System Defaults in Preference Settings

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System Defaults

This area under the Setup Tool icon in Preference Settings is where System Administrators can change general settings and adjust them according to their organization’s needs.

The settings impact various areas of the system, and sometimes, multiple sites (if applicable). Please make sure to check other relevant guides as well in order to learn about all global and site specific system settings.

This guide will cover the following items: 

• Application Defaults
• Login Page (Login Box, Get Help, Quick Links, Counter Logic)
• Document Tree Hide Retired Documents
• Printing Defaults for Watermark and Footer
• Project Publish Options
• New Document Version
• Policies & Procedures Defaults
• Policies & Procedures Main Library Columns Config

Tip!

Whenever you change any settings, don’t forget to click the Save Settings button at the bottom of the page. The system won’t save them automatically.

Application Defaults

Application Defaults is located under System Defaults in the Set-up Tool icon. It includes two items:

Default Number of Records per Page

Please refer to the image above:

The number of rows that can be displayed throughout the system (Library folders, user management, etc) by selecting the dropdown menu beside “Default Number of Records per Page” It ranges from 10 up to 500 records per page. Note that the default is 50. This impacts the number of pages you will see:

For instance: the Nursing folder contains 250 documents and your default number is 100. That means you will have 3 pages under Nursing.

Autocheck Digital Signature for Projects

When this feature is turned on the checkbox for “Reviewers” and “Approvers” for Digital Signature is automatically checked off in tasks under Projects. Please note that this will only happen when the user that is selected in one of these roles has uploaded a signature. If this is not selected, the project creator will still be able to select that check box when creating the task.

Login Page

There are 4 items on the login page/home page that can be customized under the Preference Settings area, in the System Defaults:

The first 2 items discussed are available under Login Page Type is located under System Defaults in the Set-up Tool icon. Note that for organizations using multiple sites, these will be site specific.

Hide Registered Users Login Box

This feature (displayed in the previous image) allows the System Administrators to hide the Registered User login box on the Homepage. If this feature is enabled, the Registered Users can enter in their Username and Password by clicking on the link.

 Hiding the login box can be useful when an organization allows users to view policies without having to log in; these users are called Anonymous Users. When the organization does not have Active Directory integration they may find cumbersome to maintain too many registered users in the system therefore they allow Anonymous users.

To enable this feature follow the steps below: 

1. Click on the checkbox for “Hide Registered User Login Box for Site”
2. Click on the Save Settings button.

Display System Administrator Information on the login page under “Get Help” for the site

It is recommended that the System Administrator(s)’ contact information be displayed on the Homepage in case users have questions related to internal processes, for instance. The contact information is usually the name , email address and /or phone number .

To add the System Administrators’ information to the homepage, follow the steps below: 

1. Click on the checkbox for “Display System Administrator information on the login page under Get Help for” and add information.
2. Click on the Save Settings button.

Quick Links & Shortcuts

This can be added to the Homepage and will also be displayed to all users within the system after the login. System administrators can add up to 5 links. They can be any URL that leads to an important and relevant website, such as training links, intranet, etc.

Note that if an organization has multiple sites, this can be added to one or all of them using the drop down.

1. Click on the "+" button to add a link.
2. Name the link and add the URL.
3. Select the site(s) you wish to add this quick link and click on the Active.
4. Click on the Save Settings.

Note that you can either remove the links but keep them in the Settings by un-checking the checkbox, and you can also permanently delete them by clicking on the “x” button.

Below is the image of the links after login:

More System Defaults

Document Tree Hide Retired Documents

Retired Documents are documents that were previously published, but later on retired, which means that they are no longer visible in the Main Library. Only System Administrators will have access to them under the Document Tree. 

In case you’d like to hide all documents with the “Retired” status from the Document Tree to avoid confusion, click on the checkbox(es) for the site. This will prevent these documents from being accidentally deleted, and they will no longer be listed in the Document Tree folders. If this option is enabled, the retired documents will only be displayed under the “Retired Documents” grid, a section available under the Setp Tool icon.

Watermark and Footer

Printing Defaults for Watermark allows users to insert a watermark and/or a footer into their documents to provide document control. When this feature is activated any documents that are printed from the Document Viewer will have a watermark that states “Uncontrolled When Printed”, and footer information such as: Policy Name, Number, Print Date and Time. There are other optional pieces: Next, Last Review Dates as well as Effective Date.

To enable this feature for a site, just click on the checkbox beside the site’s name for each option.

Project Publish Options

When using Projects, there is a field for “Publishing Options” which allows the Project Creator to select one from 2 options: “Automatically” and “Manually”.

If Automatically is selected, it will simply skip the Publisher role, and the system will publish the document after the workflow approval is complete.

If Manually is selected, there will be a field for the name of the Publisher, and days to Publish as well. That way as soon as the publisher receives the notification, the deadline for that task to be completed is also part of the communication.

This feature can be controlled by System Administrators under Preference Settings.  

• Both ( Manually and Automatically) – that way the Project Creator can decide at the moment of the Project Creation which option applies best for that specific document.
• Automatically – This will be the only publishing option available in the Project Tab. The Project Creator won’t need to select a Publisher.
• Manually Only – the Project Creator must choose a Publisher. The Automatically option will be not available. Important: if this option is selected, the System Administrator will have the option of choosing certain users to be part of the list of Publishers, whereas in the “Both (Manually and Automatically)” option, any user with permission to participate in Projects will be part of the Publisher list.

New Document Version

PolicyManager™ automatically creates a new version when the physical document is revised. When any piece of metadata is updated, the system won’t automatically create a new version, unless this option is selected in the Preference Settings area.

The option “New Document Version” allows System Admins to select which metadata fields when updated, should trigger a new version. Then, the system will automatically generate a new version and archive the previous one, with a pop up message to confirm the action.

Please see the following image to select the metadata fields:

Here is a scenario based on the above settings: If a user with editing privileges updates the last review date of a document in the metadata page, the system will trigger a new version and will display the following pop up message:

As soon the “Proceed” button is selected, this version will be archived, and the new version (with the new dates) in this case, will be published and become the current version. This is mostly used for small changes/updates (when a document has been reviewed but no changes in the actual document were made, and some other cases). Also, it ensures that the document control was recorded and will be part of the history. We recommend notes to be placed under the “Changes/Updates” Field.

Policies & Procedures Defaults

•  Next Review Date Behaviour: System Administrators can set the next review date interval as default, maximum or
•  Interval for Next Review Date: it can be set from; N/A, 6 months, 1 year up to 10 years. That way, if when a user is setting the next review date of a document they will be able to pick the adequate one. (In case the behaviour is set to maximum and the interval is set to 2 years, the next review date will not exceed 2 years; when it is set to locked, the interval won’t be able to be modified, and so forth).
• Allow Schedule Retirement: when this option is set to “Yes”, users with permissions to edit documents will be able to set a date for the document to be retired. (This usually happens with documents that are temporary and will eventually be removed from the library). 
• Allow Last Review Date in the future: in some rare cases, there is the need of setting the last review date in the future, but if the System Administrators wish to lock this option, just select “No” and this feature won’t be available.
• Anonymous Users Unique ID: This feature allow System Administrators to customize the "Staff ID" field to display whatever is relevant for their facility (example: Department, Extension, or some other identifier) when they create an attestation for Anonymous Users. (For more information on anonymous Users please visit the Anonymous Users article).

Policies & Procedures Main Library Columns Config

This feature allows System Administrators to select which columns they wish to have displayed in the Main Library. In many cases, certain organizations won’t use all the available fields in PolicyManager™, and some columns will become empty spaces in the library when users are looking at policies in folders.

In order to select which folders are displayed, for each site, select the checkboxes for the columns that stay, or uncheck the boxes that are not relevant and should be hidden.