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Agile Product Lifecycle Management Recipe Management for Pharmaceuticals Administrator Guide Release 9.3.3 E39287-01 |
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# 7 Administration

This section helps you to set the application defaults and understand how to manage audit trails.

As an Recipe Management for Pharmaceuticals administrator, you log on to the development database to incorporate metamodel changes across the application.

## 7.1 Library (Records)

Recipe & Material Workspace's record-management system permits the creation, retention, removal, and use of records. The Library lets a privileged user locate records, add the records directly into the database, have multiple result views of records, compare records, and duplicate records.

Information is organized depending on functionality. Each function is stored as separate categories or folders. Each category has a set of attributes. There is a parent category that is the base or root of the category hierarchy tree. A child category inherits all attributes of a parent category.

For example, View is one of the subcategories of Metamodel. Recipe Management for Pharmaceuticals allows the user to add multiple records simultaneously.

### 7.1.1 Creating a Record

To add a new record to the library:

1. In the Tools & Settings menu, select Administration > Library > New Record.

2. In the Category tab, select a category for which you want to add a record and click Next.

3. In the General tab, enter the key information for the record and click Next.

4. The Details tab displays fields based on the selected category.

5. Enter relevant information in all the fields.

6. Click Finish to save the changes. You have added a new record to the library and a confirmation message appears.

### 7.1.2 Managing Records

You can view, search, browse, view details, edit, duplicate, and remove records.

#### 7.1.2.1 Browsing and Searching Records

To browse for a record in the library:

1. In the Tools & Settings menu, select Administration > Library > Manage Record.

2. To browse for a record, in the Browse tab, select a category.

3. In Records, click the Search tab.

4. You can perform a search in any of the following ways:

   - Enter the search criteria in any or all of the fields and click Search.

   - Select the required Value from the fields. Click OK and then click Search.

   - Leave all the fields blank and click Search.

Records displays the records based on the search.

#### 7.1.2.2 Editing Records

To edit record or report details:

1. In the Tools & Settings menu, select Administration > Library > Manage Record

2. Search and select the record or report.

3. Click Edit.

4. Edit information for the fields.

5. Click OK. A confirmation message appears.

#### 7.1.2.3 Duplicating Records

To duplicate a record:

1. In the Tools & Settings menu, select Administration > Library > Manage Record.

2. Browse or search for the record.

3. In Records, select the record that you want to duplicate and click Duplicate.

4. Enter the required information and click OK. The confirmation message appears.

#### 7.1.2.4 Removing Records

To remove a record:

1. In the Tools & Settings menu, select Administration > Library > Manage Record.

2. Browse or search for the record.

3. In Records, select the record that you want to remove and click Remove.

#### 7.1.2.5 Activating and Deactivating Records

You can only activate and deactivate records that belong to selected categories.

Note: You can see the effectivity options only if a category has its Effectivity set to True. Effectivity option is set to true when you define a category.

To activate or deactivate a record:

1. In the Tools & Settings menu, select Administration > Library > Manage Record.

2. Browse or search for the record.

3. Click More and select Activate or Deactivate.

   - In Reason for Activation, enter the start date, end date and the reason for activation. Then, click OK. You have activated the record.

   - In Reason for Deactivation, enter the end date and the reason for deactivation. Then, click OK. You have deactivated the record.

Note: you will not be prompted for your reasoning unless the "Reason For Change" prompts have been enabled.

## 7.2 Manage Internal ID

In Recipe Management for Pharmaceuticals , each instance of an object is identified with its Internal ID. An internal ID is generated each time a new record is inserted into the system. You can:

- Increase the size of the internal ID to accommodate IDs beyond the given size.

- Change the start and end sequence ID.

You can set a maximum value for the sequence so that after the end sequence is reached, the system does not allow any user to insert any more records. In case the internal ID sequence reaches a predefined threshold, the system sends out a Critical Alert to you.

Internal IDs can be used to migrate data from another external system without using API (such as a PL/SQL program.)

To manage internal IDs:

1. In the Tools & Settings menu, select Administration > Manage Internal ID.

2. Manage Internal IDs displays the start sequence number, end sequence number and the last value. Click Refresh to refresh the displayed values.

3. To set the end/maximum value:

   - Click Set MAX ID.

   - In the Set Internal IDs screen, enter the End Sequence Number. This value should be greater than the last value.

   - Click OK. The value displays in the Manage Internal IDs.

4. To reserve IDs:

   - Click Reserve Block.

   - In the Reserve ID Block, enter the number of IDs to be reserved.

   - Click OK.

The confirmation message displays the number of reserved IDs, maximum value and the next available ID.

## 7.3 Unlocking Objects Currently Being Modified

At any given time, only one user can edit an object. When a user opens an object for editing, Recipe Management for Pharmaceuticals automatically locks the object to prevent others from attempting to edit the same object. The system will throw an exception if multiple users try to edit the same object simultaneously. Hence, the object remains locked for all other users when it is being edited by one user.

You can see all objects that are currently locked by the Recipe Management for Pharmaceuticals system on the Objects Currently being Modified page. If needed, you can unlock an object that has been locked by Recipe Management for Pharmaceuticals .

To unlock an object:

1. In the Tools & Settings menu, select Administration > Manage Object Lock > Objects Being Modified.

   All objects that are currently being edited are listed on the Objects Currently being Modified page.

2. Select the object(s) that you want to unlock and click Unlock Objects.

   Once an object is unlocked, it can be edited, updated, or deleted.

## 7.4 User Audit

User audit records the details of users who are currently logged in. It also gathers the history of all users who have logged in to the application. Details of users such as User ID, Display Name, Login Time, Logout Time, Client IP Address, Client Name, Database, and Session ID are recorded and displayed.

### 7.4.1 Active History

To view the active history of users:

1. In the Tools & Settings menu, select Administration > User Audit > Active History.

2. Click on Search.

   Results in 'Audit User Activity' shows the details of the history of all the users who have logged in.

   - You can export the details of users by selecting them and clicking on the export icon.

   - You can compare two users by select on the users and clicking on the compare icon.

### 7.4.2 Users Logged In

To view users who are currently logged in:

1. In the Tools & Settings menu, select Administration > User Audit > Users Logged In.

2. A list of all the users who are currently logged in is displayed.

   - You can export the details of users by selecting them and clicking on export icon.

   - You can compare two users by selecting the users and clicking on the compare icon.

## 7.5 Cache

Cache improves the performance of the application and ensures faster responses to requests. A cache ensures that the application meets the performance and response requirements.

At a high level, the following objects are cached in Recipe Management for Pharmaceuticals :

- Metadata for all persistent data objects are retrieved from the database and a database cache is built. These objects are cached in memory when the first request for the object is made by any one of the application modules.

- Configuration information that is stored in files, which are cached in memory, at the application startup.

The various granular caches in Recipe Management for Pharmaceuticals are:

- Image Cache

- Alerts Cache

- Authorization Cache

- Business Object Cache

- Integration Cache

- Macro Cache

- Metamodel Cache

- Organization Cache

- People Cache

- Sequence Cache

- UOM Cache

- Valid Value Cache

- Workflow Cache

- Localization Cache

### 7.5.1 Cache Initialization

There are two types of cache initialization in Recipe Management for Pharmaceuticals :

- Lazy Loaded Cache - Data is loaded from the repository on-demand and the cache is built, as requests are made for different objects/data. Since the cache is not built completely at a single instance, this type of loading mechanism is called Lazy Loaded Cache.

- First Access Fully Constructed Cache - The entire set of objects/data that form the cache is loaded from the repository when the first request is initiated. Since the entire set of objects/data is cached, this type of loading mechanism leads to a completely constructed cache at the first request, and so is called First Access Fully Constructed Cache.

### 7.5.2 Refreshing and Invalidating Cache

Caches can be refreshed or invalidated. Configuration information (data read from the application configuration files) is not refreshed. You can refresh the entire application cache for a database that invalidates all the caches stored in the Application Caches.

For example, you may change the Category through the Metamodel UI, which results in the Persistence Cache (Category Cache) being refreshed by the system automatically, without your intervention. In this case, you do not have to refresh the cache manually through the UI.

To refresh a cache manually:

1. In the Tools & Settings menu, select Administration > Cache > Manage.

2. In Refresh Cache, select the database that you want to refresh and click Reload Cache.

#### 7.5.2.1 View Refresh History of Caches

You can view the refresh history of caches in a chronological order.

To view the refresh history of caches:

1. In the Tools & Settings menu, select Administration > Cache > View Refresh History.

2. Cache Refresh History displays the history of all the caches that were reloaded or cleared.

   Details of caches like Cache Name, User ID, User Name, Client IP Address, Reason for Change, Refresh Type, DB Name and Client Type are displayed in the Cache Refresh history page.

3. Click OK to return.