Ardens subscribers are automatically updated with the latest Ardens resources every 10-12 weeks. The Ardens Portal has been made available for practices that may wish to download and have access to some of the most recent versions of the resources before their next routine update.


Please note - we keep practices up-to-date with what is available on the Ardens Portal page via our RSS news feed and 'Ardens EMIS Chat' Facebook group. We strongly advise have access to either of these communications for regular updates (urgent updates will also be emailed directly to practices).


The following support article will guide you through downloading resources from the Ardens Portal and importing the resources to your EMIS system.


Logging into the Ardens Portal

The Ardens Portal is accessed via the following link - www.ardens.live/portal.. 


The portal requires users to login to access to the Ardens resources. We have made this change for clinical safety reasons as previously it was possible for a user to download resources for any GP practice, and if the wrong GP practice were selected our version control system would not be accurate. This change enables us to have a full audit trail of users who have downloaded our resources.


If this is the first time you are accessing the portal, click on the 'Sign up' button to create an account (this process normally takes less then a minute). Please note - that you must sign up using your NHS Mail email address (@nhs.net OR @nhs.uk).



For those that are already a portal user, enter your login details and click Sign in.


If you have forgotten you password, please contact support-emis@ardens.org.uk.


Accessing the Portal

Once logged in, you will see your organisation(s) listed under the 'My Organisations' section. Click on the Select button to the left of the organisation to continue. 



If you are unable to see your organisation listed or it is incorrect, please contact support-emis@ardens.org.uk.. 


Please note - recent email updates can also be accessed at the bottom of this page:



Downloading Resources from the Portal

The download page will the available resources for download.



To help practices identify which resources to download:

  • A tick displayed next to the resources indicates you have downloaded the most recent version 
  • An arrow indicates you have not downloaded the most recent version 
  • Resources highlight in bold indicates this is an important update and you may want to check you have this latest version


Click on the relevant link to access the download link. Depending on your windows operating system, the Download option will display at the bottom of the screen, click on this to save the download (by default the file will save to your Downloads folder). *Please do not open the file until imported to EMIS*


Occasionally you may see a message ‘blocked because this type of file can harm your computer’.  The Ardens file will not damage your computer and selecting the 3 dots to the right and selecting Keep will enable you to download the file:



Please note - recent email updates can also be accessed at the bottom of this page, along with a list of contacts who will receive this information.


 

Importing Searches to your EMIS System

Access your EMIS system and navigate to Population Reporting module (EMIS button > Reporting > Population Reporting).


Select the Ardens folder and click on the Import button located on the EMIS ribbon (if you do not already have an Ardens folder, please create one). 



The will display the Enquiry Document Import screen. Adjacent to the Enquiry Document field, click on the eclipse button (3 dots).



Find the saved file previously downloaded (please note - this will be an XML file) and click on Open.


The searches will display to the right of the Enquiry Document screen and will be ticked by default, the right hand side of the screen will be blank. Click on OK


The searches will now be imported.


Once the import is complete, we recommend deleting the previous version of the search file e.g. I have imported '1.3 Ardens Main Searches v20', I now need to delete '1.3 Ardens Searches v19'.


Right click on the previous version and select Delete (please see important note below re deleting searches). .


Please note - the deleting process can often take sometime and on some occasions may crash out due to EMIS bugs. We advise if you have any issues deleting previous version of searches, to create a further sub folder in the Ardens folder labelled '*Archived Ardens Searches - do no use*' (if you do not already have one). For any Ardens search folders that do not delete, right click on the folder and select Cut and then Paste into the archive folder, for deletion at a later date (if this is still an issue, rename the folder and enter ZZ for the folder to remain at the bottom of the list).



Importing Templates to you EMIS System (only applies to Template Manager Sites)

Please note this only applies to Template Manager sites who wish to download certain templates prior to their next routine update. Resource Publisher sites will be published automatically as and when changes are made.


Access your EMIS system and navigate to Template Manager (EMIS button > Configuration > Template Manager).


Ensure the Templates & Protocols tab is selected and choose an appropriate folder to import the template, i.e the Ardens folder (If you do not already have an Ardens folder, please create one).


With the folder selected, click on the Import button located on the EMIS ribbon


Navigate to saved file downloaded previously (please note - this will be an XML file) and click on the Open button.


Please note - if an error message displays at this points, such as 'The resource can not be imported. There are conflicts with protocols or templates held by other organisations', please see the Troubleshooting section of this article.


If the resource contains a library item, you may see a pop up with the header below. Please choose the Ardens folder for the library item and choose OK:




The template will be then imported to the selected folder.


Once imported, we advise archiving old versions of the template. Select the template and click Archive on the EMIS ribbon.


Importing Documents to you EMIS System (only applies to Template Manager Sites)

Please note this only applies to Template Manager sites who wish to download certain templates prior to their next routine update. Resource Publisher sites will be published automatically as and when changes are made.


Often multiple Document Templates will be contained in a zipped file when downloaded. Before importing the file to EMIS, locate the folder (saved in your Downloads folder), right click and select the option for Extract All (as per below). We recommend to save this to your Desktop to easily locate in the following steps:



Click on the Browse button to extract to Desktop and click Extract button once selected.


Access your EMIS system and navigate to Template Manager (EMIS button > Configuration > Template Manager). 



Ensure the Documents Template tab is selected (as per below) and choose an appropriate folder to import the document folder, i.e. the Ardens folder (If you do not already have an Ardens folder, please create one).



With the folder selected, click on the Import button located on the EMIS ribbon and then the Folder option if the file contains multiple documents (do not worry we will let you know) or the Document option if importing a single document. 


Navigate to saved file downloaded previously (please note - this will be an .ewdt file) and click on the Open button.


The document template(s) will now be imported to the chosen folder. 


Once imported, we advise archiving old versions of the template. Select the template and click Archive on the EMIS ribbon.



Troubleshooting

Occasionally when importing templates or protocols to EMIS Web you may be presented with a error message, which prevents you from importing the resource to your system. To work around this we have created an alternative version of the resource, which is available on our portal to download.


When accessing the Ardens Portal and clicking on the required resource to download, click on the B Version download link under the Troubleshooting section to access an alternative version, then follow the steps above to import to your EMIS system.




If you require any further assistance on the process above, please contact Ardens support on: support-emis@ardens.org.uk