fax Number - Tells NetDelivery what phone number to use for faxing a report to the recipient. If a number is not entered into this field, then reports are not sent to the recipient when fax is the selected delivery method.

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87

The following table lists and describes the elements in the Recipient Address tab.

Table 4-4 Recipient Properties, Recipient Address Tab

Element Description

Organization The name of the recipient’s organization; for example, a hospital, clinic, department, or health center. This information displays in the recipient’s Organization field on the Recipient Dictionary main menu.

This information is used to separate reports for batch printing when the delivery method for the recipient is set to Hold for Batch

Printing. When NetDelivery receives a report for a recipient whose delivery method is batch printing, and an organization is identified for that recipient, NetDelivery creates a folder in

NetDelivery\BatchPrint\

with the name of that organization.

Within that new folder, another folder is created with the recipient’s mnemonic as its name.

NetDelivery\BatchPrint\<organization>\<recipient_mnemonic>

If another recipient who is identified for batch printing and has the same organization specified receives a report, a new folder is created within the folder previously created for that organization.

If nothing is entered into this field, and the recipient’s delivery method is set to Hold for Batch Printing, the organization folder is set to _Default.

NetDelivery\BatchPrint\_Default\<recipient_mnemonic>

Address [line 1]

Address [line 2]

City

All reports for that recipient are stored in this folder until the batch print process runs.

(See, "Delivery Method Tab" )

The physical location where the recipient or organization can be contacted.

An incorporated or chartered municipality, township, etc. with definite boundaries and legal powers granted by its governing organization.

State/Province The governing organization of the municipality, township, etc.

Zip/Postal

Code

A series of letters and/or digits appended to a postal address for the purpose of sorting mail.

Office Phone Phone number of the organization or recipient.

Cell Phone Phone number of the organization or recipient that can be used to reach a mobile phone.

Pager

Group

Phone number of the organization or recipient that can be used to reach a mobile text device.

A description of the organization’s or recipient’s place in a particular department such as LAB, RAD, MICRO and/or other designation.

Use this field to ensure that a group of recipients do not receive multiple copies of the same report. For example, if Doctor Jones is part of LAB and Doctor Owens is also part of LAB, a report that was already sent to Dr. Jones is not sent to Dr. Owens, since they are part of the same group.

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Recipients Properties Menu

Table 4-4 Recipient Properties, Recipient Address Tab (continued)

Element

Fax Number

Description

Phone number used to dial the fax device for the organization or recipient. Used when the recipient has the delivery method specified as being Fax to Recipient.

Recipient E-Mail

Notification Tab

This tab displays information about whether or not an e-mail message and/or pager notification is sent to the recipient when NetDelivery sends a report to the recipient.

Figure 4-4 Recipient Properties, Recipient E-mail Notification Tab

This tab indicates to NetDelivery to send an e-mail and/or pager notification to the recipient when a report is sent to the recipient. If e-mail notification is enabled, the recipient must have an e-mail address specified in the E-Mail Address field on the

Recipient Information Tab

. If pager notification is enabled, the recipient must have a pager address entered in to the Pager field on the

Recipient Address Tab

.

Note: If the report is processed by a report distribution template, and that report distribution template also has either e-mail or pager notification enabled, the recipient receives the message entered in to the Recipient

Mnemonic’s E-Mail Notification tab. If the Recipient Mnemonic’s notification feature is not enabled, the notification specific for the report distribution template is sent. The Recipient Mnemonic’s notification has precedence. (See,

"E-Mail Notification Tab"

in Chapter 11 , "The

Distribution Wizard"

.)

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The following table lists and describes the elements in the Recipient E-mail

Notification tab.

Table 4-5 Recipient Properties, Recipient E-mail Notification Tab

Element

Send E-mail

Notification

Subject

E-mail

Message Body

Send Pager

Notification

Subject

Pager Message

Body

Description

Sends an e-mail message to the recipient. If text is entered into either the Subject text entry box or the E-mail Message Body text entry box, that text is sent to the recipient.

The text that displays in the Subject line of the e-mail message.

The text that displays in the body of the e-mail message.

Sends a pager notification to the recipient. If text is entered in to either the Subject text entry box or the Pager Message Body text entry box, that text is sent to the recipient.

The text displays as the subject of the pager notification.

The text that displays in the body of the pager message.

Note: This e-mail notification feature is used for informing recipients that a report has been sent to them. There is another e-mail notification feature within NetDelivery that is used to inform individuals, usually a

NetDelivery administrator, that one of the NetDelivery agents has encountered a problem delivering reports. For information about this

e-mail notification feature, see Chapter 8 , "E-Mail Notifications"

.

Recipient Aliases Tab This tab displays aliases for recipient listed on the Recipients Information tab, and enables you to add or delete aliases for that recipient.

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Figure 4-5 Recipient Properties, Recipient Aliases Tab

Recipients can be referred to in many different ways, such as different name order, absence or presence of titles, a nick name, or different spellings of their names.

This tab enables you to identify the recipient in as many ways as necessary.

Aliases entered in to the database are used by a report distribution template to determine to whom the report should be sent.

Note: NetDelivery only uses aliases to identify recipients if the Distribution

Wizard is installed. If the Distribution Wizard is not installed, NetDelivery uses the recipient mnemonic to identify the recipient.

From this tab you can only add and delete an alias. To edit an alias, delete the entry and then add the new alias. All entries are saved when you click the Save button; all previous aliases for this recipient are first deleted from the database and then the current list of aliases is saved into the alias database.

The following table lists and describes the elements in the Recipient Aliases tab.

Table 4-6 Recipient Properties, Recipient Aliases Tab

Element

Alias List

Add

Delete

Description

Lists the aliases for this recipient.

Adds an alias for the recipient. Clicking the Add button displays the

Add Alias dialog box that enables you to add a new alias.

Deletes the highlighted alias. Clicking this button displays a confirmation dialog box.

Recipient Upload

Preference Tab

This tab is used to specify recipients who can receive uploaded (forwarded) reports from other recipients who have:

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91

NetDelivery Client specified as their delivery method (see "Delivery Method

Tab" ).

The ability to upload (forward) to recipients listed in the Recipient Dictionary reports or other types of document from their NetDelivery Client installation

In order to receive uploaded reports, recipients must be included in the list on this tab. Recipients not included in this list, cannot receive uploaded reports. By default this capability is disabled for all recipients.

Figure 4-6 Recipient Properties, Recipient Upload Preference Tab

Caution: With the implementation of various regulations specifying how medical records are to be secured, you need to be careful about who receives patient and account information. Thus, uploading

(forwarding) reports intended for one recipient to other recipients is a decision that must be given careful consideration.

The Recipient Upload Preferences tab enables you to identify each recipient to whom reports can be uploaded. The following table lists and describes the elements in the Recipient Upload Preference tab.

Table 4-7 Recipient Properties, Recipient Upload Preference Tab

Element Description

Disable Upload Disables the capability to upload reports to other recipients. This is the default for all recipients.

All Recipients Enables all recipient to receive uploaded reports from NetDelivery

Client installations.

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Table 4-7 Recipient Properties, Recipient Upload Preference Tab (continued)

Element

Selected

Recipients Only

Add Upload

Recipient

Delete Upload

Recipient

Description

Enables only those recipients included in the list to receive reports uploaded from a NetDelivery Client installation.

Clicking this button makes the Add Upload Recipient and Delete

Upload Recipient buttons inaccessible.

Enables you to add recipients to whom NetDelivery reports can be uploaded.

Clicking this button displays the Select Recipient dialog box. (See

"Recipient Dictionary Main Menu" for information on the Select

Recipient dialog box.)

Deletes the highlighted recipient from the list of recipients who can receive uploaded reports.

Clicking this button displays a confirmation dialog box.

Delivery Method Tab This tab enables you to specify the delivery method used by NetDelivery to send reports to the recipient.

Figure 4-7 Recipient Properties, Delivery Method Tab

For each Recipient Mnemonic you must select from the list of delivery methods, the delivery method that NetDelivery uses to distribute reports to that recipient.

Although each delivery method has its own unique set of parameters that need to be specified, there are several core elements that display no matter which delivery method is selected. The following table lists and describes the core elements on the Delivery Method tab.

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Table 4-8 Recipient Properties, Delivery Method Tab

Element

Redirect

Outbound

Magic Faxes to

This Recipient

Fax Number

Description

Tells the NetFax function to redirect all MEDITECH Magic faxes that match the fax number specified in the Fax Number text entry box to this Recipient Mnemonic. (Works with MEDITECH Magic, only.)

Delivery

The outbound MEDITECH Magic fax number from which reports are redirected.

Selects one of the following delivery methods for the recipient:

NetDelivery Client -- The default delivery method. Places reports for this recipient in the Cache folder found in the

NetDelivery

directory. A new folder, if needed, is created under Cache with the Recipient Mnemonic as its name. Reports placed in this folder are downloaded by a NetDelivery Client.

Caution: The Recipient Mnemonic for recipients that have

NetDelivery Client as their delivery method cannot exceed 15 characters. Recipient Mnemonics in excess of 15 characters are not recognized by

NetDelivery Clients. If it is necessary to have a

Recipient Mnemonic greater than 15 characters with a delivery method of NetDelivery Client, an Alternate

Delivery Map can be configured to handle this

situation (see, "Alternate Delivery Map"

).

Web Publish -- Places the report in the media folder found in:

C:\inetpub\wwwroot\ReportManager\Media

NetDelivery automatically creates a folder in the Media directory, using the recipient’s mnemonic for the name of the folder, and places reports in that folder.

Note: If ASP.NET 3.5 is the selected Web Publish Setting on the

System Settings tab (see, "WWW - Internet Settings"

in

Chapter 3 , "System Settings"

), then PDF format must be the selected Output File Format.

Distribution List -- Distributes one report to multiple recipients.

Each recipient has their own delivery format.

E-mail as Attachment -- Sends reports as an attachment in an e-mail.

E-mail as Text -- Sends reports as text within an e-mail, all

Printer Common Language (PCL) code is removed from the report.

E-mail Weblink -- Sends, to the recipient, an e-mail containing an Internet link from which the report can be downloaded.

WWW - Internet under the System Settings tab must be properly setup for this to work (see,

"WWW - Internet Settings"

in Chapter 3 , "System Settings"

).

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Table 4-8 Recipient Properties, Delivery Method Tab (continued)

Element Description

Send to Windows Printer -- Sends reports to a specified

Windows’ printer.

The printer must be setup on the computer where NetDelivery is running. Reports are printed on receipt, or on a schedule set up

using the elements on the "Specific Time Printing" tab.

FAX to Recipient -- Sends the report to the NetFax Pending folder from where it is transmitted to the recipient by a fax line.

Send to LPR Printer -- Sends reports to a LPR printer.

Send to Windows Folder -- Sends reports to a Windows folder on the computer where the NetDelivery directory is located. for example:

C:\NetDelivery\Reports or

\\PC-NAME\C$\NetDelivery Reports

Upload to Internet Site -- Uploads reports to either a FTP site,

HTTP site, or HTTPS site.

NULL Delivery - Delete Report -- Deletes reports; reports are not sent.

Hold for Batch Processing -- Places reports in the BatchPrint folder that is found in the NetDelivery directory. A new folder, if needed, is created under BatchPrint with the recipient’s organization as its name, another folder is then created under the organization folder with the Recipient Mnemonic as its name; for example:

C:\Program Files\NetDelivery\BatchPrint\Lab\JDoe\Report.prn

Document Manager — Sends reports to the Document

Manager optional module. This delivery method requires that

Document Manager be installed. If Document Manager is not installed, the delivery method does not display in the list of

delivery methods (see, Chapter 13

,

"Document Manager"

).

Send to Default Location Handler — Sends reports to a recipient using the location on the report to determine the recipient to whom the report should be sent. This delivery method requires that the Distribution Wizard be installed.

McKesson - HPF - Cold Interface - TIFF — An optional module that converts MEDITECH reports to McKesson Horizon

Patient Folder (HPF) as TIFF files.

McKesson - HPF - Cold Interface - ASCII — An optional module that converts MEDITECH reports to McKesson Horizon

Patient Folder (HPF) as ASCII files.

Depending on the delivery method selected, different dialog items display in the Delivery Method tab. See

Table 4-10 for a description

of the parameters for each delivery method.

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Table 4-8 Recipient Properties, Delivery Method Tab (continued)

Element

Output File

Format

Description

Reports, depending on the recipient, do not need to be delivered as print (.prn) documents. The reports can be converted into other formats. The following is a list of the available formats:

Native Print File (PRN) — Uses the formatting code contained within the original report. For example, a printer text file that contains PCL code that tells the printer how to display the information on the page. This is the default output file format.

Portable Document Format (PDF) — A file format created by

Adobe Systems for document exchange that presents documents in a manner independent of the application software, hardware, and operating system.

Note: If ASP.NET 3.5 is the selected Web Publish Setting on the

System Settings tab (see, "WWW - Internet Settings"

in

Chapter 3 , "System Settings"

), then PDF format must be the selected Output File Format.

Selecting this option displays the Enable PDF Encryption option; see

"PDF Encryption"

for a description of this option.

Tagged Image Format File 200 dpi (TIFF) — A file format that creates the report as a graphic image. A document created at

200 dpi has less clarity than one created at 300 dpi.

Tagged Image Format File 300 dpi (TIFF) — A file format that creates the report as a graphic image. A document created at

300 dpi (dots per inch) has greater clarity than one created at

200 dpi.

Text Document (TXT) — A file with PCL code removed, just plain text.

HL7 - Conversion — A file format that conforms to the HL7 standard, the standard for the exchange, integration, sharing and retrieval of electronic health information.

Note: If this output format is selected, an additional element displays on the Delivery Method tab that enables you to identify the transformation temple used in the conversion to HL7.

Transformation Template — The transformation template that converts a report generated by a HCIS and into a HL7 formatted report. This feature allows for the easy integration into a

Physician’s Practice EMR or other system. This output format is

only valid if the Integration Module is installed (see, Chapter 12 ,

"Integration Module"

).

Transformation Template with File — The transformation template that converts a report generated by a HCIS into a HL7 formatted report, as well as the source file from which the transformation template was generated. This feature allows for the easy integration into a Physician’s Practice EMR or other system. This output format is only valid if the Integration Module

is installed (see, Chapter 12

,

"Integration Module"

).

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Table 4-8 Recipient Properties, Delivery Method Tab (continued)

Element

Final File

Format

Description

Sends reports as a zipped up, compressed archive, file and/or an encrypted file using the recipient’s certificate. You can select one or both of the following:

Zip File — Sends reports as a zipped up, that is, a compressed archive file.

IBE File Encryption — Encrypts the report with a certificate that was created for this recipient, if a password was entered on the Recipient Information tab. The recipient must have the

NetDelivery Client installed, and a certificate must be installed in the NetDeliveryClient directory in order to decrypt the report. The attachment with the new name has the file extension ibe.

To send an encrypted file with a certificate, a password must be specified for the recipient; see

"Recipient Information Tab"

.

Redirect

Outbound

Magic Faxes to

This User

Fax Number

Caution: Sending confidential information in an un-encrypted e-mail system is not recommended. Patient data could be exposed to parties who do not have privileges to view the information. Using encryption reduces the risk of un-authorized access. To send an encrypted file with a certificate, a password must be

specified for the recipient; see "Recipient Information

Tab"

.

Tells the NetFax application to redirect all MEDITECH Magic faxes that matches the fax number specified in the Fax Number field to this recipient. (Works with MEDITECH Magic, only.)

The outbound MEDITECH Magic fax number from which reports are redirected.

PDF Encryption

If you select Portable Document Format (PDF) as the output file format, the option to encrypt the PDF output file displays. When you select Enable PDF

Encryption, the Settings button becomes accessible, which displays the PDF

Encryption Settings dialog box when clicked. The features on this dialog box enable you to set the parameters for encrypting the PDF formatted report.

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Figure 4-8 PDF Encryption Settings Dialog Box

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97

The following table lists and describes the elements on the PDF Encryption

Settings dialog box.

Table 4-9 PDF Encryption Settings Dialog Box Element

Element

Document

Open

Password

. . .

Change

Permission

Password

Description

The password the user enters to open, view, and manipulate the contents of the PDF formatted report, permission are determined by which of the check boxes are selected.

An entry in this text entry box is required.

Toggles the display of the Document Open Password between the stored alphanumeric characters and *.

The password the user enters to open, view and manipulate the

PDF formatted report.

An entry in this text entry box is required.

. . . Toggles the display of the Change Permission Password between the stored alphanumeric characters and *.

Print Document Enables the user to print the PDF formatted report, if the Document

Open Permission Password was used to open the report.

Copy Contents Enables the user to copy the PDF formatted report, if the Document

Open Permission Password was used to open the report.

Change

Document

Enables the user to change the contents of the PDF formatted report, if the Document Open Permission Password was used to open the report.

Add Text

Annotations

Enables the user to add annotations to the PDF formatted report, if the Document Open Permission Password was used to open the report.

Use 128-bit

Encryption

Determines whether or not 128-bit encryption is used to encrypt the

PDF formatted report, rather than the default 40-bit encryption.

When selected, the elements in the Additional Security section become accessible.

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Table 4-9 PDF Encryption Settings Dialog Box Element (continued)

Element

Additional

Security

Description

The following, additional security permissions can be set on reports, if 128-bit Encryption is selected:

Low Resolution Printing — Determines whether or not the resolution used when printing the report can be changed to a lower quality resolution.

Assemble Document — Determines whether or not the content of the report can be changed by manipulating the pages within the document. For example, pages can be deleted and rotated, additional pages can be inserted, bookmarks can be added, and thumbnail images can be generated.

Extract Text and Graphics — Determines whether or not text and graphics can be extracted from the report.

Note: Clicking the Save button on the PDF Encryption dialog box saves the encryption setting, but these setting are not applied to the Recipient

Mnemonic until the Save button for the Recipient Mnemonic is also clicked. If you close the Recipient Mnemonic without saving it, the encryption settings are lost.

When the users open an encrypted PDF file they are prompted for a password, the password they enter determines which permissions they have to view and manipulate the report. Both the Document Password and the Change Permission

Password can be the same character string.

Delivery Method Parameters

Each delivery method has its own set of parameters that need to be specified. The elements that display on the Deliver Method tab change depending of the delivery method selected. The following table lists and describes the unique parameters for each delivery method.

Table 4-10 Delivery Method Parameter Descriptions

Delivery

Method

NetDelivery

Client

Parameter

Filename

Options

Description

Specifies how the name of the report should be sent. All reports that are processed through the

Distribution Wizard have a unique identifier appended to the end of the filename. Use these radio buttons to specify which action the program should take, if any, to remove the unique identifier.

None (Default) -- No action is taken

Specify -- The specified alphanumeric character string replaces the entire filename

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Table 4-10 Delivery Method Parameter Descriptions (continued)

Delivery

Method

Web Publish

Parameter

Filename

Options

Description

Remove Unique Identifier -- Removes the unique identifier

Format 8.3 Unique Identifier -- Changes the entire file name to a DOS compatible 8.3 filename

Specify File Extension -- Specifies a file extension for files that have been reformatted to conform to the HL7 standard; enter only

.hl7

as the file extension (only applicable if

NetDelivery’s Integration Module is installed)

Specifies how the name of the report should be sent. All reports that are processed through the

Distribution Wizard have a unique identifier appended to the end of the filename. Use these radio buttons to specify which option the program should take, if any, to remove the unique identifier.

None (Default) — No action is taken

Specify — The specified alphanumeric character string replaces the unique identifier

Remove the Unique Identify — Removes the unique identifier

Format 8.3 Unique Identifier — Changes the entire file name to a DOS compatible 8.3 filename

Specify File Extension -- Specifies a file extension for files that have been reformatted to conform to the HL7 standard; enter only

.hl7

as the file extension (only applicable if

NetDelivery’s Integration Module is installed)

Distribution List Distribution List Adds or deletes recipients from the Distribution

List:

• Clicking Add displays the Select Recipient dialog box for identifying additional recipients.

• Clicking Delete deletes the selected recipient(s) from the Distribution List.

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Table 4-10 Delivery Method Parameter Descriptions (continued)

Delivery

Method

E-mail as

Attachment

Parameter

Final File

Format

Mask Original

File Name

Output File

Format

Standard

E-mail

Encryption

IBE File

Encryption

Filename

Options

Description

IBE File Encryption is inaccessible using this delivery method.

The report is attached to the e-mail in the format that is selected in the Output File Format field.

Renames and sends the attached report. The new name is a 20-character random text in the following format:

XXXXX-XXXXX-XXXX-XXXXX where X is any upper or lowercase character from

A-Z.

Sends the report in the format specified by the option selected in the Delivery section.

Sends the report with a generic e-mail certificate used to encrypt the attachment. The sender must have the public key to encrypt the e-mail, and the recipient must have the certificate’s private key to decrypt the e-mail.

Please contact Interbit Data Customer Support for additional information about this option.

Sends the report as an encrypted attachment in an e-mail (the attachment’s file name has the extension .ibe).

The report is encrypted with a certificate that was created for this recipient, if a password was entered on the Recipients Information tab. The recipient receives an e-mail with the .ibe file attached. Double-clicks on the attached file, and enter the valid password. The file opens in

NetDelivery Client.

Specifies how the name of the report should be sent. All reports that are processed through the

Distribution Wizard have a unique identifier appended to the end of the filename. These radio buttons specify which action, if any, should be taken, to remove the unique identifier.

None (Default) — No action is taken

Specify — The specified alphanumeric character string replaces the unique identifier

Remove Unique Identifier

Specify File Extension — Specifies a file extension for files that have been reformatted to conform to the HL7 standard; enter only

.hl7

as the file extension (only applicable if

NetDelivery’s Integration Module is installed)

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Table 4-10 Delivery Method Parameter Descriptions (continued)

Delivery

Method Parameter

Specify E-mail

Message

E-mail as Text Remove

Non-Printable

Characters

Text Extraction

Method

Description

Enables you to specify a subject (displays in the subject line) and message (displays in the body) for inclusion in the e-mail.

Removes PLC code from the report when it is placed in the body of the e-mail.

Extracts the contents of the report using one of the following methods:

None — No extraction method is used to aid in the formatting or readability of the report.

Simple — Uses a text extraction method that enhances the formatting and readability of reports created by MEDITECH Magic (Magic

Users, only).

Complex (Version 1) — Uses a text extracting method that places the text in the correct sequence for reports created by

MEDITECH C/S (6.0).

Complex (Version 2) — Uses a text extraction method that places the text in the correct sequence and provides basic format/structure for reports created by

MEDITECH C/S (6.0).

Complex (Version 3) — Uses a more robust text extraction method for positioning and formatting text in order to more closely replicate the source file. Use this method for very complex MEDITECH C/S (6.0) reports or documents generated by Microsoft Word.

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Table 4-10 Delivery Method Parameter Descriptions (continued)

Delivery

Method Parameter

E-mail Weblink Filename

Options

Send to

Windows

Printer

Text Extraction

Method

Windows

Printer

Description

Specifies how the name of the report should be sent. All reports that are processed through the

Distribution Wizard have a unique identifier appended to the end of the filename. Use these radio buttons to specify which option the program should take, if any, to remove the unique identifier.

None (Default) -- No action is taken

Specify -- The specified alphanumeric character string replaces the unique identifier

Remove Unique Identify -- Removes the unique identifier

Format 8.3 Unique Identifier -- Changes the entire file name to a DOS compatible 8.3 filename

Specify File Extension -- Specifies a file extension for files that have been reformatted to conform to the HL7 standard; enter only

.hl7

as the file extension (only applicable if

NetDelivery’s Integration Module is installed)

Extracts the contents of the report using one of the following methods:

None — No extraction method is used to aid in the formatting or readability of the report.

Simple — Uses a text extraction method that enhances the formatting and readability of reports created by MEDITECH Magic (Magic

Users, only).

Complex (Version 1) — Uses a text extracting method that places the text in the correct sequence for reports created by

MEDITECH C/S (6.0).

Complex (Version 2) — Uses a text extraction method that places the text in the correct sequence and provides basic format/structure for reports created by

MEDITECH C/S (6.0).

Complex (Version 3) — Uses a more robust text extraction method for positioning and formatting text in order to more closely replicate the source file. Use this method for very complex MEDITECH C/S (6.0) reports or documents generated by Microsoft Word.

Identifies the Windows’ printer to which reports are sent.

The printer must be setup on the computer where

NetDelivery Administrator is running. Reports are printed on receipt.

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Table 4-10 Delivery Method Parameter Descriptions (continued)

Delivery

Method

FAX to

Recipient

Send to LPR

Printer

Parameter

Fax Settings

Fax Class

Maximum

Speed

Send Fax

Cover Page

Group Faxes

Use Template

Fax Cover

Page

Server

LPR Queue

Description

Specifies the days of the week and the start and end times (in 24-hour format) for delivering the report as a fax. Faxes are delivered between the times specified, only. If you want faxes to be delivered on a 24-hour bases, enter

Start Time text entry box, and

Time text entry box.

00:00

23:59

in the

in the End

Specifies the fax class of the computer modem, that is, how much processing is off-loaded from the computer's CPU to the fax modem.

Specifies the maximum baud rate at which the fax is sent.

Use this feature if you know the optimum speed at which the recipient’s fax machine operates. The fax may be sent at a lower rate than specified. If you do not specify a baud rate, the fax is sent at the fastest possible speed.

Prepends the NetFax cover page file (NetFax.cpe) to the fax when it is sent.

To use a customized cover page, enter that cover page’s filename into the text entry box. This file must be stored in the default location for fax cover pages:

\NetDelivery\FaxAgent\CoverPages\

Controls the number of faxes that can be included in a single fax group.

The faxing routine checks the Fax Agent's

Pending queue for faxes. If there are multiple faxes for an individual recipient, the faxes are grouped, up to the maximum number specified, and they are then sent as one fax.

Limiting the number of faxes in a group controls the size of faxes being sent. Thus, if an interruption in the faxing process occurs, the amount of data that needs to be resent is reduced.

Also, grouping faxes reduces the number of fax cover pages sent.

Prepends the fax cover page specified by the report distribution template used to process the

report (see "Template Information Tab"

in Chapter

11

,

"The Distribution Wizard" ).

Specifies the IP address or DNS to which the report is sent.

Specifies the name of the LPR queue to which the report is sent.

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Table 4-10 Delivery Method Parameter Descriptions (continued)

Delivery

Method

Send to

Windows

Folder

Parameter

Text Extraction

Method

Filename

Options

Description

Extracts the contents of the report using one of the following methods:

None — No extraction method is used to aid in the formatting or readability of the report.

Simple — Uses a text extraction method that enhances the formatting and readability of reports created by MEDITECH Magic (Magic

Users, only).

Complex (Version 1) — Uses a text extracting method that places the text in the correct sequence for reports created by

MEDITECH C/S (6.0).

Complex (Version 2) — Uses a text extraction method that places the text in the correct sequence and provides basic format/structure for reports created by

MEDITECH C/S (6.0).

Complex (Version 3) — Uses a more robust text extraction method for positioning and formatting text in order to more closely replicate the source file. Use this method for very complex MEDITECH C/S (6.0) reports or documents generated by Microsoft Word.

Specifies how the name of the report should be sent. All reports that are processed through the

Distribution Wizard have a unique identifier appended to the end of the filename. Use these radio buttons to specify which option the program should take, if any, to remove the unique identifier.

None (Default) — No action is taken

Specify — The specified alphanumeric character string replaces the unique identifier

Remove Unique Identifier — Removes the unique identifier

Format 8.3 Unique Identifier — Changes the entire file name to a DOS compatible 8.3 filename

Specify File Extension -- Specifies a file extension for files that have been reformatted to conform to the HL7 standard; enter only

.hl7

as the file extension (only applicable if

NetDelivery’s Integration Module is installed)

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Table 4-10 Delivery Method Parameter Descriptions (continued)

Delivery

Method Parameter

Windows

Folder

Description

Specifies the folder location where the report should be placed, for example:

C:\MyFolderLocation\RadReport

If the folders are not present, they are created.

Names in the path must not contain any of the following characters:

\ / : * ? “ < > |

Upload to

Internet Site

Text Extraction

Method

Note: If the specified folder path is to a

network drive, the NDRelayAgent must be running under an account that has network privileges. By default the

NDRelayAgent

runs under the System

Account, which does not have network privileges. Use the Computer

Management Services feature to change this situation.

Extracts the contents of the report using one of the following methods:

None — No extraction method is used to aid in the formatting or readability of the report.

Simple — Uses a text extraction method that enhances the formatting and readability of reports created by MEDITECH Magic (Magic

Users, only).

Complex (Version 1) — Uses a text extracting method that places the text in the correct sequence for reports created by

MEDITECH C/S (6.0).

Complex (Version 2) — Uses a text extraction method that places the text in the correct sequence and provides basic format/structure for reports created by

MEDITECH C/S (6.0).

Complex (Version 3) — Uses a more robust text extraction method for positioning and formatting text in order to more closely replicate the source file. Use this method for very complex MEDITECH C/S (6.0) reports or documents generated by Microsoft Word.

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Table 4-10 Delivery Method Parameter Descriptions (continued)

Delivery

Method Parameter

Filename

Options

Internet

Settings

Description

Specifies how the name of the report should be sent. All reports that are processed through the

Distribution Wizard have a unique identifier appended to the end of the filename. Use these radio buttons to specify which option the program should take, if any, to remove the unique identifier.

None (Default) -- No action is taken

Specify -- The specified alphanumeric character string replaces the unique identifier

Remove Unique Identifier -- Removes the unique identifier

Format 8.3 Unique Identifier -- Changes the entire file name to a DOS compatible 8.3 filename

Specify File Extension -- Specifies a file extension for files that have been reformatted to conform to the HL7 standard; enter only

.hl7

as the file extension (only applicable if NetDelivery’s Integration Module is installed)

Specifies to NetDelivery how the report is sent:

Host Name — The IP address or DNS server name that tells NetDelivery to where the report is to be uploaded.

Path — The pathname to where the report is to be placed on the server.

TCP Port — The port number of the port to be used, if there is one, when uploading reports.

Caution: The port number should be set to

21, which is the default port for FTP.

If documents are not being delivered to FTP sites, make sure there is an entry in this box, as it does not have a default value.

Username — The username of the user that has access to the server so that NetDelivery can log in to the server properly.

Password — The password of the user that has access to the server, so that NetDelivery can log in to the server properly.

Protocol — The protocol to be used when uploading the report:

- FTP

- HTTP

- HTTPS

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Table 4-10 Delivery Method Parameter Descriptions (continued)

Delivery

Method

NULL Delivery -

Delete Report

Hold for Batch

Processing

Document

Manager

Send to Default

Location

Handler

McKesson -

HPF - Cold

Interface - TIFF

Parameter

No unique

parameters

No unique

parameters

No unique

parameters

No unique

parameters

Filename

Options

Description

--

--

--

--

Windows

Folder

Specifies file naming convention:

Format 8.3 Unique Identifier -- Specifies the

DOS compatible file name format to be used when sending the report.

Specify File Extension -- Specifies a file extension for files that have been reformatted to conform to the HL7 standard; enter only

.hl7

as the file extension (only applicable if

NetDelivery’s Integration Module is installed)

Specifies the folder location where the report should be placed, for example:

C:\MyFolderLocation\RadReport

If the folders are not present they are created.

Pathnames must not contain any of the following characters:

\ / : * ? “ < > |

McKesson -

HPF -

Cold Interface -

ASCII

Filename

Options

Note: If the specified folder path is to a

network drive, the NDRelayAgent must be running under an account that has network privileges. By default the

NDRelayAgent

runs under the System

Account, which does not have network privileges. Use the Computer

Management Services feature to change this situation.

Specifies file naming convention:

Format 8.3 Unique Identifier -- Specifies the

DOS compatible file name format to be used when sending the report.

Specify File Extension -- Specifies a file extension for files that have been reformatted to conform to the HL7 standard; enter only

.hl7

as the file extension (only applicable if

NetDelivery’s Integration Module is installed)

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Table 4-10 Delivery Method Parameter Descriptions (continued)

Delivery

Method Parameter

Windows

Folder

Description

Specifies the folder location where the report should be placed, for example:

C:\MyFolderLocation\RadReport

If the folders are not present they are created.

Pathnames must not contain any of the following characters:

\ / : * ? “ < > |

Note: If the specified folder path is to a

network drive, the NDRelayAgent must be running under an account that has network privileges. By default the

NDRelayAgent

runs under the System

Account, which does not have network privileges. Use the Computer

Management Services feature to change this situation.

Alternate Delivery

Map

This tab enables you to set up multiple, alternate delivery methods for the recipient. This feature requires that the Distribution Wizard is installed.

Figure 4-9 Recipient Properties, Alternate Delivery Map

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From this menu, you can select one or more alternate delivery methods for the recipient. For example, a recipient may require that all reports, except laboratory reports, be sent to a printer in a central office. Lab reports need to be sent to a specific printer at a clinic. The elements on this menu enable you to specify different report distribution templates to accomplish this task.

In the following scenario, a recipient mnemonic receives a report on LPD1, the report is mapped to alternative delivery recipient mnemonic DrJD1 that states that the report is to be sent to a folder. If the same recipient mnemonic receives a report on LPD2, the report is mapped to alternative delivery recipient mnemonic

DrJD2 that states that the report is to be sent directly to a printer.

The following table lists and describes the elements in the Alternate Delivery Map tab.

Table 4-11 Recipient Properties, Alternate Delivery Map Tab

Element

Enable Delivery to Alternate

Recipients

Description

Enables the alternative delivery mapping feature.

Selecting this checkbox makes the other elements on this menu active.

The name of alternative report distribution template to be used. Distribution

Wizard

Template

Name

Alternate

Delivery

Recipient

Mnemonic

Add

The name of alternative recipient mnemonic to which the report is mapped.

Edit

Delete

Displays the Enter Alternative Delivery Information dialog box, enabling you to modify the selected alternative mapping.

Displays the Enter Alternative Delivery Information dialog box, enabling you to modify the selected alternative mapping.

Deletes the selected alternative mapping from the list.

Note: If the Distribution Wizard is not installed, then the fields on this menu are blank.

Specific Time

Printing

This tab enables you to schedule the printing of reports received by the recipients who have Send to Windows Printer specified as their delivery method (see

"Delivery Method Tab"

).

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Figure 4-10 Recipient Properties, Specific Time Printing

Note: This feature works with Windows printers only, it does not work for recipients with the Send to LPR Printer delivery method.

From this menu you can add, edit and delete one or more scheduled printing times. The following table lists and describes the elements in the Specific Time

Printing tab.

Table 4-12 Recipient Properties, Specific Time Printing Tab

Element

Enable

Add

Edit

Delete

Description

Enables the specific time printing process for all configured print times.

Selecting this checkbox makes the other elements on this menu active.

Displays the Specific Time Printing dialog box, allowing you to:

• Enable the specific print time

• Indicate whether or not to print a summary report, which list all of the files that were printed during that print job

Specify the time of the day the print job runs

Indicate the day(s) of the week that the print job runs

Displays the Specific Time Printing dialog box, enabling you to enabling you to modify the selected print time.

Deletes the selected print time.

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Reports received between the specified print times are stored in the print queue.

From the Specific Time Printing tab you can enable all of the print jobs. In addition, each print job can be enabled/disabled individually. The list of scheduled print times that displays on the tab, one time per line, identifies whether or not that print time is enabled, and the days/time the print job runs. Included in the list of properties for each print time is a Print Time File Time number that uniquely identifies each print job for tracking and troubleshooting purposes.

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NetDelivery Administrator Guide

P ROCEDURES FOR M ANAGING R ECIPIENTS

Recipients are members of a medical practice or hospital staff who are authorized to receive reports generated by your health care information system (HCIS). The following procedures explain how to manage recipients in NetDelivery, including:

Importing a List of Recipients

Adding Recipients to NetDelivery

Editing Recipients

Deleting Recipients from NetDelivery

These procedures assume that you have logged in to NetDelivery Administrator using an account that has the appropriate permissions. For information about

logging in to NetDelivery Administrator, see

"Accessing NetDelivery" in

Chapter 1 ,

"Overview of NetDelivery" . If the account that you are using does not have the

necessary permissions to create and manage recipients, see the person in your organization responsible for NetDelivery.

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Importing a List of Recipients

Importing a List of

Recipients

The number of recipients in an organization can vary widely. In many large organizations, the number can be in the thousands. Although NetDelivery provides you with the functionality to manually enter recipients on an individual basis, attempting to do this while maintaining compatibility between your HCIS and

NetDelivery is an error-prone task. Therefore, it is strongly recommended that the creation and update of NetDelivery’s list of recipients be performed automatically, by importing the list of recipients from your HCIS on a regularly scheduled basis.

Creating and updating NetDelivery’s list of recipients in this manner ensures that the list of recipients in NetDelivery and in your HCIS match.

After the recipient report is created in your HCIS, it needs to be sent to the LPD printer with a queue name of MISPROVDICT. The MISPROVDICT queue is where

NetDelivery looks for reports that are to be processed as recipient input.

NetDelivery’s processing agent reads the report and enters the information into the

Recipient Dictionary, based upon the format defined by the report’s header.

To generate a recipient report from a HCIS, and to import that report in to

NetDelivery, perform the following steps.

Step Action

1. Determine which of the data structure formats is to be used when generating a recipient report. The types are:

• Basic

• Basic_Group

• Delivery

• Delivery_Group

• E-Mail_Delivery_FileFormat

• Group_E-Mail_Delivery_FileFormat

• Group_E-Mail_Delivery_FileFormat_Password

2. Generate, in your HCIS, a recipient report that conforms to the data structure format that you selected in

Step 1.

Caution: This report must be a bar-separated plain text file.

Refer to the documentation provided by your HCIS vendor for information on generating a recipient report.

3. Verify that the generated report conforms to the desired data structure format.

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Step Action

4. Import in to NetDelivery the HCIS recipient report.

• To manually send the recipient report to the MISPROVDICT queue, go to

Step 5.

• Schedule a time for the report to run so that the report is automatically sent

to the MISPROVDICT queue, refer your HCIS documentation. Go to Step

8.

It is recommended that the report be run once every 24 hours, preferably at a time when changes to the recipients list have been completed for the day. In addition, it's recommended that the upload be run at a time when access to the Recipient Dictionary is not required. During the upload the Recipient

Dictionary is locked and cannot be edited.

5. On the computer running your HCIS, select Run from the Windows start menu.

6. Enter cmd in to the Open field, and click OK.

A command window opens.

7. Enter the following into the command window: lpr -S <

servername> -P MISPROVDICT <filename>.prn

Where <servername> is the name of the print server, and <filename> is the location and name of the recipient report file. For example: lpr -S 127.0.0.1 -P MISPROVDICT recipients.prn

NetDelivery’s processing agent picks up the report from the MISPROVDICT queue and enters the recipients into the Recipient Dictionary.

8. Click on the Activity tab in NetDelivery main menu and verify that the

NetDelivery successfully processed the report.

9. Examine the list of recipients to verify changes were successfully entered.

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Adding Recipients to NetDelivery

Adding Recipients to NetDelivery

If you need to manually add a recipient to NetDelivery’s Recipient Dictionary, a set of tab menus is provided that enables you to enter information to identify a recipient, and to specify the methods for delivering reports to the recipient. The following sections provide procedures for entering information about recipients in to NetDelivery’s Recipient Dictionary.

Adding a Recipient To add a recipient to NetDelivery and to enter identifying information about that recipient, perform the following steps.

Step Action

1. Click the Recipient Dictionary tab.

The Recipient Dictionary menu displays.

2. Click Add.

The Recipient Properties window displays with the Recipient Information menu displayed.

3. Enter, into the Recipient Mnemonic text entry box, a unique mnemonic for the new recipient; the mnemonic must be at least four characters in length.

Note: Before a recipient can be saved in to the database, a unique mnemonic for the recipient must be entered into this field.

4. Enter information in to the other fields on this tab, based on the requirements of the recipient. Although entering information in to the other fields is determined by the needs of the recipient and the requirements of other

NetDelivery Administrator selections, entering information into the following fields aid in locating recipients in the database and distributing reports:

Full Name - Aids in locating a recipient in the database and for displaying on reports

Password - Authenticates the recipient when receiving reports and if the

output file format requires creating security certificates (see Step 3.

in

"Specifying a Delivery Method" )

E-mail Address - Tells NetDelivery where to send e-mails; an entry must be made into this field if E-mail is selected as the delivery method (see

Step 3.

in "Specifying a Delivery Method" ), e-mail is selected as a

notification method (see "Setting Up Notifications" )

See "Recipient Information Tab" for descriptions of all the fields on this tab.

5. Click Save.

The recipient information is saved to the database with the mnemonic as its unique identifier.

6. Click the Recipient Address tab.

The Recipient Address menu displays.

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Step Action

7. Enter information in to the fields on this tab based on the requirements of the recipient. Although entering information in to these fields is optional, entering information in to the following fields aids in locating recipients in the database and distributing reports:

Organization - Aids in locating a recipient in the database.

Pager - Tells NetDelivery what phone number to use if pager notification is

selected for the recipient in "Setting Up Notifications" , Step 2.

Group - Assigns the recipient to a group. NetDelivery sends only one copy of a report to each group. That is, once a recipient of the group receives a report, any other recipient who is a member of that group does not receive a copy of the same report.

Fax Number - Tells NetDelivery the phone number to use for faxing a

report to the recipient, if faxing is the delivery method selected in Step 3.

in

"Specifying a Delivery Method" . If a number is not entered into this field,

then reports are not sent to the recipient when fax is the selected delivery method.

See "Recipient Address Tab" for descriptions of all the fields on this tab.

8. Click Save.

The recipient information is saved to the database.

Setting Up

Notifications

NetDelivery contains a function that sends an e-mail and/or pager notification to the recipient when a report is sent. To set up notification for a recipient, perform the following steps.

Note: If the report is processed by a report distribution template, and that report distribution template also has either e-mail or pager notification enabled, the recipient receives the message entered in to the Recipient

Mnemonic’s E-Mail Notification tab. If the Recipient Mnemonic’s notification feature is not enabled, the notification specified for the report distribution template is sent. The Recipient Mnemonic’s notification has

precedence. (See, "E-Mail Notification Tab"

in Chapter 11 , "The

Distribution Wizard" .)

Step Action

1. Click the Recipient E-mail Notification tab.

The Recipient E-mail Notification tab menu displays.

2. Select the desired notification method; you can select either Send E-mail

Notification or Send Pager Notification, or both.

• If you select Send E-mail Notification, you must enter an e-mail address in

Step 4.

of

"Adding a Recipient"

.

If you select Send Pager Notification, you must enter an pager number in

Step 7.

of

"Adding a Recipient"

.

See "Recipient E-Mail Notification Tab" for descriptions of all the fields on this

menu.

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Step Action

3. Enter, into the Subject text entry box, a short subject for the selected notification(s), if desired.

4. Enter a text message into the message body field for the selected notification method(s), if desired.

5. Click Save.

The recipient information is saved to the database.

Assigning Aliases Recipients can be referred to in different ways, such as different orders of their proper names, or different spellings of their names. You can assign aliases to a recipient so that known name variations for the recipient are processed properly by

NetDelivery. To add or delete aliases for a recipient, perform the following steps.

Step Action

1. Click the Recipient Aliases tab.

The Recipient Aliases menu displays.

2. Click Add.

The Add Alias dialog box displays with the recipient mnemonic displayed in the Recipient Mnemonic field. This is the mnemonic specified in

"Adding a

Recipient" , Step 3.

Note: If you have not entered a recipient mnemonic in to the Recipient

Mnemonic field on the Recipient Information tab, the Recipient

Mnemonic field on this dialog box is empty. Although you can enter text into this field, it is ignored by NetDelivery. You cannot save an alias unless a mnemonic is entered in to the Recipient Mnemonic field on the Recipient Information tab.

3. Enter, into the Alias Name text entry box, the alias for this recipient.

4. Click Add.

The alias displays in the Alias List.

• If you want to add another alias, go to

Step 2.

If you are done adding aliases, go to Step 5.

5. Determine if you need to delete an alias.

If yes, go to Step 6.

• If no, go to

Step 9.

Note: You cannot edit an alias from this menu. If you make a mistake when entering an alias, you must deleted the entry and re-enter the alias.

6. Highlight the alias that you want to delete.

7. Click Delete.

You are prompted to confirm the deletion.

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Step Action

8. Click Yes. The alias is removed from the Alias List.

• If you want to delete another alias, go to

Step 5.

If you are done deleting aliases, go to Step 9.

9. Click Save.

The recipient information is saved to the database.

Note: You can also add or delete aliases using the Aliases tab on the

Recipients main menu, see "Procedures for Managing Aliases"

.

Uploading Reports Recipients can be granted permission to forward (upload) reports that they have received to other recipients. Use this tab if the recipients should be able to forward

(upload) a report received by them to other recipients. By default this capability is disabled for all recipients.

Note: The recipients who are uploading reports must have NetDeliveryClient installed on their computers.

To enable recipients so that they can upload reports, perform the following steps.

Step Action

1. Click the Recipient Upload Preference tab.

The Recipient Upload Preference tab menu displays with Disable Upload selected.

2. Determine if the recipient can forward reports to all recipients in NetDelivery’s

Recipient Dictionary:

If yes, select All Recipients, then go to Step 15.

• If no, go to

Step 3.

3. Select Selected Recipients Only.

The Add Upload Recipient and Delete Upload Recipient buttons become accessible.

4. Determine if you want to add or delete a recipient from the selected recipients list.

If add a recipient, go to Step 5.

If delete a recipient, go to Step 13.

5. Click Add Upload Recipient.

The Select Recipient dialog displays.

6. Highlight the recipient to whom a report can be forwarded:

• If you can easily locate the recipient’s mnemonic and/or name in the list of recipients, go to

Step 7.

• If you cannot easily locate the mnemonic and/or name in the list of recipients, go to

Step 8.

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Step Action

7. Scroll through the list of recipients until you locate the target recipient.

(Click << and >> to scroll backward and forward through the list of recipients.)

Go to

Step 9.

8. Enter, into the Recipient Mnemonic text entry box and/or the Name text entry box, the first few characters of the name that identifies the target recipient.

The list of recipients changes to show only those names whose characters match the characters entered in to the Recipient Mnemonic field and/or the

Name field.

Note: By entering characters in to both the Recipient Mnemonic field and the Name field you can further refine your search.

9. Highlight the target recipient.

10. Click OK.

The selected recipient is added to the list of recipients to whom a report can be forwarded.

• If you want to add another recipient, go to

Step 5.

• If you are done adding recipients, go to

Step 11.

11. Determine if you need to delete a recipient.

If yes, go to Step 12.

• If no, go to

Step 15.

12. Locate and highlight the recipient to whom reports should not be forwarded.

13. Click Delete Upload Recipient.

You are prompted to confirm the deletion. Click Yes to delete the recipient.

The recipient is removed from the list.

14. Determine if you want to delete another recipient.

If yes, go to Step 12.

• If no, go to

Step 15.

15. Click Save.

The recipient information is saved to the database.

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Specifying a Delivery

Method

Each recipient must have one, and only one, delivery method specified for receiving reports. If one is not specified, NetDelivery Client is the default delivery method.

To specify a delivery method other than NetDelivery Client, perform the following steps.

Step Action

1. Click the Delivery Method tab.

The Delivery Method tab menu displays with NetDelivery Client as the selected delivery method.

2. Select a delivery method from the Delivery drop-down list.

The elements displayed on the Delivery Method tab’s menu change,

depending on the delivery method selected. See "Delivery Method Tab" for a

description of the available delivery methods and the parameters that must be defined for each method.

Depending on the delivery method selected, you may need to configure additional system settings within NetDelivery, as indicated in the following list:

• Web Publish, E-mail Weblink — If a delivery method is a Website posting,

you must configure settings for the Website; see "Configuring Website

Settings"

• E-mail as Attachment, E-mail as Text, E-mail Weblink — If reports are sent using e-mail, you must configure the server from which the e-mails are sent, see

"Configuring E-Mail Settings"

FAX to Recipient — If reports are sent to a fax machine, see "Configuring

Fax Agent Settings"

• Send to Windows Printer — If you want to schedule when received reports

are printed, see "Specific Time Printing"

• Document Manager — The Document Manager optional module must be installed, see

Chapter 13 , "Document Manager"

3. Select a format for delivering the report from the Output File Format drop-down list.

Note: The available output file formats change, depending on the delivery method selected.

See "Delivery Method Tab"

for a description of the available output file formats.

4. Determine if you want to re-direct outbound Magic faxes to a recipient.

If yes, go to Step 5.

• If no, go to

Step 7.

5. Select Redirect Outbound Magic Faxes to This User.

6. Enter the fax number into the Fax Number text entry box (the number to which the Magic faxes are to be redirected).

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Step Action

7. Select or enter the information in to any other of the fields that are displayed on the menu.

The elements displayed on the menu change, based on the selected delivery

method. See "Delivery Method Tab" for a description of the parameters for

each delivery method.

8. Click Save.

The recipient information is saved to the database.

Specifying Alternate

Delivery Maps

To set up multiple, alternate delivery methods for the recipient, perform the following steps.

Note: This feature requires that the Distribution Wizard is installed.

.

Step Action

1. Click the Alternate Delivery Map tab.

The Alternate Delivery Map tab displays.

2. Select Enable Delivery to Alternate Recipients.

All the other elements on the menu become active.

3. Click Add.

The Enter Alternative Delivery Information dialog box displays.

4. Select a report distribution template from the Distribution Wizard Template

Name drop-down list.

5. Select the ... button at the end of the Alternative Delivery Recipient

Mnemonic field.

The Select Recipient dialog box displays containing the list of all recipients defined within NetDelivery.

6. Select from the list of recipients the recipient that is to be the alternate delivery recipient.

7. Click OK.

The selected recipient displays in the Alternative Delivery Recipient

Mnemonic field.

8. Click OK.

The selected alternate delivery mapping displays in the list of alternate delivery mappings.

9. Determine if you want to add another mapping.

If yes, go to Step 3.

• If no, go to

Step 10.

10. Determine if you want to change an alternate delivery mapping.

• If yes, highlight the alternate delivery mapping that you want to change,

then go to Step 11.

• If no, go to

Step 15.

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Step Action

11. Click Edit.

The Enter Alternative Delivery Information dialog box displays.

12. Make the changes to the Distribution Wizard Template Name field and/or the Alternative Delivery Recipient Mnemonic field.

13. Click OK.

The modified alternate delivery mapping displays in the list of alternate delivery mappings.

14. Determine if you want to edit another mapping.

If yes, go to Step 11.

• If no, go to

Step 15.

15. Determine if you want to delete an alternate delivery mapping.

• If yes, highlight the alternate delivery mapping that you want to delete, then

go to Step 16.

• If no, go to

Step 18.

16. Click Delete.

The selected alternate delivery mapping is removed from the list.

17. Determine if you want to delete another alternate delivery mapping.

If yes, go to Step 16.

• If no, go to

Step 18.

18. Click Save.

The recipient information is saved to the database.

Scheduling Specific

Time Printing

To schedule the printing of reports received by recipients who have Send to

Windows Printer specified as their delivery method, perform the following steps.

Note: Print jobs can be scheduled for Windows printers only, not for recipients with the Send to LPR Printer delivery method.

.

Step Action

1. Click the Specific Time Printing tab.

The Specific Time Printing tab displays.

2. Select Enable.

All the other elements on the menu become active.

3. Click Add.

The Specific Time Printing dialog box displays.

4. Determine if you want the print job to be enabled:

If yes, select Enable, then go to go to Step 5.

If no, go directly to Step 5.

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Step Action

5. Determine if you want to include in the print job a list of the files printed:

If yes, select Print Summary Report, then go to Step 6.

If no, go directly to Step 6.

6. Enter into the Print Time text entry box the time of day that you want he print job to run.

7. Select the days of the week on which you want the print job to run.

8. Click OK.

The Specific Time Printing dialog box closes, and the print job is added to the list of scheduled print jobs.

9. Determine if you want to add another scheduled print job.

If yes, go to Step 3.

• If no, go to

Step 10.

10. Click Save.

The recipient information is saved to the database.

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Editing Recipients

NetDelivery’s Recipient Dictionary can be updated by downloading a recipient record generated by your HCIS. Updating the information in NetDelivery by means of downloading the recipient record to the

MISPROVDICT

print queue is particularly useful if you need to make a change to a large number of recipients or if you need to synchronize the information in your HCIS and NetDelivery. For the procedure to

automatically update NetDelivery, see "Importing a List of Recipients"

.

To individually edit information for a recipient within NetDelivery, a set of tab menus is provided that enables you to make the required changes. The following sections provide procedures for editing the information about individual recipients.

Modifying Recipient

Information

To edit the information for a recipient that is already listed in NetDelivery’s

Recipient Dictionary, perform the following steps.

Step Action

1. Locate the recipient whose information you want to modify:

• If you can easily locate the recipient’s mnemonic and/or name in the list of recipients, go to

Step 3.

• If you cannot easily locate the mnemonic and/or name in the list of recipients, go to

Step 3.

2. Scroll through the list of recipients until you locate the target recipient.

(Click << and >> to scroll backward and forward through the list of recipients.)

Go to

Step 4.

3. Enter, into the Recipient Mnemonic text entry box and/or the Full Name text entry box the first few characters of the name identifying the target recipient.

The list of recipients changes to show only those names whose characters match the characters entered in to the Recipient Mnemonic field and/or the

Full Name field.

Note: By entering characters in to both the Recipient Mnemonic field and the Full Name field you can further refine your search.

4. Highlight the target recipient.

5. Click Edit.

The Recipient Properties window displays with the Recipient Information tab displayed.

Note: The Recipient Mnemonic field cannot be modified. If you want to change the mnemonic, you must delete the existing recipient and add a new recipient; see

"Adding a Recipient"

.

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Editing Recipients

Step Action

6. Enter or modify information in the fields on this tab, based on the requirements of the recipient. Although entering information in to these fields is determined by the needs of the recipient and the requirements of other NetDelivery

Administrator selections, entering information into the following fields aid in locating recipients in the database and distributing reports:

Full Name - Aids in locating a recipient in the database and for displaying on reports

Password - Authenticates the recipient when receiving reports and if the

output file format requires creating security certificates (see, Step 3.

in

"Modifying the Delivery Method"

)

E-mail Address - Tells NetDelivery where to send e-mails; an entry must be made into this field if E-mail is selected as the delivery method (see

Step 3.

in

"Modifying the Delivery Method"

), or e-mail is selected as a

notification method (see, "Setting Up Notifications" )

See "Recipient Information Tab" for descriptions of all the fields on this tab.

7. Click Save.

The recipient information is saved to the database.

8. Click the Recipient Address tab.

The Recipient Address menu displays.

9. Enter information in to the fields on this tab based on the requirements of the recipient. Although entering information in to these fields is optional, entering information in to the following fields aids in locating recipients in the database and distributing reports:

Organization - Aids in locating a recipient in the database.

Pager - Tells NetDelivery what phone number to use if pager notification is selected for the recipient in

Step 2.

of "Modifying Notification"

.

Group - Assigns the recipient to a group. NetDelivery sends only one copy of a report to each group. That is, once a recipient of the group receives a report, any other recipient who is a member of that group does not receive a copy of the same report.

Fax Number - Tells NetDelivery the phone number to use for faxing a report to the recipient, faxing is the delivery method selected in

Step 3.

in

"Modifying the Delivery Method"

. If a number is not entered into this field, then reports are not sent to the recipient when fax is the selected delivery method.

See "Recipient Address Tab" for descriptions of all the fields on this tab.

10. Click Save.

The recipient information is saved to the database.

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127

Modifying

Notification

NetDelivery contains a function that sends an e-mail and/or pager notification to the recipient when a report is sent.

Note: This procedure assumes that you have located the recipient that you want to modify; see

Step 2.

through

Step 5.

of "Modifying Recipient

Information"

.

To modify the notification method for a recipient, perform the following steps.

Step Action

1. Click the Recipient E-mail Notification tab.

The Recipient E-mail Notification tab menu displays.

2. Select the desired notification method. You can select either Send E-mail

Notification or Send Pager Notification, or both.

• If you select Send E-mail Notification, you must enter an e-mail address in

Step 4.

of

"Adding a Recipient"

.

If you select Send Pager Notification, you must enter an pager number in

Step 7.

of

Adding a Recipient .

See Recipient E-Mail Notification Tab for descriptions of all the fields on this

menu.

3. Enter, into the Subject text entry box, a short subject for the selected notification(s), if desired.

4. Enter a text message into the message body field for the selected notification method(s), if desired.

5. Click Save.

The recipient information is saved to the database.

Modifying Aliases

Lists

Recipients can be referred to in different ways, such as different orders of their proper names, or different spellings of their names. You can assign aliases to a recipient so that known name variations for the recipient are processed properly by

NetDelivery. You cannot modify an alias from this menu. If you need to change an alias, the alias must first be deleted and then the new alias added to the Alias List.

If you want to edit an alias that is already in NetDelivery, see "Editing an Alias" .

Note: This procedure assumes that you have located the recipient that you want to modify; see

Step 2.

through

Step 5.

of Modifying Recipient

Information .

To modify an alias for a recipient, perform the following steps.

Step Action

1. Click the Recipient Aliases tab.

The Recipient Aliases menu displays.

2. Highlight the alias that you want to modify or delete.

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128 Procedures for Managing Recipients

Editing Recipients

Step Action

3. Click Delete.

You are prompted to confirm the deletion.

4. Click Yes. The alias is removed from the Alias List.

• If you want to delete another alias, go to

Step 2.

• If you are done deleting aliases, go to

Step 5.

5. Determine if you need to add a new alias.

• If you want to add an alias, go to

Step 6.

If you are do not want to add an alias, go to Step 9.

6. Click Add.

The Add Alias dialog box displays with the recipient mnemonic displayed in the Recipient Mnemonic field.

7. Enter, into the Alias Name text entry box, the alias for this recipient.

8. Click Add.

The alias displays in the Alias List.

• If you want to add another alias, go to

Step 6.

If you are done adding aliases, go to Step 9.

9. Click Save.

The recipient information is saved to the database.

Note: You can also add or delete aliases using the Aliases tab on the

Recipients main menu, see

"Procedures for Managing Aliases"

.

Modifying Upload

Preferences

Recipients can be granted permission to forward (upload) reports that they have received to other recipients. Use this tab if the recipients should be able to forward

(upload) a report received by them to other recipients. By default this capability is disabled for all recipients.

Note: The recipients to whom reports are uploaded must have

NetDeliveryClient installed on their computers.

Note: This procedure assumes that you have located the recipient that you

want to modify; see Step 2.

through Step 5.

of "Modifying Recipient

Information"

.

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129

To modify recipient’s upload preferences, perform the following steps.

Step Action

1. Click the Recipient Upload Preference tab.

The Recipient Upload Preference menu displays.

2. Determine if the recipient:

• Cannot upload reports, go to

Step 3.

• Can upload reports to all recipients in the database; go to

Step 4.

• Can uploaded reports to selected recipients; go to

Step 5.

3. Select Disable Upload.

If the recipient was previously able to upload reports to selected recipients and the list of recipients was populated, the list remains populated, but reports cannot be uploaded. Go to

Step 18.

4. Select All Recipients.

If the recipient was previously able to upload reports to selected recipients and the list of recipients was populated, the list remains populated, but reports are

now sent to all recipients. Go to Step 18.

5. Select Selected Recipients Only.

The Add Upload Recipient and Delete Upload Recipient buttons are active.

6. Do one or more of the following:

• Add recipients to the list of recipients, go to

Step 7.

• Delete recipients from the list of recipients, go to

Step 14.

• Make no changes to the list of recipients, go to

Step 18.

7. Click Add Upload Recipient.

The Select Recipient dialog displays.

8. Locate the recipient to whom a report can be forwarded:

• If you can easily locate the recipient’s mnemonic and/or name in the list of recipients, go to

Step 9.

• If you cannot easily locate the mnemonic and/or name in the list of recipients, go to

Step 10.

9. Scroll through the list of recipients until you locate the target recipient.

(Click << and >> to scroll backward and forward through the list of recipients.)

Go to

Step 9.

10. Enter, into the Recipient Mnemonic text entry box and/or the Name text entry box, the first few characters of the name that identifies the target recipient.

The list of recipients changes to show only those names whose characters match the characters entered in to the Recipient Mnemonic field and/or the

Name field.

Note: By entering characters in to both the Recipient Mnemonic field and the Name field you can further refine your search.

11. Highlight the target recipient.

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Editing Recipients

Step Action

12. Click OK.

The selected recipient is added to the list of recipients to whom a report can be forwarded.

• If you want to add another recipient, go to

Step 8.

• If you are done adding recipients, go to

Step 14.

13. Determine if you need to delete a recipient.

If yes, go to Step 12.

• If no, go to

Step 15.

14. Locate and highlight the recipient to whom a report can be forwarded.

15. Click Delete Upload Recipient.

You are prompted to confirm the deletion. Click Yes to delete the recipient.

The recipient is removed from the list.

16. Determine if you want to delete another recipient.

If yes, go to Step 14.

• If no, go to

Step 17.

17. Determine if you want to make any additional changes to the list of recipients.

If yes, go to Step 6.

• If no, go to

Step 18.

18. Click Save.

The recipient information is saved to the database.

Modifying the

Delivery Method

Each recipient must have one, and only one, delivery method specified for receiving reports. If one is not specified, NetDelivery Client is the default delivery method.

Note: This procedure assumes that you have located the recipient that you

want to modify; see Step 2.

through Step 5.

of "Modifying Recipient

Information"

.

To modify the delivery method, perform the following steps.

Step Action

1. Click the Delivery Method tab.

The Delivery Method tab menu displays.

2. Select a delivery method from the Delivery drop-down list.

The elements displayed on the Delivery Method tab menu change, depending on the delivery method selected.

See "Delivery Method Tab"

for a description of the available delivery methods and the parameters for each method.

NetDelivery Administrator Guide

Step Action

3. Select a format for delivering the report from the Output File Format drop-down list.

Note: The available output file formats change, depending on the delivery method selected.

See "Delivery Method Tab"

for a description of the available output file formats.

4. Determine if you want to re-direct outbound Magic faxes to a recipient.

If yes, go to Step 5.

• If no, go to

Step 7.

5. Select Redirect Outbound Magic Faxes to This User.

6. Enter, into the Fax Number text entry box, a fax number (the number to which the Magic faxes are to be redirected).

7. Select or enter the information in to any other of the fields that are displayed on the menu.

The elements displayed on the menu change, based on the selected delivery

method. See "Delivery Method Tab" for a description of the parameters for

each delivery method.

8. Click Save.

The recipient information is saved to the database.

Modifying the

Alternate Delivery

Map

To edit the list of alternate delivery methods for the recipient, perform the following steps.

Note: This procedure assumes that you have located the recipient that you want to modify; see

Step 2.

through

Step 5.

of "Modifying Recipient

Information"

.

Note: This feature requires that the Distribution Wizard is installed.

.

Step Action

1. Click the Alternate Delivery Map tab.

The Alternate Delivery Map tab displays.

2. If you want to:

Turn Alternate Delivery Map off, go to Step 3.

• Modify Alternate Delivery Mapping, go to

Step 4.

3. Deselect Enable Delivery to Alternate Recipients.

All the other elements on the menu become inaccessible. Go to Step 20.

4. Determine if you want to:

Add a mapping, go to Step 5.

• Edit a mapping, go to

Step 12.

• Delete a mapping, go to

Step 17.

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131

132 Procedures for Managing Recipients

Editing Recipients

Step Action

5. Click Add.

The Enter Alternative Delivery Information dialog box displays.

6. Select a report distribution template from the Distribution Wizard Template

Name drop-down list.

7. Select the ... button at the end of the Alternative Delivery Recipient

Mnemonic field.

The Select Recipient dialog box displays containing the list of all recipients defined within NetDelivery.

8. Select from the list of recipients the recipient that is to be the alternate delivery recipient.

9. Click OK.

The selected recipient displays in the Alternative Delivery Recipient

Mnemonic field.

10. Click OK.

The selected alternate delivery mapping displays in the list of alternate delivery mappings.

11. Determine if you want to add another mapping.

If yes, go to Step 5.

• If no, go to

Step 20.

12. Highlight the alternate delivery mapping that you want to change.

13. Click Edit.

The Enter Alternative Delivery Information dialog box displays.

14. Make the changes to the Distribution Wizard Template Name field and/or the Alternative Delivery Recipient Mnemonic field.

15. Click OK.

The modified alternate delivery mapping displays in the list of alternate delivery mappings.

16. Determine if you want to edit another mapping.

If yes, go to Step 12.

• If no, go to

Step 20.

17. Highlight the alternate delivery mapping that you want to delete.

18. Click Delete.

The selected alternate delivery mapping is removed from the list.

19. Determine if you want to delete another alternate delivery mapping.

If yes, go to Step 17.

• If no, go to

Step 20.

20. Click Save.

The recipient information is saved to the database.

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Deleting Recipients from NetDelivery

133

Deleting Recipients from NetDelivery

To delete a recipient from the list of recipients, perform the following steps.

Step Action

1. Locate the recipient who you want to delete:

• If you can easily locate the recipient’s mnemonic and/or name in the list of recipients, go to

Step 2.

• If you cannot easily locate the mnemonic and/or name in the list of recipients, go to

Step 3.

2. Scroll through the list of recipients until you locate the target recipient.

(Click << and >> to scroll backward and forward through the list of recipients.)

Go to

Step 4.

3. Enter, into the Recipient Mnemonic text entry box and/or the Name text entry box, the first few characters of the name identifying the target recipient.

The list of recipients changes to show only those names whose characters match the characters entered in to the Recipient Mnemonic field and/or the

Name field.

Note: By entering characters in to both the Recipient Mnemonic field and the Name field you can further refine your search.

4. Highlight the target recipient.

5. Click Delete.

The Confirm dialog box displays.

6. Click Yes.

The recipient is deleted from the recipient list.

If you want to delete another recipient, go to Step 1.

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Deleting Recipients from NetDelivery

NetDelivery Administrator Guide

5 A LIASES

Recipients are members of a medical practice or hospital staff who are authorized to receive reports generated by your HCIS. Recipients can be referred to in many different ways, such as different name order, absence or presence of titles, a nick name, or different spellings of their names. This chapter explains the functionality within NetDelivery Administrator that enables you to identify recipients by a variety of names; it includes the following topics:

Recipient Aliases

Recipient Aliases Tab

For detailed procedures for adding, deleting, and editing recipients in NetDelivery,

see "Procedures for Managing Aliases" .

Recipient Aliases

The number of recipients in an organization can vary widely. In many large organizations, the number can be in the thousands. To uniquely identify recipients within NetDelivery, each recipient is assigned a unique mnemonic. Within your organization, however, a recipient may be known by several different names.

NetDelivery’s alias function enables you to associate any number of alternative names to a unique mnemonic. The Aliases tab on the Recipient Dictionary main menu displays a complete list of aliases and the mnemonics to which they are associated. From this tab you can add, edit, and delete aliases for any recipient.

NetDelivery only uses aliases to determine recipients if the Distribution Wizard is installed. If the Distribution Wizard is installed, when creating a report distribution template, you have the option of specifying whether to use the list of aliases or the list of mnemonics to determine the recipient. If the Distribution Wizard is not installed, NetDelivery uses the recipient mnemonic to identify the recipient.

For information about specifying the method used to identify the recipient using the

Distribution Wizard, see "Template Information Tab"

in Chapter 11

,

"The

Distribution Wizard"

.

Note: Aliases can also be associated to an individual mnemonic at the time the mnemonic is added to the system, as well as after the mnemonic is created, by accessing the Recipient Aliases tab within the

Recipient > Add menu. See "Recipient Aliases Tab"

.

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136 Aliases

Recipient Aliases Tab

Recipient Aliases

Tab

To view the complete list of aliases, and to add, edit, and delete aliases, click on the Aliases tab.

Figure 5-1 Aliases Tab

The Alias menu is divided into two major sections:

A search and display functions, containing functionality that enables you to locate an alias

Alias listings, containing a list of all aliases for all recipients, and the functions that enable you to view, add, edit, and delete aliases

Alias Search

Parameters

The Search Filter section provides functionality for searching NetDelivery’s data base to locate recipients by recipient mnemonic and alias. The following table lists and describes the elements in the Search Filter section of the Alias menu.

Table 5-1 Alias Menu, Search Filter Elements

Element

Recipient

Mnemonic

Description

Enter a character string that matches the initial characters in the recipient mnemonic for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for recipient mnemonic(s) that match the characters as entered. Those mnemonics that match the characters display. For example, if you enter

INTE

, only recipient mnemonics that begin with INTE display. The search is not case sensitive.

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Aliases

Recipient Aliases Tab

137

Table 5-1 Alias Menu, Search Filter Elements (continued)

Element

Alias

Ascending

Order

Descending

Order

Load Search

Filter

Reset Search

Filter

Description

Enter a character string that matches the characters in the alias for which you are looking. The system does a lookup, looking for aliases that have that character string anywhere in the alias. Those aliases that contain the characters in the specified order display. For example, if you enter ri

, aliases Patrick, Patrick9 and

Richard

display. If you enter ri9

, nothing displays, although there is at least one alias that has a 9 in it, because the characters entered are not concurrent. The search is not case sensitive.

Reorders the list of recipients based on the entries in the Recipient

Mnemonic column; recipient mnemonics beginning with numbers appear first, followed by recipient mnemonics alphabetically, A-Z.

Select this option button and then click Load Search Filter or

Reset Search Filter to re-order the list of recipients.

Reorders the list of recipients based on the entries in the Recipient

Mnemonic column; recipient mnemonics starting alphabetically display first, Z-A, followed by those that begin with numbers.

Select this option button and then click Reset Search Filter or

Load Search Filter to re-order the list of recipients.

Redisplays the list of recipients based on:

The entries in the Recipient Mnemonic and the Alias text entry boxes

The order selected in the Sort Row by area

Clears the Recipient Mnemonic and Alias text entry boxes, redisplays all recipients based on the order selected in the Sort

Row by area

Alias Management

Functions

This section of the Aliases menu contains the list of all aliases and the recipient mnemonics to which they are associated.

If you imported the list of recipients in to NetDelivery from an HCIS, an entry in the list of aliases for a recipient is whatever was entered into the Name field of the imported recipient report. For example, if the recipient report created by your HCIS contained the following header and list of recipients:

Mnemonic|Name|Address|Address2|City|State|ZIP|Phone|Fax|Company|Delivery

ABELL|BELL, ABEL|55 JONES ST|MEDICAL GROUP|BOSTON|MA|01555|555-555-5555|555-555-5555|Interbit Data|3

ADOE|DOE, ART E.|200 ELIZABETH ST|HLTH NETWORK|Augusta|ME|43322|555-555-5555|555-555-5555|Interbit Data|2 the list of aliases would be as shown in the following figure.

Figure 5-2 Alias Menu, Example 1

See "Importing Recipients" for information about importing a recipients report.

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138 Aliases

Recipient Aliases Tab

The following table lists and describes the elements in the Aliases menu.

Table 5-1 Recipient Aliases Menu, List Section

Element

Recipient

Mnemonic

Alias

Description

Lists all the recipient mnemonics that have an alias assigned to it.

If a recipient mnemonic has more than one alias assigned to it, there are multiple entries for the recipient mnemonic, one for each alias. If there are no aliases assigned to a recipient, the recipient mnemonic does not appear on this list.

Lists all the aliases entered into NetDelivery.

Add

Edit

If a recipient mnemonic has more than one alias assigned to it, there are multiple entries for the recipient mnemonic, one for each alias.

Adds an alias.

Clicking the Add button displays the Select Recipient dialog box that contains all recipients in NetDelivery. Use this box to select the recipient to whom the alias is to be added.

Changes the highlighted alias.

Clicking the Edit button displays the Edit Alias dialog box. Use this dialog box if you want to change the alias.

If you remove the alias from the Alias Name text entry box and save the change, the alias is removed from the list of aliases, but the recipient mnemonic remains in the list without an alias assigned to it.

Deletes the highlighted alias. Delete

Clicking the Delete button displays a confirmation dialog box.

Deleting the alias removes both the alias and the recipient mnemonic from the list.

Find Duplicates Runs a background process that scans the alias database and identifies duplicate aliases.

View

Duplicates

Displays the Duplicate Aliases dialog box, which lists duplicate aliases that were found when Find Duplicates was run. Use the elements on the dialog box, which are the same as those on the

Aliases menu, to edit or delete duplicate aliases.

Total Entries

Found

<<

Note: Although you cannot manually enter a duplicate alias into

NetDelivery, in some situations it is possible to import duplicate alias. Since NetDelivery requires that aliases be unique, this function enables you to identify and delete duplicate aliases thus eliminating potential conflicts.

Displays the total number of aliases in the alias database. When characters are entered into the Recipient Mnemonic field and/or the Alias field, the number displayed in this field is the number of recipients that match the search criteria.

Moves backward, page-by-page, through the list of aliases until the first entry displays. Clicking this button after Show All Entries is selected returns the display to the page-by-page format.

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Aliases

Recipient Aliases Tab

139

Table 5-1 Recipient Aliases Menu, List Section (continued)

Element

>>

Show All

Entries

Description

Moves forward, page-by-page, through the list of aliases until the last entry displays. Clicking this button after Show All Entries is selected returns the display to the page-by-page format.

Shows all aliases on a single page. A scroll bar displays to the right.

Click Reset Search Filter to re-display the list of recipients in a page-by-page format.

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140 Aliases

Recipient Aliases Tab

NetDelivery Administrator Guide

P ROCEDURES FOR M ANAGING A LIASES

Recipients can be referred to in different ways, such as different orders of their proper names, or different spellings of their names. The following procedures explain how to manage aliases in NetDelivery, including:

Adding an Alias

Editing an Alias

Deleting an Alias

These procedures assume that you have logged in to NetDelivery Administrator using an account that has the appropriate permissions. For information about logging in to NetDelivery Administrator, see

"Accessing NetDelivery"

in Chapter 1

,

"Overview of NetDelivery" . If the account that you are using does not have the

necessary permissions to create and manage aliases, see the person in your organization responsible for NetDelivery.

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142 Procedures for Managing Aliases

Adding an Alias

Adding an Alias

To add an alias to the alias database, perform the following steps.

Note: A recipient mnemonic must be defined in NetDelivery before an alias

can be assigned to it. To create a recipient mnemonic, go to "Adding a

Recipient" in

"Procedures for Managing Report Distribution Templates"

.

Step Action

1. Click the Aliases tab.

The Aliases menu displays showing a complete list of aliases and the mnemonics to which they are associated.

2. Click Add.

The Select Recipient dialog box displays.

3. Locate the recipient for which an alias is to be created:

• If you can easily locate the recipient’s mnemonic and/or name in the list of recipients, go to

Step 4.

• If you cannot easily locate the mnemonic and/or name in the list of recipients, go to

Step 5.

4. Scroll through the list of recipients until you locate the target recipient. (Click

<< and >> to scroll backward and forward through the list of recipients.)

Go to

Step 6.

5. Enter, into the Recipient Mnemonic text entry box and/or the Full Name text entry box, the first few characters identifying the target recipient.

The list of recipients changes to show only those recipients with initial character(s) matching exactly the character(s) entered.

Note: By entering characters in to both the Recipient Mnemonic field and the Name field you can further refine your search.

6. Highlight the target recipient.

7. Click OK.

The Add Alias dialog box displays.

8. Enter an alias for this recipient in to the Alias Name text entry box.

9. Click Add.

Note: An alias must be unique in NetDelivery. If you enter an alias that is already in NetDelivery, you are prompted to enter a unique alias.

The new alias for the recipient displays in the list of recipients. If you want to add another alias, go to

Step 2.

You can also add or delete an alias associated with an individual recipient using

the Add function on the Recipient Dictionary tab, see "Modifying Aliases Lists" in

"Procedures for Managing Recipients"

.

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Procedures for Managing Aliases

Editing an Alias

143

Editing an Alias

To edit an alias in the Alias list, perform the following steps.

Step Action

1. Click the Aliases tab.

The Aliases menu displays showing a complete list of aliases and the mnemonics to which they are associated.

2. Locate the recipient with the alias that you want to edit:

• If you can easily locate the recipient’s mnemonic or alias in the list of recipients, go to

Step 3.

• If you cannot easily locate the recipient’s mnemonic or alias in the list of recipients, go to

Step 4.

3. Scroll through the list of recipients until you locate the target recipient.

(Click << and >> to scroll backward and forward through the list of recipients.)

Go to

Step 5.

4. Enter, into the Recipient Mnemonic text entry box and/or the Name text entry box, the first few characters identifying the target recipient.

The list of recipients changes to show only those recipients with character(s) matching the character(s) entered in to the Recipient Mnemonic field and/or the Name field.

• Recipients whose initial character(s) exactly match the character(s) entered in to the Recipient Mnemonic field display

• Aliases containing characters in the sequence in which they are entered in to the Alias field display

Note: By entering characters in to both the Recipient Mnemonic field and the Name field you can further refine your search.

5. Highlight the target recipient.

6. Click Edit.

The Edit Alias dialog box displays.

7. Enter, into the Alias Name text entry box, the changes that you want to make to the alias.

8. Click Change.

Note: An alias must be unique in NetDelivery. If you enter an alias that is already in NetDelivery, you are prompted to enter a unique alias.

The new alias for the recipient displays in the list of recipients.

If you want to edit another alias, go to Step 2.

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144 Procedures for Managing Aliases

Deleting an Alias

Deleting an Alias

To delete an alias in the Alias list, perform the following steps.

Step Action

1. Click the Aliases tab.

The Aliases menu displays showing a complete list of aliases and the mnemonics to which they are associated.

2. Locate the recipient with the alias that you want to delete:

• If you can easily locate the recipient’s mnemonic or alias in the list of

recipients, go to Step 3.

• If you cannot easily locate the recipient’s mnemonic or alias in the list of

recipients, go to Step 4.

3. Scroll through the list of recipients until you locate the target recipient.

(Click << and >> to scroll backward and forward through the list of recipients.)

4. Enter, into the Recipient Mnemonic text entry box and/or the Name text entry box, the first few characters identifying the target recipient.

The list of recipients changes to show only those recipients with character(s) matching the character(s) entered in to the Recipient Mnemonic field and/or the Name field.

• Recipients whose initial character(s) exactly match the character(s) entered in to the Recipient Mnemonic field display

• Aliases containing characters in the sequence in which they are entered in to the Alias field display

Note: By entering characters in to both the Recipient Mnemonic field and the Name field you can further refine your search.

5. Highlight the target recipient.

Note: To delete more than one alias that displays on the current page, press and hold down the CTRL key while selecting additional aliases.

6. Click Delete.

The Confirm dialog box displays.

7. Click Yes.

The alias(es) for the recipient(s) are deleted from the list of recipients.

If you want to delete another alias, go to

Step 2.

NetDelivery Administrator Guide

6 A CTIVITY Q UEUES

Delivery Process

The Activity tab enables you to view where in the delivery process a report is located at any given time. You can use this tab to monitor the status of a report, and to help troubleshoot the system.

When a report is received by NetDelivery it passes through a series of processing agents that determine the intended recipient for the report and the method to be used to deliver the report. As the report passes through these processes, its status is recorded in a set of queues. From the Activity tab you can view the contents of these queues, determine the status of a report, and decide what action, if any, to take. These queues are separate from the ones used for faxed reports (see,

Chapter 7 , "Fax Agent Activity Queues"

).

This chapter describes the Activity menu, and the different queues that can be viewed, it includes the following topics:

Delivery Process

Activity Menu

Activity Queue Purging

Comma-Separated Values File

Procedures for Viewing & Managing Activity Queues

.

Each report that is downloaded to NetDelivery follows a set process through a series of agents and queues. These queues are listed and described in the following table.

Table 6-1 NetDelivery Process Queues

Queue

Relay Queue —

Completed

Relay Queue —

Pending

Relay Queue —

Error

Description

Reports that have been delivered to the respective delivery location

Reports that are waiting to be delivered to the respective delivery location

Reports that had an error occur during the delivery process

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146 Activity Queues

Delivery Process

Table 6-1 NetDelivery Process Queues

Queue

Relay Queue —

Deleted

NetDelivery

Client Queue —

Pending

NetDelivery

Client Queue —

Completed

NetDelivery

Client Queue —

Upload

LPD Queue —

Pending

LPD Queue —

Error

LPD Queue —

Processed

Description

Reports that have been deleted from Relay Queue – Pending

Reports that are waiting to be picked up from the NetDelivery Client program

Reports that have been delivered to the respective delivery location

Reports that have been uploaded to each recipient

Reports that are waiting to be processed prior to a determination being made as to which recipient should receive the report

Reports that had an error occur during the delivery process

Reports that have been delivered to the respective delivery location

After a report is received by NetDelivery it is placed in the LPD Queue — Pending where it is picked up by the NDProcessing Agent, which determines whether the report is processed as a recipient report generated by an HCIS (see

"Importing

Recipients"

in

Chapter 4 , "Recipient Dictionary" ), sent to a recipient, or processed

by the Distribution Wizard to find its recipients. When a recipient is found, entries are made in LPD Queue — Processed and Relay Queue — Pending. The

NDRelay Agent converts the report to the output file format specified for the selected delivery method, and then delivers the report using the delivery method

chosen for that recipient (see "Delivery Method Tab" in

Chapter 4 , "Recipient

Dictionary"

). After the report is delivered, an entry for that report is made in

Relay Queue — Completed. Additional queues handle errors and deletions.

NDClient queues display files that are waiting to be downloaded by recipients using the NetDelivery Client program. The NDClient Queue — Upload provides information about files that have been uploaded by the NetDelivery Client program, including to which recipient(s) the report was sent.

The following flow chart shows the paths followed when a report is processed by

NetDelivery.

NetDelivery Administrator Guide

Figure 6-1 NetDelivery Process Flowchart

Activity Queues

Delivery Process

147

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148 Activity Queues

Activity Menu

Activity Menu

On the main NetDelivery Administrator menu click the Activity tab to access the processing queues.

Figure 6-1 Activity Menu

The Activity menu is divided into the following major sections:

• Functions that enable you to display the various database queues and to search for entries in those queues

• Listings that display the entries in the selected queue and properties associated with each entry

Functions for viewing and manipulating entries

Database Selection and Search

Functions

The selection and search section provides functionality for selecting the queue to be displayed, and for searching the selected queue to locate an individual entry or a group of entries. The search features, as well as the properties listed, change depending on the queue selected for viewing. The following table lists and describes the elements in this section of the Activity menu.

Table 6-1 Activity Menu, Database Selection and Search Features

Element

Choose

Database to

View

Description

Select from this drop-down list box the queue to be displayed.

The search options and the information displayed in the listing section changes depending on the queue selected.

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Activity Queues

Activity Menu

149

Table 6-1 Activity Menu, Database Selection and Search Features (continued)

Element Description

Load Today’s Clicking this button displays the current day’s entries for the selected queue; only the entries that have been made on the current date and up to the current time display.

The From Date and To Date fields change to the current date.

The From Time field changes to 00:00:00

Load All

The To Time field changes to the current time

Any entries made in the Recipient Mnemonic (LPD Queue

Name), Full Name, and Filename text entry boxes are removed

Clicking this button displays all the entries in the selected queue.

This button displays for Relay Queue — Pending, Relay Queue —

Error, and Relay Queue — Deleted.

Recipient

Mnemonic

Enter a character string into this text entry box that matches the initial characters in the recipient mnemonic for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for recipient mnemonic(s) that match the characters as entered. Only those mnemonics that match the entered characters display. For example, if you enter

INTE

, only recipient mnemonics that begin with display. The search is not case sensitive.

INTE

LPD Queue

Name

Displays for the Relay and NetDelivery Client queues.

Enter a character string into this text entry box that matches the initial characters in the name of the LPD print queue for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for print queue(s) that match the characters as entered. Only those names that match the entered characters display. For example, if you enter

OFFIC

only names that begin with

OFFIC

display. The search is not case sensitive.

Full Name

Filename

Displays for all LPD queues.

Enter a character string into this text entry box that matches the initial characters in the full name of the recipient for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for recipient names that match the characters as entered. Only those recipients whose full name match the characters display. For example, if you enter ric

, only recipients whose full name begin with ric display.

The search is not case sensitive.

Enter a character string into this text entry box that matches the initial characters in the file name for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for file names that match the characters as entered. Only those recipients or LPD queues that have a file name property that matches the characters display. For example, if you enter radi

, only recipients or LPD queues that have a file name associated with them that begin with radi display.

The search is not case sensitive.

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Activity Menu

Table 6-1 Activity Menu, Database Selection and Search Features (continued)

Element

From Date

To Date

From Time

To Time

Submit Date and Time

Delivery Date and Time

Ascending

Order

Descending

Order

Description

Enter the date from which you want to start viewing the queue's entries. Click the down arrow to display the date chooser, or enter a date into the text field. The date entered is the starting date used to display the entries after clicking Load Filter.

Determines the date to which you want to view the queue's entries.

Press the down arrow to display the date chooser, or enter a date into the text field. The date entered is the ending date used to display the entries after clicking Load Filter.

Clearing the check box disables To Date, and tells the program to search up until the current date.

Determines the time from which you want to start viewing the queue's entries. Highlight the hour/minute/second and click the scroll arrows to select a time, or enter a time into the text field. The time entered is the starting time used to display the entries after clicking Load Filter.

Clearing the check box disables From Time and tells the program to search, starting from midnight of the date entered into From

Date.

Determines the time to which you want to view the queue's entries.

Highlight the hour/minute/second and click the scroll arrows to select a time, or enter a time into the text field. The time entered is the ending time used to display the entries, after clicking Load

Filter.

Clearing the check box disables To Time and tells the program to end the search with the current time.

Searches for reports that were submitted to the selected queue within the specified date and time parameters.

Select this option button and then click Load Filter to display the entries.

Searches for reports that were delivered to the selected queue within the specified date and time parameters.

Select this option button and then click Load Filter to display the entries.

Displays for the Relay and NetDelivery Client queues, only.

Reorders the list of entries based on the date and time they were submitted to the queue. Reports with the earliest submit time appear first.

Select this radio button and then click Load Filter to re-order the list of entries.

Reorders the list of entries based on the date and time they were submitted to the queue. Reports with the oldest submit time appear first.

Select this radio button and then click Load Filter to re-order the list of entries.

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Activity Menu

151

Table 6-1 Activity Menu, Database Selection and Search Features (continued)

Element

Load Filter

Description

Redisplays the list of entries based on the specified:

Recipient mnemonic

Full name

File name

The date and time parameters

The parameters selected in the Sort Row by Recipient

Mnemonic/LPD Queue Name area

As soon as a queue is selected the complete contents of that queue displays in the table beneath the selection and search section, one row for each entry. Each entry in this table is identified by a unique index number and a variety of properties associated with that entry. Using the search parameters and clicking Load Filter you can change the content of the list. In addition, each column has an arrow button enabling you to display the contents of the list based on the ascending or descending order of that particular property.

The columns that display change depending on the queue selected for viewing.

The following table lists the properties that display for each set of queues.

Table 6-2 Activity Menu, Entry Properties

Queues

Relay Queues

Properties

Index

Recipient Mnemonic

Full Name

Submit Date

Submit Time

Delivery Date

Delivery Time

Deleted Date (Relay Queue — Deleted, only)

Deleted Time (Relay Queue — Deleted, only)

Deleted By (Relay Queue — Deleted, only)

Filename

Reason for Failure (Relay Queue — Error, only)

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152 Activity Queues

Activity Menu

Table 6-2 Activity Menu, Entry Properties (continued)

Queues

NetDelivery Client

Queue — Pending

NetDelivery Client

Queue — Completed

NetDelivery Client

Queue — Upload

LPD Queue —

Pending

LPD Queue —

Processed

Properties

Index

Recipient Mnemonic

Full Name

Submit Date

Submit Time

Delivery Date

Delivery Time

Filename

Index

Recipient Mnemonic

Full Name

IP Address

Submit Date

Submit Time

Delivery Date

Delivery Time

Filename

Index

Submit Date

Submit Time

Uploaded by Recipient Mnemonic

Uploaded by Recipient Full Name

Destination Recipient Mnemonic

Destination Recipient Full Name

Filename

Index

LPD Queue Name

Filename

File Size [BYTES]

IP Address

Submit Date Time

Processed Date Time

Index

LPD Queue Name

Filename

File Size [BYTES]

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Activity Menu

153

Table 6-2 Activity Menu, Entry Properties (continued)

Queues Properties

IP Address

Submit Date

Submit Time

Submit Date Time

Processed Time

Processed Date Time

Total Reports

Total Recipients

Total Alternate Recipients

Total Default Recipients

Total Deleted Recipients

Total Direct Fax

Total Unknown Recipient

Total Deleted Recipient Field Blank

Total Deleted Group Already Sent

Total Deleted Copy Already Sent

Total Deleted Report Exclusion List

Total Deleted Recipient Exclusion List

Total Unknown Recipient Rec Field Blank

Total NetDelivery Client

Total Web Publish

Total Distribution List

Total E-mail

Total E-mail as Body Text

Total Windows Printer

Total Fax

Total LPR Printer

Total Windows Folder

Total Internet Post

Total Null Delivery

Total Batch Print

Total Document Manager

Total Default Location

Total HPF Cold Interface - TIFF

Total HPF Cold Interface - ASCII

Total Default Location Location Field Not Found

Total Default Location Location Field Found

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Activity Menu

Table 6-2 Activity Menu, Entry Properties (continued)

Queues Properties

Total Default Location Location Map Not Found

Total Recipients File I/O Error

Total Recipients Field Not Found

Total Recipients Field Stop String Not Found

Total Direct Fax Number Not Found

Total Direct Fax Number Length Less than Specified

LPD Queue — Error • Index

• LPD Queue Name

Filename

File Size [BYTES]

IP Address

Submit Date Time

Processes Date Time

Template ini Path

PCL Stop String Enabled

PCL Stop String

Bytes to Stop String

Additional PCL Commands

Bytes in Additional PCL Commands

Total Archive Pages

Total Report Pages

Total Reports

Total Archive Page 1

Total Report Page 1

Archive Report File Size

Discrepancy Size

Error Level

Most of the properties that display in the various queues are used for troubleshooting issues that arise while processing reports. The following table lists, in alphabetical order, and describes the properties that display in the listing of the queues.

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Activity Menu

155

Table 6-3 Activity Menu, Listed Properties

Property

Additional PCL

Commands

Description

The additional PCL commands, if any, specified when defining rules for separating out reports (see,

"Report Separator Settings"

in

Chapter 11

,

"The Distribution Wizard"

).

The size of the archived report, in bytes. Archive Report

File Size

Bytes in

Additional PCL

Commands

The byte size of any additional PCL commands specified when defining rules for separating out reports.

Bytes to Stop

String

The size of the stop string specified in the report distribution template, in bytes.

Deleted Date The date on which the report was deleted from Relay Queue —

Pending.

Deleted Time The time at which the report was deleted from Relay Queue —

Pending.

Delivery Date The date on which the report was delivered.

Delivery Time The time at which the report was delivered.

The full name of the user to whom the report was distributed from

NetDelivery Client Queue — Pending.

Destination

Recipient Full

Name

Destination

Recipient

Mnemonic

Discrepancy

Size

The recipient mnemonic of the user to whom the report was distributed.

The difference in size between the original batch reports and the calculated size of all the separated out reports (see,

"Reconciling

Separated Reports"

in Chapter 11

,

"The Distribution Wizard" ).

Error Level

File Size

[Bytes]

Filename

Full Name

The error code, if there was a problem distributing the report.

The size of the report, in bytes.

Index

The file name of the report.

The full name of the individual receiving the report (see,

"Recipient

Information Tab"

in Chapter 4 , "Recipient Dictionary"

).

A unique identifier assigned to each entry in the database.

NetDelivery uses this number to track the report as it progresses through the queues. The number changes when the report moves from one set of related queues to another. For example, the index number assigned to a report in the LPD queues changes when it moves to the Relay queues. This is because several queues feed into the Relay queues, and a new number is assigned to avoid having duplicate index numbers.

IP Address

LPD Queue

Name

The IP address of the printer to which the report is to be delivered.

The name of the print queue on the target printer, for example,

MISPROVDICT

.

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156 Activity Queues

Activity Menu

Table 6-3 Activity Menu, Listed Properties (continued)

Property

PCL Stop

String

PCL Stop

String Enabled

Processes Date

Time

Processes

Time

Recipient

Mnemonic

Submit Date

Submit Date

Time

Submit Time

Template ini

Path

Description

The last characters (the end point) for the PCL header information to be captured, as specified in the report distribution template (see,

"Report Separator Settings"

in Chapter 11 , "The Distribution

Wizard"

).

Indicates whether or not the PCL Stop String feature is enabled for the report distribution template that processed the report (see,

"Report Separator Settings"

in Chapter 11 , "The Distribution

Wizard"

).

The date and time that the report was processed by the LPD Queue

— Processed.

The time at which the report was processed by the LPD Queue —

Processed.

The recipient mnemonic of the individual to whom the report was distributed.

The date on which the report was submitted to the queue.

The date and time when the report was submitted to the queue.

The time at which the report was submitted to the queue.

The full path to the .ini file that specifies the rules used by the report distribution template to separate out the reports. By default these files are stored in:

Total Alternate

Recipients

Total Archive

Page 1

C:\Program Files\NetDelivery\Rules

The total number of alternate recipients to which the report was distributed.

The total count of all the first pages (Page 1) in the original batch report. This number should equal the total number of reports separated out of the batch report.

The total number of pages in the original batch report. Total Archive

Pages

Total Batch

Print

Total Default

Location

Total Default

Location

Location Field

Found

Total Default

Location

Location Field

Not Found

The total number of reports distributed using Hold for Batch Printing as the delivery method.

The total number of reports distributed to the default location specified in the report distribution template that processed the report.

The total number of default locations that were captured in the

report being processed (see, "Default Location Handling Tab" in

Chapter 11

,

"The Distribution Wizard"

).

The total number of default locations that were not captured in the

report being processed (see,

Chapter 11

,

"Default Location Handling Tab"

"The Distribution Wizard"

).

in

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Activity Queues

Activity Menu

157

Table 6-3 Activity Menu, Listed Properties (continued)

Property

Total Default

Location

Location Map

Not Found

Total Default

Recipients

Total Deleted

Copy Already

Sent

Total Deleted

Group Already

Sent

Total Deleted

Recipient

Exclusion List

Total Deleted

Recipient Field

Blank

Total Deleted

Recipients

The total number of reports deleted based on the entries specified

in the Exclusion List for recipients (see "Template Information Tab"

in Chapter 11

,

"The Distribution Wizard"

).

The total number of reports deleted because the recipient field was blank, that is, the report distribution template was unable to identify a recipient for the report.

The total number of reports deleted because a recipient could not be identified.

Total Deleted

Report

Exclusion List

The total number of recipients deleted based on the entries

specified in the Exclusion List for reports (see "Locate Recipients on a Report"

in Chapter 11

,

"The Distribution Wizard"

).

Total Direct Fax The total number of reports distributed using FAX to Recipient as the delivery method when the fax number was extracted from the report by a report distribution template.

Total Direct Fax

Number Length

Less than

Specified

Total Direct Fax

Number Not

Found

Total

Distribution List

Total Document

Manager

Total E-mail

Total E-mail as

Body Text

Total Fax

Description

The total number of default location maps (the name of the last report distribution template used) if the report came from a conditional redirect template ) that were not captured in the report

being processed (see, "Conditional Report Redirect" in

Chapter 11 ,

"The Distribution Wizard" ).

The total number of default recipients to which the report was distributed.

The total number of reports that were deleted because the recipient had already been identified and sent the report (preventing the recipient from receiving multiple copies of the same report).

The total number of reports that were deleted because the identified recipient was in the same group as a recipient that had already

been sent the report (see "Recipient Address Tab" in

Chapter 4 ,

"Recipient Dictionary"

).

The total number of reports distributed using FAX to Recipient as the delivery method for which the length of the fax number was less than required to complete the connection. For example, a 9 was not included in order to access an outside line.

The total number of reports that had FAX to Recipient specified as the delivery method for which the fax number was not found.

The total number of reports distributed using Distribution List as the delivery method.

The total number of reports distributed using Document Manager as the delivery method.

The total number of reports distributed using e-mail as the delivery method.

The total number of reports distributed using e-mail as the delivery method with the report included in the body of the e-mail.

The total number of reports distributed using FAX to Recipient.

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158 Activity Queues

Activity Menu

Table 6-3 Activity Menu, Listed Properties (continued)

Property

Total HPF Cold

Interface -

ASCII

Total HPF Cold

Interface - TIFF

Total Internet

Post

Total LPR

Printer

Total

NetDelivery

Client

Description

The total number of reports distributed using McKesson - HPF -

Cold Interface - ASCII as the delivery method.

The total number of reports distributed using McKesson - HPF -

Cold Interface - TIFF as the delivery method.

The total number of reports distributed using Upload to Internet Site as the delivery method.

The total number of reports distributed using Send to LPR Printer as the delivery method.

The total number of reports distributed using NetDelivery Client as the delivery method.

Total Null

Delivery

Total

Recipients

The total number of reports distributed using Null Delivery - Delete

Report as the delivery method.

The total number of recipient mnemonics that were captured in the report being processed.

The total number of recipient mnemonics that were not captured in the report being processed.

Total

Recipients

Field Not Found

Total

Recipients

Field Stop

String Not

Found

The total number of recipient mnemonics that were not captured because the Field Ends at Stop String (the characters specifying the end of the string to be captured) was not found in the report being

processed (see, "Default Location Handling Tab" in

Chapter 11 ,

"The Distribution Wizard" ).

The total number of recipients to which a report could not be distributed because of an I/O error when trying to access the report.

Total

Recipients File

I/O Error

Total Report

Page 1

Total Report

Pages

Caution: An entry in this property could indicate a serious error with your system; contact Interbit Data

Customer Support,

The total count of all the first pages (Page 1) in the separated out report.

The total number of pages in the separated out report.

Total Reports The total number of reports processed by the LPD Queue —

Processed.

Total Unknown

Recipient

The total number of Unknown Recipients captured in the report.

Total Unknown

Recipient Rec

Field Blank

The total number of unknown recipients because there was no entry in the Recipient Field, the Recipient Field was blank.

Total Web

Publish

Total Windows

Folder

The total number of reports distributed using Web Publish as the delivery method.

The total number of reports distributed using Distribution List as the delivery method.

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Activity Queue Purging

159

Table 6-3 Activity Menu, Listed Properties (continued)

Property

Total Windows

Printer

Uploaded by

Recipient Full

Name

Description

The total number of reports distributed using Send to Windows

Printer as the delivery method.

The full name of the user who uploaded the report from NetDelivery

Client Queue — Pending.

Activity Queue

Management

Functions

Below the queue listing is a set of buttons enabling you to view and manipulate the entries in the displayed queue. The buttons that display change depending on the queue selected for viewing. The following table lists and describes these buttons.

Table 6-4 Activity Menu, Viewing and Manipulation Functions

Element

Total Entries

Found

<<

>>

Show All

Entries Found

Forward File to

Recipient

Resubmit

Report

View Entries

Delete Entry

View Details

Description

Displays the total number of entries in the selected queue. This number changes depending on the specified search criteria.

Moves backward, page-by-page, through the list of entries until the first entry displays. Clicking this button when Show All Entries is selected returns the display to the page-by-page format.

Moves forward, page-by-page, through the list of entries until the last entry displays. Clicking this button when Show All Entries

Found is selected returns the display to the page-by-page format.

Shows all entries on a single page. A scroll bar displays to the right.

Click <<, >>, Load All, or Load Filter to re-display the list of entries in a page-by-page format.

Sends the selected report to another recipient. Clicking this button displays the NetDelivery Recipient Dictionary.

Sends the selected report to the originally intended recipient.

Displays for all Relay Queues, except Relay Queue — Completed.

Displays the report for the selected entry in PDF format. Although you can select multiple entries, only the selected report closest to the top of the stack displays.

Deletes the selected entry from the queue.

Displays, in a property sheet, the properties associated with the selected entry.

Activity Queue

Purging

Over a period of time several of the activity queues can collect a large number entries. Under normal conditions, reports should pass through Relay Queue —

Pending and LPD Queue — Pending rather quickly (approximately five minutes, but this rate depends on the conditions at your site). The processing time for

NetDelivery Client Queue — Pending is dependent upon the frequency that reports are downloaded by the recipients. Thus, these three queues usually do not grow very large.

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160 Activity Queues

Comma-Separated Values File

The size of Relay Queue — Completed, LPD Queue — Processed, and

NetDelivery Client Queue — Completed can, however, grow quite large.

NetDelivery has a purge agent that, by default, runs every 24 hours and removes from these queues all reports that are older than 90 days. Depending on the conditions at your site, these default parameters may not be sufficient to prevent the number of entries in the queues from using up the available disk space.

Therefore, you should periodically monitor the size of these queues and make adjustments to the purge frequency and/or age of the reports stored in one or more

of these queues. To change the purge parameters, see "Configuring Purge Agent

Settings"

in Chapter 3 , "System Settings" .

Comma-Separated

Values File

There may be occasions when you want to extract the data in one or more of the queues to view it outside of NetDelivery, or for printing. This task can be accomplished by saving the content of the particular queue to a comma-separated value (CSV) file.

A CSV file stores the data structure of the queue digitally. Each line in the CSV file corresponds to a row in the queue. Within a line, fields are separated by commas, each field belonging to one column. Once generated, the CSV file can be used to copy the data between NetDelivery and another application, such as Excel, for printing and viewing in an easily readable format.

From NetDelivery you can create a CSV file for either the entire queue, or one or more entries in the queue. To create a CSV file, display the queue that you want to copy, highlight any entry in the queue (if you want to create a CSV file for particular entries, highlight those entries), and right-click the mouse. A pop-up menu displays.

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Activity Queues

Comma-Separated Values File

161

Figure 6-2 Pop-up Menu with Comma-Separated Value File Option

From the pop-up menu, select Export Items to CSV File, if you want to export all the entries in the queue, or Export Selected Item to CSV File, if you want to export only the selected item(s). Save the exported entries to the desired location on your system from where you can import it into the target application.

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Comma-Separated Values File

NetDelivery Administrator Guide

P ROCEDURES FOR V IEWING & M ANAGING

A CTIVITY Q UEUES

The Activity tab enables you to view where in the delivery process a report is located at any given time. You can use the available features to monitor the status of a report, and to help troubleshoot the system.

When a report is received by NetDelivery it passes through a series of processing agents that determine the intended recipient for the report and the method to be used to deliver the report. As the report passes through these processes, its status is recorded in a set of queues. From the Activity tab you can view the contents of these queues, determine the status of a report, and decide what action, if any, to take. The procedures described here include the following:

Locating an Entry in an Activity Queue

Resubmitting a Report

Forwarding a Report

Deleting a Report

Viewing a Report

Viewing an Entry’s Details

These procedures assume that you have logged in to NetDelivery Administrator using an account that has the appropriate permissions. For information about logging in to NetDelivery Administrator, see

"Accessing NetDelivery"

in Chapter 1

,

"Overview of NetDelivery" . If the account that you are using does not have the

necessary permissions to view and manage activity queues, see the person in your organization responsible for NetDelivery.

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164 Procedures for Viewing & Managing Activity Queues

Locating an Entry in an Activity Queue

Locating an Entry in an Activity

Queue

For a variety of reasons you may not be able to locate an entry in the displayed list, for example:

• The report is being handled by another process, thus the entry you want to view is in a queue other than the one displayed

• Not enough time has elapsed since the report was submitted to a process

NetDelivery automatically populates the list of entries for each queue when a new entry is submitted to a queue. For a variety of reasons (for example, network traffic, server configuration) a short delay may occur before the entry displays in the list.

• An error in processing may have occurred and the report may be stored in one of the error queues.

To locate an entry in an activity queue, perform the following steps.

Step Action

1. Click the Activity tab.

The Activity menu displays.

2. Select the queue that you want to view from the Choose Database to View drop-down list.

The entries for that queue display.

3. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 4.

• If you cannot easily locate the target entry in the list of entries, go to

Step

5.

4. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

Go to

Step 6.

5. Enter into the Recipient Mnemonic, Full Name and/or Filename text entry box the first few characters identifying the target entry.

The list of entries changes to show only those entries with character(s) matching the character(s) entered in to the text entry boxes.

Note: By entering characters in to all three fields you can further refine your search.

6. Determine if you want to filter the list of entries based on the date and time they were submitted to the queue:

If yes, go to Step 7.

• If no, go to

Step 8.

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Procedures for Viewing & Managing Activity Queues

Locating an Entry in an Activity Queue

165

Step Action

7. Do one or more of the following:

• Enter a starting date into the From Date combo box

• Select the To Date check box and enter an ending date into the To Date combo box

• Select the From Time check box and enter a starting time into the From

Time combo box

• Select the To Time check box and enter an ending time into the To Time combo box

8. Do one or more of the following:

• Select Submit Date and Time, if you want the entries ordered on the date and time they were submitted to the queue

• Select Delivery Date and Time, if you want the entries ordered on the date and time they were delivered

• Select Ascending Order, if you want entries ordered from oldest to most recent date and time

• Select Descending Order, if you want entries ordered on the most recent date and time to the oldest date and time

9. Click Load Filter.

The list of entries changes.

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166 Procedures for Viewing & Managing Activity Queues

Resubmitting a Report

Resubmitting a

Report

Sometimes a recipient may want to receive a duplicate copy of a report. To resend a report to the same recipient, perform the following steps.

Step Action

1. Click the Activity tab.

The Activity menu displays.

2. Select the queue from which you want to resubmit the report from the Choose

Database to View drop-down list.

Note: Reports cannot be resubmitted from the Relay Queue — Pending,

LPD Queue — Pending, or any of the NetDelivery Client Queues.

The entries for the selected queue display.

3. Locate the target entry:

• If you can easily locate the target entry in the list of entries, go directly to

Step 4.

• If you cannot easily locate the target entry in the list of entries, refer to

"Locating an Entry in an Activity Queue" , then go to

Step 5.

4. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

5. Highlight the target entry.

Note: To resubmit more than one report at the same time, press and hold down the CTRL key while selecting additional reports.

6. Click Resubmit Report.

A confirmation dialog box displays.

7. Click Yes.

The report(s) is resubmitted to LPD Queue — Pending and is processed again.

NetDelivery Administrator Guide

Forwarding a

Report

Procedures for Viewing & Managing Activity Queues

Forwarding a Report

167

Sometimes recipients request that a report they received should also be sent to one or more other recipients. To forward a report to another recipient, perform the following steps.

Step Action

1. Click the Activity tab.

The Activity menu displays.

2. Select either Relay Queue — Completed, Relay Queue — Deleted, or

NetDelivery Client Queue — Pending from the Choose Database to View drop-down list.

The entries for the selected queue display.

3. Locate the target entry:

If you can easily locate the target entry in the list of entries, go directly to

Step 4.

• If you cannot easily locate the target entry in the list of entries, refer to

"Locating an Entry in an Activity Queue" , then go to

Step 5.

4. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

5. Highlight the target entry.

Note: To forward more than one report at the same time, press and hold down the CTRL key while selecting additional reports.

6. Click Forward File to Recipient.

The Select Recipient dialog displays.

7. Highlight the recipient to whom the report is to be forwarded.

8. Click OK.

The Select Recipient dialog closes and a confirmation dialog box displays.

9. Click Yes.

The report(s) is resubmitted to Relay Queue — Pending.

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168 Procedures for Viewing & Managing Activity Queues

Deleting a Report

Deleting a Report

Occasionally, a report may remain in a queue an excessive amount of time. If one of these reports is in Relay Queue — Pending, that report is bypassed and other reports are sent to Relay Queue — Processing. If the report is in LPD Queue —

Pending, other reports may not be processed. To delete a report from a queue, perform the following steps.

Step Action

1. Click the Activity tab.

The Activity menu displays.

2. Select either Relay Queue — Pending, Relay Queue — Error, Relay Queue

— Deleted, LPD Queue — Pending, NetDelivery Client Queue — Pending,

NetDelivery Client Queue — Completed, or LPD Queue — Pending from the Choose Database to View drop-down list.

The entries for selected queue display.

3. Locate the target entry:

• If you can easily locate the target entry in the list of entries, go directly to

Step 4.

• If you cannot easily locate the target entry in the list of entries, refer to

"Locating an Entry in an Activity Queue" , then go to

Step 5.

4. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

5. Highlight the target entry.

Note: To delete more than one report at the same time, press and hold down the CTRL key while selecting additional reports.

6. Click Delete Entry.

A confirmation dialog box displays.

7. Click Yes.

The report is deleted from the queue.

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Procedures for Viewing & Managing Activity Queues

Viewing a Report

169

Viewing a Report

Situations may arise where it is necessary to verify the contents of a report, for example, to trouble shoot a stuck report, or to verify its content. To view a report in an Activity queue, perform the following steps.

Step Action

1. Click the Activity tab.

The Activity menu displays.

2. Select the queue that you want to view from the Choose Database to View drop-down list.

The entries for selected queue display.

3. Locate the target entry:

If you can easily locate the target entry in the list of entries, go directly to

Step 4.

• If you cannot easily locate the target entry in the list of entries, refer to

"Locating an Entry in an Activity Queue" , then go to

Step 5.

4. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

5. Highlight the target entry.

6. Click View Entry.

The contents of the report, in PDF format, displays in another window.

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170 Procedures for Viewing & Managing Activity Queues

Viewing an Entry’s Details

Viewing an Entry’s

Details

NetDelivery provides the capability to view the properties of an entry on a single property sheet. To view the properties of a single entry, perform the following steps.

Step Action

1. Click the Activity tab.

The Activity menu displays.

2. Select the queue that you want to view from the Choose Database to View drop-down list.

The entries for the selected queue display.

3. Locate the target entry:

• If you can easily locate the target entry in the list of entries, go directly to

Step 4.

• If you cannot easily locate the target entry in the list of entries, refer to

"Locating an Entry in an Activity Queue" , then go to

Step 5.

4. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

5. Highlight the target entry.

6. Click View Details.

A property sheet for the selected entry displays.

NetDelivery Administrator Guide

7 F AX A GENT A CTIVITY Q UEUES

If the delivery method for the recipient is set to FAX to Recipient, the Fax Agent

Activity tab enables you to view where in the delivery process a report is located.

You can use this tab to monitor the status of a report, and to help troubleshoot the system.

When a report is received by NetDelivery’s Fax Agent application, it passes through a series of processing agents that store and transmit the report to the intended recipient. As the report passes through these processing agents, its status is recorded in a set of queues. From the Fax Agent Activity tab you can view the contents of these queues, determine the status of a report, and decide what action, if any, to take.

This chapter describes the Fax Agent Activity menu, and the different queues that can be viewed, it includes the following topics:

Fax Agent Delivery Process

Fax Agent Activity Menu

Fax Agent Activity Purging

Comma-Separated Values File

For detailed procedures for accessing the fax queues, see "Procedures for

Viewing & Managing Fax Queues" .

Note: This chapter assumes that the Fax Agent application is installed. If you are using NetFax with MEDITECH Magic, contact Interbit Data

Customer Support.

Fax Agent Delivery

Process

Each report that is downloaded to NetDelivery follows a set process through a series of agents and queues (see

"Delivery Process" in Chapter 6

,

"Activity

Queues"

). When a report reaches the Relay Queue — Pending, and it is determined that the delivery method is fax, the report is passed to NetDelivery’s

Fax Agent application, where it is processed through another series of agents and queues. The contents of each one of these queues, which are listed and described in the following table, can be view by selecting the queue from the Fax Database

to View drop-down list.

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Fax Agent Delivery Process

Table 7-1 Fax Agent Activity Process Queues

Queue

Pending

Sending

Description

Reports that are waiting to be delivered to their respective fax number.

Reports that are in the process of being sent.

Completed

Failed

Deleted

Note: The number of entries in this queue must not exceed the number of available fax modem ports. The number of fax modem ports is specified in the FaxMan4.ini file (default location is C:\Program Files\NetDelivery\FaxMan).

Reports that have been successfully delivered to their respective fax number.

Reports that had an error occur during the delivery process.

The most common reason that a report is transferred to this queue is that the maximum number of retries were reached, probably

because the fax line was busy. See "Fax Agent Settings" in

Chapter

3 , "System Settings" for information about setting the maximum

number of retries.

Reports that have been deleted from one of the fax queues by a

NetDelivery administrator.

If a recipient has Fax to Recipient as the delivery type (see,

"Specifying a Delivery

Method" in

"Procedures for Managing Recipients"

), the report is initially placed in

Pending. This queue is where all faxes are stored until the Fax Agent application scans the queue for stored reports. The frequency at which Fax Agent scans for reports is determined by a configuration parameter set on the System Settings

tab (see, "Fax Agent Settings"

in Chapter 3 , "System Settings"

). When the Fax

Agent program finds a report, the report is transferred to Sending, from where it is processed and sent to the designated fax number. If the fax is successfully sent to the fax number, the report is transferred to Completed. If for some reason the fax fails, the fax is transferred to Failed. If at any time the report is deleted, it is transferred to Deleted. You can view the contents of each one of these queues by selecting it from the Fax Database to View drop-down list on the Fax Agent

Activity menu.

The following flow chart shows the paths followed when a report is processed by

NetDelivery’s Fax Agent application.

NetDelivery Administrator Guide

Figure 7-1 Fax Agent Process Flowchart

Fax Agent Activity Queues

Fax Agent Delivery Process

173

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174 Fax Agent Activity Queues

Fax Agent Activity Menu

Fax Agent Activity

Menu

On the main NetDelivery Administrator menu click the Fax Agent Activity tab to access the fax processing queues.

Figure 7-1 Fax Agent Activity Menu

The Fax Agent Activity menu is divided into the following major sections:

• Functions that enable you to select and display the contents of the fax queues and to search for entries in those queues

Queue listings that display the entries in the selected queue and properties associated with each entry

Functions for viewing and manipulating entries

Fax Agent Activity

Search and Display

Functions

The search and display section provides functionality for displaying the contents of a selected fax queue. The following table lists and describes the elements in this section of the Fax Agent Activity menu.

Table 7-1 Fax Agent Activity Menu, Selection and Display Features

Element

Fax Database to View

Load All

Description

Select from this drop-down list the queue to be displayed. The search options and the information displayed in the listing section changes depending on the queue selected.

Displays the content of the selected queue.

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175

Table 7-1 Fax Agent Activity Menu, Selection and Display Features (continued)

Element Description

Search Filter Use this area to refine your search for reports. Enter a character string into one or more of the text entry boxes. The parameters on which you can search are:

• Recipient Mnemonic — The recipient mnemonic to which the report was sent.

Enter a character string into this text entry box that matches characters in the recipient mnemonic. The system does a partial lookup, starting at the left character and ending at the right character, looking for recipient mnemonic(s) that match the characters as entered. Only those mnemonics that match the characters in the sequence entered display. For example, if you enter

INTE

, only recipient mnemonics that have order display. The entry is not case sensitive.

INTE

in that

Filename — The file name of the report.

From Date

To Date

Enter a character string into this text entry box that matches characters in the name of file for which you are looking. The system does a partial lookup, starting at the left character and ending at the right character, looking for file names that have a character string that matches the characters as entered. Only those file names that match the characters entered display. For example, if you enter radi

, only file names with those characters display. The search is not case sensitive.

• Fax Number — The fax number to which the report was sent.

Enter numbers into this text entry box that matches the fax number associated with the report for which you are looking.

The system does a partial lookup, starting at the left character and ending at the right character, looking for fax numbers that have a character string matching the characters as entered.

You must enter the fax number in the correct sequence, beginning at the first number. Only those fax numbers matching the characters as entered display. For example, if the fax number begins with 1508 and you enter 508, the entry does not display.

Enter the date from which you want to start viewing entries. Click the down arrow to display the date chooser, or enter a date into the text field. The date entered is the starting date used to display the entries, after clicking Load Filter.

Determines the date to which you want to view entries. Press the down arrow to display the date chooser, or enter a date into the text field. The date entered is the ending date used to display entries, after clicking Load Filter.

Clearing the check box disables To Date, and tells the program to search up until the current date.

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Fax Agent Activity Menu

Table 7-1 Fax Agent Activity Menu, Selection and Display Features (continued)

Element

From Time

To Time

Submit Time

Description

Determines the time from which you want to start viewing entries.

Highlight the hour/minute/second and click the scroll arrows to select a time, or enter a time into the text field. The time entered is the starting time used to display the entries, after clicking Load

Filter.

Clearing the check box disables From Time and tells the program to search starting from midnight of the date entered into From Date.

Determines the time to which you want to view log entries. Highlight the hour/minute/second and click the scroll arrows to select a time, or enter a time into the text field. The time entered is the ending time used to display the entries, after clicking Load Filter.

Clearing the check box disables To Time and tells the program to end the search with the current time.

Re-orders the list of entries based on the entries in the Submit Date

Time column.

Select this option button and then click Load Filter to re-order the list of entries.

Transmit Time Reorders the list of entries based on the entries in the Transmit

Date Time column.

Select this option button and then click Load Filter to re-order the list of entries.

Group Entries Select this checkbox to organize and identify the faxes by the group to which they belong. When selected, information about the group is displayed in the list section above the individual faxes within that

group (see, Figure 7-2 ).

Ascending

Order

Descending

Order

Load Filter

Note: This check box is not accessible if Pending queue is selected.

Re-orders the list of entries based on the entries in the Index column, from earliest to latest.

Select this option button and then click Load Filter to re-order the list of entries.

Re-orders the list of entries based on the entries in the Index column, from latest to earliest.

Select this option button and then click Load Filter to re-order the list of entries.

Redisplays the list of entries based on the parameters selected in the following sections:

Search Filter

Date Time Filter

Sort Rows by

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Fax Agent Activity Menu

177

List of Fax Agent

Activity Entries

When Load Filter or Load All is clicked, the contents of the selected queue displays in the table beneath the search and display section, one row for each entry. Each entry in this table is identified by a unique index number, which is automatically generated by NetDelivery, and a variety of properties associated with that entry.

Figure 7-2

includes one entry in the table. Note that Group Entries is selected, thus a line displays above the entry identifying the group to which the entry belongs. In addition, since this fax was resent using an override fax number, this information is also displayed.

Figure 7-2 Fax Agent Activity Menu, with Group Entries

Using the search and display parameters, and clicking Load Filter changes the content of the list. In addition, each column has an arrow button enabling you to display the contents of the list based on the ascending or descending order of that particular property. The following table lists the properties that display for each set of queues.

Table 7-2 Fax Agent Activity Menu, Entry Properties

Property

Index

Description

A unique identifier assigned to each entry in the database. Fax

Agent uses this number to track the report as it progresses through the queues.

The time that the report was submitted to the queue. Submit Date

Time

Transmit Date

Time

The time that the report was sent to the intended fax number. If multiple attempts were made the date and time is for the most recent attempt.

The recipient mnemonic of the intended recipient. Recipient

Mnemonic

Fax Number The destination fax number.

Dialed String The string that was actually dialed to transmit the fax.

Override Fax

Number

Enabled

Indicates whether or not the destination fax number (the number in the Fax Number column) can be overridden by another number (see

"Fax Agent Activity Management Functions" in).

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178 Fax Agent Activity Queues

Fax Agent Activity Menu

Table 7-2 Fax Agent Activity Menu, Entry Properties (continued)

Property

Override Fax

Number

Description

Specifies the fax number that was used in place of the original

destination fax number (see "Fax Agent Activity Management

Functions" )

Attempts The number of attempts to send the report. If the report was successfully sent on the first try, 1 displays in this column. If the report was transferred to the failed queue, the number of tries

should not exceed the number set on the Fax Agent Settings

menu.

The baud rate at which the fax was sent. Speed

Total Pages

Total Pages

Completed

Pages in

Current Fax

The total number of pages in the fax transmittal, including cover pages, if any. If the transmittal is a group fax, this number is the total number of pages in the group.

The number of pages that have been transmitted. If the transmittal is a group fax, this number is the page number within the group.

Current Page The number of the page currently being transmitted. If the transmittal is a group fax, this number is the page number of the individual report within the group.

Pages Sent

% Complete

The number of the pages in the fax currently being transmitted. If the transmittal is a group fax, this number is the number of the pages in the individual report within the group.

The total number of pages transmitted.

The percentage of the current fax page that is being transmitted that has completed. If the fax had multiple pages, when the current page completes the percentage is reset to 0.

Port

Fax Class

The modem port used to transmit the fax.

The fax class of the computer modem. The class indicates how much processing is off-loaded from the computer's CPU to the fax modem.

Fax Status

Fax Error

Resolution

Hang Code

Duration

Filename

The message describing the current status of the transmittal. If a group fax is being transmitted the message is for the entire group.

If an error occurred during transmittal, the error is described in this field.

The quality of the fax’s image.

If the fax hung during transmittal, the reason for the problem is described in this field, using standard telephony codes.

The amount of time it took to transmit the fax, from the time the connection was opened until the time the connection was closed.

The file name of the report.

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Fax Agent Activity Menu

179

Fax Agent Activity

Management

Functions

Below the queue listing is a set of elements that enable you to view and manipulate the entries in the displayed queue. The following table lists and describes these elements.

Table 7-3 Fax Agent Activity Menu, Viewing and Manipulation Functions

Element

Total Entries

Found

<<

Refresh

Timeout

>>

Show All

Entries Found

Forward Fax

File to

Recipient

Description

Displays the total number of entries in the selected queue. This number changes depending on the specified search and display criteria.

Moves backward, page-by-page, through the list of entries until the first entry displays. Clicking this button when Show All Entries

Found is selected returns the display to the page-by-page format.

Specifies the number of seconds between refreshing the contents of the fax queues. The number entered here is the default time period specified on the System Settings tab (see,

"Fax Agent Settings" ).

You can, however, set a different time using this scroll list.

Moves forward, page-by-page, through the list of entries until the last entry displays. Clicking this button when Show All Entries

Found is selected returns the display to the page-by-page format.

Shows all entries on a single page. A scroll bar displays to the right.

Click <<, >>, Load All, or Load Filter to re-display the list of entries in a page-by-page format.

Sends the highlighted fax to another recipient. Clicking this button displays the Select Recipient dialog box.

Note: If you forward a report from the Failed queue, the report remains in that queue until it is deleted.

Resend Fax

File

Resubmit Fax

Entry

Note: This button is inaccessible if Sending is selected from the

Fax Database to View drop-down list.

Resends/resubmits the selected fax to the originally intended recipient.

Note: If Completed is selected from the Fax Database to View drop-down list, then Resubmit Fax Entry displays. If

Failed or Deleted is selected from the Fax Database to

View drop-down list, then Resend Fax Entry displays. If

Pending or Sending is selected from the Fax Database

to View drop-down list, then Resubmit Fax Entry is inaccessible.

View Fax File Displays the report for the selected entry, in PDF format.

Edit Fax Details Displays the Fax Details property sheet box for the selected fax entry. The only field that you can edit is Override Fax Number.

Note: Sometimes the fax number for a recipient is entered incorrectly, such as, missing a 9 and/or a 1 preceding the area code. Selecting the Override Fax Number check box enables you to enter a fax number to override the original fax number. Use this dialog box to enter a fax number to which the report is sent (see,

Figure 7-2

).

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180 Fax Agent Activity Queues

Fax Agent Activity Purging

Table 7-3 Fax Agent Activity Menu, Viewing and Manipulation Functions (continued)

Element Description

Delete Fax File Deletes the selected entry from the queue. If Deleted is the selected queue, the report cannot be recovered. If the fax is deleted from one of the other queues, the fax is moved to Deleted.

Fax Agent Activity

Purging

Over a period of time the fax queue Completed can collect a large number of entries. NetDelivery has a purge agent that, by default, runs every 24 hours and removes from this queue all reports that are older than 90 days. Depending on the conditions at your site, these default parameters may not be sufficient to prevent the number of entries in this queue from using up the available disk space, and negatively impacting search performance. Therefore, you should periodically monitor the size of this queue and make adjustments to the purge frequency and/or age of the reports stored in the Fax Agent’s queue Completed. To change

the purge parameters, see "Configuring Purge Agent Settings"

in "Procedures for

Configuring System Settings" .

Comma-Separated

Values File

There may be occasions when you want to extract the data in one or more of the queues to view it outside of NetDelivery, or for printing. This goal can be accomplished by saving the content of the particular queue to a comma-separated value (CSV) file. A CSV file stores the data structure of the queue digitally. Each line in the CSV file corresponds to a row in the queue. Within a line, fields are separated by commas, each field belonging to one column. Once generated, the

CSV file can be used to copy the data between NetDelivery and another application, such as Excel, for printing and viewing in an easily readable format.

From NetDelivery you can create a CSV file for either the entire queue, or one or more entries in the queue. To create a CSV file, display the queue that you want to copy, highlight an entry in the queue (if you want to create a CSV file for multiple entries, highlight those entries), and right-click the mouse. A pop-up menu displays.

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Comma-Separated Values File

181

Figure 7-3 Pop-up Menu with Comma-Separated Value File Option

From the pop-up menu, select Export Items to CSV File, if you want to export all the entries in the queue, or Export Selected Item to CSV File, if you want to export only the selected item(s). Save the exported entries to the desired location on your system from where you can import it into the target application.

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Comma-Separated Values File

NetDelivery Administrator Guide

P ROCEDURES FOR V IEWING & M ANAGING

F AX Q UEUES

If the delivery method for the recipient is set to FAX to Recipient, the Fax Agent

Activity tab enables you to view where in the delivery process a report is located.

You can use this to monitor the status of a report, to view a variety of properties associated with a fax, to manipulate the fax, and to help troubleshoot the system.

When a report is received by NetDelivery’s Fax Agent application, it passes through a series of processing agents that store and transmit the report to the intended recipient. From the Fax Agent Activity tab you can view the contents of these queues, determine the status of a report, and decide what action, if any, to take.

The procedures described here include the following:

Locating an Entry in a Fax Queue

Forwarding a Fax

Resubmitting / Resending a Fax Report

Viewing a Fax

Editing a Fax Number

Deleting a Fax Report

These procedures assume that:

• You have logged in to NetDelivery Administrator using an account that has the appropriate permissions, that is, you can access the Fax Agent Activity tab.

For information about logging in to NetDelivery Administrator, see "Accessing

NetDelivery" in

Chapter 1 , "Overview of NetDelivery" . If the account that you

are using does not have the necessary permissions to view and manage fax queues, see the person in your organization responsible for NetDelivery.

The Fax Agent application is being used for transmitting faxes (see, "Fax

Agent Settings" in

Chapter 3 , "System Settings" ). If NetFax is being used,

contact Interbit Data Customer Support.

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184 Procedures for Viewing & Managing Fax Queues

Locating an Entry in a Fax Queue

Locating an Entry in a Fax Queue

For a variety of reasons you may not be able to locate an entry in the displayed list when you initially access the Fax Agent Activity tab, these reasons can include the following:

• The report is being handled by another fax process, thus the entry you want to view is in another queue.

Not enough time has elapsed since the report was submitted to a fax process.

NetDelivery automatically populates the list of entries for each queue when a new entry is submitted to a fax queue. For a variety of reasons (for example, network traffic, server configuration) a short delay may occur before the entry displays in the list.

• An error in processing may have occurred and the report may be stored in the

Failed queue.

To locate an entry in a fax queue, perform the following steps.

Step Action

1. Click the Fax Agent Activity tab.

The Fax Agent Activity menu displays.

2. Select the queue that you want to view from the Fax Database to View drop-down list.

3. Click Load All.

The entries for the selected queue display in the list of entries.

4. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 13.

• If you cannot easily locate the target entry in the list of entries, go to

Step

5.

5. Enter into the Recipient Mnemonic, Filename and/or Fax Number text entry box the first few characters identifying the target entry.

The list of entries changes to show only those entries containing character(s) that match the character(s) entered into the text entry boxes.

Note: By entering characters into all three fields you can refine your search.

6. Determine if you want to filter the list of entries based on a date and time:

If yes, go to Step 7.

• If no, go to

Step 8.

7. Do one or more of the following:

• Enter a starting date into the From Date combo box

• Select the To Date check box and enter an ending date into the To Date combo box

• Select the From Time check box and enter a starting time into the From

Time combo box

• Select the To Time check box and enter an ending time into the To Time combo box

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Locating an Entry in a Fax Queue

185

Step Action

8. Determine how you want sort the list of entries, then select one of the following:

• Select Submit Time

• Select Transmit Time

9. Determine if you want to identify the entries by the group that they are part of:

If yes, go to Step 10.

• If no, go to

Step 11.

10. Select the Group Entries check box.

Note: This check box is not accessible if Pending queue is selected.

11. Determine how you want order the list of entries, then select one of the following:

Ascending Order

Descending Order

12. Click Load Filter.

13. Highlight the entry, then go to one or more of the following procedures:

Forwarding a Fax

Resubmitting / Resending a Fax Report

Viewing a Fax

Editing a Fax Number

Deleting a Fax Report

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186 Procedures for Viewing & Managing Fax Queues

Forwarding a Fax

Forwarding a Fax

Sometimes recipients request that a fax that they received should also be sent to one or more other recipients. To forward a report to another recipient, perform the following steps.

Step Action

1. Click the Fax Agent Activity tab.

The Fax Agent Activity menu displays.

2. Select the queue from which you want to forward the fax from the Fax

Database to View drop-down list.

3. Click Load All.

The entries for the selected queue display in the list of entries.

4. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 5.

• If you cannot easily locate the target entry in the list of entries, go to

"Locating an Entry in a Fax Queue"

, and then return to Step 6.

5. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

6. Highlight the target entry.

Note: To forward more than one fax at the same time, press and hold down the CTRL key while selecting additional faxes.

7. Click Forward Fax File to Recipient.

The Select Recipient dialog displays.

8. Highlight the recipient to whom the report is to be forwarded.

9. Click OK.

The Select Recipient dialog closes and a confirmation dialog box displays.

10. Click Yes.

The fax(es) is resubmitted to the Pending queue.

Note: If you forward a report from the Failed queue, the report remains in that queue until it is deleted.

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Procedures for Viewing & Managing Fax Queues

Resubmitting / Resending a Fax Report

187

Resubmitting /

Resending a Fax

Report

Sometimes a recipient may want to receive a duplicate copy of a document, or you want to resend a fax after resolving an issue that caused a fax to fail. To resend a fax to the same recipient, perform the following steps.

Step Action

1. Click the Fax Agent Activity tab.

The Fax Agent Activity menu displays.

2. Select the queue from which you want to resend/resubmit the fax from the Fax

Database to View drop-down list.

Note: Faxes cannot be resent from the Pending or Sending queues.

3. Click Load All.

The entries for the selected queue display in the list of entries.

4. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 5.

• If you cannot easily locate the target entry in the list of entries, go to

"Locating an Entry in a Fax Queue" , and then return to

Step 5.

5. Click Resubmit Fax Entry or Resend Fax Entry.

Note: Which button displays is dependent on which queue is selected. If

Completed is selected from the Fax Database to View drop-down list, then Resubmit Fax Entry displays. If Failed or Deleted is selected from the Fax Database to View drop-down list, then

Resend Fax Entry displays. If Pending or Sending is selected from the Fax Database to View drop-down list, then Resubmit Fax

Entry is inaccessible.

A confirmation dialog box displays.

6. Click Yes.

The report(s) is resubmitted to the Pending queue.

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Viewing a Fax

Viewing a Fax

Situations may arise where it is necessary to verify the contents of a fax, for example, to troubleshoot a stuck failed fax, or to verify its recipient. To view a fax, perform the following steps.

Step Action

1. Click the Fax Agent Activity tab.

The Fax Agent Activity menu displays.

2. Select, from the Fax Database to View drop-down list, the queue that contains the fax that you want to view.

3. Click Load All.

The entries for the selected queue display in the list of entries.

4. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 5.

• If you cannot easily locate the target entry in the list of entries, go to

"Locating an Entry in a Fax Queue"

, and then return to Step 6.

5. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

6. Highlight the target entry.

7. Click View Entry.

The contents of the report, in PDF format, displays in another window.

NetDelivery Administrator Guide

Editing a Fax

Number

Procedures for Viewing & Managing Fax Queues

Editing a Fax Number

189

Situations may arise where it is necessary to change the fax number to which a report is sent. In many situations, the reason to edit the properties of the fax is to correct a fax number that caused the fax delivery to fail. To view the properties of a fax and edit its fax number, perform the following steps.

Step Action

1. Click the Fax Agent Activity tab.

The Fax Agent Activity menu displays.

2. Select, from the Fax Database to View drop-down list, the queue that contains the fax whose content you want to edit.

3. Click Load All.

The entries for the selected queue display in the list of entries.

4. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 5.

• If you cannot easily locate the target entry in the list of entries, go to

"Locating an Entry in a Fax Queue" , and then return to

Step 6.

5. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

6. Highlight the target entry.

7. Click Edit Fax Details.

The Fax Details property sheet displays.

8. Select Override Fax Number check box.

The Override Fax Number text entry box becomes accessible.

9. Enter a new fax number into the Override Fax Number text entry box.

10. Click Save Edits.

The Fax Details property sheet closes.

11. Resend the fax, see

"Resubmitting / Resending a Fax Report" .

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190 Procedures for Viewing & Managing Fax Queues

Deleting a Fax Report

Deleting a Fax

Report

Occasionally, a fax may become stuck in a queue, or it cannot be delivered and remains in the Failed queue. In this situation, the fax may need to be deleted. To delete a fax from a queue, perform the following steps.

Step Action

1. Click the Fax Agent Activity tab.

The Fax Agent Activity menu displays.

2. Select, from the Fax Database to View drop-down list, the queue that contains the fax whose content you want to delete.

3. Click Load All.

The entries for the selected queue display in the list of entries.

4. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 5.

• If you cannot easily locate the target entry in the list of entries, go to

"Locating an Entry in a Fax Queue"

, and then return to Step 6.

5. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

6. Highlight the entry that you want to delete.

Note: To delete more than one report at the same time, press and hold down the CTRL key while selecting additional reports.

7. Click Delete Fax File.

A confirmation dialog box displays.

Caution: If you are deleting a fax from the Deleted queue, the fax is permanently deleted, it cannot be recovered.

8. Click Yes.

The fax(es) is deleted from the queue. If the queue is not the Deleted queue, the report is moved to the Deleted queue.

NetDelivery Administrator Guide

8 E-M AIL N OTIFICATIONS

If an issue occurs when NetDelivery attempts to distribute a report, it should be addressed as soon as possible. E-mail alert notification is just one of the tools within NetDelivery for monitoring the status of reports. The E-mail Notifications tab contains features that enable you to configure e-mail alert notifications that are sent to specified e-mail addresses when there is an issue delivering a report.

E-mail alert notifications can be configure so that one or more NetDelivery

Administrators receive e-mail alert notifications when NetDelivery encounters a problem processing a report.

This chapter describes the E-Mail Notifications menu, and describes the conditions under which an e-mail alert notification is sent, and to whom it is sent. It includes the following topics:

How E-Mail Alert Notification Works

E-Mail Notification Menu

Alert Notification Template

Template Wizard Alert Notification

Services Alert Notification

E-Mail Notification Recipients Settings

For detailed procedures for configuring e-mail alert notifications, see "Procedures for Setting Up E-Mail Alert Notifications" .

This e-mail alert notification feature is used for informing individuals, usually the

NetDelivery Administrator, that one of the NetDelivery agents has encountered a problem delivering a report. There is a different e-mail feature within NetDelivery that informs recipients that a report has been sent to them. For information about this e-mail notification feature, see

"Recipient E-Mail Notification Tab" in

Chapter 4 ,

"Recipient Dictionary" .

How E-Mail Alert

Notification Works

E-mail alert notifications work by monitoring a certain set of NetDelivery storage and processing queues, and sending out e-mail notifications to specified e-mail addresses whenever certain, defined, parameters are exceeded. The parameters used to indicate a potential problem include the following:

• The length of time that a report, or group of reports, reside in a queue

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192 E-Mail Notifications

E-Mail Notification Menu

• The length of time that passes since a report was last submitted to a queue

For each alert, a length of time must be specified when enabling the alert. When enabled, the alert:

1.

Records the time when the action being monitored occurred

2.

Subtracts that time from the current time

3.

Compares the resulting difference to the length of time indicated in the e-mail alert notification set-up

4.

If the time difference is longer than the time specified, an alert is generated and an e-mail notification is sent

For example, if the Fax Agent’s Failed queue is being monitored, and a report is submitted to that queue, the alert subtracts the time that the report was submitted to the Failed queue from the current time. The difference is than compared to the time indicated in the e-mail alert set-up, if the difference is longer than the time specified, an e-mail notification is sent. All of the alerts function in essentially the same way, that is the report has resided in the queue longer than specified.

E-Mail Notification

Menu

When you click the E-mail Notification tab, the E-mail Notification menu displays. This menu has along its left side a Settings list that contains a list of agents and other functions that can be configured. The Settings list includes the following:

• LPD Agent

Processing Agent

Processing Agent — Template

Relay Agent

Fax Agent

HL7 Agent

Services

E-mail Recipients

This list of agents is a subset of the agents/queues within NetDelivery. All of the queues can be visually monitored using the Activity tab. For detailed information

about all of NetDelivery’s agents/queues, see Chapter 6 , "Activity Queues" .

NetDelivery Administrator Guide

Figure 8-1 E-mail Notification Tab, Relay Agent

E-Mail Notifications

E-Mail Notification Menu

193

The agents that display in the Settings list, and the queues monitored for each agent, are listed and described in the following table. Also described are the types of notification alerts that can be configured.

Table 8-1 E-mail Notification Alerts

Alert

LPD Agent

Queue

Pending

Description

An e-mail alert is created informing the recipient that there is a downloaded report in LPD Queue —

Pending that cannot be processed by the processing agent. The alert is generated when the report has been in the queue longer than the amount of time specified in the alert’s setup.

A possible reason that a report cannot be processed is that there is a problem with the distribution template that processed the report. For example, the template might be setup incorrectly and cannot locate the required text on the report.

The alert works by subtracting the submit time for the downloaded report from the current time.

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E-Mail Notification Menu

Table 8-1 E-mail Notification Alerts (continued)

Alert

Processing

Agent

Processing

Agent —

Templates

Queue

LPD Queue An e-mail alert is created when the amount of time between the current time and the last time that the

LPD Queue

— Error

Unknown

Recipient

Description

LPD agent processed a report exceeds the specified time frame.

Possible reasons the LPD agent has not processed a report within the specified time frame are that the

HCIS has been disrupted, or the LPD agent has stopped responding.

The alert works by subtracting the time when the last report was processed from the current time.

An e-mail alert is created that informs the recipient that there is a report in LPD Queue — Error. The alert is generated when the report has been in the queue longer than the amount of time specified in the alert’s setup.

Possible reasons that a report is in this queue are that an error occurred while NetDelivery was trying to deliver the report, or the system could not find the original file.

The alert works by subtracting the time that the report was submitted to the queue from the current time.

An e-mail alert is created that informs the recipient that there is a report in Unknown Recipient. The alert is generated when the report has been in

Unknown Recipient longer than the amount of time specified in the alert’s setup.

The reason that a report is in Unknown Recipient is that when a report is processed using a report distribution template, a recipient mnemonic or alias for the intended recipient could not be found in the

Recipient Dictionary.

The alert works by subtracting the time that the report was submitted to Unknown Recipient from the current time.

E-mail alerts are created using pre-defined report distribution templates. The alert is generated when the type of report specified by the report distribution template has been in the queue longer then the specified amount of time.

The Distribution Wizard must be installed before e-mail alerts can be created using this feature.

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E-Mail Notification Menu

195

Table 8-1 E-mail Notification Alerts (continued)

Alert

Relay Agent

Queue

Relay Queue

— Pending

Relay Queue

— Completed

Relay Queue

— Error

Description

An e-mail alert is created that informs the recipient that there is a downloaded report in Relay Queue —

Pending that has not been processed by the processing agent within the specified amount of time. The alert is generated when the report has been in the queue longer than the amount of time specified in the alert’s setup.

A possible reason that a report cannot be processed is a problem with the delivery method selected for the recipient. For example, the template might be setup incorrectly and cannot locate the required text on the report.

The alert works by subtracting the time that the report was submitted to the queue from the current time.

An e-mail alert is created that informs the recipient that a report has not been submitted to the Relay

Queue — Completed when the amount of time between the current time and the last time a report was submitted to the queue exceeds the amount of time specified in the alert’s setup.

Possible reasons the Relay Queue — Completed has not processed a report within the specified time frame are that communication between the Relay agent and the processes sending reports to Relay

Queue — Pending has been disrupted, or the Relay agent has stopped responding.

The alert works by subtracting the time when the last report was submitted to the queue from the current time.

An e-mail alert is created that informs the recipient that there is a report in Relay Queue — Error. The alert is generated when the report has been in the queue longer than the amount of time specified in the alert’s setup.

Possible reasons that a report is in this queue are that an error occurred while NetDelivery was trying to deliver the report, or the system could not find the original file.

The alert works by subtracting the time that the report was submitted to the queue from the current time.

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E-Mail Notification Menu

Table 8-1 E-mail Notification Alerts (continued)

Alert

Fax Agent

Queue

Failed

Description

An e-mail alert informs the recipient that there is a report in the Fax Agent’s Failed queue. The alert is generated when the report has been in the queue longer than the amount of time specified in the alert’s setup.

Possible reasons that a report is in this queue are that an error occurred while NetDelivery was trying to deliver the report, a connection could not be made with the fax number, because either the line was busy or the number was entered incorrectly.

The alert works by subtracting the time that the report was submitted to the queue from the current time.

Sending

Note: Notifications are sent only if Fax Agent is the NetDelivery application being used to send faxes.

An e-mail alert informs the recipient that there is a report in the Fax Agent’s Sending queue that has not been processed by the processing agent within the specified amount of time. The alert is generated when the report has been in the queue longer than the amount of time specified in the alert’s setup.

A possible reason that a report is in this queue is that the Fax Agent cannot process reports.

The alert works by subtracting the time that the report was submitted to the queue from the current time.

Pending

Note: Notifications are sent only if Fax Agent is the NetDelivery application being used to send faxes.

An e-mail alert notification informs the recipient that there is a report in the Fax Agent’s Pending queue that has not been processed by the processing agent within the specified time period. The alert is generated when the report has been in the queue longer than the amount of time specified in the alert’s setup.

A possible reason that a report is in this queue is that the Fax Agent cannot process reports.

The alert works by subtracting the time that the report was submitted from the current time.

Note: Notifications are sent only if Fax Agent is the NetDelivery application being used to send faxes.

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E-Mail Notification Menu

197

Table 8-1 E-mail Notification Alerts (continued)

Alert

HL7 Agent

Queue Description

Completed An e-mail alert is sent to the recipient when the amount of time between the current time and the last time a report was submitted to HL7 —

Completed exceeds the amount of time specified in the alert’s setup.

A possible reason HL7 — Completed has not processed a report within the specified time frame is that the HL7 agent has stopped responding.

The alert works by subtracting the time when the last report was submitted to the queue from the current time.

Services

E-mail

Recipients

Note: Use this notifications only if the HL7 agent is installed.

An e-mail alert is generated when service monitoring is enabled and NetDelivery detects that a

NetDelivery service agent has shut down. If event log monitoring is enabled, an entry is made in

NetDelivery’s event log.

The alert works by monitoring the specified services, and sending an e-mail notification at the frequency specified.

E-mail alerts and/or short-message alerts are sent to the e-mail address(es) included in the list of recipients. Recipients of e-mail alert notifications are not restricted to entries in NetDelivery’s Recipient

Dictionary, they can be sent to any e-mail address.

Entries in this list should be restricted to those individuals who have responsibility for monitoring and trouble resolution of NetDelivery.

To the right of the Settings list, the Alert Notifications area provides the list of queues that can be monitored for each agent, one queue per line. Each line contains the following information:

Whether or not alert notification is enabled

Whether or not event log notification is enabled

An internally generated notification number used by Interbit Data Customer

Support to troubleshoot the system.

The notification description, including:

- The name of the queue that is being monitored

- The message that is included in the e-mail message when an alert is sent about that queue

The number of days/hours/minutes that define the time frame for the generating an alert

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198 E-Mail Notifications

Alert Notification Template

The Services and E-mail Recipients settings display different information from that displayed for the queue listings.

Alert Notification

Template

When one of the agents is selected from the Settings list, the Alert Notification list populates with the queues for which alerts can be configured. This list displays the status of the alert. If the alert is enabled, a green circle with a check mark displays.

If the alert is disabled a red circle with an x displays. The Edit Alert Notification button displays below the Alert Notifications area. When you click this button, the

Template Alert Notification dialog box displays.

Figure 8-2 Template Alert Notification Dialog Box

The basic layout and contents of this dialog box is the same for all queues. The following table lists and describes the elements on this dialog box.

Table 8-2 Template Alert Notification Dialog Box

Element

Enabled

Enable Event

Log Notification

Notification

Description

Days/Hours/

Minutes

Description

Determines whether or not e-mail alert for the queue are enabled.

Determines whether or not an entry in the event log is created. The event log is a file that contains every NetDelivery event.

Displays the message that is included in the e-mail notification sent to the recipient.

The time frame that is used to determine when and event triggers an alert. When the event being monitored exceeds the specified time frame the alert is sent.

Note: Consideration should be given when setting this time frame. For example, for an error or failed queue, you may want to set a short time frame so that potential problems can be addressed quickly. For a completed queue, you may want to specify a longer time frame, particularly if the number of reports handled by that process is not large or frequent.

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Template Wizard Alert Notification

199

Table 8-2 Template Alert Notification Dialog Box

Element

E-mail

Notification

Frequency

Days/Hours/

Minutes

Description

The frequency at which an e-mail notification is sent.

At the specified interval, NetDelivery scans the database and if it finds an alert has been posted since the last e-mail notification was sent, a new e-mail is sent. If there are multiple alerts in the database, an e-mail notification is sent for the oldest alert.

Note: Consideration should be given when setting this frequency. For example, for an error or failed queue, you may want to set a short frequency so that potential problems can be addressed quickly. For a completed queue, you may want to specify a longer frequency, particularly if the number of reports handled by that process is not large or frequent.

Caution: Although e-mail alerts are generated whenever the event threshold is met, e-mail notifications containing these alerts are not sent to the recipient until the time frequency for sending the e-mail notifications has been reached. The frequency for sending e-mail notifications for each type of alert is specified in the Template Alert Notification dialog box for each alert type. Consider carefully how frequently you want e-mail notifications sent for each type of alert.

Template Wizard

Alert Notification

If NetDelivery’s Distribution Wizard is installed, you can configure alerts based on the report distribution templates that are defined. This is a useful capability because it enables you to configure alerts based on the category, or source, of the report. For example, assume the following conditions exist:

Radiology reports are processed every five hours

Laboratory reports are processed every three hours

E-mail alert notifications for Relay Queue — Pending is set to generate an alert for reports that are older than four hours

Under these conditions e-mail alerts will always be generated for radiology reports in Relay Queue — Pending, although there may not be a problem. Using the

Processing Agent — Templates feature you can properly configure alerts to handle these kinds of situations. For information about creating report distribution templates, see

Chapter 11 , "The Distribution Wizard" .

When Processing Agent — Templates is selected from the Settings list, the

Templates Notifications list displays.

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200 E-Mail Notifications

Template Wizard Alert Notification

Figure 8-3 E-mail Notification Tab, Processing Agent — Templates

The Processing Agent — Templates options enable you to add, edit and delete e-mail alerts based on pre-defined report distribution templates. You can only use this feature if the following conditions exist:

• The Distribution Wizard is installed

At least one report distribution template has been created

If both of these conditions do not exist, and an error message displays when you attempt to add a template notification.

Clicking the Add Template Notification button, or the Edit Template Notification button, displays the Template Alert Notification dialog box.

This Template Alert Notification dialog box contains a text entry box for identifying the distribution report template, which is different from the

Template Wizard Alert

Notification

dialog box that displays when creating an alert for one of the process agents.

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Services Alert Notification

201

Services Alert

Notification

When Services is selected from the Settings list, the Services options display.

Figure 8-4 Services’ E-Mail Notification Options

NetDelivery consists of a set of service agents that process and distribute reports.

Enabling this e-mail alert, sends an e-mail notification, at the specified frequency, to the recipients if one of the service agents is not running. The following table lists and describes the Services’ options.

Figure 8-5 Services’ Options

Element

Enabled

Services

Monitor

Enable Event

Log Notification

E-mail

Frequency

Days/Hours/

Minutes

Description

Determines whether or not e-mail alerts for the NetDelivery’s service agents are enabled.

Determines whether or not an entry in the event log is created. The event log is a file that contains every NetDelivery event.

The frequency at which an e-mail notification is sent.

At the specified interval, NetDelivery scans the database and if it finds an alert posted since the last e-mail notification was sent, a new e-mail alert is generated. If there are multiple alerts in the database, an e-mail notification is sent for the oldest alert.

Note: Consideration should be given when setting this frequency. Notification should be sent at a short frequency so that potential problems can be addressed quickly.

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E-Mail Notification Recipients Settings

Figure 8-5 Services’ Options

Element

Update Service

Alert

Description

Saves the changes and implements the new settings.

E-Mail Notification

Recipients Settings

The E-mail Recipients setting enables you to add, edit, and delete individual e-mail addresses to which the e-mail alert notifications and/or short-message alerts are sent. Alerts can be sent to any e-mail address, the recipients of e-mail alerts are not confined to entries in NetDelivery’s Recipient Dictionary. Entries in this list should be restricted to those individuals who have responsibility for the monitoring and trouble resolution of NetDelivery.

When adding an e-mail recipient, you can also enable the short message feature.

This feature sends an abbreviated text message to your organization’s e-mail server, which can then be processed and distributed to the intended recipient.

All entries in the list are sent an e-mail for all alerts that are enabled. There is no way to specify which e-mail recipient should receive which alerts. The frequency and number of e-mails sent depends on the e-mail frequency set for each alert.

NetDelivery Administrator Guide

P ROCEDURES FOR S ETTING U P E-M AIL

A LERT N OTIFICATIONS

The e-mail alert notification feature is used for informing individuals, usually the

NetDelivery Administrator, that one of the NetDelivery agents has encountered a problem delivering reports. Before recipients can receive alert notifications, you need to configure the various types of alerts, and identify the individuals who will receive the e-mail notifications.

The E-mail Notification tab contains features that enable you to configure e-mail notifications and identify the e-mail addresses that are to receive the notifications.

The procedures described here include the following:

Configuring E-Mail Alerts

Configuring Processing Agent Templates E-Mail Alerts

Configuring Service Agent E-Mail Alerts

Configuring E-Mail Alert Notification Recipients

Note: There is a different e-mail notification feature within NetDelivery that informs recipients that a report has been sent to them. For information

about this e-mail notification feature, see "Recipient E-Mail Notification

Tab"

.

These procedures assume that you have logged in to NetDelivery Administrator using an account that has the appropriate permissions, that is, you can access the

E-mail Notification tab.

For information about logging in to NetDelivery Administrator, see "Accessing

NetDelivery" in

Chapter 1 , "Overview of NetDelivery" . If the account that you are

using does not have the necessary permissions to create and manage e-mail alert notifications, see the person in your organization responsible for NetDelivery.

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204 Procedures for Setting Up E-Mail Alert Notifications

Configuring E-Mail Alerts

Configuring E-Mail

Alerts

Alerts can be configured for several of NetDelivery’s process agents. To configure e-mail alerts for NetDelivery’s process agents, perform the following steps.

Step Action

1. Click the E-mail Notification tab.

The E-mail Notification menu displays.

2. Click on one of the following from the Settings list:

• LPD Agent

• Processing Agent

• Relay Agent

Fax Agent (only if you are using NetDelivery’s Fax Agent application)

HL7 Agent (only if NetDelivery’s HL7 Agent is installed)

The Alert Notification list populates with the queues for which alerts can be configured for the selected agent. This list displays the status of the alert. If the alert is enabled, a green circle with a check mark displays. If the alert is disabled a red circle with an x displays.

3. Click Edit Alert Notification.

The Template Alert Notification dialog box displays.

4. Do one or both of the following:

• Select or clear the Enabled check box, depending on whether or not you want to generate an e-mail alert for the selected queue

• Select or clear the Enabled Event Log Notification check box, depending on whether or not you want to generate an entry in the Event Log

5. Enter, into the Days/Hours/Minutes text entry boxes, the amount of time you want to elapse before an alert is generated.

For information about the kind of event is being monitored for each queue, see

"E-Mail Notification Menu"

.

6. Enter, into the E-mail Notification Frequency Days/Hours/Minutes text entry boxes, the frequency at which you want e-mail alert notifications sent.

Caution: Consideration should be given when setting this frequency. For example, for an Error or Failed queue, you may want to set a short frequency so that potential problems can be addressed quickly. For a Completed queue, you may want to specify a longer frequency, particularly if the number of reports handled by that process is not large or frequent.

7. Click Save.

The Template Alert Notification dialog box closes, and the new settings are saved.

NetDelivery Administrator Guide

Procedures for Setting Up E-Mail Alert Notifications

Configuring Processing Agent Templates E-Mail Alerts

205

Configuring

Processing Agent

Templates E-Mail

Alerts

If NetDelivery’s Distribution Wizard is installed, you can configure alerts based on distribution report templates. This capability is useful for configuring alerts based on the category, or source, of the report (see

"Procedures for Managing Report

Distribution Templates"

for configuring distribution report template procedures).

To configure e-mail alerts for distribution report templates, perform the following steps.

Step Action

1. Click the E-mail Notification tab.

The E-mail Notification menu displays.

2. Click Processing Agent — Templates.

The Template Notifications list displays. This list displays the status of the alert. If the alert is enabled, a green circle with a check mark displays. If the alert is disabled a red circle with an x displays.

3. Determine if you want to:

• Add a new alert, go to

Step 9.

• Edit an existing alert, go to

Step 7.

Delete an existing alert, go to Step 4.

4. Highlight the notifications that you want to delete.

5. Click Delete Template Notification.

The confirmation dialog box displays.

6. Click Yes.

The highlighted alert is deleted from the list of notifications. Go to Step 3.

7. Highlight the notifications that you want to edit.

8. Click Edit Template Notification.

The Template Alert Notification dialog box displays. Go to

Step 11.

9. Click Add Template Notification.

The Template Alert Notification dialog box displays.

10. Select, from the Template Name drop-down list, the distribution report template for which you want to set up an e-mail alert notification.

11. Enter, into the Days/Hours/Minutes text entry boxes, the amount of time you want to elapse before an alert is generated.

12. Enter, into the E-mail Notification Frequency Days/Hours/Minutes text entry boxes, the frequency at which you want e-mail alert notifications sent.

Caution: Give careful consideration to the frequency. For an Error or

Failed queue, a short frequency may be best so that potential problems are addressed quickly. For a Completed queue, you may want to specify a longer frequency, particularly if the number of reports handled by that process is not large.

13. Click Save.

The Template Alert Notification dialog box closes, and the new settings are saved.

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Configuring Service Agent E-Mail Alerts

Configuring

Service Agent

E-Mail Alerts

NetDelivery consists of a set of service agents that process and distribute reports.

You can configure an e-mail alert that sends an e-mail notification, at the specified frequency, to the recipients if one of the service agents is not running. To configure e-mail alerts for service agents, perform the following steps.

Step Action

1. Click the E-mail Notification tab.

The E-mail Notification menu displays.

2. Click Services.

The options for configuring service agent notification display.

3. Do one or both of the following:

• Select or clear the Enable Service Monitor check box, depending on whether or not you want to generate an e-mail alert for the service agents

• Select or clear the Enabled Event Log Notification check box, depending on whether or not you want to generate an entry in the Event Log

4. Enter, into the E-mail Frequency Days/Hours/Minutes text entry boxes, the frequency at which you want e-mail alert notifications sent.

Caution: Consideration should be given when setting this frequency.

Since the proper running of these services is critical to the ability of NetDelivery to send reports, you may want to set a short frequency so that potential problems can be addressed quickly.

5. Click Update Service Alerts.

An alert displays informing you that the Service Alert Settings have been updated.

6. Click OK.

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Configuring E-Mail

Alert Notification

Recipients

NetDelivery e-mail alert notifications are only sent to those recipients that you identify. Notifications can be sent to any valid e-mail address; recipients are not confined to entries in NetDelivery’s Recipient Dictionary. Recipients of e-mail alert notifications should, however, be restricted to those individuals who have responsibility for the monitoring and trouble resolution of NetDelivery. To configure recipients of e-mail alert notifications, perform the following steps.

Step Action

1. Click the E-mail Notification tab.

The E-mail Notification menu displays.

2. Click E-mail Recipients.

The E-mail Recipients list displays. This list displays the status of the recipients. If a recipient is enabled to receive either an e-mail notification or a short-message notification, a green circle with a check mark displays. If a recipient is disabled a red circle with an x displays.

3. Determine if you want to

Add a new e-mail recipient, go to Step 9.

Edit an existing e-mail recipient, go to Step 4.

• Delete an existing e-mail recipient, go to

Step 11.

4. Highlight the recipient that you want to edit.

5. Click Edit E-mail Recipient.

The Alert Notification Recipient dialog box displays.

Got to Step 7.

6. Click Add E-mail Recipient.

The Alert Notification Recipient dialog box displays.

7. Do one or both of the following:

• Select or clear the Enabled check box, depending on whether or not you want an e-mail alert notification sent to this recipient

• Select or clear the Enable Short Message (Pager) check box, depending on whether or not you want a short-message alert notification sent to this recipient

8. Enter, into the E-mail Address text entry box, the e-mail address of the recipient.

9. Enter, into the First Name text entry box, the first name of the recipient.

10. Enter, into the Last Name text entry box, the last name of the recipient.

Go to

Step 13.

11. Highlight the recipient that you want to delete.

Note: To delete more than one recipient, press and hold down the CTRL key while selecting additional recipients.

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Configuring E-Mail Alert Notification Recipients

Step Action

12. Click Delete E-mail Recipient.

A confirmation dialog box displays.

13. Click Save.

The Alert Notification Recipient dialog box closes and the change is made to the list of e-mail recipients.

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Configuring E-Mail Alert Notification Recipients

NetDelivery Administrator Guide

9 A PPLICATION L OGS

The Application Logs tab enables you to view what type of administration action was performed and which administrator account performed that action. This chapter describes the Application Logs menu, and the type of information recorded, it includes the following topics:

Application Logs Information

Application Logs Menu

Procedures for Viewing & Managing Applications Logs

Application Logs

Information

NetDelivery stores basic information that records some administrative actions taken using a NetDelivery Administrator account. The type of information recorded includes the following:

Information on the creation, updating, and deletion of recipients

Information on the creation, updating, and deletion of aliases (only for Aliases tab)

Information on the creation, updating, and deletion of Distribution Wizard printers (if the Distribution Wizard is installed)

Changes made to processing queues

Which administrator account was used to take one of the recorded actions

When a report was viewed

Which administrator account viewed a report

A summary entry is provided for each recorded action, based on the tab selected to perform that action. The syntax used for the summary varies for different types of actions, but generally conforms to the following format:

Tab Used: [database action performed] some text of what was

changed [which item was changed]

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The summary entry provides information based on the tab selected to perform that action. For example if you used the Recipient Aliases tab to add an alias to a recipient mnemonic, the summary entry is similar to the following:

Recipient Mnemonic: [DrDoe] was updated

If you used the Aliases tab to add an alias to a recipient mnemonic, the summary entry is similar to the following:

Alias added: |Alias|[John Doe, M. D.] for Recipient Mnemonic:

[DrDoe]

Application Logs

Menu

On the main NetDelivery Administrator menu click the Application Logs tab to access the record of administrator actions.

Figure 9-1 Application Logs Menu

The Application Logs menu is divided into the following major sections:

• Functions that enable you to search for and display the log entries

A listing of the log entries and properties associated with each entry

Functions for viewing entries

Database Selection and Display

Functions

The selection and display section provides functionality for displaying the log entries. The following table lists and describes the elements in this section of the

Application Logs menu.

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Table 9-1 Application Logs Menu, Selection and Display Features

Element

Username

Full Name

From Date

To Date

From Time

To Time

Ascending

Order

Description

Enter a character string into this text entry box that matches characters in the user name for an administrator account. The system does a partial lookup, starting at the left character and ending at the right character, looking for user names that match the characters as entered. Only those user names that match the characters in the sequence entered display. For example, if you enter

INTE

, only user names that have

The entry is not case sensitive.

INTE

in that order display.

Enter a character string into this text entry box that matches characters in the full name of an administrator account. The system does a partial lookup, starting at the left character and ending at the right character, looking for full name(s) that match the characters as entered. Only those full names that match the characters in the sequence entered display. For example, if you enter ric

, only administrator accounts whose full name begin with ric display. The entry is not case sensitive.

Enter the date from which you want to start viewing log entries. Click the down arrow to display the date chooser, or enter a date into the text field. The date entered is the starting date used to display the entries after clicking Load Search Filter.

Determines the date to which you want to view log entries. Press the down arrow to display the date chooser, or enter a date into the text field. The date entered is the ending date used to display entries after clicking Load Search Filter.

Clearing the check box disables To Date, and tells the program to search up until the current date.

Determines the time from which you want to start viewing log entries. Highlight the hour/minute/second and click the scroll arrows to select a time, or enter a time into the text field. The time entered is the starting time used to display the entries after clicking Load

Search Filter.

Clearing the check box disables From Time and tells the program to search, starting from midnight of the date entered into From

Date.

Determines the time to which you want to view log entries. Highlight the hour/minute/second and click the scroll arrows to select a time, or enter a time into the text field. The time entered is the ending time used to display the entries, after clicking Load Search Filter.

Clearing the check box disables To Time and tells the program to end the search with the current time.

Reorders the list of entries based on the entries in the Log Index column.

Select this option button and then click Load Search Filter to re-order the list of recipients.

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Table 9-1 Application Logs Menu, Selection and Display Features (continued)

Element

Descending

Order

Description

Reorders the list of entries based on the entries in the Log Index column.

Select this option button and then click Load Search Filter to re-order the list of recipients.

Load Today’s Clicking this button displays the current day’s entries; only the entries that have been made on the current date and up to the current time display.

Load Search

Filter

The From Date and To Date fields change to the current date.

The From Time field changes to 00:00:00

The To Time field changes to the current time

Any entries made in the Username and Full Name fields are removed.

Redisplays the list of entries based on the specified:

• Username

Full name

The date and time parameters

The parameters selected in the List Row by area

List of Log Entries When you click on the Application Logs tab, the list of log entries for the current day display, one row for each entry. Each entry in this table is identified by a unique index number and a variety of properties associated with that entry. Using the display parameters and clicking Load Search Filter you can change the content of the list. In addition, each column has an arrow button enabling you to display the contents of the list based on the ascending or descending order of that particular property.

The following table describes the properties that display in the listing of administrator actions.

Table 9-2 Application Logs Menu, Listed Properties

Property

Log Index

Date

Time

Username

Full Name

Summary

Description

A unique identifier assigned to each entry in the database.

NetDelivery uses this number to track the entry.

The date on which the action was taken.

The time at which the action was taken.

The username of the administrator account that took the action.

The full name associated with the administrator account that took the action.

A summary of what action was taken.

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215

Application Logs

Management

Functions

Below the listing of actions is a set of buttons that enable you to view the entries.

The following table lists and describes these buttons.

Table 9-3 Application Logs Menu, Viewing and Manipulation Functions

Element

Total Entries

Found

<<

>>

View Entry

Description

Displays the total number of log entries. This number changes depending on the specified display criteria.

Moves backward, page-by-page, through the list of entries until the first entry displays.

Moves forward, page-by-page, through the list of entries until the last entry displays.

Shows all entries on a single page. A scroll bar displays to the right.

Click << or >> to re-display the list of recipients in a page-by-page format.

Displays, in a property sheet, the properties associated with the highlighted entry.

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NetDelivery Administrator Guide

P ROCEDURES FOR V IEWING & M ANAGING

A PPLICATIONS L OGS

Whenever an administrator takes an action, NetDelivery records that information.

The Application Logs tab enables you to view what type of administration action was performed and which administrator account performed that action. The procedures described here include the following:

Locating a Log Entry

These procedures assume that you have logged in to NetDelivery Administrator using an account that has the appropriate permissions, that is, you can access the

Application Logs tab.

For information about logging in to NetDelivery Administrator, see "Accessing

NetDelivery" in

Chapter 1 , "Overview of NetDelivery" . If the account that you are

using does not have the necessary permissions to view and manage application logs, see the person in your organization responsible for NetDelivery.

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218 Procedures for Viewing & Managing Applications Logs

Locating a Log Entry

Locating a Log

Entry

To locate an entry in the Application Logs, perform the following steps.

Step Action

1. Click the Application Logs tab.

The Application Logs menu displays.

2. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 8.

• If you cannot easily locate the target entry in the list of entries, go to

Step

3.

Note: The list of entries can be re-arranged to display on one page by clicking Show All Entries. A scroll bar displays to the right.

3. Enter into the Username and/or Full Name text entry box(es) the first few characters identifying an administrator account.

The list of entries changes to show only those user names and/or full names containing character(s) that match the character(s) entered in to the text entry box.

Note: By entering characters in to both fields you can refine your search.

4. Determine if you want to filter the list of entries based on a date and time:

If yes, go to Step 5.

• If no, go to

Step 6.

5. Do one or more of the following:

• Enter a starting date into the From Date combo box

• Select the To Date check box and enter an ending date into the To Date combo box

• Select the From Time check box and enter a starting time into the From

Time combo box

• Select the To Time check box and enter an ending time into the To Time combo box

6. Determine the order that you want to view the list of entries based on the ascending order or descending order of their Log Index, then do one of the following:

• Select Ascending Order

• Select Descending Order

7. Click Load Search Filter.

The list of entries changes to reflect the specified search criteria.

Note: If you want to display all of the entries for the current date, click

Load Today’s.

8. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

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219

Step Action

9. Determine if you want to view details about the an entry.

• If yes, go to

Step 10.

• If no, go to

Step 12.

10. Highlight the target entry.

11. Click View Details.

The Application Log Entry box displays for that entry.

12. You are done with this procedure.

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Locating a Log Entry

NetDelivery Administrator Guide

10 U NKNOWN R ECIPIENTS

Overview of

Unknown

Recipients

Unknown

Recipients Tab

The Unknown Recipients tab enables you to view and manipulate reports for which a recipient could not be found in the Recipient Dictionary. This chapter describes the Unknown Recipients menu, and the type of information recorded, it includes the following topic:

Overview of Unknown Recipients

Unknown Recipients Tab

Procedures for Viewing & Managing Unknown Recipients

When a report is processed using a report distribution template, and a recipient mnemonic or alias for the intended recipient is not found in the Recipient

Dictionary, an entry is made in Unknown Recipients. This entry identifies the report for which a recipient could not be found. You can use Unknown Recipients to search for, view, delete, and forward to another recipient reports for which a recipient could not be found. (For information about the Distribution Wizard, see

Chapter 11 , "The Distribution Wizard"

.)

On the main NetDelivery Administrator menu click the Unknown Recipients tab to access the list of reports for which a recipient could not be found.

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Unknown Recipients Tab

Figure 10-1 Unknown Recipients Menu

The Unknown Recipients menu is divided into the following major sections:

• Functions that enable you to display the entries

• A listing of the entries and properties associated with each entry

Functions for viewing and manipulating entries

Unknown Recipients

Search and Display

Functions

The search and display section provides functionality for displaying the list of reports and searching for individual reports. The following table lists and describes the elements in this section of the Unknown Recipients menu.

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Unknown Recipients Tab

223

Table 10-1 Unknown Recipients Menu, Search and Display Functions

Element Description

Search Filter Use this area to refine your search. Select a parameter on which to search from one or more of the three drop-down lists, and then enter a character string into the corresponding text entry box. The parameters on which you can search are:

• Recipient Mnemonic — The recipient mnemonic to which the report was sent, but which was not found in the Recipient

Dictionary.

Enter a character string into this text entry box that matches characters in the recipient mnemonic. The system does a partial lookup, starting at the left character and ending at the right character, looking for recipient mnemonic(s) that match the characters as entered. Only those mnemonics that match the characters in the sequence entered display. For example, if you enter

INTE

, only recipient mnemonics that have order display. The entry is not case sensitive.

INTE

in that

Filename — The file name of the report.

From Date

To Date

Enter a character string into this text entry box that matches the initial characters in the name of file for which you are looking.

The system does a partial lookup, starting at the left character and ending at the right character, looking for file names that match the characters as entered. Only those recipients or LPD queues that have a file name property that matches the characters display. For example, if you enter radi

, only recipients or LPD queue that have a file name associated with them that begin with radi display. The search is not case sensitive.

Distribution Template Name — The name of the report distribution template used for distributing the report (see,

Chapter 11

,

"The Distribution Wizard"

).

Distribution Template Description — The description of the report distribution template used for distributing the report (see,

Chapter 11

,

"The Distribution Wizard"

).

Job # and Report # fields are used for troubleshooting by Interbit

Data Customer Support.

Enter the date from which you want to start viewing entries. Click the down arrow to display the date chooser, or enter a date into the text field. The date entered is the starting date used to display the entries after clicking Load Filter.

Determines the date to which you want to view entries. Press the down arrow to display the date chooser, or enter a date into the text field. The date entered is the ending date used to display entries after clicking Load Filter.

Clearing the check box disables To Date, and tells the program to search up until the current date.

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Unknown Recipients Tab

Table 10-1 Unknown Recipients Menu, Search and Display Functions (continued)

Element

From Time

To Time

Ascending

Order

Descending

Order

Load All

Load Filter

Description

Determines the time from which you want to start viewing entries.

Highlight the hour/minute/second and click the scroll arrows to select a time, or enter a time into the text field. The time entered is the starting time used to display the entries after clicking Load

Filter.

Clearing the check box disables From Time and tells the program to search starting from midnight of the date entered into From Date.

Determines the time to which you want to view log entries. Highlight the hour/minute/second and click the scroll arrows to select a time, or enter a time into the text field. The time entered is the ending time used to display the entries, after clicking Load Filter.

Clearing the check box disables To Time and tells the program to end the search with the current time.

Reorders the list of entries based on the entries in the Date and

Time columns, from earliest to latest.

Select this option button and then click Load Filter to re-order the list of entries.

Reorders the list of entries based on the entries in the Date and

Time columns, from latest to earliest.

Select this option button and then click Load Filter to re-order the list of entries.

Clicking this button displays the all of the entries.

• The From Date and To Date fields change to the current date.

The From Time field changes to 00:00:00

The To Time field changes to the current time

• Any entries made in the Search Filter area are removed.

Redisplays the list of entries based on the specified:

Search Filter parameters

The date and time parameters

The order selected in the List Row by area

List of Entries When you click on the Unknown Recipients tab, the list of entries for the current day display, one row for each entry. Each entry in this table is identified by a set of properties associated with that entry. Using the search and display parameters and clicking Load Filter you can change the content of the list. In addition, each column has an arrow button enabling you to display the contents of the list based on the ascending or descending order of that particular property.

The following table describes the properties that display in the listing of entries.

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225

Table 10-2 Unknown Recipients Menu, Listed Properties

Property

Date

Time

Job #

Report #

Recipient

Mnemonic

Distribution

Template

Name

Distribution

Template

Description

Filename

Description

The date on which the report was processed.

The time at which the report was processed.

A NetDelivery-generated number that is used by Interbit Data

Customer Support for trouble shooting.

A NetDelivery-generated number that is used by Interbit Data

Customer Support for trouble shooting.

The recipient mnemonic to which the report was to be sent, but which was not found in the Recipient Dictionary.

The name of the report distribution template used for distributing the report.

The description of the report distribution template used for distributing the report.

The file name of the report.

Viewing Application

Log Entries

Below the listing of actions is a set of buttons that enable you to view and manipulate the entries. The following table lists and describes these buttons.

Table 10-3 Unknown Recipients Menu, Viewing and Manipulation Functions

Element

Total Entries

Found

<<

>>

Description

Displays the total number of entries displayed. This number changes depending on the specified display criteria.

Moves backward, page-by-page, through the list of entries until the first entry displays.

Moves forward, page-by-page, through the list of entries until the last entry displays.

Show All

Entries Found

Forward File to

Recipient

Shows all entries on a single page. A scroll bar displays to the right.

Click <<, >>, Load All, or Load Filter to re-display the list of entries in a page-by-page format.

Sends the selected report to another recipient. Clicking this button displays the NetDelivery Recipient Dictionary.

View Report Displays the report for the selected entry, in PDF format.

Delete Report Deletes the report for the selected entry, in PDF format.

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Unknown Recipients Tab

NetDelivery Administrator Guide

P ROCEDURES FOR V IEWING & M ANAGING

U NKNOWN R ECIPIENTS

Whenever an administrator takes an action, NetDelivery records that information.

The Application Logs tab enables you to view what type of administration action that was performed and which administrator account performed that action. The procedures described here include the following:

Locating an Entry in Unknown Recipient

Forwarding a Report

Viewing a Report

Deleting a Report

These procedures assume that you have logged in to NetDelivery Administrator using an account that has the appropriate permissions, that is, you can access the

Unknown Recipient tab.

For information about logging in to NetDelivery Administrator, see "Accessing

NetDelivery" in

Chapter 1 , "Overview of NetDelivery" . If the account that you are

using does not have the necessary permissions to view and manage unknown recipient information, see the person in your organization responsible for

NetDelivery.

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228 Procedures for Viewing & Managing Unknown Recipients

Locating an Entry in Unknown Recipient

Locating an Entry in Unknown

Recipient

To locate an entry in Unknown Recipient, perform the following steps.

Step Action

1. Click the Unknown Recipient tab.

The Unknown Recipient menu displays with the Search Filter fields populated with the following properties:

• Recipient Mnemonic

• Job #

• Filename

2. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 10.

• If you cannot easily locate the target entry in the list of entries, go to

Step

3.

3. Determine if you want to filter the search using different properties:

If yes, go to Step 4.

• If no, go to

Step 6.

4. Select, from one or more of the drop-down lists, the property on which you want to search.

5. Enter into the Search Filter text entry boxes the first few characters identifying the target entry.

The list of entries changes to show only those entries containing character(s) that match the character(s) entered in to the text entry boxes.

Note: By entering characters in to all three fields you can refine your search.

6. Determine if you want to filter the list of entries based on a date and time:

If yes, go to Step 7.

• If no, go to

Step 8.

7. Do one or more of the following:

• Enter a starting date into the From Date combo box

• Select the To Date check box and enter an ending date into the To Date combo box

• Select the From Time check box and enter a starting time into the From

Time combo box

• Select the To Time check box and enter an ending time into the To Time combo box

8. Do one of the following:

• Select Ascending Order

• Select Descending Order

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229

Step Action

9. Click Load Filter.

The list of entries changes to reflect the specified search criteria.

Note: If you want to redisplay all of the entries in the Unknown Recipient, click Load All.

10. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

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Forwarding a Report

Forwarding a

Report

After viewing the properties of a report in the Unknown Recipient, you may be able to determine to whom the report should be sent. To forward a report to another recipient, perform the following steps.

Step Action

1. Click the Unknown Recipient tab.

The Unknown Recipient menu displays.

2. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 3.

• If you cannot easily locate the target entry in the list of entries, go to

"Locating an Entry in Unknown Recipient"

, and then return to

Step 4.

3. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

4. Highlight the target entry.

Note: To forward more than one fax at the same time, press and hold down the CTRL key while selecting additional faxes.

5. Click Forward File to Recipient.

The Select Recipient dialog displays.

6. Highlight the recipient to whom the report is to be forwarded.

7. Click OK.

The Select Recipient dialog closes and a confirmation dialog box displays.

8. Click Yes.

The report(s) is resubmitted.

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Viewing a Report

231

Viewing a Report

Situations may arise where it is necessary to verify the contents of a report, for example, to determine to whom the report was intended. To view a report, perform the following steps.

Step Action

1. Click the Unknown Recipient tab.

The Unknown Recipient menu displays.

2. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 3.

• If you cannot easily locate the target entry in the list of entries, go to

"Locating an Entry in Unknown Recipient"

, and then return to

Step 4.

3. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

4. Highlight the target entry.

5. Click View Entry.

The contents of the report, in PDF format, displays in another window.

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Deleting a Report

Deleting a Report

To delete a report from Unknown Recipient, perform the following steps.

Step Action

1. Click the Unknown Recipient tab.

The Unknown Recipient menu displays

2. Locate the target entry:

If you can easily locate the target entry in the list of entries, go to Step 3.

• If you cannot easily locate the target entry in the list of entries, go to

"Locating an Entry in Unknown Recipient"

, and then return to

Step 4.

3. Scroll through the list of entries until you locate the target entry. (Click << and

>> to scroll backward and forward through the list of entries.)

4. Highlight the entry that you want to delete.

Note: To delete more than one report at the same time, press and hold down the CTRL key while selecting additional reports.

5. Click Delete Unknown Recipient’s Report.

A confirmation dialog box displays.

Caution: The report is permanently deleted, it cannot be recovered.

6. Click Yes.

The report(s) is deleted from the queue.

NetDelivery Administrator Guide

11 T HE D ISTRIBUTION W IZARD

The Distribution Wizard is an optional module for NetDelivery that enables you to direct reports generated by your HCIS to the intended recipients based on defined rules.

Using the features accessed from the Report Distribution Wizard tab you create and edit rule-based report distribution templates. These templates are then used by NetDelivery to identify recipients and distribute reports. This chapter explains the features of the Distribution Wizard module, and describes the Report

Distribution Wizard menus, it includes the following topics:

Distribution Wizard Overview

Distribution Wizard Main Menu

Report Properties Menu

Distribution Reports Tab

Procedures for Managing Report Distribution Templates

Procedures for Managing Report Distribution Templates

Distribution Wizard

Overview

The Distribution Wizard is an optional module for NetDelivery that is fully integrated into NetDelivery, when installed. To install the Distribution Wizard you must enter a user name and license code, obtained from Interbit Data, in to the

appropriate fields on the System Settings tab (see "Activating Licenses"

in Chapter

3 , "System Settings"

). If the Distribution Wizard is not installed, the Report

Distribution Wizard tab does not display in the collection of tabs on NetDelivery

Administrator’s main menu. When the Distribution Wizard is installed, the following additional tabs display in NetDelivery Administrator main menu:

• Report Distribution Wizard — Provides the functionality for adding, editing, and deleting report distribution templates

Distribution Reports — Displays reports that have been sent to recipients using a report distribution template

With the Distribution Wizard you create report distribution templates. These templates tell NetDelivery how to identify an individual report, and what method to use to distribute that report. The number of report distribution templates that can be created is unlimited.

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234 The Distribution Wizard

Distribution Wizard Overview

Each report distribution template acts like a virtual printer, which distributes a copy of the report to the designated recipient or location using the rules that have been defined within that report distribution template. The report distribution template can also:

Separate out an individual report when it is included in a batch report

Remove PCL graphics characters, useful if the report is to be sent by fax

Direct the report, using a location field on the report, to another report distribution template that forwards the report to a specified location

Correctly identify the recipient through the use of NetDelivery’s alias table

Specify alternate recipients for reports, as well as restrict delivery of reports to a limited list of recipients

Prevent the delivery of multiple copies of a report by identifying recipients as members of a single group

The rules that define these capabilities are formulated from data extracted from the reports. Using the features within the Distribution Wizard user interface, you identify fields and/or text strings in the reports, and then use that information to create report distribution templates that satisfy the requirements of your organization.

How Rules Work The best way to conceive of how report distribution template rules work is to think of them as a set of instructions leading NetDelivery to specific locations on a report. The rules that you formulate tell NetDelivery in which direction to move its pointer, forward or backward, a specific number of times (specified in the Count fields), searching for a landmark (characters entered in to the Text String fields) on the report. Once found, you can zero in more precisely on a desired location within the text string by indicating minute movements of the pointer (specified in the

Offset fields) forward or backward. After the desired text string is identified,

NetDelivery captures and uses it to determine the intended recipient and/or delivery method for the report. Because of the flexibility of this search mechanism, you can define an unlimited number of searches, sending NetDelivery to multiple locations on a report, until the exact text string for which you are looking is found.

When NetDelivery captures a text string, it uses it in one of the following ways:

• The text string is stored and compared against another text string found on the report. An example of this is to determine where in a batch report an individual report should be separated out.

The text string is stored and compared against another text string found externally to the report. An example of this is to determine the recipient of a report by comparing the text string against entries in NetDelivery’s alias database.

The text string is used as part of another text string. An example of this to insert the text string into the filename of the report in place of a variable marker.

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The strength of the Distribution Wizard is that you can use rules in a multitude of combinations to manipulate reports to meet the specific requirements of your organization.

When the Distribution Wizard is installed, NetDelivery always passes reports through one or more report distribution templates first. As a result, all the settings in report distribution templates, such as distribution locations, take precedence over settings specified for entries in the Recipient Dictionary.

LPD Queues NetDelivery determines which report distribution template to use based on the name of the line printer daemon (LPD) queue from which the report was received.

Thus, prior to setting up a report distribution template you need to determine the name(s) of the LPD queues for your virtual printers. This is because each report distribution template acts as a storage area for the virtual printer that distributes a copy of the report to the appropriate recipient or location. Thus, the name of the report distribution template must match the LPD queue name that is routing the report to NetDelivery.

Each report distribution template name must match the name of an LPD queue uniquely, on a one-to-one basis. For example, in Microsoft Widows environment this is the entry in the Queue Name text entry box on the Configure Standard

TCP/IP Port Monitor dialog box that displays when adding a new TCP/IP port for printing. This name also displays on the Activity tab as property when a LPD queue is selected for viewing (see

"Database Selection and Search Functions" in

Chapter

6 , "Activity Queues" ). If you are planning on creating more report distribution

templates then there are LPD queues, you need to configure additional LPD queues.

Caution: When defining an LPD queue name, spaces should not be used in the name. For example, name the queue “Lab_Report,” not

“LAB Report.”

Once all of the LPD queue names are defined, you can create new report distribution templates by using the features available on the Report Distribution

Wizard.

Distribution Wizard

Main Menu

When you click the Report Distribution Wizard tab, the Distribution Wizard main menu displays. This menu lists all of the report distribution templates that have been created, one template per line, and provides buttons that enable you to add, edit, and delete report distribution templates.

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Distribution Wizard Main Menu

Figure 11-1 Distribution Wizard, Main Menu

The following table lists and describes the elements on the Distribution Wizard’s main menu.

Table 11-1 Distribution Wizard, Main Menu

Element

Search:

Template

Name

Load All

Description

Locates a template by its name.

Enter a character string into this text entry box that matches characters in the template’s name. The system does a partial lookup, starting at the left character and ending at the right character, looking for template names that begin with and match the characters as entered. Only those names that begin with and match the characters in the sequence entered display. For example, if you enter

LAB begin with sensitive.

, only report distribution templates whose characters

LAB,

in that order, display. The entry is not case

Displays all of the templates. Any entries made in the Template

Name text entry box are removed.

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Table 11-1 Distribution Wizard, Main Menu (continued)

Element

List of

Templates

Total Entries

Found

Add

Edit

Delete

Copy

Description

A list of defined report distribution templates, one template per line.

Each template is identified by the following properties:

Template Name — The name assigned to the template.

This name is assigned when the template is added or edited.

The name can contain any combination of alphanumeric characters and spaces. It is recommended that the name identify the function of the template, but the name must be unique.

Template Description — A description of the template’s purpose.

This description is created when the template is added or edited. It can contain any combination of alphanumeric characters and spaces, and should be short but descriptive.

Displays the total number of entries displayed.

This number changes depending on the matches found after entering text in to the Search: Template Name text entry box.

Displays the Report Properties menu.

Use the tabs and fields on the Report Properties menu to define a new report distribution template.

Displays the Report Properties menu, which contains the property settings for the highlighted report distribution template.

Use the tabs and fields on this menu to modify the report distribution template’s properties.

Deletes the highlighted report distribution template.

Creates a copy of the highlighted report distribution template.

Use this button to create a new report with the same properties as those defined for the original report.

Report Properties

Menu

When you click the Add or Edit button on the Report Distribution Wizard main menu, the Report Properties menu displays. This menu contains a set of tabs that enable you to define and modify the properties for individual report distribution templates. The following sections provide information about each of the tabs on the Reports Properties menu.

Template Information

Tab

Each report distribution template acts like a virtual printer that distributes a copy of the report to the appropriate recipient or location. The recipient or location to which the report is sent is determined by the properties specified on this tab.

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Figure 11-2 Distribution Wizard, Report Properties, Template Information Tab

The Template Information tab is separated into two sections, Template Details and

Template Recipient List. Using the features in the Template Details section you:

• Identify the report distribution template

Define the properties that tell NetDelivery how to deliver the report

Separate out individual reports, if the initial report is a batch report

Using the features in the Template Recipient List section, you create a list of recipients who do or do not receive a report. The following tables list and describe all the features in these two sections.

Table 11-2 Distribution Wizard, Report Properties, Template Information Tab

Element

Template

Name

Description

Description

The name of the report distribution template.

The name must match the name of an LPD queue name configured on your system. The name can contain any combination of alphanumeric characters. The name must be unique. If a name matches a currently saved report distribution template, a warning displays indicating that another report distribution template has been found with the same name.

A description of the report distribution template.

The description can contain any combination of alphanumeric characters and spaces.

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Table 11-2 Distribution Wizard, Report Properties, Template Information Tab (continued)

Element

Entry Date

Last Edit

Separate

Individual

Reports

Settings

Conditional

Report Redirect

Location

Rules

Reprocess

Method

Description

Displays the date, time, and administrator account that first created the report. This information is generated by NetDelivery when the report distribution template is saved.

Displays the date, time, and administrator account that made the most recent change to the report distribution template. This information is generated by NetDelivery when the change is saved.

Determines whether or not the batch report is separated into individual reports.

When selected, the Settings button becomes accessible.

Displays the Report Separator Settings dialog box.

Use this dialog box to define the parameters within the initial batch report that indicate the boundaries of individual reports (see,

"Report Separator Settings"

).

Determines whether or not the report is redirected to an alternate recipient or location.

When selected:

• The Location and Rules buttons become accessible

• Elements in the Template Details section become inaccessible

• The Template Recipient List becomes inaccessible

• The features on the Recipient Fields tab on the Report

Properties menu become inaccessible, with the exception of the

Disable Failed Fax Cover Page check box

• The Default Location Handling tab on the Report Properties menu becomes inaccessible

Displays the Location Specifier Table dialog box.

Use this dialog box to define the parameters for determining the

identity of the alternate distribution location (see, "Conditional

Report Redirect" ).

Displays the Conditional Redirect Table dialog box.

Use this dialog box to associate a text string with a report distribution template for determining how to redirect a report (see,

"Conditional Report Redirect"

).

Determines whether or not the separated out report is sent to LPD

Queue — Pending for reprocessing by another report distribution template.

If this checkbox is clear, changes made to the report’s settings each time it is processed by a rule are retained, and become the base from which subsequent changes are made when the next rule is evaluated. After all of the rules have been evaluated the report is distributed.

If this checkbox is selected, and the destination for the report has not been determined, the report is re-submitted to LPD

Queue — Pending for additional processing by another report distribution template. This re-submission process continues until the intended recipient is identified.

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Table 11-2 Distribution Wizard, Report Properties, Template Information Tab (continued)

Element

Remove PCL

Graphic

Characters

Description

Determines whether or not all PCL graphic characters are removed from the report. Removing these characters is useful if the report must be sent by fax.

Text Extraction

Method

Disable Fax

Cover Page

Fax Cover

Page File

Note: It is recommended that this check box be selected if individual reports are to be separated out from a batch report.

Select one of the following options when removing PCL code before searching for the text strings specified in either the Recipient Fields tab, Filename Template tab, or Default Location Handling tab.

None — No extraction method is used to aid in the formatting or readability of the report.

Simple — This method ignores all position commands. Use when the initial report was created by MEDITECH Magic.

Complex (Version 1.0) — This method keeps text in their correct sequence by retaining positional commands and adding carriage returns and line feeds where needed. Use when the initial report is created by MEDITECH C/S or Focus (6.0).

Complex (Version 2.0) — This method (using an enhanced text searching method) keeps text in their correct sequence by retaining positional commands and adding carriage returns and line feeds where needed. Use when the initial report is created by MEDITECH C/S or Focus (6.0).

• Complex (Version 3.0) — Extracts the contents of the report using a more robust text extraction method for positioning and formatting text to more closely replicate the source file. Use this method for very complex MEDITECH C/S (6.0) reports or documents generated by Microsoft Word.

Determines whether or not a cover page is prepended to the report, if the delivery method is by fax.

Specifies the name of the fax cover page to be prepended to the report, if sent by fax. This file must be placed in the NetDelivery working folder. The default location for fax cover pages is:

C:\Program Files\NetDelivery\FaxAgent\CoverPages\

If nothing is entered in this text entry box, or the specified cover page cannot be located, the default Fax Agent cover page file

(NetFax.cpe) is used.

Copy List

Note: For details on creating or editing fax cover pages, contact

Interbit Data Support.

Displays the Copy Settings dialog box.

Use this dialog box to select a previously created list of recipients from another report distribution template. The selected list of recipients is imported into the report distribution template being created or modified.

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Table 11-2 Distribution Wizard, Report Properties, Template Information Tab (continued)

Element

Recipients

Listed Are

Add

Description

Select one of the following options from the drop-down list:

Excluded — None of the recipients in the Recipient list receives the report

Included — Only those recipients in the Recipient list receives the report

Displays the Select Recipient dialog box.

Use this dialog box to identify recipients to be added to the

Recipient list.

Delete

Note: If a recipient is included on both this list and on the list defined from the Recipient Fields tab, and there is a conflict relating to included or excluded, the setting on this

tab has precedence (see, "Recipient Fields Tab"

).

Deletes the highlighted recipient(s) from the Recipient list.

Report Separator Settings

When a report is received from a HCIS, it may be an individual report, or it may be multiple reports strung together into a batch report. If the later is the case, rules must be formulated if you need to identify where one individual report ends and another begins.

With NetDelivery’s Distribution Wizard, the set of rules used to separate the larger batch report into individual reports is formulated by identifying a set of markers within the report and telling NetDelivery what action to take when a marker is found. These markers must appear consistently in all of the individual reports.

In general, a set of rules tells NetDelivery to do the following:

1.

Start at the top of the report and begin searching in a specified direction for a specified marker. (Normally, the search is in the forward direction, particularly, if this is the first marker.)

2.

Find the marker.

3.

Determine how many instances of the specified marker must be found (the

Count):

- If the Count is set to 1, move onto Rule 2.

- If it is the n th instance of the marker for which you are looking, continue searching until the specified instance of the marker is found, then continue the search using Rule 2.

4.

Move forward or backwards looking for the second, and any subsequent markers.

5.

When there are no more rules to process, the end of the individual report has been found.

6.

Separate out the individual report from the batch report.

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7.

Determine the recipient(s) of the report and the delivery method for the report, and distribute the report.

8.

Return to Rule 1 and resume searching the batch report.

9.

Continue this process until the marker specified in either Rule 1 or Rule 2 cannot be found.

If any properties are defined beneath the Separator Properties section of the

Report Separator Settings dialog box, NetDelivery implements those properties before separating out the report(s).

Note: Whenever NetDelivery finds a marker, its pointer is positioned before the first character of the marker, not after the last character. It is important to be aware of this fact when deciding where to end an individual report, or when specifying an Offset Count.

NetDelivery provides great flexibility in defining rules, enabling you to separate out individual reports based on the needs and conventions of your organization. To better provide you with an understanding of how rules can be formulated, examine the following, simple, examples. These examples, which show one way that a batch report can be separated into individual reports, uses the sample batch report

shown in Figure 11-3

.

Note: NetDelivery receives reports formatted for printing (files with a .prn extension). Since these files contain a bunch of PCL commands interspersed among the actual text, the files are not easily readable for

the average human. Thus, a PDF-formatted file is provided in

Figure 11-3

.

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Figure 11-3 Sample Batch Report

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Figure 11-4 shows an example of one set of rules that can be used to separate out

the individual reports.

Figure 11-4 Report Separator Rules, Example 1

In the above example, two rules are specified:

Rule 1 tells NetDelivery to search forward looking for the first instance of the text string **END OF REPORT**.

Rule 2 tells NetDelivery to continue moving forward searching for the first instance of 0x0c. (0x0c is ASCII code telling the printer to move onto a new

page (form feed). It cannot be seen in Figure 11-3 , but it is in the .prn file.)

Once these two rules are satisfied, NetDelivery stops searching, separates out the individual report, and continues to process the batch report using the two rules until all the markers are found. An independent report is created each time an instance of 0x0c is found.

Caution: Searching for markers is case sensitive; ** END OF REPORT ** is

not the same as ** End of Report **. If the case in the search string does not match the marker’s case in the report, a match is not found.

A variation of this example could be to specify “2” in the Count property for Rule 2.

In this variation, NetDelivery skips over the first occurrence of 0x0c and creates an independent report when it finds the second occurrence of 0x0c. If this were the case, then each independent report would be a batch report containing two reports.

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The above example contains one minor issue. Because NetDelivery’s pointer is positioned before 0x0c, when the individual report is separated out, a form feed is included at the start of the next individual report, causing a blank page to print at the beginning of the report. This situation can be rectified, however, by specifying an offset property,

Figure 11-5 shows an example.

Figure 11-5 Report Separator Rules, Example 2

By specifying this offset count, NetDelivery is told to move its pointer one character forward. Thus, the pointer is positioned after the form feed, and the next report does not include it.

Note: Although 0x0c may appear to be four characters, as far as ASCII code is concerned, it’s considered one character.

The Report Separator Settings dialog box contains several other properties to help locate the marker text in the batch report and separate out individual reports. All of the elements on the Report Separator Settings dialog box are listed and described in the following table.

Table 11-3 Distribution Wizard, Report Properties, Report Separator Dialog Box

Element

Variable Field

Identifier

Settings

Description

Determines whether or not NetDelivery uses variable text strings to identify the contents of individual reports before separating them out.

See "Variable Field Identifier"

for an explanation of Variable

Identifiers.

Displays the Variable Field Identifier dialog box.

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Table 11-3 Distribution Wizard, Report Properties, Report Separator Dialog Box

Element

Location

Specifier Table

Add

Description

Lists all of the rules specified for determining where in the batch report to separate out individual reports, one rule per line.

Displays the Report Separator Field dialog box. Use this dialog box to:

• Specify the marker to be searched

Edit

• The number of times the marker must be found before stopping the search

The direction for the search •

Displays the Report Separator Field dialog box for the highlighted rule. Use this dialog box to:

• Modify the marker to be searched

• Change the number of times the marker must be found before stopping the search

• Change the direction for the search

Deletes the highlighted rule. Delete

Ignore PCL

Commands

When

Searching for

Text

Offset Count

. .

Determines whether or not all PCL commands are ignored when searching for markers.

Selecting this check box speeds up the search process and eliminates the possibility of NetDelivery finding the specified text string imbedded in a PCL command.

The number of characters skipped before separating out the individual report.

Inserts into the Offset Count text entry box the number of characters in the text string of the last specified rule.

For example, in

Figure 11-5

the number 1 will be inserted

(remember, 0x0c is considered one character in ASCII). lf RUN

DATE: was the text string in the last rule, 9 would be inserted into the Offset Count text entry box (eight characters and space in the words RUN DATE, and one character for : ).

Offset Direction The direction NetDelivery moves its pointer when skipping over the number of characters specified in Offset Count text entry box.

Location

Specifier Table

Points to Top of

Report

Determines whether or not NetDelivery evaluates the set of rules once, and moves its pointer to the position identified by the last rule, but not to separate out a report at this point.

This feature is useful, for example, if there is not a consistent marker at the end of the individual reports and you want to use a marker at the top of a report to identify where to separate out the report. This feature tells NetDelivery that the last rule is pointing to the top of a report.

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Table 11-3 Distribution Wizard, Report Properties, Report Separator Dialog Box

Element

Copy PCL

Header to All

Reports

PCL Stop

String

Additional PCL

Commands

Forward

Reports that

Fail to Separate

Description

Determines whether or not a header at the start of the batch report displays on each individual report. For example, there are a set of

PCL commands at the top of a batch report that provides formatting instructions that you want included in each of the separated-out reports.

Selecting this check box makes the PCL Stop String and Additional

PCL Commands text entry boxes accessible.

Specifies the last characters (the end point) for the PCL header information to be captured.

For example, enter into this text entry box the last few, unique, characters of PCL formatting commands that you want to include in each of the separated-out reports.

Specifies additional PCL commands to be placed after the header information, that is, after the PCL Stop String.

For example, if you want a horizontal bar to display beneath the header information, enter the PCL commands to accomplish that.

Determines whether or not NetDelivery forwards batch reports that fail to separate to recipient mnemonic specified in the Recipient text entry box.

Variable Field Identifier

The Variable Field Identifier is an ancillary method for identifying where to separate out individual reports from a batch report. This method supplements the rules specified on the Report Separator Settings dialog box, and provides you with the ability to use a variable text string, such as a medical record number (MRN), as a marker. If the Variable Field Identifier check box is selected on the Report

Separator Settings dialog box, NetDelivery executes the rules specified in the

Variable Field Identifier dialog box before executing the rules specified in the

Report Separator Settings dialog box.

Variable Field Identifier rules work by:

1.

Locating a defined start marker

2.

Locating a defined end marker

3.

Storing the text found between the start and end markers

4.

Locating the next occurrence of the defined start marker

5.

Locating the next occurrence of the defined end marker

6.

Comparing the text found between the second set of start and end markers with the stored text

- If the text strings are the same, NetDelivery continues the search pattern

- If the text string are different, NetDelivery stops this search process and reverts to the rules defined on the Report Separator Settings dialog box

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Again, an example might make this process clearer. The following examples use the following assumptions and the same batch report as for the previous examples

(

Figure 11-3

):

The batch report contains several reports for the same patient

The various reports for an individual patient appear in the batch report sequentially

A doctor wants all the reports for a single patient separated out into one batch

The entries in Figure 11-6 is one example of rules that satisfy these requirements.

Figure 11-6 Variable Field Identifier Rules, Example 1

In the above example, two rules are specified:

• Rule 1 tells NetDelivery to search forward looking for the first instance of the text string MRN: .

• Rule 2 (which is specified by selecting Ends at Specified String: and entering a string of characters into the text entry box) tells NetDelivery to continue moving forward searching for the first instance of the text string Location: .

Using these two rules, NetDelivery scans the report and:

1.

Looks for the first occurrence of the start marker, MRN: .

2.

Looks for the first occurrence of the end marker, Location: .

3.

Extracts and stores the text between the two markers; in this example:

- The text is the medical record number of the patient, MR887

- The carriage return character, ASCII 0x0d

4.

Looks for the next instance of the start and end markers.

5.

Extracts and stores the text between that set of markers.

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6.

Compares the two extracted text strings, if the text strings are identical, continues looking for markers until one of the following conditions is met:

- No additional marker is found

- The text strings do not match

When the search for pairs of markers ends, NetDelivery positions its pointer at the beginning of the last text string for which there was a match (in this example, just preceding the instance of Location:). NetDelivery then reverts to the rules specified

in the Report Separator Settings dialog box ( Figure 11-4 ) to determine where to

separate out the reports for that individual patient. After separating out the report,

NetDelivery repeats this whole process until no more start and end markers are found in the batch report. The following graphic illustrates this process.

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Figure 11-7 Variable Field Identifier Flow Chart

As on the Report Specifier Settings dialog box, on the Variable Field Identifier dialog box you can specify properties to move the NetDelivery’s pointer to location

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251 where the report should be separated. All of the elements on the Variable Field

Identifier dialog box are listed and described in the following table.

Table 11-4 Distribution Wizard, Report Properties, Variable Field Identifier Dialog Box

Element

Location

Specifier Table

Add

Edit

Description

Lists all of the rules specified for determining pairs of markers, one rule per line.

Displays the Location Specifier Table - Add dialog box. Use this dialog box to:

• Specify the marker to be searched

The number of times the marker must be found before stopping the search

The direction for the search

Displays the Location Specifier Table - Edit dialog box for the highlighted rule. Use this dialog box to:

• Modify the marker to be searched

• Change the number of times the marker must be found before stopping the search

• Change the direction for the search

Deletes the highlighted rule. Delete

Offset Count

. .

Offset Direction The direction NetDelivery moves its pointer when skipping over the number of characters specified in Offset Count text entry box.

Fixed

Character

Count

Causes NetDelivery to use only a specified number of characters for comparison.

For example, you know that the medical record number always contains nine characters (the field identifier, MRN:, and the actual number). Thus, you do not need to compare any additional characters. If you enter 9 into this text entry box, NetDelivery only compares the first nine characters.

Field Ends at

Specified String

The number of characters skipped before separating out the individual report. inserts into the Offset Count text entry box the number of characters in the text string of the last specified rule.

For example, in

Figure 11-6

the number 9 is inserted.

Causes NetDelivery to use for comparison only those characters that precede the specified text string.

For example, using

Figure 11-6 , the medical records number has a

variable length, and you do not want to include the carriage return character (ASCII 0x0d) that follows this number. If you enter 0x0d into this text entry box, NetDelivery uses only the characters up to the start of the carriage return in the comparison.

Reconciling Separated Reports

NetDelivery includes a function that compares the size of the original batch report against the cumulative size of the separated out reports. If the two sizes are not

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Report Properties Menu equal, an entry is made in LPD Queue — Error. An entry in this queue signals that a problem separating out reports may have been encountered.

NetDelivery makes one of two comparisons, depending on how the individual reports were separated out from the batch report:

If a PCL Stop String was specified to capture a PCL header, and that header was used in all of the separated out reports, :

1.

Records the size of the captured PCL header

2.

Multiplies the byte size of the captured PCL header by the number of separated out reports

3.

Totals the byte size of the headers in all of the separated out reports

4.

Compares the sum of all the headers with the product of multiplying the captured header

5.

If the the sum of all the headers does not match the product of multiplying the captured header, the batch report is sent to LPD Queue — Error.

If a PCL Stop String was not specified, NetDelivery:

1.

Records the size of the original batch report

2.

Adds together the byte size of all the separated out reports

3.

Compares the two sums; if the collective size of all the separated reports does not equal the size of the batch report (within a variance of .001 bytes) the batch report is sent to LPD Queue — Error.

When a batch report is sent to LPD Queue — Error, entries are made into one or more of the properties associated with report. These entries help you determine

the reason for sending the report to LPD Queue — Error (see Table 6-2 and

Table 6-3

in Chapter 6 , "Activity Queues" for a list and description of the LPD

Queue — Error properties).

In order to respond quickly to reports sent to LPD Queue — Error, set up the

Processing agent to send an e-mail alert whenever an entry is made in the LPD

Queue — Error (see

"E-Mail Notification Menu" in

Chapter 8 , "E-Mail

Notifications" ).

Note: Importing the list of recipients from your HCIS (Medical Information

System (MIS) provider import), or reports that are distributed directly to a recipient are not processed by the reconcile reports function.

Conditional Report Redirect

Once a report has been identified by NetDelivery, the intended recipient needs to be determined, that is, where to distribute the report needs to be ascertained. In some organizations the intended recipient may always be at the same delivery

location. If this is the case, then using a list of recipients specified on the Recipient

Fields Tab

may be your best option.

If, on the other hand, recipients have two or more delivery locations, using the

Conditional Report Redirect functions may be a better option. For example, on

Mondays, Wednesdays, and Fridays Dr. Foster is located at Clinic A, and on

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Tuesdays and Thursdays that doctor is located at Clinic B. In such situations, you can use the Conditional Report Redirect feature on the Template Information tab to redirect reports to another report distribution template based on a location specified by text in the report.

A report distribution template can be set up to use only one of these options. If you select Conditional Report Redirect on the Template Information tab, the following functions become inaccessible:

The elements in the Template Details sections on the Template Information tab

The Template Recipient List on the Template Information tab

The Recipient Fields tab on the Report Properties menu

The Default Location Handling tab on the Report Properties menu

If there are data specified in these areas, NetDelivery ignores this information when processing reports.

Note: When Conditional Report Redirect is selected, that report distribution template’s only purpose is to redirect reports to another report distribution template. It does not send reports to the Fax Agent Pending queue or Relay Queue — Pending.

As with separating out individual reports from a batch report, the Conditional

Report Redirect feature uses a set of rules to locate specified markers on the report and then uses the text between those markers to identify the report’s destination. These markers must appear consistently in all of the individual reports.

The Conditional Report Redirect feature works by:

1.

Locating a defined start marker

2.

Locating a defined end marker

3.

Storing the text found between the start and end markers

4.

Comparing the stored text against a list of text strings that are associated with individual report distribution templates

5.

Redirecting the report based on one of the following conditions:

- If the stored text strings matches a text string on the list, the report is redirected to the report distribution template associated with that text string

- If the stored text string does not match a text string on the list, the report is redirected to the default report distribution template

6.

The report distribution template to which the report is sent determines the delivery method for the report

To better provide you with an understanding of how Conditional Report Redirect rules can be formulated, examine the following example. Using the same batch

report as for the previous examples ( Figure 11-3 ), the following figures shows a set

of rules for Conditional Report Redirect.

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Figure 11-8 Conditional Report Redirect Location Rules, Example 1

Figure 11-9 Conditional Report Redirect Location Rules, Example 2

In Figure 11-8

, rules to locate the clinic to which the report should be sent are formulated by specifying start and end markers that bracket a text string:

• The start marker is specified by:

- Formulating a rule (Rule 1) that tells NetDelivery to search forward looking for the first instance of the text string Location:

- Specifying an offset count that moves the pointer past the name of the field

(Location:)

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• The end marker is specified by:

- Selecting Field Ends at Specified String

- Entering into the text entry box, RM:

(The end marker could also have been specified by selecting Fixed Character

Count and by entering a number into the text entry box, assuming that the text that you want to capture is of a fixed length.)

Note: When a marker is found, NetDelivery positions its pointer at the beginning of the text string, not at the end, so when counting an offset, this is the position from which to begin the count.

In Figure 11-9 , two text strings are associated with two previously created report

distribution templates, and a default report distribution template is identified.

Clinic A is associated with the Demo 1 report distribution template

Clinic B is associated with the Demo 2 report distribution template

The default report distribution template is Demo Default

Using the start and end parameters, NetDelivery scans the report and:

1.

Looks for the first occurrence of the start marker, Location: .

2.

Moves its pointer forward nine characters (this is now the start point for the text capture).

3.

Looks for the first occurrence of the end marker, RM: .

4.

Extracts and stores the text between the start and end markers.

5.

NetDelivery compares the captured text string with the first Text String entry in the Conditional Redirect Table dialog box.

6.

If the two text strings match, NetDelivery redirects the report to the specified report distribution template.

7.

If the two text strings do not match, NetDelivery compares the captured text string with the second Text String entry in the Conditional Redirect Table dialog box.

8.

If the two text strings match, NetDelivery redirects the report to the specified report distribution template.

9.

If the two text strings do not match, NetDelivery redirects the report to the default report distribution template.

Although the above example shows a relatively simple process, the Conditional

Report Redirect feature is very extensible. The feature can be used to refine the report distribution process to meet the unique needs of your organization. For example, if the text string for which you are looking is imbedded within another text string, you can specify additional rules to focus in on the desired text string.

Alternatively, a report can be sent through multiple report distribution templates, filtering reports using different variables in order to identify critical reports, or to distribute reports to different destinations based on a variety of different content.

All of the elements on the Location Specifier Table dialog box are listed and described in the following table.

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Table 11-5 Distribution Wizard, Report Properties, Location Specifier Table Dialog Box

Element

Description

Description

A description of the location.

The description can contain any combination of alphanumeric characters and spaces.

Copy Settings Displays the Copy Settings dialog box.

Use this dialog box to select a previously created list of settings from another report distribution template. The selected list of settings is imported into the report distribution template being created or modified.

Location

Specifier Table

Add

Lists all of the rules specified for determining the start point for capturing a text string, one rule per line.

Displays the Location Specifier Edit dialog box. Use this dialog box to:

Specify the marker to be searched

The number of times the marker must be found before stopping the search

The direction for the search

Edit Displays the Location Specifier Edit dialog box for the highlighted rule. Use this dialog box to:

• Modify the marker to be searched

• Change the number of times the marker must be found before stopping the search

• Change the direction for the search

Deletes the highlighted rule. Delete

Offset Count

. .

The number of characters skipped to position the pointer at the start of the text capture.

Inserts into the Offset Count text entry box the number of characters in the text string of the last specified rule.

For example, in

Figure 11-8

the number 9 is automatically inserted.

Offset Direction The direction NetDelivery moves its pointer when skipping over the number of characters specified in Offset Count text entry box.

Field Has a

Fixed

Character

Count

Causes NetDelivery to use only a specified number of characters for comparison.

For example, using

Figure 11-8

, you know that the first eight characters in the Location: field are always unique. Thus, you do not need to compare any additional characters. If you enter 8 into this text entry box, NetDelivery only compares the first eight characters.

Field Ends at the Specified

String

Causes NetDelivery to position the end marker at the start of the specified text string.

For example, using

Figure 11-8

, you know that the text in the

Location: field has a variable length. Entering RM: in to this text entry box, positions the end pointer at the start of that text string.

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All of the elements on the Conditional Redirect Table dialog box are listed and described in the following table.

Table 11-6 Distribution Wizard, Report Properties, Conditional Redirect Table Dialog Box

Element

--

Add

Edit

Delete

Default

Template

Name

. . .

Description

Lists all of the text strings and their associated report distribution templates.

Displays the Conditional Redirect Settings - Add dialog box. Use this dialog box to specify:

• The text string against which the captured text is to be compared

• The name of the report distribution template associated with the text string

Displays the Conditional Redirect Settings - Edit dialog box. Use this dialog box to change:

The text string against which the captured text is to be compared

The name of the report distribution template associated with the text string

Deletes the highlighted text string/report distribution template.

The name of the default report distribution template.

Displays the Select Template Name dialog box. Select from this list the report distribution template that is the default.

The Reprocess Method

An additional element of the Conditional Report Redirect feature is the ability to resubmit a separated out report to the LPD Queue — Pending for processing

(Reprocess Method) by another report distribution template.

If Conditional Report Redirect check box is selected and the Reprocess Method checkbox is clear, NetDelivery processes the report as follows:

1.

The target text is located using the rules specified on the Location Settings dialog box.

2.

The target text is compared to the text strings specified in the Conditional

Redirect Table dialog box.

3.

When a match is found the report is forwarded to the report distribution template associated with that text string.

4.

Changes made to any settings specified by the report distribution template are made.

5.

The report, with any changed settings, continues to be processed until another match is found, and the report is forwarded to the associated report distribution template.

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6.

This process continues until the original batch report has been processed by all of the rules.

If Conditional Report Redirect check box is selected and the Reprocess Method checkbox is also selected, NetDelivery processes the report as follows:

1.

The target text is located using the rules specified on the Location Settings dialog box.

2.

The target text is compared to the text strings specified in the Conditional

Redirect Table dialog box.

3.

When a match is found the report is forwarded to the report distribution template associated with that text string.

- If the recipient is identified, the report is sent to that recipient mnemonic for distribution.

- If the recipient is not identified, the separated report is resubmitted to the

LPD Queue — Pending; any changes made to the report’s settings are not retained.

4.

The report is processed until another match is found, and the report is forwarded to the associated report distribution template.

5.

This process continues until the report has been processed by all of the rules, and the intended recipient identified.

Recipient Fields Tab The recipient or location to which the report is sent is determined by the properties specified on the Recipient Fields tab. The features accessed from this tab enable you to:

• Identify a default recipient who is always sent a copy of the report

Identify an alternate recipient who is sent the report if the following conditions are met:

- The delivery method for the intended recipient is Fax to Recipient

- The fax to the intended recipient fails

• Formulate rules that locate the intended recipient on the report

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Figure 11-10 Report Properties, Recipient Fields Tab

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The following table lists and describes all the features on the Recipient Fields tab.

Table 11-7 Distribution Wizard, Report Properties, Recipient Fields Tab

Element

Copy All

Reports to

Default

Recipient

. . .

Forward Failed

Faxes to

Recipient

. . .

Recipients

Add

Description

Determines whether or not to always distribute a copy of reports processed by this report distribution template to the recipient listed in the text entry box.

The recipient mnemonic and full name of the default recipient (if one is specified) display in the text entry box.

When this check box is selected, the . . . button is accessible.

Displays the Select Recipient dialog box. Select from this list the default recipient.

Determines whether or not to distribute failed fax reports to the recipient listed in the text entry box.

The recipient mnemonic and full name of the alternate recipient display in the text entry box, if one is specified.

When selected, the . . . button is accessible.

Displays the Select Recipient dialog box. Select from this list the recipient to be sent failed fax reports.

Displays the list of recipients that are sent reports processed by this report distribution template.

Displays the Recipients Field Settings dialog box.

Use the fields on this menu to specify the rules for locating the recipient on a report.

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Table 11-7 Distribution Wizard, Report Properties, Recipient Fields Tab (continued)

Element

Edit

Delete

Description

Displays the Recipients Field Settings dialog box.

Use the fields on this menu to specify the rules for locating the recipient on a report.

Deletes the highlighted recipient.

Locate Recipients on a Report

When NetDelivery processes a report using a report distribution template, it needs to determine to whom to distribute the report. It does this by using rules formulated on the Recipient Field Settings dialog box. These rules enable NetDelivery to locate text on the report that identifies the intended recipient(s).

Figure 11-11 Recipient Field Settings Dialog Box

The Recipient Field Settings dialog box is separated into the following sections:

• Recipient Description — The name of the recipient location specifier

Location Specifier Table — Rules for locating the recipient

Field Properties — Properties for modifying the recipient

Field Length Properties — Properties for modifying the recipient

Exclusion List — Recipients who do (Included) or do not (Excluded) receive the report

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The information that is entered into each one of these sections provides

NetDelivery with the information it needs to locate the recipient(s). For example, in

Figure 11-11 , rules to locate the recipient to whom the report should be sent are

formulated by specifying start and end markers that bracket a text string:

The start marker is specified by:

- Formulating a rule (Rule 1) that tells NetDelivery to search forward looking for the first instance of the text string Physician:

- Specifying an offset that moves the pointer past the name of the field

(Physician:)

The end marker is specified by:

- Selecting Field Ends at the Specified String

- Entering into that text entry box, 0x0d (ASCII carriage return)

(The end marker could also have been specified by selecting Fixed Character

Count and by entering a number into that text entry box, assuming that the text that you want to capture is of a fixed length.)

Note: When a marker is found, NetDelivery positions its pointer at the beginning of the text string, not at the end, So when counting an offset, this is the position from which to begin the count.

Using the start and end parameters, NetDelivery scans the report and:

1.

Looks for the first occurrence of the start marker, Physician: .

2.

Moves its pointer forward ten characters (this is now the start point for the text capture).

3.

Looks for the first occurrence of the end marker, 0x0d.

4.

Extracts and stores the text between the start and end markers.

5.

Compares the captured text string with entries in its Recipient Dictionary.

The above example is a very simple, straight forward search for the recipient identifier. Depending on your organization’s needs and the structure of your reports, the search for recipients can be as extensive as required. For example, the search can contain multiple rules to locate several different text strings, moving the pointer forward and backward as necessary.

By default, NetDelivery considers the captured text to be an alias. Thus, when

NetDelivery scans its Recipient Dictionary, it looks into the alias database for an alias that matches the captured text. It then uses the recipient mnemonic associated with the alias. If an alias is not found, NetDelivery then scans the

Recipient Dictionary.

Once captured, there are several features on the Recipient Field Settings dialog box that enable you to define how NetDelivery interprets the captured text string. If the text string:

• Is a recipient mnemonic, and not alias, there is a check box to specify this condition

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Contains multiple recipient, there is a text entry box to specify how to separate the recipients

Is a fax number, you can tell NetDelivery to interpret the characters as a fax number and send it to the Fax Agent application

All of the elements on the Recipient Field Settings dialog box are listed and described in the following table.

Table 11-8 Distribution Wizard, Recipient Field Settings Dialog Box

Element

Recipient

Description

Location

Specifier Table:

Add

Description

The name assigned to the recipient search rules.

Copy Settings Copies the settings specified on the Recipient Field Settings dialog box of another report distribution template.

Location

Specifier Table

Lists all of the rules specified for determining the start marker, one rule per line.

Displays the Text Identifier Properties dialog box. Use this dialog box to:

• Specify the marker to be searched

Location

Specifier Table:

Edit

• The number of times the marker must be found before stopping the search

The direction for the search •

Displays the Text Identifier Properties dialog box for the highlighted rule. Use this dialog box to:

• Modify the marker to be searched

• Change the number of times the marker must be found before stopping the search

• Change the direction for the search

Deletes the highlighted rule. Location

Specifier Table:

Delete

Offset Count

. .

The number of characters skipped before separating out the individual report.

Inserts into the Offset Count text entry box the number of characters in the text string of the last specified rule.

For example, in

Figure 11-11 the number 10 is inserted.

Offset Direction The direction NetDelivery moves it pointer when skipping over the number of characters specified in Offset Count text entry box.

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Table 11-8 Distribution Wizard, Recipient Field Settings Dialog Box (continued)

Element

Field Length

Properties

Strip Leading

Characters

Strip Trailing

Characters

Field Is

Recipient

Mnemonic

Field Contains

Multiple

Recipients

Separator

Description

Select one of these radio buttons to specify how to determine the end of the text string to be captured:

• Field Has a Fixed Character Count — NetDelivery only captures the specified number of characters.

For example, you know that the physician’s name always contains seven characters, select this radio button and enter 7 in to the text entry box.

• Field Ends at the Specified String — NetDelivery captures all of the characters between the start marker and the beginning of the specified text string.

For example, using

Figure 11-3 , the physicians name is of

variable length, and you know that the field always ends with a carriage return. If you enter 0x0d into this text entry box,

NetDelivery uses only the characters up to the carriage return when making the comparison.

• Remove All Control Characters — Determines whether or not all control characters imbedded in the captured text string are removed. When the check box is selected, the control characters are removed before the captured text is compared to a recipient mnemonic or alias.

Determines whether or not NetDelivery removes the specified characters from the front of the recipient location found.

Enter into the text entry box the characters to be removed. For example, specify any PCL commands or extraneous punctuation that may be included in the captured text string so NetDelivery can determine the recipient properly.

Determines whether or not NetDelivery removes the specified characters from the end of the recipient location found.

Enter into the text entry box the characters to be removed. For example, specify any PCL commands or extraneous punctuation that may be included in the captured text string so NetDelivery can determine the recipient properly.

Tells NetDelivery whether the captured text string is an alias or a recipient mnemonic. If selected, NetDelivery searches the recipient dictionary to find a match, not the alias database.

Tells NetDelivery whether the captured text string contains multiple recipients.

When selected the Separator text entry box becomes accessible.

Enter into this text entry box the character that delimits the individual recipients in the captured text string. The default is ;

(semi-colon).

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Table 11-8 Distribution Wizard, Recipient Field Settings Dialog Box (continued)

Element

Field Contains

Name and Fax

Number

(DirectFax)

Recipient

Name Delimiter

Description

Indicates to NetDelivery whether or not the captured text string is a name and fax number or an alias. When selected, NetDelivery sends the report directly to the Fax Agent application, which sends the fax to the number in the captured string.

When selected the Minimum Dial String Length and Fax String

Delimiter text entry box becomes accessible.

Enter into this text entry box the character that delimits the name of the individual recipients in the captured text string from the fax number, if the recipient name comes after the fax number.

For example, if the captured text string is:

Minimum Dial

String Length

Fax String

Delimiter

Fax:915086440864 Name: TestRecipient

The string delimiter should be specified as

Name:

. This entry tells

NetDelivery to send the fax to the string preceeding Name:.

Enter into this text entry box the minimum length of the fax number required.

For example, if your system requires that a 9 proceed the fax number in order to obtain an outside line, the number 12 is entered

(for example, 915086440864).

Enter into this text entry box the character that delimits the name of the individual recipients in the captured text string from the fax number, if the fax number comes after the recipient’s name.

For example, if the captured text string is:

Name: TestRecipient Fax:915086440864

The string delimiter should be specified as

Fax:

. This entry tells

NetDelivery to send the fax to the string following Fax:.

Copy List Displays the Copy Settings dialog box.

Use this dialog box to select a previously created list of recipients from another report distribution template. The selected list of recipients is imported into the report distribution template being created or modified.

Recipients Are Select one of the following options from the drop-down list:

• Excluded — None of the recipients in the Recipient list receives the report

Recipients Are:

Add

• Included — Only those recipients in the Recipient list receives the report

Displays the Select Recipient dialog box.

Use this dialog box to identify recipients to be added to the

Recipient list.

Note: If a recipient is included on both this list and on the list defined from the Template Information tab, and there is a conflict relating to inclusion or exclusion, the setting on the

Template Information tab has precedence (see "Template

Information Tab"

).

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Table 11-8 Distribution Wizard, Recipient Field Settings Dialog Box (continued)

Element

Exclusion List:

Delete

Description

Deletes the highlighted recipient(s) from the Recipient list.

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Filename Template

Tab

Once a report is identified and separated out of the batch report, you need to give it a filename. Using the features on the Filename Template tab you specify the filename assigned to the report. The filename can be either a static text string, or a name that is created from text captured from the report, or a combination of both.

Figure 11-12 Report Properties, Filename Template Tab

The Filename Template tab is divided in to the following sections:

Filename Template — The name assigned to the report, a combination of static text strings and variable text (identified by %F and %D)

Data Fields — The definition of the variable text strings specified in the

Filename Template

The following table lists and describes all the features on the Filename Template tab.

Table 11-9 Distribution Wizard, Report Properties, Filename Template Tab

Element

Filename

Template

Replace

Non-Printable

Characters with

Description

The template for the filename to be assigned to the report.

Enter into this text entry box a combination of static text strings and variables text identifiers (%F and %D)

Enter into this text entry box a character to replace any non-printable characters that appear in captured text strings.

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Table 11-9 Distribution Wizard, Report Properties, Filename Template Tab (continued)

Element

Replace

Non-Usable

Filename

Characters with

Data Fields

Description

Enter into this text entry box a character to replace any characters in the captured text string that cannot be included in the filename.

Create

Edit

The list of variable data fields specified in the Filename Template text entry box.

Once the Create button is clicked, an entry is placed in the list for each instance of the %F variable identifier in the Filename Template text entry box, one entry per line, in the following format:

Fieldn - where n is a number starting at 1.

Populates the Data Field list with the %F variable identifiers specified in the Filename Template text entry box, one entry per line.

For example, using

Figure 11-12 , the two %F variable markers are

listed as:

Field1 -

Field2 -

Displays the Report Filename Properties dialog box for the highlighted entry in the Data Fields list:

• If the entry in the Data Fields list is new, the Report Filename

Properties dialog box is empty.

If the entry in the Data Fields list has already been defined, the

Report Filename Properties dialog box displays the previous settings.

The process of defining a filename for the report is a two-step process:

1.

Create the format for the filename, that is, its template

2.

Formulate rules to locate the data on the report that are to be entered in to the variable fields that have been included in the filename template

The following simple example uses the sample report in

Figure 11-3

and the

entries in Figure 11-12 . In Figure 11-12

the report’s filename template consists of the following:

• A variable text string that is found on the report (the entry in the Data Fields list identifies this text string as “Report Type”)

A static text string, “_Report”

A variable text string that is found on the report represented by %F (the entry in the Data Fields list identifies this text string as “MRN”)

A static text string, “_”

A variable (%D) that indicates that the current date be included in the filename

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Note: The variable %F represents text captured from the report as it is processed by NetDelivery. The variable %D represents the current date, which is included automatically in the filename when the report is processed by NetDelivery.

When Create is clicked, two data fields display in the Data Fields list, representing

the two %F variables. Figure 11-13 and Figure 11-14 show the Report Filename

Properties dialog boxes for the entries in the Data Fields list.

Figure 11-13 Report Properties, Report Filename Properties Dialog Box, Example 1

Figure 11-14 Report Properties, Report Filename Properties Dialog Box, Example 2

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The information that is entered into each of these dialog boxes provides

NetDelivery with the information it needs to locate the text that replaces the variable marker when generating the report’s filename.

Caution: Searching for markers is case sensitive; LOCATION: is not the same as Location:. If the case in the search string does not match the marker’s case in the report, a match is not found.

In Figure 11-13

, the text for the variable is located as follows:

• The start marker is specified by:

- Formulating a rule (Rule 1) that tells NetDelivery to search forward looking for the first instance of the text string Location:

- Specifying an offset that moves the pointer past the name of the field

(Location:)

• The end marker is specified by:

- Selecting Fixed Character Count

- Entering 3 into that text entry box

(The end marker could also have been specified by selecting Field Ends at a

Specified String, and by entering text in to that text entry box, but in this report type it’s known that the text string is always three characters.)

In Figure 11-14

, the variable is located as follows:

• The start marker is specified by:

- Formulating a rule (Rule 1) that tells NetDelivery to search forward looking for the first instance of the text string MRN:

- Specifying an offset that moves the pointer past the name of the field (MRN:)

The end marker is specified by:

- Selecting Field Ends at a Specified String

- Entering 0x0d into that text entry box

Note: When a marker is found, NetDelivery positions its pointer at the beginning of the text string, not at the end, So when counting an offset, this is the position from which to begin the count.

Using the start and end parameters for these two rules, NetDelivery scans the report and:

1.

Looks for the first occurrence of the start marker, Location: .

2.

Moves its pointer forward nine characters (this is now the start point for the text capture).

3.

Captures the next three characters.

4.

Replaces the first %F in the filename template with the captured text string.

5.

Moves its pointer to the top of the report.

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Note: This step is different from the other search mechanisms in NetDelivery, which begin an additional search from the point at which the pointer finds the target text string. Thus, when searching for filename text strings, if two rules specify identical text strings for which to search, the first occurrence of that text string in the report will always be found.

Therefore, each text string being searched needs to be unique. For example, if you want to include the name of the attending physician and the admitting physician in the filename, entering “Physician:” in both searches will result in only the first physician name being found.

6.

Looks for the first occurrence of the start marker, MRN: .

7.

Moves its pointer forward 4 characters (this is now the start point for the text capture).

8.

Captures all of the text up to the first carriage return (0x0d).

9.

Replaces the second %F in the filename template with the captured text string.

Having resolved the two text variables in the filename template, NetDelivery assigns a name to the file and saves it. The filename is determined by the filename

template. Based on the filename template in Figure 11-12

, the filename of the report for this example is:

LAB_Report_MR887_2010-01-01

If NetDelivery fails to find a specified text string in the report, when the end of the report is reached, the pointer is moved to the top of the report, and any subsequent searches are executed. Thus, if you have a field in the report that can be formatted in multiple ways (for example, Physician: and PHYSICIAN:) you can specify multiple rules to look for all variations of the text string. NetDelivery uses only those text strings found in the filename. For example, in the above case, if MRN: is not found, the file name would look as follows:

LAB_Report__2010-01-01

After having generated the filename, NetDelivery appends to the filename a unique, numeric, suffix. NetDelivery appends this number automatically in order to avoid duplicate filenames. The number appended to the filename is generated using a number generator within NetDelivery.

When specifying the delivery method for a recipient mnemonic, this number can be removed. In fact, you can assign a completely different filename to the report. For

information on how to change a report’s filename, see "Delivery Method Tab"

in

Chapter 4 , "Recipient Dictionary" .

After NetDelivery process a report, it saves the report as specified in the delivery method for the recipient. For example, if the delivery method is:

Send to Windows Folder, the file is saved in the specified Windows folder

Upload to Internet Site, the file is saved on the specified Internet site

Fax to Recipient, the filename is stored in the Filename column of the Fax

Agent Activity tab, and can then be used to help locate the fax

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Caution: The length of a Windows path is limited to 256 characters. This character count includes the entire path, for example,

C:\<Folder>\<Sub-folder>\<Sub-folder>\<Filename>. If the filename generated by NetDelivery makes the path longer than 256 characters, the path is arbitrarily truncated by Windows. This situation can be a reason why an entry in the Relay Queue –

Pending is not delivered.

All of the elements on the Report Filename Properties dialog box are listed and described in the following table.

Table 11-10 Distribution Wizard, Report Properties, Report Filename Properties

Element

Field

Description

Description

The name assigned to the search rules for the variable. This is the name that displays in the Data Fields list on the Filename Template tab.

Copy Settings Copies the Location Specifier Table settings specified on the

Recipient Field Settings dialog box of the selected report distribution template.

Location

Specifier Table

Add

Lists all of the rules specified for determining the start marker, one rule per line.

Displays the Text Identifier Properties dialog box. Use this dialog box to:

• Specify the marker to be searched

Edit

The number of times the marker must be found before stopping the search

The direction for the search

Displays the Text Identifier Properties dialog box for the highlighted rule. Use this dialog box to:

• Modify the marker to be searched

Change the number of times the marker must be found before stopping the search

Delete

• Change the direction for the search

Deletes the highlighted rule.

Field Properties • Offset Count — The number of characters skipped before separating out the individual report.

. . — inserts into the Offset Count text entry box the number of characters in the text string of the last specified rule.

For example, in

Figure 11-14 the number 4 is inserted.

Offset Direction — The direction NetDelivery moves it pointer when skipping over the number of characters specified in Offset

Count text entry box.

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Table 11-10 Distribution Wizard, Report Properties, Report Filename Properties

Element

Field Length

Properties

Description

Select one of these radio buttons to specify how to determine the end of the text string to be captured:

Field Has a Fixed Character Count — NetDelivery only captures the specified number of characters.

For example, you know that the physician’s name always begins with seven unique characters, select this radio button and enter 7 in to the text entry box.

Field Ends at the Specified String — NetDelivery captures all of the characters between the start marker and the beginning of the text string specified in this text entry box;

For example, using

Figure 11-3

, the medical record number is of variable length, and you know that the field always ends with a carriage return. If you enter 0x0d into this text entry box,

NetDelivery uses only the characters up to the carriage return in the comparison.

Default Location

Handling Tab

When adding recipients to NetDelivery’s Recipient Dictionary, one of the delivery

options is “Send to Default Location Handler” (see "Delivery Method Tab"

in

Chapter 4 , "Recipient Dictionary" ). If a recipient’s delivery method is set to “Send to

Default Location Handler,” the features on the Default Location Handling tab enable you to formulate the rules used by NetDelivery to determine the location to which the report is sent.

Figure 11-15 Report Properties, Default Location Handling Tab

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Use the features on this tab for:

Identifying text strings on the report

Determining which recipient is sent the report, if the specified text string is found

Specifying which recipient is sent the report, if the specified text string is not found

Locating text strings on the report using a set of rules

All of the elements on the Default Location Handling tab are listed and described in the following table.

Table 11-11 Distribution Wizard, Report Properties, Default Location Handling Tab

Element

Location List

Add

Edit

Delete

Location Field

Settings

Default

. .

Description

Displays the list of text strings, one string per line, that need to be found on the report in order for the report to be sent to the specified recipient(s). Each entry includes the following:

The text string to be found

A description of the text’s string’s purpose

• The recipient to whom the report is sent when the text string is found

Displays the Enter/Edit Location Printer dialog box. Use this dialog box to:

Specify the text string to be found

Provide a description of the text’s string’s purpose

• Identify the recipient to whom the report is sent when the text string is found

Displays the Enter/Edit Location Printer dialog box. Use this dialog box to change the:

Text string to be found

Description of the text’s string’s purpose

• Recipient to whom the report is sent when the text string is found

Deletes the highlighted Location text string.

Displays the Location Specifier Table dialog box. Use this dialog box to formulate the rules used by NetDelivery to locate the text strings listed on the Default Location Handling tab.

Specifies the default recipient to whom the report is sent, if the location text string is not found on the report.

Either type in the recipient mnemonic or select it using the . . button.

Displays the Select Recipient dialog box. Use this dialog box to select the recipient mnemonic to which the report should be sent, if the location text string is not found on the report.

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The process of specifying a default delivery location for a report is a two-step process:

1.

Specify the text string to be used to determine the default delivery format and associate that string with a recipient mnemonic.

2.

Formulate a set of rules used by NetDelivery to locate that text string on the report.

The following, simple, example uses the sample report in Figure 11-3 and the

entries in

Figure 11-15

and Figure 11-16

.

Figure 11-15 shows the following:

The location text string is “Foster, Richard V”

The description of the string as the attending physician

The recipient mnemonic to which the report is sent, RFoster, if the location text string is found

The default location to send the, Dr1, if the location text string is not found

Once the location text string(s) is specified, the rules for finding the text string(s) are formulated using the Location Specifier Table dialog box.

Figure 11-16 Default Location Handling, Location Specifier Dialog Box

In Figure 11-16

, the rules for locating the location text string are as follows:

• The start marker is specified by:

- Formulating a rule (Rule 1) that tells NetDelivery to search forward looking for the first instance of the text string PHYSICIAN:

- Specifying an offset that moves the pointer past the name of the field

(PHYSICIAN:)

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• The end marker is specified by:

- Field Ends at Specified String

- Entering 0x0d in to that text entry box

Note: When a marker is found, NetDelivery positions its pointer at the beginning of the text string, not at the end, So when counting an offset, this is the position from which to begin the count.

Using the start and end parameters for this rule, NetDelivery scans the report and:

1.

Looks for the first occurrence of the start marker, PHYSICIAN: .

2.

Moves its pointer forward 10 characters (this is now the start point for the text capture).

3.

Captures all of the text up to the first carriage return (0x0d).

4.

Compares the captured text to the Location text string entry on the Default

Location Handling tab.

- If the captured text string matches the Location text string entry on the

Default Location Handling tab, the report is sent to the specified recipient mnemonic

- If the captured text string does not match the Location text string entry on the Default Location Handling tab, the report is sent to the default recipient mnemonic

All of the elements on the Location Specifier dialog box are listed and described in the following table.

Table 11-12 Distribution Wizard, Default Location Handling, Location Specifier Dialog Box

Element

Description

Description

The description for the search rules.

Copy Settings Copies the location specifier settings specified on the selected report distribution template.

Location

Specifier Table

Add

Lists all of the rules specified for determining the start marker, one rule per line.

Displays the Location Specifier Edit dialog box. Use this dialog box to:

Edit

Specify the marker to be searched

The number of times the marker must be found before stopping the search

The direction for the search

Displays the Location Specifier Edit dialog box for the highlighted rule. Use this dialog box to:

• Modify the marker to be searched

Change the number of times the marker must be found before stopping the search

Change the direction for the search

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Table 11-12 Distribution Wizard, Default Location Handling, Location Specifier Dialog Box

(continued)

Element

Delete

Description

Deletes the highlighted rule.

Field Properties • Offset Count — The number of characters skipped before separating out the individual report.

. . — inserts into the Offset Count text entry box the number of characters in the text string of the last specified rule.

For example, in

Figure 11-16 the number 10 is inserted.

• Offset Direction — The direction NetDelivery moves it pointer when skipping over the number of characters specified in Offset

Count text entry box.

Field Length Select one of these radio buttons to specify how to determine the end of the text string to be captured:

• Fixed Character Count — NetDelivery only captures the specified number of characters.

For example, you know that the physician’s name always begins with seven unique characters, select this radio button and enter 7 in to the text entry box.

Field Ends at Stop String — NetDelivery captures all of the characters between the start marker and the beginning of the specified text string.

For example, using

Figure 11-3

, the physician’s name is of variable length, and you know that the field always ends with a carriage return. If you enter 0x0d into this text entry box,

NetDelivery uses only the characters up to the carriage return when making the comparison.

E-Mail Notification

Tab

This tab displays information about whether or not an e-mail message and/or pager notification is sent to the recipient when NetDelivery distributes a report to the recipient using the report distribution template.

NetDelivery Administrator Guide

Figure 11-17 Report Properties, E-Mail Notification Tab

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277

If e-mail notification is enabled, the recipient mnemonic to which the report is sent must have an e-mail address specified in its E-Mail Address field (see

"Recipient

Information Tab"

in Chapter 4

,

"Recipient Dictionary"

). If pager notification is enabled, the recipient mnemonic to which the report is sent must have a pager

address specified in the Pager field (see "Recipient Address Tab" in

Chapter 4

,

"Recipient Dictionary" ).

Note: If the report is processed by a report distribution template, and the recipient mnemonic also has either e-mail or pager notification enabled, the recipient receives the message entered in to the Recipient

Mnemonic’s E-Mail Notification tab. If the Recipient Mnemonic’s notification feature is not enabled, the notification specified for the report distribution template is sent. The Recipient Mnemonic’s notification has precedence.

The following table lists and describes the elements in the E-mail Notification tab.

Table 11-13 Distribution Wizard, Report Properties, E-mail Notification Tab

Element

Send E-mail

Notification

Subject

E-mail

Message Body

Description

Sends an e-mail message to the recipient. If text is entered in to either the Subject text entry box or the E-mail Message Body text entry box that text is sent to the recipient.

The text that displays in the Subject line of the e-mail message.

The text that displays in the body of the e-mail message.

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Table 11-13 Distribution Wizard, Report Properties, E-mail Notification Tab (continued)

Element

Send Pager

Notification

Subject

Pager Message

Body

Description

Sends a pager notification to the recipient. If text is entered in to either the Subject text entry box or the Pager Message Body text entry box that text is sent to the recipient.

The text displays as the subject of the pager notification.

The text that displays in the body of the pager message.

Note: This e-mail notification feature is used for informing recipients that a report has been sent to them. There is another e-mail notification feature within NetDelivery that is used to inform individuals, usually the

NetDelivery Administrator, that one of the NetDelivery processing agents has encountered a problem delivering reports. For information about this

e-mail notification feature, see Chapter 8 , "E-Mail Notifications"

.

PCL Overlay Macro

Map Tab

When delivering a report, you may want to include on the report a logo or some image or text to indicate a special condition, such as the report is confidential, is a draft, or hasn’t been approved. The PCL Overlay Macro Map tab enables you to specify a PCL macro file that NetDelivery includes as an overlay in the print job.

Figure 11-18 Report Properties, PCL Overlay Macro Map Tab

A PCL overlay macro is a file with the .prn extension that contains a collection of

PCL commands. These commands automatically place a predetermined image over the original content of a report. The image can be a text string, such as

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“CONFIDENTIAL”, “DRAFT”, “COPY”, or “PRELIMINARY”, a graphic, such as your organization's logo, or vertical and horizontal rules to delimit the fields on the report.

Using the features on the PCL Overlay Macro Map tab, you indicate to NetDelivery which macro file to use and where in the file to use it. When the report is distributed, NetDelivery converts the image data into print data, and appends the selected overlay macro to the report. The report, including the selected overlay macro, is output to the specified delivery method, and NetDelivery distributes the original report with the overlay displayed on the report.

Note: Prior to invoking PCL overlay macros in NetDelivery, you need to generate and/or store the macro files on your system where NetDelivery can access them. The default location for storing these files is:

C:\Program Files\NetDelivery\PCL_Overlay_Macros\

The following table lists and describes the elements in the PCL Overlay Macro

Map tab.

Table 11-14 Distribution Wizard, Report Properties, PCL Overlay Macro Map Tab

Element

Enable PCL

Overlay Macro

Map

PCL Overlay

Macro Map

Add

Edit

Delete

Description

Determines whether or not NetDelivery adds the specified PCL overlay macro maps to reports. When selected, all of the elements on the tab become accessible.

Lists the PCL overlay macro maps and their parameter and property settings.

Displays the Enter PCL Overlay Macro Map Entry Settings dialog box. Use this dialog box to identify the PCL overlay macro map, and assign parameter and property settings.

Displays the Enter PCL Overlay Macro Map Entry Settings dialog box for the selected macro. Use this dialog box to modify the settings for the macro.

Deletes the highlighted PCL Overlay Macro Map.

When you click the Add or Edit button the Enter PCL Overlay Macro Map Entry

Settings dialog box displays. You use this dialog box to identify the macro file and assign properties and parameters to the macro.

Figure 11-19 Report Properties, Enter PCL Overlay Macro Map Entry Settings Dialog Box

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Distribution

Reports Tab

The following table lists and describes the elements in the Enter PCL Overlay

Macro Map Entry Settings dialog box.

Table 11-15 Report Properties, Enter PCL Overlay Macro Map Entry Settings Dialog Box

Element

Make Macro

Permanent

Last Page

Page

Subsequent

Pages

Macro ID

Keep Existing

Macro ID

PCL Overlay

Image

Filename

...

Description

Determines whether or not the printer environment is retained after the report has been distributed.

Before the macro is executed, the current print settings are saved and replaced with the overlay’s settings. Changes made to feature settings by the macro overlay are recorded, but the modified settings are not saved upon completion of the macro overlay, they are deleted and replaced by the original print settings. Selecting this check box saves the print settings made by the macro.

Determines whether or not NetDelivery to use the PCL overlay macro map only on the last page of the report.

The page number on which the overlay should first display.

Determines whether or not the overlay displays on all pages following the page where it first displays.

The identification number for the macro. Although any number from

0 to 32767 can be used, it is recommended that the macro identification number be unique.

Determines whether or not the marco ID is retained in memory; it is not overwritten if there is another macro with the same number.

The filename of the PCL overlay macro map file.

Add

Update

Displays the Select Overlay Macro File dialog box, which contains a list of all .prn files in the PCL_Overlay_Macros directory. From this list select the PCL overlay macro map.

Click this button to add or change the list of PCL overlay macro maps.

Included in the Distribution Wizard module is a feature that enables you to view the list of reports that were processed using a report distribution template.

The Distribution Reports tab displays reports that have been sent to recipients using a report distribution template. Each report processed using a report distribution template appears as an entry on this tab. If a report distribution template processed a report and identified two recipients on that report, two entries display on this tab, one entry for each recipient. When storing the information about reports processed using a report distribution template, NetDelivery writes the information to a comma separate data value (CSV) file, not to a database. This section describes the features on the Distribution Reports tab, it includes the following topics:

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On the main NetDelivery Administrator menu click the Distribution Reports tab to access the list of reports that have been processed by a report distribution template.

Figure 11-1 Distribution Reports Menu

The Distribution Reports menu is divided into the following major sections:

• Functions that enable you to search for and display the entries

A listing of the entries and properties associated with each entry

Functions for viewing and manipulating entries

Report Search and

Display Functions

The search and display section provides functionality for displaying the list of reports and searching for individual reports. The following table lists and describes the elements in this section of the Distribution Reports menu.

Table 11-16 Distribution Reports Menu, Search and Display Functions

Element

Template

Name

Year

Month

Description

The report distribution template that processed reports.

Select from the drop-down list the report distribution template that processed the reports that you want to view.

The year in which the report was processed. Select the year from the drop-down list.

The month in which the report was processed. Select the month from the drop-down list.

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Table 11-16 Distribution Reports Menu, Search and Display Functions (continued)

Element

Mnemonic

Description

The recipient mnemonic to which the report was sent.

Select a recipient mnemonic using one of the following methods:

• Enter a character string in to this text entry box that matches exactly and completely the characters in the recipient mnemonic (NetDelivery does not do a partial lookup). Only those mnemonics that match the characters in the sequence entered display.

. .

• Click the . . button to select a recipient mnemonic from the

Select Recipient dialog box.

Displays the Select Recipient dialog box. From this dialog box select the desired recipient mnemonic.

Filename Filter The filename of the report that was processed.

Load

Enter a character string in to this text entry box that matches exactly and completely the characters in the report’s filename. (NetDelivery does not do a partial lookup). Only those filenames that match the characters, in the sequence entered, display.

Redisplays the list of entries based on the specified search criteria.

List of Entries When you click on the Distribution Reports tab, the list of entries for the selected report distribution template display, one row for each entry. Each entry in this table is identified by a set of properties associated with that entry. Using the search and display parameters and clicking Load you can change the content of the list. In addition, each column has an arrow button enabling you to display the contents of the list based on the ascending or descending order of that particular property.

Note: For the ease of reading, not all of the available properties display when the Distribution Reports menu initially displays. To display additional columns, position your mouse cursor on the boundary that separates columns. If the cursor changes to a double-bar between two arrows, an additional column can be displayed. Press the left mouse button and move the cursor to the right until an additional column displays.

The following table describes the properties that display in the list of entries.

Table 11-17 Distribution Reports Menu, Listed Properties

Property

Submit Time

Job #

Report #

Rec #

Description

The time at which the report was processed.

A NetDelivery-generated number that is used by Interbit Data

Customer Support for trouble shooting.

A NetDelivery-generated number that is used by Interbit Data

Customer Support for trouble shooting.

A NetDelivery-generated number that is used by Interbit Data

Customer Support for trouble shooting.

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Table 11-17 Distribution Reports Menu, Listed Properties (continued)

Property

Description

Status

Error

Description

Indicates from which of the report distribution template's Recipient

Fields the recipient was retrieved (see the Recipients List in

"Recipient Fields Tab"

).

Where in the distribution process the report is.

The error code, if there was a problem distributing the report.

Recipient

Mnemonic

Recipient

The recipient mnemonic to which the report was sent.

The full name associated with the recipient mnemonic.

Location Map Displays the name of the final (last) report distribution template used, if the report came from a conditional redirect template (see

"Conditional Report Redirect"

).

Filename The file name of the report.

Manipulating

Distribution Report

Entries

Below the listing of reports processed by the report distribution templates is a set of buttons that enable you to view and manipulate the entries. The following table lists and describes these buttons.

Table 11-18 Distribution Reports Menu, Viewing and Manipulation Functions

Element

Total Entries

Found

Exclude

‘DELETED’

Status

Forward

Details

View

Description

Displays the total number of entries displayed. This number changes depending on the specified display criteria.

Determines whether or not all reports that have a status of Deleted are removed from the list of entries, when the Load button is clicked.

Displays the Select Recipients dialog box. Use this dialog to select the recipient mnemonic to which a copy of the report is sent. When the OK button is pressed, the report is placed in Relay Queue –

Pending.

Displays all of the information for the highlighted entry.

Not all of the information that is stored for an entry displays in the list of reports. Clicking this button displays a dialog box containing all of the information for the highlighted entry.

Displays the report in an Acrobat Reader (PDF format).

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NetDelivery Administrator Guide

P ROCEDURES FOR M ANAGING R EPORT

D ISTRIBUTION T EMPLATES

The Distribution Wizard is an optional module of NetDelivery that enables you to direct reports generated by your HCIS to the intended recipients based on sets of rules. Using the features accessed from the Report Distribution Wizard tab you formulate and edit rule-based report distribution templates. These templates are then used by NetDelivery to identify recipients and distribute reports. The following procedures explain how to create and mange report distribution templates, including:

Overview of Creating a Report Distribution Template

LPD Queues Names

Specifying Report Distribution Template Printer Information

Specifying Recipients

Specifying a Filename Template

Configuring Default Location Handling

Setting Up Notifications

Mapping PCL Overlay Macros

These procedures assume the following:

• The Distribution Wizard is installed.

For information about installing the Distribution Wizard, see

"Licenses

Settings" in

Chapter 3 , "System Settings"

.

You have logged in to NetDelivery Administrator using an account that has the appropriate permissions, and accessed the Report Distribution Wizard tab.

For information about logging in to NetDelivery Administrator, see

"Accessing

NetDelivery"

in

Chapter 1

,

"Overview of NetDelivery"

. If the account that you are using does not have the necessary permissions to create and manage report distribution templates, see the person in your organization responsible for NetDelivery.

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Overview of Creating a Report Distribution Template

Overview of

Creating a Report

Distribution

Template

In order to accommodate the unique requirements of various organizations, the

Distribution Wizard is designed as a set of functions enabling you to create report distribution templates that meet your requirements for processing and distributing reports. These function are accessed from tabs on the Distribution Wizard’s Report

Properties menu.

Before you begin to create a report distribution template you should make yourself familiar with the functions. Then you should evaluate your requirements and determine which of the available functions you need to access, and which procedures you need to complete in order to accomplish your goal.

Defining a report distribution template is not accomplished by following one procedure, but rather it is a process of deciding which of several procedures you need to complete in order to create the report distribution template that meets your requirements.

When creating a report distribution template you do not need to be concerned about completing all of the procedures in one session to have a functioning template. For example, initially, you can complete the procedures for the creating a simple report distribution template, and then modify it at a later date to include other features, such as e-mail notification, or to add or delete recipients for reports.

Note: The procedures included for creating and editing report distribution templates are procedures for accomplishing specific tasks. The steps included in each procedure are valid whether you are adding a new report distribution template or editing and existing one. Thus, although each procedure assumes that you are adding a new report distribution template, the same steps should be followed if you are editing an existing template.

LPD Queues

Names

NetDelivery determines which report distribution template to use based on the name of the line printer daemon (LPD) queue from which the report was received.

Thus, prior to setting up a report distribution template you need to determine which virtual printers are going to be used with NetDelivery, and the LPD queues names of each printer. This is because each report distribution template acts as a storage area from where a copy of the report is re-distributed to the appropriate recipient or location. Thus, the name of the report distribution template must match the LPD queue name that is routing the report to NetDelivery.

Each report distribution template name must uniquely match the name of an LPD queue, on a one-to-one basis. If you creating more report distribution templates then there are LPD queues, you must configure additional LPD queues. Once all of the LPD queue names are defined, you can create new report distribution templates by using the features available on the Report Distribution Wizard tab.

Caution: When defining an LPD queue name, do not use spaces in the name.

For example, name the queue “Lab_Report,” not “LAB Report.”

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Procedures for Managing Report Distribution Templates

Specifying Report Distribution Template Printer Information

285

Specifying Report

Distribution

Template Printer

Information

The path through the available functions on the Template Information tab’s menus and dialog boxes varies, depending on your requirements. To help you better understand your options, the following figure shows the flow through the procedures for creating or modifying a report distribution template.

No matter which procedures you intend to follow when defining a report distribution template, all report distribution templates must be uniquely identified within

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Specifying Report Distribution Template Printer Information

NetDelivery. This is done by accessing the Template Information tab on the

Reports Properties menu.

To create and identify a report distribution template, and to define its basic parameters, perform the following steps.

Step Action

1.

Click Add on the Report Distribution Wizard tab.

The Report Properties menu opens with the Template Information tab displayed.

2.

Enter, into the Template Name text entry box, a unique name for the new report distribution template.

Caution: The name of the report must match an existing LPD queue name (see,

"LPD Queues Names" ).

3.

Enter, into the Description text entry box, a description for the report distribution template.

4. Determine if you want to access any of the additional functions for identifying reports and recipients, and distributing reports.

If yes, go to Step 5

.

• If no, go to

Step 6 .

5.

If you want to:

• Separate out individual reports from a batch report, go to

"Separating Out

Individual Reports" .

Redirect reports, go to "Specifying Conditional Report Redirect Rules"

.

• Create an included/excluded list, go to

"Populating A Recipient

Excluded/Included List"

.

6.

Determine if you want to remove PCL graphics characters from reports:

• If yes, select Remove PCL Graphics Characters.

• If no, go to

Step 8 .

7.

Select one of the following options to identify the desired extraction method:

Simple

• Complex [Version 1.0]

• Complex [Version 2.0]

• Complex [Version 3.0]

8.

Determine if you want to prevent the inclusion of a fax cover page in reports whose delivery method is Fax:

If yes, select Disable Fax Cover Page, then go to Step 10

.

If no, go directly to Step 9

.

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Step Action

9.

Determine if you want to use the default Fax Agent cover page file

(NetFax.cpe):

If yes, go directly to Step 10 .

• If no, enter into the Fax Cover Page text entry box the filename for the fax

cover page to be used, then go to Step 10

.

10. Click Save.

The Report Properties menu closes and the new report distribution template displays in the list of templates on the Report Distribution Wizard tab.

Separating Out

Individual Reports

If the report received from your HCIS is a batch report, you may want to separate out individual reports for distribution. To separate out individual reports you need to identify where one individual report ends and another begins. This task is accomplished by defining a set of rules that NetDelivery uses to separate the larger batch report into individual reports. The rules are formulated by identifying markers within the report and telling NetDelivery what action to take when a marker is found.

Formulating Report Separation Rules

To formulate the rules for separating out an individual report from a batch report, perform the following steps.

Note: This procedure assumes that you have selected Separate Individual

Reports on the Template Information tab.

Step Action

1.

Click Settings.

The Report Separator Settings dialog box displays.

2. Click Add.

The Location Specifier Table - Add dialog box displays.

3. Enter, into the Text Identifier text entry box, the text string for Rule 1.

4.

Enter, into the Count text entry box, the number of times that NetDelivery

must find the text string specified in Step 3 before the search operation stops.

5.

Select, from the Direction drop-down list, the direction that NetDelivery

searches for the text string specified in Step 3

.

6.

Click OK.

The Location Specifier Table - Add dialog box closes and Rule 1 displays in the Location Specifier Table.

7.

Click Add.

The Location Specifier Table - Add dialog box displays.

8.

Enter, into the Text Identifier text entry box, the text string for the next rule.

9.

Enter, into the Count text entry box, the number of times that NetDelivery

must find the text string specified in Step 8 before the search operation stops.

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Step Action

10. Select, from the Direction drop-down list, the direction that NetDelivery searches for the text string specified in

Step 8

.

11. Click OK.

The Location Specifier Table - Add dialog box closes and Rule 1 displays in the Location Specifier Table.

12. Determine if you need to formulate additional rules:

If yes, go to Step 7

.

• If no, go to

Step 13 .

Note: You can formulate as many rules as needed to locate the desired text string. The last two rules determine the start and end points for the text string to be captured.

13. Determine if you want PCL commands to be ignored when NetDelivery searches for the specified text strings.

• If yes, select Ignore PCL Commands When Searching for Text.

• If no, go to

Step 14 .

14. Determine the number of characters to move the pointer, then do the following: a. Enter, into the Offset Count text entry box, the number of characters that the pointer moves (enter 0 if you do not want the pointer to move). b. Select, from the Offset Direction drop-down list, the direction that the pointer moves.

NetDelivery uses this position as the start point for the text capture.

15. Determine if you want NetDelivery to evaluate the set of rules once, and move its pointer to the position identified by the last rule, but not to separate out a report at this point.

If yes, go to Step 16

.

If no go to Step 17

.

16. Select Location Specifier Table Points to Top of Report.

17. Determine if you want a header at the start of the batch report to display on each individual report:

If yes, go to Step 18

.

If no go to Step 21

.

18. Select Copy PCL Header to All Reports.

The PCL Stop String and Additional PCL Commands text entry boxes become accessible.

19. Enter, into the PCL Stop String text entry box, the text string that marks the end of the header information that you want to display on all reports.

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Step Action

20. Determine if you want additional PCL commands to be included in the report’s header:

• If yes, enter, into the Additional PCL Commands text entry box, the additional PCL command(s).

• If no, go to

Step 21 .

21. Determine if you want reports that fail to separate to be forwarded to a specific recipient:

If yes, select Forward Reports that Fail to Separate, then go to Step 22 .

• If no, go to

Step 23 .

22 Enter, into the Recipient text entry box, the recipient mnemonic to which reports that fail to separate are forwarded.

23 Determine if you want NetDelivery to use variable text strings to assist in locating where to separate out individual reports:

• If yes, go to

"Formulating Variable Field Identifier Rules"

.

• If no, go to

Step 24 .

24. Click OK.

The Report Separator Settings dialog box closes.

25. Return to

Step 4

in "Specifying Report Distribution Template Printer

Information" .

Formulating Variable Field Identifier Rules

The Variable Field Identifier is an ancillary method for identifying where to separate out individual reports from a batch report. This method supplements the rules specified on the Report Separator Settings dialog box, and provides you with the ability to use a variable text string as a marker.

Note: NetDelivery executes rules specified in the Variable Field Identifier dialog box before executing rules specified in the Report Separator

Settings dialog box.

To formulate the rules for locating variable text strings before separating out an individual report from a batch report, perform the following steps:

Note: This procedure assumes that you have selected Separate Individual

Reports, on the Template Information tab, clicked Settings, and that the Report Separator Settings dialog box is displayed.

Step Action

1.

Select Variable Filed Identifier.

The Settings button becomes accessible.

2. Click Settings.

The Variable Field Identifier dialog box displays.

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Step Action

3.

Click Add.

The Location Specifier Table - Add dialog box displays.

4.

Enter, into the Text Identifier text entry box, the text string for Rule 1.

This is the text string for which NetDelivery searches to locate the start point for the text capture.

5.

Enter, into the Count text entry box, the number of times that NetDelivery

must find the text string specified in Step 4

before the search operation stops.

6.

Select, from the Direction drop-down list, the direction that NetDelivery searches for the text string specified in

Step 4

.

7.

Click OK.

The Location Specifier Table - Add dialog box closes and Rule 1 displays in the Location Specifier Table.

8.

Determine if you need to formulate additional rules:

If yes, go to Step 3

.

• If no, go to

Step 9 .

Note: You can formulate as many rules as needed to locate the desired text string. The last rule determines the start point for the text string to be captured.

9.

Determine the number of characters to move the pointer, then do the following: a. Enter, into the Offset Count text entry box, the number of characters that the pointer moves (enter 0 if you do not want the pointer to move). b. Select, from the Offset Direction drop-down list, the direction that the pointer moves.

The pointer uses this position as the start point for the text capture.

10. Determine the method by which NetDelivery determines the end point for the captured text, then do one of the following:

• Select Fixed Character Count and enter into the Fixed Character Count text entry box the number of characters that the pointer moves.

• Select Field Ends at Specified String and enter into the Field Ends at

Specified String text entry box the text that marks the end point of the text to be captured.

The pointer uses this position as the end point for the text capture.

11. Click OK.

The Variable Field Identifier dialog box closes, and the Report Separator dialog box displays.

12. Click OK.

The Report Separator Settings dialog box closes.

13. Return to

Step 4

in

"Specifying Report Distribution Template Printer

Information" .

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Specifying

Conditional Report

Redirect Rules

Once a report has been identified by NetDelivery and the intended recipient has been determined, the destination for the report needs to be ascertained. In some organizations the intended recipient may always be at the same delivery location, or the recipient may have two or more delivery locations. In such situations, the

Conditional Report Redirect feature enables you to formulate rules for capturing text on the report. This text is used by NetDelivery to redirect the report to another report distribution template that identifies the destination for that report. Two types of rules must be formulated in order for NetDelivery to know where to direct the report:

• Rules locating the text that identifies where the report should be sent

Rules to identify the report distribution template used for distributing the report

Locating Text for Conditional Report Redirect

To formulate rules for locating variable text strings that identify where the report should be sent, perform the following steps:

Step Action

1.

Select Conditional Report Redirect.

• The Location and Rules buttons become accessible

• Elements in the Template Details section become inaccessible

• The Template Recipient List becomes inaccessible

• The features on the Recipient Fields tab on the Report Properties menu become inaccessible

• The features on the Filename Template tab on the Report Properties menu become inaccessible

• The features on the Default Location Handling tab on the Report Properties menu become inaccessible

2.

Click Location.

The Location Settings dialog box displays.

3.

Enter, into the Description text entry box, a description.

4.

Determine if you want to use the Location Specifier settings from another report distribution template:

If yes, go to Step 5 .

• If no, go to

Step 8 .

5.

Click Copy Settings.

The Copy Settings dialog box displays.

6.

Select the report distribution template from which you want to copy the settings.

7.

Click OK.

The Copy Settings dialog box closes and the Location Specifier Table contains the rules from the selected report distribution template.

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Step Action

8.

Determine if you want to add a rule to the Location Specifier Table:

• If yes, click Add

The Location Specifier Table - Add dialog box displays, go to Step 9

.

If no, go to

Step 13 .

9.

Enter, into the Text Identifier text entry box, the text string for the rule.

This is the text string for which NetDelivery searches to locate the start point for the text capture.

10. Enter, into the Count text entry box, the number of times that NetDelivery

must find the text string specified in Step 9

before the search operation stops.

11. Select, from the Direction drop-down list, the direction that NetDelivery searches for the text string specified in

Step 9

.

12. Click OK.

The Report Separator Field dialog box closes and the rule displays in the

Location Specifier Table.

Go to

Step 8 .

Note: You can formulate as many rules as needed to locate the desired text string. The last rule determines the start point for the text string to be captured.

13. Determine the number of characters to move the pointer, then do the following: a. Enter, into the Offset Count text entry box, the number of characters that the pointer moves (enter 0 if you do not want the pointer to move). b. Select, from the Offset Direction drop-down list, the direction that the pointer moves.

The pointer uses the specified position as the start point for the text capture.

14. Determine the method by which NetDelivery determines the end point for the captured text, then do one of the following:

• Select Field Has a Fixed Character Count and enter into the Field Has a

Fixed Character Count text entry box the number of characters that the pointer moves.

• Select Field Ends at the Specified String and enter into the Field Ends

at the Specified String text entry box the text that marks the end point of the text to be captured.

The pointer uses this position as the end point for the text capture.

15. Click OK.

The Location Settings dialog box closes. NetDelivery will capture and store the text string between the start and end markers when it processes a report.

16. Go to "Identifying a Report Distribution Template for Conditional Report

Redirect"

.

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Identifying a Report Distribution Template for Conditional Report Redirect

To formulate the rules for identifying a report distribution template used for redirecting a report, perform the following steps:

Note: This procedure assumes that you have selected Conditional Report

Redirect on the Template Information tab, and that you have specified location rules on the Location Settings dialog box (see

"Locating Text for Conditional Report Redirect" ).

Step Action

1.

Click Rules.

The Conditional Redirect Table dialog box displays.

2 Click Add

The Conditional Redirect Settings - Add dialog box displays.

3.

Enter, into the Text Identifier text entry box, the text string that must match a text string captured using the rules specified on the Location Settings dialog

box (see, "Locating Text for Conditional Report Redirect"

).

4.

Enter, into the Template Name text entry box, the name of the report distribution template to be used if the two text strings match.

5.

Click OK.

The Conditional Redirect Table dialog box closes, and text string and its associated report distribution template display in the list on the Conditional

Redirect Table dialog box.

6.

Click Add

The Conditional Redirect Table dialog box displays.

Note: A minimum of two rules should be entered. If only one rule is entered, using Conditional Redirect to determine the report’s destination is not necessary.

7.

Enter, into the Text Identifier text entry box, a different text string that must match a text string captured using rules specified on the Location Settings

dialog box (see, "Locating Text for Conditional Report Redirect"

).

8.

Enter, into the Template Name text entry box, the name of the report distribution template to be used if the two text strings match.

9.

Click OK.

The Conditional Redirect Table dialog box closes, and text string and its associated report distribution template display in the list on the Conditional

Redirect Table dialog box.

10. Determine if you need to identify additional text strings and associated report distribution templates:

If yes, go to Step 6 .

• If no, go to

Step 11

.

11. Enter, into the Default Template Name text entry box, the name of the report distribution template to be used if no matches are found.

12. Click OK.

The Conditional Redirect Table - Add dialog box closes.

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Step Action

13. Click OK.

The Conditional Redirect Table dialog box closes.

14 Determine if you want the report to be processed each time it is evaluated by a

different report distribution template (see "The Reprocess Method" for an

explanation of this feature):

If yes, select Reprocess Method, then go to Step 15

.

If no, go directly to Step 15

.

15 Click Save.

The Report Properties menu closes and the new report distribution template displays in the list of templates on the Report Distribution Wizard tab.

Populating A

Recipient

Excluded/Included

List

NetDelivery sends reports to recipients whose identities are determined by the rules formulated on the report distribution template. You can, however, modify the list of recipients. You can either ensure that reports processed by a particular report distribution template are always delivered to specific recipients, or that reports are never delivered to specified recipients.

To formulate the rules for identifying specific recipients, perform the following steps.

Step Action

1.

Determine if you want to use the Recipient List from another report distribution template:

If yes, go to Step 2

.

If no go to Step 5 .

2.

Click Copy List.

The Copy Settings dialog box displays.

3.

Select from the list the report distribution template from which you want to copy the settings.

4.

Click OK.

The Copy Settings dialog box closes and the selected list of recipients is imported into the Recipient list on the Template Information tab.

5.

Determine if you want to add a recipient to the Recipient list.

• If yes, click Add.

The Select Recipient dialog box displays, go to

Step 6 .

If no, go to

Step 8 .

6.

Select the recipient mnemonic that you want to add to the Recipient list.

7.

Click OK.

The Select Recipient dialog box closes, and the recipient mnemonic is added to the Recipient list. Go to

Step 5 .

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Step Action

8.

Determine if you want to delete a recipient from the Recipient list.

If yes, go to Step 9 .

• If no, go to

Step 11

.

9.

Highlight the recipient mnemonic that you want to delete from the list.

10. Click Delete.

The highlighted recipient mnemonic is deleted from the Recipient list.

11. Determine the type of list.

• If you want every recipient in the list to receive reports processed by this report distribution template, select Included from the Recipients Listed

Are drop-down list.

• If you want every recipient in the list to not receive reports processed by this report distribution template, select Excluded from the Recipients

Listed Are drop-down list.

12. Return to the procedure that sent you to this procedure:

Step 4

in

"Specifying Report Distribution Template Printer Information"

Step 29 in

"Specifying Recipients"

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Specifying Recipients

Specifying

Recipients

The recipient to whom the report is sent is determined by properties specified on the Recipient Fields tab. Use the features on this tab to specify recipients who have a single distribution location.

Note: If Conditional Report Redirect on the Template Information tab is selected, the recipients specified on this tab do not receive reports processed by the report distribution template. Use the Conditional

Report Redirect function if recipients have multiple distribution location

(see, "Specifying Conditional Report Redirect Rules"

).

To formulate the rules for identifying specific recipients with a single distribution location, perform the following steps.

Step Action

1.

Click Add on the Report Distribution Wizard tab.

The Report Properties menu opens with the Template Information tab displayed.

2.

Click the Recipients Fields tab on the Report Properties menu.

The Recipients Fields tab displays.

Note: If Conditional Report Redirect on the Template Information tab is selected, the features on this tab are accessible.

3.

Determine if you want all reports processed by the report distribution template to be distributed to a specific recipient:

If yes, go to Step 4

.

• If no, go to

Step 5 .

4.

Do the following: a. Select the Copy All Reports to Default Recipient check box. b. Enter, into the Copy All Reports to Default Recipient text entry box, a recipient mnemonic to receive all reports.

5.

Determine if you want to forward all failed faxes to a specific recipient:

If yes, go to Step 6

.

If no go to Step 7 .

6.

Do the following: a. Select the Forward Failed Faxes to Recipient check box. b. Enter, into the Forward Failed Faxes to Recipient text entry box, a recipient mnemonic to receive all failed faxes.

7.

Determine if you want to add one or more recipients to the Recipients list:

If yes, go to Step 8

.

If no go to Step 30

.

8 Click Add.

The Recipient Field Settings dialog box displays.

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Step Action

9.

Enter, into the Recipient Description text entry box, a description of the recipient(s).

10. Determine if you want to use settings from another report distribution template:

If yes, go to Step 11

.

• If no, go to

Step 14 .

11. Click Copy Settings.

The Copy Settings dialog box displays.

12. Select from the list of report distribution templates the template from which you want to copy the settings.

13. Click OK.

The Copy Settings dialog box closes and the Recipient Field Settings dialog box contains the rules and settings from the selected report distribution template.

Caution: Only one collection of settings can be imported. Importing settings deletes all previous rules and settings. If you want to augment an imported list of rules, you must import the list first, then add individual rules.

14. Determine if you want to add a rule to the Location Specifier Table:

• If yes, click Add, the Location Specifier Table - Add dialog box displays, then go to

Step 15

.

If no, go directly to Step 19

.

15. Enter, into the Text Identifier text entry box, the text string for the rule.

16. Enter, into the Count text entry box, the number of times that NetDelivery

must find the text string specified in Step 15

before the search operation stops.

17. Select, from the Direction drop-down list, the direction that NetDelivery

searches for the text string specified in Step 15 .

18. Click OK.

The Location Specifier Table - Add dialog box closes and the rule displays in the Location Specifier Table.

Go to

Step 14 .

Note: You can formulate as many rules as needed to locate the desired text string. The last rule determines the start point for the text string to be captured.

19. Determine the number of characters to move the pointer, then do the following: a. Enter, into the Offset Count text entry box, the number of characters that the pointer moves (enter 0 if you do not want the pointer to move). b. Select, from the Offset Direction drop-down list, the direction that the pointer moves.

The pointer uses this position as the start point for the text capture.

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Step Action

20. Determine the method by which NetDelivery determines the end point for the captured text, then do one of the following:

• Select Field Has a Fixed Character Count and enter into the Field Has a

Fixed Character Count text entry box the number of characters that the pointer moves.

• Select Field Ends at the Specified String and enter into the Field Ends

at the Specified String text entry box the text that marks the end point of the text to be captured.

The pointer uses this position as the end point for the text capture.

21. Determine if you want to remove any leading or trailing characters from the captured text string:

If yes, go to Step 22

.

• If no, go to

Step 23 .

22. Do one or both of the following:

• Enter, into the Strip Leading Characters text entry box a text string that you want removed from the beginning of the captured text string.

• Enter, into the Strip Trailing Characters text entry box a text string that you want removed from the end of the captured text string.

23. Determine if the captured text string is a recipient mnemonic:

• If yes, select the Field is Recipient Mnemonic check box, then go to

Step

24

.

If no, go directly to Step 24

.

24. Determine if the captured text string contains more than one recipient:

• If yes, select the Field Contains Multiple Recipients, and enter into the

Separator text entry box the character that separates the recipients, then

go to Step 25 .

If no, go directly to Step 25

.

25. Determine if the captured text string is a name and fax number:

If yes, go to Step 26

.

• If no, go to

Step 28 .

26. Select the Field Contains Name and Fax Number (DirectFax) check box.

The Minimum Dial String Length and Fax String Delimiter text entry boxes become accessible.

27. Enter the following:

• In the Minimum Dial String Length text entry box, the minimum number of characters that the fax number must contain.

• In the Fax String Delimiter text entry box, the text string that separates the fax number from characters that precede it; all characters after this text string are treated by NetDelivery as the fax number.

28. Determine if you want to create an inclusion/exclusion list:

If yes, go to "Populating A Recipient Excluded/Included List" .

• If no, go to

Step 29 .

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Step Action

29. Click OK.

The Recipient Field Settings dialog box closes.

30. Click Save.

The Recipient Fields tab closes.

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Specifying a Filename Template

Specifying a

Filename Template

Using the features on the Filename Template tab you specify the filename assigned to the report by NetDelivery. The filename can be either a static text string, or a name that is created from text captured from the report, or a combination of both.

To specify a template to be used for assigning a filename to the report, perform the following steps:

Step Action

1.

Click Add on the Report Distribution Wizard tab.

The Report Properties menu opens with the Template Information tab displayed.

2.

Click the Filename Template tab on the Report Properties menu.

The Filename Template tab displays.

Note: If Conditional Report Redirect on the Template Information tab is selected, the features on this tab are inaccessible.

3.

Enter, into the Filename Template text entry box, a template text string to be used by NetDelivery when assigning a filename to the report.

4.

Enter, into the Replace Non-Printable Characters with: text entry box, a character to be used in place of non-printable characters.

5.

Enter, into the Replace Non-Usable Filename Characters with: text entry box, a character to be used in place of characters that are not valid in a filename.

6.

Click Create.

A list of variables displays in the Data Field box, one entry for each %F variable in the Filename Template text entry box.

7 Highlight a variable in the Data Field box.

8.

Click Edit.

The Report Filename Properties dialog box displays.

9.

Enter, into the Field Description text entry box, a description.

10. Determine if you want to use settings from another report distribution template:

If yes, go to Step 11

.

• If no, go to

Step 14 .

11. Click Copy Settings.

The Copy Settings dialog box displays.

12. Select from the list of report distribution templates, the template from which you want to copy the settings.

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Step Action

13. Click OK.

The Copy Settings dialog box closes and the Report Filename Properties dialog box contains the rules and settings from the selected report distribution template.

Caution: Only one collection of settings can be imported. Importing settings deletes all previous rules and settings. If you want to augment an imported list of rules, you must import the list first, then add individual rules.

14. Determine if you want to add a rule to the Location Specifier Table:

• If yes, click Add, the Location Specifier Table - Add dialog box displays,

go to Step 15

.

• If no, go to

Step 19 .

15. Enter, into the Text Identifier text entry box, the text string for the rule.

16. Enter, into the Count text entry box, the number of times that NetDelivery

must find the text string specified in Step 15

before the search operation stops.

17. Select, from the Direction drop-down list, the direction that NetDelivery

searches for the text string specified in Step 15 .

18. Click OK.

The Location Specifier Table - Add dialog box closes and the rule displays in the Location Specifier Table.

19. Determine if you need to formulate additional rules:

• If yes, click Add, then go to

Step 15

.

If no go directly to Step 20

.

Note: You can formulate as many rules as needed to locate the desired text string. The last rule determines the start point for the text string to be captured.

20. Determine the number of characters to move the pointer, then do the following: a. Enter into the Offset Count text entry box the number of characters that the pointer moves (enter 0 if you do not want the pointer to move). b. Select from the Offset Direction drop-down list the direction that the pointer moves.

The pointer uses this position as the start point for the text capture.

21. Determine the method by which NetDelivery determines the end point for the captured text, then do one of the following:

• Select Field Has a Fixed Character Count and enter into the Field Has a

Fixed Character Count text entry box the number of characters that the pointer moves.

• Select Field Ends at the Specified String and enter into the Field Ends

at the Specified String text entry box the text that marks the end point of the text to be captured.

The pointer uses this position as the end point for the text capture.

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Step Action

22. Click OK.

The Report Filename Properties dialog box closes.

23. Click Save.

The Filename Template tab closes.

Note: After having generated the filename, NetDelivery appends to the filename a unique, numeric, suffix. NetDelivery appends this number automatically in order to avoid duplicate filenames. The number appended to the filename is generated using a number generator within

NetDelivery.

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Configuring Default Location Handling

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Configuring Default

Location Handling

When adding recipients to NetDelivery’s Recipient Dictionary, one of the delivery

options is “Send to Default Location Handler” (see "Delivery Method Tab"

in

Chapter 4 , "Recipient Dictionary" ). If a recipient’s delivery method is set to “Send to

Default Location Handler,” the features on the Distribution Wizard’s Default

Location Handling tab enable you to formulate the rules used by NetDelivery to determine the location to which the report is sent.

To specify default delivery locations, perform the following steps.

Step Action

1.

Click Add on the Report Distribution Wizard tab.

The Report Properties menu opens with the Template Information tab displayed.

2.

Click the Default Location Handling tab on the Report Properties menu.

The Default Location Handling tab displays.

Note: If Conditional Report Redirect on the Template Information tab is selected, the features on this tab are inaccessible.

3.

Determine if you want to add an entry to the location list:

If yes, go to Step 4 .

• If no, go to

Step 10 .

4.

Click Add.

The Default Locations Settings - Add dialog box displays.

5.

Enter, into the Location Text String text entry box, the text string that must be found on the report.

6 Enter, into the Description text entry box, a description of the intended delivery location.

7 Enter, into the Recipient Mnemonic text entry box, the recipient to whom the report is sent, if the location string specified in

Step 5 is found on the report.

8.

Click OK.

The Default Locations Settings - Add dialog box closes and the specified location is added to the location list.

9 Determine if you want to add another entry to the location list:

If yes, go to Step 4 .

• If no, go to

Step 10 .

10. Determine if you want to formulate rules for locating the text string(s) specified in

Step 5

:

• If yes, click Location Field Setting.

The Location Specifier dialog box displays, go to

Step 11

.

If no, go to

Step 25 .

11. Enter, into the Description text entry box, a description.

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Step Action

12. Determine if you want to use settings from another report distribution template:

If yes, go to Step 13

.

• If no, go to

Step 16 .

13. Click Copy Settings.

The Copy Settings dialog box displays.

14. Select from the list of report distribution templates the template from which you want to copy the settings.

15. Click OK.

The Copy Settings dialog box closes and the Location Specifier Table list contains the rules and settings from the selected report distribution template.

Caution: Only one collection of settings can be imported. Importing settings deletes all previous rules and settings. If you want to augment an imported list of rules, you must import the list first, then add individual rules.

16. Determine if you want to add a rule to the Location Specifier Table:

• If yes, click Add.

The Locations Specifier Table - Add dialog box displays, go to

Step 17

.

If no, go to

Step 22 .

17. Enter, into the Text Identifier text entry box, the text string for the rule.

18. Enter, into the Count text entry box, the number of times that NetDelivery

must find the text string specified in Step 17

before the search operation stops.

19. Select, from the Direction drop-down list, the direction that NetDelivery searches for the text string specified in

Step 17 .

20. Click OK.

The Location Identifier Edit dialog box closes and the rule displays in the

Location Specifier Table.

21. Determine if you need to formulate additional rules:

If yes, click Add, then go to Step 17

.

• If no go directly to

Step 22

.

Note: You can formulate as many rules as needed to locate the desired text string. The last rule determines the start point for the text string to be captured.

22. Determine the number of characters to move the pointer, then do the following: a. Enter into the Offset Count text entry box the number of characters that the pointer moves (enter 0 if you do not want the pointer to move). b. Select, from the Offset Direction drop-down list, the direction that the pointer moves.

The pointer uses this position as the start point for the text capture.

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Step Action

23. Select the method by which NetDelivery determines the end point for the captured text, then do one of the following:

• Select Field Has a Fixed Character Count and enter, into the Field Has a

Fixed Character Count text entry box, the number of characters that the pointer moves.

• Select Field Ends at the Specified String and enter, into the Field Ends

at the Specified String text entry box, the text that marks the end point of the text to be captured.

The pointer uses this position as the end point for the text capture.

24 Click OK.

The Location Settings dialog box closes.

25. Click Save.

The Default Location Handling tab closes.

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Setting Up Notifications

Setting Up

Notifications

The Distribution Wizard contains a function that sends an e-mail and/or pager notification to the recipient when a report is sent. To set up notification for recipients who are sent reports processed through a report distribution template, perform the following steps.

Note: If the report is processed by a report distribution template, and the recipient mnemonic also has either e-mail or pager notification enabled, the recipient receives the message entered in to the Recipient

Mnemonic’s E-Mail Notification tab. If the Recipient Mnemonic’s notification feature is not enabled, the notification specified for the report distribution template is sent. The Recipient Mnemonic’s notification has precedence.

Step Action

1. Click Add on the Report Distribution Wizard tab.

The Report Properties menu opens with the Template Information tab displayed.

2 Click the E-mail Notification tab on the Report Properties menu.

The E-mail Notification tab displays.

3. Select the desired notification method; you can select either Send E-mail

Notification, or Send Pager Notification, or both.

• If you select Send E-mail Notification, an e-mail address must be

included in the definition of the recipient mnemonic (see, "Recipient

Information Tab"

in Chapter 4

,

"Recipient Dictionary" ).

• If you select Send Pager Notification, a pager number must be included in the definition of the recipient mnemonic (see,

"Recipient Address Tab" in

Chapter 4 , "Recipient Dictionary" ).

4. Enter, into the Subject text entry box, a short subject for the selected notification(s), if desired.

5. Enter a text message into the message body field for the selected notification method(s), if desired.

6. Click Save.

The E-mail Notification tab closes.

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Mapping PCL Overlay Macros

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Mapping PCL

Overlay Macros

When delivering a report, you may want to include on the report a logo or something to indicate a special condition, such as the report is confidential. The

PCL Overlay Macro Map tab enables you to specify a PCL macro file that

NetDelivery includes as an overlay in the print job.

To configure a PCL overlay macro map, perform the following steps.

Step Action

1. Click Add on the Report Distribution Wizard tab.

The Report Properties menu opens with the Template Information tab displayed.

2. Click the PCL Overlay Macro Map tab on the Report Properties menu.

The PCL Overlay Macro Map tab displays.

3. Click Add.

The Enter PCL Overlay Macro Map Entry Settings dialog box displays.

4.

Determine if you want the macro to remain in the printer’s memory after a printer reset command is executed:

• If yes, select Make Macro Permanent.

• If no, go to

Step 5 .

5.

Determine if you want the overlay to always appear on the last page of the report:

• If yes, select Last Page. The Page text entry box and the Subsequent

Pages check box become inaccessible. Go to

Step 8

.

• If no, go to

Step 6 .

6.

Enter, into the Page text entry box, the first page on which you want the overlay to appear.

7.

Determine if you want the overlay to appear on all subsequent pages:

• If yes, select Subsequent Pages.

• If no, go to

Step 8 .

8. Enter, into the Macro ID text entry box, an identification number for the macro.

Note: Although duplicate macro numbers can be entered, it is recommended that each macro be assigned a unique number.

9.

Determine if you want the macro’s identification number to remain in the printer’s memory after a printer reset command is executed:

• If yes, select Keep Existing Macro ID.

• If no, go to

Step 10 .

10. Enter, into the PCL Overlay Image Filename text entry box, the filename of the PCL overlay macro.

11. Click Add.

The Enter PCL Overlay Macro Map Entry Settings dialog box closes, and the PCL macro file displays in the list of macros.

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308 Procedures for Managing Report Distribution Templates

Mapping PCL Overlay Macros

Step Action

12. Determine if you want to add another PCL overlay macro:

If yes, go to Step 3

.

• If no, go to

Step 13 .

13. Click Save.

The E-mail Notification tab closes.

NetDelivery Administrator Guide

P ROCEDURES FOR V IEWING & M ANAGING

R EPORTS P ROCESSED BY A T EMPLATE

Included in the Distribution Wizard installation is a feature that enables you to view the list of reports that were processed using a report distribution template, as well as their status. This feature is accessed from the Distribution Reports tab.

Each report processed using a report distribution template appears as an entry on the Distribution Reports tab. If a report distribution template processed a report and identified two recipients on that report, two entries display on this tab, one entry for each recipient. You can use the available features to view the status of a report, and to decide what action, if any, to take. The following procedures include:

Locating a Report

Forwarding a Report

Viewing an Entry’s Details

Viewing a Report

These procedures assume the following:

• The Distribution Wizard is installed.

For information about installing the Distribution Wizard, see

"Licenses

Settings" in

Chapter 3 , "System Settings"

.

• You have logged in to NetDelivery Administrator using an account that has the appropriate permissions, and accessed the Report Distribution Wizard tab.

For information about logging in to NetDelivery Administrator, see

"Accessing

NetDelivery"

in

Chapter 1

,

"Overview of NetDelivery"

. If the account that you are using does not have the necessary permissions to create and manage report distribution templates, see the person in your organization responsible for NetDelivery.

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310 Procedures for Viewing & Managing Reports Processed by a Template

Locating a Report

Locating a Report

For a variety of reasons you may not be able to easily locate an entry in the displayed list. To locate an entry, perform the following steps.

Step Action

1.

Click the Distribution Reports tab.

The Distribution Reports menu displays.

2.

Select the report distribution template that processed the reports that you want to view from the Template Name drop-down list.

3.

Select the year in which the report was processed from the Year drop-down list.

4.

Select the month in which the report was processed from the Month drop-down list.

5.

Enter, into the Mnemonic text entry box, the recipient mnemonic to which the report was distributed.

6.

Enter, into the Filename Filter text entry box, the filename of the report that was distributed.

Caution: The character string must match exactly and completely the characters in the report’s filename. NetDelivery does not do a partial lookup. Only those filenames that match the characters, in the sequence entered, display.

7.

Determine if you want to exclude from the list all reports that have a status of

DELETED:

If yes, go to Step 8.

.

• If no, go to

Step 9.

.

8.

Select the Exclude ‘DELETED’ Status check box.

9.

Click Load.

A list of entries that matches the search criteria display.

NetDelivery Administrator Guide

Forwarding a

Report

Procedures for Viewing & Managing Reports Processed by a Template

Forwarding a Report

311

Sometimes recipients request that a report they received should also be sent to one or more other recipients. To forward a report to another recipient, perform the following steps.

Step Action

1.

Click the Distribution Reports tab.

The Distribution Reports menu displays.

2.

Display the reports that were processed by the target report distribution template, refer to

"Locating a Report" .

3.

Scroll through the list of entries until you locate the target entry.

4.

Highlight the target entry.

Note: To forward more than one report at the same time, press and hold down the CTRL key while selecting additional reports.

5.

Click Forward.

The Select Recipient dialog displays.

6.

Highlight the recipient to whom the report is to be forwarded.

7.

Click OK.

The Select Recipient dialog closes and a confirmation dialog box displays.

8.

Click Yes.

The report(s) is re-submitted to Relay Queue — Pending.

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312 Procedures for Viewing & Managing Reports Processed by a Template

Viewing an Entry’s Details

Viewing an Entry’s

Details

The Distribution Wizard provides the capability to view the properties of an entry on a single property sheet. To view the properties of a single entry, perform the following steps.

Step Action

1.

Click the Distribution Reports tab.

The Distribution Reports menu displays.

2.

Display the reports that were processed by the target report distribution template, refer to

"Locating a Report" .

3.

Scroll through the list of entries until you locate the target entry.

4.

Highlight the target entry.

5.

Click Details.

A property sheet for the selected entry displays.

Viewing a Report

Situations may arise where it is necessary to verify the contents of a report, for example, to trouble shoot a stuck report, or to verify its content. To view a report processed by a report distribution template, perform the following steps.

Step Action

1.

Click the Distribution Reports tab.

The Distribution Reports menu displays.

2.

Display the reports that were processed by the target report distribution template, refer to

"Locating a Report" .

3.

Scroll through the list of entries until you locate the target entry.

4.

Highlight the target entry.

5.

Click View.

The contents of the report, in PDF format, displays in another window.

NetDelivery Administrator Guide

12 I NTEGRATION M ODULE

The Integration Module is an optional module of NetDelivery that enables you to quickly and easily take reports generated by your HCIS and reformat them into

HL7 compatible reports (HL7 versions 2.5 and 3.0). This capability allows for interoperability between your HCIS and any Physician’s Practice EMR that supports HL7.

Using the features accessed from the Integration Module tab you can:

• Define an unlimited number of reports and/or rules

Monitor the processing and distribution of HL7 reports using standard

NetDelivery features

This chapter explains the Integration Module functionality, and provides information about the menu features used to create transformation templates that generate HL7 formatted reports; it includes the following topics:

Integration Module Overview

Integration Module’s Templates Tab

Integration Module’s Blocks Tab

HL7 Activity Queues

Note: This chapter does not attempt to explain or describe the HL7 standard. It is assumed that the user has some familiarity with and understanding of this standard.

Integration Module

Overview

The Integration Module is fully integrated with NetDelivery and runs on the

NetDelivery server. NetDelivery server forwards the HL7 formatted reports to

Physician’s Practice EMRs through NetDelivery Clients by using the features within the Integration Module you:

• Eliminate the need to develop custom interface programming from your HCIS

• No longer need to send hardcopy reports daily to offices

Provide immediate access to valuable data to all recipients, eliminating the delay in receiving results inherent in the standard printing/faxing process

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314 Integration Module

Integration Module Overview

• Enable recipients to view and compare similar results within their own EMR systems

The Integration Module is used to build transformation templates. These transformation templates are composed of building blocks that look for specified pieces of data on the HCIS report. When NetDelivery receives a report, and if the intended recipient’s delivery method identifies a transformation template as the output format, the report is processed by the specified transformation template.

The building blocks of which the transformation template is composed, tell

NetDelivery what to look for on the HCIS report, and to replace the specified data with the captured data. In addition, the building blocks specify the order in which the data is arranged in the HL7 file.

Once an HL7 formatted file is generated, NetDelivery treats the report in the same way it treats all other files. HL7 formatted reports, like PRN, TIF, and PDF formatted reports, are treated as a self-contained files that are transmitted over an

SSL connection to the NetDelivery Client and fed into the Physician’s Practice

EMR.

The Integration Module is an optional module to NetDelivery that is fully integrated into NetDelivery, when installed. To install the Integration Module you must enter a user name and license code, obtained from Interbit Data, into the appropriate fields

on the System Settings tab (see "Activating Licenses"

in Chapter 3

,

"System

Settings"

). If the Integration Module is not installed:

• The Integration Module tab does not display in the collection of tabs on

NetDelivery Administrator’s main menu

Transformation Template does not display as an output file format for a delivery method when adding a recipient mnemonic to the Recipient Dictionary

(see

"Delivery Method Tab"

in Chapter 4 , "Recipient Dictionary"

).

In addition, in order to effectively use the Integration Module, the Distribution

Wizard needs to be installed in order to configure a report distribution template that directs reports to the Integration Module.

The following list identifies the actions required to enable the conversion of an

HCIS report into an HL7 formatted report:

Define one or more building blocks that tell NetDelivery what data to look for in a report, and how to format that data in the HL7 file

Once a building block is created it is available for general use. A single building block can be used multiple times in multiple transformation templates.

Create a transformation template that uses one or more of the defined building blocks

Create a report distribution template that processes and directs incoming HCIS reports to the recipient mnemonic that has a transformation template as its

output file format (see Chapter 11 , "The Distribution Wizard" )

Add a recipient mnemonic to the Recipient Dictionary that has a transformation

template as its output file format for its delivery method (see "Delivery Method

Tab" in

Chapter 4 , "Recipient Dictionary" )

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Integration Module

Integration Module’s Templates Tab

315

Integration

Module’s

Templates Tab

When you click the Integration Module tab, the Integration Module main menu displays, with the Templates tab open,. This tab is used to create transformation templates. This section provides information about the elements on the Integration

Module’s Templates tab.

Figure 12-1 Integration Module, Templates Tab

The Templates tab on the Integration Module main menu displays the following:

• All of the transformation templates that have been defined, one template per line

• The elements that enable you to display, add, and modify the transformation templates

A list of the building blocks associated with the highlighted transformation template

The elements that enable you to add and modify the building blocks associated with the highlighted transformation template

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316 Integration Module

Integration Module’s Templates Tab

The following table lists and describes the elements on the Integration Module’s

Templates tab.

Table 12-1 Integration Module, Templates Tab

Element

Name

Description

Displays transformation templates by their names.

Enter a character string into this text entry box that matches characters in the template’s name. The system does a partial lookup, starting at the left character and ending at the right character, looking for template names that begin with and match the characters as entered. Only those names that begin with and match the characters in the sequence entered display. For example, if you enter with

LAB

LAB

, only transformation templates whose characters begin

, in that order, display. The entry is not case sensitive.

Displays transformation templates by their descriptions. Description

Enter a character string into this text entry box that matches characters in the template’s description. The system does a partial lookup, starting at the left character and ending at the right character, looking for template descriptions with characters that match the characters as entered. Only those descriptions that match the characters in the sequence entered display. For example, if you enter characters sensitive.

LAB

LAB

, only transformation templates that have the

, in that order, display. The entry is not case

Reset Clears the Name and Description text entry boxes, and redisplays all of the transformation templates.

A list of the defined transformation templates, and their properties. Transformation

Templates

Add Template Displays the Transformation Template Setting dialog box.

Use the elements on this dialog box to define a new transformation template and the extraction method that it uses. There are four

extraction methods that can be used. See Table 4-10

in Chapter 4 ,

"Recipient Dictionary"

for a description of these methods.

Edit Template Displays the Transformation Template Setting dialog box for the highlighted transformation template.

Delete

Template

Use the elements on this dialog box to modify the transformation template and the extraction method that it uses.

Deletes the highlighted transformation template.

Copy Template Copies the highlighted transformation template, and makes a new entry in the Transformation Template list.

Transformation

Template

Blocks

A list of all the building blocks associated with the highlighted transformation template.

Add Block Displays the Add Block to Transformation Template dialog box.

Use the elements on this dialog box to select a defined building block to be associated with the highlighted transformation template.

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Integration Module

Integration Module’s Blocks Tab

317

Table 12-1 Integration Module, Templates Tab (continued)

Element

Edit Block

Description

Displays the Block Settings dialog box for the highlighted building block.

Use the elements on this dialog box to modify the definition of the building block.

Caution: Any changes to a building block has an impact on all transformation templates that use the same building block. Be sure that you know which other transformation templates are associated with the building block before you save the changes.

Delete Block Removes the highlighted building block from the list of building blocks associated with the highlighted transformation template.

Moves the highlighted building block down one row. Move Entry

Down

Note: The order in which the building blocks display in this list, dictates the order the data identified by the building block displays in the HL7 formatted file.

Move Entry Up Moves the highlighted building block up one row.

Note: The order in which the building blocks display in this list, dictates the order the data identified by the building block displays in the HL7 formatted file.

Integration

Module’s Blocks

Tab

The Building Blocks tab is used to define building blocks that are used to search for, and process data on the reports. This section provides information about the elements on the Integration Module’s Building Blocks tab.

Figure 12-2 Integration Module, Blocks Tab

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318 Integration Module

Integration Module’s Blocks Tab

The Blocks tab on the Integration Module main menu displays:

• All of the building blocks that have been defined

• The elements that enable you to display, add, and modify the building blocks

The following table lists and describes the elements on the Integration Module’s

Blocks tab. 9

Table 12-2 Integration Module, Blocks Tab

Element

Name

Description

Displays building blocks by their names.

Enter a character string into this text entry box that matches characters in the building block’s name. The system does a partial lookup, starting at the left character and ending at the right character, looking for block names that begin with and match the characters as entered. Only those names that begin with and match the characters in the sequence entered display. For example, if you enter

LAB begin with sensitive.

, only transformation template blocks whose characters

LAB

, in that order, display. The entry is not case

Displays building blocks by their descriptions. Description

Enter a character string into this text entry box that matches characters in the building block’s description. The system does a partial lookup, starting at the left character and ending at the right character, looking for block descriptions with characters that match the characters as entered. Only those descriptions that match the characters in the sequence entered display. For example, if you enter

LAB characters sensitive.

, only transformation template blocks that have the

LAB

, in that order, display. The entry is not case

String Contains Displays building blocks by the character string that it contains.

Enter a character string into this text entry box that matches characters in the block’s character string. The system does a partial lookup, starting at the left character and ending at the right character, looking for block character strings with characters that match the characters as entered. Only those block character strings that match the characters in the sequence entered display. For example, if you enter have the characters case sensitive.

LAB

LAB

, only transformation template blocks that

, in that order, display. The entry is not

Reset Clears the Name, Description, and String Contains text entry boxes, and redisplays all building blocks.

Building Blocks A list of all the defined building blocks, and their properties.

Add Displays the Block Settings dialog box.

Use the elements on this dialog box to define a building block.

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Integration Module

Integration Module’s Blocks Tab

319

Table 12-2 Integration Module, Blocks Tab (continued)

Element

Edit

Description

Displays the Block Settings dialog box for the highlighted building block.

Use the elements on this dialog box to modify the building block.

Delete

Copy

Caution: Any changes to a building block has an impact on all transformation templates that use the same building block. Be sure that you know which other transformation templates are associated with the building block before you save the changes.

Deletes the highlighted building block.

Copies the highlighted building block, and makes a new entry in the list of building blocks.

Block Settings Dialog

Box

When you click Add, or highlight a building block and click Edit, the Block Settings dialog box displays. This dialog box is used to define a building block.

Figure 12-3 Integration Module, Block Settings Dialog Box

The Block Settings dialog box is used to:

Name and describe the building block

Enter the character string that defines the message structure in the HCIS generated report

Define the variables contained within the message structure

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320 Integration Module

Integration Module’s Blocks Tab

In Figure 12-3 the entry in the text entry box is a character string that conforms to

the HL7 formatting standard. This string, which represents the personal information about patients, contains some static text and the following variables:

• MR# — A medical record number

NAME — The name of the patient

• DOCTOR — A name of the attending physician

DOB — The patient’s date of birth

These variables are identified in the string of characters by being enclosed by a set of opening and closing double-brackets, for example, [[NAME]]. Whenever the

Integration Module encounters a set of opening and closing double-brackets, it interprets the character string between them as a variable, and places that character string in the Variable Name list.

When NetDelivery processes a HCIS report that is to be transformed into an HL7 file, the variables are replaced by text captured from each individual report, then the HL7 formatted report is generated. The captured text is located by using

search rules formulated for each variable (see "Setup Location Specifier Table

Dialog Box"

).

The following table lists and describes the elements on the Block Settings dialog box.

Table 12-3 Integration Module, Block Settings Dialog Box

Element

Block Name

Description

--

Description

The name of the building block.

A description of the building block.

The character string that defines the message structure in the HCIS report.

This message string must contain at least one variable, identified by double opening and closing brackets.

Variable Name The variables specified in the message string (identified by double opening and closing brackets), one variable per line.

Edit Variable

Location

Specifier Table

Displays the Setup Location Specifier Table for the highlighted variable.

Setup Location

Specifier Table

Dialog Box

Once you have defined a variable on the Block Settings dialog box, you need to specify how NetDelivery locates the character string on the HCIS report that replaces the variable when the HL7 formatted report is generated. These rules are formulated using the elements on the Setup Location Specifier Table dialog box.

This dialog box displays when you highlight a variable on the Block Settings dialog box, and click Edit Variable Location Specifier Table.

NetDelivery Administrator Guide

Integration Module

Integration Module’s Blocks Tab

321

Figure 12-4 Integration Module, Setup Location Specifier Table Dialog Box

The Setup Location Specifier Table dialog box is used to formulate the rules that

NetDelivery uses to locate text strings, which are then captured and used in place of the variable. This dialog box displays when you highlight a variable in the

Variable Name list, and click Edit Variable Location Specifier Table.

If, however, this is the first time that you are formulating rules for the building block, when you click Edit Variable Location Specifier Table, the Select Block Type dialog box display. From this dialog box you specify whether the character string that defines the message structure in the HCIS report is a single line, or wraps to more than one line. You should select the appropriate designation to ensure that the text displays properly in the HL7 formatted report.

The best way to conceive of how rules for capturing variable text strings work is to think of it as a set of instructions leading NetDelivery to specific locations on a report. The rules that you formulate tell NetDelivery in which direction to move its pointer, forward or backward, a specific number of times, searching for a landmark

(characters entered in to the Text String fields) on the report. Once found, you can zero in more precisely on a desired location within the text string by indicating minute movements of the pointer (specified in the Offset fields) forward or backward. After the desired text string is identified, NetDelivery captures and uses it in place of the variable. Because of the flexibility of this search mechanism, you can define an unlimited number of searches, sending NetDelivery to multiple locations on a report, until the exact text string for which you are looking is found.

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322 Integration Module

Integration Module’s Blocks Tab

The following table lists and describes the elements on the Setup Location

Specifier Table dialog box.

Table 12-4 Integration Module, Setup Location Specifier Table

Element

Template Block

Name

Description

The name of the building block (not editable).

Variable Name The name of the variable (not editable).

Description A description of the variable.

Location

Specifier Table

Add

Lists all of the rules specified for locating the text string, one rule per line.

Displays the Enter Location Specifier Settings dialog box. Use this dialog box to specify:

• The text string to be found

Note: This is the text string that marks the point at which the text capture begins, it is not the text to be captured.

Edit

The number of times the text string must be found before stopping the search

The direction for the search

Displays the Enter Location Specifier Settings dialog box for the highlighted rule. Use this dialog box to modify:

• The text string to be found

• The number of times the text string must be found before stopping the search

Delete

• The direction for the search

Deletes the highlighted rule.

Move Item Up Moves the highlighted rule up one row.

Note: The order in which the rules display in this list, dictates the order in which the text string is searched.

Moves the highlighted rule down one row. Move Item

Down

Offset

. .

Note: The order in which the rules display in this list, dictates the order in which the text string is searched.

The number of characters skipped before capturing the text string.

Inserts in to the Offset Count text entry box the number of characters in the text string of the last specified rule.

Offset Direction The direction NetDelivery moves its pointer when skipping over the number of characters specified in Offset text entry box.

String Found Is a Fixed

Character

Count

Instructs NetDelivery to capture a specified number of characters for use in the variable.

For example, you know that the medical record number always contains nine characters. Thus, you do not need to capture any additional characters. If you enter 9 into this text entry box,

NetDelivery only captures the first nine characters.

NetDelivery Administrator Guide

HL7 Activity

Queues

Integration Module

HL7 Activity Queues

323

Table 12-4 Integration Module, Setup Location Specifier Table (continued)

Element

String Found

Stops at This

Stop String

Description

Select this radio button to cause NetDelivery to capture only those characters that precede the specified text string.

None

Date

For example, the medical records number has a variable length, and you do not want to include the carriage return character (ASCII

0x0d) that follows this number. If you enter 0x0d into this text entry box, NetDelivery captures only the characters up to the start of the carriage return.

Specifies that the captured text is not a date or time string.

Indicates that the captured text is a date string.

Report Format Enter into this text entry box the format used for specifying the date on the HCIS generated report.

Output Format Enter into this text entry box the format to be used for the date when the HL7 formatted report is generated.

Time Indicates that the captured text is a time string.

Report Format Enter into this text entry box the format used for specifying the time on the HCIS generated report.

Output Format Enter into this text entry box the format to be used for the time when the HL7 formatted report is generated.

Replace HL7 delimiter

Characters

Specifies that if an HL7 delimiter character appears in the HCIS generated report, it is replaced by another character.

The NetDelivery installation includes a set of HL7 process queues. These queues,

which can be accessed on the Activity tab (see Chapter 6 , "Activity Queues" ),

monitor reports as they are processed by a transformation template and formatted as HL7 compatible reports. By default, these queues do not display on the activity tab. It is recommended, however, that these queues be made visible by including them in the Enabled Activity Tab Queues list, for the administrator account responsible for monitoring Integration Module activity.

See "Admin Settings Dialog Box" in

Chapter 2 , "Administrators"

for information about adding queues to the Activity tab.

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324 Integration Module

HL7 Activity Queues

NetDelivery Administrator Guide

P ROCEDURES FOR C REATING & M ANAGING

T RANSFORMATION T EMPLATES

The Integration Module enables you to quickly and easily take reports generated by your HCIS and reformat them into HL7 messages (compatible with HL7 versions 2.5 and 3.0). This capability allows for interoperability between your

HCIS and any Physician’s Practice EMR that supports HL7.

Using the features accessed from the Integration Module tab you can:

• Define an unlimited number of reports and/or rules

• Monitor the processing and distribution of HL7 reports using standard

NetDelivery features

Note: It is assumed that the user has some familiarity with and understanding of the HL7 standard.

The following procedures assume the following:

• The Integration Module and the Distribution Wizard are installed, and that at least one report distribution template has been created to process reports intended for HL7.

For information about installing NetDelivery’s optional modules, see

"Licenses

Settings"

in

Chapter 3 , "System Settings"

. For information about creating report distribution templates, see

Chapter 11

,

"The Distribution Wizard" .

At least one recipient mnemonic has been created with the delivery method’s output file format set to Transformation Template.

For information about creating a recipient mnemonics delivery method, see

"Delivery Method Tab"

in

Chapter 4 , "Recipient Dictionary" .

You have logged into NetDelivery using an account that has the appropriate permissions, and have accessed the Integration Module tab.

For information about logging in to NetDelivery, see

"Accessing NetDelivery"

in

Chapter 1 , "Overview of NetDelivery" . If the account that you are using does

not have the necessary permissions to create and manage transformation templates, see the person in your organization responsible for NetDelivery.

The process of configuring a transformation template is a multi-step process. First one or more building blocks need to be defined, second, the search rules for the building block need to be formulated, finally, the transformation template needs to

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326 Procedures for Creating & Managing Transformation Templates be configured using the previously defined building blocks. These tasks are accomplished by using the features available on the Integration Module tab.

The procedures described here include the following:

Defining a Building Block

Formulating Variable Search Rules

Configuring Transformation Templates

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Procedures for Creating & Managing Transformation Templates

Defining a Building Block

327

Defining a Building

Block

Before you can configure a transformation template, one or more building blocks need to be defined. To define a building block, perform the following steps.

Step Action

1.

Click the Integration Module tab.

The Integration Module menu displays, with the Templates tab displayed.

2 Click the Blocks tab.

The Blocks tab displays.

3 Determine if you want to modify an existing building block:

If yes, go to Step 4.

• If no, go to

Step 8 .

4. Locate the building block that you want to edit:

If you can easily locate the building block in the list of building blocks, go to

Step 6.

If you cannot easily locate the building block, go to Step 5.

5. Enter into the Name field and/or the Description field and/or the String

Contains field the first few characters identifying the building block.

The list of building blocks changes to show only those building blocks with character(s) matching the character(s) entered into the fields.

Note: By entering characters in to all three fields you can further refine your search.

6. Highlight the target building block.

7. Click Edit.

The Block Settings dialog box displays.

Go to

Step 9

.

8.

Click Add.

The Block Settings dialog box displays.

9.

Enter, into the Block Name text entry box, a name for the building block.

10 Enter, into the Description text entry box, a description of the building block.

11. Enter, into the text entry box, a text string that conforms to the HL7 formatting standard.

12. Determine if you want to insert into the text string additional variables:

If yes, go to Step 13

.

• If no, go to

Step 14 .

13. Enter into the text entry box additional variable names, enclosed in pairs of double-brackets.

As each variable is entered into the text entry box, it is displayed in the

Variable Name list.

14. Highlight a variable for which you want to formulate search rules.

15 Go to "Formulating Variable Search Rules"

.

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328 Procedures for Creating & Managing Transformation Templates

Formulating Variable Search Rules

Formulating

Variable Search

Rules

Once a variable is specified on the Block Settings dialog box, rules for locating a text string with which to replace it when the HL7 formatted report is created needs to be formulated. These rules are formulated using the elements on the Setup

Location Specifier Table dialog box.

To formulate the rules for locating text strings on a report, perform the following steps.

Step Action

1.

Highlight a variable in the Variable Name list on the Block Settings dialog box.

2.

Click Edit Variable Location Specifier Table.

The Setup Location Specifier Table dialog box displays. If you are editing a previously defined variable, the Template Block Name and Variable Name fields are populated, and not editable.

3.

Did the Select Block Type dialog box display:

If yes, go to Step 4

.

• If no, go to

Step 6 .

4.

Select, from the Select the Type of Block to Create drop-down list, whether the character string that defines the message structure in the HCIS report is a single line, or wraps to more than one line.

5.

Click Continue.

The Select Block Type dialog box closes.

6. Enter, into the Description text entry box, a description of the variable.

7.

Do one of the following:

• Click Add.

• Position the cursor below the line in the Location Specifier Table where you want to rule to display, and click Insert.

• Highlight a rule, and click Edit.

The Enter Location Specifier Settings dialog box displays.

8.

Enter, into the Text String to Find text entry box, the text string for which

NetDelivery searches.

Note: This is the text string that marks the point at which the text capture begins, it is not the text to be captured.

9.

Enter, into the Number of Times to Find Text String text entry box, the number of times that NetDelivery must find the text string specified in

Step 8

before the search operation stops.

10. Select, from the Search Direction for Text String drop-down list, the direction that NetDelivery searches for the text string specified in

Step 8 .

11. Click Save.

The Enter Location Specifier Settings dialog box closes and the rule displays in the Location Specifier Table.

NetDelivery Administrator Guide

Procedures for Creating & Managing Transformation Templates

Formulating Variable Search Rules

329

Step Action

12. Determine if you need to formulate additional rules:

If yes, go to Step 2 .

• If no go to

Step 13

.

Note: You can formulate as many rules as needed to locate the desired text string. The last rule determines the start point for the text string to be captured.

13. Determine if you want to reorder the rules in the Location Specifier Table:

If yes, go to Step 14

.

• If no go to

Step 15

.

14. Highlight the rule that you want to reposition, then do one of the following:

• Click Move Item Up, to move the rule up one row.

• Click Move Item Down, to move the rule down one row.

15. Determine the number of characters to move the pointer, then do the following: a. Select, from the Offset Direction drop-down list, the direction that the pointer moves. b. Enter, into the Offset text entry box, the number of characters that the pointer moves (enter 0 if you do not want the pointer to move).

The pointer uses this position as the start point for the text capture.

16. Determine the method by which NetDelivery determines the end point for the captured text, then do one of the following:

• Select String Found Is a Fixed Character Count and enter into the

String Found Is a Fixed Character Count text entry box the number of characters that the pointer moves.

• Select String Found Stops at This Stop and enter into the String Found

Stops at This Stop text entry box the text that marks the end point of the text to be captured.

The pointer uses this position as the end point for the text capture.

17. Determine if you need to identify the captured text as date or time.

• If the text string is a date, go to

Step 18 .

If the text string is a time, go to Step 19 .

If no, select None, then go to Step 20

.

18. Select Date, then:

• Enter, into the Report Format text entry box, a text string that replicates the date format used in the HCIS generated report.

• Enter, into the Output Format text entry box, a text string that replicates the date format to be used in the generated HL7 formatted report.

Go to

Step 20 .

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330 Procedures for Creating & Managing Transformation Templates

Formulating Variable Search Rules

Step Action

19. Select Time, then:

• Enter, into the Report Format text entry box, a text string that replicates the time format used in the HCIS generated report.

• Enter, into the Output Format text entry box, a text string that replicates the time format to be used in the generated HL7 formatted report.

20. Determine if you want to replace any HL7 delimiter characters found in the source HCIS report with a neutral character:

• If yes, select the Replace HL7 Delimiter Characters check box, then go

to Step 21

.

If no, go directly to Step 21

.

21. Determine if you need to formulate another rule for the variable:

If yes, go to Step 2

.

• If no, go to

Step 22 .

22. Click Save.

The Setup Location Specifier Table dialog box closes.

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Procedures for Creating & Managing Transformation Templates

Configuring Transformation Templates

331

Configuring

Transformation

Templates

Once a set of building blocks have been defined, and their search rules formulated, you can configure transformation templates using the building blocks.

To configure transformation templates, perform the following steps.

Step Action

1.

Click the Integration Module tab.

The Integration Module menu displays, with the Templates tab displayed.

2.

Determine if you want to:

• Edit an existing transformation template, go to

Step 3.

• Copy an existing transformation template, go to

Step 3.

Configure a new transformation template, go to Step 9 .

3. Locate the transformation template that you want to edit or copy:

• If you can easily locate the transformation template in the list of

transformation template, go to Step 6.

If you cannot easily locate the building block, go to Step 4.

4. Enter into the Name field and/or the Description field a the first few characters identifying the transformation template.

The list of transformation templates changes to show only those transformation templates with character(s) matching the character(s) entered into the fields.

Note: By entering characters in to both fields you can further refine your search.

5. Highlight the target transformation template.

6. Do one of the following:

• Click Edit Template.

The Transformation Template Setting dialog box displays. Go to Step

10

.

• Click Copy Template. The following happens:

- A new transformation template is added to the list Transformation

Templates list

- The name of the new transformation template is the same as the source transformation template

- The description of the new transformation template has [Copy] appended to it

- New building blocks, which are identical with the ones associated with the source transformation template, are created and associated with the new template. The building blocks have the same names as the source building blocks, but [Copy] is appended to their description.

Go to Step 7.

7. Highlight the new transformation template.

8. Click Edit Template.

The Transformation Template Setting dialog box displays. Go to Step 10

.

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332 Procedures for Creating & Managing Transformation Templates

Configuring Transformation Templates

Step Action

9.

Click Add Template.

The Transformation Template Setting dialog box displays.

10. Enter, into the Name text entry box, a name for the transformation template.

11. Enter, into the Description text entry box, a description of the transformation template.

12. Select the desired extration method from the Text Extration Method drop-down list. The extration methods are:

• None

• Simple

• Complex [Version 1]

• Complex [Version 2]

• Complex [Version 3]

See Table 4-10

in

Chapter 4 , "Recipient Dictionary"

for a description of these methods.

13. Click Save.

The Transformation Template Setting dialog box closes, and the transformation template displays in the Transformation Template list.

14 Click Add Block.

The Add Block to Transformation Template dialog box displays.

15. Locate the building block that you want to add:

• If you can easily locate the building block in the list of building blocks, go to

Step 17

• If you cannot easily locate the building block, go to

Step 16

16. Enter into the Name field and/or the Description field and/or the String

Contains field the first few characters identifying the building block.

The list of building blocks changes to show only those building blocks with character(s) matching the character(s) entered into the fields.

Note: By entering characters in to all three fields you can further refine your search.

17 Highlight the target building block.

18. Click Add.

The Add Block to Transformation Template dialog box closes, and the building block is added to the Transformation Template Blocks list.

Go to

Step 9 .

19. Determine if you want to add or modify a building block:

If yes, go to Step 14

• If no, go to

Step 20

20. Click Edit Block.

The Block Settings dialog box displays.

See "Defining a Building Block"

for the procedure to define a building block.

NetDelivery Administrator Guide

13 D OCUMENT M ANAGER

The Document Manager is an optional module of NetDelivery that enables you to quickly and easily assemble numerous electronic files into a single combined document. That document can then be delivered, electronically, to various recipients, such as patients, hospital personnel, insurance companies, and attorneys.

Using the features accessed from the Document Manager tab you can assemble, store, and mark for distribution a combined document. If the information that you want to deliver is stored electronically, and can be converted to a print (.prn) file, it can be included in the combined document by Document Manager. These files can include correspondence (for example, Word documents), billing information, e-mail messages, insurance forms, and other information from multiple departments, along with medical records. Thus, the combined document can be a comprehensive patient record.

This chapter explains what needs to be done to enable the Document Manager functionality, it includes the following topics:

Document Manager Overview

Document Manager Setup

Document Manager Tab

Document Manager

Overview

The Document Manager is an optional module to NetDelivery that is fully integrated into NetDelivery, when installed. To install Document Manager you must enter a user name and license code, obtained from Interbit Data, into the

appropriate fields on the System Settings tab (see "Activating Licenses"

in Chapter

3 , "System Settings"

). If Document Manager is not installed:

• The Document Manager tab does not display in the collection of tabs on

NetDelivery Administrator’s main menu

Document Manager does not display as a delivery method when adding a recipient mnemonic to the Recipient Dictionary (see

"Delivery Method Tab" in

Chapter 4 , "Recipient Dictionary" ).

In addition, in order to implement Document Manger, the Distribution Wizard needs to be installed so that a report distribution template can be configured.

NetDelivery Administrator Guide

334 Document Manager

Document Manager Setup

Document Manager

Setup

The Document Manager features are used to assemble individual documents received by a recipient mnemonic that has its delivery method set to Document

Manager. This combined document can consist of any electronic document that can be processed by a printer, that is any document that has a .prn extension.

These documents can be medical reports from an HCIS system, Word files, plain text files, electronic spreadsheets, graphics (such as x-rays and MRIs), and captured web pages.

The NetDelivery Administrator needs to configure various elements so that .prn files are received by the Document Manager and made available to the person responsible for creating the combined document. The following list identifies the actions required to setup Document Manager:

• Install Document Manager.

• Create a recipient mnemonic that is used to access Document Manager. This recipient mnemonic must have:

- A password defined (see "Recipient Information Tab"

in

Chapter 4

,

"Recipient Dictionary"

)

- The delivery method as Document Manager (see "Delivery Method Tab"

in

Chapter 4 , "Recipient Dictionary" )

When you create a recipient mnemonic with Document Manager as the delivery type, NetDelivery creates this recipient mnemonic as an Administrator account, but with limited functions. The following alert displays.

Once created, this account is treated by NetDelivery in the same way as any other administrator account, and it displays the account as an entry on the

Administrators tab.

Create a report distribution template to be used to process documents sent to the Document Manager. This report distribution template must:

- Identify as the Default Recipient the recipient mnemonic that has Document

Manager specified as its delivery method (see "Specifying Recipients" in

"Procedures for Managing Report Distribution Templates" )

- Specify a Filename Template to be used by NetDelivery when processing the documents sent to Document Manager (see

"Specifying a Filename

Template"

in "Procedures for Managing Report Distribution Templates"

)

NetDelivery Administrator Guide

Document Manager

Document Manager Tab

335

• Add a Windows printer to your list of printers to which documents intended for

Document Manager are sent. The printer should have the following parameters:

- The IP address of the NetDelivery server

- LPR as the printing protocol, which uses port 515 by default

- The name of the report distribution template that has its delivery method set to Document Manager entered as the Queue Name

- HP LaserJet 4 as the model specified for this printer (if you want to use a different model, contact Interbit Data Customer Support)

After the Document Manager Administrator account has been created, it can be modified to access additional administrator functionality. One modification that you should consider making is to specify which faxes the Document Manager account can see on the Fax Agent Activity tab. When the account is created, that account can see only those combined documents that were sent to a specific fax number. If the user distributed a combined document using a recipient mnemonic with FAX to

Recipient as the delivery method, the fax does not display on the Fax Agent

Activity tab. Also, faxes sent by other users do not display. If you want all faxing activity initiated by the Document Manager administrator account, as well as all other fax activity, to display, you need to access the account’s definition from the

Administrators tab, and clear the List Submitted Faxes Only check box (see

"Admin Settings Dialog Box"

in Chapter 2 , "Administrators"

).

Document Manager

Tab

To access the documents that have been sent to Document Manager, you must log in to the administrator account that has Document Manager specified as its delivery method. NetDelivery opens with the Document Manager tab displayed. By default, Document Manager Administrator accounts have only two tabs, Document

Manager and Fax Agent Activity. If Document Manager has received documents, a list of these documents display in the Received Documents section.

Note: Administrator accounts that have access to all functionality, display the

Document Manager tab, but unless the Administrator account has

Document Manager as the delivery type, the tab does not display received documents. You must log into an account that has Document

Manager as the delivery type to view received files.

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336 Document Manager

Document Manager Tab

Figure 13-1 Document Manager Tab

Once the administrator account that has Document Manager specified its delivery method has been set up, no additional administration action is required, except for monitoring and issue resolution. For information on the creation and distribution of combined documents refer to the NetDelivery Document Manager User’s Guide.

NetDelivery Administrator Guide

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