Downloading Resources from the Ardens Portal


The Ardens Portal now requires users to log-in to access our 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 was 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. 


Please note that you must sign up using your NHS Mail email address (@nhs.net OR @nhs.uk).


To register for access, please click on the 'Sign Up' button at the bottom of this page: Download Portal. 


Once logged in, when you access the portal, you should see the 'My organisations' page as below:


Click 'Select' on the right hand side of the screen next to the relevant organisation.


This will display your practice name, a list of who we contact when there is an update to new resources and links to the available downloads.



Before downloading, please ensure you check which version you currently have on your EMIS system and deactivate the previous versions of the same template and delete any previous versions of the same searches before importing. The resources will be named as follows:


  • Templates: Template Name (vXX.X) (Ardens) where XX.X is the version number
  • Searches: Search Name (vXX.X) where XX.X is the version number 


Click on the relevant link to access the download link



The Download Link will display as follows:


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*


Importing Searches

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

Select an appropriate folder to import the searches (i.e. Ardens-QMasters).


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



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. Click on OK


The searches will now be imported to the chosen folder. 


*Please do not forget to delete any old search folders which have the same name*


Importing Templates (only applies to Template Manager Sites)

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-QMasters 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.


The template will be imported to the selected folder.



*Please do not forget to deactivate/archive old versions of the template*


If you have downloaded a zipped file from the portal i.e. Remote Consultation Templates, please ensure you unzip the file first. To do this right click on the saved file in your Downloads folder, and click on the option for Extract all. Keep the file path the same and click on the Extract button. The file will now be available to import.



Importing Documents (Only applies to Template Manager Sites)

Please note that multiple Document Templates are often 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-QMasters 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. 


*Please do not forget to deactivate/archive old versions of the template*


Troubleshooting

Occasionally when importing resources 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 portal and clicking on the required resource to download, click on the 'click here' 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