Printing and Correspondence Generation.

All printing in Coeus 4.0 is done using FOP and XSL Style sheets. All documents generated are in PDF format, including print jobs in Coeus. In Coeus 4.0 when you print, instead of the file being sent to the printer, application generates a PDF document and opens it in your web browser.

All print jobs or correspondences that need to be generated should have a style sheet defined. This is the xsl file provided by MIT. We refer to them as Style Sheets or templates.

Setup for IRB Correspondences

For IRB correspondences, style sheets (templates) should be loaded to the database thru correspondence maintenance window (Maintain  Correspondence)

All Correspondence types are defined in the Code table osp$proto_corresp_type. You can maintain data in this table through code table maintenance in Coeus. Protocol Correspondences under IRB.

Correspondence Maintenance window is used only to upload templates to the database. This window is not used in generating the actual correspondences.

Each correspondence type can have multiple templates associated with it, one for each committee defined in your system. If you do not have a committee specific template, you can load a template with committee_id DEFAULT.

While generating a correspondence, application will use the template associated with the current committee if one is loaded, if not it will use the template loaded with DEFAULT committee.

All correspondence templates provided with this package can be located at C:\Coeus40dk\IRB Correspondence Templates\XSL Templates

Uploading Correspondence Templates

Use Maintain  Correspondence to open correspondence maintenance window.

This window lists all correspondence types in a tree view. If there is a + sign next to a correspondence type, you have already loaded at least one template for this correspondence type. If you open a correspondence type node by double-clicking on it, you can see different committee ids for which you have templates already loaded.

To load a template, select the correspondence type , say Approval Letter and click Edit  Add.

Select a committee Id or DEFAULT if you are adding a template that will be used by all committees. If you click the Search Icon next to Committee Id field, a list of all committees in the system will be displayed, pick one.

After selecting a committee, use Browse button to select an xsl file. Navigate to \Coeus40dk\IRB Correspondence Templates\XSL Templates and choose Approvalletter.xsl.

Linking Correspondence types with Actions.

Coeus IRB generates correspondences automatically when specific actions are performed. In order to achieve this, Actions needs to be mapped to correspondence types. This mapping can be defined through code table Correspondence Generated under IRB in code table maintenance.

When an action is performed on a protocol, if there is a correspondence associated with it, the correspondence will be generated and a window will be displayed listing the correspondence.

Click View button to view the correspondence generated.

Documents that are manually generated in IRB.

Schedule Agenda

Through Maintain Correspondence, upload template for Agenda report to correspondence type Agenda report (9).

From schedule details window use Edit  Generate Agenda to generate and view agenda report. Application maintains history of all agenda reports generated for a schedule. Use Edit  View Agenda to see a list of all Agendas that were generated for the schedule.

Select a version and click Ok to view the agenda.

Schedule Minutes

Through Maintain Correspondence, upload template for Minutes to correspondence type Schedule Minutes (10).

From schedule details window use Edit  Generate Minutes to generate and view minutes for the schedule. Application maintains history of all minutes generated for a schedule. Use Edit  View Minutes to see a list of all minutes that were generated for the schedule.

Select a version and click Ok to view the agenda.

Protocol Correspondences.

From Protocol details window use Edit  Generate Correspondence to view list of correspondences that can be generated for the protocol.

If you have templates uploaded for these correspondence types you can click View button to generate correspondences for current protocol. When you upload templates for these correspondence types make sure the template is created for protocols. i.e you have used the protocol schema while creating the style sheet. If you upload a style sheet which was created with schedule schema, the application will be looking for schedule related data while generating the pdf file and the process will fail.

By default, we have defined correspondence types 13 and 14 as protocol correspondences. In this version of Coeus we cannot customize this list using application user interface. If you need to add one more correspondence type in this list,

  • Use code table maintenance to add a new correspondence type, say 35.
  • Edit and recreate the stored procedure GET_ADHOC_REPORT_FOR_MODULE to include the new correspondence type code in the list.

In a later release of Coeus we will provide the functionality to make these customization using Coeus user interface.

Committee Correspondences.

If you have to generate documents based on data from a committee, use Edit  Generate Correspondence from Committee details window.

To customize this list use code table maintenance to define new correspondence types and change the stored procedure GET_ADHOC_REPORT_FOR_MODULE to include the correspondence type in the list of committee correspondences. Module code used inside the stored procedure for Committee is ‘C’

Schedule Correspondences.

To generate documents based on data from a Schedule, use Edit  Generate Correspondence from Committee details window.

Generate Correspondence in schedule window works in two modes. If current focus is on Protocols Submitted tab page in schedule details window the list of documents that will be displayed are of protocol submission type. These correspondence types should be used if you need to generate correspondences pertaining to a particular protocol submission. Document generated from this list will be for the highlighted protocol submission in Protocols Submitted list.

If any other tab page in schedule details window has focus, the list of correspondences that will be displayed are of Schedule type. Use these correspondence types to generate documents for the schedule.

You can customize these lists through code table maintenance and by changing the stored procedure GET_ADHOC_REPORT_FOR_MODULE. In the stored procedure, module code ‘S’ is used for schedule correspondences and module code ‘U’ is used for protocol submission correspondences.

Proposal Development – Printing Sponsor Forms

In coeus 4.0, printing sponsor forms for proposals are handled similarly as IRB Correspondences. We have developed templates for many sponsor form packages. These templates are located in the deployment package at C:\Coeus40dk\Proposal Development Forms\XSL Templates

Each folder within XSl Templates folder corresponds to individual sponsor form package. Each folder will contain multiple xsl files. Each of these corresponds to individual pages in a package.

Before you can print a proposal to a sponsor’s form, you need to upload the sponsor fom template to the database. This is done using Sponsor Forms maintenance function in Sponsor module of Coeus 4.0.

Uploading an NSF Package

Use Maintain  Sponsor menu item to open sponsor module, search and select the sponsor you need to upload the forms, NSF in this case.

Highlight the sponsor and use Edit  Sponsor Forms to open forms maintenance window for NSF.

Printing in this version of Coeus 4.0 is implemented to coexist with Coeus 3.8. Coeus 3.8 and 4.0 uses the same database table to store package information. Form pages are stored in different tables in both versions. When you open forms maintenance window in 4.0, you will see packages that were created in Coeus 3.8. Do not make any changes to these packages using Coeus 4.0. When you completely migrate to Coeus 4.0 you can delete these packages.

Create a new package by clicking Add button on the top portion of the window. A blank field will be inserted on packages section. Type in a name for the package.

Click Add button in pages section to upload a page. A file browse window will be opened. Navigate to C:\Coeus40dk\Proposal Development Forms\XSL Templates\NSF and select nsfCoverPage.xsl

When you click open, nsfCoverPage.xsl will be uploaded to the database.

Repeat above steps to upload all pages of this package.