Reference Library in Compliance 360 Version 2018

Transcription

1 Reference Library in Compliance 360 Version 2018 Reference Library 2 View Items in the Reference Library 3 Manage the Reference Library 4 Left Pane 4 Right Pane 4 Summary Tab 4 Subscriptions Tab 4 Create a Library Manual 5 Create a Reference Library Folder 5 Library Items 6 Create a Library Item 6 Add Comments to Items 6 Copy and Move Items 7 Revise Items 7 Manage Reference Subscriptions 7 Share a Manual 8 Acquire a Shared Manual 8 Library Manual Subscription Options 8 Library Folder Subscription Options 9 Library Item Subscription Options 9 Copyright SAI Global Compliance, Inc. All rights reserved. The SAI Global name and logo are trademarks of SAI Global PTY Limited Compliance 360 and Virtual Evidence Room are registered trademarks of SAI Global Compliance, Inc., an SAI Global company. CPT is a registered trademark of the American Medical Association. All other trademarks are those of the respective owners. Reference Library in Compliance 360 1

2 Reference Library The reference library enables you to create and organize reference materials. For example, if you create custom user training materials for your Compliance 360 system, then you may want to store an electronic copy of the materials in the reference library so that users can refer to them after their training is complete. The subscriptions option enables you to access content from other sources, such as Content 360, or from other divisions in your organization. Tip: To view a subscribed manual, you need to first acquire it from the subscription list. Reference Library in Compliance 360 2

3 View Items in the Reference Library To view the items available in your reference library: 1. In any part of the application, click the Reference link in the upper right of the main Compliance 360 page. 2. Select an option in the Manual Name field in the Reference Library page. 3. Select a folder in the left pane. 4. Locate the items to view in the list: Click to view information about an item. Click a file icon to open item attachments. Reference Library in Compliance 360 3

4 Manage the Reference Library To set up the reference library, select the Maintenance module, and then click the Reference Library menu. This view contains two panes. Left Pane View library manuals in the left pane. Click to view details about a library item. Right Pane View summary and subscription information in the right pane. Select a library manual, folder, or item in the left pane, and summary information related to that element is displayed on the Summary tab in the right pane. Summary Tab The following sections are displayed in the Summary tab for library manuals: Library Manual Information - Displays metadata for the library manual. Item List - Lists all library items in this manual. The following sections are displayed in the Summary tab for folders: Folder Information - Displays metadata for the folder. Item List - Lists all library items in this folder. The following sections are displayed in the Summary tab for items: Item Information - Displays metadata for the item. Content - Displays the content attached to the item. Subscriptions Tab The Subscriptions tab enables you to access reference materials from other sources. Manage Reference Subscriptions Use this view to do the following: Create a Library Manual Create a Reference Library Folder Reference Library in Compliance 360 4

5 Create a Library Item Manage Reference Subscriptions Create a Library Manual 2. In the left pane, click the Library Manuals arrow and select New Library Manual. The Library Manual Information page is displayed. 3. Type a manual name and a manual description in the available fields. 4. Assign responsible parties. 5. Click the Security tab to specify security options. See the Basic Functionality > Security section of the Help for more information. 6. Click Save. Additional options are available for content sets acquired from a subscription source. Create a Reference Library Folder 1. Go to Maintenance > Display and Values > Reference Library. 2. In the left pane, locate a library manual or folder. Click the arrow for the appropriate library manual or folder, and select New Folder from the drop-down menu. Note: The folder is created under the content set or folder you select. 3. Enter a name in the Name field on the Folder Information page. 4. Enter a description in the Description field. 5. Click Save. 6. In the Responsible Parties List, click New Employee to assign responsible parties. 7. Click Save. Note: Objects placed in this folder are automatically defaulted to these responsible parties. The responsible party can be changed for individual objects once they are created. 8. Click the Security tab to specify security options. See the Basic Functionality > Security section of the Help for more information. 9. Additional options are available for content folders acquired from a subscription source. Reference Library in Compliance 360 5

6 Library Items The following topics provide information on library items in the Reference Library: Create a Library Item 6 Add Comments to Items 6 Copy and Move Items 7 Revise Items 7 Create a Library Item 1. Go to Maintenance > Display and Values module and click the Reference Library menu. 2. In the left pane, locate a library manual or folder. Click the arrow and select New Item from the drop-down menu. The Modify Item page is displayed. Note: The new item is created under the content set or folder you select. 3. Type an item name and an item description in the available fields. Tip: The Description field is displayed in Rich Text format. To view the contents of this field as HTML code, select the View Source check box. 4. Attach a file or URL to this content item as the source. See the Upload an External File or URL as an Object Source topic in the Basic Functionality > Attachments section of the Help for more information. 5. Assign responsible parties. 6. Click Save. Additional options are available for content items acquired from a subscription source. Add Comments to Items 2. Click a library item arrow and select Comment from the drop-down menu. The Comments window is displayed. 3. Click New. The Modify Comment window is displayed. 4. Type a comment in the Comment field. 5. The Notify Responsible Party check box is selected by default. Deselect the check box if you do not want to send the comment to the responsible party in an Click Save. 7. Click Close. Reference Library in Compliance 360 6

7 Copy and Move Items 2. Click a library item arrow and select Copy/Move from the drop-down menu. The Copy Manual Item window is displayed. 3. Deselect the Choose Location check box. The Select window is displayed. 4. Select a set by clicking the ellipsis in the Set Name field. The Select Content Set window is displayed. 5. Click Select in the Actions column to select a set. 6. Click a folder in the left pane 7. To specify the final location of the copied item, click one of the Before or After buttons in the Actions column. 8. Select Copy or Move in the Action field. 9. Click Finish. Tip: You can move an item by dragging and dropping it in a new location in the left pane. Revise Items Revising a library item creates a new baseline for the item. A new revision is created, but the previous revision remains accessible. 2. Click a library item arrow and select Revise from the drop-down menu. A message asks you to confirm the revision. 3. Click Yes. The Modify Item page is displayed. Manage Reference Subscriptions The Subscriptions tab in Maintenance > Reference Library enables you to access reference materials from other sources, such as Content 360, or other divisions in your organization. You can perform the following tasks: Share a Manual Acquire a Shared Manual Library manuals, folders, and items to which you are subscribed are automatically synchronized with the source content. Changes made to the source materials are reflected in your subscription library. You can customize the synchronization method of a manual, folder, or item. The following topics provide information: Reference Library in Compliance 360 7

8 Library Manual Subscription Options Library Folder Subscription Options Library Item Subscription Options Share a Manual You can share manuals, enabling other divisions to acquire and use them. To share a manual with all other divisions: 2. In the left pane, click a library manual arrow and select Make Online from the drop-down menu. Acquire a Shared Manual 2. Click the Subscriptions tab in the right pane. 3. Select a source from the Content Source Provider drop-down menu. 4. Click and drag a manual from the Subscriptions tab to the list the left pane. Library Manual Subscription Options Library manuals to which you are subscribed are automatically synchronized with the source manual. Changes made to the source manual are reflected in your subscription manual. To customize the synchronization method of a library manual: 2. In the left pane, click a library manual arrow and select Edit Library Manual. The Library Manual Information page is displayed. 3. By default, the options in the Ignore Updates To section are disabled. Select a check box to enable any of the following options: Manual name - If the source provider changes the name of this manual, the change is not reflected in your subscription manual. Manual description - If the source provider changes the description of this manual, the change is not reflected in your subscription manual. Folder order - If the source provider changes the order of the folders in this manual, the change is not reflected in your subscription manual. Reference Library in Compliance 360 8

9 New items - If the source provider adds an item to this manual, the change is not reflected in your subscription manual. Remove items - If the source provider deletes an item from this manual, the change is not reflected in your subscription manual. Item order - If the source provider changes the order of the items in this manual, the change is not reflected in your subscription manual. Library Folder Subscription Options Library folders to which you are subscribed are automatically synchronized with the source folder. Changes made to the source folder are reflected in your subscription folder. To customize the synchronization method of a folder: 2. In the left pane, click a folder arrow and select Edit Folder. The Modify Folder page is displayed. 3. By default, the options in the Ignore Updates To section are disabled. Select a check box to enable any of the following options: Folder Name - If the source provider changes the name of this folder, the change is not reflected in your subscription folder. Folder description - If the source provider changes the description of this folder, the change is not reflected in your subscription folder. Folder order - If the source provider changes the order of the subfolders in this folder, the change is not reflected in your subscription folder. New items - If the source provider adds an item to this folder, the change is not reflected in your subscription folder. Remove items - If the source provider deletes an item from this folder, the change is not reflected in your subscription folder. Item order - If the source provider changes the order of the items in this folder, the change is not reflected in your subscription folder. Library Item Subscription Options Library items to which you are subscribed are automatically synchronized with the source item. Changes made to the source item are reflected in your subscription item. To customize the synchronization method of an item: 2. In the left pane, click a folder arrow and select Edit. The Modify Item page is displayed. Reference Library in Compliance 360 9

10 3. By default, the options in the Ignore Updates To section are disabled. Select a check box to enable any of the following options: Item Name - If the source provider changes the name of this item, the change is not reflected in your subscription item. Item description - If the source provider changes the description of this item, the change is not reflected in your subscription item. Reference Library in Compliance