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Configuring SOP Manager Settings

After you install SOP Manager, you can configure the connection between SOP Manager and your RA, set up the schedule to retrieve SOP records, and specify which users to notify when SOP records are ready to process.

Important: After you initially configure SOP settings, it is recommended that you change the synchronization status to Stopped before you make any changes to SOP settings. See Starting or Stopping SOP Retrieval Manually for more information.

Tasks

You can perform the following tasks when configuring SOP Manager settings"

Before You Begin

Before you configure SOP Manager settings, gather the following information:

  • The URL that you use to receive electronic SOP records from the RA.
  • The username and password that you use to access the RA.
  • The email addresses of users who should be notified when new SOP records are retrieved or when there are retrieval errors.
  • How often you want to automatically retrieve SOP records from the RA (in minutes).
  •  The person(s) who will have SOPAdmin rights and the person(s) who will have SOPProcessManager rights.
  •  The additional phases that you need to create and process SOP records.

Configuring Connection Settings

Use the Connection page to configure the network connection between SOP Manager and your RA. If you use more than one RA, you must configure a network connection for each one. Normally, you have to configure connection settings only once.

After you configure the connection setting, test it to ensure that you are connected to your RA.

To configure connection settings

  1. Click the All button, and then click SOP Settings.
  2. In the left pane, click the All SOP Settings link.
  3. Select the appropriate RA. The Connection page opens.
  4. Click Edit.

    Connection Page of SOP Settings
  5. In the Connection Settings section, in the URL field, enter the URL for your RA service.
  6. In the User ID field, enter the user id that you use to access your RA service.
  7. In the Password field, enter the password that you use to access your RA service.
  8. (For CT only) Complete the Channel ID field. This is part of the standard login information for your CT RA.
  9. Select a save option.

Testing the Connection Between SOP Manager and an RA

Use the Test Connection button to verify the connection and authentication between SOP Manager and your RA service.

To test the connection

  1. Click the All tab, and then click SOP Settings.
  2. In the left pane, click the All SOP Settings link.
  3. Select the appropriate RA.
    The Connection page opens.
  4. In the Connection Settings section, click Test Connection.
    • If you receive a Connection Successful message, you can begin to retrieve SOP records.
    • If you receive a Connection Failed message, the URL, user id, or password may be incorrect, or the network connection may be down.
      Correct the errors and click Test Connection again.

If CT is your RA, and you are having problems connecting, see Troubleshooting for more information.

Configuring SOP Synchronization

Use the Synchronization Settings section on the Connection page to set how often you want to retrieve SOP records from your RA.

Synchronization Status

Once you set the synchronization schedule, you can view the current status on the SOP Manager main page in the Synchronization Status field. See the SOP Manager User Guide for more information.

Setting the SOP Record Retrieval Schedule

Use the Synchronization Settings section on the Connection page to set how often you want to retrieve sop records from your RA. The default is 1440 minutes (24 hours).

To set the SOP record retrieval schedule

  1. Click the All tab, and then click SOP Settings.
  2. If necessary, in the left pane, click the All SOP Settings link.
  3. Select the appropriate RA. The Connection page opens.
  4. Click Edit.
  5. In the Synchronization Settings section, in the Run Interval (in Minutes) field, enter the appropriate number of minutes.
    For example, if you want to check for records every two hours, enter "120". It is recommended that the run interval be a minimum of 2 hours.
  6. Select a save option.

Once your settings are saved, you can stop or start synchronization. See Starting or Stopping SOP Retrieval Manually for more information.

Starting or Stopping SOP Retrieval Manually

Use the Synchronization Settings section on the Connection page to manually stop or start synchronization between SOP Manager and your RA. You can stop or restart synchronization at any time.

To start or stop record retrieval manually

  1. Click the All tab, and then click SOP Settings.
  2. Select the appropriate RA.
    The Connection page opens.
  3. In the Synchronization Settings area, select the appropriate option:
    • If the status is Running or Sleeping, click Stop if you want to temporarily stop retrieving records.
      If records are currently being downloaded from your RA, retrieval will not actually stop until all of the records are downloaded.
    • If the status is Stopped, click Start if you want to start retrieving records.


Synchronization Settings

Note: The Start and Stop buttons do not appear if you are in Edit mode.

Configuring Attachment Settings

Use the Attachments section of the Connection page to enable or disable the automatic retrieval of documents that may be part of an SOP record.

Typically, there are two types of attachments that may be saved with an SOP record:

  • XML files in Retrieval logs and SOP records
  • Scanned documents in .pdf format

By default, when you retrieve an SOP record, all attachments are saved to the SOP record's Documents folder. If necessary, you can choose not to save one or both of these file types. See Viewing Documents that are Attached to SOP Records for more information.

To configure attachment settings

  1. Click the All tab, and then click SOP Settings.
  2. In the left pane, click the All SOP Settings link.
  3. Select the appropriate RA. The Connection page opens.
  4. Click Edit.
  5. In the Attachments section, uncheck the box of the attachments that you do not want to automatically save when you retrieve SOP records. Both boxes are checked by default.


Configuring Attachments

Configuring Notification Settings

Use the Notifications section on the Connection page to select the users that you want to notify when new SOP records are retrieved or an error occurs. The email notification includes the RA name, the time the records were retrieved, details about the retrieval, and retrieval errors, if any.

Note: The TeamConnect instance on which you install SOP Manager must have email properties enabled to use the notifications function. See the TeamConnect Administration Guide for more information.

To configure notification settings

  1. Click the All tab, and then click SOP Settings.
  2. Click the appropriate RA.
  3. In the left pane, click the All SOP Settings link.
  4. Select the appropriate RA.
    The Connection page opens.
  5. Click Edit.
  6. In the Notifications section, in the SOP Process Manager Email Address field, enter the appropriate email address. You can enter multiple email addresses separated by commas.

    SOP Manager Email Address
  7. Select a save option.
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