The Document Server

The Document Server

Estimated reading time: 6 min

The Document Server is an executable file developed to manage print tasks requested through RxWorks.
With the introduction of this component to the “RxWorks 2008 R2 Server Loads”, printing is now managed from a single, networked computer holding a licensed copy of Microsoft Word, RxWorks and the Document Server executable file. In the RxWorks 2008 R2 Server Loads, this computer is called the ‘Secure Print and Recovery Console’ (SPRC).

Any networked computer can print Word Documents, Crystal Reports, Drug and Task Labels through the program. When they do, RxWorks then stores the information in the main database ready for the Document Server file to process them. The Print Server assigns each print job to printers installed on the Secure Print and Recovery Console.

All printing through RxWorks is managed by the Document Server. This means that clinics holding just one license of Microsoft Word can assign the license to the Secure Print and Recovery Console and use it to print Word Documents from any computer on the network.

Microsoft Licensing and the Document Server

Document Server requires just one registered license of Microsoft Word. This license is assigned to the Secure Print and Recovery Console (SPRC), which then allows the Document Server to action print jobs.

Users are able to edit Word Documents from the Secure Print and Recovery Console, using the registered copy of Microsoft Word. Every other networked computer has Word Viewer installed for previewing existing Word Documents. Word Viewer does not allow for merge documents to be created or edited.

If your clinic needs to have more than one computer available to edit Word Documents before printing, additional Microsoft Word licenses can be purchased and assigned to user logins. Printing from RxWorks will still be managed through the Document Server.

Clinics With One Microsoft Word License

Clinics with one registered license of Microsoft Word assign the license to the Secure Print and Recovery Console (SPRC).

  • The Secure Print and Recovery Console will be assigned the single Microsoft Word License.
  • For Terminal Server Networks, all computers will have a copy of Word Viewer installed to preview documents. Word Viewer does not require additional Microsoft licenses.
  • The Secure Print and Recovery Console will be the only computer available to edit Documents through or outside of RxWorks, as it has the only available Microsoft Word License.
  • For better management and consistency, RxWorks recommends that Microsoft Word documents are edited by only one staff member.

    Clinics With Several Microsoft Licenses

    For those practices with a Terminal Server Network and more than one registered license for Microsoft Word, the licenses can be assigned to individual user logins. This will enable each user assigned a license to edit Word Documents from their computer. Clinics using a Peer to Peer network can install Microsoft Word on each computer as required.

  • All user logins that have been assigned a Microsoft Word license will be able to edit Microsoft Word Documents.
  • Word Viewer remains available to all other user logins without Microsoft licenses for previewing documents.
  • The Secure Print and Recovery Console (SPRC) will manage print jobs requested through RxWorks.
  • Assigning Microsoft Licenses

    The “RxWorks 2008 R2 Server load” allows Microsoft Word licenses to be assigned to selected user logins on the network. Practices can manage this through the RxWorks Server Toolkit.

    When purchasing an RxWorks 2008 R2 Server package, your practice is set up with user logins. Each of the user logins will be allocated security access levels depending on their role in the practice. A unique login will be created to access the RxWorks Server.
    Assigning an MS License
    1. Log in using a profile with access the RxWorks Server Toolkit
    2. From the START menu, select ‘RxWorks Server Toolkit’.
    3. Select ‘Manage MS Office Licensing’ from the list of options.
    4. Enter the computer name to which you wish to allocate an MS Word license. (You can usually find the correct computer name by checking the details on its desktop.)
    5. Click Add license. The computer name will now appear in the list of computers that are allocated a Microsoft License. Before using Word on the assigned computer, the user must first log out and back in.

    Removing an Assigned MS License

    1. Log in using the profile with access the RxWorks Server Toolkit.
    2. From the START menu, select ‘RxWorks Server Toolkit’.
    3. Select ‘Manage MS Office Licensing’ from the list of options.
    4. Select the computer name to which you wish to remove a Microsoft license and click REMOVE LICENSE.

    RxWorks 2008 R2 Server Packages

    The Document Server is a component of all “RxWorks 2008 R2 Server” packages purchased from RxWorks.
    Things to consider:

    MS Licensing

    To Upgrade to RxWorks 2008 R2 Server Package

    If you wish to take advantage of the increased efficiency 2008 R2, please contact RxWorks to discuss an upgrade with your RxWorks Practice Advisor.

    Things to consider:

  • MS Licensing.
  • Costs and tasks required to upgrade.
  • Please call your RxWorks Practice Advisor to discuss upgrading your clinic to the RxWorks 2008 R2 Server Load.
    Non RxWorks Servers

    Document Server is not supported for non-RxWorks Server Loads.

    Previewing Word Documents

    All computers are able to view documents.

    To generate new documents requiring merge fields, a user login assigned a Microsoft licence is required. As noted previously under ‘Microsoft Licensing’, users not assigned a Microsoft license can only preview existing documents.

    The option to print will still be available, however if a user login not assigned a Microsoft Word Licence is trying to create and preview documents from the Client, Patient and Visit Works Areas that uses merge fields, they will receive the following message:“A valid version of Microsoft Word must be installed.”
    If previewing newly created documents prior to printing is necessary, additional Microsoft Word licenses must be purchased and assigned to each user login in need of this function.

    Reminder Runs, Queries and Mail Merges

    If a user is required to preview reminder runs, queries or mail merges before printing, RxWorks suggests this is done directly from the Secure Print and Recovery Console (SPRC). Alternately, the user can be assigned a license for Microsoft Word.

    Editing Word Documents

    Depending on your clinic setup you can edit Word documents:

  • On the Secure Print and Recovery Console (SPRC)
  • OR

  • On each user login that has been assigned a license for Microsoft Word.
  • Edit your word documents as you normally would in RxWorks.

    RxWorks allows you to manage print jobs through the ‘Report Job Queue’ interface.

    The Document Server Queue

    To view the interface:

    1. Go to Task Panel
    2. Select Tools And Utilities
    3. Choose Misc
    4. Click on View Report Job Queue.

    The interface will present you with all the latest print information. Each section will display:

  • The print job ID.
  • The Date and time each document was requested / printed.
  • The user responsible for each print job.
  • The type of document printed.
  • Viewing Job Status

    Print jobs are listed in order of status.

    Pending Jobs

    This section shows print jobs pending for the current day.
    RxWorks allows you to cancel any print job by clicking on the CANCEL option listed next to each referenced document.

    Jobs in Progress

    This section shows print jobs in progress for the current day.
    RxWorks allows you to cancel any print job by clicking on the CANCEL option listed next to each referenced document.

    Failed Jobs

    This section shows print jobs that have failed to print for the current day.
    RxWorks allows you to reprint any print job by clicking on the REPRINT option listed next to each referenced document.
    Hover over each job listed in this list with your mouse to view further details.

    Successful Jobs

    This section shows print jobs that have successfully printed for the current day.
    RxWorks allows you to reprint any print job by clicking on the REPRINT option listed next to each referenced document.

    It is worth noting that any document that fails to print will not hold up the remaining job queue and prevent further documents from being printed.

    Basic Troubleshooting with the Document Server

    As we have all discovered, technology sometimes appears to have a mind of its own. We have put together some basic troubleshooting steps and general things for you to know should this ever happen.

    Error Notifications

    If there is an error with your document printing, RxWorks will show you the problem under the ‘Notifications’ area of the program. Hover over the notification with your mouse for further detail of the error.

    The ‘Report Job Queue’ interface has a Connection Status notification to reference.

    When the document server is active, the status is indicated with a green icon.

    When the document server is inactive, the status is indicated with a red icon.

    Check Your Printer

    One of the first steps to take when troubleshooting is to check your printer connections. Are the power leads plugged in? Is the power on? Is there a paper jam? Has the ink run out? Is the connection from the printer to the computer connected from both ends?

    Print a Test Page from the Server Status Page

    You can send test page request to a specific printer through the Document Server Status Page. This is a good check to ensure that a printer is functioning correctly.

    1. Click ‘Test Print Page’ from the Document Server Status Page.
    2. Enter the name of the printer to which you wish to send a test page.

    The print job will then progress through the print queue from ‘pending’ to either ‘Failed’ or ‘Successful.

    Restart the Command Center

    If your printers are ok, the next best troubleshooting step will be to restart the Secure Print and Recovery Console (SPRC). In most cases, this will resolve any printing issues.

    Call RxWorks Support

    When all else fails and you are out of troubleshooting ideas, contact our RxWorks Support Team, available 24/7.

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