How a Super User can share document and video content with hospitals under the content restrictions?

1 Document owner
2 Step 1: Duplicating the document in Carbon Editor
3 STEP 2: Locating the Hospital’s unique ID
4 STEP 3: Editing the custom metadata of the duplicated document to replace the Owner_ID value of Global with the Hospital ID.
5 STEP 4: Export the duplicated document to Ubiquity Dashboard
6 STEP 5: Add the preferred document name and description (optional) to the version details in Ubiquity Dashboard
7 STEP 6: View the document in the hospital admin dashboard

Document owner

Every document has a owner which is recorded in the document metadata as the “owner_id”

When content is created (via Carbon Editor for example) by super admins the Owner_ID is set to ‘Global’.
When content is created by hospitals (via uploading a PDF for example) the Owner_ID is set to the hospitals own unique id.

Perform the following steps if the super admin needs to share the content with a hospital

Step 1: Duplicating the document in Carbon Editor

1.1 Log into the idm account using your credentials and click on Applications>Carbon Editor to navigate to the carbon editor platform where all the documents are present.

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1.2 You can now view all the available spaces and the document categories. Choose the required space and the document category. I will be selecting “Hernia-Incisional” as the space and “English” as the document category.
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1.3 You will now be able to view all the documents under Hernia-Incisional>English document category. Now select a document that needs to be duplicated. In this example, I am selecting “Reading 12: What can I eat after the operation?” document to duplicate it.

Note: Please add the procedure title with the document to differentiate between two documents of same title but different procedures

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1.4 In this step, click on the drop-down for “Versions & Exports” present on the top of the document and select “View Metadata” as shown in the below image.

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1.5 Once you click, “View Metadata” option, scroll down the page and click on the “Edit” button present next to the “Source_Url”.

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1.6 Replace the code here with the below given code and click on “Save” button.

{"owner_id": "global",
"source-url": "",
"content-provider": "",
"original-authors": ""}

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1.7 Go back to the document “Reading 12: What can I eat after the operation?” document. Click on the “Versions and Exports” button and not the drop-down this time as shown in the below image:

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1.8. Click on “Create Version” since you need to export a new version as XML. Fill the Name, Description of the version and click on “Save”.

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1.9 Now, click on the “Export” button.

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Click on “Create export” button. Select the Export type as “XML”

Click on the “Next” in the below image. Do not check “Export Themes” and “Export System Types”

Click on “start Export” as shown in the below image.

The status now shows “Complete”. Click on the “Download“ button now.

1.10 Now go back to the Hernia-incisional space and “English” document category. Click on the “Import” button which is present on the top of the page.

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1.11 Fill in the “Document Name” and click on “Import file”. Choose the file which you downloaded after exporting the document. Click on “Start” and “Continue” to import. Once the import is completed, you would be able to see a success message called “Import Complete!”. Finally click on “Done”.

Note: for example purposes, I have given the same document name here as the original document. But you have to edit the document name to add the hospital name and procedure (DOCUMENT + HOSPITAL + PROCEDURE e.g. Allergy Bohunice Knee)

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STEP 2: Locating the Hospital’s unique ID

2.1 Log into the dashboard as Super admin. From the dashboard, click on Administration>hospitals>”Select your hospital from the hospital list”. In this example, I am selecting the “Test Hospital” as this is the hospital I have access for.

Copy the ID mentioned in the url on selecting the hospital as shown in the below image. This will be user hospital unique ID.

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STEP 3: Editing the custom metadata of the duplicated document to replace the Owner_ID value of Global with the Hospital ID.

3.1. Go to the Carbon editor and click on the imported document which will be present on the top of the list.

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3.2. Now, click on the drop-down present with “Versions and Exports” button. Select “View Metadata”.

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3.3. Click on the “Edit” button present next to the “Owner-Id” .

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3.4. Replace the Owner_id from “global“ to “hospital/ followed by the unique ID of the hospital” which you would have copied from the super admin dashboard>Administration>Hospitals>Test hospital. Click on “Save”.

Note: This will publish the Hospital Version of the document to Hospital Admin of the Hospital. If you as a Super User want the document to be in Super Admin dashboard then leave the ‘Owner_id’ as global itself.

Image 3.4.

STEP 4: Export the duplicated document to Ubiquity Dashboard

4.1 Click on the “Versions and Exports” button and not the drop-down to export the document as ubiquity.

4.2. Click on “Create Version” button to create a new version.

4.3 Fill in the “Name” and “Description” of the new version. Click on “Save”.

4.4 Click on the “export” button as shown in the below image.

4.5 Click on the “Create Export” button.

4.6 Select the export Type as “Ubiquity”.

4.7 Select “BBraun HTML” as the export theme.

4.8 Select the app which you need the document to be exported for. in this case it is ForPatientApp QA. Click on “Next”.

4.9 Since you are creating a new document, please select the option “Create a new document”. Click on “Next”.

4.10 Use the same document name and click on “Next”.

4.11 The document type would be “Standard” . Click on “Next”.

4.12 Select the document category and click on “Next”.

4.13. Click on the location where the document should appear in the app. Click on “Next”.

4.14. Now click on “Start Export”.

STEP 5: Add the preferred document name and description (optional) to the version details in Ubiquity Dashboard

5.1. Now check for the status “Complete” and click on “View in Ubiquity” button.

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5.2. Performing the above step, it would be navigated to the ubiquity platform as shown in the blow image. To update the Name and description, please click on the “configure” button.

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5.3. Select “Name and Description” option and fill in the details. Click on “Save” button. Here you add the name of the document without the procedure name and hospital name. This title will be shown up in the app for patient app users.

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5.4. Finally select “Publishing”, Select the “Document Availability” as “Free”. save it. Select the latest version and click on “Publish” button.

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STEP 6: View the document in the hospital admin dashboard

Now log into the hospital admin dashboard and you will be able to view the document shared by the super admin in the hospital admin dashboard >content>documents.