How to work with documents and videos that have the same name but different content?

1 Document owner
2 Step 1: Duplicating the document in Carbon Editor
3 STEP 2: Editing the content of the new document with new changes
4 STEP 3: Export the duplicated document to Ubiquity Dashboard
5 STEP 4: Add the preferred document name and description (optional) to the version details in Ubiquity Dashboard
6 STEP 5: 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.

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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: I have given the same document name here as the original document. 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: Editing the content of the new document with new changes

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

Image 2.1.

2.2 Now, click on the “Edit Content” button and update the content.

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2.3. Click on the drop-down present with “Versions and Exports” button. Select “View Metadata”.

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2.4 Scroll down and update the meta tags. Doing this, you can search the content using tags which has the same name but different content.

STEP 3: Export the duplicated document to Ubiquity Dashboard

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

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

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

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

3.5 Click on the “Create Export” button.

3.6 Select the export Type as “Ubiquity”.

3.7 Select “BBraun HTML” as the export theme.

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

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

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

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

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

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

3.14. Now click on “Start Export”.

STEP 4: Add the preferred document name and description (optional) to the version details in Ubiquity Dashboard

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

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4.2. 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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4.3. Select “Name and Description” option and fill in the details. Click on “Save” button.

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4.4. 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 5: 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.