Scribe Mobile documents can carry a primary recipient and one or more Cc recipients, shown in the To and Cc fields at the top of the document, provided your clinic is working with Scribe as an integrated system.
The To and Cc fields are only active when all of the following apply to the blueprint used for the document:
- It is an Organisation blueprint, not a Personal blueprint.
- The blueprint has a workflow trigger enabled.
- The blueprint has an integration configured.
- The matching blueprint on the T-Pro platform has default recipients set.
- The user's author group has access to the blueprint.
=> If any of these conditions isn't met, the To and Cc fields are shown greyed out and can't be used. This is expected behaviour, not a fault.
View assigned recipients
When a document is generated from a blueprint with default recipients, these are shown automatically:
- The primary recipient appears in the To field, by name only.
- Cc recipients appear in the Cc field: the first Cc recipient is shown by name, followed by a count of any further Cc recipients. The count updates automatically as Cc recipients are added or removed.
- If a recipient's name is too long for the field, it's truncated with an ellipsis; the layout of the document header doesn't shift.
- To remove a recipient directly from the field, tap the X next to their name.
=> If no recipients are pre-selected, the To and Cc fields are shown empty with the option to add a recipient. Use the + icon.
Select or change recipients
Tap the To field, or anywhere in the Cc area.
=> The recipient selector opens: on the Primary recipient tab when opened from the To field, or the Cc recipients tab when opened from the CC area. Any recipient already assigned is shown as selected.
- Switch between the Primary recipient and Cc recipients tabs as needed - selections made on one tab are kept until the selector is saved or cancelled.
- Review the list:
- If the blueprint has default recipients configured, these are resolved from the visit and patient data and listed first, without loading the full address book.
- Selected recipients always appear at the top; the rest of the list follows alphabetically.
- Each recipient shows their name, role and address.
- To find someone else, type a name or part of an address into Search address book. A recipient already selected is still shown, at the top; if there's no match, a "no results" message is shown.
- Select a recipient:
- On Primary recipient, each recipient has a radio button - only one can be selected, and selecting another replaces the previous choice.
- On Cc recipients, each recipient has a checkbox - select as many as needed, with no upper limit.
- To change a recipient, simply choose a different one (primary) or untick it (Cc).
- Tap Save to apply the changes.
=> The To and Cc fields update with the saved recipients, and the Cc count indicator updates accordingly.
If the recipient or address book data fails to load, an error message is shown instead, and the previously saved recipients remain assigned.
Add a free text recipient
If the recipient is not in the address book, it can be added as free text (previously Add manually).
In the recipient selector, tap + Add free text recipient.=> A dialogue box opens on top of the selector, titled Add free text recipient, with a reminder about legal and policy requirements.
- Enter the recipient's details as a single text entry. Save stays disabled until something other than spaces has been entered.
- Tap Save.
=> The entry is added as a selected recipient, depending on which tab it was opened from:
- On the Primary recipient tab, the free text entry becomes the selected primary recipient, replacing any previous selection.
- On the Cc recipients tab, it's added to the selected Cc recipients, alongside any existing ones.
A free text recipient is shown as plain text, exactly as entered - it has no role or address, and no structured recipient card. Tap Cancel on the dialogue box to discard the entry without affecting the selector.
Edit or remove a free text recipient
Free text recipients can still be changed, as long as the document has not been approved yet.
- In the selector, a free text recipient is listed with its own Edit action (address book recipients don't have this).
- Tap Edit to open the Edit free text recipient dialogue box, pre-filled with the saved text; change it and tap Save, or Cancel to discard the change.
- To remove a free text Cc recipient, untick it; to replace a free text primary recipient, select a different one instead.
- Tap the X on the recipient in the To or Cc field to remove it directly, without opening the selector.
As with any other recipient change made in the selector, updates only apply to the document once Save is tapped there.
Approve a document with recipients
- Tap Approve.
=> The approval dialogue box lists the assigned recipients:
- The primary recipient is shown first, labelled Primary recipient.
- Any Cc recipients follow in alphabetical order, each labelled Cc recipient.
- A free text recipient is shown as plain text, exactly as entered, with the same label.
- If only a primary or only Cc recipients are assigned, just that part is shown.
- If none are assigned, no recipient list appears and approval continues as normal.
2. Choose Send to editor or Approve as usual (or swipe down on the dialogue box to dismiss it).
=> Dismissing the dialogue box this way leaves the document and its recipients unchanged and still editable - there's no separate Cancel button in this dialogue box on mobile.
=> Once a document is approved, its recipients become final: the To and Cc fields turn read-only, and recipients can no longer be added, removed or edited - including free text ones. Later changes to a recipient's details, or to the blueprint, workflow or recipient configuration, don't affect an already-approved document.
The recipients selected in Scribe are also passed to the T-Pro platform when the document is approved, to pre-populate the corresponding letter; changes made on the platform afterwards aren't reflected back in Scribe.
View recipients on an approved document
- On an approved document that has recipients, tap the To or Cc field.
=> A Selected recipients dialogue box opens, listing the primary recipient first, followed by the Cc recipients, each labelled Primary recipient or Cc recipient. Address book recipients show their name, role and address; free text recipients are shown as plain text, exactly as entered.
This list is read-only: there are no radio buttons, checkboxes, tabs, address book search or + Add free text recipient option, and free text recipients have no Edit action.
- Swipe down to close the dialogue box - the recipients are unchanged.
If the document was approved without any recipients, tapping the To or Cc field doesn't open anything.
"Disable Free Text Recipient Entry" facility setting
Scribe Mobile follows the same facility setting as Scribe Web and Dictate Web (set up by an admin under Advanced Settings - see How to Disable Free Text Recipient Entry):
- While the setting is off, + Add free text recipient is shown on both tabs, as described above.
- Once the setting is switched on, + Add free text recipient is no longer shown at all on either tab - only address book recipients can be selected. This takes effect the next time the recipient selector is opened after the setting changes.
- If a document already has a free text recipient when the setting is switched on, and the document hasn't been approved yet, the free text recipient is removed from the To or Cc field and from the selector the next time the document is opened, and it isn't submitted when the document is approved. Already-approved documents keep their recipients unchanged.
Additional notes
- Recipients are entirely optional - if none are selected, approval works exactly as before.
- Cc recipients added in Scribe are ignored on approval if the matching platform blueprint has no Cc recipients configured.
- All other approval behaviour - workflow routing, confirmation messages, and any pop-ups specific to the workflow - stays as before.
If you have any more queries, please do not hesitate to contact our Helpdesk or support@tpro.io.
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