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  • Old: This version has been superseded by a newer version.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  • Retired: All versions of this document have been archived and this was the last fully-approved version.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

PolicyStat_ID

Type: Document Version Unique Identifier

Can be empty?: No

PolicyStat_Line_ID

Type: Document Line Unique Identifier

Can be empty?: No

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_Title

Type: Text

Can be empty?: No

The title of this document version.

Document_Category

Type: Document Category

Can be empty?: No

Document_Owner_Email

Type: Email

Can be empty?: Yes

Email address of the document’s owner.

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.

PolicyStat_ID

Type: Document Version Unique Identifier

Can be empty?: No

PolicyStat_Line_ID

Type: Document Line Unique Identifier

Can be empty?: No

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.

User_Email

Type: Email

Can be empty?: Yes

User_First_Name

Type: Text

Can be empty?: Yes

User_Last_Name

Type: Text

Can be empty?: Yes

User_Title

Type: Text

Can be empty?: Yes

e.g. Nursing Assistant

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

PolicyStat_ID

Type: Document Version Unique Identifier

Can be empty?: No

PolicyStat_Line_ID

Type: Document Line Unique Identifier

Can be empty?: No

Document_Title

Type: Text

Can be empty?: No

Document_View_URL

Type: URL

Can be empty?: No

URL to view the most up to date version of this document.

Document_Status

Type: Document Status

Can be empty?: No

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_Owner_Name

Type: Text

Can be empty?: No

First name and surname of the document’s owner.

Document_Owner_Email

Type: Email

Can be empty?: Yes

Email address of the document’s owner.

Document_Category

Type: Document Category

Can be empty?: No

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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