Table of Contents

Managing Document Folders

This article will explain how you can customise Folders in the system.

You can organise your documents within the system using Folders. These can hold both patient-related files and any other documents you've uploaded.

Configuring Folders for Different Sections

Document Folders can be found in Settings > Filing > Document Folders.

The list is titled Sections, these entries define where the list is used.

List

Use

Recommendations

Filing

This list is used in the Capture and Filing screen.

This list allows users to allocate documents to folders prior to filing.

By considering your process in your practice, you can create folders to replicate your paper process to safely store documents prior to filing. For example, folders named: Not yet registered, Workflow, non-Workflow, or titled by name. Names of staff who file documents, or the staff who are sent workflow documents.

Library

This list is used in the non-patient document section of the system.

Folders will support items saved alongside App entries. The library is built to digitise the paper content in the practice for safekeeping, audit purposes, and to save space and paper wastage.

Patients

This list supports the filing process and the storage of patient documents.

This list is used in the Patient section of the system.

Enabling filtering by folder in the Patient Documents screen to allow focus on particular medical specialty, useful to staff dealing with patient's ongoing care.

Depending on regional variations, you may not be able to Edit the Patients folder list.

Secured & Surgery Documents

This list is used in an area of the system similar to the Library.

The list predates the Library, and was used in the legacy Docman 7 product. The structure and usage is very similar to the Library.

Add a New Folder

Selecting a title in the Sections list displays the current folders and their structure. You may add or edit folders here. In the Filing or Patients lists the below steps maintain best practice. This helps avoid duplicate folders as subfolders in the structure.

  1. Selecting a title in the Sections list. This displays the current folders and their structure.
  2. Select the Top Level Folder label.
  3. Select Add.
  4. Enter a new folder name.
  5. Select Confirm.

Adding new folders to the Library, Surgery, or Secured lists may require slightly different steps depending on whether you're creating a top-level folder or a subfolder within an existing one. While the general process remains the same, creating a subfolder involves selecting the parent folder's name instead of the Top Level option. Then, you can proceed with the steps above.

Actions to Delete and Rename folders are also available within the edit folder screen.
Simply select the Folder name, select the edit option required and Confirm to make the change. This is immediate.
If you do try to Delete a folder that has documents in it, the system will prompt you to move the content prior to completing the deletion. This avoids documents moving to a Not in a Folder location in the system.

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Adding a Filing folder

Managing Filing Templates

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