eBinders

Electronic Binders are automated reports for your Elements of Performance standards within your organization.

Getting to the E-Binders Module

From the main CMS 4 page, click on the “Waffle” button and select the Admin Console.  

*Not all users will have permissions to get into the admin console, so check with your facility administrator if you do not have access and feel that you should.

Under the Reports section of the Admin Console, you will now see an option for Electronic Binders.

 

Adding a new Electronic Binder

Click on the + Electronic Binder icon in the upper right corner to open the binder create screen.

Fields that are required for the automated report generation are highlighted in Red. 

*Note: You must have your regulatory dashboards and elements set up and the elements must have at least one procedure configured in order to function.

• Description: Enter a Description (Binder Name)
• Regulatory Dashboard:  select the Regulatory Dashboard
• Regulatory Dashboard Elements: select the corresponding elements
• Location Level:  Location Level (the level will depend on how your facility has locations set up),
• Locations: the specific Locations you want included
• EBinder Report Frequency:  Frequency of how often the automated report will generate
• Next Run Date: Date report will begin generating, *must be a date in the future, it will not run if selected for a date in the past. Once the report runs, this date will advance according to the frequency.
• Document Status:  The status of the report when it generates.  This allows you for example, to have a “Needs Review” and a “Reviewed” status so you know which documents have been looked at.
• Document Attributes: can be added to reports.  Attributes are set up in the Documents section in the Admin Console.
• Active (Status of Report): The binder is set to Active by default .  If you do not want the binder to generate for any reason, click the radio button off and it will change from Blue to Gray .
• Mark Documents as Attachments: The binder can also be marked as an attachment to the location when location is set on WO and/or Asset.  

Once all fields are filled in, click the Save button to save the new Electronic Binder configuration.

The electronic binder will now automatically generate according to the parameters you have set and the files will be saved in the Documents module CMS.

Once the E-Binder is configured you can edit it by clicking on the pencil icon or delete it by clicking on the trash can icon.  

The edit screen looks like the image below:

Manual Generation of Electronic Binder

In the lower right-hand corner of the Edit screen you will see a manual generation option.  

You can select the time frame you want to generate, based on what the frequency is set to in the configuration. 

In the example above, the frequency is set to Monthly, the manual generation options are limited to months in this case.  If you have the frequency set as weekly, you will be asked to select the week you want to generate. 

Quarterly and Semi-Annual will have you choose the first month of the quarter or half you want to generate, and Yearly will have you select the first month of the year you want to generate.  This allows you to run the report based on your own calendar years/quarters.

Once you have selected the time frame you want to generate, click on the Generate Document button at the bottom, which will only turn active once you have made a time selection.  

The document will generate and be saved in the document manager with any status and attributes you have configured.

If you generate a document for a period of time that has already been generated, the system will give you an alert that a new version of the document has been generated successfully.

4/2025