Worklist Intake

This section provides information about the Worklist Intake feature.

Pending tab

The system enables the user to view a list of incoming attachments in Worklist View. In this view, the user can select an attachment for the case creation for Oracle Argus Safety and Oracle Argus Affiliate cases in the Pending dialog.

The following table lists and describes the fields available for the worklist:

Field or Control Name	Description	Bookin Field	Property
Priority	Enables you to view the priority of a case	N/A	Non-scrollable field label
Initial Date	Enables you to view the Initial Receipt Date of the case.	Initial Receipt Date	Non-scrollable field label
Intake Date	Enables the user to view the date the system imported the attachment in the Intake Worklist.	N/A	Non-scrollable field label
Product Name	Enables you to view the suspect product in questions.	Product Name	Scrollable field label
Generic Name	Enables you to view the generic name of the suspect product in question.	Generic Name	Scrollable field label
Event PT	Enables you to view the primary event and verbatim as reported.	N/A	Scrollable field label
Event Verbatim	The following format will be used: Primary Event (Verbatim as Reported)	N/A	Non-scrollable field label
Serious	Enables you to view the Case Level Assessments Serious (Y/N).	N/A	Non-scrollable field label
F, LT, or H	Fatal (F), Life Threatening (LT), or Hospitalized (H) If the case is Fatal, print F. If the case is Life Threatening, print LT. If the case is Hospitalized, print H. If any of the preceding are present together, Fatal takes precedence followed by LT, followed by H. If the case is neither, display No.	Death for F Hospitalized for H Life Threatening for LT	Non-scrollable field label
Case Type	Enables you to view report type information.	Report Type	Non-scrollable field label
Study ID	Enables you to view the Study ID for the study cases This field is empty for cases where the Study ID is not available.	Study ID	Non-scrollable field label
Reporter Type	Enables you to view the reporter type for the primary reporter in the case. This field is empty if the reporter type is not available.	N/A	Non-scrollable field label
Country	Enables you to view the country of incidence.	Country of Incidence	Scrollable field label
Central/Affiliate Site	Enables you to view the current Oracle Argus Safety or Oracle Argus Affiliate site of the case. You can view all the source documents from the site folder the user belongs to. Workflow enterprise users can view all cases across all site.	N/A	Scrollable field label
Attachment	Enables you to view the attachment associated with the case. If there are multiple files, they are separated by a comma.	N/A	Non-scrollable field label link
Classification	Enables you to view the attachment classifications associated with the attachment.	Classification	Scrollable field label
Description	Enables you to view the attachment description associated with the case.	Description	Scrollable field label
View All	Enables the administrator and workflow manager/enterprise to see all items in the system across all sites.	N/A	Radio button
View Individual	Enables you to view all items assigned to this user site. If there are no sites defined then all users have access to the case attachment. This button is disabled if the user is not a workflow manager or enterprise user.	N/A	Radio button

Worklist Intake View

The following table describes the Worklist Intake View:

Oracle Argus Site	Folder	Worklist Intake View
US	C:\USINTAKE	All users belonging to the US site can see the case and workflow enterprise users.
DE	C:\EUINTAKE	All users belonging to the DE, FR, CH site can see the case and workflow enterprise users.
CH	C:\EUINTAKE	All users belonging to the DE, FR, CH site can see the case and workflow enterprise users.
FR	C:\EUINTAKE	All users belonging to the DE, FR, CH site can see the case and workflow enterprise users.
JP	C:\JPINTAKE	All users belonging to the JP site can see the case and workflow enterprise users.

Worklist

The system reads the XML that contains the preceding fields as tags and creates the Worklist based on the tags.

<Cases>
<Case>
<PRIORITY>: Single number from 1 - 8. All others to be ignored
<INITIAL_DATE>: Format of Date DD-MMM-YYYY
<PRODUCT_NAME>: Text Field up to 70 Characters
<GENERIC_NAME>: Text Field up to 70 Characters
<EVENT_PT>: Text Field up to 250 Characters
<EVENT_VERBATIM>: Text Field up to 250 Characters
<SERIOUS>: Yes / No. All others are ignored
<FLTH>: Format of F. All other after that are ignored
<LT>: Format of LT All other after that are ignored
<H>: Format of H. All other after that are ignored
<CASE_TYPE>: Text field of report type
<STUDY_ID>: Text field of Study ID
<REPORTER_TYPE>: Text field of Reporter Type
<COUNTRY_OF_INCIDENCE>: Text field of Country
<ASSIGNED_TO>: Text field of User
<GROUP>: Text field of Group
<SITE>: Text field of Site
<ATTACHMENTS>
<ATTACHMENT>:
<FILENAME>: Text field of Attachment File Name
<DOCID>: Document ID from Document Storage System
<CLASSIFICATION>: Text field of Attachment Classifications
<DESCRIPTION>: Text field of Attachment Classifications Descriptions

The text on the worklist prints as specified in the XML and no lookup is performed.
If any of the Tag elements are empty they will be empty in the Intake Worklist.
If any fields are not available on the initial case entry, the system ignores them.
If there are multiple tags for the same element, the system retrieves the first tag element.
If the values do not match any elements in the Initial Case entry, the system ignores them.
The minimum fields required for the Attachment to be visible in the Intake Worklist are
- Filename
- DocID
- DocID is only required if a central document system is enabled. If DocID is blank then the physical file with the same name as specified in the tag <Filename> is also required in the same folder.
If there is an error occurs while processing the Worklist, AG Service sends an e-mail to the General E-mail address.
The system enables you to select only one case at a time when creating cases in the Initial Case entry dialog.
- When you select an attachment row and click Create Case, the system locks the file to prevent others users from booking in the same case.
- The system displays the following message:
```
The case attachment is being currently used by XXXX user.
```
  where:
  
  XXXX is the full name of the user who has locked the attachment row.
- The system displays the standard Initial Case Entry where the system populates the fields within the XML Properties to the Initial Case entry dialog and display the PDF file for 40% of the screen.
- If multiple attachments are available, the system opens them. The end user system must be setup to open multiple documents in the same window in Internet Explorer.
- If the system is setup to use a central document storage system and the user clicks Create Case, the system retrieves the PDF from the central document system.
- The system adds the attachment to the Initial Case entry dialog and also includes the Classifications and Descriptions for the attachment.
- If the system is setup to use a central document storage system, Oracle Argus Safety stores the document ID from the central document system. The file attachment will not be stored in Oracle Argus Safety.
- The system fills all available fields in the Initial Case Entry dialog with data from the XML Messages.
- If you choose to open the cases after book-in, the system keeps the Attachment open in the split screen to enable the user to complete the case data entry.
- If you book in the case from the Worklist Intake and chooses not to open the case from the Initial Case Entry dialog after book in is complete, the system returns to the Worklist Intake dialog.
When you perform a Duplicate Search and select a Case from the list, you can attach an incoming file to an existing case.
- The system displays the Accept As Follow-up button and enables it when the user selects a case from the Duplicate search for the current Attachments to be added.
- When you click Accept as Follow-up, the system opens the selected case and continues to display the Source attachments.
- The system adds the attachments with the Classification and description (if provided) to the follow up case.
- The system opens multiple attachments if they are available. The end user system must be setup to open multiple documents in the same window.
Once you accept the initial or follow-up case and successfully create the case in Oracle Argus Safety or Oracle Argus Affiliate, the system generates an Acknowledgement in the OUT folder at the same level. For example, if the incoming folder for Site US is C:\USSITE\Incoming, the system generates ACKS in the C:\USSITE\OUT folder.
- The Message format for the ACK is as follows:
```
<CASES>
<CASE>
<CASE_NUMBER>: Argus Generated Case Number
<PRODUCT_NAME>: Text Field up to 70 Characters for Primary Suspect Product of Case
<DATETIME>: The Date and time in the DD-MMM-YYYY hh:mm:ss format when the file was accepted / rejected by the system
<ATTACHMENTS>
<ATTACHMENT>:
<FILENAME>: Text field of Attachment File Name
<DOCID>: Document ID from Document Storage System
```
If you click Copy to copy a case in Oracle Argus Safety, the system generates an ACKS and puts it into the out folder for the site the original case belongs to. For example, Case A belongs to US Site and the user copies the case to Case B. The system creates an ACK in the US\Out Folder as configured in the US Site.

Rejected Cases

In Oracle Argus Safety, the Workflow Manager or Enterprise User can click Reject Case to reject cases from the Intake Worklist.

Oracle Argus Affiliate users can reject cases in the Intake Worklist.
- When you try to reject a case, the system presents the Standard Justification dialog.
- The Status row displays the following message:
```
Case Rejected by XXXX on YYYY at MMM due to: ZZZZ
where:
XXX is the User Full Name,
YYYY is the Date when the case was rejected in GMT
MMM is the time in GMT
ZZZ is the justification for rejecting the case as entered by the user.
```
- Rejected Date: Date in GMT when the user rejected the case
- Rejected By: User Full Name who rejected the case.
The system displays the Total number of Rows in the Worklist header section.
You can select the number of cases to display on the by selecting a value from page size drop-down list on the Worklist dialog.
The page drop-down list contains the following values:
- 50
- 100 (default)
- 250
- 500
- 1000
- 2000
The system displays the number of cases currently in view and updates the range automatically. For example, if you select 100 from the page size drop-down list, the system separates the displaying rows into groups of 100 cases.
The system enables you to go directly to a range of cases from the Displaying Rows drop-down list.
The system enables you to scroll through the Worklist page-by-page increments as defined by the Page Size drop-down list.
The system enables you to sort on ALL the columns in the Worklist view by clicking the header column. The system displays a triangle to show which column is sorted currently.
- The initial sorted column is Initial Date.
- The default sort order is ascending
- Clicking the column header again, toggles between ascending and descending order.
The system maintains the worklist view with the sorting and filtering options defined by the user.
The Intake Worklist enables you to filter on each element.
The system enables you to filter on any element when you click the Filter button.
- The system provides a Type Ahead feature to enables users to filter on any text/date element.
- The system enables you to Close the filtering options by clicking the X icon on the filtering options.
- If filtering criteria are specified, the Filter icon has the paper clip icon to indicate there are filtering elements.
- The system permits a Like search (e.g. if you search for Cure, it returns all elements starting with Cure).
- The system enables wild card searches . For example, if the user searches for %Cure, the system returns all elements containing Cure.
- Clicking the Search button enables you to filter for the reports in the list of reports.
- These are filtering options are available from Worklist-specific views and when you drill down for cases or reports.
The system saves all user preferences for future use.
Clicking the Search button enables you to filter the elements on the dialog.

User Site Updates and Access Management

You can configure the Path for the File Intakes per Site (Oracle Argus Safety and Oracle Argus Affiliate) in the Site configuration.

When you click the Browse button, the system enables you to browse to the Folder for the Site where the XMLS and the PDFs are stored.
The Path length is up to 255 characters.
The current Worklist options are replaced with granular permissions for Worklist elements in the Group Permissions as per the Worklist Intake (default is disabled).
The Audit Log tracks the updates made to Site Configuration.
The User Site print out displays the File Intake Path.

Parent topic: Configuring Workflow