LIBLOG

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LIBLOG.PNG
Name Library Document Log
Shortcut LIBLOG
Area System

See the NOVUS Walkthrough Guide for general information about the system.


The LIBLOG program allows tracking of system and manually produced documents in relationship to a particular policy. It is used to view all claims made on a policy, allows easy identification of documents produced by the system or manually entered, and whether they are currently with external parties or if responses have been received.

Each time the system produces a document an entry is created to identify the type of document. Entries can also be manually created and the type of document selected from the available list. Once a document is registered it can check-out (passed to a third party), or check-in (when a response is received). Each of these transactions are logged with a date, user ID and identification of who the third party was, descriptive text can also be added.

Although the document is not necessarily controlled by the system (i.e. a document control system) it does allow tracking of the documents workflow.


Comments & Document History screen



The header block allows the selection of the policy to be used.


Column name Description
Pol/Yr Policy number and year of documents to be displayed

The Library History block lists all the registered documents for the selected policy and their current state.

Column name Description
Doc Document Type code (CODES 44), a list of values is available when entering details
I/O Activity indicator.
  • P    System generated document.
  • M   Manually entered document.
  • I     Document currently checked-in
  • O   Document currently checked-out
Reference Unique identification for the document, such as transaction number for a debit note
Sent/Received
Date
Date of the last check-in/check-out transaction
Sent/Received
By
User ID who performed the last transaction
Despatched To
Partner
Partner code of the third party receiving the document, taken from PARTNER
Despatched To
In Person
Individual at partner, by default the salutation from the PARTNER record
Trans Transmission Method. The method that the document has been passed by.
  • BH   Hand Delivery
  • EM   E-mail
  • FX    Fax
  • PO   Postal Service
  • PR   Uploaded to repository
Check-In/Out Tick box indicating which document is to be checked in or out. This is a single selected and the currently ticked box needs to be unticked before another is ticked.
More... Button to display the separate Comments & Document History screen of all transactions and their comments for the selected document. These are listed latest to first

The Check-In/Out section allows the definition of a new transaction for a document

Column name Description
Doc Document type codes from codes 44. Read-only field is taken from the selected document in Library History.
I/O Required Activity either
  • I     Document to be checked-in
  • O   Document to be checked-out
Reference Unique identification for the document, this is a read-only field taken from the selected document in the library history section.
Sent/Received
Date
Date the action occurred on. This defaults to today's date
Sent/Received
By
User ID who performed this action. Defaults to the current user
To/From
Partner
Partner code of the third party receiving document. A LoV is available from the PARTNER program, including partner salutation as a contact
To/From
In Person
Populated by the partner salutation from the PARTNER LoV by default but the text can be overwritten
Trans Transmission Method, a list of values is available. The method that the document has been passed by.
  • BH   Hand Delivery
  • EM   E-mail
  • FX    Fax
  • PO   Postal Service
  • PR   Uploaded to repository
Distribute... Only enabled when the transmission method is EM so will display feature not yet enabled
Comments... Allows the entry of a comment against each transaction


To add a new document to the Library

  • Click the add document button, the cursor moves to a new blank row in the library history section/
  • I/O is set to M to indicate a manually added document
  • Enter a unique reference for this document
  • No other fields can be completed at this point until COMMIT is clicked to save the new document details.
  • To perform actions on a new document it must be created first, then follow the process in To enter a new transaction for existing document section below.

To enter a new transaction for existing document

  • In the library history section select the document to use by clicking in the check-in/out box to display the checkmark.
  • The add document button is replaced with the process button.
  • CLicking process moves focus to the check-in/out section which is populated with the document type and reference of the selected document.
  • Enter the required activity, I for in or O for out.
  • Date is populated with today's date and user ID, both can be changed if required
  • Enter partner code (or select from the list of values) and change the in-person if required
  • Select the transmission method and press 'comments...' to add a descriptive text if required.
  • Press COMMIT to update the record


Version History

v 5.4.0 – Updated to latest version

v4S - Multiple changes to improve usability of form

v3A - Initial release of form.