PSIsafe Management Administrator Guide: Key Concepts

To maximize the potential Administration and Management of PSIsafe, there are just a few key concepts that you will need to understand:

• Filing Structure
• Search
• Rights Management
• Workflow

Filing Structure

The PSIsafe filing structure is essentially a Folder-centric filing system. For example, a Client Cabinet would have a folder for each client. A Vendor Cabinet would have a folder for each vendor, and so on. But there is more to the structure.

PSIsafe allows you to set up a Database, which can contain multiple Repositories, which contain Cabinets, which contain Folders, which contain Tabs, which contain Documents.

• Database - A separate installation of PSIsafe with its own users, templates, and other configuration information.
• Repository - A group of Cabinets to which a User may have access rights.
• Cabinet - A group of Folders with common folder index and tab structures to which a User may have access rights.
• Folder - A uniquely indexed group of documents filed under tabs, i.e. a client folder, a vendor folder, a patient folder.
• Tab – Used to group documents within a folder and is consistent within every Folder in a given Cabinet.
• Document – An individual document of any format, with a description filed in PSIsafe.

Search

PSIsafe provides multiple efficient ways to search for folders and documents. Folder searches are based on folder indexes that are used to define folders. Folder indexes (or labels) are User configurable at the cabinet definition level and are identical for each folder within a given cabinet. Folder index values can be entered manually or can be automatically pulled in from another application via Synchronizer. To search for a folder, select the index on which you want to base your search and run the search.

Searching for a specific document can be performed either structurally or via a keyword search. A structural search is a quick way to find a document by finding the folder, selecting the tab and then viewing the descriptions of documents listed. A keyword search is used to find documents that contain specific text within the document description or within attached keywords. PSIsafe also allows you to create filters which can contain a specific combination of search criteria. These filters can be saved and used in the future for searches that may be repetitive.

Rights Management

This section will give you a general idea of the powerful rights management capabilities within PSIsafe. Rights are closely tied to the hierarchical Filing Structure described on the previous page. Rights are granted to either a User or a Group. (A Group is simply a collection of Users, typically sharing a functional role), Repository, Cabinet, Folder and Document access is granted to Users (or Groups) to allow you to control which Users can access different parts of your Filing Structure. At the Folder and Document levels you have the ability to apply granular access controls. This means you can give one User View rights to a document, another User Edit rights to the document and a third User No rights to the same document. Export and Transfer (Moving) of Folders and Documents are also controlled within the Rights Management framework.

Access Rights

Document and Folder access rights are controlled by applying pre-defined Sensitivity Classes. Sensitivity Classes can be re-used as often as necessary. The different types of access rights for a User or Group at the Folder or Document level are None, Preview, View, Create, Edit, Delete and Lock.

• None – User will not be able to see the Folder or Document within the file structure.
• Preview – User will be able to Preview the Folder or Document using the built-in Preview – cannot Print or Email.
• View – User will be able to View the Folder or Document using the associated application.
• Edit – User will be able to Edit the Folder or Document using the associated application.
• Create – User will be able to Create new Folder or Document using the associated application.
• Delete – User will be able to Delete the Folder or Document using the associated application.
• Lock – User will be able to Lock and Unlock the Folder or Document so that other Users/Groups cannot Edit or Delete.

These rights are granular because you can select which specific rights you want to apply to a User for a Folder or Document. For example, you might give a User who only does scanning; create rights, but no other rights. This User can scan documents into the system but will not be able to log in and see anything in the system.

Export Rights

User can be given the right to Export Folder information or Documents. Export rights can be set to None, Index or Contents.

• None – The User cannot Export Folder Index information or Contents (documents).
• Index – The User can Export Folder Index information but not Contents.
• Contents – The User can Export Folder Index information and Contents.

Transfer Rights

User can also be given rights to Transfer Folder information or Documents. Transfer rights can be set to None, Copy or Move.

• None – The User cannot Copy or Move a Folder to a compatible Cabinet.
• Copy – The User can Copy a Folder to a compatible Cabinet but cannot Move a Folder to a compatible Cabinet.
• Move – The User can Copy and Move a Folder to a compatible Cabinet.

Workflow

Folders, documents and bundles of documents can be routed between Users manually and via rules based on your business processes. Workflow rules are configured in the Management module. This is a brief explanation of how PSIsafe Workflow can help you streamline your business document processes.

A User can select a folder, document or bundle of documents (bundle may use manual route only) and route them into Workflow by selecting a Rule, User or Group to receive the item. The User who receives the document will receive a notification that they have a document in their Workflow Inbox. All Users have a Workflow Inbox that they can access to see a list of items to process. Users can Approve or Reject items in their Workflow Inbox. If the User has edit rights, they can make edits to the document before Approving or Rejecting.

If an item is routed manually to a User, that User can manually select another User to Approve and route to or file the document out of Workflow. If an item is routed via a Rule, the item will follow the defined process as Users approve or reject the item. Rules also allow pre-determined escalations and alerts based on time passed in any given User’s Inbox.

Managers in your company can monitor and manage Workflow through a management interface that provides a view of all items in Workflow. A Workflow manager can also move items between Users and generate reports to help analyze productivity.

Keywords: PSIsafe Management Key Concepts