Document Tracking and Storage

In the Document Tracking and Storage module, the administrator sets the defaults for the document type. You determine the dates that will appear when the document is added to the project and the location that a document will be placed, which includes the CTMS database, a link to a network copy (only available when CTMS is hosted on servers in your own network), or SharePoint (see description for Default Source in the table below).

If a document will be used for a subject's informed consent, then the Is Informed Consent check box must be checked. For more information on setting up documents for Informed Consents, click the link for Multiple Informed Consent Forms.

Additional information is available on the Document Type, Project Defaults, Countries, and Trial Master Files tabs.

Clicking Save returns you to the Document Types page.

Click Common Buttons for a description of the buttons found throughout the system and their uses.

Project Document Type

Site Document Type

Field	Description
Informed Consent
Is Informed Consent	This field will be visible for document types with the Base Table set to Project, ProjectCountry, or Site. A check in the box indicates to the system that this is an informed consent document type.
Document Tracking
Show Sent Date	A check in the box will allow the document type to show the date that the document was sent.
Show Approval Date	A check in the box will allow the document type to show the date that the document was approved.
Show Collected Date	A check in the box will allow the document type to show the date that the document was collected.
Show Received Date	A check in the box will allow the document type to show the date that the document was received.
Show Filed Date	A check in the box will allow the document type to show the date that the document was filed.
Show File Location	A check in the box will allow the user to enter the location of the file, e.g. file cabinet near water fountain.
Show Review Date	A check in the box will allow the document type to show the date that the document was reviewed.
Show Audit Date	A check in the box will allow the document type to show the date that the document was audited.
Document Upload/Link
Show Upload/Link	This field is checked by default when entering a new record. A check in the box allows the document type to show whether a document has been uploaded.
Require Upload/Link	A check in the box will allow the document type to require a document to be uploaded. This field is visible when the Show Upload/Link check box is checked.
Default Source	A check must be in the Show Upload/Link for this field to appear. If visible, the user can select the default setting for this document type: None - indicates that no document will be uploaded or linked. Upload to CTMS Database - a copy of the document from the user's desktop or network location is uploaded and stored in the CTMS database. Changes made to the source document are not reflected in the stored version. The new document must be uploaded again. This choice is visible when the Enable Document Upload to CTMS Database Configuration Variable is set to True. Link to Network File- the user must enter the location of a document on the local network. This choice is visible when the Enable Document Link to Network File Configuration Variable is set to True. Link to SharePoint - the user must enter the location of a document on a previously defined SharePoint Site. This choice is visible when the Enable Document Link to SharePoint Document Configuration Variable is set to True.
Enable Sharing to Country Documents	This field is visible when the Base Table is set to Project. Placing a check in this box allows this form to display on the Country Documents page.
Enable Sharing to Site Documents	This field is visible when the Base Table is set to either Project or ProjectCountry. Placing a check in this box allows this form to display on the Site Documents page.