Creating Reports

Creation of Reports should be the bulk of the work performed using Gazette. As much as possible should be prepared before-hand using Templates and Display Options, so that the Report can be prepared efficiently, concentrating on the content.

Report Document

The Report document consists of two parts, separated by a movable bar. Above the bar is a pane containing the "Header" data for the Report. Below the bar is the Body of the Report.

Header

This contains several fields of information which are used for document identification and auditing. Some fields (e.g. "Report Started") are controlled automatically by Gazette - see Document Audit. You can add and remove fields in the header in the Display Options dialogue.

Body
The Body contains the main content of the report, with a Title, and various titled sections.

Template Notes

If a report is based on a Template, and the template contains a Notes section, a third window will display the notes from that template. Depending on how the template was written, the notes may contain section and text which can be copied into the report as required, and hints, references or a protocol.

Workflow Overview

The bulk of the work can be done by a Technician.

If required, sections can be added and deleted by a Dentist (see Editting your Template/Report). However, ideally such tasks should be done in the preparation of the template - keeping the work of creating individual reports to a minimum.

Import from Database

Careful setup of a template report, and the database connection, can significantly improve report generation time and accuracy.

Text from the database record will be used to replace the placeholder "<Text>" in the corresponding sections in the report. If the placeholder is not present, the data will be appended to the text in that section.

Repeat this for other Data Groups that you have set up, to pull data from other sources.

Copying Template Notes

The Template Notes can be used for anything including reporting guidance, and common phrases or entire sections which might required in the report, depending on the images.

The Templates Notes window will automatically appear if Notes are available in the Template on which the Report is based. You can view Notes from any Template by selecting Load Template Notes from the File section, and selecting the Template file.

You can show/hide the Notes window, and display it on the left or right of the Report by selecting the appropriate commands in the View menu.

You can select text or complete section, and drag-drop and copy-paste complete sections or text into the report as normal.

Selection Margin

The Selection Margin to the left of the Notes page helps you to quickly select and copy sections and paragraphs into the report.

Section or paragraph indicators (green and yellow bars) are shown in the bar. Interaction with these indicators provides increasingly powerful time-saving functionality in well-prepared template notes.

Selection
Clicking will cause the corresponding section or paragraph to be selected. You can then drag-drop or copy-paste from there into the report.
Copying
Double-clicking on a section or paragraph indicator (green and yellow bars) will cause the corresponding section or paragraph to be selected, copied and pasted into the report at the current cursor location. A section will be inserted as an entirely new section in the report.
Paragraph Insertion
Shift double-click causes a paragraph to be inserted into the document into a section with the same heading.
If there are more than one matching section, the section where the cursor is, or the first section after the cursor, is chosen, wrapping back to the start if needed.
If the document section has a placeholder "<Text>", then the paragraph text will replace the placeholder (similar to the database insertion). Otherwise the paragraph will be appended to the section.
If a matching section is not found, a new section is created with the Heading, and the corresponding paragraph in it.
Section Insertion
CTRL double-click on a paragraph indicator inserts a new section with just that paragraph.
The new section is inserted after the cursor position, even if a section with the same Heading already exists. Only the selected paragraph is added to the new section.

Inserting Images

Gazette can display images of various common types (e.g. JPEG, BMP etc) in the report. Images are not displayed with clinical accuracy (i.e. the image scale and grey levels are not carefully controlled). They are for illustrative purposes only.

You must be logged in as at least Dentist level to be able to insert (or delete) images.

Images are displayed in their own section, after the text section in which the cursor is placed. It's not important where in the text section the cursor is.

Images are displayed with a caption, which is numbered automatically. Take care when you add a new image, in case you have reference a caption in the text, that the referenced caption number has not changed.

You can insert images in various ways :-

Drag-drop or Copy-Paste from Windows Explorer
Simply click on the image file you want to insert, drag, and drop it into the report in a editablee area of text.
Drag-drop or Copy-Paste from another Application
You can drag images from other applications that display images, such as word or image-processing applications. Drop the image into the report in a editable area of text.
N.B. Some applications may provide a scaled version of the image, depending on the scale of the image displayed in that application. Others may provide the image in its original size.
Select Section->Insert Image...
Select Insert Image... from the Section Menu, then browse for an image file. The image is displayed immediately after the current section in which the text cursor was placed.

Select Section->Delete to remove an image.

Like all sections in the report, you can adjust the Style Options for images.

Image Editting

Once imported into a report, you can adjust the image displayed, and add annotation graphics.

Double-click the image, to bring up the Image Edit dialogue. For large images you can expand the size of the dialogue by dragging its edges.

Pan and Zoom

The image can be adjusted by interacting with it within the area visible within the cropping rectangle.

Cropping Rectangle

A rectangle over the image shows what will be displayed in the report. The translucent blue area outside the rectangle will not be included.

You adjust it by grabbing and dragging the sides or corners of the rectangle with the left mouse button.

Snap to Grip
Tick this to make the cropping rectangle snap to an (invisible) grid. Pressing CTRL while dragging the rectangle temporarily cancels this option.
Previous Button
Click "Previous" to set the cropping rectangle to the same size as used the last time you editted an image (e.g. to get all your images the same size in the report).
Fit to Image
Click "Fit to Image" if you want to include the whole image in the report (even if you cannot see the whole image),

Annotations

Annotations can be added to the image. Each Annotation consists of a group of Graphics, all of the same type and colour. Each annotation group has a different colour.

Create a New Annotation
Add a new Graphic to the Annotation
To add another graphic to the annotation, select the annotation from the list that you want to add the graphic to, click the Add New Graphic button, then click/drag in the image where you want the graphic to be displayed.
n.b. Label annotations cannot contain more than one Label.
Adjust a Graphic
Press the left mouse with the cursor over the graphic, and drag to adjust it. The graphic display changes when the cursor is above a control point that you can adjust.
To move the whole graphic without changing its shape, press the Shift key as you press the mouse button to grab the object.
For some graphics (e.g. Labels) you can double-click the graphic itself to make changes.
Delete a Graphic
Click a graphic to select it then click the Delete button. Hold down the shift or control key to select multiple graphics within the same annotation.
If all graphics from an annotation are deleted, the annotation is also removed from the list.
Automated Update

Once you finish editting the image, press "OK", and the report will display the new image. The Caption for the report is also updated to include any annotations. Each annotation in the image will have an entry including the text assigned to the annotation, and an automated description of the graphic style and colour.

Background Info

Copies of the images are stored in a folder in the same folder as the report file, called "<report>_images" which is managed automatically by Gazette. Do not store your own files in this folder. If you change the filenames of the images in this folder, Gazette will not recognise them any more.

Document Audit

DICOM SR defines a document versioning and verification system, which can be used if desired (or once it becomes required !).

When a report is first created, the "Started" date and time is filled in in the Header. As you make changes, the "Last Edited" entry is updated.

Once editting has been finished, the report can be marked as "Complete" by selecting the command from the Document menu. Once Complete, the report becomes "read-only" - that is you cannot make changes.

Completed reports can be marked as "Verified" by one or more Consultants, depending on your required protocol. Consultants must provide their Organisation and ID in their User settings to Verify a document. The Consultant is added to the Verification list in the report Header.

Completed reports can ultimately marked as "Finalised". If your centre follows a strict protocol, this would indicate for example that the report has been verified by the required number of Consultants.

At any time in the above process, a report can be reverted to "Partial" state, which allows editting to resume. The report must be Completed, Verified and Finalised again, if required.

Distribution

Once your report is finalised, you can distribute it a number of ways :-

Share the report file with another Gazette user.
Gazette functions in a "read only" mode when used without a licence.
Export as Zip archive
This option conveniently creates a compressed archive containing all the files for the report.
Export as Web page
Saves the report in HTML format. Any images in the report are saved in a sub-folder where the HTML file is saved. You need to keep the folder together with the HTML file
Export as Open Document Format
Saves the report as an ODF file, which can be imported into most word-processors.
Print
to a normal Windows printer, or to a PDF generator if you have one