Document Groups and Management Roles
Document Groups
Document Groups let several users share the same workload. When a Document Group is set as the Assignee or Owner / Approver, the document appears in the Document Management window for every member of the group, and any member can take ownership.
The standard groups are:
- DM-Admin
- DM-Doctor
- DM-Tech
- DM-Typist
Example: Three typists each work a different day. Assigning a letter that needs corrections to DM-Typist means whoever is rostered that day can pick it up, rather than waiting for the original typist to return.
Set your own Document Group
- Navigate to File > User Preferences.
- Select the Document Management & Importing tab.
- In the bottom left, tick Member of a document group.
- Select a group from the drop-down below.
- Select Save and Close.
Set the Document Group for another user
Managers can set or change the Document Group for any user from the admin menu.
- Navigate to Admin > Delegation & Work Preferences.
- Select the user from the drop-down at the top of the window.
- Select Edit at the bottom of the window.
- Tick Member of a document group.
- Select a group from the drop-down below.
- Select Save.
- Repeat for any other users, then select Close.
Document Management Roles
The Document Management Role controls which document statuses a user sees by default in the Document Management window. Every user should have a role set so the screen shows only documents that are relevant to them.
| Role | Sees documents in these statuses |
| Doctor | Approval Waiting |
| Typist | New, Correction, Draft, Distribution Waiting |
| Technician | New, Correction, Draft |
| Distribution Waiting | Distribution Waiting |
| Remote Reporting | Remote Reporting |
| All | All statuses |
Set your own Document Management Role
- Navigate to File > User Preferences.
- Select the Document Management & Importing tab.
- In the top left, select a role from the Document Management Role drop-down.
- Select Save and Close.
Set the role for another user
- Navigate to Admin > Delegation & Work Preferences.
- Select the user from the drop-down at the top of the window.
- Select Edit at the bottom of the window.
- Select a role from the Role drop-down.
- Select Save.
- Repeat for any other users, then select Close.
Once Document Groups and Roles are in place, day-to-day actioning of documents (filtering, advancing statuses, importing) is covered in How to manage documents.