1. User's Guide
  2. Managing Classifications
  3. Omission Management
  4. Approving Action Assignments

Approving Action Assignments

For each dictionary/domain combination you can configure TMS to send omissions with actions applied directly to the external system or to pass through an approval stage. The approval stage allows an intermediate individual to decide if it is really necessary to take the extra time for the term to travel through the additional processing cycle. See Creating Domains and Assigning Dictionaries to Domains for more information.

Users must have TMS_APPROVE_PRIV to approve Internal Action assignments. Users with TMS_CLASSIFY_PRIV can query in the Approve Action Assignments window, but cannot perform any operations there.

This section includes:

Parent topic: Omission Management

Understanding the Approve Action Assignments Window

The Approve Action Assignments window has two tabs above and two tabs below:

Parent topic: Approving Action Assignments

Distinct and All Action Assignments

In the tabs in the upper part of the Approve Action Assignments window, TMS displays only the current Action assignments. To see a history of the term's Action assignments, use the tabs in the lower part of the window.

There are two tabs in the upper part of the window:

  • The Distinct Action Assignments tab shows Action assignments associated with unique verbatim terms.

    You can approve actions only in the Distinct Action Assignment window. TMS then applies the Action assignment to all occurrences of the same term.

  • By contrast, the All Action Assignments tab shows all occurrences of the verbatim term that is selected in the Distinct Action Assignments tab, and provides external system info for each source term.

To see data, enter a query in the Distinct Action Assignments tab. Select a radio button to restrict the query as follows:

  • All allows queries to retrieve both internal and Answerable Action assignments.

  • Approved allows queries to retrieve only Answerable Action assignments that have been approved.

  • Not approved allows queries to retrieve only Internal Action assignments, including those with and without base Answerable Actions. However, only those with base Answerable Actions can be approved.

    Note:

    Internal Actions defined with a base Answerable Action are used as an approval mechanism. When you query for nonapproved actions, you retrieve only Internal Actions (some of which may not have base Answerable Actions and therefore not require or support approval). When you approve one of these Internal Action assignments, TMS immediately assigns the base Answerable Action to the term in place of the Internal Action. Therefore, when you query for approved Action assignments, you retrieve only Answerable Actions.

Note:

TMS does not display unAnswerable Action assignments in this window.

Query results are also filtered by the settings in the Filter window. To check and change your filter settings, click the Filter button. See Setting Filters and Creating Activity Lists for more information.

For each term, TMS displays the following information. Some information is displayed only on the Distinct tab or only on the All tab (as noted):

  • N: (Distinct tab only.) If an N appears to the left of the Appr? field, the term has at least one note associated with it. Go to Status/Notes to see the term's notes.

  • Appr?:If selected, the Action is approved to proceed to the external system.

  • Verbatim Term: In the Distinct Action Assignments tab, this is the distinct verbatim term. In the All Action Assignments tab, this is a particular occurrence of the verbatim term.

  • Omission Status: (All tab only.) The TMS status associated with the omission occurrence.

  • Action Text: The text of the Action currently applied to the term.

  • Action Owner: (All tab only.) The user name of the person who assigned the Action to the term.

  • Action: The name of the Action currently applied to the term.

  • Action Type: The type of the Action currently applied to the term. See Action Types.

  • Status: (Distinct tab only.) The current status of the term to which the Action is assigned.

  • Action App Owner: (All tab only.) The external system that currently owns the omission.

  • Update?: (All tab only.) If checked, this omission record has been updated, and the next data exchange job with the external source data system (such as Oracle Clinical Batch Validation) will process the record.

  • Instance Name: (All tab only.) The name of the database where the term was collected in the external system.

  • Source Term ID: (All tab only.) Source_term_id, occurence_id, def_instance_id (database), def_integration_key (external system) together form the unique identifier of a source term in TMS.

  • Occurrence ID: (All tab only.) The source_term_id, occurrence_id, def_instance_id (database), def_integration_key (external system) together form the unique identifier of a source term in TMS.

  • Entry Ts: (All tab only.) The time and date when the source term entered TMS.

  • Source Term Alt Key: (All tab only.) Alternative source record identifier; can be used from the external system to provide a different access patch into TMS.

  • External System: (All tab only.) The external source data system where the term was collected.

  • Value 1 - 8 Fields: (All tab only.) These fields display information from the external system associated with each particular occurrence of the verbatim term. For Oracle Clinical these values include Project, Study, Patient, Visit, and more. For other systems your company can specify which external system to display.

Parent topic: Understanding the Approve Action Assignments Window

Distinct and All Action Assignment Audit Trail

There are two tabs at the bottom of the window:

  • Distinct Action Assignment Audit Trail. This tab displays information about the actions that have been applied to the term in the past. (The current Action is displayed in the upper portion of the window. These tabs display only the previous actions, if any.)

  • All Action Assignment Audit Trail. This tab displays the actions applied to the particular occurrence of a verbatim term selected in the All Action Assignments window. It also displays reply comments entered in the external system, if any. If an Action was deleted without being replaced with another Action, a blank row appears.

These tabs display the following information:

  • Omission Status: (All tab only.) The omission status of the verbatim term occurrence at the time the Action on that row was applied.

  • Action Text: The text of the Action.

  • Action Owner: (All tab only.) The user name of the person who performed the operation represented by that row of Action audit trail. For records owned by TMS record, it is the TMS user who assigns the Action. For records owned by an external system, it is the external system user who enters a reply.

  • Action: The name of the Action.

  • Action Type: The Action types are Answerable, Unanswerable, or Internal. See Action Types for more information.

  • Action App Owner: (All tab only.) The application currently responsible for the Action; either TMS or the external system.

  • Entry TS: The date and time the Action was assigned.

  • Created By: (Distinct tab only.) The user name of the person who assigned the Action.

Parent topic: Understanding the Approve Action Assignments Window

Buttons

The window includes the following buttons along the bottom:

  • Filter: Click the Filter button to change the filter settings to refine query results from this window. You can save filter settings as an activity list for future use. See Setting Filters and Creating Activity Lists for more information.

  • Reject Assignment: If you do not agree with an Action assignment and do not want to substitute a different one, select the term and click Reject Assignment or select Reject Assignment from the Options menu. TMS immediately removes the Action assignment and saves. There is no Undo.

  • Modify Assignment: To change the Action text before you approve the assignment, or to assign an entirely different Action, click Modify Assignment or select Modify Assignment from the Options menu. See Modifying the Action Assignment for more information.

  • Status/Notes: (Click the Status/Notes button to see the history of all statuses the term has had in TMS and all notes ever assigned to the term. You can also add a new note to the term. See Using the Status/Notes Pop-up Window for more information.

Parent topic: Understanding the Approve Action Assignments Window

Approving a Nonapproved Internal Action Assignment

To change a nonapproved Action assignment to Approved status:

  1. From the Omission Management menu, select Approve Action Assignments to reach the Approve Action Assignments window.

    If the Filter window opens, enter Filter criteria; see Setting Filters.

  2. Query for the Action assignment in either of the upper tabs. If you use the Distinct Verbatim Term Action Assignments window, select the Not Approved option before entering your query criteria.

    The window returns all of the verbatim terms with Action assignments that match your query and filter settings.

  3. Click the Appr? box for the Action assignment you want to approve.
  4. Save.

Unapproving an Approved Action Assignment

Changing an approved Action assignment to nonapproved status works the same way; query for the appropriate term and deselect the Appr? box to set it to nonapproved. TMS then applies the Internal Action associated with the Answerable Action to occurrences of the term currently owned by TMS, and future occurrences of the term. Any occurrences of the term that are currently owned by the external system are not affected by the unapproval.

Parent topic: Approving Action Assignments

Modifying the Action Assignment

You can change an Action's text for a particular term before you approve the Action assignment or even approve the assignment of a completely different Action, including an Action of a different type.

Modify Action Text

To modify only the Action text, do the following:

  1. Select the term whose Action's text you want to change.

  2. Click the Modify Assignment button or select Modify Assignment from the Options menu.

  3. Enter the new text in the Action Text field.

  4. Click OK.

Assign a Different Action

Only one Action can be assigned to a particular term at a time. If you assign a different Action to a term, you effectively remove the previous Action assignment.

To assign a different Action to the term, do the following:

  1. Select the term whose Action's text you want to change.
  2. Click the Modify Assignment button or select Modify Assignment from the Options menu.
  3. In the Action field, select a different Action from the drop-down list. The list displays all active Answerable Actions available. TMS enters the Action Type and Text for the Action you selected.
  4. Modify the text in the Text field if necessary.
  5. Click OK.

Parent topic: Approving Action Assignments