Wearer Licences

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Wearers

Wearer Licences

Wearer Radiation Licence Certificates and currency can be managed in Historion. The Wearer Details tab includes a Radiation Licence Holder Indicator (tick box) and a Licence tab as shown below.

Radiation Licence Holder Indicator

Wearer Licence Panel

Background and Context

Wearer Licence fields and features were introduced to Historion on request by New South Wales Hospitals and Universities to assist in managing Radiation Licenses for users of regulated material.

Historion stores Radiation Licence Certificate files such as those issued by the NSW Environment Protection Authority (EPA) under The Radiation Control Act 1990 and Radiation Control Regulation 2013 which provide for the EPA to license users of regulated material and for conditions to be imposed on the Licence. Licenses in that jurisdiction are issued for a period of 1 or 3 years.

Radiation Licence Certificates can be scanned and imported into Historion. Certificate files can be stored with the Licence record in the Historion database. This ensures that Licenses are easy to find and manage.

Historion also provides a Wearer Licenses Expiring listing feature, with customisable filters, which allows expiring Licenses to be quickly and efficiently identified.

Historion’s Wearer Licence features are identified as generally suitable and generic enough in design and content to also be used by jurisdictions outside of New South Wales and so are retained as an optional feature in Historion, switched on by default.

Use of the Wearer Licence features are not mandated. The Wearer Licence tab can be deactivated in the Features tab of the System Settings tab via the Use Wearer Licence setting Thereafter the Licence tab will remain hidden in the Wearer Details tab unless reactivated in the same System Settings location. The Wearer Details tab will need to be closed and reopened if currently in use in order for the change to take effect.

Radiation Licence Holder Indicator

The Radiation Licence holder Indicator tick box appears on the Wearer Details tab. It is a simple binary on or off value used to indicate whether or not a Historion Wearer should have a current Radiation Licence Certificate on record, based on their occupational duties and whether or not they are exposed to regulated substances. This field does not necessarily indicate whether a current Licence is recorded for the Wearer.

The Radiation Licence Holder Indicator is used in combination with the Licence Details tab and the Wearer Search Tab to isolate Wearers that should have current Licenses. The Licence Expiry Date column in the Wearer Search tab shows the Expiry Date of the latest Licence record for the Wearer in the Licence Expiry Date column;

Radiation Licence Holder Filter

In the search scenario shown above the absence of a Licence Expiry Date for the highlighted Wearer indicates that a Licence does not exist for a Wearer that should be a Radiation Licence holder.

The Wearer Licence tab

Licence details are recorded in the Wearer Licence tab. When a Wearer is first added either automatically through Dosimetry Data Importing, manually by using the Add Wearer feature or bulk imported via the Wearer Data Import Tool (in the last case if imported without Licence details), the initial Licence details for the Wearer are empty.

If the Wearer Details tab is in Edit Mode Licence details are available for editing in the Licence tab.

The Licence tab can be switched between Licence Detail View Mode, Licence Detail Edit Mode and Licence List Mode.

Note: after recording new Licence details for a Wearer, if the Licence Expiry Date is after the current date (today) and therefore the Wearer now has a current status Licence then the Radiation Licence Holder Indicator is automatically ticked for the Wearer in the Wearer Detail tab. This is an automatic convenience feature

Licence Detail View Mode

Licence Detail View Mode is the default for the Licence tab. When the Wearer Details Tab is opened for a selected Wearer the latest Licence record (using the Expiry Date) is shown. The Licence Detail Mode view is shown below and a description of salient features and their use in this mode follows.

Licence Currency Indicator Licence List Switch Link Licence Stored File Indicator

Licence Currency Indicator

As the Wearer Details tab displays the Licence tab by default, the Licence Currency Indicator is a convenient way to indicate the current Licence status for the Wearer. It is immediately visible on the Wearer details tab when the tab is opened.

The Licence Currency Indicator changes when a Licence is selected from the Licence List View for the Wearer, to indicate whether a selected Licence is a historical record or if it is the current Licence (such when a Wearer has a current Licence record and one or more additional historical Licence records).

The Licence Currency Indicator will show the green text Licence Details (Current) if the displayed Licence has not yet expired and if the Licence has the latest Expiry Date for the Wearer in the case where multiple licenses are recorded.

The Licence Currency Indicator will show the red text Licence Details (EXPIRED) if all recorded licenses for the Wearer have expired.

The Licence Currency Indicator will show the navy text Licence Details (Historical Record) if the Wearer has a current Licence and the selected Licence is not their current Licence.

Licence Stored File Indicator

The Licence Stored File Indicator displays the icon for the file type (based on recognised file extensions) for a Licence file, such as a scanned certificate or other file that was imported to represent the Licence. In the example above a PDF file (scanned certificate) was used, so the Adobe PDF viewer icon is shown. Historion displays the icon for the application that will open the file, so if a different PDF viewer is installed then the icon for that PDF viewer would be displayed instead.

Files do not have to be added to Licence records. If a file has not been added the Licence Stored File Indicator and the View File Link will not be displayed. The Licence Stored File Indicator icon can be clicked to launch the imported file in the same way the View File Link is used.

When the mouse pointer is moved over the icon for the file the link navigation cursor is displayed indicating that that the file can be opened.

Note that any changes made to files opened by clicking the Licence Stored File Indicator or the View File Button are not reflected in the Historion stored version of the file. To change the Historion stored version of the file the required changes must be made to the file outside of Historion. Once saved the file must be deleted from the Licence and re-added.

Licence List Switch

The Licence tab can be changed to Licence List Mode by clicking the Licence List hyperlink in the Wearer Licence tab. To switch back to Licence Detail mode select a Licence by clicking the View link next to a Licence or click Edit in the Wearer Details tab. Closing and reopening the Wearer Details tab also returns the Licence tab to Detail View.

Supervisor Selector

The Supervisor Selector provides a drop down selection of the name and Licence Numbers of other Wearers with Licenses that;

are flagged with Licensee Supervises Others (the Supervisor Indicator) ticked and;

have not yet expired (are current Licenses) and;

are not the same licence as that selected and displayed in the Wearer Licence details tab, or;

were selected in the past and although no longer available for selection against new Licenses are retained for historical purposes.

Eventually all Licenses with Expiry Dates recorded do expire and they remain associated with other Licenses that may also have expired. For this reason expired Licenses that were historically selected as Supervising remain selected in their subordinate Licence records.

The Supervisor selection is not mandated. The drop down list shows the Wearer Names for other Licenses that meet the above billeted criteria. The Supervising Licence Number is shown in brackets next to the Wearer Name;

The Supervisor Selector provides a matching filter option in the Wearer Licenses Expiring List Tab allowing discreet selection of the group of Licenses associated with a specific Supervisor Licence.

Supervisor Indicator

The Supervisor Indicator is provided to enable flagging a Wearer Licence as one that grant the Licensee approval to supervise others. A Licence of this nature would typically have applicable Licence conditions recorded with it. The Supervisor Indicator enables the grouping of subordinate Licenses in the Wearer Licenses Expiring List Tab through their Supervisor Selector values as described above.

View File Link

The View File Link only appears if a file has previously been added for a Licence. The View File Link starts the application (software program) that Windows associates the file type of the stored file with based on its file extension. An icon indicating the file type is provided in the Licence Stored File Indicator.

Licence Detail Edit Mode

Add File Button

The Licence tab is automatically switched to Edit Mode when the Wearer Details tab is in Edit Mode. This also enables the Select File link if no file has been added, or the Delete File link if a file has;

Select File Link

Clicking the Select File Link results in a file system dialogue that prompts for the Licence File to be selected. Select the required file and click the Open button at the lower right corner of the dialogue;

The following points are important in understanding Historion Licence files that can be imported;

The type of file selected must be listed in the File Type control table in Historion, as described in Appendix 3 – File Types Table.

The size of the file selected cannot exceed 50 MB by default. This limit is adjustable as described in Appendix 3 – File Types Table.

The selected file cannot be open and being edited in another application

If any of the above rules are breached Historion will disallow the import and will display a corresponding message explaining the reason the file could not be imported. File import denied messages and their scenarios are further detailed under Wearer Licence Troubleshooting.

Delete File Button

The Delete File Button is only available when the Wearer Details tab is in Edit Mode and if a file has already been imported for the Licence. The button deletes the file for the Licence from the Historion database. The original file is not deleted from its import location in the file system when this feature is used.

Delete File Button

After clicking the Delete File button a prompt is displayed requesting confirmation of the delete;

Note: even after clicking Yes at this stage the Licence file is still not deleted from the Historion database until Save is clicked in the Wearer Details tab. This means that there is a second chance is available to save the file if it shouldn’t have been deleted.

If Cancel is selected in the Wearer Details tab and cancellation confirmed then even if the Licence File was removed it will not be deleted from the Historion database and will reappear.

If Save is selected in the Wearer Details tab and the Licence File was removed it will be deleted from the Historion database.

Licence List View Mode

The Licence tab is switched to List Mode by the Licence List Switch in the Licence Details view. All Licenses that have been added for the Wearer are displayed and specific Licence records can be accessed via the View hyperlink which is displayed for each Licence;

Latest Licence Indicator

Clicking the View hyperlink returns the Licence tab to Licence Details mode, showing the details for the Licence that was selected from the list.

Stored File Indicators

The first column of the Licence Listing shows the icons that represented imported files, with one for each Licence. The last row in the example above, Licence L000455, does not have a Stored File Indicator icon because a file has not been imported for that Licence. Importing a file for a Licence record is not mandated.

The icons showing are indicating that the Licenses have a file of type Microsoft Word, PDF, Image (bitmap, png etc) and no file present respectively.

Delete Licence

The Delete Licence Link is greyed out until a Licence is selected in the list by clicking any column in the required Licence other than the View hyperlink. When a licence is selected the Delete Licence feature will be displayed in red font and the row in the Licence List will be highlighted;

Latest Licence Column

One Licence will have a Latest Licence indicator ticked. This is the Licence with the latest Expiry Date and is also the Licence that will be displayed by default when the Wearer Details tab is opened.

Add Licence

The Add Licence feature places the Licence tab into Licence Details mode and creates an new Licence record for the Wearer awaiting completion of fields and addition of an External Licence file;

Once the details for the new Licence have been completed and external file added if available, the Licence is saved by selecting Save in the Wearer Detail tab. The new Licence Details are still displayed in the Licence Details tab.

Note: if the newly added Licence does not have the highest Expiry Date for the Wearer (if adding a legacy or historical Licence record) and one or more other Licenses exist with later Expiry Dates, then when the Wearer Details tab is subsequently opened the new Licence will not be visible by default.

The latest Licence, by Expiry Date, is shown by default. Any other Licenses with older Expiry Date values must be selected from the Licence List.

Note: after recording new Licence details for a Wearer, if the Licence Expiry Date is after the current date (today) and therefore the Wearer now has a current status Licence then the Radiation Licence Holder Indicator is automatically ticked for the Wearer in the Wearer Detail tab. This is an automatic, convenience feature.

Bulk Importing Licence Records and Files

Historion includes a Wearer Data Import Tool that can be used to bulk import Licence Records and the Licence Certificate files. The tool is an efficient utility that can save the RSO a lot of time if large numbers of records are involved. The tool is accessed from the Wearers tab on the Historion ribbon;

Link to Online Excel Wearer Import Template Link to Starter Wearer Data Import

The Check Required Import File Format hyperlink targets on online Microsoft Excel spreadsheet which is a template for importing Wearer data. Once completed and Wearer Data has been populated, the Select File & Import Data can be used to import the data using the completed spreadsheet as a data transfer medium.

When the Check Required Import File Format hyperlink is clicked the following dialogue is displayed;

There are License fields included in the Wearer Data template and an external licence file path column that the Wearer Data Importer uses to also import the Licence Certificate files for each Licence. The available columns and layout are indicated below;

The following points are important to note when using the Wearer Data Import tool for Licence Records;

The Licence No field in column AA is purple because it is a data matching field. Other columns in the template (Given name and Surname) are also data matching fields and have purple headings.

If a Licence Record with a Licence No entered into column AA does not exist in Historion a new Licence record will be created for the matched Wearer.

The Licence Expiry Date field requires legitimate date entries, not a text or other data type values. All date columns in the template are formatted in yellow.

The Licence File Path for Load, formatted in green, is a unique column in the template. If a licence is being newly added using the utility and a file is present at the indicated path, the file will be imported into Historion as though it had been added using the Add File Button in the Licence Detail tab. The Wearer Data Import tool is further described, including Wearer matching options and data scenarios in this document under Wearer Importing.

Wearer Licenses Expiring List Tab

The set of Wearer Licenses soon to expire is of great interest to the individual responsible for monitoring Licence currency and compliance. Historion provides a specialised listing tab that provides immediate insight into upcoming Licence expiration. Records appearing in this tab are not necessarily immediately about to expire. The tab is used to see when Licenses will expire.

The Wearer Licenses Expiring listing tab is accessed from the Wearers tab in the Historion ribbon;

Wearer Licenses Expiring list icon

File indicator (clickable) Licence Licence Expiry Filter Licence Added By Filter

Note: The File Indicator (the paperclip icon) shows when a Licence has been added to the file. The File Indicator can be clicked to load the Licence File in its parent application immediately from the Wearer Licenses Expiring Tab.

The first time the Wearer Licenses Expiring listing tab is opened by a user two initial default filters are applied; Licence Expiry = “Within Next 3 Months” and Added By = <the currently logged in user>. The Added By filter may not always be applicable to every Historion implementation, accordingly, the default filters do not have to be retained and can easily be reset. To explain the default filters further;

Licence Expiry = “Within Next 3 Months” shows Licenses expiring in exactly 3 months or less using the current date (today) plus 3 months.

The Added By = <currently logged in user> filters the list to only show Licence records that were added to Historion by the user who is logged into the current Historion session.

Wearer Licenses Expiring Filters

The filter options include;

Licence Expiry (time frame or window)

Employment Type

Campus

Centre

Added By

Supervisor

Each of the filters are described in detail here.

Licence Expiry

The Licence Expiry filter includes a range of typically expected and used time frames in the future and in the past. Selecting one of the provided time frames immediately filters the licence list to show Licenses expiring in exactly the time frame selected. The filter uses the current date (today) plus or minus the selected time frame, depending on whether the chosen time frame is in the future or in the past.

Some of the time frames work differently, deriving upper and lower date range limits for the window in time selected relative to the current date (today). Examples include the current Calendar Year and the Last Financial Year filters.

There are two special filters that require further explanation; “Select a Date Range” and “ALL” filters.

Select a Date Range

When the Select a Date Range filter is chosen, the Licence Expiry drop down list is replaced with “from” and “to” dates for manual selection of a date range for Licence Expiry;

Expiry From Date Expiry To Date Return to List Toggle

The following points are important in understanding the manual date range filter option;

Selecting or entering a From Date immediately filters the Licenses Expiring listing to only show Licenses with Expiry on or after the selected date.

Selecting or entering a To Date immediately filters the Licenses Expiring listing to only show Licenses with Expiry on or before the selected date.

If both dates have values a Date Range is applied as the filter with start and end dates inclusive.

The Return to List Toggle encircled in red above returns date filters to the dropdown list.

Manually selected date range values are not available for retention with the Default Filter choices for a user as explained below;

Manually entered date range filters (using the “Select a Date Range” filter option) are the only filter type in this tab not available to be saved as a default filter for a user. This is due to the fact that date ranges will become invalid over time, so there is a risk that required data will be missed if default date ranges values were used.

All other filters in the list are dynamic and relative to the current date and so are made available to be retained as the default filter, which is applied as the tab is opened.

ALL (Licenses Expiry Dates) Filter

The “ALL” Licenses Expiry Dates Filter removes all date filters from the Licenses Expiring Listing. The following data outcomes in the list result are important to note;

Other filters are still applied, the “ALL” only applies to Expiry Dates and not to the other filters.

Multiple rows will appear for Wearers if they have more than one Licence record in Historion.

The “ALL” Licence Expiry dates filter can be included with the Default Filter for a user.

The “ALL” Licence Expiry dates filter is automatically selected, to clear any existing date filters, when the Unfilter button is used.

Employment Status Filter

The optional Employment Status field was introduced to Historion in version 6.0.2.3. If the Employment Status for Wearers is active System Settings this field is available in the Wearer Details tab. By default the Employment Status field contains five standard entries;

The Employment Status Filter is an efficient way to group together Wearers with similar employment circumstances, such as all student or all contractors. The Employment Status Filter is very effective when used in combination with other Wearer Licence Expiring filters such as Centre. For example; show all of the contractors in a specific department (Centre) with Licenses due to expire in a given timeframe.

The Employment Status Filter can be immediately cleared by selecting the blank (clear) filter at the top of the Employment Status Filter Dropdown List shown in the green dashed rectangle above. All remaining filters can be individually cleared in the same way or all together via the Unfilter Button.

The Historion Administrator users can add to, change or remove the available values in the Employment Status dropdown by making changes to the Employment Status Reference Items in System Settings.

Campus Filter

The Campus field appears in the Centre Details tab and is a high level data grouping used to sort Centres into regional, location or other logical sets. The Campus Filter allows Licenses to be shown and examined by Campus;

The Campus Filter can be immediately cleared by selecting the blank (clear) filter at the top of the Campus Filter Drop down List. The Historion Administrator users can add to, change or remove the available values in the Campus drop down by making changes to the Campus Reference Items in System Settings.

Centre Filter

A Centre is typically synonymous with Department but may also represent a Cost Centre or Account as further described under section 6.1 Centres. Wearers recorded in Historion have a Current Centre selection, which is based on where they were most recently monitored according, to Dose Readings imported for the Wearer. The Centre Filter allows Licence records to be filtered by Centre;

Centre Filter

The Campus Filter can be immediately cleared by selecting the blank (clear) filter row at the top of the Centre Filter Drop down List.

Added by Filter

The Added By Filter allows the Wearer Licenses Expiring list to only show the Licence record that have been added to Historion by the user currently logged into the Historion session.

Added by Filter

The Added by Filter can be immediately cleared by selecting the blank (clear) filter row at the top of the Added by Filter Drop down List.

It is important to take care using the Added by Filter in a multi-user environment, as Licence records that should be included can be hidden if a different use added the Licence record.

The Wearer Licence List tab has optional basic Licence Record History columns that can be added using the Column Selector for the tab. These column names are shown below. These columns can be helpful with the Added by Filter removed. They indicate who has added and who last maintained each Licence record and when.

The Supervisor Filter provides a list of all Wearer Licence Records that are selected as the Supervisor Licence for Wearer Licence Records in the list of displayed Licenses. This allows all of the supervised or subordinate Licenses for a supervising Licence Record to be examined;

Supervisor Filter

The Supervisor Filter Drop down List contents are loaded as the Wearer Licenses Expiring tab is opened. If a Default Filter was previously saved for the Wearer Licenses Expiring list then the list of Supervisor Licence records appearing in the Supervisor drop down list may be reduced in number.

The Supervisor Filter Drop down List content is based on Licenses flagged as Supervisors for the Wearer Licence Records showing in the tab and if a filter was previously saved and applied the Supervisor list will be based on a smaller group of licenses.

The [Supervised by] column in the Wearer Licenses Expiring Listing tab shows the selections made in the Licence Record Supervisor field of the Wearer Licence Record when the Licence tab of the Wearer Details tab is shown in Licence Detail view, shown below.

Unfilter Button

The Unfilter Button at the lower right corner of the Wearer Licenses Expiring Listing Tab appears whenever the list of Licence Records has a filter applied to it. The Unfilter Button is hidden when there are no filters applied to the list.

The Unfilter Button removes all filters from the list and shows all Wearer Licence Records that is exist in Historion. It also sets the Licence Expiring date filter to ALL, meaning ALL Licenses regardless of Expiry Date.

Unfilter Button

When the Unfilter Button is used the list is returned to a fully unfiltered state and the following prompt is displayed confirming that the list is unfiltered;

Please note the following points regarding the Unfilter Button;

After clicking the Unfilter Button the Default Filter can be set with no selections and “ALL” in the Licence Expiring filter. This means that the tab will always show all Licenses recorded in Historion unless the filter is changed. This may be preferable to some users.

If the Unfilter Button is used but the Default Button is not, the tab will show the Default Filter previously kept for the list of Licence Records.

Unfiltering is a user-specific action and it does not affect any other Historion users filters whether the unfiltered list is saved as a new Default Filter or not, see below.

Default Button

The Default Button at the lower right corner of the Wearer Licenses Expiring Listing Page appears when there are unsaved filters applied to the list of Licence Records. The Default Button is hidden when there are no unsaved filters applied to the list.

Default Button

When the Default Button is clicked the following prompt requests confirmation for saving the filters currently applied to the list of Licence Records;

Please note the following regarding the Default Button

Default Filters are user specific. Saving a Default Filter will not affect any other Historion user’s filters.

A user-specific initial Default Filter is set the first time a user opens the Wearer Licence Expiring Listing Tab. The initial Default is [Licence Expiring] = “Within 3 Months” and [Added by] = <the current logged in user>. The initial user Default Filter is described in more detail above in the section Wearer Licenses Expiring listing Tab.

Manual date ranges used when the “Select a Date Range” Licence Expiry filter option is selected are not available for saving as the Default Filter.

Wearer Licence Troubleshooting

The following dialogue messages may be displayed by Historion in the circumstances described.

File is Already Open

Some file types, if currently opened in another application, will cause Historion to disallow the file addition to the Licence;

The safest approach is to ensure that a file is not being edited when adding it to a Licence record.

File Type is not Recognized

If a File Type is not in the File Type and Size Governing Table Historion will not allow it to be imported. In the examples below two unrecognized file additions were attempted; .ZIP and a file with no extension;

The local IT Department database administrators are in control of File Types and file size limits.

File Size Limit Breached

When a file is added Historion checks the size of the file against the overall (maximum) limit and against the limit for the File Type, if set. If the size of a selected file is too large it cannot be added. In the example below a 5 bytes limit was set for Excel files (.XLS extension) and the file could not be added to the Licence record.

Note that if a local IT Department database administrator makes any changes to the File Type and Size Governing Table, a restart of all current Historion sessions will be required for the new File Types and size limits to take effect. File Types are a cached system setting obtained only as Historion is started.

Frequently Asked Questions

Q: How do I get out of the Licence List view in the Licence tab?

A: To switch back to Licence Detail mode select a Licence by clicking the View link next to a Licence or click Edit in the Wearer Details tab. Closing and reopening the Wearer Details tab also returns the Licence tab to Detail View mode.

Q: Why is the Delete Licence Link greyed out?

A: A Licence has not been selected from the list yet. When a Licence is selected the Delete Licence link turns red and the selected Licence can be deleted.

Q: The Licence expiry is today’s date, should that mean the Licence is expired?

A: Yes. Historion expires a Licence when it reaches its date of expiration, which is the Expiry Date.

Wearer Licence Features Planned Development

Licence place holder records should not be needed. An old version of Historion added Licence Place holders when Wearers were added. In an Unfiltered list state there can appear Licence “stubs” that have no Licence Number or Expiry Date. These will be cleaned up in future.

Click Licence Stored File Indicator in Licence List for wearer to open a file the same as can be done in the detailed view and update this manual accordingly. We will need to watch for wearer role implications where viewing a record is disabled in listing tabs. Currently the Licence Stored File indicator icon in the Licence Listing acts as a row selector.

If a current licence but not the latest current licence it shouldn’t be presented as a Historical record, change to show as current and use #1 after licence in case wearer has more than one valid/current licence as licenses in some jurisdictions can be of different types and more than one current..

Add [Current] tick box flag column read only to wearer licence list control.

Using a paper clip icon in the Wearer Licenses Expiring list tab for the File Indicator. Unclear as yet whether in some installations and windows versions this will slow down the list as the windows registry resolves different application pointers to file type. Will look to include native icons the same as the Wearer Licence list in the Licence tab if not detrimental to performance.

Considering a “Send Email Reminder” tick box and bulk email feature leveraging the SMTP email capabilities already built which will allow sending reminder prompts to licence holders straight from tab. Applicable for Historion implementations with Dose Automation Tool.

In future will add a “further licence fields” feature which will include previous issue date, previous expiry date and a number of other yet to be determined fields. Add either; some place holder custom fields or we’ll consider using licence meta data same as document meta data is currently used for documents.

Add “Supervisor?” tick box column and “Supervised by” column (show Wearers + licence numbers) to wearer licence list.

Further possible Centre-based admin requests pending that may including Licence templates

Dose Automation Tool

All Historion software components are undergoing a review of their suitability for inclusion in the Historion sister product: Dose Automation Tool.

Managing Wearer Licence currency and the ability to automate email reminders (based on impending Licence Expiry time frames) is under development.