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You’ll find more and better features and tools in SoftTech Health IMS5™ - tools that help your healthcare organization: Save time and money on Intranet/Website maintenance Reduce risk and errors with online policies and procedures Give staff and patients the information they need, more cost-effectively Increase security and improve risk management with better control over online publication. What's New in IMS5 Content Editing: more powerful features that anyone can use Inline Image Editing offers all-in-one image control and special effects Content Management: More features, more flexibility Improved user experience with new personalization and System Management Features Task Management features to change the way your users work Document Management made more powerful than ever New Document Administration tools feature more automation and more control More features for secure, easy System and User Administration Enhanced Interactivity for more compelling sites Content Editing: more powerful features that anyone can use New InContext Editor enables WYSIWYG access to authorized page components. Now managers can break down which components are editable, by which authors, for better distribution of content coupled with improved security. Rollover Highlights in the InContext Editor show page editors which content components they can edit, for greater ease of use. Flexible Component Highlighting: Toggle the component highlights on or off for an at-a-glance view of which components are editable. Change the color with Component Highlight Preferences to your preferred color, on a page-by-page basis or for every page that you work with. Easy and secure editing access: Single-click Open Component function enables fast user-friendly edits. Only those components to which users have permissions will be displayed as editable. IMS5 Content Editor now includes dozens of powerful new content editing features that are still easy for any non-technical author to use. Switch page view options, from Design View, to Preview View, to Code View with the click of a button, enabling faster work and more accurate user feedback as you work. Code View now includes numbered lines and color-coded tags for technical authors to work more effectively. Now you can choose submit your page changes with Post-Dated Page Submission options, so you can choose the exact date and time when the approvers will receive them. Post-dated Publication options enable precise control over the time and date that your pages will go live on your site. Flexible Approval notification options include three different ways to follow up on the pages that you submit, for better tracking and to make sure nothing falls through the cracks. Enable automated escalation if your page has not been approved, by requested a notification if your page has not been approved or declined. You can set the appropriate timeframe after which the notification will be sent, to suit the way your organization works. Get an automated Decline notification if your page is declined for publication, so you can find out why and make any needed changes if necessary. Choose Approval follow-up notifications if you want to get an automatic confirmation notice when your change to a page is approved. New Broken Links reporting tool enables at-a-glance link checking, updated on-the-fly. Make sure your pages never have broken links again, for higher quality content and a better user experience. Now you can perform automated Spell-checking right within your IMS5 Editor. Spell-checking tool is integrated within the content editor and employs a familiar Windows-based interface to encourage frequent use. Standard dictionaries come out-of-the-box with the IMS5 so users can quickly get to work with the right spell-checking tools in place. Speed up spell-checking with fast Ignore All and Change All options for faster use. User-friendly Hyperlinks now offer the ability to drill down through multiple layers of documents, to link to virtually any authorized resource. Non-technical users can easily insert tables into pages, and now can display hidden table borders for a clean look that's still easy to work with. Right-click table editing menu now enables full Table Property and Cell Property editing on the fly, for flexible table configuration. Back to Top Inline Image Editing offers all-in-one image control and special effects Significant additions to Image capabilities offer ground-breaking feature set, for better control and powerful special effects. Now non-technical authors can work with graphics with minimal training and support, using the IMS's user-friendly interface. Integration within the IMS5 Content editor means page authors can edit images inline, without switching applications. User-friendly image navigation enables users to pick and choose from folders of images (for example, choosing from Left Nav folder images to ensure appropriate image size and content). Images can be inserted and altered on the fly, for efficient, streamlined workflow. Image selection Folders enable faster browsing through large volumes of images. Centralized control of image availability means managers can decide what images can be used on the site, and who has access to them. Enable users to view and access specific folders of server-based images, with a checkbox interface. Granular control over user privileges with images offers greater security and flexibility, through System Profiles. Users can be given varying degrees of privileges with images using the System Profiles command. This enables a range of abilities from inserting images to editing and uploading to the IMS server. Images can be inserted from the user's local computer, or choose from a broad assortment of centrally-available images. Image Selection dialogue shows preview images and their size parameters before inserting them, for more efficiency. Image insertion controls include edge-specific cell-padding as well as wrap styles. New vertical and horizontal spacing parameters offer greater positioning control, with granular one-pixel increments. Image borders can be applied with different border styles, colors, and thicknesses. Control image size better with Keep Aspect Ratio option on top of width and height size controls. New Hyperlinked Image feature enables authors to easily make images interactive, without learning web-page coding. Hyperlinked images can lead audiences to email links; document management files; other web pages; downloadable files; media files; and even custom scripts.  New InLine Image Editing tools include a wide assortment of image manipulation capabilities, including special effects and graphics tools. Dozens of special effects filters can be applied through a point-and-click Image FX menu. Special effects include: Blur, Sharpen, Pixelize, Emboss, Engrave, Contrast More, Edge Enhance, and more. Line tool enables user to draw lines directly on the image by dragging and dropping start and end points. Thickness and color of lines can be customized with easy dropdown menus. Freehand drawing with the Draw tool can also be added to images. Each time the user selects the Draw tool, he can apply the desired line weight and color. Drag-and-drop Circle and Rectangle tools enable users to add border shapes and filled shapes to images. Inline Color Picker can be applied to shape tools for color control. Color Picker includes Custom Colors capability, for exact color matching and creation. Crop images to the size desired with drag-and-drop Selector. Save options include Save Draft Image tool, which enables users to complete their image edits later. Add Image Metatags for more effective searching by end users. Metatags enable hidden keywords to be applied to images so that visitors can find relevant pictures as well as text. Page editors can apply MeSH subject headings to images, for example, procedural diagrams for professional development. Audiences will then be able to find relevant graphics as well as text, for more complete knowledge discovery. New Clickable Image Maps feature enables user-friendly creation of image maps with any image and any type of links. Popular with end users, clickable image maps are an effective way to present and organize large volumes of content such as: explanations of medical diagrams for education purposes; floor maps with descriptions of each area; staff photo galleries with contact info; event scrapbooks with links to large photos; fundraising portals with links from icons to different fundraising events, and limitless other possibilities. Image Map creation tools allow creators to easily designate various shapes and sizes of image area as a hotspot, with drag-and-drop tools. Each hotspot on an image map can link to: mail links; document management files; other website or intranet pages; downloadable files; media files; and even custom scripts.  Back to Top Content Management: More features, more flexibility Multiple directory levels enable more flexible management of pages. Now you can create sub-directories within other sub-directories, organizing your files and their associated properties as granularly as you need to. Page Viewing Grids are interactive and more detailed, making it easy for you to find your files quickly, share your file lists, and run reports on them as needed. Page List Viewing Options enable you to do refined searches and queries so you can run customized reports on your pages, and find what you need right away. Page Folders have powerful new Supporting Documentation features: add Notes, Events (pre-timed notifications), and Supporting Documents to every folder, to help you track the management of pages more easily and thoroughly. Now you can Determine Workflows for Approvals for Content Edits,  using a simple dropdown menu that takes effect instantly for the entire folder. Workflows for New Content are now editable instantly by designated users, and can be set for the entire folder at once. Page Folder Names are now editable, to reflect organizational changes and needs. Add frequently-accessed pages and page folders to your Favorites, for single-click access within the system.  Online Help files enable you to make the most of the IMS5's feature set. Back to Top Improved user experience with new personalization and System Management Features New Welcome screen shows users what they need to work with, as soon as they log in. Flexible Dashboard configuration of Favorites, Outstanding Tasks, and Recent Files all enable users immediate access to their most important functions. Customizable Home Page offers drag-and-drop personalization of your Welcome screen. Pick and choose from Favorites, Recent Files, Document Drafts, Tasks and Notifications and other important shortcuts, and choose the layout in which you to display them. Welcome page personalization can be controlled by the user and edited on the fly, at any time. Online Help screens and rollovers make the IMS5 a user-friendly, intuitive software experience for users. Written in plain English, the Online Help screens will enable rapid user uptake and minimal user support. New System Management tab offers one-click access to easy-to-use options that enable a customized user experience. Assign permissions to System Management features so that the users have access to properly authorized commands. Familiar tree-view navigation now remembers each user's past settings and makes it easy for users to pick up where they left off. Now you can create your own Favorites shortcuts for fast and easy access to the system functions that you use most. Add any page or screen in your site to your Favorites at any time, with a click of your mouse. Archive any of your Favorites at any time with a simple Archive Status button, to keep your Favorites current. Recent Actions menu can be accessed from left nav menu or Home Page, so you can resume your work more quickly. IMS5 tracks your actions and updates your Recent Actions shortcuts for you. Keep on top of your outstanding Document Management work with automatically-updated Recent Document Drafts menu. Each Draft listed comes with an interactive link to take you straight to that Document's Editing Lobby. For easy access to the IMS5 Help files that you reference most frequently, you can add them to your personal How To... list. Get up to speed more quickly with these helpful shortcuts that tell you how to do what you need to do. Edit your How To... help links, to personalize them according to your needs. Use any title that helps you to remember the Help file's contents. Archive How To... links when you no longer need them, to keep your How To shortcuts current. Improve user experience and collaboration with flexible user feedback and reporting mechanisms, including Complaints, Compliments, and Feedback. Manage Complaints, Compliments, and Feedback usage by giving users Admin and Read permissions for each command, as needed. Use the IMS5 Complaints manager as an important quality indicator, to see which areas of the website/Intranet need improvement. Improved complaint reporting and tracking help managers plan resources for specific areas or skills needed to keep site quality up and complaint incidence down. Complaints Manager can be sorted by customizable categories, for faster access and easier reporting. IMS5 comes with standard Complaints Category selection for immediate usage. Online web-enabled Complaints reporting enables users to file complaints from anywhere, at anytime - making for more detailed, accurate data capture. Users can quickly add new Complaint records by simply choosing the appropriate section and clicking the Add New Complaint tool. Easy fill-in-the-blank reporting screen automatically time-stamps each record. Edit your Complaint Categories as needed, or add new categories at any time. As complaint categories become obsolete, you can Archive them while preserving the data. When viewing Complaint records, you can use Find and Sort queries to filter your records for quicker searching and more targeted reports. Improve tracking and analysis of trends and patterns in complaints, with Complaint Supporting Documentation functions. Now you can add Notes to Complaint categories and records, for better tracking of responses and management of complaints. Complaints can be linked directly to supporting Files, such as roll-up reports of complaints by section, or bar charts showing complaint frequency trends. Directly attach Events (such as automatic reminders of preventive actions) to Complaints, for better follow up and corrective action. Compliments Manager helps give content contributors positive feedback, with benefits to staff morale. Improve the quality of your content by providing feedback that motivates and encourages contributors. Tracking Compliments can enable managers to better understand and exploit the most highly-valued features of the website/intranet. Use the out-of-the-box Compliment categories to organize compliments by section. Add to the standard compliment categories at any time, by creating custom categories for your organization. As your organization's needs change, you can edit the category names or archive them. Make sure that all Compliments are captured accurately and easily with online Compliment forms available 24/7 from anywhere on your network. Easy one-field entry form makes it simple for users to report Compliments. Automatic time-stamping and digital form capture means no time is wasted re-keying the data. Interactive Compliments viewing by section enables quick review and analysis of all Compliments. Compliment record lists can be sorted and customized to show only the records you are interested in. As the volume of compliments grows, user-friendly Find and Search queries help users quickly find and read the Compliment they want. Filtered Compliments display enables customized reports to be generated. Supporting Documentation can be added to each Compliment, for better follow up and record-keeping. Add Notes to a compliment record, for example to record distribution of the compliment and decisions that were made in response to the compliment. Make direct links from a compliment to a supporting files, such as a reference chart showing an increase in compliments about the site's look and feel. Attach Events (such as reminders to update the online end-user feedback survey) directly to relevant compliments. The new IMS5 Feedback management capabilities help you make sure that valuable user feedback is captured, stored and tracked. Feedback Manager helps site managers use feedback to monitor response to the site and take action on any issues. Feedback is captured and stored according to intuitive sections, for quicker access and more targeted reports. Site managers can use the standard category sections provided by the IMS5 for quick deployment. Customized Feedback categories can be added and edited by authorized users, to suit the unique characteristics of each organization's site. As Feedback categories become obsolete, you can Archive them while preserving the data. Re-instate Feedback categories at any time, too. Users can now report Feedback issues and comments at anytime, from anywhere on the network. Real-time feedback reporting enables more thorough, prompt capture of feedback (as opposed to making a mental note to fill out a paper form in the future). Intuitive online form prompts users to drill down to the correct section, then fill in the blank to make their report. Easy reporting enhances the probability that all feedback issues will be reported. Automatic time-stamps on each Feedback report are applied by the IMS5, reducing the time to file the report, and improving accuracy of the report. When viewing Feedback records, you can use the interactive table gird and the easy-to-use Find options to quickly find the reports you want to read. User-friendly queries can be run on your Feedback records for more targeted viewing and reporting - without learning database reporting. Improve analysis and tracking of patterns and trends Feedback, with Feedback Supporting Documentation functions. See where recurring issues crop up, or where solutions have taken effect on Feedback patterns. Now you can add Notes to Feedback records, for better tracking of responses and management of feedback. Feedback can be linked directly to supporting Files, such as roll-up reports of feedback records in each category. Directly attach Events (such as automatic notifications prompting a response) to Feedbacks, for better follow up and an audit trail. Back to Top Task Management features to change the way your users work Task Notifications offer significant functionality that helps every IMS5 user stay on top of their own work, improve collaboration, and provide accountability inn every area of their work. Users can send Task Notifications to themselves or any others (with email accounts) to prompt action and follow-up about virtually anything that needs to be done and/or communicated. The Task Notifications tool is available from every screen in IMS5, reflecting its utility for virtually any task or function. Use Tasks to help track, prompt, and speed up almost every job you do. This integration, along with automated tracking and the ability to directly attach needed resources, enables much more efficient processes. User-friendly Task Notification dialogue deploys a simple step-by-step interface, so users can create tasks in seconds with little or no training. Use Task Notifications for one-time notices or for recurring notifications, which get sent repeatedly without human intervention. Pick post-dated send dates and pre-set the exact time and date you want to send your Task Notification, or send your notifications immediately. Recurring Notifications can be pre-configured to be sent exactly as you need them to be. For example, send a task every day or X days, every week or X weeks and on specific days of the week. You can choose to send Notifications on the first calendar day of each month, or the first Tuesday of each month - or every set number of months. Set up tasks to be sent twice a year, or every two years: the scheduling flexibility is unlimited. Set up your recurring notifications so that they are sent as long as you need them to be: in perpetuity, until a specific date, or for a specific number of times. Recurring tasks can also be deleted at any time. Enforce standardized responses to your task by including a series of response options for your recipients to select from. Customize the IMS5 so that Tasks include the organization's set of response options, or add new response options on a case-by-case basis. Further prompt accurate and useful responses by enabling or requiring recipients to attach files with their responses. Use your Task Notifications as your personal planner or "tickler files", by sending Task Notifications to yourself and tracking them. Select the Private option when creating the Task to reserve it for your own eyes only. Send Tasks Notifications to any or all IMS users, either through the IMS Notifications system, or via email. Include recipients outside the organization too, with the email option. Designated users can set up Task Teams so that multiple tasks can be sent to all current members of that task team - without selecting each individual recipient. Updating the organization's Task Teams with one screen, enables all  recurring Task Notifications to be re-routed to the right people when team members change. Directly attach all needed files, in any format, right to the Task Notification when you create it. When your recipients get it, they click the link and get right to work instead of hunting for files. Include links to your Document Management files - and eliminate the version control problems that email attachments pose, since the link will always be associated with the current version in the Document Management system. You can attach files to your Task Notification that are in any digital format: image files; databases; PDF; spreadsheets; charts; and literally any other format. Directly include a command-line prompt within your Task Notification, for example so users can open locally-available applications and folders. Include website and Intranet/Extranet links with your Task Notifications, for example to show users a page that they need to update, or to promote knowledge discovery. Enable automatic escalation and follow-up with useful Task Notification Reminders. Pre-notify recipients so they can be sure to meet important deadlines for tasks. Determine your own schedule for pre-notifications. Enable automated follow-up by setting the Task to remind the recipients a certain number of times every certain number of days. Set the amount and interval for reminders on a case-by-case basis. Make it easier to follow-up by having the IMS track responses, and notify you after a user-specified interval if the task has not been responded to. Track when responses occur by setting the Task prompt to notify you automatically when recipients respond to your tasks. Manage and follow up on the work you've set up more effectively, with the View Tasks I Have Created screen. Use quick-pick options, or enter a date range, to view the tasks you created within a specific timeframe. Sort your tasks lists by category or creation date, or use the IMS5 Find/Query options to filter your tasks list. This means you can quickly find the task you want to follow up on, and easily run reports on specific tasks. You can view Read-only versions of the tasks that you created, to see all the details that you included. Copy existing tasks, to save time over creating new tasks from scratch. Automated responses tracking and management offers greater efficiency, and helps you make sure that no task gets overlooked. For each Task that you created, view an interactive Responses screen that shows you every recipient and what their response was. Sort the Responses for each Task by response content, or recipient name. User-friendly query functions make it easy to filter the responses - for example, show how many recipients checked the "I will attend the meeting" response option, vs. how many checked "I will not attend." If the Task recipient attached a file with their response, the Response Tracking screen will display a clickable hyperlink for instant access to their file. Monitor and track your own work with the View Tasks I have Completed functions, which enable you to make sure you stay on top of your work. The tasks that you have completed are automatically saved and stored by the IMS5 along with your responses and supporting files for each task. Every task is collated in an easy-to-use and readily available graphical interface that you can personalize to suite your needs. Restrict or expand the display of your completed tasks list with a graphical calendar tool or quick-pick links, for example to show your tasks completed within the last month. View your completed tasks in an interactive grid that enables you to run easy queries to filter your completed tasks. For example, you can view only your Document Approval tasks. Use the Find options to quickly find the task you are looking for. You can search through the delivery date, task category, and response. Users can open non-editable views of their completed tasks, to review all of the details as sent by the task's creator, for more detailed reference. System Administrator can view roll-up reports of all Tasks created in the IMS by every user. This enables more effective utilization and management for better business decision-making. For example, if Tasks in a given category tend to take longer to be executed, perhaps the organization needs to provide additional training or resources in this area. Back to Top Document Management made more powerful than ever Document Management enhancements keep the focus on user-friendliness, with added features for more flexibility, control, and efficiency. Tight integration of the IMS Content Management and Document Management systems is retained and expanded, with the ability to link images, tasks, and other system features from the CMS to the DMS. The IMS5 Document Management system is now accessible from any screen in the application, so users do not have to drill down to find it. New Document Library tree view interface keeps all of your folders in view as you work, for faster navigation. Familiar and easy to use, the Document Library tree view also reduces wait times for page loads by remaining open while you browse. Multiple directory levels enable the system to be configured to work the way your organization works, using your existing file organization system. For document authors/editors, archived folders are completely hidden from view for a cleaner interface with greater security. Context-sensitive Help offers step-by-step instructions for commonly-used Document Management functions such as editing files. Lists of documents in each folder/directory are now displayed in an interactive DMS Directory grid, which can be re-sorted on the fly, by title or by the documents' next review date. Next Review Dates are included in the DMS Directory grid, putting the document's revision status front and center. This helps authors and managers ensure that important documents do not become out of date. Find the documents you need more quickly with the DMS Directory Viewing Options. The options include a Find on this Page search to help find instances of  titles (or part of titles). Users can can also use the Find option to search the Next Review Date column for specified dates or parts of dates (for example, which documents are due for review next month?) Also included with DMS Directory Viewing Options is the query function that allows use to filter the documents shown in the directory by title or review date. Document Search tool enables IMS users to get to work more quickly by finding the document they need, using the taxonomy filter to refine their keyword search. Document authors can now create Draft files which are uploaded to the server but displayed only to the author. The IMS5  DM system can become each author's private repository for his drafts in progress, accessible from anywhere on the network yet secure. Each user can customize the IMS screen to include quick links to all of his own document drafts. Drafts can be edited by the author and their properties can be assigned before being submitted for review. Draft files are clearly labeled and highlighted in yellow for quick reference. New Library Checkout feature helps cut down on redundant work. Files that have already been submitted into the workflow are automatically indicated as Checked Out for all users. Additional uploads are prevented for Checked-out files, ensuring that only one version is submitted at a time for approval and review. Checked-out indicators are removed by the system when the file undergoes final approval and publication; user does not need to remember to change the check-out status. DMS Directory Viewing screens include a simple color legend which reminds users that red files are Checked Out, while yellow files are Drafts. Each document in the DMS Directory Viewing List links to a Document Lobby that presents user-friendly clickable icons with helpful rollovers, showing everything that user can do with the selected document. Document authors can click the View File icon to preview the current document as they work, right from the Document Lobby. New Edit File Properties screen offers useful Support Documentation to be added to every document. Support Documentation can assist in maintaining and tracking a document's background references, provide an audit trail of related events and notifications around that document, and links to any file format that relate to that document, such as images, web pages, and more. New Distribution Teams can be assigned to every document, so that every time a document is changed, the system takes care of automatically notifying the right people immediately. Document revision notifications for Distribution Teams are written by the system and always sent to the current team members - the revision's editor does not need to do anything. Use the Edit File Properties screen to change a document's distribution team at any time. Changes made to the membership of the team are automatically taken into account for future document revisions. New Metatag features help document editors apply hidden synonyms, search keywords, alternative spellings, and more. Metatags are a powerful way to enhance your audience's experience with your site's Search Engine, and the IMS is designed to help you make the most of them. In addition to manual entry of any metatags you want, you can also use the IMS5's new Metatag Smart Assist systems to help you find and apply more useful metatags. These include the Metatag Ranking Engine, Metatag Inference Engine, and Metatag Synonym Lookup. The Metatag Ranking Engine helps you choose and designate the relevance of proposed metatags, for greater usefulness. Simply click to add or delete words and phrases from the Ranked list to your document's metatags. Run the Metatag Inference Engine when you want the system to read through your page and infer the document's important concepts, and alternative words for them, from the text. Select the words that are appropriate from the list of inferred tags, and they will be added to your metatags. The Metatag Inference Engine presents the words that are actually within the document text, vs. those words and phrases which are inferred, in two distinct ways so you can pick and choose accordingly. Inferences refer to a sophisticated and broad specialist database, for appropriate healthcare terminology. Metatag Synonym Lookup helps document authors ensure more thorough indexing of their documents for easier and faster searching. Desired metatags can simply be double-clicked, and the Metatag Synonym Lookup tool will instantly present all the options for synonyms for the selected word. The Synonym Generator presents an easy-to-use interface showing one pane with current metatags and another with potential metatags. Users can choose the synonyms they want to add to their current metatags with a click of the mouse. Taxonomy values can be optionally applied to each document, to helps visitors see where the document fits in to the site, where it fits into commonly used medical taxonomy, and what form of asset this is. IMS5 comes with the MeSh taxonomy classification supplied out of the box. Document authors can apply MeSh subject headings to documents, choosing where in the branching hierarchy this document would fit. Audiences will then be able to find relevant documents under that MeSH heading, for more complete knowledge discovery. New version of the DMS Cross-references tool enables user to keep promoting knowledge discovery through integrated cross-reference links. When cross-references are added to a document, an icon is shown to the end user which prompts them to click to open and read the related documents. Now cross-references can enable drilling down through multiple levels of directories, for finely-targeted cross-references to pertinent documents. The IMS5 Revision History adds to its predecessor with an interactive revision history display grid, enabling users to re-sort and run queries on the listing of each document's revisions. They can thus find the revision they want more quickly, and run reports on a document with little effort. New Revision History Preview icons, enabling snapshots to be previewed in PDF form (where enabled) of each iteration of each document. Revision Histories also now include all notes that are entered by workflow members at the time they approved or declined a revision or new document. Revision Histories also now show, with an intuitive checkmark display, whether each workflow members approved or declined a document for a complete audit trail. New Publishing Options dialogue box shows all available options for displaying the document to the end user, from native format, to PDF (where enabled), to HTML. Publishing options that are not appropriate for the selected document are not displayed, for greater ease of use. Changing the format from one option to another is as simple as clicking a button - the document does not need to revised, re-uploaded, or changed in any way. Changes take effect to site visitors immediately. Dependency Impact Analysis is an automatically-generated list of all system objects that reference the selected document (for example, other documents that list this document as a Cross-reference.) Dependency Impact Analysis enables a document's authors to make better decisions around archiving the document or making substantial changes to its data. Now, when document authors upload a document for editing, new document submission options offer greater control and easier follow-up. Authors can now make use of the customized revision classifications scheme, to ensure that the revision is routed to the appropriate workflow for approval. Advanced Review and Publishing Options enable better control over when the document revision is submitted for review: either now or at a specified future date and time. This means that users can work on a  series of documents all at once, yet stagger the submission of reviews to better suit their approvers' schedules. Scheduled publishing means that the document can be post-dated for publishing, so that editors can do their work when its convenient, yet publish the document at an appropriate time. Advanced notification options include automated follow-up, so authors do not have to try to track down their documents nor wonder whether or not they have been published. The author can choose to be notified if/when the document is approved and/or declined, and notified within N days if the document is neither approved nor declined,. New Scan/OCR version enables a direct linkage to a scanned file, for fast input of files scanned from paper versions. Back to Top New Document Administration tools feature more automation and more control Document Management administrators have quick any-time access to administrative functions through the DM Library Administration tree view link, which is always in view. The Document Library Administration link is displayed only to authorized document managers, for easy control over system privileges. Graphical icons allow managers to see which folders in the Document Library have been archived at a glance. Unlimited Document folders can be created at any point in the hierarchy of the Document Library, including multiple levels of directories,. This flexibility enables the DMS to be structured to fit the organization's documents, not the other way around. New options for managing folders of documents include the ability to change the workflow for new documents added to the selected folder. In the absence of an explicitly selected workflow for new files, they can be made to default to a high-level workflow for greater security. Document Directories can now have Supporting Documentation added to them, visible only to document administrators. These can include free-text notes, which re automatically time-stamped; supporting references (such as a bibliography document, website link, or any other digital asset), and Tasks Notifications showing changes in management for that folder, tracking changes in workflow, and any other event associated with that directory. Now, different workflow approvers can be designated for different classifications of revisions, if desired. Centrally managed revision classifications are displayed n a dropdown (such as Major Revision and Minor Revision), so that different workflows can be selected for each one. Next Scheduled Review Date field can be entered at the document directory level, whereby workflow members will automatically be notified on this date when documents are due for review and revisions. Document Roles are the easy-to-use mechanism for granting editing permissions to documents. IMS5 offers several enhancements for handling Document Roles. Only authorized users can be assigned privileges to Create Document Roles and Edit Document Roles, so that the organization can maintain centralized control over document security. The DM Roles features are accessed through the Document Library Administration tree view, which can be left visible at all times for one-click accessibility. To create a role, permissions to any given folder or subfolder are assigned by checking off the folder name in a simple checkbox screen. Any user assigned to that role now has immediate access to those documents the next time she logs in to the IMS. For ease of use, folder permissions can be inherited by its subfolders, making for faster role set-up. DM Roles can be edited at any time, and changes take effect  immediately. DM Roles are flexible and configurable to help you handle changes in your document organization and personnel. Your organization can create as many roles as needed, and they can be given any name; your organization is not locked into a set number of roles with a pre-designated nomenclature that may not work for your organization. Modular roles, created separately from individual users, enable your organization to re-use one set of permissions for more than one user. This means you can save time when administering document permissions. Any number of the organization's users, from one to hundreds, can be assigned to a DM role. If need be, you can create a different role for each and every user. To associate a DM Role with a user, one must have system privileges to do so, furthering centralized control over document security. Users are assigned to a DM Role by means of a dropdown DM Role menu, which is dynamically updated to show all current DM Roles. When assigning DM Roles, a pop-up read-only snapshot of each Role can be viewed to make it easier and faster to assign the right role to the right user. DM Roles are transparent to the document editors. They will only be able to access the permitted documents via the IMS Document Library. Any folders or subfolders not included in the role are not displayed to that user. New Batch Import file enables significant time savings over individual file-by-file import. Select any folder of files (or group of folders) and batch import them into your DMS with a few mouse-clicks. Files will be ready for review and publication through normal processes. Batch Scanning enables you to select a scanning source and batch import a series of scanned documents. This speeds up conversion from paper-based formats to online documents. Back to Top More features for secure, easy System and User Administration Site Administrators now have a variety of new tools to enhance system security and more centralized site management features. The new Administration menu can now be accessed with a single-click from any screen in the IMS, using the new interface design of IMS5. The Administration menu is entirely hidden from view to those users without the necessary privileges. Within the Administration menu, your organization can pick and choose which tools and commands are appropriate for which users. This gives your organization better security and more flexible access that you can control. System privileges are now enabled through innovative System Profiles, an intuitive way of building customized sets of system privileges that work the way the organization works. Your organization can build unlimited System Profiles, titled with any names that you want, and comprised of any permutation of privileges. Each user can be associated with the system profile that's right for him, using the intuitive dropdown Permissions menu in the Security settings screen. System Profiles can be used to give access to a) Administrative commands b) Asset Rights Management, and c) granular permissions controls for IMS content editors. Create system profiles simply by clicking the appropriate checkbox next to the command name in the System Profile dialogue. The granular distinctions between each command make it possible to exercise finely-tuned control. For example, give users the ability to edit polls, but not to view poll results. For another example: give other users the ability to create system profiles themselves, but not to archive them. For speedier system profile creation, managers can create new system profiles based on existing ones, then modify only the relevant characteristics. Existing system profiles can be modified at any time, to reflect the organization's changing needs and user base.. When viewing the IMS grid display of your existing system profiles, you can use the Find command to quickly search for the profile you're looking for. Enter in a word or part of a word and click Find in the System Profile Viewing Options link. You can also use the Search command in the Options link to run easy queries on your System Profile names. At any time, managers can archive obsolete system profiles. This will not affect current users who belong to that profile, and they will be able to continue using the IMS as before. Once archived, system profiles immediately become unavailable when changing Security Settings for users, without further intervention. If an archived system profile is needed again, it can be "un-archived" (made live again) by site managers at any time. It will again be available for association with any user. System profiles includes permissions checkboxes to give access to over forty IMS Administration commands, from Global Replace, to Catalogue Creation, to Compliments Administration. Sub-headings for each grouping of commands enables faster system profile creation. When you check a sub-heading, the commands within that are all automatically checked off, too.  System Profiles enables your organization to assign Administrative privileges, to delegate the work of managing IMS users, security, feedback and more. Examples of specific Administrative privileges that can be assigned to a given System Profile include: control of Complaints Administration; Complaints Viewing; Electronic Signatures; Navigation Systems; Create New Users; Archive Users, and more. System Profiles can also be used to assign and delegate responsibility for the IMS Asset Rights Management commands. Categories of assets, such as Images and Style Sheets, are sub-divided into folders. Give full write access, or read-only access, to desired folders of assets by checking off the folder for your System Profile. Now users who belong to that system Profile will have the right type of access to those images and style sheets, effective immediately - and without relying on technical personnel. The third set of privileges that can be designated with IMS System Profiles are Content Editor privileges. You can control exactly what each user can do when they are creating content pages for your site. For example, Content Editor privileges include access to Text Alignment commands, access to specified fonts, the ability to create specific types of hyperlinks, the ability to insert Excel tables, and much more. New Logins/Electronic Signatures enables site managers to customize options for greater system security. Give users parameters, controlled separately for their passwords and digital signatures, such minimum and maximum characters, requirements for mixed case passwords, and automatic prompts to change passwords at desired intervals. Help prevent unauthorized access by enabling access switches such as "disable account after N failed logins" or "after N days of inactivity". Keep on top of accounts disabled by these means, with automatic IMS notifications. Enable electronic signatures with full 21 CFR Part 11 compliance, for an auditable trail of signatures on sensitive documents. Actual requirements for which documents need electronic signatures can be controlled separately through the document management system, by the personnel who know the organization's documents best. Enable centralized control over which fonts can be used within the IMS Content Editor, using the new CMS Constants: Font function. This helps make sure that page creators do not create pages that audiences will not be able to view correctly. Centralized font control also aids in promoting consistency with site look and feel, and corporate branding. Add as many fonts as desired, and change the font names to any name that is meaningful for your organization (such as "Body Copy Font" and "Heading" font). If corporate identity and branding dictate changes, you can change the font names or archive a font at any time. As soon as you add a new font or archive an existing one, all users will see the modified Fonts menu when they create and edit pages from then on.  Enable users to create pages that are free of spelling errors, with customized Spell Dictionaries. Centralized control over which dictionaries are in use will help promote site-wide consistency of spelling; for example do we use "anesthetic" or "anaesthetic"? Site managers can add new spell dictionaries, and archive existing ones at any time. Changes will take effect instantly when users open the IMS Content Editor. New Display Options for Documents give you greater control and flexibility for the way that each document in your Document management system is presented to audiences. You can control the presence and layout of the document header, footer, and table of contents. Now site managers can build a customized menu of display options, with as many options as desired and with names that are customized for the organization. Each display option is accompanied by a preview snapshot for ease of use when administering the display options. Over-ride options include instructions for displaying PDF files and native-format files. Document managers can then select one of those options for all folders and sub-folders of documents, for standardized DM formatting. Alternatively, document display options enable flexibility for each departments needs. For example,. lab departments can select a header which complies with CAP document control requirements, whereas Medical Directives can be made to comply with JCAHO mandates. Display options include controls for the document header which can be automatically displayed or hidden at the top of the document. Headers can include up to 16 pre-populated fields, including: Last Update By; Peer Review Group; Revision Number, and more. Simply drag and drop the needed fields into the desired layout within the header. Remove a field from the header with a single click. If desired, managers can call for a custom file to be displayed in the header instead of choosing from the 16 standard fields. Formatting of headers is made easy by the Style Sheets option to link to a pre-existing style sheet. Display Options also enable the documents to include an automatically-generated table of contents for the folder in which the document resides. This helps audiences see where the document fits in within the overall policy and SOP manuals, as well as enables instant access to other documents within the folder through automatic hyperlinks. The Table of Contents is always up-to-date and dynamically generated, so that document managers no longer need to remember to manually update table of contents files. Table of contents also can be formatted with a quick link to a style sheet; or can be replaced entirely with a custom file. When needed, DM display options can be archived at any time, or re-instated for use at any time. Changes in archive status are effective for document managers immediately as they work with their document folders. New Revision Types controls enable your organization to customize approval workflows according to the way your current system works. For example, your organization may require different chains of approvals for Major vs. Minor document revisions. With IMS Revision Classifications, you can have any system of revisions needed, and associate approval workflows accordingly. Create as many or few revision classifications as desired, with whatever naming system works for your organization. If revision types are no longer needed, managers can archive them at any time with the click of a mouse. Changes to archive status take effect immediately for document authors, with no further intervention. Each revision type can be given a numeric increment. For example, major revisions can be given a value of 1. Thereafter, when document authors upload a document revision that is designated as a major change, its revision number will automatically be incremented by 1. Managers can select a Default Workflow group for each revision classification. This helps to ensure document quality, by automatically routing such revisions to a high-level workflow for approvals if no specific workflow has been chosen. Attach supporting documentation to each revision classification, for an auditable record of changes to revision classifications and the rationales behind them, as well as a record of communications around revision classification administration. Central management of Distribution Teams helps your organization to ensure that no document revision falls through the cracks. Distribution teams are set up to make sure that the right people get automatically notified every time a document gets changed in its associated folders. Automated notifications through Distribution Teams has two benefits: it saves time over manual distribution by paper or email and decreases the probability that a recipient may be overlooked. It also enables compliance with accreditation requirements that all personnel be kept up to date with changes to important Policy and Procedure documents. Create as many DM Distribution teams as needed, with any nomenclature. Each Distributing team can have a customized message and subject heading to inform them of document revisions. Populate each distribution team with as many email addresses as needed. Email method ensures that even non-IMS users will be kept informed of document revisions. When staff leave the organization or new staff are hired, the distribution team can be updated in seconds. From then on, all document notifications set to go to that team will go to the right people with no further effort. Manage many distribution teams easily with interactive display girds that allow dynamic re-sorting, querying, and searching. As Distribution teams are no longer needed, they can be archived at any time.  Easier, more secure User Management is assured with IMS5's new System Users commands. Create, edit, and archive IMS user accounts with greater flexibility than ever before. User Viewing Options enables managers to quickly find and sort the complete list of IMS users, through interactive re-sort options, or by using the easy Find User command. User Queries can help filter and report on your list of users, for example, query and report on all "Editors." Once the manager selects a user account, the IMS displays an intuitive System User Lobby with graphical icons representing everything that can be done to manage that user's account. The User Definition screen enables quick fill-in-the-blanks creation and editing of basic user demographic and login information. The User Security Profile screen is a "one-stop shop" to control this user's complete array of permissions and privileges within the IMS. Dynamic dropdown menus which are always up-to-date, enable quick selection of appropriate access rights for this user, including Document Management editing rights, IMS Administration privileges, Content page editing rights, and password controls. Vacation/Emergency routing is a new concept for the IMS5, which enables easy and flexible re-routing of this user's tasks if he is away on vacation or unable to work. Create as many vacation routings as needed for this user, which can be re-used when needed. Each routing can take effect immediately, or within specified dates. Each routing can dictate that all tasks for this user are routed to the same alternate user, or you can specify that DMS approvals get re-routed to one user, Content approvals get re-routed to another, and so on. Optional auto-reply settings (including a customized message) help keep other users up to date on this user's status, so they are aware that he is out of the office. User Memberships :Lobby gives managers an at-a-glance overview of the workflows to which this user belongs. This helps re-routing and other decision-making if this user's role changes or he leaves the organization. User Login Audits enable IMS managers to track how often this user logs in, when he logs in, and any failed attempts. This enables greater transparency for better user management and dedication of site resources. User Login Audits can be accessed only by designated managers for confidentiality. Managers can filter the User Login Audits and run easy reports for each user. Workflows are the IMS5 cornerstone for managing document and content quality. Use intuitive, flexible Workflows to make sure that documents and content gets updated properly, through automated processes that cut turnaround time for publication. Each folder of site content and documents can be assigned to a different Workflow group, to ensure that exactly the right people sign off on every change, in exactly the right order. IMS Workflows empower your organization to improve document quality, meet regulatory and accreditation requirements, and spend less time handling documents. Workflows can also be sued to keep on top of frequent document revision cycles, to make sure that documents get reviewed and revised on time. Each set of documents can be flagged with a date, so that designated workflow members get notified by the IMS when the documents are due for revisions. This helps counteract a common accreditation deficiency due to out-f-date policies and procedures. Your organization can build as many workflows as needed at any time, and edit them easily at any time. Manage large numbers of workflows more easily with dynamic Workflows Viewing Table that has a built-in Workflow Finder and can be re-sorted and queried with the click of a mouse. The workflows can consist of as many or few users as needed, and can be called by any name that is meaningful for your organization; you are not confined to a set number or naming convention. Linear, Synchronous and Cluster Workflows enable flexible approval routing: now with branching options, workflows can be infinitely configurable. Workflows are now editable on the fly, by authorized staff managers. Names, routing structure, members, and order can all be changed throughout the IMS's intuitive workflow builder, and changes take effect immediately with no further effort. To add new users to a workflow, simply open the workflow and double-click the user's name. Users can be removed with a click of the mouse. Structure can be changed from Linear (sequential workflows which go from the first, to the second, to the third member and so on), to Cluster (all members are simultaneously notified and any one may approve), to Synchronous (all members are simultaneously notified and all must approve). Re-ordering Linear Workflow members can be done by selecting the Up and Down keys; changes take effect for all future revisions instantly. Create new workflows easily with a graphical two-step workflow wizard. Copy existing workflows to create new ones, saving time. Back to Top Enhanced Interactivity for more compelling sites IMS5 makes it easy for non-technical authors to create polls; now with even more features and control than before. Polls are popular with audiences and increase site uptake and interactivity. Site managers can enable authorized users to create polls and edit them at any time. An unlimited number of polls can be created, and polls can be used singly or on multiple site pages. Optimize your polls' effectiveness as a  means of gathering audience feedback, with options for viewing poll results and displaying them to end users. Redirect your voters to other pages or to customized "thank-you" pages, in lieu of displaying poll results. Individual response over-ride options enable you to customize activity based on the visitor's response with selected redirect options or by running a custom script. Complete control over the look and feel of the poll includes font and font colors, background colors, and border options, all individually configurable for each response as well as the overall poll. Easily create new polls with an intuitive two-step dialogue box, or copy existing polls to save time. New Navigation options make it simple to build user navigation systems that are easy to follow and enhance the visitor experience. Easy to update and with many linking options, IMS Navigation Systems commands ensure that you can take your users where they want to go. Build as many navigation systems as needed, so that you can alternate between different systems over time, or you can use different navigation systems for different areas of the site. Configure the look and feel for each navigation system with options for the navigation's font, color, mouse-over color, menu width, and much more. Give users visual cues (such as different colors for different sub-sites) that help them find their way around. Link each navigation item not only to another page in your site, but also to these new options: a document in the IMS Document Management Library; an Internet page; or a pre-existing code function. Enable and disable navigation systems on pre-set dates, to ensure that time-sensitive navigation systems are used correctly. Context-sensitive menu options enable one-click changes to menu names, deletions, and creation of sub-menus. Create new navigation systems quickly with a graphical dialogue box - or build new navigation systems by copying previous ones for greater efficiency. Popular and widely used, IMS Forms get even more functionality in IMS5. Manage large numbers of forms more easily, with an interactive Forms Display Table. Form editors can re-sort forms by name, alphabetically or reverse alphabetically. Form-specific Find option enables quick searching for the form that you need to work on. As Forms are no longer needed, they can be archived with the push of a button. A form can later be re-instated and made available for insertion on pages by toggling Archive status back off. Separation of Forms creation privileges and Form insertion privileges (i.e. who can make a form vs. who can add it to their content pages) enables centralized control over the form design and collection of information. New Search Engine controls enable site managers to quickly customize the site's built-in Search Engine, without coding expertise. Search Engine Exclusions are words which the Search Engine will exclude for your visitors - common examples are "and" and "the". With the IMS5, site managers can add an unlimited number of any words desired to the Search Engine Exclusions. As needed, Search Engine Exclusion words can be archived, and re-instated at any time. Changes to the Search Engine Exclusions take effect to the site visitors immediately. Search Engine Equivalents allow your visitors to search for alternate phrases and spellings in their searching. For example, you can have a search engine equivalent of SoftTech Health and STH. If a visitor searches for SoftTech Health they will get all returns for both SoftTech Health and STH. Use Search Engine Equivalents to enable users to find results with alternate spellings such as anesthetic and anaesthetic. Add as many Search Engine Equivalent pairings as desired, at any time. When the Search Engine Equivalent paring is no longer valid, it can be archived by clicking the Archive management icon. Site Administrators now have the ability to create and edit a site-wide Taxonomy, or classification system, for every asset and document in the site. Taxonomies help site visitors to perform more targeted searches that give them only the results they need. Taxonomies also help users understand where a piece of content or document fits in to an information hierarchy. IMS5 comes standard with an MeSH taxonomy tree view, containing commonly-used  medical subject headings. Subject-matter experts can customize this taxonomy to better reflect the specialized terminology used in their organization. Once modified, document and content creators can simply check off the taxonomy "branches" that are applicable to their file or component. IMS5 also includes a dynamic Site taxonomy, showing all content in the site, and a  Metatype taxonomy, for classification of the type of asset (such as image, Flash file, document, and so on). All branches within the taxonomy can be extended, sub-divided, deleted, re-named, or added to, by authorized managers. These customizations can be performed with the IMS5 intuitive right-click menus; no coding expertise is required. Back to Top March 2006