Frequently Asked Questions Index

The Scan button is available, but the Add Page button is greyed out.

Add Page is only available when a batch is already in Batch Manager and is currently selected.

Why are scanned documents appearing with very small text?

Docman has two display options; Best fit and Fit to Width. If Best Fit is selected, the entire document is scaled down to make it fit on the screen in its entirety, making the document text very small. Click Fit to Width to zoom in on the document and fix this issue.

Batches are not disappearing from Batch Manager after they are filed.

In Batch Manager, go to the Filing drop-down menu and ensure that Remove After Filing is ticked. Is it is not ticked, left-click it to tick.

The Scan button is greyed out.

The workstation may not be set up as a scanning workstation. To enable scanning, follow this section of the Administration Module guide. If you do not have access to the Docman Administration module, contact your IT Administrator or Practice Manager.

The Scan button is available, but I get a scanner error.

Ensure that your scanner is switched on and connected to the workstation. Go into the Capture drop-down menu, select "Select Scanner" and ensure the scanner is listed and selected. If the scanner is not listed, contact your IT Administrator to ensure the scanner is installed and set up correctly.

I do not have the "Use Intellisense" tickbox.

Your workstation may not have an Intellisense licence; surgeries are assigned a limited number of Intellisense licences to use on their filing workstations. This can happen after replacing a workstation, if the Intellisense licence has not been transferred to the new workstation. Speak to your IT Administrator about the Intellisense licences.

Why does Intellisense come up with incorrect filing details?

Intellisense works by converting a scanned document image into plain text, then detecting specific keywords and dates within this text. This conversion process may misinterpret parts of a document if the text is difficult to read or presented in an odd way. For example, a document dated 11 January with a large space between the two numbers (1 1 January) may be picked up as 1 January because Intellisense won't see the numbers as a single value.

Although Intellisense increases filing speed, its detection engine is not a substitute for human clinical judgement. It is strongly recommended that you check the results Intellisense suggests before continuing filing.

When I try to file with Intellisense, I get an error saying "there is no zone in the zone list".

Remove any blank pages from the batch you are attempting to file, then try the filing process again.

Why are active patients appearing inactive in Docman?

The most likely cause of this is the patient synchronisation not completely running through during the Docman backup. Click here to see a guide on running a manual patient synchronisation to resolve this.

My workflow intray is appearing blank and no column names appear. How do I fix this?

Go to the Manage tab in Workflow and click Reset Columns. Click Yes when prompted. This returns the workflow columns to default and resolves the issue.

Can I monitor another user's workflow?

This is possible using a workflow view. A general guide to workflow views can be found in the Workflow Maintenance Guide, and instructions on setting up a workflow view to monitor a user's intray can be found in the Suggested Workflow Views guide.

How do I install Docman on a new PC?

Please refer to the Docman Client Install guide for a full explanation of the install process.

How do I update Docman?

Please refer to the DocmanUpdate Guide for update instructions.

How do I create/unlock/delete/undelete a Docman user account?

There are a series of guides available on maintenance of the Docman user accounts. These are available via the Table of Contents on the left, under Docman Maintenance > User Accounts. Alternatively, follow one of the links below:

• Click here for the Creating a New User guide.
• Click here for a guide on unlocking a user account.
• Click here for a guide on changing a user's password.
• Click here for the guide to deleting or reactivating a Docman user account.

Can I disable popup notifications?

Yes. The option to disable popup notifications is in Settings > Menu Options.

How do I delete my messages in Collaborator?

Messages cannot be deleted in Collaborator. Instead, you can Park a message you no longer need to see. Highlight a message and click "Park or Activate" to park it. A "Parked" flag appears next to the message to show that it is parked and will no longer appear in your intray.