Selecting and Viewing a Submitted File

When you first open the File Submission Tracker page, the left panel displays your submitted files which are open and closed.

Note: If your system has been configured to send email notifications for submitted files, you can click on the file link in the body of the email to view details. The RL6 application will open and prompt you to log in. Upon successful login, the File Submission Tracker displays the details for the file only. To see all your submitted files, click See Other FilesThe electronic record created when a user submits an incident report, such as a fall or medication error, or when a patient provides feedback. Some organizations refer to files as events, reports, or cases..

Prerequisites: You must have the 'Tracker page' or 'Administration page' function enabled for your role.

To view a submitted file in the File Submission Tracker page:

1. Click on the File Submission Tracker icon. The File Submission Tracker page is displayed.
2. At the top of the left panel, choose the date range:
   1. All - displays all files you have submitted (open and closed).
   2. Last 3 months - displays all open files you have submitted within the last 3 months and all closed files you submitted which have been closed within the last 3 months. This is the default selection.
   3. Last 6 months - displays all open files you have submitted within the last 6 months and all closed files you submitted which have been closed in the last 6 months.
   4. Last 12 months - displays all open files you have submitted within the last 12 months and all closed files you submitted which have been closed in the last 12 months.
3. Scroll down the list of open or closed files and click on the file. Each heading displays the number of open or closed files in the list.
4. Note: The system retrieves the 20 most recently submitted files in the Open section and 20 of the most recently closed files in the Closed section by default. Click Load More to display the next 20 open or closed files or use the scroll bar to show more. The Load More button does not appear when there are no more files to be displayed.
4. To see files with recent updates, look for files with a numeric indicator at the top right corner. This number shows the number of recent updates that have been made.
5. Note: Once you have selected and viewed the file updates, the numeric indicator is no longer displayed.
5. Click on a file card. Two panels are displayed: General File Information and File Updates. Review the details in the General File Information panel and notice the State bar. This bar shows the three major states for the file and the bold and highlighted section indicates the file's current state:
   1. New - means the file has been submitted but no worked has started on it.
   2. In Progress - means that the file is being reviewed and/or modified by one or more users.
   3. Closed - means that all work is completed and the file is closed.
6. Go to the File Updates section and review all actions (e.g. file submission, file opened, file updates, follow-ups, tasks, view summary, attachments added) related to the file in chronological order (i.e. newest at the top and the oldest at the bottom). Each update shows the date, the name of the user (if configured to display names), and the event code. In the example below, user RL Solutions made three updates to the file on 03-02-2018.