Last Updated v9.9.0


Main Menu -> System Admin → Document Import Sources

Document Import Sources

The Document Import Sources area of system administration allows a system admin to create a new or edit an existing import source for a specific department.  An import source can be used to import documents to IWS from an email box, FTP site, or UNC path.

Document Import Sources Search/List

Use the list to find and edit an existing import source.  Use the +Add Connection button to create a new import source.



  • Use the search/filter boxes at the top of the grid to narrow the list of Document Import Sources.
  • The column headers can be clicked to sort each column.  Click again to sort the opposite direction.
  • Click on any Document Import Source record to open the edit screen.


Document Import Sources Editing

The add/edit screen allows the system admin to add a new Document Import Sources, or modify and existing Document Import Source.  There are different types of import sources, and some of the fields change based on the Connection Type.  Each type is detailed below.


Import Source Details



Action Buttons

  • Save: This button will save the new import source record or changes to an existing record.
  • Delete: This button will delete the import source if the import source has not been used.


Standard Fields and Settings

  • Active:  Designates if this import source is currently active and being used.  Deactivate an import source to stop using it.
  • Connection Name:  Enter a name to describe what this import source connection is used for.  This appears in the import sources list.
  • Department:  What IWS department is this import source used for.
    • This option designates which department the documents will import to and populates the list in the Document Type option (below).
  • Cron Expression: Allows the admin to set a specific time for this import source to run.  Enter a valid Cron expression or double click the textbox to use the Cron expression builder. 
  • Document Type (Optional): If applicable, select the document type that ALL documents from this import source will be assigned when they are imported.
    • If no document type is selected, the documents imported will be sent to the Inbox for that department to be assigned a document type.  This is the typical process for import sources that contain multiple document types.
  • Connection Type:  What type of import source connection is this record (where will IWS go to pickup the documents)?
    • UNC Path: A local or network path.
    • Email: An IMAP or POP3 mailbox or an MS Graph API.
    • FTP: An FTP or SFTP server.

Variable Fields and Settings


UNC

  • UNC Path:  Enter the path to the server\file sahe and folder where the documents are stored that are to be imported.
    • Example: \\filesharename\foldername\subfoldername\
    • The path must be valid and accessible to the IWS server or validation will fail when the record is saved.
  • HealthAxis: Is this import source related to documents scanned or provided by HealthAxis?  Set to ON for yes.  IWS will automatically create a response reconciliation file for HealthAxis that is required for their process.
    • HealthAxis Recon File UNC Path (Conditional): Enter a valid UNC path where the IWS system will drop the reconciliation file for HealthAxis to pickup.
  • Process EDI: Are the documents imported from this source 837 EDI files?  IWS can created "dummy" images for the 837 files when imported.
    • **A Document Type must be selected when using this option.  IWS will automatically create indexes for the document based on predefined fields on the 837.
    • EDI Type: Select Dental, Institutional or Professional file type for this connection.
    • **Only one EDI type per import source is permitted.  If there are multiple EDI types being imported for a department, a new import source will need to be created for each and point to a specific folder.  That folder can only contain the specific EDI file type.

Email

  • oAuth2: This option coincides with the IMAP protocol.  It uses oAuth to utilize secure authentication token instead of a regular IMAP username and password.
    • If this option is selected, the Password box will be removed.
    • Link oAuth: Use this button to link the oAuth user information for the mailbox being accessed.  IWS will open a window to the email system to enter the user information and will return you to the IWS system after with the linked token added to the database.
    • This option requires the IWS server (Prod, UAT, Dev) to be setup and added to an Azure server (handled by our System Admin team) and a client_secret must be defined in the IWS application properties.
  • Username:  Enter the username for the email box.
  • Password:  Enter the password for the email box.
  • Mail Server:  Enter the name of the email server.  Example: outlook.yourdomain.com
  • Protocol:  Select the protocol for the connection to the email server.
    • IMAP or POP3.
      • Port:  Enter the port to use for the connection.
      • SSL:  Should SSL be used for this connection?
    • MS Graph
      • Username: Enter the full email address of the mailbox to connect to using the MS Graph API.
        • Note: The mailbox specified here must be setup with access to the MS Graph API via the Optum Azure App that needs to be setup in the Optum Azure cloud environment.  This document does not outline that process as it is lengthy and requires multiple department requests and forms.  The details were outlined in the original MS Graph development task .


FTP

  • Host Name:  Enter the Host Name for the connection.
  • Folder / Directory:  Enter the path to the folder on the FTP server IWS should pickup files from.
  • Port:  Enter the port to use for the connection.
  • User Name:  Enter the username to use for the connection.
  • Password:  Enter the password for the connection.
  • File Transfer Encryption Type:  Select the encryption type.
    • SFTP
    • FTPS
    • Only Use Plain
      • **Never use this type for PHI related content.

User Security

The User Security tab allows a system admin to enable user level security to this import source in relation to the Department Inbox screen.  If "Enable user-level security" is toggled ON, the system will only show items from this import source to users in the Department Inbox screen if they are selected ON in the Access column.  The individual user Access toggle can also be set in the System Admin Users area and the Department Admin User Security area (if the option has been enabled on an Import Source from this admin screen.) 

This option can be helpful for those departments that have multiple teams working the Department Inbox, but they want each team to only see their own documents.  Individual Import sources would need to be setup in that scenario.




  • Enable user-level security:  Enable/Disable user level security for this document import source.
    • If disabled, ALL users in the department will be able to access documents for this Import Source from the Inbox if they have Inbox access in general.
  • Access Column: Toggle ON/OFF access for each user that should see the documents from this Import Source.