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Page 1 DrugPak Web Documentation Vol. 4 of 4
Revised: 09/18/2018
DrugPak Web Documentation
Document Manager – MRO Pro
SFTP Data Export – Client Portal – Quest ESP
Volume 4 of 4
Version 1.34
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TABLE OF CONTENTS
Contents
TABLE OF CONTENTS........................................................................................................................................ 2
Document Manager .............................................................................................................................................. 6
Discussion ........................................................................................................................................................... 6
Document Types ................................................................................................................................................. 8
Add a document Type .................................................................................................................................. 8
Delete Document Type ............................................................................................................................ 10
Upload Documents .......................................................................................................................................... 12
Incoming Documents ..................................................................................................................................... 15
Navigation Controls ................................................................................................................................... 16
Document Properties ................................................................................................................................... 18
Link a document .......................................................................................................................................... 19
Split Pages ...................................................................................................................................................... 22
Download ........................................................................................................................................................ 23
Delete a Document ..................................................................................................................................... 23
Auto-Processing Documents with Bar Codes .......................................................................................... 24
Document List ................................................................................................................................................... 25
Mro Pro ................................................................................................................................................................. 27
Prerequisites................................................................................................................................................. 27
Add MRO to DrugPak Web ................................................................................................................ 27
Enter Test Result in Result Work Area ....................................................................................... 28
MRO – Review Test Results ............................................................................................................................ 30
Miranda Example .......................................................................................................................................... 32
Record Contact with Donor ....................................................................................................................... 33
Finalize Results .............................................................................................................................................. 36
Result Review Tabs ........................................................................................................................................... 40
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Panel Tab .......................................................................................................................................................... 40
Contact History .............................................................................................................................................. 40
Documents ..................................................................................................................................................... 40
SFTP - Data Exporting ................................................................................................................................... 41
Process Overview .......................................................................................................................................... 41
SFTP Credentials ......................................................................................................................................... 42
Setup Third Party as a Contact ............................................................................................................ 42
Third Party – Verify Email and Activate Account ...................................................................... 44
Create Company Routing Rule for the SFTP Transfer ............................................................. 45
FAQs ................................................................................................................................................................... 51
Client Portal – End User ............................................................................................................................... 52
Setup .................................................................................................................................................................. 52
Login .................................................................................................................................................................. 54
Client Portal - Company Detail ................................................................................................................. 57
Client Portal - Companies – Contacts –Display/Add/Change/Delete .................................. 58
Display .............................................................................................................................................................. 58
Add ..................................................................................................................................................................... 59
Change .............................................................................................................................................................. 61
Delete ................................................................................................................................................................ 62
Client Portal - Companies – Addresses –Display/Add/Change/Delete ............................... 63
Display .............................................................................................................................................................. 63
Add ..................................................................................................................................................................... 64
Change .............................................................................................................................................................. 66
Delete ................................................................................................................................................................ 67
Client Portal - Display Random Profiles .............................................................................................. 68
Client Portal - Companies – Participants – Overview ................................................................... 69
Client Portal - Companies – Participants – New Participant ..................................................... 71
Client Portal - Companies – Participants – Update/Change Participant Information 76
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Overview ......................................................................................................................................................... 76
Employment .................................................................................................................................................. 79
Vitals .................................................................................................................................................................. 80
Client Portal - Companies – Participants –Testing Category .................................................... 81
Update/Change ............................................................................................................................................ 81
Identification –Add/ Update/Delete ................................................................................................ 82
Add ................................................................................................................................................................. 82
Update .......................................................................................................................................................... 84
Delete ........................................................................................................................................................... 86
Occupations –Add /Delete ..................................................................................................................... 88
Add ................................................................................................................................................................. 88
Delete ........................................................................................................................................................... 89
Client Portal - Companies – Participants – Addresses – Add/Update/Delete ................. 90
Add ..................................................................................................................................................................... 90
Update .............................................................................................................................................................. 92
Delete ................................................................................................................................................................ 93
Client Portal - Companies – Participants – Phone –Add/Delete/ Update .......................... 95
Add ..................................................................................................................................................................... 95
Update .............................................................................................................................................................. 97
Delete ................................................................................................................................................................ 99
Locations ............................................................................................................................................................ 100
Client Portal - Reporting - Rules ............................................................................................................ 101
Add ................................................................................................................................................................... 101
Add Result Letter Rules ......................................................................................................................... 103
Delete .............................................................................................................................................................. 104
Quest ESP ............................................................................................................................................................ 105
Configure Import/Export Settings........................................................................................................ 105
Configure MRO Settings ............................................................................................................................ 107
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Configure Report Routing Rule .............................................................................................................. 109
Delivery - Error Notifications ................................................................................................................. 112
Index ..................................................................................................................................................................... 113
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Document Manager
Discussion
Process flow: Create documenting types if not already system provided (Document Types),
upload documents (Upload Documents), process incoming documents assigning them the
proper item (Incoming Documents), manage documents (Document List).
Documents must have a “Document Type” Assigned to identify the type of document. When
creating Document Types, the user must specify what “area” the document is to be
associated with. The area is a system set parameter.
Document Areas:
Company
Participant
Results
The first step in managing documents is to create your Document Types. Once you have
defined your document types, documents can be uploaded, assigned to the proper area and
managed.
DrugPak Web does not directly interface with a scanner. The user can take advantage of
any means to digitize a document.
DrugPak Web can accept the following document types:
MS Word – .doc, .docx
MS Excel – .xls, .xlsx
PDF - .pdf
JPG – .jpg
TIFF - .tif, .tiff
PNG - .png
The user would place the documents in a folder on the computer that is accessing the
DrugPak Web application. The documents would then be uploaded from the local computer
into the DrugPak Web application for disposition.
DrugPak Web can separate both TIFF files and PDF files into one file per page. The process
is called “Split Pages” and is described later in this documentation.
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Any document in the system can be managed via the “Document List”. A complete range of
both filters and searching are provided.
The following document types are system provided and do not require setup:
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Document Types
Add a document Type
1. Select the “Codes” Tab from the main menu, then click “Document Types”.
2. Click the “+ New Document Type” button. This will display the “Add new Document
Type” window.
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3. Enter the Name of the Document Type, then select the Area. Click the “Save changes”
button to save the new Document Type.
4. The window will remain open allowing you to add more Document Types. When
you are finished click the “Close” button to close the window and return to the
Document Type window.
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Delete Document Type
1. Select the “Documents” Tab from the main menu, then click “Document Types”.
2. Click the “Delete” button beside the Document Type to be deleted.
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3. To confirm delete click “Yes”, to abort delete and return to the Document Type
window click “No”.
4. Note: If the document type is in use you are not allowed to delete it. The system will
return the following error message. Click the “Close” button to close this message.
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Upload Documents
1. Select the “Documents” Tab from the main menu, then click “Upload Documents”.
2. The “Upload Documents” window will be displayed.
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3. Enter the “Document Type” if applicable. If the document types are unknown or the
documents being uploaded are different document types leave the document type
“Unknown”.
4. Click the “Choose File” button and select file(s) to be uploaded.
5. Use the windows file browser to locate the files to up uploaded. You can select one
file or select multiple files.
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6. Once you have selected the files, click the “Open” button.
7. The selected files will be displayed in the “Uploads” window. The name, size of file,
and status of the upload will be displayed.
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8. DO NOT navigate away from or close this window while any file is in the “Uploads”
window. This may/will cause the upload to fail. Once the upload is complete the
“Uploads” window will be empty.
Incoming Documents
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1. Select the “Documents” Tab from the main menu, then click “Incoming Documents”.
2. After documents have been uploaded the user can process their disposition in the
“Incoming Documents” window. When a new file(s) is uploaded it will remain in the
“Incoming Documents” area until it is linked and saved. Once linked and saved the
document can be viewed/modified from the “Document List” or from the documents
section of the Company, Participant, or Test Result it was linked with. The “Incoming
Document” window will allow the user to accomplish the following task:
• Assign a Document Type.
• Based on document type link the document to a Company, Test Result, or
Participant.
• Split a single multiple page document into many one-page single documents.
This is helpful when uploading large batches of documents or when one
receives a large document with multiple documents that require separation
and linking.
• The image can be enhanced using the Contrast and/or Brightness settings.
• Documents can be modified from their original format to include:
• Grayscale
• Sepia
• Black/White
• Invert
• Technicolor
• Documents can be downloaded to the local computer.
• Documents can be deleted.
Navigation Controls
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3. Document format controls.
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Document Properties
The system will display the following properties for each document:
• Doc ID
• File Name
• File Size
• Date Added
• Document Type
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• Notes
Link a document
1. Select the document type.
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2. Link to a result. The user can search for the result using the “Search” box.
3. In this example the first name “John” was searched.
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4. In this example the specimen “132960” is being selected to link to this document.
Click the check box beside the record. A black check will appear to indicate you have
successfully selected this item.
5. Click the “Save” button in the “Properties” window to save this link and move to the
next document.
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Split Pages
1. To split a multi-page TIFF or PDF document into single page files, use the “Split
Pages” Function. Open the multipage document, click the “Split Pages” button.
2. The document will be “split” into one-page files. One file for each page.
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Download
1. A document can be downloaded to the local device at any time by clicking the
“Download” button.
2. The image will be saved to your local device.
Delete a Document
1. A document can be deleted by clicking the “Delete” icon.
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2. You will be prompted to confirm the deletion. Click “Yes” do delete or “No” to abort.
Auto-Processing Documents with Bar Codes
Discussion:
• If a document contains a Bar Code, the application will read this code, and if a Result
exist that this Bar Code matches the Specimen ID, the application will automatically
match the document with the Result. No intervention is required.
• The application can ONLY match on the Specimen ID for the Result.
• The document type can be any format that Document Manager Accepts.
• The Bar Code reading feature will be executed on any document that is uploaded
into the Document Manager Application. This includes upload via “Upload
Documents” or via incoming fax via the ScreenHubb fax service.
Example of a Bar Code:
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Document List
1. From the main menu click the “Documents” tab, then click “Document List”. The
Document List window will be displayed.
2. From the Documents List Window, the user can perform the following functions:
• Create filters
• View
• Search
• Edit Document Information
• Split Document
• Download
• Delete
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3. Search Fields and Filters that can be applied/created:
• Added Date
• Company Name
• Document Types
• First Name
• Last Name
• Notes
• Older Than
• Specimen ID
• Unlinked
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Mro Pro
Prerequisites
Add MRO to DrugPak Web
1. The MRO must be added to your company as a user.
• Access “user add” by clicking the DrugPak Application icon from your main
dashboard.
• Click the “Users” tab from “Notification Center”.
• Click “User Administration”.
• Click the “Add User” button.
• Enter the First Name, Last Name, and Email of the MRO.
• Click the “Save” button.
• Select the MRO user by checking the box beside the name.
• Set the “Access Level” to Results.
• Click the “Save” button.
2. The MRO must be added to the “MRO Vendor file.
• Click the “Vendors” tab from the main menu.
• Click “MROs”
• Click the “Add MRO” button.
• Enter the MRO’s information and click the submit button.
3. Open a support ticket with DrugPak Web support, provide the name of the MRO, and
request this person be configured in the system for MRO access.
4. Support will contact you when this step is completed.
5. Go into the MRO’s vendor file and click the “Associate Now” button. Select the
DrugPak Web user that should be associated with this MRO.
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Enter Test Result in Result Work Area
1. Enter the test result information in the Result Work Area > Create New Result >
Result Details.
2. Important step: The “Chain of Custody – Mro Copy” must be attached via the
“Documents” tab. If this document is not present and associated with the test
results the MRO will not be able to “Finalize” the result.
3. When all test result data is entered click the “Ready for MRO” button.
4. Select the MRO by clicking on the MRO’s name under the “Assign to MRO for
Review” pop up.
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5. Enter the “Pick Date”, “Preferred Number” for the donor, and the “Interview Time”
and click the “Save” button. Click the “Close” button to close the window.
6. The result will be scheduled for review and appear on the MRO’s work list. The
notice will be listed at the top of the Result Work Area Detail window.
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MRO – Review Test Results
1. Log into Screenhubb and select the Mro Pro Icon from the dashboard.
2. The MroPro Window will be displayed. There are two tabs, Dashboard and Results.
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3. To view test results on the MRO Work list, click the “Results” tab.
4. Click on the test result to be reviewed and Result Review window will be displayed.
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Miranda Example
The MRO can click the “Example Text” to display the Miranda Example display box.
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Record Contact with Donor
1. To record the donor contact, click the “Record Contact” button.
2. Enter the appropriate data and click “Finished” when done.
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3. Clicking items in the “Interview Action” and “Follow-Up Orders” window will build
an automated narrative in the notes box.
4. Record Contact:
• Check all Actions/Follow-Up Orders that apply.
• To enter free text notes, click anywhere in the notes box to insert text.
• Designate if this is an “Internal Note” by checking/unchecking the box
“Internal Note”
• Click the “Save” button to save your note and return to the Details Window.
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5. When the Donor Contact is saved the MRO has the option to “Finalize” the result. If
the result documentation is completed, the MRO can click “Yes” to finalize the result.
If the MRO is not finished with the result, click “No” to return to the result detail.
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Finalize Results
1. Finalize Result:
• When the MRO has completed the review, the result can be “Finalized” by
clicking the red “Finalize Result” button located on the result review main
window.
2. Select your signature option:
• Use signature on file
• Use signature pad
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• Click “Use signature on file” to use your uploaded signature file.
• Click “Use signature pad” to use signature pad to enter your signature.
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3. Select the “Overall Status”
4. After selecting status click the “Finalize Result” button to finalize results.
• The “Successfully finalized result” pop-up will be displayed if the result
was released successfully. Click “Close” to clear.
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NOTES:
When the result is “Finalized” it is returned to the Result Work Area. The MRO Assistant or
other authorized personnel must “Release” the test after it has “Verified” by the MRO.
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Result Review Tabs
Panel Tab
Notes Tab
Contact History
Documents
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SFTP - Data Exporting
Process Overview
• Instruct the Third Party that they will receive an email from no-
[email protected]. This email will contain a link and instructions on how to
verify their account and setup a permanent password.
• Download and send the Third Party the “DrugPak Web - SFTP Data Export Third
Party Instructions PDF”. This document can be downloaded from this link:
https://support.screenhubb.com/KnowledgeCenter/Article/2477
• Create a contact record for the Third Party. This will generate the previously
mentioned email from [email protected].
• Ensure that the Third Party received the email, successfully verified their email and
set a permanent password.
• Create a company routing rule for the SFTP Transfer for Result Letters.
• Generate Result Letters – This will place files in the SFTP folder for the Third Party
to retrieve.
• Third Party uses host and credential information to retrieve Test Results from the
DrugPak Web SFTP folder.
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SFTP Credentials
Provide this information to your vendor’s IT Department/Contractor:
Host Server: services.screenhubb.com
Port: 34000
This information will be created when the Contact record is added to DrugPak Web.
User Name: Contact user name (contact email address)
The Third Party (Contact) we choose their own password during the Contact setup
process.
Password: Contact password
Setup Third Party as a Contact
1. The “Company Overview” window will be displayed. Click the <Contacts> tab.
2. To add a contact, click the “Add Contact” button.
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3. The “Contact” window will be displayed. Enter the basic information into the
provided fields:
a. <Name> - Contact’s full name (Required data)
b. <Phone> - Contact’s phone number and extension if applies
c. <Email> - Contact’s email
4. Click the “Save” button to add the new contact. If the contact was successfully added
the information will be displayed in the fields and your will have a “update” button
displayed.
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Third Party – Verify Email and Activate Account
1. The Third Party will receive an email similar to the one below. The email will have a
link “Please click here to verify your email and activate your account.” Click the
“here” link to go to the password verification and reset page.
2. The following page will be displayed. Enter the temporary password provided in the
email into the “Current Password” input box. The Third Party would enter a
password of their choosing in the “New Password” section. Click “Change Password”
when finished.
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The Third Party has now setup the credentials that will be needed to connect to the
DrugPak Web SFTP server. The Third Party’s email address will be the “User Name” in
the SFTP application and the password setup will be the “Password” in the SFTP
application.
Create Company Routing Rule for the SFTP Transfer
1. From the Company Overview Page select “Reporting”.
2. Click the “Add New Routing” button to add a new reporting rule.
NOTE: Only the Result Letter can be delivered in multiple file formats. All other
reports will be delivered in their native format as produced by DrugPak Web. In
this example the user will be shown how to configure the Report Routing to
output a Result Letter for SFTP transfer.
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3. The “Add Report Routing” Window will be displayed. Select the “SFTP Contact” from
the Contact drop down selector.
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4. Select the Report to be transferred using the “Report” drop down selector. Note: For
this example, we will select “Result Letter”. Click the “Next” button.
5. Choose the Delivery Method of “SFTP” from the drop-down selector. Then click the
“Next” button.
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6. Select the “Frequency” from the drop-down selector. Click the “Next” button.
1. Every Report: Client receives this report as soon as its available
2. Once An Hour: Reports become available at most once an hour
3. Once A Day: Reports become available at most once a day
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7. Select the “Delivery Options” options and the “Delivery Format”. The Result Letter
can be exported in the following formats:
• HL7
• JSON
• DrugPak Delimited
Once your options have been selected, click the “Save” button to save this Routing Rule.
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REMINDER: As noted before, if the report to be exported is NOT the Result
Letter, then the Deliver Options and the Delivery Format are the system
default. The report will be delivered in the system default format of PDF or
Excel.
The reports setup for SFTP export will be output to the DrugPak Web SFTP server
folder for the Contact setup based on the frequency selected in the Report Routing Rule.
It is assumed that your Third Party is technically knowledgeable on how to setup and
manage industry standard SFTP file transfers.
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FAQs
1. What happens to the data files on the SFTP server once it they are transferred to the
Third Party?
• The Third Party can leave the files in the transfer folder or delete them after
a successful transfer. It is recommended and good practice to delete the
successfully transferred files from the DrugPak Web SFTP server.
2. How do I initiate an immediate creation of a file for transfer?
• From the Reporting menu, select the report, then select the “Paper Airplane”
icon. This will immediately interpret the Reporting Rules and execute and
SFTP transfer rules for that company/report.
3. What SFTP clients are recommended?
• FileZilla
• WINSCP
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Client Portal – End User
Setup
1. You will receive an email with a temporary password and a link your client portal
2. Click the blue “here” link to open Client Portal. The system will request that you
change your password. Enter the temporary password provided in the email into
the “Current Password” field. In the example above, the “Current” password is
“r5}flfarjc”. Enter your new password in the “New Password” field and type it again
in the “Repeat Password” field to verify your new password. Click the blue button
labeled “Change Password” to set your password.
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3. The “Welcome to Screenhubb Client Portal” window will be displayed.
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Login
1. Go to the following web address: https://secure.screenhubb.com.
2. Place your credentials into the “Login” section and click the blue “Login” button.
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3. The “Welcome to Screenhubb Client Portal” window will be displayed.
4. Click the “Companies” Tab to display your company information.
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5. Click the “Reports” tab to display the “Available Reports” and the “On Demand”
reports tabs.
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Client Portal - Company Detail
1. Click the “Companies Tab” on the tab. This will display all the companies you have
access to view. Click on the company name.
2. The “Company Detail” window will be displayed. The user can view/change/add the
following:
• Contacts
• Addresses
• View Random Profiles
• Participants
• Locations
• View Results
• Reporting rules
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Client Portal - Companies – Contacts –Display/Add/Change/Delete
Display
1. Click the “Companies Tab” on the tab. This will display all the companies you have
access to view. Click on the company name.
2. The “Company Detail” window will be displayed.
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3. Click the <Contacts> tab. The Contacts for this company will be displayed.
Companies – Contacts –Display/Add/Change/Delete
Add
1. To add a contact, click the “Add Contact” button.
2. The “Contact” window will be displayed. Enter the following information into the
provided fields:
a. <Name> - Contact’s full name (Required data)
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b. <Phone> - Contact’s phone number and extension if applies
c. <Fax> - Contact’s face number and extension if applies
d. <Email> - Contact’s email
e. <Type> - Contact Type – Use the selection box to choose from the following
choices: Primary, DER, Secondary DER, or Additional.
f. <Client Portal> - Click the check box to “Allow access” to the Client Portal.
3. Click the “Save” button to add the new contact. If the contact was successfully added
the information will be displayed in the fields and your will have a “update” button
displayed.
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Companies – Contacts –Display/Add/Change/Delete
Change
1. Click into the field of the contact that you wish to change. In the example below, the
email address will be changed.
2. Replace the current information in the field with the new or updated information.
3. When all information has been updated click the “Update” button. This will save any
changes made to this contact.
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Companies – Contacts –Display/Add/Change/Delete
Delete
1. Click the “Trash Can” icon in the upper right of the contact window to be deleted.
2. The system will ask you “Are you sure you want to delete this contact?”. Click “Yes”
to delete or “No” to cancel the delete and return to the contact window.
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Client Portal - Companies – Addresses –Display/Add/Change/Delete
Display
1. Click the “Companies” Tab to display your company information.
2. Select the company by clicking the name in the “Company List” window.
3. The “Company Overview” window will be displayed. Click the <Addresses> tab.
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Client Portal - Companies – Addresses –Display/Add/Change/Delete
Add
1. To add an address, click the “Add New” button in the “Addresses” window.
2. The “New Address” window will be displayed. Enter the following information into
the provided fields:
a. <Line 1> - Street address (Required data)
b. <Line 2> - Additional street address
c. <Postal/Zip Code> - Your zip code or postal code for a non-US address (Required
data)
d. <City> - City (Required data)
e. <State> - Select the state where the company is located using the selection box
f. <Country> - Select the country where the company is located using the selection
box
g. <Phone> - Location phone number
h. <Fax> - Location fax number
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i. <Type> - Select between “Billing” or “Shipping” using the selection box.
3. To set this location as your companies “default address” click the check box beside
“Set as default address”.
4. To save the new location click the “Save” button and the new address is added.
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Client Portal - Companies – Addresses –Display/Add/Change/Delete
Change
1. Click into the field of the address record to be changed.
2. Once you have clicked into the field standard edit functions apply. Make changes
to the field and press the <Tab> key on your key board.
3. Click the “Update” associated with this address record to save the changes.
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Client Portal - Companies – Addresses –Display/Add/Change/Delete
Delete
1. Find the Address Record to be deleted in the address window.
2. Click the <Trash Can> in the upper right of the record display window. Note: When
you hover your cursor over the trash can icon it will change colors from blue to
orange.
3. The system will prompt you “Are you sure you want to delete this address?”. Click
“Yes” to delete the address record. Click “No” to abort the delete operation.
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4. The system will display the following message after a successful record delete. Click
the “Close” button to clear the message.
Client Portal - Display Random Profiles
1. From the Company Overview window click the “Random Profiles” tab. This will
display a summary of all the random profiles pulled for your company.
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Client Portal - Companies – Participants – Overview
1. Click the <Companies> tab on the menu bar.
2. Select the company by clicking the name in the “Company List” window.
3. The “Company Overview” window will be displayed. Click the <Participant> tab and
the tab will be highlighted orange. The following tabs will be displayed:
a. +New Participant – Allows user to add a participant record
b. Actions – Allows user to perform the following:
i. Mark selected Active
ii. Mark selected Inactive
c. Bulk Actions – Allows user to bulk import participants via Excel or CSV file
format. The user can also update participants using these options.
Participants can be marked active, inactive, or terminated based on the
options selected by the user. The user can also update data fields in
participant table using Bulk Actions.
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Participants Overview Window
4. Participant Search – Find a participant record using the First Name, Last Name, or
Last four digits of the Social Security Number.
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Client Portal - Companies – Participants – New Participant
1. Click the <New Participant> tab from the Participants overview window.
2. The “+New Participant” window will be displayed. Enter the following information
into the provided fields:
a. General
i. <First Name> - Participant’s first name (Required data)
ii. <Middle Name> - Participant’s middle name
iii. <Last Name> - Participant’s last name (Required data)
iv. <Date of Birth> - Participant’s date of birth
v. <Gender> - Choose one of the following using the selection box: Male,
Female, Unknown
vi. <Phone Number> - Participant’s phone number
vii. <Phone Type> - Choose one of the following using the selection box:
Day, Evening, Other, Fax
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b. Identification
i. <Social Security Number> - Participant’s Social Security number
ii. <Alternate ID> - An alternate form of identification for this
participant.
iii. <License Number> - Participant’s driver’s license number
iv. <License Expires> - Date participants drivers licence expires
v. <Country> - Country that issued license
vi. <State> - State that issued license
c. Employment
i. <Hire Date> - Participant’s date of hire
ii. <Termination Date> - Participant’s date of termination
iii. <Physical Exam Date> - Date the participant’s physical exam was
completed
d. Regulatory Status
i. <Testing Authority> - Choose one of the following using the selection
box:
• Not specified
• Health and Human Services
• Nuclear Regulatory Commission
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• Federal Motor Carrier Safety Administration (DOT)
• Federal Aviation Administration (DOT)
• Federal Transit Administration (DOT)
• Pipeline and Hazardous Materials Safety Administration (DOT)
• United States Coast Guard (DOT)
• Federal Railroad Administration (DOT)
• Sports
• Department of Transportation (DOT)
• Health Care Administration
• Florida Wildlife Rehabilitators
• None
ii. <Occupation> - Based on Testing Authority. Choose one of the
following using the selection box:
• Driver
• Flight Crewmember
• Flight Attendant
• Flight Instructor
• Aircraft Dispatcher
• Aircraft Maintenance
• Ground Security Coordinator
• Aviation Screener
• Air Traffic Controller
• Operation/Maintenance/Emergency Response
• Engine Service
• Train Service
• Dispatcher/Operation
• Name
• Other [Includes yardmasters, hostlers (non-engineer craft),
bridge tenders]
• Switch tenders, and other miscellaneous employees
performing 49 CFR 228.5 (c) defined covered service
• Crewmember
• Revenue Vehicle Operation
• Revenue Vehicle and Equipment Maintenance
• Revenue Vehicle Control/Dispatch
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• CDL/Non-Revenue Vehicle
• Armed Security Personnel
• Regulated Position
• Non-DOT
e. Random Testing
i. <Status> - Choose one of the following using the selection box:
• Active – (Included in Random Selections)
• Applicant
• Decision Pending
• Not Hired
• Leave of Absence
• Terminated
• Inactive
• <Type>
• Person
• Group
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3. Click the “+Add participant” button to save the new participant. The participant will
be added to the participant list in the Participant Overview Window.
4. For instructions on how to add the following data to a Participant record please see
the “Companies – Participants – Update/Change Participant Information” section of
this documentation:
a. Address
b. Phone
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Client Portal - Companies – Participants – Update/Change Participant
Information
Overview
1. Use the search box to find the participant that you wish to update or change. You
can search for the participant via First name, Last Name, or Last four numbers of the
Social Security Number. Enter the search data and click the “Search Icon”.
2. All participants that meet the search criteria will be displayed in the list. To change
the participant record, click the participants name.
3. The “Participant Overview” window will be displayed.
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4. The following information can be accessed or viewed from the “Participant
Overview” window:
• <Employment> - Participant’s Employment Information: Location: Status,
Pre-Employment Test, Hired, Terminated, Physical Exam.
a. <Vitals> - Participant’s name, date of birth, and gender
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b. <Testing Category> - Shirt and Employment Type
c. <Occupations> - The occupations that the participant is associated with.
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Client Portal - Companies – Participants – Update/Change Participant
Information
PLEASE NOTE: Altering employment or testing will re-assess the participant's
random pools, and automatically assign them to eligible profiles.
Employment
1. Click into data field to be changed. The following fields are available for editing:
a. <Location> Click the location name to change/select the location.
b. <Status> - Participant’s current status. Select one of the following from
the drop-down box:
• Active
• Applicant
• Decision Pending
• Not Hired
• Leave of Absence
• Terminated
• Inactive
c. <Pre-Employment Test> - Positive, Negative, Unknown, Not Required.
d. <Hired> - Participant’s date of hire
e. <Terminated> Participant’s termination date
f. <Physical Exam> - Participant’s date of physical exam
2. Click the “Save Changes” button to save changes made to the “Employment” data.
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Client Portal - Companies – Participants – Update/Change Participant
Information
Vitals
1. In the “Vitals” display window, click into the field you wish to change. Standard edit
functions apply to these fields.
2. Make the desired changes to the data and click the “Tab” button on your keyboard.
3. Click the “Save Changes” button save the changes.
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Client Portal - Companies – Participants – Update/Change Participant
Information
Client Portal - Companies – Participants –Testing Category
Update/Change
1. From the Participant Details window select the Testing Category window. Choose the
new data for each data element using the selection box beside each field.
a. <Testing Authority> - Use selection box to choose the Testing Authority.
b. <Occupation> - Use selection box to choose data.
c. <Shift> - Use selection box to choose shift.
d. <Employment Type> - Use selection box to choose Salary or Non-Salary.
2. 1. Click the “Save Changes” button to save changes made to the “Testing Category”
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Identification –Add/ Update/Delete
Add
1. Click the blue “+” button on the top left of the Identification window.
2. The “Add New ID” window will be displayed. Enter the following information into
the provided fields:
a. <ID Type> - Choose one of the following using the selection box
i. Alternate ID
ii. Social Security Number
iii. Drivers License
iv. Employee ID
b. <ID Number> - Enter the appropriate ID number for the ID type.
c. <Expires> - If applicable enter expiration date in mm/dd/yyyy format.
d. <Country> - If applicable choose the Country using the selection box.
e. <State> - If applicable choose the state using the selection box.
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3. Click the “Save” button to add the New ID.
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Identification – Update/Add/Delete
Update
1. The identification window contains the Participant’s unique identification sources.
The system will allow for the following types of identification:
a. Social Security Number
b. Alternate ID
c. Drivers License
d. Employee ID
2. To update an identification source, click the “pencil” icon associated with the source.
This will display the “Modify ID” window.
a. Click into the data field to be changed.
b. Standard edit functions apply to these fields
c. After changing the data press the “Tab” key on your keyboard
d. Click the “Save” button to save your changes
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3. Make changes to the record and click the “Save” button to save the changes.
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Identification – Update/Add/Delete
Delete
1. Click the red colored trash can icon that corresponds with the record to be deleted.
2. The system will ask you “Are you sure you want to delete this ID?”. Click “OK” to
delete or “Cancel” to cancel the delete and return to the Identification window.
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3. If the record is successfully deleted the “ID Removed” message will be displayed.
Click the “Close” button to clear this message.
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Occupations –Add /Delete
Add
1. Click the blue “+” button on the top left of the Identification window.
2. The “Add Occupation” window will be displayed. Use the drop-down selector to
choose the <Testing Authority> and the <Occupation>. Click the “Save changes”
button to save the occupation record.
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Occupations – Add/ Delete
Delete
1. Click the red “Trash Can” icon beside the occupation to be deleted.
2. The system will display the “Are you sure” window. Click “Yes” to remove this
occupation from the participant. Click “No” to abort the process and return to the
participant record window.
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Client Portal - Companies – Participants – Addresses –
Add/Update/Delete
Add
1. From the Participant Details window select the <Address> tab.
2. Click the “Add New” button and the “New Address” window will be displayed. Enter
the following information into the provided fields:
a. <Line 1> - Street address (Required data)
b. <Line 2> - Additional street address
c. <Postal/Zip Code> - Zip code or postal code for a non-US address (Required
data)
d. <City> - City (Required data)
e. <State> - Select the state where the company is located using the selection
box
f. <Country> - Select the country where the company is located using the
selection box
g. <Type> - Select between “Billing” or “Shipping” using the selection box.
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3. Click the “Save” button to add the address record.
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Companies – Participants – Addresses
Update
1. Click into the field of the data to be changed. Standard edit functions apply to these
fields. Make the changes to the field then click the “Tab” key on the keyboard.
2. When the address updates are complete click the “Update” button to save your
changes.
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Companies – Participants – Addresses
Delete
1. Click the “Trash Can” icon in the upper right corner of the address record to be
deleted.
2. The system will ask you “Are you sure you want to delete this address?” Click “OK”
to delete or “Cancel” to cancel the delete and return to the participant window.
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3. If the record is successfully deleted, the “Address Removed” message will be
displayed. Click the “Close” button to clear this message.
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Client Portal - Companies – Participants – Phone –Add/Delete/ Update
Add
1. From the Participant Details window select the <Phone> tab.
2. Click the “Add New” button.
3. The “Add Phone Number” window will be display. To change the “Phone Number
Type” select one of the following items from the selection box:
a. <Evening>
b. <Day>
c. <Fax>
d. <Other>
4. Click into the “Phone Number” field and enter the number.
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5. Click the “Save” button to add the new phone number. The phone number will be
added to the current phone number list.
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Companies – Participants – Phone – Update/Add/Delete
Update
1. From the Participant Details window select the <Phone> tab.
2. Click the “Update” icon associated with the phone number to be changed.
3. The “Edit Phone Number” window will be display. To change the “Phone Number
Type” select one of the following items from the selection box:
a. <Evening>
b. <Day>
c. <Fax>
d. <Other>
4. To change the phone number, click into “Phone Number” field and change the
number.
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5. Click the “Save” button to save the changes made to the Phone Number.
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Companies – Participants – Phone – Update/Add/Delete
Delete
1. From the Participant Details window select the <Phone> tab.
2. Click the red “Trash Can” icon beside the record to be deleted.
3. The system will ask you “Are you sure you want to delete this phone number?” Click
“OK” to delete or “Cancel” to cancel the delete and return to the participant window.
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Locations
1. Click the “Locations” tab to display locations associated with the parent
organization.
Results
1. Click the “Results” tab to display the following:
• Pending Randoms
• Completed Randoms
• Other Results
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Client Portal - Reporting - Rules
Add
1. Click the <Reporting> tab on the menu bar.
2. A “Reporting Rule” allows the user to define the following:
a. <Selection Routing Method> - Choose from the selection box how this report
should be delivered: Email, Fax, Text Messaging
b. <Select Contact> - Choose from the selection box a contact for this company.
c. <Select Report> - Choose from the selection box the report that will be linked
to this rule.
3. Note: The number of rules per report is unlimited. After the rule, has been built
select the “Add Rule” button to save this rule.
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4. The system will display the message “Successfully added rule” after a reporting rule
is successfully added and the rule will be listed in the “Current Reporting Rules” list.
Click the “Close” button to close the notification box.
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Companies – Reporting Rules – Add/Delete
Add Result Letter Rules
1. The “Result Letter” has three additional options that the user can define:
a. <Result Status> - Choose from the selection box one of the following: All,
Non-Negative, or Negative.
b. <DOT Status> - Choose from the selection box one of the following: All, DOT,
or Non-DOT.
c. <Reason For Test> - Choose from the selection box one of displayed Reasons.
2. When the “Result Letter” rule has been built, select the “Add Rule” button to save
this rule.
3. The system will display the message “Successfully added rule” after a reporting rule
is successfully added and the rule will be listed in the “Current Reporting Rules” list.
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Companies – Reporting Rules – Add/Delete
Delete
1. From the Company Overview window select the <Reporting> tab. The reporting rule
window will be displayed.
2. Click the red “Trash Can” icon that corresponds with the reporting rule to be
deleted.
3. The system will ask you “Are you sure you want to delete this reporting rule?” Click
“OK” to delete or “Cancel” to cancel the delete and return to the document window.
4. The system will display the message “Successfully deleted rule” after a reporting
rule is successfully deleted and the rule will be removed from the “Current
Reporting Rules” list. Click the “Close” button to close this box.
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Quest ESP
Configure Import/Export Settings
1. Select the “Dashboard” from the main menu.
2. Select “Settings”, then select “Import/Export”
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3. Enter your Quest ESP User Name and Password. Click the “Update Settings” button
to save.
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Configure MRO Settings
1. From the main menu click on “Vendors”, then click on “MROs”.
2. Locate the MRO to be configured and click on the MRO’s name link.
3. From the MRO window, select the “Quest ESP” tab.
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4. Enter the “Provider Reference” and the MRO’s Email, click the “Save” button to save
the record. NOTE: Quest will provide the user with a “Client Reference Id” that
will be placed into the “Provider Reference” field. It should be 8 characters or
less.
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Configure Report Routing Rule
1. From the Company Overview window, select “Reporting”.
2. Click the “Add New Routing” button.
3. The “Add Report Routing” window will be displayed.
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4. Select a valid contact from the Contact Drop Down selector and select the Report
“Result Letters”. Click the “Next” Button.
5. Select “Quest ESP” for the “Method”, click the “Next” button.
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6. Select “Every Report” under the “How Often” option and click “Next”.
7. Accept the default values for “Delivery Options” of “All” by clicking “Save”.
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Delivery - Error Notifications
Deliver and/or Error notifications will be displayed in the “Notification Center”.
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Index
Add, 27, 42, 58, 59, 61, 62, 63, 64, 66, 67,
75, 82, 84, 86, 88, 89, 90, 95, 97, 99,
101, 103, 104
Alternate, 72, 82, 84
Bar Code, 24
Client Portal, 1, 52, 53, 55, 57, 58, 60, 63,
64, 66, 67, 68, 69, 71, 76, 79, 80, 81, 90,
95, 101
Company, 104
Contact, 101
Create New Result, 28
Delete, 58, 59, 61, 62, 63, 64, 66, 67, 82,
84, 86, 88, 89, 90, 93, 95, 97, 99, 103,
104
Document Types, 6, 8, 9, 10, 26
Documents, 28, 40
Download, 23, 25
Email, 101
Fax, 101
Follow-Up, 34
MRO, 1, 27, 28, 29, 30, 31, 32, 35, 36, 39,
107, 108
Mro Pro, 27, 30
New Participant, 69, 71
Notification Center, 27
Occupation, 73, 81, 88
Occupations, 78, 88, 89
Participants, 69, 70, 71, 75, 76, 79, 80,
81, 90, 92, 93, 95, 97, 99
PDF, 6, 22, 49, 50
Phone, 43, 60, 64, 71, 75, 95, 97, 98, 99
Prerequisites, 27
Quest ESP, 1, 105, 106, 107, 110
report, 101
Reporting, 101, 102, 103, 104
Result, 28, 31, 36, 38, 40, 103
Result Details, 28
Rule, 101, 103
SFTP, 1, 41, 42, 45, 46, 47, 50, 51
Split Pages, 6, 22
Testing Authority, 72, 73, 81, 88
Testing Category, 78, 81
TIFF, 6, 22
User, 27