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Chameleon Information Management Services Limited
INFOFLEX v5
DOCUMENT DEFINITION
TUTORIAL
 Chameleon Information Management Services Ltd 2015. All rights reserved.
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Doc Version
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Last revised by
Last revised date
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InfoFlex v5 Document Definition User Guide
Customer
JW
2.19
5.60.0400
JW
October 2015
2nd release
Chameleon Information Management Services Ltd
InfoFlex Document Definition User Guide
Document history
Date
Doc
version
1
1.1
2.1
2.2
Ifx version
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May 2010
July 2010
2.4
2.5
5.30.3800
5.30.3800
JW
JW
September
2010
2.6
5.40.0100
JW
September
2010
October 2010
December
2010
March 2011
2.7
5.40.0100
JW
2.8
2.9
5.40.0200
5.40.0200
JW
JW
2.10
5.40.0200
JW
February 2012
August 2012
2.11
2.12
5.40.0200
5.50.0200
JW
JW
October 2012
20/11/12
March 2013
2.12
2.13
2.14
5.50.0200
5.50.0200
5.50.0400
JW
JW
JW
March 2013
Jan 2014
2.15
2.16
5.50.0400
5.60.0100
JW
JW
May 2014
2.17
5.60.0200
JW
Dec 2014
2.18
5.60.0300
JW
October 2015
2.19
5.60.0400
JW
3/2/2004
18/8/2008
May 2009
September
2009
January 2010
December 2014
Editor
LY
JW
JW
JW
Change
Minor changes and screenshot updates for revised database
Addition of Image items
Addition of Generate Document actions, External docs, emailing docs,
|$X| sections, amendments to repeating sections
Show latest as parent, marking documents, lock historic, create new on
save, parse template, protection
Additions to notes in 18.2 and 18.4 re marking and lock historic
Note re on save actions added to section 18.3 Automatically create new
document on save.
Update to process (3)
Addition of sections 6.1 and 6.2 (moved from section 5)
Updates to calculations (14) and repeating sections (11)chapters.
Addition of queries section(12).
Renaming of some sections.
Restructuring of exercises to distinguish exercise and explanation.
Section 20 becomes section 12.3 Passing a parameter from a document
item to a query
Batch print add-in
Update to View with Word property in data view (section 10)
Updates for revised marking and other functionality (section 18)
Updated to section 15 Actions for perform actions on auto-generated
documents.
Minor updates:
Correction to template substitution syntax in 9.2
Move 9.5 mapping section to 9.2.1
Updated 11.1 exercise.
Updates to 19.2 parse file generation
Update to rules in 18.3
Correction to syntax screenshot section 17.1
Updates for 5.50.0200.
New section 12.1 mapping queries onto templates.
BCC syntax in template header
Tidying up for pdf
Addition of note about external documents
Updates for 5.50.0400
Renaming copied external documents 16
Specifying filename of documents 9.5
Restructuring of 6.1 and creation of 6.2
Proof reading changes
Updates for 5.60.0100
13.1 Handling syntax errors in template calculations
6.3 Behaviour after viewing with Word
Revision of 12 and 12.1 for queries.
13 New calculation example.
Added section 2.3 generating a document.
Improvements to emailing. Addition of 2.3.4, updates to section 10, 17.
Updates for 5.60.0300
External docs – print word and rtf. / New Replace option.
|$P| sections 17.1 and 20.
Re-usable values in calculations 13.1
Document xmal files to save in UTF-8 format 9.5.
Update to template syntax for AND and OR in calculations 13.1
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CONTENTS
1
Introduction .................................................................................................. 4
1.1 Summary of functionality ..................................................................... 4
2
Navigation ..................................................................................................... 5
2.1 Document definition ............................................................................. 6
2.2 Document view definition................................................................... 12
2.3 Generating a document ....................................................................... 13
2.3.1 Printing documents .................................................................... 13
2.3.2 Editing documents ..................................................................... 14
2.3.3 Behaviour of the document when viewed with Word ............... 14
2.3.4 Emailing documents .................................................................. 16
2.4 Document properties ........................................................................... 18
2.4.1 Show only most recent documents ............................................ 18
2.4.2 Prevent historical document from being edited ......................... 19
2.4.3 Create new document on saving ................................................ 19
2.4.4 Marking documents ................................................................... 20
2.4.5 Document protection ................................................................. 21
3
Process ......................................................................................................... 22
4
Planning ....................................................................................................... 23
4.1 Items .................................................................................................... 23
4.2 Repeat events ...................................................................................... 23
4.3 Planning .............................................................................................. 23
5
Creating a template .................................................................................... 24
5.1 Template syntax .................................................................................. 24
5.2 Layout and formatting......................................................................... 25
5.3 Exercise ............................................................................................... 26
6
Creating the document definition in InfoFlex ......................................... 27
6.1 Document properties ........................................................................... 29
6.2 Editing the template on the Preview tab ............................................. 31
6.2.1 Saving template changes in InfoFlex ........................................ 32
7
Simple mapping .......................................................................................... 33
7.1 Item mapping ...................................................................................... 33
7.2 Formatting ........................................................................................... 35
7.3 Remapping and unlinking ................................................................... 37
7.4 Deleting ............................................................................................... 37
7.5 Saving the mapping............................................................................. 37
8
Previewing the document ........................................................................... 38
9
Template Syntax ......................................................................................... 40
9.1 Conditional paragraphs - section markers........................................... 40
9.2 Text substitution.................................................................................. 41
9.2.1 Mapping ..................................................................................... 42
9.2.2 Other functions within |$X| sections ......................................... 43
9.2.3 Alternative methods of substituting text.................................... 43
9.3 Free text .............................................................................................. 43
9.4 System date ......................................................................................... 43
9.5 Syntax for specifying the filename of the generated document .......... 44
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10
Adding the document to a data view ........................................................ 46
11
Repeating sections ...................................................................................... 49
11.1 Exercise ............................................................................................... 52
11.2 Row Count .......................................................................................... 53
12
Using Queries in documents ...................................................................... 54
12.1 Mapping queries onto templates ......................................................... 55
12.2 Context ................................................................................................ 56
12.3 Exercise ............................................................................................... 58
12.4 Passing a parameter from a document item to a query ....................... 59
13
Calculations in templates ........................................................................... 61
13.1 Re-usable calculated values ................................................................ 62
13.2 Handling syntax errors ........................................................................ 62
14
Images in Documents ................................................................................. 63
15
Automatically Generating Documents ..................................................... 65
16
External Documents ................................................................................... 67
16.1 External documents in Data Entry ...................................................... 70
17
E-mailing Documents ................................................................................. 71
17.1 Template settings ................................................................................ 72
18
Additional Document view properties ...................................................... 74
18.1 Show only most recent document in subject overview tree
(Viewing mode) ............................................................................................ 74
18.2 Preventing historical documents from being edited (Lock Historic
Documents) .................................................................................................. 76
18.3 Automatically create new document on save...................................... 77
18.4 Marking documents ............................................................................ 78
18.5 Using Marking with Create New on Save .......................................... 82
19
Save document parse details to avoid re-parsing templates when
generating .................................................................................................... 83
19.1 Overview ............................................................................................. 83
19.2 Creating a parse file ............................................................................ 83
19.3 Parse file versions ............................................................................... 84
19.4 Generating documents ........................................................................ 84
20
Glossary of template syntax....................................................................... 85
21
Batch Print Add-In ..................................................................................... 86
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InfoFlex Document Definition User Guide
INTRODUCTION
The document definition functions in InfoFlex enable you to write letters or other documents
which have a standard structure, format or layout and text and which make use of the
information stored in your InfoFlex database.
Examples of documents include:

GP letters concerning a patient’s visit and giving details of findings and actions taken,

Patient summaries that may be used for multi-disciplinary meetings or as part of the
patient’s notes.
1.1
Summary of functionality

Any data items from the InfoFlex database can be used in a document, as long as rules
about event relationships are adhered to.

In the case of coded and dictionary items, you can choose whether to use the just the
code, just the meaning, or both code and meaning, or to substitute the code with a more
descriptive sentence or paragraph.

In the case of date and value items, you can specify the format of the date or value.

In the case of any text used, you can specify its case.

You can carry out calculations within the document

Conditional paragraphs: you can choose to remove a whole section of text if there is no
data in the InfoFlex item being used in that section.

You can include sections of repeating data from a series of repeat events.

Free text: You can specify the position of the cursor when the letter generates in case
there is further free text to be entered.

You can use the system date on the letter.

InfoFlex document definition contains full text editing functionality so that templates can
be edited from InfoFlex.
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InfoFlex Document Definition User Guide
NAVIGATION
Log into the CIMS General training database.
The Username is training and the Password is training.
Go to the Design Management module.
Ensure that the Show Document definitions function is switched on.
Display the Clinical Domain and Clinical Data view.
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2.1
InfoFlex Document Definition User Guide
Document definition
In the Clinical Domain, double click the Patient Summary to display the document definition.
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A series of tabs contains the properties of the document.
Flashing exclamation
mark indicates this
document has been
generated in data entry.
As in other definition windows in design management, a flashing exclamation mark indicates
that data has been entered in this definition. For documents this means that this document has
been generated for some patients.
Go to the Items tab.
The item tab shows which items in the design are mapped into the template.
Maximise the window.
The window is laid out as follows:
Displays the
template.
Tree displays
the items in
the design.
Lists the document
items that are to be
mapped to items in
the design.
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Ordering columns
You can order any of the columns in the grid, including the column containing the sequential
numbers, by clicking on the column heading. An up or down arrow next to the column heading
indicates whether that column is sort ascending or descending.
Sizing the window
You can increase/decrease the size of the item grid compared to the size of the template display,
by dragging the divider up or down.
You can also increase/decrease the width of the item column compared to the template /item
grid, by dragging the divider left or right.
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Synchronising document items and data items
Selecting an item on the template or in the grid will automatically highlight the corresponding
items in the template, grid or tree.
Using the keyboard to navigate through the grid
Use the up and down arrows to move through the cells.
Use enter or F2 to edit a cell.
Use up and down arrows to move through codes lists within a cell.
Use enter to accept changes made to a cell.
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Go to the Preview tab.
The Preview tab allows you to test the document and ensure that the data is being brought back
correctly.
The Preview tab also allows you to edit the template, using a full set of text editing tools.
Press the Preview button.
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A Preview Details window is displayed.
Enter the patient number 123456 in the Subject Id box, and select the Clinical Data View then
press OK.
The document is generated with the details of the patient 123456.
Close the Generated Document window and close the Edit Document Definition window.
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2.2
InfoFlex Document Definition User Guide
Document view definition
Documents behave in the same way as events, in that in order for a document to be available to
a data entry user, it must exist in the data view. A limited number of properties, relating only to
how the document is viewed, are available in the data view.
A document is known as a document view when it exists in a data view.
Double click the Patient Summary in the Clinical Data view.
A more limited number of tabs are available, containing only those properties that relate to how
the document is viewed.
As with other definitions, there is an Edit Document Definition button that links to the
document definition in the domain.
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2.3
InfoFlex Document Definition User Guide
Generating a document
Adding a document is like adding a new event to a patient. Ensure that you first highlight the
parent event in the subject overview, then in the Data View Design double click the document
you wish to attach.
The generated document is displayed on the screen.
Editing
toolbar
Documents
toolbar
Once you have generated a document, you need to save it, even if you do not edit it in any way.
If you do not save it, the document will not remain on the patient’s subject overview.
Press the Save
button or F5 to save the document.
Once you save the letter, it will be displayed on the subject overview with the date of
generation alongside the document name.
2.3.1 Printing documents
To print the document, press the Print/Fax document button on
the Documents toolbar to the right of the document.
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2.3.2 Editing documents
You can type into straight into the document, or use any of the standard editing functions on the
document toolbar. The ability to edit needs to be enabled in the document view definition (see
section 10).
If you wish to edit the document using Word, press the Open with Word
button on the Documents toolbar to the right of the document.
2.3.3 Behaviour of the document when viewed with Word
There is a database-wide system policy that controls how the document behaves when it has
been viewed or edited with Word.
Default behaviour
When a document has been viewed or edited with Word, a message box is shown on returning
to InfoFlex. The message controls whether any changes made in Word should be applied to the
InfoFlex document. Even if the changes have been saved in Word, the user needs to decide
whether to apply them to the InfoFlex document. Once the user has handled the message the
user then needs to save the document, or choose not to save the changes by moving away from
the document and choosing not to save.
If the document is editable, this message is displayed:
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If the document is not editable, this message is displayed:
“Auto-save documents after Word” system policy
This system policy can be set in User Management. When this policy is enabled, it removes the
need to save the document in InfoFlex when it has already been saved in Word and reduces the
number of keystrokes required after viewing or editing a document with Word. When switched
on, the policy applies to all documents across the database. The policy is switched off by
default.
When the policy is enabled, when a document has been viewed or edited with Word, the
message box shown when returning to InfoFlex will always show just an OK button. This will
happen whether the document is read only or editable.
On return to InfoFlex, whether the document was saved in Word or was not changed, no further
prompts are shown. If the document has been changed in Word, changes are brought into
InfoFlex automatically and the InfoFlex document is saved automatically.
If the document has unsaved changes made in InfoFlex and is then viewed with Word:

If changes are made and saved in Word, the document and event will be autosaved with
no prompts, and the previous changes will also be included in this save.

If changes are made in Word and not saved, or no changes made, the document will
remain unsaved in InfoFlex and the user will need to save or be prompted on navigating
away from the document.
See the InfoFlex User Management User Guide for details of how to switch the policy on and
off. See also the InfoFlex Data Entry User Guide.
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2.3.4 Emailing documents
To email the document, press the Email document button on the Documents
toolbar to the right of the document.
Note that by default, all documents can be emailed. The ability to email
individual documents (and configuration of the behaviour) is switched on and
off in the document view definition. (See section 17).
The dialog for the email system that has been configured will be displayed. If
the InfoFlex Email addin is installed the Mail Compose form is displayed:
The document may be sent as an attachment, or as plain text in the body of the email. It is also
possible for the recipients and Subject and body text to be filled in automatically. These options are
configured in Design Management.
The Send button is enabled once an email address is entered in the 'To:' field.
The first time the user presses the Send button (unless the Use Fixed Credentials option is in
use) the user is prompted for their Username and Password.
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The user needs to verify the password to ensure it is correctly typed. This is to avoid the user
being locked out of their email system because they entered the wrong password. They can
also enter their Full Name which will be used in the email headers. When the user presses OK
the email is sent. If the OK button is not enabled then the user should retype the passwords to
ensure that they match.
The user will not be prompted again for their Username and Password while they are still in the
same InfoFlex session. InfoFlex stores the Username and Full Name that is associated with an
InfoFlex user, but not the password, for security reasons. The next time the user logs into
InfoFlex and emails a document, the Email username and Full Name will automatically be
filled in with the same names as in the previous session and the user will be required to type in
their password. Different login details can be used if necessary.
If the Send a copy to me box is ticked on the Mail Compose form, then a blind copy of the email
is sent to the user's NHSmail account.
Please see the InfoFlex Email Addin User Guide for full details of configuring and using the
InfoFlex Email Add-In.
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2.4
InfoFlex Document Definition User Guide
Document properties
Properties can be set in design management which alter the behaviour of documents. The data
entry user cannot switch these settings on or off, but the behaviour of documents in the subject
overview will vary according to the settings that have been made. These are described below.
2.4.1
Show only most recent documents
If the document is set to Show latest as parent, then initially only the latest document is
displayed in the tree. If there are any other instances of the document a plus symbol is
displayed.
Click the + to show the historical instances of the document.
The documents attached to the parent are shown in either ascending or descending order
according to the Sort Order that has been set for the subject overview.
When a new document is generated and historical instances exist, the tree is collapsed and
before the new document is saved it is shown in the tree at the same level as the parent
document.
On saving, the new document becomes the parent document and all previous versions are
attached to it.
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If the document is set to Show all, then all instances of the document will always display in the
Subject Overview tree as normal.
2.4.2
Prevent historical document from being edited
A Lock historic documents option can be set. This prevents all but the latest instance of the
document being edited.
2.4.3
Create new document on saving
A Create new on save option can be set. If it is set, then every time a document is edited then
saved a new document is created from the current document. Any changes made in the current
document are saved in the new document and not in the current document. In this way a history
of changes to the document is created.
New documents are displayed in the subject overview in accordance with the properties that
have been set for the document.
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2.4.4
InfoFlex Document Definition User Guide
Marking documents
It is possible for a document to be “Marked” (eg as a final version of the document).
When marking is switched on, a check box is displayed in the Document toolbar. A tooltip
indicates what the mark means.
A checkbox is
displayed if marking is
switched on.
Tooltip indicates what
the mark represents.
To mark a document, click in the check box. To clear a mark, click in the check box again.
(Note that settings in design management control whether the user can clear a mark).
If you mark or clear a mark, the document will need to be saved.
If you mark a document and the Create new on save function is switched on, a new instance
of the document will be created.
The tooltip indicates what the mark represents.
Documents that have been marked are indicated with a red tick in the subject overview.
This document
is marked
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Users can be required to enter their password to mark or clear a mark.
If Marking requires password is switched on, the document will need to be saved after the
password has been entered.
Note that a document can be marked if the document is allowed to be edited, but a document
cannot be marked if the Lock Historic property is set.
2.4.5
Document protection
Document protection settings can be made so that the user is prevented from doing any or all of
the following: create the document, modify the document, delete the document.
When the document cannot be created, it is disabled in the design tree.
This document can
not be created.
When the document cannot be modified, the title bar of the letter shows that it is Protected.
This indicates that
the document can
not be modified.
When the document cannot be deleted, a prompt message is displayed if you try to delete it.
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InfoFlex Document Definition User Guide
PROCESS
The process of creating a document is as follows:

Planning
Draft the structure of you letter and ensure that the data you wish to use is being
collected.

Creating a template
Create a document using Word and add your template text to it, including the document
items that will be substituted by data from the domain.

Creating a document in the InfoFlex domain.
Create a document definition in InfoFlex.

Mapping the template
Map the document items on the template to items from the InfoFlex design.

Previewing the template
Test the template to ensure that data is being substituted correctly.

Adding the document to a data view
Once you are happy with your document, enable it for use in data entry by adding it to a
data view.
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4.1
InfoFlex Document Definition User Guide
PLANNING
Items
It is important to plan the structure of your document, and to ensure that all the data to be
included in the document is being collected in InfoFlex. For example, if the addressee is taken
from a dictionary, you may wish to include a salutation item in the dictionary, or if the
signatory is taken from a dictionary, you may wish to include a letter ending or letter reference
in the dictionary.
You can map any items from the domain into the document, even if those items are not present
in the data view to which the document will be attached. This allows users who may not have
the rights to edit certain items to generate documents that contain those items.
4.2
Repeat events
You should also choose which event to attach your document to carefully, especially where
repeat events exist at several levels in the design. It is normally straightforward if items are
taken from parent events that are repeat. However care should be taken if items are used from
repeat events at the same level as the document, and in this case repeating sections should
normally be used.
4.3
Planning
Begin by drafting out the structure of your document.
In the example below, text in Italics would be replaced by information from InfoFlex.
Date
GP’s name
GP’s address
etc
Dear GP name
Patient’s name came to my clinic on date.
Description of symptoms.
Description of findings.
Description of actions to be taken.
Yours sincerely
Clinician’s Name
Clinician’s Title
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InfoFlex Document Definition User Guide
CREATING A TEMPLATE
InfoFlex uses Rich Text Format documents as letter templates. You should create and save the
document template before you start to create the document in InfoFlex. Usually the template
should be saved as type Rich Text Format (.rtf). There are certain circumstances when the
template needs to be in Word format for instance when multiple page sizes are required.
The template should be saved in the template path for the specialty you are working in. This is
normally on a server and the path would be eg
\\servername\Infoflex v5\User groups\specialty\template\live\templatename.rtf
Once you have created the template in Word, you can use the text editing functionality in
InfoFlex to update and correct any errors in your template.
When you have finished creating your template, ensure that you save and close the template.
The template will not display in InfoFlex if it is still open in Word.
5.1
Template syntax
Any text on the template which will be replaced by data from the InfoFlex database, is known
as a document item. Document items are indicated by delimiters at the beginning and end of
the text to be replaced. You can choose the delimiter, however the recommended default is the
double chevron.
Eg: <<PatSurname>>
The text of the document item can be any text – it does not have to match the name of the item
in the InfoFlex database. However, it is useful if the text incorporates an abbreviation of the
item name, to help remind you when you are mapping the items.
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If the same data item is to be used more than once in the template, the text of the document item
can be the same for each occurrence of the item on the template.
For example, if the GP name is used in the address and in the salutation, the document items
can be the same:
Dr <<GP Name>>
<<GP Address 1>>
<<GP Address 2>>
<<GP Address 3>>
<<GP Address 4>>
<<Postcode>>
Dear Dr <<GP Name>>
System date
The PC’s system date can be used in documents. See section 9.4 for details.
5.2
Layout and formatting
We recommend that tables with hidden gridlines are used to ensure that text lines up correctly.
Bold and Italics used to format any text or document item on the template will be reflected on
the generated document.
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5.3
InfoFlex Document Definition User Guide
Exercise
Create a new document in Word. Save it with the name Referral letter.rtf in the folder
c:\infoflex v5\template\training\.
Add the following text (including formatting) to the template:
Dr <<GP Name>>
<<GP Address 1>>
<<GP Address 2>>
<<GP Address 3>>
<<GP Address 4>>
<<Postcode>>
Dear Dr <<GP Surname>>
<<Patient forename>> <<Patient surname>> <<DOB>>
<<Forename>> <<Surname>> was seen on <<date>> at <<location>>.
The patient reported symptoms of <<symptoms>> for a period of <<duration>>.
My initial diagnosis is <<diagnosis>>.
Yours sincerely
<<init>> <<consultant>>
Consultant in Charge
Close Word. You will not be able to display the template in InfoFlex if it is left open in Word.
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InfoFlex Document Definition User Guide
CREATING THE DOCUMENT DEFINITION IN INFOFLEX
In the InfoFlex training database, go to the Design Management module.
Ensure that the Show Document definitions function is switched on.
You will not be able to create a new document unless Show Document definitions is switched
on.
Display the Clinical Domain.
Right click the Referral event and choose New document.
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A Create new definition window is displayed.
The Details section of the window describes what is being created.
The Properties section of the window displays some of the properties from the General tab of
the document definition.
Give the document a name of Referral letter. Set other properties if you wish. Click Edit to
edit the document.
Once you have clicked Edit, the document definition is created and saved in the tree, and the
Edit Document Definition window is displayed.
The properties of the document are configured on a series of tabs. Full details of each property
are listed below in section 6.1. As a minimum you should go to the Advanced tab and set the
Save in Directory and then go to the Template tab and select the Template.
To continue with the guided exercise, go to the Template tab and in the Template field
navigate to c:\infoflex v5\template\training\Referral letter.rtf.
Go to the Advanced tab and set the Save in Directory to c:\infoflex v5\letters\training.
Click Save or press F5 to save the setting you have made so far.
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InfoFlex Document Definition User Guide
Document properties
In addition to the properties listed below it is possible to change the filename of the generated
documents. This is done using syntax on the template itself. See below section 9.5.
General tab
Property
Name
Description
Archived
Repeat
What to fill in
Any free text
Any free text
Yes / No
Yes / No
Study
Document Type
Select a study
Internal / External
Explanation
A name of your choosing
A description for reference purposes
Yes means it is hidden in data entry
Yes means it can occur more than once for
the same event.
The study the document will belong to
External allows a pre-existing external
document to be attached to the Subject
Overview.
Defaults and Requirements
Optional
Default is no
Default is no
Default is generic
Default is Internal
Printer tab
Property
Default Printer
What to fill in
Select a printer
Copies
Any number
Orientation
Portrait or Landscape
Explanation
The printer that the document will be
printed on
The number of copies that will be
printed
The orientation of the paper
Defaults and Requirements
Leave blank to use the
default printer on the PC
Default is 0
Default is portrait
Advanced tab
Property
What to fill in
Explanation
Defaults and
Requirements
Document Abbreviation
Save in Directory
Any free text
Select a
directory
The directory where letters generated
in data entry will be stored
Replace existing document
Yes / No
The directory must exist.
If it does not exist, it will
not be automatically
created and letters will not
be saved.
Only relevant for nonrepeat letters.
Default is no
Allow editing
Yes / No
Auto-generate
Yes / No
Print on generating
Yes / No
View before printing
Yes / No
View with MS word
Yes / No
Yes means that if a document of this
type already exists, it will be replaced
if another one is generated. If set to
no, you will need to delete the letter
before re-creating it.
Yes means the adding or editing of
text will be allowed.
No longer used. You should define a
Generate document action on the
parent event instead.
Yes means the document will
automatically be printed as it is
generated
Yes means the document will be
displayed before it is printing, if the
above option is set.
Yes means Word will automatically
be opened when the letter is
generated.
Default is no
Default is no
Default is no
Default is no
Default is no
/ continued
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Generated document format
RTF /
Word /
HTML /
Plain text
InfoFlex Document Definition User Guide
Changes the format of the generated
document. The generated document
will still have a .doc extension. If
necessary the extension can be
changed using special syntax in the
template (see section 9.5).
Default is RTF
The template does not have to be in
the same format as the generated
document. Eg you could have an RTF
template that generates a plain text or
html document. However care needs
to be taken not to include features in
the template that are incompatible
with plain text or html.
Set to Word to enable image
compression and reduce the size of
generated documents where there are
images.
If set to Zero, then the default (50) is
used. 100 = best quality.
Image Compression Quality
Value 1 – 100
Image Max Resolution
Value (dpi)
Dots per inch, default is 300dpi
(average printer resolution)
Allow marking
Yes / No
Allow mark to be cleared
Yes / No
Marking requires password
Yes / No
Mark tooltip text
Free text
Enables a check box in data entry
which allows the user to mark an
instance of the document. If set to
yes, the following three fields need to
be set. Must also be switched on in
the data view.
Yes means a mark can be cleared.
No means a mark cannot be cleared.
Yes means marking or clearing
requires the user’s password
The meaning of the mark. Displayed
as a tooltip in Data Entry.
Only enabled if Generated
document format = Word
Default is 50
Only enabled if Generated
document format = Word
Default is 300
Default is no.
Only enabled if Allow
marking = Yes
Only enabled if Allow
marking = Yes
Only enabled if Allow
marking = Yes
Template tab
Property
What to fill in
Explanation
Template
Template path and name
Left delimiter
Leave as default
Right delimiter
Insertion marker
Leave as default
Leave as default
Substitution marker
Leave as default
Select a template that you have
already created using Word
Indicates the start of a document
item (text that will be replaced with
data from InfoFlex).
Indicates the end of a document item.
Indicates the position that the cursor
will occupy on generating the letter
Within a document item, indicates
where an InfoFlex code is to be
replaced with other text.
Section marker
Leave as default
Defaults and
Requirements
Default is <<
Default is >>
Default is #####
Default is ::
Default is |
On the Template tab you should only edit the Template property. Do not change any of the
other properties on the Template tab. For the sake of consistency, the default settings for these
template markers should always be used.
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6.2
InfoFlex Document Definition User Guide
Editing the template on the Preview tab
Templates can be edited on the Preview tab.
It is advisable to maximise the window so that you can see the contents of the screen more
easily.
If the template does not display on the Preview tab, check that the template exists in the
template path you have specified, and is named correctly. Ensure that you have closed the
template in Word.
The Preview tab contains standard text editing and formatting tools, including tables and tabs:
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6.2.1 Saving template changes in InfoFlex
After making changes to the template on the Preview tab, press the Save Template button on
the toolbar in order to save the changes in the Word document.
Save Template changes
Note that the Save Template button only saves template changes. Any changes to the InfoFlex
Document Definition should additionally be saved using the standard Save button or F5.
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7
7.1
InfoFlex Document Definition User Guide
SIMPLE MAPPING
Item mapping
Go to the Items tab.
The template is displayed in the top right of the window.
The column on the left displays all the data items in the domain that are available to be mapped
to the template.
Press the insert items button.
Each document item on the template will be dropped into a table below the template.
If the same data item is used more than once in the template and the text of the document item
within the chevrons is the same for each occurrence of the item (see 5.1 above), the item will
only appear once in the table.
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If you select a document item in the template, the highlight in the grid moves to the
corresponding item. Similarly, if you click a document item in the grid, the highlight in the
template moves to the corresponding document item in the template.
In the column to the left of the window, expand the tree to display the data items in the domain.
The tree displays all of the events and items
that exist in the domain. You can therefore
map any item from the domain into your
document.
However, care should be taken when
mapping items from repeat events at the
same level as the document. It is best to use
repeating sections so that you are sure that
the item from the correct occurrence of the
event is used in the generated document.
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Drag the GP code item from the tree onto the GP Name item in the grid.
The symbol next to the mouse changes from a no entry symbol to a plus symbol when you are
allowed to link the item.
Drag and drop
Once you have linked the item, the name of the InfoFlex data item is displayed in the Data Item
column in the grid.
7.2
Formatting
Once you have linked a document item to a data item, you can set the Format, Case and
Options. The properties you can set vary according to the type of data item you have mapped.
Note that the formats of the items on the template do not have to match the format of the data
items in the domain.
The table below indicates what to enter in each of the format, case and options fields.
Type of item
Coded
Date
Dictionary
Value
Text
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Format
Automatically completed
on saving the mapping.
Type in a format
eg dd/mm/yyyy
Automatically completed
on saving the mapping.
Type in a format eg 0.00
Note that any units will
always be displayed in
the document.
N/a
Case
Dropdown list – select Upper,
Lower or Proper (initial caps)
N/a
Options
Dropdown list – select Code,
Meaning, Both Code and Meaning.
N/a
Dropdown list – select Upper,
Lower or Proper (initial caps)
N/a
Dropdown list – select Code,
Meaning, Both Code and Meaning.
N/a
Dropdown list – select Upper,
Lower or Proper (initial caps)
N/a
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Set the Case for the GP Name document item to Proper.
Set the Options for the GP Name document item to Meaning.
Note that after making an entry in one of the format columns, you should press return or click
out of the field in order for the change to be recognised. The entry you have made can then be
saved.
In the item tree, highlight the GP Address1 item. In the grid, right click the GPAddress1
document item then select Link Item.
Map the remaining items and set their properties as follows:
Patient
Registration
event.
Referral
event
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7.3
InfoFlex Document Definition User Guide
Remapping and unlinking
Note that to remap an item to a different item, you can simply drag another item from the tree
onto the document item in the grid. The new data item will replace the existing data item.
Alternatively, you can right click the document item in the grid and choose unlink, and then
remap the item.
7.4
Deleting
To completely remove an item from the list of document items (for example if you have
removed that document item from the template), right click the item and choose Delete Item.
7.5
Saving the mapping
Click Save to save the mapping. Note that before you save you must click out of a field first in
order for the entry made in it to be recognised.
On saving, each document item is given a number.
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8
InfoFlex Document Definition User Guide
PREVIEWING THE DOCUMENT
Once you have created and mapped the template, you can run a preview to check how the
template is working.
Before running a preview, you should ensure that you have entered data in the data items used
in the template for a particular patient. You will need to know the primary key of the patient
when you run the preview.
Go to the Preview tab.
Press the green right-arrow Preview button.
On pressing the Preview button, a Preview Details message is displayed. Enter the number
123456, select the Clinical Data View then click OK.
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The document will be generated in a new Generated document window.
Maximise the window to see the document fully.
You will see that all of the document items have been substituted with the data from InfoFlex.
Close the window to return to the Preview tab.
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9
9.1
InfoFlex Document Definition User Guide
TEMPLATE SYNTAX
Conditional paragraphs - section markers
Conditional paragraphs are sections of text, which only print if there is data in the document
item that exists within the specified section. If no data exists in the document item that is
positioned within section markers, none of the text between the section markers will appear on
the generated document.
The format for conditional paragraphs is as follows:
|$S|Text text text <<data>> text text.|$ES|
This functionality can be used within addresses to suppress address lines that may be empty, or
can be used to suppress a whole paragraph of text if no data is entered in the items used.
Exercise
Go to the Preview tab.
Make the following changes and additions to the template:
Add section markers to each line in the GP address.
|$S|Dr <<GP Name>>
|$ES||$S|<<GP Address 1>>
|$ES||$S|<<GP Address 2>>
|$ES||$S|<<GP Address 3>>
|$ES||$S|<<GP Address 4>>
|$ES||$S|<<Postcode>>
|$ES|
Add the text indicated in bold below to the document:
The patient reported symptoms of <<symptoms>> for a period of <<duration>>.
|$S|There were also symptoms of <<other symptoms>>.
|$ES|My initial diagnosis is <<diagnosis>>.
If no data exists in the item to which <<other symptoms>> is mapped, then none of the text
between the substitution markers will appear in the generated document.
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9.2
InfoFlex Document Definition User Guide
Text substitution
Where coded items are used, a sentence or paragraph can be printed instead of the code or
meaning entered in the item.
The standard format for text substitution on a template is:
|$X|<<ItemName>>::Match1::Substitute1::Match2::Substitute2::*::Default Text|$EX|
When mapping a text substitution item, you should always select code in the Options column.
Note that the substitutions listed on the template do not need to include every code in the code
list. When generating the document, if a code that is not listed in the substitutions on the
template exists in the item, nothing will be printed for that item on the generated document.
However, * can be used to represent “everything else” and null can be used to represent “no
data entered”.
Examples:
1) In the example below, ::*::They indicates that They should be substituted if the gender field
contains anything other than 0 or 1:
|$X|<<gender>>::0::He::1::She::*::They|$EX|
2) In the example below, ::::They indicates that They should be substituted if there is nothing
in the gender field:
|$X|<<gender>>::0::He::1::She::::They|$EX|
Exercise
1
Change the line:
The patient reported symptoms of <<symptoms>> for a period of <<duration>>.
to
|$X|<<Gender>>::0::He::1::She::*::They|$EX| reported symptoms of <<symptoms>> for a period of
<<duration>>.
The <<Gender>> document item will be mapped to the Gender data item. The document will
print He where a code of 0 exists in the gender item, and print She where a code of 1 exists in
the gender item, and print They where anything else exists in the gender item.
2
Add the following text above Yours sincerely:
I have referred the patient |$X|<<surgery>>::1::for surgery::0::|$EX| |$X|<<drug>>::1::for drug
therapy::0::|$EX| |$X|<<radio>>::1::for radio therapy::0::|$EX| |$X|<<chemo>>::1::for
chemotherapy::0::|$EX|.
Each document item will be mapped to a different coded item in the database.
If code 1 exists in the <<surgery>> data item then for surgery will appear on the generated
document. If code 0 exists in the <<surgery>> data item, then no text will appear on the
generated document. Each subsequent item will behave similarly.
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9.2.1 Mapping
Go to the Items tab.
Press the Insert items button to add the new items on the template to the grid.
The new items are added at the bottom of the grid and are initially displayed without a
sequential number. The items will be allocated a number once they are mapped and saved.
I have referred the patient <<surgery::1::for surgery::0::::>> <<drug::1::for drug
therapy::0::::>> <<radio::1::for radio therapy::0::::>> <<chemo::1::for
chemotherapy::0::::>>.
Map the new items and set their properties as follows:
Referral
event
Note that where text substitution is concerned there is no need to set the case since the text to be
substituted exists in the template and will be printed in that format. If you do set the case when
you are mapping the items, the case that you set will over-ride whatever case has been used on
the template.
Save the mapping then go to the Preview tab and run a preview of the document, for patient
123456.
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9.2.2 Other functions within |$X| sections
|$X| substitutions can also include formatting, such as bold, colour etc. |$X| substitutions can
also including other sections, such as repeating sections and further substitution sections. The
substitution text can even contain a table with a repeating section.
9.2.3 Alternative methods of substituting text
Text can also be substituted without using |$X| sections. The format is as shown below, with all
the text substitutions being contained within the document item chevrons:
<<DocumentItem::code::text to substitute::code::text to substitute::code::text to substitute::>>
For example:
<<Gender::0::He::1::She::>> reported symptoms of <<symptoms>> for a period of
<<duration>>.
In this example, the <<Gender>> document item will be mapped to the Gender data item. The
document will print He where a code of 0 exists in the gender item, and print She where a code
of 1 exists in the gender item.
9.3
Free text
When the document is generated in data entry, you can choose to specify where the cursor will
appear if there is free text to be added to the document.
##### should be included in the template in the position you wish the cursor to occupy.
Exercise
Add ##### above Yours sincerely.
9.4
System date
The system date can be included in the document.
The standard format is
<<$SYSTEM_DATE, dd/mm/yyyy>>
You can choose the format of the date as follows:
Format
dd/mm/yyyy
dd mmm yyyy
dd mmmm yyyy
Output
15/01/2000
15 Jan 2000
15 January 2000
Exercise
Add <<$SYSTEM_DATE, dd/mm/yyyy>> to the top of the template.
Click Save to save the changes to the template.
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9.5
InfoFlex Document Definition User Guide
Syntax for specifying the filename of the generated document
Documents generated by InfoFlex are given a default filename that is unique. However it is
possible to change the filename using special $FILENAME syntax in the template. You can add
a prefix or suffix to the default filename. You can include special items, data or text in the
filename, change the file extension or you can change the filename completely. You can also
specify that the document should be saved in a subfolder of the document’s Save in Directory.
You can also use the $FILENAME syntax to print the filename in the document.
If the special $FILENAME syntax is used to change the filename, the user must take care to
ensure that the resulting document name is unique in the folder in which it is saved to avoid two
documents being generated with the same name. Also care must be taken to prevent documents
being generated with an invalid filename that cannot be saved.
The options are as follows:
To add text before the default filename
<<$FILENAME PREFIX=value>>
To add text after the default filename or
change the file extension from .doc
<<$FILENAME APPEND=value>>
To add text before and after the default
filename
<<$FILENAME PREFIX=value,
APPEND=value>>
To set the filename completely
<<$FILENAME=value>>
To specify a sub-directory
<<$FILENAME PREFIX=value\>>
This sub-directory needs to exist and it must
be a sub-directory of the Save in Path
specified in the document definition.
To insert the filename into the document
<<$FILENAME>>
Value can be a document item, or text or other standard template features such as $PARAMETER
or $NOW. If you wish there to be a space between the prefix or suffix and the rest of the
filename, include the space in the value and put double quotes round the whole value.
Examples
1) Example using a prefix of the current date/time:
<<$FILENAME PREFIX="Report <<$NOW FORMAT=YYYYMMDD HHNNSS>> ">>
=> C:\InfoFlex\Letters\Report 20120911 102530 M1L3 -9999 123.DOC
2) Example using a prefix of a report’s prompt parameter:
<<$FILENAME PREFIX="Report <<$PARAMETER startdate,FORMAT=YYMMDD>> ">>
=> C:\InfoFlex\Letters\Report 120401 M1L3 -9999 123.DOC
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3) Example using a suffix of the current date/time:
<<$FILENAME APPEND=" <<$NOW FORMAT=YYYYMMDD HHNNSS>>">>
=> C:\InfoFlex\Letters\123456 M9E1L1 3 68 120911 102530.DOC
4) Example using a text suffix which will be the same for all the generated documents:
<<$FILENAME APPEND=" For Export">>
=> C:\InfoFlex\Letters\M1L3 -9999 123 For Export.DOC
5) Example putting the document into a sub directory:
<<$FILENAME PREFIX=Export Folder\>>
=> C:\InfoFlex\Letters\Export Folder\123456 M9E1L1 3 68.DOC
6) Example using a prefix of the patient’s consultant name. The consultant is a document item
and should be mapped on the Items tab in the usual way:
<<$FILENAME PREFIX="<<Consultant>> ">>
=> C:\InfoFlex\Letters\JSMITH M1L3 -9999 123.DOC
7) Example using a prefix and a suffix and changing the file exension:
<<$FILENAME PREFIX="<<Consultant>> ", APPEND=" <<$NOW FORMAT=YYYYMMDD
HHNNSS>>.XML">>
=> C:\InfoFlex\Letters\JSMITH M1L3 -9999 123 20120911 102530.XML
Further Notes:

The default filename ensures uniqueness for the generated document for the selected
database and so simply adding text before or after the standard filename will preserve
uniqueness.

Special characters are not allowed in filenames (e.g. / , \ : * | ? ")

Dates should be reformatted using the FORMAT= syntax (see examples above) to avoid
having forward slashes, colons or dots in filenames.

If you put dots in the filename then InfoFlex will not put the .DOC on the end
automatically, because it assumes you've supplied your own file extension. So avoid
formatting dates as dd.mm.yyyy.

You can use <<$Filename APPEND=.txt>> or similar on plain text letters or reports so that
the file extension shows it is a text file. (Or.csv or .xml or other appropriate extension).

Do not put repeating data in the filename. (It will just take the first value).

The <<$Filename>> parameter can be used in the header or footer of the document.
Putting <<$Filename>> in the header or footer will cause the filename of the document to
be printed in the header or footer.

If the document has either an XML or HTM extension and the XML header contains
encoding=”UTF-8”, then the generated document will be saved with UTF-8 encoding.
Otherwise it will continue to be saved with UTF-16 encoding.
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10 ADDING THE DOCUMENT TO A DATA VIEW
To make a document available to a user in data entry, the document must be copied into the
data view. A document that exists in a data view is known as a document view. The
properties that can be set in the document view are limited to those which relate to how the
document is viewed and behaves in data entry.
Close the Edit Document Definition window and display the Clinical Domain and the
Clinical Data view.
Drag the Referral Letter from the domain onto the Referral event view in the data view.
When you are allowed to attach the document, a link symbol
mouse.
will appear next to the
drag and drop
When you attach the document view, the Create New Definition window is displayed.
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Click Edit to edit the document view definition.
The following properties can be set :
General tab
Property
Name
Description
What to fill in
Any free text
Any free text
Archived
Yes / No
Linked document
Leave as default
Protection
Cannot create / delete /
modify
Explanation
A name of your choosing
A description for reference
purposes
Yes means it is hidden in data
entry
The name of the document it is
linked to in the domain
Sets a level of protection
Defaults and Requirements
Optional
Default is no
Default is the name of the
linked document in the domain.
Default is Not Protected.
Advanced tab
Property
Allow editing
What to fill in
Yes / No
Explanation
Yes means the adding or editing
of text will be allowed.
Yes means a new instance is
created on saving the original
document. Changes are saved
in the new instance rather than
the original.
Show latest as parent means
only the latest instance of the
documents is shown initially.
Other instances are grouped
underneath and be viewed by
expanding the latest instance.
Yes prevents all but the latest
instance of the document being
edited.
Create new on save
Yes / No
Viewing mode
Show All or Show latest
as parent
Lock historic
documents
Yes / No
Marking enabled
Yes / No
Switches on the ability to mark
documents as defined in the
document definition.
Auto generate
Yes / No
Print on generating
Yes / No
View before printing
Yes / No
View with MS word
Yes / No
Yes means the document will
automatically be generated on
saving the event it is attached to.
Yes means the document will
automatically be printed as it is
generated
Yes means the document will be
displayed before it is printing, if
the above option is set.
Yes means Word will
automatically be opened when
the letter is generated.
Defaults and Requirements
Default is no
Default is no.
Only available for repeat
documents where editing is
allowed.
Default is Show all
Only available for repeat
documents.
Default is no
Only available for repeat
documents where editing is
allowed.
Default is no
Only available if marking has
been defined in the document
definition.
Default is no
Default is no
Default is no
Default is no
Note that the some of the properties on the Advanced tab can also be set in the domain.
When the document is copied into the data view, any of these properties that have been set are
copied into the document view. However, if you later change what is set in the document in the
domain, the document view is not updated. Similarly if you change what is set in the document
view, the document in the domain is not updated.
When you generate the document in data entry, it is the properties from the data view that are
used, not the properties set in the domain.
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Printer tab
Property
Default printer
What to fill in
Select a printer
Copies
Any number
Explanation
The printer that the document
will be printed on
The number of copies that will
be printed
Defaults and Requirements
Can be left blank, then the
default printer will be used
Default is 0
Email tab
See section 17 for details of this tab.
Click Save to save the document view definition.
Ensure that both the document and the document view are unarchived, then go to data entry to
test the document.
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11 REPEATING SECTIONS
Repeating sections are used when data items are taken from repeat events. The repeating
sections allow items from several instances of the same event to be displayed on the document
in a table. Repeat sections can also be used to indicate which occurrences of a repeat event
should be displayed (eg the last three instances, or the first two instances).
Section markers are used to indicate the beginning and end of a line where repeating data is
used. The standard format for repeating sections is to place |$R| at the beginning of the section
and |$ER| at the end of the section:
In this example, the table will display one row for each instance of the Referral event:
Date of Referral
|$R|<<Date>>
Presenting symptoms
<<Symptoms>>
Initial Diagnosis
<<Diagnosis>>
Treatment
<<Treatment>>|$ER|
It is possible to specify that only certain occurrences of the event should be displayed.
Two numbers are included in the opening section marker.
The first number indicates whether the first or last occurrences of the event are displayed.
If the number is positive, the first occurrences are displayed. If the number is negative, the last
occurrences are displayed. The value of the number indicates where in the sequence of records
to start (eg start at the third record, start at the last but one record).
The second number indicates how many occurrences are displayed. -1 can be used with a
positive first number to indicate that all subsequent occurrences are displayed.
For example:
Syntax
|$R,0,1|<<data>>|$ER|
Records returned
The first occurrence of the event.
|$R,0,5|<<data>>|$ER|
The first five occurrences of the event.
|$R,2,3|<<data>>|$ER|
Three records, starting at the second record.
|$R,4,2|<<data>>|$ER|
Two records, starting at the fourth record.
|$R,2,-1|<<data>>|$ER|
All records starting from the second record
|$R,4,-1|<<data>>|$ER|
All records starting from the fourth record
|$R,-1,1|<<data>>|$ER|
The last occurrence of the event
|$R,-1,3|<<data>>|$ER|
The last 3 occurrences of this event
|$R,-2,3|<<data>>|$ER|
Last three records but one
|$R,-3,3|<<data>>|$ER|
Last three records excluding latest two
First figure indicates whether
the first or last occurrences
are returned.
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Second figure indicates
how many occurrences
should be returned.
49
Explanation
0 indicates start with first record
1 indicates return 1 record
0 indicates start with first record
5 indicates return 5 records
2 indicates start at the 2nd record
3 indicates return 3 records
4 indicates start at the 4th record
3 indicates return 3 records
2 indicates start at the 2nd record
-1 indicates return all the subsequent
records
4 indicates start at the 4th record
-1 indicates return all the subsequent
records
-1 indicates last records
1 indicates return 1 record
-1 indicates last records
3 indicates return 3 records
-2 indicates start with last but 1 record
3 indicates return 3 records
-3 indicates start with last but 2 record
3 indicates return 3 records
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When positioning the document in the tree, care should be taken to ensure that the desired data
can be returned. Documents can use repeating data from their parent event and from events that
are at the same level as the document.
Documents attached to the Referral
event can use repeating data from the
Referral event.
Documents attached to the Referral
event can use repeating data from any
event at the same level as the document
(ie events which also have the Referral
event as their parent).
Documents attached to the
Radiotherapy event can use repeating
data from the Radiotherapy event.
Note however that in complex designs, it will be more appropriate to use queries. (See Section
12).
Examples
This template returns data from all instances of the Referral event:
Referral Details
Referral Date
|$R|<<Date of
referral>>
Presenting
symptoms
<<Presenting
symptoms>>
Initial Diagnosis
Category
<<Initial
diagnosis>>
<<Category>>
Days from Referral
to Appointment
<<Days from Ref to
appt>>|$ER|
In the generated document, one row is displayed for each instance of the Referral event.
Referral Details
Referral Date
01/01/2000
01/01/2001
01/01/2002
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Presenting
symptoms
0 - pain; 1 - bleeding
3 - nausea; 4 vomiting
3 - nausea; 4 vomiting
Initial Diagnosis
Category
J039 - Acute
tonsillitis
A014 Paratyphoid fever
A014 Paratyphoid fever
0 - NHS
Days from Referral
to Appointment
003 days
0 - NHS
006 days
0 - NHS
009 days
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This template returns data from the latest instance of the Referral event:
Referral Details
Referral Date
|$R,-1,1|<<Date
of referral>>
Presenting
symptoms
<<Presenting
symptoms>>
Initial Diagnosis
Category
<<Initial
diagnosis>>
<<Category>>
Days from Referral
to Appointment
<<Days from Ref to
appt>>|$ER|
In the generated document, only one row is displayed.
Referral Details
Referral Date
01/01/2002
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Presenting
symptoms
3 - nausea; 4 vomiting
Initial Diagnosis
Category
A014 Paratyphoid fever
0 - NHS
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Days from Referral
to Appointment
009 days
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11.1 Exercise
Create a new document in Word. Save it as an rtf document with the name Radiotherapy
report.rtf in the folder c:\infoflex v5\template\training\.
Add the following text to the template:
Radiotherapy Summary
Hospital Number:<<HospNo>>
Patient:
<<forename>> <<surname>>
Date
|$R|<<date>>
Type
<<type>>
No of courses
<<no>>
Dose
<<dose>>
Complications
<<comps>>|$ER|
Create a new document definition in InfoFlex in the Clinical Study domain, attached to the
Radiotherapy event. Name the document Radiotherapy Report.
On the Advanced tab set the Save in Directory to c:\infoflex v5\letters\training.
On the Template tab, set the template to c:\infoflex v5\template\training\radiotherapy report.rtf.
Go to the Items tab.
Press the Insert items button to add the new items on the template to the grid.
The new items are initially displayed in the grid without a sequential number. The items will be
allocated a number once they are mapped and saved.
Map the new items and set their properties as follows:
Radiotherapy
event
Save the mapping then go to the Preview tab and run a preview of the document, for patient
123456.
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Now add some syntax to the repeating section marker to specify the instances that will be
returned, then preview the document to make sure the correct instances are returned.
For example: this syntax returns the last instance of the radiotherapy event:
Date
|$R,-1,1|<<date>>
Type
<<type>>
No of courses
<<no>>
Dose
<<dose>>
Complications
<<comps>>|$ER|
Or this syntax returns the first two instances of the radiotherapy event:
Date
|$R,0,2|<<date>>
Type
<<type>>
No of courses
<<no>>
Dose
<<dose>>
Complications
<<comps>>|$ER|
11.2 Row Count
You can add a document item which inserts a sequential number on each row. Simply insert a
new column in the repeating section with the document item <<$Repeat>> as shown in this
example:
Referral Details
Number
Referral Date
|$R|<<$Repeat>>
<<Date of
referral>>
Presenting
symptoms
<<Presenting
symptoms>>
Initial
Diagnosis
<<Initial
diagnosis>>
Category
<<Category
>>
Days from Referral
to Appointment
<<Days from Ref to
appt>>|$ER|
A sequential number is added at the beginning of each row.
Referral Details
Number
Referral Date
Presenting symptoms
Initial Diagnosis
Category
1
01/01/2000
0 - pain; 1 - bleeding
0 - NHS
2
01/01/2001
3 - nausea; 4 - vomiting
0 - NHS
006 days
3
01/01/2002
3 - nausea; 4 - vomiting
J039 - Acute
tonsillitis
A014 - Paratyphoid
fever
A014 - Paratyphoid
fever
Days from
Referral to
Appointment
003 days
0 - NHS
009 days
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12 USING QUERIES IN DOCUMENTS
Data returned by a query can be displayed in a document. For example you might use a query
to display a table of results from a repeating blood test event. Or you might use a query to carry
out a calculation and display the result in the document.
Query results are mapped into documents in the same way as data items. Document items
which are to be replaced by query results are known as Query document items and are
indicated by chevrons at the beginning and end of the text to be replaced in the same way as for
document items.
eg <<query>>
A query might only be bringing back one item of data, in which case one query can be mapped
to one query document item.
However, a query might have several items in its view. In this case, one query document item
is required for each item in the view. The same query document item name should be used for
each item within the view. A sequential number indicates which item in the view will be
displayed in that query document item. (Note that the first item in the view is given the number
0, and the second item is given the number 1 etc).
In this example the query mapped to <<queryA>> has five items in it:
Referral date
Diagnosis
<<queryA, 0>>
<<queryA, 1>>
Presenting
symptoms
<<queryA, 2>>
Initial Diagnosis
Treatment
<<queryA, 3>>
<<queryA, 4>>
If a query might return several rows of data (for multiple instances of an event) a repeating
section should be used:
Referral date
Diagnosis
|$R|<<queryA, 0>>
<<queryA, 1>>
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Presenting
symptoms
<<queryA, 2>>
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Initial Diagnosis
Treatment
<<queryA, 3>>
<<queryA, 4>>|$ER|
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12.1 Mapping queries onto templates
In the list of item on the Items tab, query document items representing the same query are listed
only once even though they might appear several times on the template.
Query document items are mapped to queries in the same way that document items are mapped
to data items.
Drag and drop
It is possible to open Query Design Manager to edit queries from the Items tab. Right click a
query or query group in the Design tree and choose Query Design Manager.
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12.2 Context
The Context property in the query definition is used to set the common parent for the data
returned for each subject. By default the lowest possible level of common parent is set. The
Context can be used to set the common parent to a higher level and thus broaden the scope of
the data returned. (The context is set in addition to setting the Link level for complex filters).
For example, in this design, the clinic visit
summary document returns data about clinic
visits within a prompted time period.
With the context set at Referral level, the document will only display data from clinic visits
attached to the same Referral as the Clinic visit summary document.
With the context set at Patient Registration level, the document will display data from all
clinic visits.
Example
A patient has this subject overview and the
Clinic visit summary document contains a
query returning data from the Clinic visit
event.
If the query context is set at Referral level, only those clinic visits attached to the same
Referral as the Clinic visit summary document are returned:
Clinic visits
Clinic visit
01/01/2010
Urgency
1 – Elective
Status
1 – Attended
02/01/2010
1 – Elective
03/01/2010
1 – Elective
2 – Did not
attend
1 - Attended
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Outcome
D – Discharged to GP’s
care
OPD – Follow up in
OPD
RW – Return to ward
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However, if the query context is set at Patient Registration level, all clinic visits for the patient
are returned since any clinic visits beneath the Patient Registration event can be returned.
Clinic visits
Clinic visit
01/01/2010
Urgency
1 – Elective
Status
1 – Attended
02/01/2010
1 – Elective
03/01/2010
01/09/2010
1 – Elective
1 – Elective
02/09/2010
1 – Elective
2 – Did not
attend
1 - Attended
2 – Did not
attend
1 - Attended
03/09/2010
1 – Elective
1 - Attended
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Outcome
D – Discharged to GP’s
care
OPD – Follow up in
OPD
RW – Return to ward
OPD – Follow up in
OPD
OPD – Follow up in
OPD
RW – Return to ward
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12.3 Exercise
Create a new document in word. Save it as an rtf document with the name Radiotherapy
query document.rtf in the folder c:\infoflex v5\template\training\.
Add the following text to the template:
Radiotherapy summary
Hospital Number
<<HospNo>>
Surname
<<Surname>>
Forename
<<Forename>>
Date of birth
<<DoB>>
Summary of radiotherapy visits
Date of radiotherapy
|$R|<<Query,0>>
Type of radiotherapy
<<Query,1>>
Dose
<<Query,2>>
Complications
<<Query,3>>|$ER|
Create a new document in InfoFlex in the Training domain, attached to the Referral event.
Name the document Radiotherapy query.
On the Template tab, set the template to c:\infoflex v5\template\training\ Radiotherapy query
document.rtf.
On the Advanced tab set the Save in Directory to c:\infoflex v5\letters\training.
On the Items tab, open QDM.
Create a view containing the four items in the table (all four items are in the Radiotherapy
event).
Create a filter with the criteria Type of radiotherapy = Type A.
Create a query using the view and filter you have just defined.
Map the template.
On the Preview tab, preview the document for patient 123. Ensure some records are returned.
Put the Radiotherapy query document in the Training data view and go to Data Entry.
In the Training data view, find patient 123.
Generate the Radiotherapy query document and attach it to the first Referral event. Ensure
that only radiotherapy events attached to the same event as the document are listed.
Generate the Radiotherapy query document and attach it to the second Referral event.
Ensure that only radiotherapy events attached to the same event as the document are listed.
Return to Design Management and edit the query. Set the Context query parameter to Patient
Registration.
Go to Data Entry and generate the Radiotherapy document. Ensure that it returns all the
radiotherapy events regardless of which Referral event the document is attached to.
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12.4 Passing a parameter from a document item to a query
The Query Parameter Name column on the Items tab of the document definition allows a
parameter from a document item to be passed to a query.
For example:
In this design, there is a Clinic Visit Report attached to
the Clinic visit event. It is required that the Clinic Visit
report contains the test results from the test that was
carried out on the date of the clinic visit. Previously it
would be hard to specify which test results event to
put in the document, because the date of clinic visit is
not available to the query which finds the test results.
The date of clinic visit is an item mapped in the
document template to the correct clinic visit. We shall
use the Query Parameter Name function to give the
date of clinic visit a parameter name which can then
be used as a parameter in the query that finds the test
result.
The Date of Clinic Visit item in the Clinic Visit event is mapped into the Clinic Visit report. A
Query Parameter Name is set for the Date of Clinic Visit in the document definition.
The Date of visit
is given a Query
Parameter Name.
A query is defined using a filter that contains the Date of Test. The Date of Test is given a
prompt parameter name which matches the Query Parameter Name. This means that the Date
of Visit will be passed to the filter and the filter will find the test results where the Test Date =
Date of visit.
The same parameter
name is used in the
filter.
The end user is not prompted, because the value of the parameter is already supplied by the
document item mapped in the document template.
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So, if a patient had the following subject overview:
then a document attached to a clinic visit would display the test results carried out on the date of
the clinic visit.
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13 CALCULATIONS IN TEMPLATES
Calculations can be carried out in a template. Calculations can include data items as well as
mathematical operators.
Calculations must have start and end sections as follows:
|$C,format=0.00|<<value1>>*<<value2>>/365|$EC|
Specification of a format in the syntax is optional.
The result of this calculation will be formatted to 2 decimal places.
Exercise
Edit the Radiotherapy Report document you created in 11.1 above.
Go to the Preview tab and add a new column to the table to calculate the total dose.
(You may wish to set to the template to landscape view - on the Preview tab go to the File
menu and choose Page Setup).
Date
|$R,1,1|<<date>>
Type
<<type>>
No of courses Dose
<<no>>
<<dose>>
Complications
Total Dose
|$C|<<no>>*<<Dose <<comps>>|$ER|
>>|$EC|
The new document items do not need to be mapped because they use the same text as document
items that already exist.
You can save the template changes and preview the document to check that the calculation is
correct.
13.1 Using AND and OR in calculation syntax
Where an AND is required in the calculation syntax, && should be used instead.
For example: on a template, this syntax:
|$C|IIF(NOTBLANK("<<somevalue>>") AND NOTBLANK("<<someothervalue >>"),"true","false")|$EC|
should be replaced with this syntax:
|$C|IIF(NOTBLANK("<<somevalue>>") && NOTBLANK("<<someothervalue >>"),"true","false")|$EC|
Additionally, where an OR is required in the calculations syntax, OR should be replaced with ||
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13.2 Re-usable calculated values
It is possible to set a calculated value within a document template and re-use that value
elsewhere such as in repeat sections.
The calculation needs to assign a value to a variable, e.g.
|$C| percent = 100 * <<FirstQuery, 1>> / <<FirstQuery, 2>> |$EC|
The value can then be used elsewhere, e.g.
|$R| <<OtherQuery, 1>> |$C| <<OtherQuery, 1>> * <<percent>> |$EC| |$ER|
The ROWS option can be used for queries rather than a column index, so that
<<Query1, ROWS>>
returns the number of rows in the result set.
13.3 Handling syntax errors
Any expressions with non-matching brackets are identified when generating the document
preview. Such errors will show for example as Error in expression at column 1 - Invalid
expression in the preview but will not show an error when the document is generated in Data
Entry/Worklist.
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14 IMAGES IN DOCUMENTS
Image items can be displayed within generated InfoFlex documents.
Note that only images which have a tick for the property "Select for Printing" in the Order
Images dialog in Data Entry will be printed in a document.
Adding image items to document templates
Image items are mapped into templates in the same way as other document items, although
some additional syntax is required.
The additional syntax is as follows (the options can be omitted if they are not required).
<<item name, REPEAT=(from,count), SCALE=scale, WIDTH=width, HEIGHT=height,
MAXWIDTH=maxwidth, MAXHEIGHT=maxheight, FIXED>>
Syntax
REPEAT
SCALE
WIDTH,
HEIGHT
MAXWIDTH,
MAXHEIGHT
FIXED
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How to use it
Specifies the repeat settings, if more than one image stored for the item. It can be
an absolute range eg (1,5) where 1 specifies which image to start with and 5 is the
number of images to display, NONE or DEFAULT.
NONE and DEFAULT both lead to only the default image being inserted into the
document.
The images are repeated on the same line, if possible, before wrapping to a new
line.
Only the images that have a tick for the Select for Printing option in Data Entry
are included.
Specifies the scaling factor (as an integer percentage, so that 100 = full size)
Specifies an absolute value (in twips = 1/20th of a point or 1/1440th of an inch)
for the image width or height.
Specifies an absolute value (in twips = 1/20th of a point or 1/1440th of an inch)
for the maximum image width or height
Option to stop the image from being moved or resized once inserted into the
document
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Examples:
This syntax displays the image in its original size if possible otherwise limited to maximum
width:
<<image,REPEAT=(1,5),SCALE=100,MAXWIDTH=3000>>
This syntax displays the image in a fixed size, as large as possible:
<<image,REPEAT=(1,2),SCALE=500,FIXED>>
This syntax displays the image with an Absolute Width:
<<image,REPEAT=(1,5),WIDTH=1000>>
Saving Documents with Images
To reduce the size of document files that contain images, documents should be saved in Word
format (rather than RTF format). Image compression and resolution properties can then be set.
These options are set on the Advanced tab of the Document Definition dialog.
Generated document file format
Image Compression Quality (0-100)
Image Max Resolution (dpi)
Can be RTF (default) or Word.
Must be set to Word to enable the following two properties:
Value from 1 to 100 (best quality). If 0 then uses the internal
default (50).
Dots per inch, default is 300dpi = average printer resolution.
Note that allowing users to save documents as Word files does not mean that full Word
functionality is enabled. Documents are still limited to the capability of the txText control. For
instance, there still cannot be tables within tables, or merged cells within tables.
Also note that templates must still be in RTF format.
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15 AUTOMATICALLY GENERATING DOCUMENTS
You can choose to generate a document automatically by defining an action on the document’s
parent event. (See Appendix 2 of the Design Management 2 manual for full details of action
definitions.)
To define an action which automatically generates the document, edit the event definition of the
document’s parent event and go the Actions tab. Press Add to add a new action.
On the Define Action screen, select Generate Document in the If Expression Met dropdown
list.
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Press the Define
button then select
the document to
auto-generate.
If any On First Save actions are defined on the document that is being auto-generated, and you
wish them to be carried out when the document is auto-generated, then tick the Perform
actions defined on auto-generated document after creation option.
Press OK when you have selected a document and chosen your required options.
In the Trigger Details
section, give the action a
Name, select whether the
action is to be executed
On First Save or On
Save, and then either set
the action to Always
trigger, or define criteria
on which the action will
be triggered.
Note
Some older databases may contain documents that were defined when the Auto-generate
property on the Advanced tab was a valid way to automatically generate documents.
Documents where the Auto-generate property is set to Yes will be auto-generated successfully
without the need to define an action. However, if the Auto-generate property is set to No, it is
not possible to set it to Yes and an action should be defined.
Document Protection
Documents whose protection level is set to Cannot Create can still be autogenerated. This has
the effect of allowing auto-generation but preventing manual creation in Data Entry.
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16 EXTERNAL DOCUMENTS
External documents allow a user to attach documents that are not InfoFlex-generated
documents to a subject in Data Entry. External documents are added to the subject overview in
the same way as normal (internal) InfoFlex documents, except that the user browses for the
document instead of the document being generated by InfoFlex. External documents can either
link directly to the selected document, or copy the document into a specified folder and link to
the copy. In InfoFlex the document will be opened using the application that normally opens
documents of that type on the user's PC.
External documents are defined in Design Management. To define a new external document,
create a new document in the normal way in Design Management.
In Data Entry, if an external document is configured to be copied, the copy is made at the time
the file is selected, not when the document event is saved. So if the user subsequently cancels
creating the document, the copy is still made. This is to prevent the user editing the original file
before the event is saved.
On the General Tab, the Document type defaults to Internal which would be the normal InfoFlex
generated document using an RTF template. For external documents, choose one of the other
options: External (Word), External (RTF) and External (Other).
External (Word)
Word document. Can be displayed in InfoFlex internal viewer although not
editable in the viewer. Will show the "Word" button to open in external
application and allow editing. Can be printed.
External (RTF)
RTF document. Can be displayed in InfoFlex internal viewer although not
editable in the viewer. Can be opened and edited in the external application.
Can be printed
External (Other)
Other types of documents, eg PDF or JPG. The open button in the document
toolbar in Data Entry will show the external document image, and not
"Word". Can be opened and edited in the external application.
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If any of the External types are selected, the Advanced, Items and Preview tabs are hidden and a
new External tab is displayed.
File filter
File filter string in the format "name1|filter1|name2|filter2…"
e.g. Rtf files (*.rtf)|*.rtf|All files (*.*)|*.*
Find in Directory
Default directory when prompting for existing document
Copy existing document
If set to Yes, the selected file is copied into another folder rather than the
original being used.
Important notes:
1) If set to Yes, a Save in Directory must be specified and a New
Filename Format must be specified. The Filename Format ensures
that the filenames of copied documents are unique and removes the
risk of copied files being overwritten by subsequent copied files with
the same filename.
2) If Copy existing document is set to No and the same copy of a
document is selected for more than one patient, then that same single
copy is used for each patient. Any user viewing or editing the
document is viewing or editing the original document. Any changes
made in that document are therefore visible to all patients.
Save in Directory
Mandatory when Copy existing document is set to Yes. Path to
directory where copy should be saved
New Filename Format
Mandatory when Copy existing document is set to Yes. See below for
an explanation of the syntax.
Show in internal viewer
If true then the Word or RTF document should be shown in the internal
viewer. This is not available for non-Word or RTF documents.
Automatically open external
viewer
If True then the external application is started when the document is
opened. (Only relevant if Show in internal viewer is set to No.)
Replace existing document
As for internal documents, if a document of this type already exists it will
be replaced if another one is generated. Only relevant for non-repeat
documents.
Note that if an External document has Copy Existing Document set to
Yes and Replace existing Document set to Yes, then when you replace
the document, the original filename is retained
If an External document has Copy Existing Document set to No and
Replace existing Document set to Yes, then when you replace the
document, the filename is updated to the name of the new document.
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Filename format
When documents are copied into a specified folder (Copy existing document is set to Yes), a
New filename format must be specified.
The filename format defaults to
which produces a filename of "123456 Pathology Report 98765.pdf"
This filename ensures that any two documents from the same InfoFlex domain in a database
will have different names. The path of where the document is saved can also be used to ensure
uniqueness (for example, use different folders to separate documents from a Testing database
and the Live database).
The following keywords are available to use in the Filename Format field. Not all of the
keywords are unique to the generated document:
<KEY0>
The subject’s primary identifier.
This is the value entered in the item configured to be the primary identifier in
the domain (eg Hospital Number). There is one primary identifier for each
subject in the domain. The primary identifier is normally unique to the subject
within the domain.
<RECNUM>
The document event’s record number.
This is the internal reference number given to each document that is added to
a subject in Data Entry (or Work List). There is one for each internal and
external document added to a subject and it is unique within the domain.
<SUBJKEY>
The subject key
The subject key is an internal reference number given to each subject in the
domain. There is one subject key for each subject in the domain. The subject
key is unique to the subject within the domain.
<DEFKEY>
The document definition’s key
This is the internal reference given to each document definition created in
Design Management. There is a separate key for each document definition in
the database.
<SHORTNAME>
The document definition’s short name
This is the Document Abbreviation defined on the Advanced tab of the
document definition in Design Management.
<FULLNAME>
The document definition’s full name
This is the Name defined on the General tab of the document definition in
Design Management.
<FILENAME>
The selected external document’s original filename (excluding path)
This is the filename of the external document that the user selects. It is the
original filename before it is copied and before it is given the filename specified
in the document definition.
Note that the Filename format property was introduced in InfoFlex version 5.50.0300. Any
existing external document definitions will be modified to use the above default filename
format. This means that external documents using the Copy option and added to a subject in
Data Entry using 5.50.0300 or later will have a different filename format from external
documents generated using earlier InfoFlex versions (ie existing filenames will be unchanged),
but this is preferred in the interests of clinical safety.
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16.1 External documents in Data Entry
In Data Entry, the user selects the document from the
Design View in the same way as for internal documents.
Instead of generating the document, the user is
prompted to find the external document file.
If the document is configured to be copied, the
copy is made automatically when the user
presses Open.
The document is added to the subject overview where
it can be saved.
It can be opened by pressing the appropriate button in the document
toolbar. This button will change depending on whether Word is used
to open the document or another application.
Note that opening External documents does not lead to prompts to return to InfoFlex etc as
"Open with Word" does for internal documents. This is because InfoFlex cannot manage
external documents - the external application cannot be interrogated to check for changes etc.
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17 E-MAILING DOCUMENTS
The Document View holds the properties that will determine whether and how the document is
emailed. By default a document can be emailed. Template settings are not necessarily
required.
Some email systems including NHSmail require an additional InfoFlex Email add-in.
MAPI32.ocx may be required on the local PC if NHSmail is not being used. Please contact
your Implementer for details.
To configure emailing a document:
In the Design Management module, edit the Document View.
Go to the EMail tab. The way that the document can be emailed is controlled from here.
Allow Email
If Yes, then the user is able to email the document. If No then the email
button is not enabled in Data Entry (or in the Reporting module, if it is a
report).
Default is Yes.
Show before sending
If Yes, then the user can see the Mail compose form before sending and
the user can choose not to send the email. If No then the email is sent
without user intervention. However if it is set to No, then this requires
the template to contain settings to determine who to email the document
to.
Default is Yes.
Save before sending
If Yes, then the document is saved before it is emailed. If No then the
user can choose not to save the document once the email is sent.
Default is No.
CC recipients
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Email addresses of recipients that are always added to the CC list. They
can be comma separated or semi-colon separated.
Default is blank.
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BCC recipients
Email addresses of recipients that are always added to the BCC list. They
can be comma-separated or semi-colon separated
Default is blank.
EMail document as
The Email can be sent as plain text in the message body (i.e. not as an
attachment), or a normal RTF attachment, or an Adobe PDF attachment.
Default is normal attachment.
The document can be an internal or external InfoFlex document. The properties for Reports are
the same as for other documents.
17.1 Template settings
Settings in the template can also be used to control aspects of the email. This functionality is
accessed using <<$EMAIL …>> within the document template. The following parameters are
set after $EMAIL
TO
CC
BCC
To list (one or more email addresses, comma or semi-colon separated)
CC list (one or more email addresses, comma or semi-colon separated)
BCC list (one or more email addresses, comma or semi-colon separated)
(Any email address can be a document item mapped to an InfoFlex item eg GP email address.)
SUBJECT
ASATTACHMENT
BODY
Subject field
If True then document sent as attachment, otherwise inserted into body
Body text (to be used when doc sent as attachment)
For example, the top line of the template for the document could include the following:
<<GP email address>> would be mapped to a data item containing the email address of the
GP.
These lines will not be visible when the document is generated, but they are used if the
document is emailed.
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Repeating sections in body text
If the body text needs to contain a repeating section, all of the syntax needs to be enclosed in
|$P|EMAIL, …|$EP| rather than <<$EMAIL, …>>.
For example:
The |$P| section can be used in the same way for ALL special item sections:
<<$EMAIL, …>>
or
|$P|EMAIL, ….|$EP|
<<$FILENAME …>>
or
|$P|FILENAME …|$EP|
<<$PARAMETER start>>
or
|$P|PARAMETER start |$EP|
<<$SYSTEM_DATE, dd/mm/yyyy>>
or
|$P|SYSTEM_DATE, dd/mm/yyyy|$EP|
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18 ADDITIONAL DOCUMENT VIEW PROPERTIES
Please note that the behaviour of these functions was revised to that described below in
InfoFlex version 5.40.0200. Please see the release notes for full details of the changes.
18.1 Show only most recent document in subject overview tree (Viewing mode)
It is possible to initially show only the most recent document in the subject overview tree.
Design Management
There is a Viewing mode option in the Document View definition on the Advanced tab. To
switch this function on, set the Viewing mode to 1 – Show latest as parent. To switch this
function off, set the Viewing mode to 0 – Show all.
Notes
This function is only available for repeat documents.
This function is not available if Replace Existing Document is set to Yes.
This function applies to Documents only and not to Reports.
Data Entry
In Data Entry, when the Viewing Mode is set to 1 - Show latest as parent, the latest document
is listed and if there are any historical instances of the document, a + is displayed.
Click the + to show the historical instances of the document.
The documents attached to the parent are shown in either ascending or descending order
according to the Sort Order that has been set for the subject overview.
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Whenever a branch (or the entire tree) is expanded, any document nodes that have children will
NOT be expanded.
When a new document is generated and historical instances exist, the tree is collapsed and
before the new document is saved it is shown in the tree at the same level as the parent
document.
On saving, the new document becomes the parent document and all previous versions are
attached to it.
If the Viewing mode is set to 0 - Show all, then all instances of the document will always
display in the Subject Overview tree.
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18.2 Preventing historical documents from being edited (Lock Historic Documents)
It is possible to prevent historical instances of a document being edited
Design Management
There is a Lock historic documents option in the Document View definition on the Advanced
tab. To switch this function on, set Lock historic documents to Yes. To switch this function
off, set Lock historic documents to No.
When Lock historic documents is set to Yes, only the most recent instance of a document in
the subject overview tree can be edited in Data Entry.
Notes
This option can be set regardless of which viewing mode is being used.
Any instance of the document can still be deleted if this option is switched on.
Any instance of the document can still be marked if Lock Historic documents is set to Yes.
This function is only available for repeat documents.
This function is only available if Allow editing is set to Yes.
This function is not available if Replace Existing Document is set to Yes.
This function applies to Documents only and not to Reports.
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18.3 Automatically create new document on save
It is possible to create a new document on saving an existing document thus preserving a
history of changes made to a document.
Design Management
There is a Create new on save option in the Document View definition on the Advanced tab.
To switch this function on, set Create new on save to Yes. To switch this function off, set
Create new on save to No.
Notes
This function is only available for repeat documents.
This function is only available when Allow Editing is set to Yes.
This function is not available when Replace Existing Document is set to Yes.
This function can be used with both Viewing modes and with both settings of Lock historic
documents.
This function applies to Documents only and not to Reports.
Data Entry
In data entry, when Create new on save is switched on, every time a document is saved a new
document is created from the current document. Any changes made in the current document
are saved in the new document and not in the current document. In this way a history of
changes to the document is preserved.
New documents are displayed in the subject overview in accordance with the options that have
been set for the document.
See also section 18.5 Using Marking with Create New on Save.
Actions
When an existing saved document is subsequently edited and saved and the Create new on
save property is switched on, any On Save actions that have been defined will be carried out
but On First Save actions will not be carried out.
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18.4 Marking documents
It is possible to “mark” a document. Marked documents are indicated by a check box on the
Document toolbar in Data Entry and a red tick in the subject overview. The meaning of the
mark is configurable (for instance “Final version”). It is possible to specify whether a marked
document can be unmarked, and to force the user to enter their username and password on
marking or unmarking the document. Actions can be defined to happen on setting or clearing a
mark. The action types that can be defined are Event Write Back, Run Add-In, Show Message.
Design Management
There is an Allow marking option in the Document definition on the Advanced tab. To switch
this function on, set Allow marking to Yes. To switch this function off, set Allow marking to
No.
When Allow marking is set to Yes, the following additional properties are enabled:
Allow mark to be cleared
Determines whether a mark can be cleared once a document has
been marked
Marking requires password Determines whether the user is prompted for their password when
marking a document. If Allow mark to be cleared = Yes, the
password will also be required for clearing. (Note that the user
credentials are checked, but no record is made of the check).
Also, only current user's password is allowed, and it is not
possible to login as a new user via this mechanism.
Mark tooltip text
Sets the tooltip text that appears when hovering over the checkbox
on the Documents toolbar in Data Entry (ie it defines the meaning
of the mark). If not set, the tooltip defaults to Mark document.
Once Marking has been defined in a document definition, it must then be enabled in the
corresponding document view definition(s).
There is a Marking enabled option on the Advanced tab of the document view definition. By
default this is set to No.
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Note that if Marking is defined in the document definition but not switched on in the document
view definition, the marking check box is still visible in data entry. This is so that the user can
see if a document has been marked in another data view. The check box is disabled so the user
will not be able to mark or unmark any documents.
Notes
A document can be marked if Allow Editing is set to No.
A document can be marked if Lock Historic documents is set to Yes.
See also section 18.5 Using Marking with Create New on Save.
Data Entry
In Data Entry, when marking is enabled, a check box is displayed in the Document toolbar.
A checkbox is displayed
if marking is enabled.
Tooltip indicates what
the mark represents.
The tooltip indicates what the mark represents.
When a document has been marked, a black tick is displayed in the check box on the toolbar
and a red tick is displayed on the document in the subject overview.
This document
is marked
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To mark a document, click in the check box on the toolbar. A confirmation message is
displayed. Press OK to confirm the mark and Cancel to cancel the mark.
On pressing OK, any On Mark Set actions are carried out.
To clear a mark, click in the check box again. (Note that settings in Design Management
control whether the user can clear a mark.)
The same confirmation message is displayed. Press OK to confirm clearing the mark and
Cancel to leave the mark in place.
On pressing OK, any On Mark Cleared actions are carried out.
Marking or unmarking a document when there are changes to be saved
If there are unsaved changes when you mark or unmark the document, the following message is
displayed:
Press OK to both save the changes and mark or unmark the document. Any On Save, On First
Save actions are carried out, in addition to On Mark Set or On Mark Cleared actions.
Press Cancel if you do not wish to save the changes. The document and its changes remain
unsaved and the change to the mark is not applied. No actions are carried out. The changes to
the document can then be saved by pressing F5 or the Save button, or discarded by not saving
the document.
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Marking or unmarking a document when marking requires a password
If the Marking requires password option has been switched on, the user will be prompted for
their password on marking or clearing a mark.
No further prompts are displayed unless there are also unsaved changes in the document.
If there are unsaved changes when you mark or unmark the document and the Marking
requires password option is switched on, the following message is displayed after the
password has been entered:
Press OK to both save the changes and mark or unmark the document. Any On Save, On First
Save actions are carried out, in addition to On Mark Set or On Mark Cleared actions.
Press Cancel if you do not wish to save the changes. The document and its changes remain
unsaved and the change to the mark is not applied. No actions are carried out. The changes to
the document can then be saved by pressing F5 or the Save button, or discarded by not saving
the document.
Actions
Two action triggers are available when defining actions on a document definition. On Mark
Set and On Mark Cleared can trigger actions to be carried out. These action triggers can be
selected in combination with any other trigger, and can be used for any of the actions that are
available for documents.
On First Save and On Save actions are processed before On Mark Set and On Mark Cleared
actions.
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18.5 Using Marking with Create New on Save
When both the Marking and the Create New on Save functions are switched on in a document,
the following rules apply:

Marking or unmarking an existing saved document does not create a new document.

Editing and saving a marked (or unmarked) document creates an unmarked document.

Editing and then marking or unmarking and accepting the confirmation message leaves the
original document unchanged and with its original mark state, and the new document
updated and with the new mark state applied.
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19 SAVE DOCUMENT PARSE DETAILS TO AVOID RE-PARSING
TEMPLATES WHEN GENERATING
19.1 Overview
In order to improve the speed of generating documents from large templates, a Save the parse
details option is available in Document and Report Definition. When this option is switched
on, a file containing the template’s parse details is created alongside the template. This file is
used when the document is generated from Data Entry or the Report Viewer. The speed of
generation is improved because the parse details already exist in the parse file, and the
document is generated using the parse file instead of the template.
Important Note: We recommend that this function is only used for large complex templates
where the speed of generation in Data Entry or Reporting is noticeably slow.
We also recommend that any document template should only be used for one document
definition. If the same template needs to be used in several document definitions, separate
copies of the template should be made so that each document definition uses its own template.
19.2 Creating a parse file
To use the function, go to the Template tab of a document definition, and set the new Save the
parse details option to Yes.
On saving the document definition, a parse file is created. The parse file is stored in the same
folder as the document template, and has the same filename to which the document key is
appended and a .ifx extension (eg if a template was called Referral Letter.rtf then the
corresponding parse file would be called Referral LetterM1E2L3.ifx). Note that the size of
the parse file can be significantly larger than the template size. Note also that it is not possible
to edit the parse file using Word or Notepad.
If the document definition is subsequently re-saved, the parse file will be recreated either if the
template has been edited from the preview tab, or if changes have been made to the item
mapping.
If the template itself is edited using Word, the parse file will not be recreated. A check will be
carried out when the document is generated from Data Entry (or Reporting) to ensure that the
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parse file has been created since the template was edited. The parse file will only be used to
generate a document or report if the parse file was created more recently than the template. If
the parse file is older than the template it will not be used and the document will be generated in
the usual way.
We recommend that if the template is edited using Word, then the Items or Preview tab of the
document definition should also be edited and saved, to cause the parse file to be re-generated.
Note that making changes to item definitions in the Design Management module will not cause
the parse file to be re-generated. If item definitions that are used in the document are changed
(for instance updating the date or value format), and these changes need to be reflected in the
document, then the parse file must be regenerated by editing and saving the Items or Preview
tab of the document definition.
19.3 Parse file versions
Versioning of parse files was introduced in 5.60.0300 when a new method of parsing templates
was introduced in order to handle |$P|…|$EP| sections. This versioning means that parse files
generated in previous versions can continue to be used without needing to be regenerated.
Documents will either use the existing parse file or else re-parse the template each time if a
change to the template causes the old IFX file to be marked as invalid and a new parse file has
not yet been generated.
Before 5.60.0300, the parse file name was the same as the template with the document key
added and the extension set to IFX.
eg
patient printoutM20E2L2.IFX
From 5.60.0300, newly generated parse file names append V2 to the name.
eg
patient printoutM20E2L2V2.IFX
19.4 Generating documents
When a document is generated from Data Entry or the Reporting module, a check will be made
to see whether the Save the parse details option has been set to Yes. If so, and if a parse file
exists and is more recent than the template, then the parse file will be used to generate the
document. If the Save the parse details option is set to No, or if the parse file is missing or is
not more recent than the template, then the parse file is ignored and the document will be
generated using the standard method (ie the template will be re-parsed).
The end user in Data Entry or Reporting will not need to be aware of the parse file. They do not
need to do anything differently.
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20 GLOSSARY OF TEMPLATE SYNTAX
The following document items can appear in templates:
1. Template Items mapped to Data Items.
E.g. <<PatSurname>>
2. Query Template Items.
E.g. <<PatientQuery1,0>>
3. Filter parameters.
E.g. <<$PARAMETER start>> or |$P|PARAMETER start |$EP|
4. Calculation Sections
E.g. |$C|<<Number of Courses>> * <<Dose at this Appt>> |$EC|
5. Conditional Paragraphs
E.g. |$S|Additional Symptoms were <<Additional Symptoms>>|$ES|
6. Text Substitution
E.g. |$X|<<Gender>>::0::He::1::She|$EX|
7. Repeating Sections
E.g. |$R|<<data>>|$ER|
8. System Date
E.g. <<$SYSTEM_DATE, dd/mm/yyyy>> or |$P|SYSTEM_DATE,
dd/mm/yyyy|$EP|
9. Email Items
E.g. <<$EMAIL …>> or |$P|EMAIL, ….|$EP|
10. Change the generated document filename
E.g. <<$FILENAME …>> or |$P|FILENAME …|$EP|
11. Print the generated document filename
E.g. <<$FILENAME>> or |$P|FILENAME …|$EP|
|$P| sections were introduced in 5.60.0300 to allow repeating sections to be used in the syntax
for email items (see section 17.1). |$P|…|$EP| sections can be used instead of all <<$.....>>
sections.
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21 BATCH PRINT ADD-IN
The InfoFlex Batch Print add-in allows a set of documents that has already been generated to be
printed in one print job, without needing to select the documents individually in Data Entry or
in the Reporting module. The documents can be filtered so that for example, only documents of
a certain type are printed, or only the documents from a chosen set of subjects, or only the
documents generated in a certain time period. The user can define a print job and then re-run it
as required.
The Add-in is set up in User Management, and run as a wizard in Data Entry.
Please see the separate document User Guide for Batch Print Addin.doc for further
information.
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