Document Center

The module allows the user to upload documents or to create them directly in the system. The documents are available to the Admin and Super Admin users based on their location and department permissions. 

Step 1:  Log in at MedTrainer

Step 2: On the left, select document center

Step 3:  Select document and policies

Step 4: Select the folder you wish to upload your document / policy
Step 5: Click the New button, then document, then upload
Step 6: Fill in the blank fields, and upload the document / policy under the appropriate format
Step 7: Select save

The user can create their own .pdf and .docx documents by following the steps below.

Step 1:  Log in at MedTrainer

Step 2: On the left, select document center

Step 3:  Select document and policies

Step 4: Select the folder you wish to upload your document / policy
Step 5: Click the New button, then document, then create and choose either PDF or Word format
Step 6: Enter the document name and folder it belongs to.  
Step 7: Select save.
Step 8: A new tab will open for you to create your document.
Step 9: Select done once you are done editing the document or if you need to close it and continue editing at a later time.
Step 10: Fill the mandatory fields of the Document Configuration form.

This process applies  .pdf, .doc(x), .pptx, .xlsx,  .txt,  .zip, .png,  .jpg, .jpeg documents.

Step 1:  Log in at MedTrainer

Step 2: On the left, select document center

Step 3:  Select document and policies

Step 4: Select the folder the document is located in.
Step 5: Select the row of the desired document
Step 6: Select the pencil icon to edit
Step 7:  The system will redirect the user to the Update Document form, The user must fill out every mandatory field.
Step 8: Select save.

The system will save the updates to the same drft version of the document. 

Super Admins and Admins can build their own approval workflows based on their needs.
These approval workflows will be used to send out a document for approval, allowing the user to make sure the document gets to the right people in the correct order. 

Step 1:  Log in at MedTrainer

Step 2: On the left, select document center

Step 3:  Select document and policies

Step 4: Select the folder you wish to create your escalation matrix (approval workflow)
Step 5: Select the Escalation Workflow tab
Step 6: Select the New Matrix button
Step 7: Enter a name for the matrix and the first level of the approval workflow by just clicking in the fields and starting typing.
The system will be saving all the changes as a draft workflow automatically.
If the user does not publish the workflow he is working on, then it will still be saved as a draft.

Step 8: Select the Add Reviewers icon (located on the right) to add people to the level of each workflow.

Step 9: The Add one or multiple reviewers screen will be prompted.
Start typing the name of any employee in the company to add them as a reviewer.
The user can also type the email address of someone that is not an employee to add them as a guest reviewer.

Step 10:  Once you select Add, the employees selected will be displayed as a reviewer for the level.
Step 11: Add as many levels as needed by selecting the +Add level button
Step 12: Give a name to the new levels and add reviewers to each level.
Step 13: Once you have added all of the levels to your workflow, you need to specify which level can escalate the approval to another level. To do this, click on the Escalation levels button available on each level.  
Step 14:  By clicking on the Escalation levels icon, a dropdown with the available levels will appear.
Select the desired levels you need the level to be able to escalate to. You can select just one, or multiple levels if needed.

Note
To delete a reviewer select it by checking the select box next to the name of the user and hitting the Delete icon. Then click the Delete option on the confirmation screen. 

The user can send a document for approval as long as it is a draft by following the next steps.
Step 1: Select the row of the desired draft document.
Step 2: Select the Request approval icon from the app bar.
Step 3: Select the desired approval workflow from the Escalation matrix dropdown.
Step 4: Select Send to confirm the request. After this is done, a snack bar will appear on the screen confirming the request.

Note: The system will update the Status column of the table to Approval requested and the Workflow state column to Waiting for approval. The system will also populate the Escalation matrix and Escalation level columns with the information of the approval workflow selected.

When a document is sent for approval, the users that are part of the levels on the workflow will be notified when it is their time to review the document. 

To start the review of a document, the users on the levels of the workflow must follow the next steps.

Step 1: The users of the workflow level that have the document assigned will receive an email and a notification in the My Student Dashboard stating there is a document they need to review.
Step 2: Select the Review option.
Step 3: The user will have the Escalate, Send back, and Approve options based on the roles that were set up for him when building the approval workflow.

After the user has reviewed the document, he will have up to three options:

Option 1: Escalate

If the user selects the Escalate button, a screen will be prompted so he can select to which level he wants to escalate the document.

The user will have to add a comment related to the escalation and hit Escalate to confirm the action.

Note: The options to escalate will depend on the structure of the approval workflow. 

The users on the level that the document got escalated to will receive an email and a notification in the My Student Dashboard stating there is a document they need to review.

Option 2: Send back.

If the user selects the Send back button, a screen will be prompted so he can select whether he wants to send the document back to the level it got escalated from or directly to the requestor.

The user will have to add a comment related to the sent back and hit Send back to confirm the action. 

The users on the level that the document got sent back to or the requestor, depending on the selection of the user, will receive an email and a notification in the My Student Dashboard stating there is a document they need to review.

Option 3: Approve.
If the user selects the Approve button, the document will get approved and the requestor will be able to publish it.  The system will display a message stating the document got approved. 

And the requestor will receive an email and a notification in the My Student Dashboard stating the document is approved.