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Docman Clinical Document Management Console User Guide

Training & Knowledge Updated by Training & Knowledge

Docman Clinical Document Management Console User Guide

What is the Console and what is it used for?

The Docman Console is designed to allow GP Practices that do not use Docman10, to electronically reject documents back to the sender, removing the need to manually return letters.

Setting up your organisation to use the Console

To gain access to the console, submit a request by emailing AHCSupportManagers@oneadvanced.com providing the following information:

  • Organisation Name
  • Organisation ODS Code
  • Full Name of the Admin user (this user will be able to create and manage users for your organisation)
  • Email Address (for password resets)

Understanding User Roles

The Rejection Management Console has two user roles:

  • Document Receiver
  • Document Receiver Admin

The only difference between the two roles is that the Rejection Console Admin has access to the Admin section on the Navigation Bar. The Admin section allows the user to create and manage users for your organisation.

To manage users, select the Admin option on he Navigation bar and select Manage Users.

From this page you can Create new users and Manage existing users.

Creating new users

To create new users:

  1. Select the Admin option on he Navigation bar, and choose Manage Users.
  2. From the User Management page, select Create User.

The Create User page is displayed.

  1. Complete the User Name and Full Name fields.
  2. Select the role from the Roles field choosing from Document Receiver or Document Receiver Admin. Choose the Admin role if you want the user to be able to create and manage users.
  3. Enter the users email in the Password Reset Email field.
  4. Optional - Tick the MFA Required if you would like the user to use Multi-Factor Authentication to access.
  5. Select Save to create the user.

The user will then receive an email with their account details and password from no-reply@docman.com, the password is valid for 30 minutes only.

Managing existing users

To manage existing users:

  1. Select the Admin option on he Navigation bar, and choose Manage Users.
  2. From the User Management page, select the drop-down button under the Actions header against a user.
  3. Select Edit User.

  1. Here you can edit the user's Full Name, amend the access rights using the Roles section. You can also manage the users Password Reset Email and Reset Password for the user.
  2. Multi-Factor Authentication (MFA Required) can be enabled for the user from this screen.

  1. Select Save once complete.

Best Practice for using the filter

  1. Under Saved Filters select the Edit button.

  1. In the filter under date Period select Last Month
  2. Click Save Filter and name the filter to Last Month and click Save.
  3. Under Saved Filters select the Edit button.
  4. Select the Last Month Filter you have just created, tick the set default checkbox and select Apply at the bottom of the filer.

How to reject documents

  1. Select the Document List option on the Navigation Bar.
  1. Select the drop-down button under the Actions header.
  2. Select View Details.

  1. Check the details of the document on the Document Details and Meta-Data tabs.
  2. Check the document on the Document Preview Tab to make sure this matches the document you would like to Reject.

  1. One you are happy you have found the correct document to reject, select Reject Document under the Actions section on the right.

  1. Select the most appropriate rejection from the options presented and if required, add a note to accompany the rejection to help the sender deal with the next steps. The Rejection Options are:
  • Patient is no longer registered at this practice
  • Patient never registered at this practice
  • Incomplete document
  • Document cannot be viewed
  • Duplicate document already received
  • Deceased/End of Life
  • Invalid Document

  1. Finally, the timeline presents the audit, this can be accessed any time so you can track the actions that have been taken for any documents that have been rejected.

If you have any questions regarding the console, please contact the Support Desk by emailing AHCSupportManagers@oneadvanced.com

Please note: This email is for Console queries only, if you are a Docman10X or Docman Connect user please log a case via the support portal.

Updated on 17th June 2026

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