---
# System prepended metadata

title: iCaReS User Manual
tags: [UserManual]

---

# iCaReS User Manual
###### tags: `UserManual`
Updated on April. 6, 2021
system page link: http://icares.actgenomics.com/en
testing environment: http://192.168.5.98:8006/en

## 1. System Login
### 1.1 VPN Details
> iCaReS system is currently serving on internal network. VPN login is needed in order to use the system when you are not connecting to the company's internal network. 
* Forticlient

1. If you are using a computer or a laptop computer, installers could be found on https://www.forticlient.com/downloads
2. If you are using a mobile device (smart phones or tablets), please download and install Forticlient from the app store on your device. 
3. After installing Forticlient, choose [REMOTE ACCESS], then click on [configure VPN]. ![](https://i.imgur.com/d8SEdoC.png)
4. Follow the settings below and type in your username for login. ![](https://i.imgur.com/jbjIVAt.png)
5. Login with your username and password. ![](https://i.imgur.com/Su2Lwd7.png)

### 1.2 System homepage
After you are connected to the company's internal network, you could access iCaReS system with url: http://icares.actgenomics.com/en

> Username and password should be the same as the one you used to log into VPN. 


![](https://i.imgur.com/CrPPZ7O.png)

* **User Identity**

1. **Agent**
Sales and other users from within the company. 
2. User
Physicians and other common users from outside the company. (Allowed after the system opens to public.)
<!-- 3. Lab
Lab view for lab users to reject orders.  -->

## 2. Dashboard (Agent only)
If you are logging in as an agent, you could see the dashboard monitoring all the orders you are assigned to (created within recent 2 months). 

![](https://i.imgur.com/otcFa2p.png)

* Filters
Different filters (Physician, Hospital) are on the top of the webpage. You can sort the orders in your preference. 
* Order monitoring
The number of percentage displaying on the right-upper corner of each stack is the overall order completeness for each physician/hospital. 
The three icons below the physician/hospital name represents the number of orders in different status in the specific stack. 

## 3. List of individual hospitals/doctors' delivery forms (Form Details)
Clicking on a specific stack leads to this page which will be displaying a table of order details. The name of the column would turn from text to icon if you are using a mobile device. 
> Desktop style
![](https://i.imgur.com/BiNINhl.png)
---
> Mobile device style
![](https://i.imgur.com/tpQIhWS.png)
---

* **Filters**
![](https://i.imgur.com/kGpWyr4.png)
Different filters (form status icon, text filters) are on the top of the webpage. Display only the orders you are looking for. The status filters are all on by default. 

* **Dashboard icon**
![](https://i.imgur.com/4Hs3J8S.png)
Clicking on the stack icon beside the text filter sends you back to the dashboard page. 

* **Status icon**
![](https://i.imgur.com/AkMpY9O.png): Orders rejected by lab.
![](https://i.imgur.com/UkGolHZ.png): Orders that are done submitting.
![](https://i.imgur.com/u7znV1J.png): Temp orders that are allowed to modify.
![](https://i.imgur.com/lysTxR9.png) : Temp orders that are not allowed to modify.
![](https://i.imgur.com/fwBQPzf.png): Orders with specimen pending. 
* Fields
    1. **CRF ID**
    Orders will have their own IDs. 
    ***Submitted orders*** will have an ID in **xxx-xxx-xxxxxx** format, 
    while ***temp orders*** will have **pure number** as an ID. 
    1. **Product**
    The product name for this order.
    1. **Hospital/Physician**
    The Hospital/Physician name of this order. 
    1. **First Curator**
    The first curator to create the order form. 
    1. **Second Curator**
    The second curator to curate and submit the form. Assigned by first curator. 
    1. **Created**
    The date when the order form is created by first curator. 
    1. **Modified**
    The date when the order form is modified. 
    1. **Submitted**
    The date when the order form is submitted by second curator. 

## 4. Creating a New Form
* While you are in the dashboard or the form details page, click on the NEW button to create a new form. 
![](https://i.imgur.com/RRwJ7Q3.png) / ![](https://i.imgur.com/fCVqMZW.png)
### 4.1 Start a New Form
* After the loading is completed, you will be able to start inserting informations for your new form. (below is clinical form)
![](https://i.imgur.com/Pf0rMdI.png)

* Required fields will have a star going after the field name. 
![](https://i.imgur.com/nTGy5e3.png)

* Switch between pages by clicking on the upper circle icons or by clicking on the PREV or NEXT button. 

### 4.2 Pending Specimens
In some cases, pending specimens are allowed when submitting an order. Mostly when there are more than one specimen type in the submitted form. 
Check the Pending checkbox would change the status of the specimen to pending. 
![](https://i.imgur.com/iCWXUDk.png)
> Submitting an order form with pending specimens would make the order turn into a "specimen pending" status, which would allow future specimen submissions with new order form. 

### 4.3 File Uploading 
* Files to upload should not exceed the maximum size mentioned. Click the UPLOAD button to choose files. 
![](https://i.imgur.com/7SM3sIS.png)

### 4.4 Previewing the Order Form
* The last page is an overall preview of the order form. The submit button would appear at the bottom of this page. 
![](https://i.imgur.com/qibMc1D.png)
![](https://i.imgur.com/EOVT1wP.png)


### 4.5 Saving a Form
* Save your order form without submitting by clicking on the SAVE button on the right-bottom of the webpage.
![](https://i.imgur.com/Mh6UFr5.png)
![](https://i.imgur.com/ZPFdvbp.png)
### 4.6 Submitting a Form
* Submitting the order form by clicking on the submit button. 
> Pop-up message when submitting as the first curator
![](https://i.imgur.com/1syIrhN.png)

> Pop-up message when submitting as the second curator
![](https://i.imgur.com/LrXP4JQ.png)
* Recieve warnings for required fields which have empty values. 
![](https://i.imgur.com/H0LCAiU.png)
![](https://i.imgur.com/nslqYZ8.png)
### 4.7 Email Notifications 
* Email notifications will be received after any order status change. 
![](https://i.imgur.com/Pu6YaTU.png)

## 5. Provide Extra Info for Fail or Uncompleted Requests
Generally, you are not allowed to modify the content of the order form once the order has been submitted (which means the order has a CRF ID in xxx-xxx-xxxxxx form). 
However, there are two situations where you could provide extra informations to a previously submitted order form. Extra informations are provided by **creating a new form linked to the previously submitted order form**.
### 5.1 Linking Previous Form to a New Form
**Click on the order form ID** you are about to provide extra information to create a new form linked to the previous form.

**1. Lab rejected order form**
A lab rejected order form should be marked in a red cross icon on the agent dashboard or the form detail page. 
![](https://i.imgur.com/QBGPDCX.png)
**2. Specimen pending order form**
A specimen pending form should be marked in a yellow exclamation mark icon and a bright yellow shading on the agent dashboard or the form detail page. 
![](https://i.imgur.com/JdaLsHG.png)

> Only order forms which their CRF ID is clickable are allowed to create a new form linked to them. 

> ![](https://i.imgur.com/VZPkdbB.png) This is a unsubmitted temp order form, modification is allowed, no need to create new form. 
### 5.2 Using Specimen from Previous Form
In some cases, you are allowed to use specimens from the previous order. In this case, uncheck the **New Sample** checkbox would bring back the specimen info from the previous order form. 
![](https://i.imgur.com/OaxWQyL.png)

![](https://i.imgur.com/waZknH3.png)

![](https://i.imgur.com/Z59ZJhR.png)

> Please be informed that when the specimen type you are choosing doesn't exist in the previous order, unchecking the New Sample checkbox could cause a data fetching error. 

## 6. Lab Page (Lab only)
Users who are allowed to login to lab page are allowed to accept or reject a submitted form. 

![](https://i.imgur.com/sLB3Gx0.png)

Listed forms are for specimen accepting and form rejecting. 

* **Status icon**
![](https://i.imgur.com/8HwOChd.png): Submitted form allowed for sample acception or rejection. 
![](https://i.imgur.com/OAO06vz.png): Submitted **sample-pending** form allowed for sample acception or rejection. 
![](https://i.imgur.com/JHxHUmU.png): Submitted and accepted form allowed for rejection. 
![](https://i.imgur.com/XsQWriG.png) : Submitted and accepted **sample-pending** form allowed for rejection. 

### 6.1 Accepting a Form
Forms with an exclamation mark icon are allowed to accept. Click on the icon to start accepting a form. 
A pop-up window would show the details of the specific form you selected. 
Carefully check on **Specimen Information** and whether there is a **First Accept Form ID** to determine project this form belongs to. 

![](https://i.imgur.com/nTNNlg7.png)
![](https://i.imgur.com/PITT8wl.png)

> Specimens allowed to accept are labeled as new specimens. 

<!-- > If the project has no previous accepted parent form, the **First Accept Form ID** would not appear in the section.  -->

Click on the **ACCEPT** button on the right-bottom corner of the window to accept this form. 
![](https://i.imgur.com/LAVd6zU.png)

### 6.2 Rejecting a Form
All forms listed on the lab page are allowed to reject. Click on the icon to start rejecting a form. 
A pop-up window would show the details of the specific form you selected. 
Carefully check on the form details before you reject a form. 

Click on the **REJECT** button on the right-bottom corner of the window to reject this form.
![](https://i.imgur.com/LAVd6zU.png)

Another pop-up window would appear on the screen. Choose a reason to reject the form and leave a comment about the reject details to curators. 
![](https://i.imgur.com/SJvYsDD.png)

> Rejected form would disappear from the lab table, and both of the curators would receive an email about this reject. 

## 7. Feedback
If you encounter any other technical problems while using the system, please feel free to click on the **FEEDBACK** button and contact us. 
![](https://i.imgur.com/RRwJ7Q3.png) / ![](https://i.imgur.com/aaM0AKo.png)
### 7.1 The Ticket System
Sign in or create an account (if you are new to the ticket system) to create a new ticket. 
![](https://i.imgur.com/66Qvr0M.png)

* Create a new ticket
After signing in, choose a **Help Topic** to start your new ticket. 
Fill in and submit the ticket. We will get back to you as soon as possible. 
![](https://i.imgur.com/2JURwPK.png)

<!-- ## 8. Frequently Asked Questions (FAQ) -->


