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FORUM

IT manual

FORUM® ArchiveFORUM® Viewer

Software version 4.2

Scope This IT manual applies to FORUM version 4.2.

Information about themanufacturer

Subject to changes in design and the scope of delivery, as well as further technical developments. Printed in Germany.

© Carl Zeiss Meditec AG 2017

Document number and language version 000000-2240-366-AddGA01-GB

Version 4.2

Date 161017

Carl Zeiss Meditec AGGoeschwitzer Str. 51-5207745 JenaGermany

Email: [email protected]: www.zeiss.com/med

FORUM Chapter overview

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Chapter overview

Introduction 5

Symbols 5

Trademark notes 6

CE conformity 6

Information on this IT manual 7

Safety measures 8

Connection to data networks 8

Notes on the hardware platform 8

Data backup 9

Software installation 10

General guidelines 10

Hardware and software configuration 11

The FORUM server 13

Installing / updating / uninstalling the FORUM Viewer 20

Teleservice software 27

Configuring FORUM 28

General information 28

Starting FORUM client application (initial login) 28

Managing users 29

Storage locations 37

Connecting devices (AET Administration) 41

Setting up forwarding for documents 49

Rights administration for Workplaces 52

Patient ID configuration 52

Accession No. configuration 54

Classification of documents 55

Chapter overview FORUM

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Service Tool 56


Setting the language 57

Data backup 57

Tools 60

Settings 62

Help 70

Troubleshooting 72


Malfunctions 73

System messages 77

Index 78

FORUM Introduction

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Introduction

Symbols

The following information symbols are used in this IT manual:

– Listing

Prerequisite for an action

• Prompt for an action

Result of an action

Additional information and tips.

Functions that require an additional license are shown by a bar:

If a described function relates to an additional license, the "Option" field is also highlighted.

The following symbols are used:

Option

Note of electronic Instructions for Use (eIFU)

Please follow the Instructions for Use

Manufacturing date

Manufacturer

Introduction FORUM

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Trademark notes

The following trademarks are used in these Instructions for Use:

– VMware® is a registered trademark or brand name of VMware, Inc. in the USA and/or other countries.

– Windows® and Active Directory® are registered trademarks of or brand names of Microsoft Corporation in the USA and/or other countries.

– iPad®, Mac® and Macintosh® are registered trademarks of Apple Inc. in the USA and other countries.

– Intel® and all other Intel trademarks or Intel trademarks to which refer-ence is made, are trademarks of Intel Corporation in the USA or other countries.

CE conformity

The product meets the basic requirements stipulated in Annex I of the 93/42/EEC Directive governing medical devices. The product is marked with:

0297

FORUM Introduction

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Information on this IT manual

All activities and functions described in this IT manual may only be performed by a ZEISS Service technician or a local system administrator with established knowledge of the administration of hardware, operating systems, and com-puter networks.

Notes on the basic operation of FORUM and its functions can be found in the separate Instructions for Use.

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FORUM Safety measures

Safety measures

Always read the "Safety measures" chapter of the FORUM Instructions for Use as well.

Connection to data networks

There is the risk that any data sent to the data network by the software or data that is available on the data network can be falsified or transferred incompletely. Therefore, no liability can be accepted for the correctness of the data.

The operator of the data network is responsible for compliance with the legal requirements regarding data protection and for the protection of privacy rights.

Notes on the hardware platform

The use of an unsuitable hardware platform may impair the function of the software. The operator is responsible for the correct selection and functioning of the hardware (see information about "Hardware and software configuration" on page 11).

Safety measures FORUM

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Data backup

RA402 The operator of the software is responsible for ensuring regular backup of the data.

FORUM provides a utility program for performing data backup. Please contact ZEISS Service if you wish to perform a backup of the FORUM database during continuous operation.

Software installation FORUM

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Software installation

General guidelines

All installation and configuration work described in this chapter should only be performed by a system administrator.

Prerequisite The FORUM server has been successfully installed and is running.

The FORUM server may only be installed/uninstalled by an authorized ZEISS Service technician. Contact ZEISS Service regarding such matters.

For installation work:

The user logged in to the Windows® operating system has administrator rights.

For installation on a computer forming part of a network domain, all required administration information must be available.

FORUM Software installation

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Hardware and software configuration

RA302 If the computer on which FORUM is installed does not meet the minimum hardware requirements, or if an incompatible operating system is used, this may lead to FORUM operating restrictions. Therefore, ensure that the hard-ware used meets the requirements and that only the operating systems indi-cated in this manual are used.

Hardware

The computers (both the server and workstation computer) on which FORUM is to be installed must meet the following hardware prerequisites:

PC: Intel®Core™ i5 – 6th. Generation Quad Core or comparable

Macintosh: Hardware requirements according to the system requirements of

macOS X 10.13 (High Sierra)

General: Available, i.e. free, memory (RAM): min. 4 GB

If the FORUM server and FORUM Viewer application are running on the same computer, at least 8 GB is recommended.If FORUM Workplace Plugins are installed, more RAM may be necessary. You can find information on this in the respective Instructions for Use.

Min. 200 GB of free hard-drive space

Network connection

Keyboard and mouse

Min. screen resolution 1280 x 800 pixelsA screen resolution of 1680 × 1050 pixels or higher is recommended.The use of a 4K monitor requires a 64 bit operating system.

Additional requirements for workstation computers:

Graphics card with at least 256 MB of RAM

RA502 If FORUM is used for subsequent medical assessment or review of diagnostic data, it is the duty of the operator to ensure that suitable monitors are used.


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Software

Server

The computer that is to be used as the server must have one of the following operating systems:

Windows 7 (64 bit) with Service Pack 1 orWindows 8.1 (64 bit) orWindows Server 2008 R2 (64 bit) with Service Pack 1Windows Terminal Server 2008 R2 (64 bit)Windows Server 2012 R2Windows Server 2016Windows 10 (64 bit)

The FORUM server can also be run in a virtual environment via VMware vSphere® 6.5.0 (ESXi). The FORUM server hardware and software require-ments must be met for this. We recommend allocating the necessary resources explicitly to the virtual machine running the FORUM server in order to achieve the best performance possible.

Workstation computer

One of the following operating systems must be available on every worksta-tion computer:

PC Macintosh

Windows 7 (32 bit and 64 bit) with Service Pack 1Windows 8.1 (64 bit)Windows Server 2008 R2 (64 bit) with Service Pack 1Windows Server 2012 R2 orWindows Terminal Server 2008 R2 (64 bit)Windows Server 2016Windows 10 (64 bit)

macOS X 10.13 (High Sierra)


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The FORUM server

Utilities

After installation of the FORUM software on the server, a folder is created in the start menu of the Windows® operating system in which the utilities for FORUM are available. The default path to the utility programs is:<Start><All Programs><FORUM from ZEISS>.

FORUM Viewer uninstaller

Starts the uninstall assistant for the FORUM Viewer.

FORUM Viewer Opens the FORUM Viewer

FORUM Archive FORUM Archive Uninstaller

Uninstalls the FORUM server.

The FORUM server can only be unin-stalled by an authorized ZEISS Service technician. Contact ZEISS Service regarding such matters.

Service Tool Opens an additional program which can be used for data backup or to restore stored data as well as to perform various system configurations.

In addition, the Service Tool contains impor-tant tools for ZEISS Service technicians and administrators.

See chapter "Service Tool" on page 56ff.

Start server Starts the FORUM server.

The TrayIcon first turns yellow and then green. The database is ready to be accessed by the FORUM Viewer application.

Start TrayIcon Displays the TrayIcon in the taskbar of the Windows® operating system. The TrayIcon shows whether the FORUM server is running. See section "TrayIcon" on page 14.

Stop server Stops the FORUM server. See section "TrayIcon" on page 14.


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TrayIcon

Displaying TrayIcon

To show whether the FORUM server is running, a TrayIcon is displayed in the information area of the taskbar. The TrayIcon shows the status of the FORUM server:

The FORUM server is starting.

The FORUM server is running.

The FORUM server is stopping.

The FORUM server is stopped.

Should an error occur on the FORUM server, a red exclamation mark appears. In this case, ZEISS Service must be informed.

The TrayIcon has to be manually activated whenever the computer is restarted:

Actions • Select<Start><All Programs><FORUM from ZEISS><FORUM Archive><Start TrayIcon>.

• If necessary, confirm the confirmation prompt.

• Click on the icon in the taskbar at the bottom right.

• Click on <Customize...>.


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• Select "Show icon and notifications" from the drop-down list box for "Start the FORUM Tray application".

• Confirm the setting.

Result The TrayIcon appears in the taskbar of the Windows® operating system.

Hiding the TrayIcon

If necessary you can hide the TrayIcon:

Actions • Right click on the TrayIcon and select "Exit".

Result The TrayIcon in the taskbar disappears.


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Starting/stopping FORUM server

The FORUM server will usually start automatically after starting the computer. However, if the FORUM server has to be stopped and/or started manually, proceed as follows:

Stopping FORUM server

The FORUM server can be stopped completely so that data in the database can no longer be accessed.

It is recommended that all FORUM Viewers accessing the FORUM server be closed before stopping the server.

Actions • Select the "Stop Server" utility (<Start><All Programs> <FORUM from ZEISS><FORUM Archive><Stop Server>) from the start menu of the Windows® operating system.

Alternatively, right-click on the TrayIcon and select "FORUM Server" and then "Stop Server".

Result The FORUM server is stopped. The TrayIcon first turns yellow and then red. The FORUM database can no longer be accessed.

Starting the FORUM server

Actions • Select the "Start Server" utility (<Start><All Programs><FORUM from ZEISS><FORUM Archive><Start Server>) from the start menu of the Windows® operating system.

Alternatively, right-click on the TrayIcon and select "FORUM Server" and then "Start Server".

Result The FORUM server is started. The TrayIcon first turns yellow then green. The FORUM database is now available for editing.


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Activating licenses

Requesting base license file

The license files required to enable correct function of the software must be requested from Carl Zeiss Meditec AG. The files are only suitable for installa-tion on the computer used to create the request file:

• Create a file containing the MAC address of the computer on which the FORUM server should be installed:

• Execute the command "ipconfig/all > C:\Temp\MAC.txt" in the com-mand shell.

• Send the file together with the certificate number and activation ID of each license certificate you received to the following email address: [email protected]

You will then receive the license files within 1–2 days.

Activating base licenses

For the FORUM Viewer to be able to establish a connection to the FORUM server, the base license files must be stored on the server.

An error message is displayed if you try to access FORUM without having saved a valid license file to the installation path.

Actions • Save all license files to the installation directory (the default installation path for FORUM is: C:\Programs\CZM\FORUM).

• Restart the server or read in the licenses with the Service Tool (see section "Read License Files" on page 60).

Result All functions activated via the stored license files are available for the user at next login on the FORUM server.


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Requesting optional licenses

Licenses for expanding the functional scope of FORUM can be ordered from ZEISS by email. Various information is required for ordering that is stored in the FORUM Viewer.

Proceed as follows to order new licenses:

Actions • Select the menu option <Help><About> in the FORUM Viewer.

• Click <Copy>.

• Paste the copied contents into an email and send this to the following address, stating the number of licenses desired:[email protected]

Result You will receive the license files within 1–2 days.

Uploading optional licenses

Only one license file can be loaded onto the server at a time. To load multiple license files, the process will need to be repeated.

Prerequisite There is a valid license file with file extension *.lic.

Actions • Select the menu option <Help><Upload license file> in the FORUM Viewer.

• Specify the path for the new license file.

• Click the <Upload> button.

Result The license is loaded onto the server in the FORUM installation directory.

If additional licenses have been loaded onto the server, these are automati-cally read in over night. FORUM functions are then available the following day with no need to restart the FORUM server.If necessary, it is also possible to manually trigger reading of new licenses at any time (see section "Read License Files" on page 60).

Functions that are activated through floating licenses (e.g., the functions of the optional FORUM Workplace Plugins) are only available to the user if the number of users specified in the associated license has not yet been reached when the user logs in.


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Installing additional language packs

FORUM is only delivered with German and English language packages for the user interface. Additional languages can be installed afterwards. Additional languages are located in the ZEISS Software Download Portal (www.zeiss.com/med/sdp) or on a separate medium that is delivered together with FORUM. After the installation has successfully concluded, the newly installed languages can be selected in the User Administration.

Integration in an existing user administration

For users to login to FORUM, user data may be used from an existing user administration system that is already being used in an organization. To do this, FORUM must be connected to the existing user directory service during the installation (e.g., Microsoft® Active Directory® or LDAP1).

If FORUM is connected to a user directory service, the user names and related passwords as well as the respective user roles are represented by the user directory service in FORUM2. Changing the user data in FORUM in this case has no effect.

FORUM does not make any changes to the user administration.

FORUM supports Single Sign-on, provided that this function has been imple-mented in the organization.

Contact ZEISS Service if you want to connect FORUM to your user administra-tion system.

1) Lightweight Directory Access Protocol. LDAP is a protocol which can be used to query theinformation of an LDAP directory using a certain type of syntax.

2) User data is only read by FORUM, not stored.


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Installing / updating / uninstalling the FORUM Viewer

The FORUM Viewer provides the user interface for access to the FORUM data-base. It can be installed both on the same computer as the FORUM server (e.g., for the basic configuration of FORUM) and on workstation computers located on the same network. The procedure is identical for installation on the server and on the workstation computers.

Installation options

Windows®

If the FORUM Viewer is installed with administrator rights, the desktop icons and menu options created are visible to all users. When selecting the installation directory, ensure that all subsequent users are entitled to launch programs from there. This is normally the case for the default installation directory suggested by the program.

The FORUM Viewer can either be installed manually using an installation assis-tant on each computer ("Installation assistant" on page 22), or by means of automatized installation using a script ("Unsupervised installation ("silent installation")" on page 23).

Mac OS

If the FORUM Viewer is to be installed in such a way that it can be seen by every user of the computer, administrator rights are required for the installation.

When it is installed on a Mac, a desktop icon is only created for the user who is logged in during installation. For all other users the link must be created manually. To do so, create an alias file for the FORUM Viewer in the installa-tion folder (right mouse click) and move it to the desktop.


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Configuring firewall

Windows®

On Windows® the firewall settings must be adjusted in such a way that the FORUM Viewer is entered in a local firewall as an exception. The following installation files must be included as exceptions: <Installation path of the viewer>\FORUMViewer.exe

If the local firewall is configured in such a way that the user is asked whether connection of the above-mentioned applications is permitted, the user must accept this.

Mac OS

Under Mac OS, the local firewall must be configured not to block incoming connections. If, when the FORUM client application starts, the user is asked whether incoming network connections are to be allowed for Java, the user must accept this.

Performing installation

Prerequisite The workstation computers are connected to the server via a network.

The hostname (or IP address) of the server is known.

The computer must meet the requirements of section "Hardware and software configuration" on page 11.

On the computer of the user for which the FORUM Viewer should be installed, no other user has the FORUM Viewer open.

Opening the browser installation file

The installation file for the FORUM Viewer is supplied on an installation medium. However, you can also access it in a browser from the FORUM server:

Actions • Enter the host name or IP address of the server in the address field of the web browser ("http://<hostname>:8080" or "http://<IP address>:8080") and press the <Enter> button.


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• Click on either "Download Installer for Windows System" or "Download Installer for Mac System", depending on the operating system, to start the installation file download.

Depending on the browser settings, either a window is displayed prompt-ing the user to save or execute the file, or the file is executed directly.

• Select a storage location as required.

• Run the program.

• Acknowledge any warnings from your firewall.

Installation assistant

When opening the installation file from the browser, the installation assistant may launch automatically depending on the browser settings. In any other event, launch the assistant either from the installation medium or the relevant storage location:

Actions • In the "FORUM-Viewer" folder, double-click on the fileFORUM-Viewer.exe (Windows® operating system) orFORUM-Viewer.tar.gz (Mac).

Result The installation assistant is started.

The FORUM installation assistant guides you through the installation process and requests the relevant installation parameters:

The FORUM software start page opens.


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– Installation directory:If the FORUM Viewer is installed in the preselected directory on the Windows® operating system, the program is visible to all users of the computer. If the program is to be visible to a specified user only, or if mul-tiple users on the same computer should be able to use the automatic log-in function, the FORUM Viewer must be installed under the respective user directory.

– The computer name (or IP address) of the FORUM server which is to be accessed with the FORUM Viewer:FORUM will search the local network for available FORUM servers. The computer name and/or IP addresses of all FORUM servers found are avail-able for selection. If only one FORUM server exists on the network, its name or IP address will be selected automatically.

– Default directories:The preselected default directories can generally be accepted.If the default directories are changed, it must be ensured that the directo-ries given are not write-protected.Directories or system environment variables can be used (the latter must be enclosed within two "$" characters). On program launch, the environ-ment variables are replaced by the values currently valid for that user.

After the installation is complete, the FORUM Viewer can be opened via an icon on the desktop or via the Start Menu.

Unsupervised installation ("silent installation")

It is possible to install the FORUM Viewer on workstation computers without user input using a special installation routine. This form of installation is designed for the use of programs for central, automated software distribution and is only appropriate for experienced system administrators.

The parameters necessary for an unsupervised installation, such as the instal-lation directory, must be stored in the installation program. This can be done either via the command line or via a configuration file (install.varfile) that con-tains the necessary information.


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Actions Preparation:

• Create a text file and name it "install.varfile". The file may not have the ".txt" suffix.

• Copy the created file into the folder, in which the installation file for the FORUM Viewer is located (e.g. D:\share\Installer).

• Open the "install.varfile" file with the text editor and insert the following content (example):

The firm-specific data must be entered, as necessary, for the respective parameters:

Parameter Explanation Default Value

sys.installationDir The path where the FORUM Viewer will be installed on the workstation computers.In order to separate the folders in the installation path, use "\\" instead of "\".

If system folders are used and these are not processed correctly when the FORUM Viewer starts, the non-localized version of the folder

should be entered (e.g. "C:\\Program Files\\" instead of "C:\\Programs\\").

C:\\Program Files (x86)\\ CZM\\FORUM Viewer

serverUrl State the URL (IP address), via which the FORUM server can be reached.

no default, thus has to be entered

Xmx The maximum amount of memory which is assigned to the FORUM Viewer by the operating system (in MB).If more memory is available on the workstation, more can be assigned.If 2 GB is too much, less can also be assigned. This may be the case for 32-bit operating systems.

Less memory can lead to functionality restric-tions when working on large images or amounts of data.

2 GB, i.e. "2048 m"

corbaPorta) The port, which is used to connect to the FORUM server.

3700


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Execution:

• Open the Windows® prompt (cmd.exe) with administrator rights.

• Switch to the installation directory, e.g.: "cd D:\share\Installer".

• Execute one of the following commands:Relative path indication:FORUM-Viewer.exe -q -varfile install.varfile -VserverUrl=http://<FORUM server IP address>:8080Absolute path indication:FORUM-Viewer.exe -q -varfile "D:\share\install.varfile" -VserverUrl=http://<IP address FORUM Server>:8080/

An additional parameter can be added to the command line to test the installation:-q -splash "Progress"In this case the installation progress will be displayed in a separate window.

Result The FORUM Viewer application is installed on the relevant workstation computers.

To verify that installations were successful, test-start the installed FORUM Viewer.

If you have questions regarding unsupervised installation, contact ZEISS Service.

userHomeDir Path to the user directory.User-specific application parameters, e.g. the last position of the program are saved in this folder.The parameters can be modified to an absolute path.

the environmental variable "$USERPROFILE$"

tempDir Path to a temporary files directory.The application parameters, e.g. the number of bit-maps and images in the cache are stored in this folder.The parameters can be modified to an absolute path.

the environmental variable "$TMP$"

a) This parameter is available from FORUM 4.0.1 and is used for installations without a running FORUM server. Among otherthings, the FORUM server URL is suppressed.

Parameter Explanation Default Value


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Update

As of version 4.0, the FORUM Viewer automatically updates on startup if a new version is available on the server.

Older versions must first be uninstalled, this is then followed by installation of the new version.

Performing uninstallation

An English-language assistant guides you through the uninstallation process.

Prerequisite On the computer of the user for which the FORUM Viewer should be uninstalled, no other user may have the FORUM Viewer open.

Actions • Start the uninstallation assistant via <Start><All Programs><FORUM from ZEISS><FORUM Viewer Uninstaller>.


Result The uninstall assistant is started.

The assistant guides you through all steps of the uninstallation process.


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Teleservice software

Carl Zeiss Meditec AG provides teleservice software ("Netviewer Participant") to ensure rapid resolution and rectification of malfunctions and problems. Using this software, service personnel can gain external access to the com-puter for analyzing problems.

To ensure that the service software is available in the event of malfunctions, we recommend that it is saved centrally on the server and the workstation computers. To do this, copy the "NV_Meet_Participant_EN.exe" file from the installation medium to an easy-to-find folder on the local hard drive of the rel-evant computer.

The service software can also be downloaded to the relevant workstation computer via the start window of the FORUM Viewer:

Even if the service software has been saved to the computer, external access to the computer is only possible by launching the program and entering the login data given to you by Service over the phone. The login data is valid for only one session.

Configuring FORUM FORUM

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Configuring FORUM

General information

All configurations described in this chapter require administrator rights for the user logged on to the FORUM client application.

Starting FORUM client application (initial login)

Prerequisite The FORUM server is running and connected to the network.

The necessary licenses are installed on the server (see section "Activating licenses" on page 17).

The FORUM client application has been installed on the computer to be used.

ZEISS Service has provided product instruction, and login data exists for the user account with administrator rights created in the process.

Actions • Open the FORUM client application ("FORUM Viewer") either by clicking on the icon on the desktop or via the start menu: <Start><FORUM Viewer>


• Enter the login data of the initial user account, paying attention to capitalization.

It is not recommended to save the login data of the initial user account. The initial user account should only be used to create a new user account with administrator rights, which will be used for FORUM configuration.

FORUM Configuring FORUM

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Result FORUM Viewer starts with the Patient Directory.

The user account will be permanently locked after three failed login attempts. Therefore we strongly advise creating a second user with administrator rights directly after starting the software for the first time (see section "Creating a new user" on page 36).Having two administrator accounts ensures that the data can still be accessed if one administrator account has been locked. A user with administrative rights can unlock another user’s account.Avoid using the predefined user in everyday operation. If this user is locked in addition to all other users, there is no more access to FORUM!

Managing users

FORUM provides user administration that allows an unlimited number of users to be created. It also allows different rights to be assigned to the individual users for operation of the software and provides for user-specific pre-settings.

The number of users who can access the FORUM database at the same time is limited by the number of installed user licenses.

If FORUM is integrated into an existing user directory service, it is not possible to change the basic user data (user name, first name, last name, password, user group) in FORUM. All of the related data is taken from the managing sys-tem, any applicable changes entered in FORUM have no effect.

User rights

A distinction is made between administrative rights ("Admin"), editing rights ("Editor"), and read-only rights ("Reader" or "EMR reader"). Administrators have unrestricted rights, i.e. they both access the contents of the database and configure software. Editors and Readers have limited rights. The follow-ing table contains detailed information on this.

Once user rights are assigned, they cannot subsequently be changed. If a user needs to be granted other user rights, a new user account must be created.If FORUM is integrated into an existing user directory service, a user is assigned to one of the rights groups via the managing system.


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The following table lists the different rights:

= available = available on a limited basis = not available

Menu item Adminis-trator

Editor Reader EMR reader

Patient Patient Directory

Document Display

Worklist a)

a) Not possible: create / delete new patient, edit patient data

Patient Administration

DICOM Import

System Messages

Forward Documents

Storage Locations

AET Administration

User Administration b)

b) Only viewing and editing user’s own data. No change for access to the optional"Glaucoma Workplace" software module.

b) b)

Procedure Codes

Configuration Administration

Show icons (e.g. OCT scans)

Workplace Administrationc)

c) Only available if an optional FORUM Workplace Plugin is installed.

Help Info

User manual

Online help

Logging

Upload License File


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A user with administrator rights can see all created users in the user list, create new users, or change user settings. In addition, users with administrative rights can log other users off FORUM if they have inadvertently not logged off at another computer, thus releasing licenses. An administrator can also unlock user accounts that have been locked by FORUM following three incorrect password entries1 and can activate new licenses.

A user with editor rights can only view and edit their own settings.

A user with read-only rights cannot change system settings. That user has no access rights via the FORUM client application of the product variant "FORUM Archive".

User rights in EMR-controlled environmentsIf FORUM is connected to an EMR system, the diagnostic workflow can be controlled from the EMR system. In this case, a patient or a particular docu-ment is selected in the EMR system and transferred to FORUM in conjunction with the attending physician’s user data. If, in a case like this, a patient change is not possible in FORUM Viewer, the users can be assigned the user group "EMR reader". Users in this group can exclusively view or add to the data of patients called up from the EMR system in FORUM; a change of patients in FORUM is not possible.

User-specific pre-settings

The user interface language can be preset for each user. At login the user interface will automatically appear in the user’s assigned language.

To avoid waiting times when opening documents in the Document Display, it is possible to set for each user whether the documents should be displayed in their original quality ("STANDARD") or compressed ("MEDIUM" or "SLOW"). The setting should be selected according to the bandwidth available on the network.

This setting merely determines the quality that the respective document will be displayed in the Document Display. The documents are always stored in their original quality in their storage locations. The original quality is also preserved when saving a document to a different location (the "Save as" function).

The search method used when entering a character string in the search field in the Patient Directory, the Worklist, or the Patient Administration is also user-specific. A distinction is made as to whether the character string entered for a search must be contained in a name field or the patient ID, or whether the surname or patient ID should begin with the character string entered.

1) Not possible if FORUM is connected to a central user directory service.


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Furthermore, many of the user’s individual settings, such as the last folder selected for importing files, or the categories shown, are stored permanently while working.

To access user administration, select the <System><User Administration> menu item.


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In the following table, all of the rows are shown in gray that describe a button or entry option that has no effect if FORUM is integrated into a user directory service.

Specific buttons

Input fields / Settings

New Password Opens the input window to change the current password. The new password must be at least eight characters long. For security reasons the password must be entered again.

After the password of the user who is currently logged in is changed, the user is automatically logged off. To continue working the user must log in again with the new password.

Unlock Unlocks a locked user following three failed password entries.

Log out user Logs out a user who is logged in.

This is required if a user has accidentally failed to log off or has logged in to multiple computers, for example. Since the total number of users that can log in to FORUM is limited, licenses can be released in this way.

If the user to be logged off is logged in to several computers, the following dialog allows selection of a specific computer for logoff.

User Name The name with which the user logs in. Any name can be chosen.

The user name of the currently logged in user is shown in the top right menu bar of the FORUM client application. This name also appears in the message entered into the message list for every system-relevant event.

Active This checkbox can be used to activate or deactivate a user. Only users that have been activated can log in to FORUM.

Once created, users cannot be deleted. User accounts that are no longer used should be deactivated.

First Name The complete name of the user is only visible in User Admin-istration and is only for information purposes (which person uses which user name?).

Last Name

Password Password to authenticate the user when logging in.

The password must consist of at least eight characters.

Repeat Password To ensure the correct spelling, the password entered in the "Password" box must be entered again in this box.


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User group Editor Details on the user rights: see section "User rights" on page 29.Admin

Reader

EMR Reader

Glaucoma Workplace AccessRetina Workplace Access

If one or more of these checkboxes are activated, the user has the option of accessing the functions of the correspond-ing optional FORUM Workplace Plugins.

All checkboxes are activated by default.

The checkboxes for these functions can also be acti-vated when the corresponding Workplace Plugins are not installed. However, the functionality is not then available for the user.

Toolbar Search Field

Search in all Name Fields and Patient ID

If this radio button is activated, all name fields and/or patient IDs are searched for the char-acter string entered in the "Patient Name/ID" field. All patients are displayed whose names or patient IDs contain the string entered in any position.

Search in Last Name and Patient ID

If this option button is activated, the character string entered in the "Last Name / ID" field is searched for at the beginning of patient sur-names or patient IDs. All patients with last names or patient IDs beginning with the entered character string will be displayed.

Language The user interface language can be individually set for each user.

All installed languages are available for selection. By default only German and English are available; if necessary, addi-tional language packages must be installed (see page 19).

Image Transfer Quality Settings

To avoid waiting times when opening documents in the Document Display, it is possible to set for each user whether documents should be displayed in their original quality or compressed. The setting should be selected according to the bandwidth available on the network:


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Additional List Fields

Available speed of transmission

STANDARD The image data is displayed in original quality in the Document Display.

This setting requires a high transfer speed on the network (at least 100 Mbit).

MEDIUM The image data is retrieved from the server as compressed *.jpg files (0.8 bit/pixel) and dis-played with slightly reduced quality in the Document Display.

This setting makes sense for networks with DSL transfer speeds.

SLOW The image data is retrieved from the server as compressed *.jpg files (0.5 bit/pixel) and dis-played with significantly reduced quality in the Document Display.

This setting makes sense for networks with UMTS/4G transfer speeds.

Glaucoma Workplace Access

Identification of the FORUM Workplace Plugins whose func-tions are activated for the respective user:a)

a) The corresponding functions are only actually available for users if the respective Workplace Plugins and corresponding licenses are installed on the FORUM server.

Retina Workplace Access

Status Possible statuses:

– logged in x time(s)(x = number of computers on which the user is logged in to FORUM)

– logged off(The user is not currently logged in to FORUM)

– locked(The user has entered his or her password incorrectly three times in a row and thus been locked by FORUM. The user cannot log in until that account has been unlocked by an administrator.)

– deactivated(The "Active" checkbox in the user settings has been deactivated; the user can no longer log in to FORUM.)


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Creating a new user

If FORUM is integrated into an existing user directory service, a new user is created exclusively in the managing system.

Create a new user in FORUM as follows:

Actions • Click on the <New> button in the "User Administration" dialog box.

• Enter the name the user should use to log in into the "User Name" input field.

• Enter a password with at least eight characters into the "Password" input field.

• Enter the selected password a second time in the "Repeat Password" input field.

• Select the desired user group (see section "User rights" on page 29).

• Click on the <Save> button.

Result The new user has been created and appears in the user list.


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Storage locations

Selecting storage location

The complete data on all patients managed in FORUM is stored in DICOM files. These are stored at a preset location in the file system. The FORUM data-base does not store the complete DICOM files, but only the path to these files, low-resolution thumbnails of the documents they contain, and the patient master data. FORUM automatically reads this information when importing or reading DICOM files.

By default, the DICOM files are saved to the directory specified during instal-lation. However, the storage location can be changed, e.g. if a separate drive should be used as the storage location, or if the selected storage location is full. If a new storage location is to be set up, the following conditions must be fulfilled:

– The desired storage location must have at least 3 GB of free storage.

– The requested target folder exists on the storage medium.

– The user has write permission for the target folder.

Storage locations used can be either the server’s own hard drive or external drives connected to the server.

The storage location is indicated by a check in the "Active" column. This can only ever be one storage location,Data is retrieved from all storage locations marked as "Available".


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Input fieldsPath Path to a storage location.

The path cannot be changed later. If the path changes, a new storage location must be created.

The path may only contain ASCII characters, it must not contain special characters or umlauts.

Note for configuring a workstation computer:The path indication always refers to the server or to drives connected to the server. That is, "C:" is not the local hard drive, but rather the hard drive of the server.

Active The active storage location is the location in which incoming data is stored in the file system.If several storage locations have been created, the active storage location can be selected and changed at any time. However, only one storage location can be active at a time.


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Moving storage location

As the entry for a storage location in FORUM is only the address of a starting point for a directory tree, DICOM files can be moved from a directory tree on one drive to another drive. This can be sensible for the migration of the FORUM server to a new hardware setup while maintaining all of the stored data. To do this, the new storage location must be set up after the move.

Active storage locations cannot be deleted. Only inactive storage locations can be migrated.

Proceed as follows to change a storage location:

• Note a patient name from the patient administration with the accompa-nying patient ID and hierarchy from the Study, Series and an instance for the later success check.

• Create a new (empty) folder for the DICOM files at the desired storage location. This folder is the future target directory.

• Copy all of the data including the folder structure from the existing target directory to the future target directory.Both directories should now have identical contents.

• Using the Service Tool, delete the existing storage location in the "Storage Locations" window.

Only the links to the DICOM files are deleted, not the actual files!

• Create a new storage location using the Service Tool.

• Enter the full path to the new target directory (e.g. D:/DICOM) in the field "Path".

FORUM shows all of the existing patient data at the configured and avail-able storage locations (beginning with the data from the active storage location).

• Check if the patient you have noted is available and the accompanying documents can be retrieved in the patient administration.

• If the test was successful, you can delete the DICOM files from the old tar-get directory.

• Activate the new storage location if all of the new data should be stored there.


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Deleting storage location

Any non-active storage location can be deleted. As a storage location is only a reference to a directory in the file system, the actual DICOM files stored under this reference are not deleted. However, the files can no longer be found and managed by the FORUM Archive.


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Connecting devices (AET Administration)

General information

For FORUM to be able to communicate with other medical technical systems (devices, applications, or other FORUM systems integrated into the local net-work), the corresponding systems and FORUM must be configured for data exchange1. The configuration is performed by addressing the system in FORUM and addressing FORUM in the connected system. This is done using the IP address and parameters uniquely describing the particular system.

AE Title (AET2) and the port of the FORUM server are specified by FORUM. This information is required to configure FORUM on other systems. If neces-sary, e.g. if a connection to a remote FORUM system is to be established, the parameters can be changed.

AutoConnect™-enabled systems can be configured automatically. In this pro-cess, compatible systems are automatically detected, and all data relevant for connecting FORUM and the system are exchanged. This can run automatically in the background or upon user request.A BONJOUR service is necessary for automatic configuration.

You can reach the device manager via the menu item<System><AET Administration>.

1) Licenses for options are necessary for the configuration of multiple systems, non-ZEISS devices and/or applications, and remote FORUM systems.

2) AE = Application Entity


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Local AEs (FORUM server)

FORUM server parameters are stored in this area. These parameters are required to configure FORUM as a communication partner on other systems.

Some systems need different communication addresses to save data and for the Worklist. The "Local AEs (FORUM server)" has two fields for each param-eter for this situation.

Input fieldsArchive Parameters for saving data.

AE Title Unique name of the FORUM server. The predefined name only needs to be changed if FORUM is to be connected to another FORUM system.

The AE Title may only contain a max. of 16 characters.

The name is case-sensitive.

Port Port number


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Configured AEs (devices)

The parameters of systems to be connected to FORUM are stored in this area.

Input fields

Separate AET for Worklist

Parameters for creating a Worklist, i.e. scheduling jobs.

If the configured systems do not require a second communi-cation address for the Worklist, the checkbox for this AET can be deactivated.

In most cases no change is needed in this area.

AE Title Unique name of the FORUM server.

The name is case-sensitive.

Port Port number

Hostname Name of the server in the local network.

The server name cannot be changed.

AutoConnect configuration

Automatic FORUM continually searches the local net-work in the background forAutoConnect™-enabled systems. If a new system is discovered that is not configured in FORUM, the parameters needed to connect FORUM and that system are automatically exchanged, and a connection is established.a)

See also section "AutoConnect™ configura-tion" on page 45.

a) The number of configurable systems depends on the number of available licenses forthem.

Manual After the user initiates a search query, FORUM searches for AutoConnect™-enabled systems available in the local network. The systems detected can be selected for automatic configuration.

See also section "Manual" on page 45.


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Specific buttons+ AutoConnect FORUM searches for AutoConnect™-enabled systems avail-

able on the local network that are not yet configured in FORUM.

See also section "Manual" on page 45.

+ Manual Configuring a new system by manually entering all necessary parameters.

See also section "Connecting systems manually" on page 46 and section "AutoConnect™ configuration" on page 45.

Edit Opens the Edit window for the configuration parameters of the selected system.

Only the name and capabilities of systems that can be con-figured via the AutoConnect™ function are available.

You can find explanations of the individual input fields in section "Connecting systems manually" on page 46.

Delete Deletes the selected system from the list.

A configured system can only be deleted if it is not used for automatically forwarding documents and if no data from another FORUM system are loaded (see also section "Setting up forwarding for docu-ments" on page 49).

Test connection Tests proper functioning of communication between FORUM and selected system.


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AutoConnect™ configuration

For systems connected to FORUM via the AutoConnect™ configuration, the "Modality Worklist User" and "Automatic Orders" functions are already preset. These functions can however be manually deactivated at any time.

Automatic

If the "Automatic" option is selected in FORUM in the AET Administration for "AutoConnect Configuration", FORUM searches the local network continually in the background for new AutoConnect™-enabled systems on the local net-work. As soon as a system is found that is not yet configured in FORUM, all parameters required for connection are exchanged with the system: The sys-tem is configured in FORUM and the FORUM data are stored on the system. The connection is established automatically so that the system is immediately available for data exchange with FORUM.

Manual

If the manual method is selected for "AutoConnect Configuration", FORUM only searches for new AutoConnect™-enabled systems upon request:

Actions • Click on the <+ AutoConnect> button.

FORUM searches for AutoConnect™-enabled systems available on the network that are not yet configured in FORUM. All systems found are listed.

• Select the desired system from the list.

• Click on <Add>.

Result All parameters required for connection are exchanged between FORUM and the system. The system is automatically configured in FORUM, and FORUM is automatically configured in the system.

The connection is established so that the system is immediately available for the creation of orders in FORUM.


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Connecting systems manually

Configuring system in FORUM

Prerequisite The system to be connected meets the DICOM standard.

The system is connected to the FORUM server via a local network.

A corresponding license is installed (see section "Activating base licenses" on page 17).

When connecting to another FORUM system:If multiple FORUM systems are connected to each other, each must have a unique AE Title. This means that the preset AE Title must be changed manually for every other FORUM server during the installation (see also section "Connecting devices (AET Administration)" on page 41).

Actions • Click on the <+ Manual> button.


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• Enter the data of the system to be configured:

Result The new device is incorporated into the list of configured AEs. It is now available for data exchange with FORUM.

Name Name of the system.

Any name can be chosen. The name must be unique.

AE Title System-internal name of the device (defined in the device software). Refer to the Instructions for Use of the respec-tive system if necessary.

The AE Title may not contain more than 16 characters.

The AE Title must be spelled completely identically in the system and in FORUM (spelling is case-sensitive).

Modality Type of system

IP Address or host Network address or host name of the system

Port Port number

Device Selection of type of system to be connected.

If the system type is incorrectly assigned, no data can be read from this system.

ZEISS device The system to be connected is a ZEISS device or application (but not another FORUM system).

Third-party devicea)

a) Additional licenses are necessary for connecting third-party devices or otherFORUM systems.

The system to be connected is a device or application from a third party manufac-turer.

FORUMa) The system to be connected is another FORUM system.

Capabilities Modality Worklist User

The system is to be used for order plan-ning with FORUM.

Automatic Orders Can only be activated if "Modality Worklist User" is activated.

The system should be used for the "Automatic Orders" function.


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Configuring FORUM in the system

Prerequisite The device is configured in FORUM.

Actions • Note down the following information which is shown in FORUM under "Local AEs (FORUM server)":

– the AE Title for "Archive" (case-sensitive)

– the port for "Archive"

– the AE Title for "Separate AET for worklist" (case-sensitive)

– the port for "Separate AET for worklist"

– the host name

Normally, only the "Archive" data are required to connect the device to FORUM. Some devices do however require the additional "Separate AET for worklist" data. These data are then queried from the system accordingly.

• Set up FORUM in the software of the relevant device. Refer to the Instruc-tions for Use of the respective device.

Testing FORUM communication with the connected system

Prerequisite The device is configured in FORUM.

FORUM is configured in the system.

Actions • In the list of connected AEs, click on the system to be tested.

• Click the <Test connection> button.

Result FORUM tests communication with the selected system and displays the test result in a dialog box.

If the connection test is unsuccessful, check the entered parameters and network connections. Click the <Edit> button to change the parameters if necessary.


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Setting up forwarding for documents

The "Forward Documents" function makes it possible to automatically forward DICOM files received by FORUM (e.g., to another archiving system). Forwarding rules can be saved for this.

Any number of forwarding rules can be defined. It is thus also possible to send incoming DICOM files to multiple destination systems.

The files can be forwarded immediately on receipt or within a defined interval.1

Even if a file is automatically forwarded, it is also read into FORUM.Any measurements or comments contained in the files are not forwarded.

To access the forwarding function select the menu item <System><Forward Documents>.

Prerequisite Both source and destination system are connected to FORUM (see section "Connecting devices (AET Administration)" on page 41).

The files originate from one of the following sources:

– Importing documents

– DICOM import (see page 65)

– DICOM interfaces (not from other FORUM systems)

– combined reports generated

1) An additional license is required for the time-controlled forwarding of documents.


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Input fieldsForward all incoming DICOM documents

If there is a check in the checkbox, all incoming DICOM files received by FORUM corresponding to the SOP class entered that come from one of the sources listed below are for-warded to the selected destination system.

Possible sources:

– Importing file

– DICOM import

– DICOM interfaces

DICOM files loaded or imported from another connected FORUM system are not forwarded.

Source AE Title AE Title (AET) of the system the files of which should be forwarded (source system).

The drop-down menu contains the AE Titles of all systems connected to FORUM.


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If automatic forwarding of files to the corresponding devices or applications fails (e.g., due to network problems), the file transfer can be repeated with the "Job Manager" in the Service Tool (see section "Job Manager" on page 60).

SOP Class UID File forwarding can be restricted to certain SOP classes.

* Pre-setting. All files coming from the selected source system are forwarded.

Certain SOP classes can be input at this stage as filters for forwarding.

Destination AE Title

AE Title of the system to which the files coming from the source system should be forwarded (destination system).

The drop-down menu contains the AE Titles of all systems connected to FORUM.

Forwarding immediately Incoming files complying with the rules are forwarded immediately upon receipt.

The setting applies to all existing forwarding rules.

scheduleda) Incoming files complying with the rules are for-warded at the interval entered under "Forward-ing time interval".

Forwarding time intervala,b)

from Time at which automatic forwarding of files begins according to the forwarding rules.

Only applicable if "scheduled" is selected as "For-warding" option.

The time interval entered must be saved in order to activate it.

until Time at which automatic forwarding of files ends.

a) An additional license is necessary for time-controlled forwarding of files.b) If the time interval indicated is not sufficient to forward all files, forwarding will

continue the next time interval begins.


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Rights administration for Workplaces

If a FORUM Workplace Plugin is installed (e.g., Glaucoma Workplace or Retina Workplace), the corresponding configuration window for the plugin can be opened via the <System><Workplace Administration> menu item.

You can find a detailed description of the configuration options in the corre-sponding Instructions for Use of the FORUM Workplace Plugins.

Patient ID configuration

To ensure unique identification of patients, each patient data record created in FORUM is assigned an ID and an Issuer name. The combination of the two must be unique in the system.

Both the patient ID and the Issuer name can be generated manually, semi-automatically, or fully automatically. A prefix can be assigned to the ID.

You can access patient ID configuration via the menu item <System><Configuration Management><Patient ID Configuration>.

Option


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A semi-automatically generated patient ID and Issuer name are preset. In other words, FORUM proposes the next free number with "FORUM" as the Issuer name.

The creation mode can be changed in Configuration Administration. It is also possible to specify a prefix for the ID and to change the Issuer name.When generating patient master data via the HIS interface, a separate name can be stored for the Issuer.

Input fieldsCreation Mode fully automatic The patient ID and the Issuer name are

specified by FORUM when a new patient is created.

The ID consists of the entered prefix (if specified) and a consecutive number. The Issuer name corresponds to the value specified in this field.

If the patient ID is generated fully auto-matically, the user cannot make any changes.

semi-automatic The patient ID and the Issuer name are specified by FORUM when a new patient is created.

The ID consists of the entered prefix (if specified) and a consecutive number. The Issuer name corresponds to the value specified in this field.

If the patient ID is generated semi-automatically, the user can change the suggested values.

manual When a new patient is created, FORUM does not specify values for the patient ID and issuer. Both fields must be com-pleted manually by the user.

Patient ID Prefix String that is prefixed to the automatically generated number when the patient ID is generated fully auto-matically or semi-automatically.


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Accession No. configuration

Each order created receives an Accession No. to uniquely identify it in FORUM.

The Accession No. can be created semi-automatically or fully automatically.

You can access the settings for Accession No. creation by clicking on the <System><Configuration Administration><Configuration of the Accession No.> menu item.

By default, the Accession No. will be created semi-automatically. This means FORUM assigns the next available number, which the user can overwrite.

If the Accession No. is created fully automatically, FORUM similarly selects the next available number. However, this number cannot be changed by the user.

Issuer of Patient ID When a new patient is created, information is saved on which system the record was created on. It can then be determined whether a patient was created in FORUM or in another system. This allows patient IDs to recur. However, the combination of the Issuer and patient ID must be unique within FORUM.

The default value is "FORUM".

Issuer of Patient ID for HIS Interface

If patient master data are imported fully automatically from another system (e.g., a patient administration sys-tem) via the HIS interface, these data can be marked with their own Issuer name.

The default value is "HIS".


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Classification of documents

The documents that exist for a patient are sorted in FORUM according to visits and classified according to type. In the clinical view, this information is pre-sented so that the user can recognize which document types are in the selected visit, at a glance.

A rule set is stored in FORUM for the classification of documents that cover a number of devices. If there are documents from devices that are not correctly classified by FORUM, the rule set can be modified accordingly. Please contact ZEISS Service regarding this.

Service Tool FORUM

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Service Tool

General information

The Service Tool is an additional program on the FORUM server that can be used to back up data or restore backed-up data as well as to perform various system configurations.

You can start the Service Tool as follows:

Prerequisite The user logged in to the Windows® operating system of the FORUM server has administrator rights.

Actions • Select <Start><All Programs><FORUM from ZEISS><FORUM Archive><Service Tool>.

alternatively, right-click on the TrayIcon, select "FORUM Server", and then "Service Tool".


Result The "FORUM Service Tool" program is opened.

FORUM Service Tool

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Setting the language

The default language of the user interface following software installation is English. This pre-setting can be changed.

Actions • Select <Application><Change Language>.

• Select the desired language (German or English) from the "Language" drop-down list box and save your selection with <OK>.

Result The user interface language is changed.Whenever you open the Service Tool in the future, the program will be started in the selected language.

Data backup

FORUM uses a MySQL database for saving all data held in the FORUM Data-base and a separate storage location for DICOM files. When performing a backup, ensure that both of these data sources are backed up.

FORUM provides a backup function enabling the data held in the FORUM database to be backed up and restored.

The operator of the software is responsible for ensuring regular backup of the data. The backup should only be carried out by a technically qualified person.

The FORUM server must be stopped to perform data backup functions. As a result, existing connections between workstations and the server will be ter-minated. FORUM can therefore not be operated while one of these functions is being carried out. You should therefore ensure no one is working with FORUM before starting one of the backup functions.For organizations that cannot shut down the server for maintenance pur-poses, ZEISS offers the option to back up the FORUM database during contin-uous operation. Contact ZEISS Service regarding this.

Service Tool FORUM

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Performing a backup

The "Backup" function archives the following data:

– all patient data held in FORUM (metadata)

– all installed licenses and plugins

– all system settings (user accounts, configured systems, storage locations, etc.)

– all saved messages

– all documents related to patients (DICOM files)

Actions • Select <Data Backup><Backup>.

• When first performing a backup, or if the given directory needs changing, select the required target directory to which to save the data.Be sure that the target directory has sufficient space available for the backup.

Result All current data (both metadata and DICOM files), all installed licenses and plugins, and all system settings and messages have been backed up to the specified directory.

The FORUM server is restarted so that you can continue working in FORUM.

FORUM Service Tool

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Restore data

All data backed up using the "Backup" function of the Service Tool can be restored.

Prerequisite A backup has already been successfully performed.

The storage location of the last backup performed is displayed as the "Source directory". The "Creation date" box lists all data backups stored in this direc-tory with the backup date and time.

Actions • Select <Backup><Restore>.

• Select the desired backup.

Result Data contained in the database (metadata and DICOM files) has been completely replaced by the data contained in the selected backup. Data not contained in the selected backup are lost.

The licenses and plugins saved in the backup have been installed.

The system configuration saved in the backup has been restored.

The FORUM server is restarted so that you can continue working in FORUM.

Service Tool FORUM

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Tools

The functions described below are available in the Service Tool under the <Tools> menu item:

Job Manager

If automatic forwarding of documents to the relevant devices or applications fails (e.g., because of network problems), the transfer of documents can be repeated using "Job Manager" in the Service Tool.

Read License Files

Should additional licenses have been acquired and stored in the FORUM installation directory, they will be automatically read in overnight. FORUM functions are then available the following day with no need to restart the FORUM server.

Alternatively you can always manually trigger the reading in of new licenses at any time:

Actions • Save the license files to the installation directory (if FORUM has been installed in the default installation directory, the path is: C:\Programs\CZM\FORUM).

• Select <Tools><Read License Files>.

• Confirm by clicking on <Yes>.

Result All license data stored in the installation directory is read in again. The associated functions will be available for the user next time they log in to the FORUM server.

The licenses which have been installed can be viewed in the FORUM Viewer under <Help><About>.

FORUM Service Tool

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Create patient IDs

If several patients without Patient IDs exist in FORUM, after data migration, for example, this function can be used to assign a Patient ID to these patients automatically and in a single step.

The automatic generation of patient IDs is only possible if Patient Creation is set to "fully automatic" or "semi-automatic" (see "Patient ID configuration" on page 52).

Create missing thumbnails

This function allows thumbnail images to be searched for and created later. Upon opening this function, FORUM checks all DICOM files in the database and creates missing thumbnails as required.

Recreate OCT Scan thumbnails

This function allows thumbnail images for OCT data to be searched for and created later. Upon opening this function, FORUM checks all DICOM files in the database and creates missing thumbnails as required.

Number of Patient IDs to be created

Number of patients to whom a patient ID is to be automatically assigned.

The issuer and prefix used are set in "Patient ID Configuration" (see page 52).

Service Tool FORUM

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Settings

The functions described below are available in the Service Tool under the <Settings> menu item:

Server Log Level

In the "Server Log Level Settings", various settings can be made that apply to the information contained in the log files created by FORUM server in the event of a fault. These pre-settings are only to be changed as instructed by a ZEISS Service technician.

Vendor Neutral Archive (VNA)

The FORUM database can be integrated into a DICOM storage hierarchy via an optional interface. The required initial configuration is performed by ZEISS Service.Upon completion of the initial configuration, you will receive a dedicated technical manual for the functions. Additional required adjustments can be performed by the local system administrator.

RA402 The operator of the software is responsible for ensuring regular backup of the data.

Option

FORUM Service Tool

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Combined reports

It has been announced that this function will be phased out in FORUM version 4.2. The function will be replaced by the combined reports in the FORUM Workplace Plugins. Please contact your local FORUM sales and service partner if necessary.

Export of Messages (Event Logging)

The system-relevant events stored under "Messages" in the software are over-written at certain intervals (with the exception of the message type "Audit"). An automatic export function can be activated for permanent storage of these messages. If this function is activated, any messages that have not yet been exported are stored daily as zip files.

If the FORUM server is installed in the default directory, these zip files are stored in the following directory:

C:\Programs\CZM\FORUM\Forum-messages

The files created should be archived on a regular basis and deleted from the hard drive.

FORUM Viewer

Automatic Login1

If this function is enabled, users can use an automatic login on their computer. User data entry will no longer be required when starting FORUM Viewer.For automatic login, user data is requested only once; it is then encrypted and stored in the FORUM Viewer installation directory.

If the FORUM Viewer was installed in the standard directory, all users on that particular computer are logged in automatically with the same user data. Therefore, this function should only be activated if the FORUM Viewer was installed in the respective user directory for each user, or if only one user at a time accesses FORUM Viewer on the computer.

Option

1) If FORUM is connected to a central user directory service, this service is obsolete.

Service Tool FORUM

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Automatic logout

It can be configured that an inactive user is automatically logged out of FORUM after a predefined time. This allows user-dependent licenses to be released for other users

Settings can be:

– never1

– a period between 1 and 120 minutes (in increments of 1 minute)

A user who is automatically logged off will receive a corresponding message.

NHS format (patient ID)

In Great Britain, every patient has an NHS number that is stored in FORUM as the patient ID. This 10-digit number is presented in a special way (3-3-4 for-mat), with the last digit being a check digit. Activating this function ensures that the patient ID is always displayed in NHS format in FORUM.

Multi Component Names

FORUM can manage up to three different pieces of name information per patient:

– alphabetical

– ideographical

– phonetic

In FORUM Viewer, up to two pieces of name information can be displayed in the clinical view. The order of the name information displayed can be changed using this setting.

Encryption

This menu item no longer works from version 4.2 on. Data transfer between the FORUM Viewer, the Service Tool and the FORUM server is always SSL encrypted.

1) This setting is not recommended, since the operator is responsible for preventing access byunauthorized persons.

FORUM Service Tool

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Institute information

Information about the institute can be stored in FORUM:

– Name

– Address

– Telephone number

– Logo

This information is available throughout the system (including all of the FORUM Workplace Plugins installed) and is used by FORUM for printing documents and by the plugins to create reports.

A logo stored here cannot be deleted, only replaced.

Import/export interfaces

DICOM Import Directory

It is possible to define a directory that will be checked by FORUM at regular intervals for new DICOM files. All data in *.dcm format located in this directory will be automatically imported into FORUM and then deleted from the directory.This permits data to be imported conveniently into the FORUM database from devices that are not networked, for example, or from other archiving systems1 that support the DICOM standard.

1) To import DICOM data from non-ZEISS devices or DICOM files that contain videos 10 minutes or more in length, additional licenses are required.

Service Tool FORUM

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Input fields

Note for users working at workstations:The path indication always refers to the server or to drives connected to the server. That is, "C:" is not the local hard drive, but rather the hard drive of the server.

autom. import As long as this checkbox is activated, the specified directory will be searched at set intervals for new files to be imported. As soon as new files are available they are automatically imported to FORUM then deleted from the folder. If import could not be performed, the files are saved to the "unusable" subdirectory at the active storage location.

Following an update to FORUM the automatic import func-tion must be reactivated.

Time interval (in seconds)

Interval in seconds after which the specified import directory is searched for new files to be imported.

DICOM import directory

Path to the source directory for the DICOM files to be imported.

FORUM Service Tool

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HIS interface

If FORUM is used in an environment in which a different patient administra-tion system is used as the "leading system", it is advisable to migrate patient master data existing in that system to FORUM.

Using the HIS interface, text files can be imported to FORUM that include the following patient information:

– Name

– Date of birth

– Patient ID

– Gender

The file specified in HIS interface configuration is imported at regular intervals to ensure patient master data are up to date.

To delete a configured interface again, delete the path specification from the "HIS Directory" field.Following an update to FORUM the HIS interface must be reactivated.

Option

Service Tool FORUM

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EMR interface

The EMR interface can be used to connect FORUM to an EMR system. In this case patient administration, procedure requests, and the archiving of all patient data including documents take place in the EMR system. FORUM forwards the procedure requests to the connected devices and returns the procedure results from the devices to the EMR system.

Procedure requests received from the EMR system are saved as an XML file in the configured directory. FORUM imports this file, uses the included patient master data to automatically select the patient or create a new patient, and then creates for this patient a new order with a procedure request for all devices defined as "Modality Worklist User" (see page 47).

Data from procedures performed are made available by FORUM to the EMR system as XML files in the configured directory. PDF documents or fundus images can be transferred.

If the FORUM client application is started and used from an EMR system, all documents opened are saved to the hard disk. As a result, hard disk storage space may completely consumed. You therefore need to delete files residing in the EMR interface directory at regular intervals.

To delete a configured interface again, delete the path specification from the "Directory for EMR Interface" field.

Option

FORUM Service Tool

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Input fields

HL7 connector / HL7 filter

The HL7 connection allows the automatic import and processing of EMR system messages in FORUM, and thus the automatic updating of patient and/or order data1.

RA304 The configuration of the HL7 interface must be performed by ZEISS Service. Do not make any changes to the configuration on your own. This may lead to inconsistent or corrupted data.Contact ZEISS Service for all configuration issues concerning the HL7 interface.

If FORUM is operated in connection with an EMR system, patients are man-aged and procedures requested in the EMR system. That is, the following functions are handled in the EMR system:

– Creating a new patient data record ("create")

– Editing patient data ("update")

– Merging patient data ("merge")

– Deleting patient data records ("delete")

– Creating procedure requests for a patient ("order create")

– Deleting procedure requests ("order delete")

EMR systems provide these functions to other connected systems, e.g. FORUM, as HL7 messages.

In FORUM rules can be defined that filter the treatment of HL7 messages according to certain criteria ("HL7 Filters").

Activate EMR Interface If there is a check in the checkbox, the EMR interface is activated.

The EMR interface must be reactivated after a FORUM update.

Limit storage space to 100 MB

If there is a check in the checkbox, the storage space managed by FORUM is limited to 100 MB. FORUM saves documents according to the FIFO principlea).

a) First-in-first-out

Directory for EMR interface

Path to import/export folder.

Option

1) Additional licenses are required for HL7 patient administration and HL7 orderadministration.

Service Tool FORUM

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Help

The functions described below are available in the Service Tool under the <Help> menu item:

About...

Information on the version number and Build ID of the Service Tool.

Service Tool Log Level settings

The Log Level setting defines what information is contained in the log files created by the Service Tool in event of a fault. This Log Level pre-setting ("INFO") may only be changed on instruction from a ZEISS Service technician.

FORUM Service Tool

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Troubleshooting FORUM

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Troubleshooting

General information

As a rule, error messages contain meaningful information with solutions for the user. Should an error occur that cannot be corrected using these instruc-tions or with the help of this chapter, mark the product as malfunctioning and contact ZEISS Service. In this case, before doing so ensure the service software is installed on the server (see "Teleservice software" on page 27).

FORUM Troubleshooting

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Malfunctions

Malfunction Cause / procedure

The tray icon cannot be displayed. Another user on the Windows® operating system has logged on to the FORUM server and displayed the tray icon.

• Log out the second user.

The basic settings have not yet been made. Contact ZEISS Service to this end.

The website for loading the FORUM Viewer installation file cannot be opened.

Make sure that the browser in use can handle "TLS 1.2". You will find the settings for this in the browser configuration tab.

FORUM cannot be accessed using the browser via the address noted down during installation.

The IP address of the server must be added to the exceptions list. To do this, the Internet Options must be adjusted in your browser:

• In Internet Explorer, select <Tools><Internet Options>.

• Select the "Connections" tab from the "Internet Options" window.


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• Click on the <LAN settings> button.

• Activate the "Use a proxy server for your LAN ..." and "Bypass proxy server for local addresses" checkboxes.

• Click on the <Advanced> button.

• Enter the IP address of the computer on which the FORUM server is installed ("Server IP" in the image) in the "Exceptions" panel.

The FORUM Viewer closes down automatically during the Auto Update.

The user has no administrator rights.

• Install the FORUM Viewer directly using the interactive installer or the silent installer.



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The FORUM client application fails to start.

The server is not switched on.

Switch the server on and call the FORUM client application again.

FORUM server is not running (red TrayIcon).

Start the FORUM server (see section "Starting/stopping FORUM server" on page 16).

No network connectivity between the server and the workstation computer.

Check the network connection and the network settings.

Check whether your local virus scanner has rejected files from the client installation. In particular, search for "JExpressWinAPI.exe" and "cleanup.exe" files.

The computer on which the FORUM server is installed has an IPv6 Internet protocol format IP address. This format is not yet supported by FORUM.

Problems with video playback (e.g. it is interrupted in a Windows Server 2008 R2 Terminal Server environment).

When videos are played simultaneously by more than one user in a Windows Terminal Server environment, playback of an already-started video is stopped and the video last started is played back simultaneously on all clients.

Contact ZEISS Service regarding this. The software used to playback videos within the system can be precisely configured. This configu-ration can also be used to embed the software which is used to play back videos.

The desired directory on a remote computer is not accessible (during data backup, or when files are saved or imported under Windows).

Map the desired directory to a drive letter.

It is not possible to establish a connection to a device configured in AET Administration.

Check the AE Title of the device.

When creating an AE Title, in FORUM you can also use non-ASCII characters. However, the DICOM standard only allows for ASCII characters. If non-ASCII characters are used, it may not be possible to establish connection to the device.

Please only use ASCII characters for the AE Title.



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A new license has been success-fully installed using the function <Help><Upload License File>. Nevertheless, the corresponding function is not available.

Although the license was loaded onto the FORUM server, it could not be successfully read in.

In the <Help><About...> menu in the FORUM Viewer, check whether the license is included in the list of installed licenses. If necessary notify the administrator.



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System messages

The software saves system-relevant events, such as log-in and log-off of each user, connection to new systems or creation of new users. These events can be viewed as a list under "Messages". The messages are overwritten at certain intervals. In order to permanently store them, they can be exported (see section "Export of Messages (Event Logging)" on page 63).

List fields

Additional functions

Message date/time

Creation date of the message and time of the reported event.

Message type Filtering messages by event type:

All All events are displayed.

Audit All events of type "Audit" are displayed.

Messages of this type are saved for the entire life-time of the system.

Error All "Error" type events are displayed.

Messages of this type are saved for one year.

Info All "Info" type events are displayed.

Messages of this type are saved for one week.

Warning All "Warning" type events are displayed.

Messages of this type are saved for one year.

User Name User name of the logged on user who triggered the event.

Message text Description of the event.

Display complete message text

After double clicking on a list entry, the whole text of a mes-sage is displayed for longer messages.

Index FORUM

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Index

A

Address of the manufacturer ...................................................................... 2AET Administration

Automatic Orders ......................................................................... 47Configured AEs (devices) ............................................................... 43Connecting devices (systems) ........................................................ 41Local AEs (FORUM server) ............................................................. 42Modality Worklist User ................................................................. 47

AutoConnect configuration ...................................................................... 45Automatic .................................................................................... 45Manual ......................................................................................... 45

Automatic installation (FORUM Viewer) .................................................... 23Automatic Login ...................................................................................... 63Automatic logout, settings ....................................................................... 64Automatic Orders, configuration .............................................................. 47

B

Background installation (FORUM Viewer) ................................................. 23Backup ..................................................................................................... 58Base licenses ............................................................................................ 17

C

CE conformity ............................................................................................ 6Classification of Documents ..................................................................... 55Configuration

Accession No. ............................................................................... 54Hardware ..................................................................................... 11Issuer (Patient ID) .......................................................................... 52Language ..................................................................................... 34Patient ID ..................................................................................... 52Search mode ................................................................................ 34Software ....................................................................................... 12Workplace Plugins (rights administration) ..................................... 52

Configured systems .................................................................................. 43Configuring Accession No. ....................................................................... 54Configuring firewall ................................................................................. 21Configuring FORUM

Connecting devices (systems – AET Administration) ...................... 41Managing users ............................................................................ 29

FORUM Index

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Selecting storage locations ............................................................ 37User-specific pre-settings .............................................................. 31

Configuring Issuer (Patient ID) .................................................................. 52Conformity (CE) .......................................................................................... 6Connected systems, manual configuration ............................................... 46Connecting device to FORUM manually .................................................... 46Connecting devices .................................................................................. 41Connecting system to FORUM manually ................................................... 46Connecting systems ................................................................................. 41Create

Missing thumbnails ....................................................................... 61OCT Scan thumbnails .................................................................... 61

Create OCT Scan thumbnails .................................................................... 61Creating, new user ................................................................................... 36

D

Data backup ....................................................................................... 57, 58Data networks ............................................................................................ 8Deleting

Storage loaction ........................................................................... 40DICOM Import Directory .......................................................................... 65

E

EMR interface ........................................................................................... 68EMR-controlled environments, user rights ................................................ 31Encryption ................................................................................................ 64

F

FORUM Archive Uninstaller ...................................................................... 13FORUM client application

Installation .................................................................................... 20Uninstallation ................................................................................ 26Update ......................................................................................... 26

FORUM serverStarting ......................................................................................... 16Stopping ....................................................................................... 16System parameters ....................................................................... 42Utilities ......................................................................................... 13

FORUM Viewer -> FORUM client application ............................................ 20FORUM Viewer, Settings .......................................................................... 63FORUM Workplace Plugins, activation ...................................................... 34Forward

Documents ................................................................................... 49Job Manager ................................................................................. 60

Forward Documents ................................................................................. 49

Index FORUM

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H

Hardware ................................................................................................... 8Hardware configuration ........................................................................... 11HIS interface ............................................................................................ 67HL7 connector ......................................................................................... 69HL7 filter .................................................................................................. 69

I

Import/export interfaces ........................................................................... 65Importing (DICOM files) ........................................................................... 65Importing Patient Data Records ................................................................ 65Information symbols .................................................................................. 6Initial login ............................................................................................... 28Installation

Additional language packs ............................................................ 19Configuring firewall ...................................................................... 21FORUM client application ............................................................. 20

Installation assistant ................................................................................. 22Installation file ......................................................................................... 21Installing additional language packs ......................................................... 19Institute information, settings .................................................................. 65

J

Job Manager ............................................................................................ 60

L

LDAP integration ...................................................................................... 19License files

Reading ........................................................................................ 60Uploading new licenses ................................................................ 18

LicensesActivate base licenses ................................................................... 17Activating optional licenses ........................................................... 18

Log LevelServer ........................................................................................... 62Service Tool .................................................................................. 70

Logout (other user) .................................................................................. 33

M

Malfunctions ............................................................................................ 73Manufacturer’s address .............................................................................. 2Messages ................................................................................................. 77Modality Worklist User ............................................................................. 47

FORUM Index

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Modifying the Rule Set ............................................................................. 55Moving

Storage location ........................................................................... 39Multi Component Names ......................................................................... 64

N

Networks ................................................................................................... 8NHS format .............................................................................................. 64

O

Operating system ..................................................................................... 12Optional licenses ...................................................................................... 18

P

Patient IDAutomatic generation ................................................................... 61Configuring ................................................................................... 52NHS format ................................................................................... 64

Pre-settings, user-specific ......................................................................... 31

R

Restore ..................................................................................................... 59Restore data ............................................................................................. 59Rights (user) ............................................................................................. 30Rights administration for Workplace Plugins ............................................. 52

S

Save login data ......................................................................................... 63Search for and create thumbnails that are missing .................................... 61Select search mode .................................................................................. 34Selecting storage locations ....................................................................... 37Server

Configuration ............................................................................... 12Starting ......................................................................................... 16Stopping ....................................................................................... 16

Server Log Level Settings .......................................................................... 62Service Tool .............................................................................................. 56

Data backup ................................................................................. 57Log Level Settings ......................................................................... 70Setting the language ..................................................................... 57Settings ........................................................................................ 62Tools ............................................................................................. 60

Index FORUM

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Set image transfer quality ......................................................................... 34Set language of the user interface ............................................................ 34Setting the language (Service Tool) .......................................................... 57Settings

Automatic login, settings .............................................................. 63Automatic logout ......................................................................... 64DICOM Import Directory ............................................................... 65EMR interface ............................................................................... 68Encryption .................................................................................... 64FORUM Viewer ............................................................................. 63HIS interface ................................................................................. 67HL7 connector .............................................................................. 69HL7 filter ...................................................................................... 69Image transfer quality ................................................................... 34Import/export interfaces ............................................................... 65Institute information ..................................................................... 65Language ..................................................................................... 34Multi Component Names .............................................................. 64NHS format (patient ID) ................................................................ 64Search mode ................................................................................ 34Server Log Level ............................................................................ 62Service Tool .................................................................................. 62Service Tool Log Level ................................................................... 70Vendor Neutral Archive (VNA) ...................................................... 62

Silent installation (FORUM Viewer) ........................................................... 23Software configuration ............................................................................ 11Start TrayIcon ........................................................................................... 13Status (user) ............................................................................................. 35Symbols ..................................................................................................... 5System messages ..................................................................................... 77System parameters

Configured systems ...................................................................... 43FORUM server .............................................................................. 42

T

Teleservice software ................................................................................. 27Tool, Service Tool ..................................................................................... 60Trademark notes ........................................................................................ 6TrayIcon

Display .................................................................................... 13, 14Hide ............................................................................................. 15

Troubleshooting ....................................................................................... 72

FORUM Index

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U

Uninstallation (FORUM client application) ................................................. 26Unsupervised installation (FORUM Viewer) ............................................... 23Update (FORUM client application) ........................................................... 26User

Creating ........................................................................................ 36Logout .......................................................................................... 33Managing ..................................................................................... 29Status ........................................................................................... 35

User administration .................................................................................. 19User administration (rights) ...................................................................... 30User interface, set language ..................................................................... 34User rights ................................................................................................ 29

EMR-controlled environments ....................................................... 31User-specific pre-settings .......................................................................... 31Utilities (FORUM server) ............................................................................ 13

V

Vendor Neutral Archive -> VNA ................................................................ 62VNA, Settings ........................................................................................... 62

W

Workplace Administration ........................................................................ 52Workstation computer, configuration ....................................................... 12

Index FORUM

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FORUM

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Goeschwitzer Str. 51-5207745 JenaGermany

Email: [email protected]: www.zeiss.com/med

Carl Zeiss Meditec AG

000000-2240-366-AddGA01-GB-161017

5160 Hacienda DriveDublin, CA 94568USA

Toll-free: 800-341-6968Phone: 925 557-4100Fax: [email protected]/med

Carl Zeiss Meditec, Inc.