What changed
Documents can now be sent to a patient's Ritten chart at any time, not only when the patient is first created in Ritten. You can send one document from its record, send several at once from the Opportunity, or let a workflow send them automatically.
Before a manual send, the CRM checks whether that document is already on the chart. If it is, you are asked whether to update the copy already there, attach a fresh copy, or cancel. Automatic sends (workflows and the bulk button) never create duplicates: an unchanged document is skipped, a corrected title or type updates the existing copy.
Before you start (administrators)
1. Allow sending of PDF files. Settings › EMR › Default settings: set "Allow sending of PDF files" to Yes. The PAA, Documents and VOBs boxes decide what is sent automatically when a patient is created in Ritten and by workflows. Keep VOBs ticked as well: the manual "Send Document to Ritten" action needs it (a rule shared by every EMR).
2. Document types. Each document is filed in Ritten under the document type configured for its CRM folder (for example "Insurance Cards" → "Insurance Card"). Folders without a configured type file under Other. Ask Dazos support to configure the folder-to-type mapping for your Ritten account; the Settings screen for Ritten document types is not available yet.
3. Permission. Settings › Roles: the user's role must have Push to EMR enabled. Users without it do not see the Ritten actions.
Send one document
1. Open the Opportunity. It must already be linked to a Ritten patient (the patient was created in Ritten from this Opportunity, for example with "Admit and Send to Ritten").
2. Open the document and choose Send Document to Ritten from the "…" menu at the top right of the record.
3. If the document has never been sent, it is sent straight away. A green message confirms it, and in Ritten it appears under the patient's Attachments with the document's title and mapped type.
4. If the document was already sent, the dialog Already sent to Ritten appears instead, with three choices:
Choice | What happens |
Update Existing | Refreshes the title and document type of the copy already on the chart. Offered only when Ritten returned an id for that copy. |
Re-send | Attaches a fresh copy. The earlier copy stays on the chart, because Ritten cannot replace files. |
Cancel | Nothing is sent. |
VOB and Pre-Assessment records
VOB (Verification of Benefits) and PAA (Pre-Admission Assessment) records have the same action in their "…" menu, labelled Sent Vob Pdf to Ritten and Send PAA Pdf to Ritten. They send the record as a PDF under the type configured for VOB or PAA. The same "Already sent to Ritten" dialog appears when the record was sent before.
Send several documents at once
On the Opportunity, open the Documents related list, tick the documents and click Send File to RITTEN. One line per document tells you what happened (sent, already on the chart, updated, or why it was refused).
Send documents automatically with a workflow
1. Settings › Workflows › create or edit an Intake Opportunity workflow. 2. Set the condition (for example Sales Stage is "Admitted").
3. Click Add Action and choose Send Documents to EMR. The action is listed only while a Ritten EMR account is connected.
4. Tick what to send: the latest Pre-Assessment PDF, the latest VOB PDF, and the files attached to the Opportunity and its Contact. Optionally list the folders to include. Save.
5. When the condition is met on an Opportunity linked to a Ritten patient, the documents are sent. Opportunities not linked to Ritten are skipped, and the skip is recorded in the Dazos Logger. Documents already on the chart are not sent again.
What the messages mean
Message | Meaning |
"Document sent to Ritten." | Done. |
"This document is already on the Ritten chart … nothing to send." | Shown by automatic sends (workflows, bulk). Manual sends ask you instead. |
"Ritten document updated (title / type)" | The title or the folder's document type had changed; the copy on the chart was updated instead of adding a second one. |
"A new version was attached … the earlier copy stays there" | The file itself was replaced or re-sent. Ritten cannot replace files, so the earlier copy remains. |
"This Opportunity is not linked to a Ritten patient yet …" | Create the patient in Ritten first (Admit and Send to Ritten), then send. |
"Document upload restricted by setting" | An administrator must switch on "Allow sending of PDF files". |
"This file is larger than the 25 MB limit …" or "This file type cannot be sent to Ritten …" | Only PDF, images (jpg, png, gif, tiff, bmp), Word and plain text files up to 25 MB can be sent. |
Where to look when something did not arrive
Settings › Dazos Logger, service ritten-api: every send, skip and failure is recorded with the reason (for example not_linked, setting_disabled, already_on_chart, file_too_large) and the HTTP status Ritten returned.