HC1.com Integration Data Specification¶
Data Format¶
- Tab-separated values
- The first row is a header row that labels the subsequent columns
- Headers are case-insensitive
- Files are encoded using UTF-8
- Header order is not guaranteed
- Additional columns may exist
Data Types¶
Document Version Unique Identifier¶
An integer uniquely identifying a specific version of a document.
Document Line Unique Identifier¶
An integer uniquely identifying a specific “line” of documents. A single document with many versions will share the same Document Line Unique Identifier, with each version using a different Document Version Unique Identifier.
Text¶
URL¶
A URL.
Email¶
An Email address.
Boolean Yes/No¶
Either Yes or No.
Document Status¶
A text representation of the status of a particular document version within the PolicyStat document life cycle.
Available values:
- Old: This version has been superseded by a newer version.
- Pending: Currently undergoing approval
- Active: The fully-approved, active version of this document.
- Retired: All versions of this document have been archived and this was the last fully-approved version.
Document Category¶
Each document belongs to exactly one category. Users can customize the labeling used for that category and they usually choose area, policy area or department. This will be the text representation of that category.
This text is case insensitive.
e.g. Nursing or Administration.
Hyphen-Separated Date¶
A date in YYYY-MM-DD format. All dates are in Eastern US Timezone, either UTC-4 or UTC-5, depending on current Daylight Savings Time values.
e.g. 2016-02-27
Approval Process Status Specification¶
Approve_URL¶
Type: URL
Can be empty?: No
URL at which authorized users can record their approval of this document version. Visiting this URL displays information about this document’s approval process, even for users whose approval isn’t required.
Document_Expiration_Date¶
Type: Hyphen-Separated Date
Can be empty?: Yes
The date on which this document is due to have completed another review/approval cycle. This is a configurable label and most clients choose Next Review Date.
Will be N/A if the next review period has not yet been decided for this document version.
Needed_Approver¶
Type: Text
Can be empty?: No
Display name of one of (or possibly the only) the users required to approve this document version at this step in the current approval process.
Needed_Approver_Email¶
Type: Text
Can be empty?: Yes
Email address of one of (or possibly the only) the users required to approve this document version at this step in the current approval process.
Only empty if the user has no email address.
Days_Waited¶
Type: Integer
Can by empty?: No
The number of days that the approval workflow has been on the current approval step. This is the number of days that the user’s approval has been necessary, but it is not necessarily the number of days that this document has been in the approval process.
Acknowledgment Status¶
Each row represents the acknowledgment status between one user and one document version.
Document_URL_View_Acks¶
Type: URL
Can be empty?: No
URL to view the acknowledgment status of all users assigned to this document.
User_PK¶
Type: Integer
Can be empty?: No
Unique ID matching a user who has been assigned or has completed acknowledgment of this document.
User_URL_View_Acks¶
Type: URL
Can be empty?: No
URL to view the acknowledgment status for all of this user’s assigned acknowledgments. Includes all acknowledged and assigned documents.
Assigned_Date¶
Type: Hyphen-Separated Date
Can be empty?: No
The date on which this document version was assigned to this user for acknowledgments.
Completed_Date¶
Type: Hyphen-Separated Date
Can be empty?: Yes
The date on which this user acknowledged this document version.
If the user has not yet acknowledged this document version, this value will be empty.
Document Review Status¶
Document_View_URL¶
Type: URL
Can be empty?: No
URL to view the most up to date version of this document.
Has_Version_In_Approval¶
Type: Boolean Yes/No
Can be empty?: No
Yes if this Document Line has a newer version currently in the approval process.
Document_Edit_URL¶
Type: URL
Can be empty?: No
URL to open an edit session against this version of the document.
Document_Expiration_Date¶
Type: Hyphen-Separated Date
Can be empty?: No
The date on which this document is due to have completed another review/approval cycle. This is a configurable label and most clients choose Next Review Date.
Number_Assigned_Acks¶
Type: Integer
Can be empty?: No
The number of users that have been assigned to acknowledge this document.
Number_Completed_Acks¶
Type: Integer
Can be empty?: No
The number of users that have acknowledged this document.
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