Note: This translation was generated automatically from the original German version. In case of discrepancies, the German version shall prevail.
Versioning
| Version | Chapter | Changes | Date |
|---|---|---|---|
| 1.0 | Initial creation of the manual | 10.06.2026 |
1 Info Mat Hub/Digital Assets User Manual
1.1 Introduction
This manual describes how to use the Info Material Hub within the SIMIS (Swiss Integrated Medicines Information System) platform.
The Info Material Hub is used to manage information materials mandated by the authorities, referred to in SIMIS as Digital Assets. These include, for example, the following Digital Asset document types: guidelines, checklists, patient cards or other.
In addition, so-called sources are managed. These contain contact and ordering information for physically available information materials.
The target audience consists of the CompanyAdmin and CompanyUser roles authorised in SIMIS, who register and edit Digital Assets and sources, upload files or publish content.
The manual is structured in a practice-oriented way and describes typical use cases.
1.2 Getting started (within the SIMIS application)
After successfully logging in, access is via:
- the Digital Assets tile
- or the side navigation Info Mat Hub > Digital Assets
By default, the Digital Asset Listenscreen (Digital Asset list screen) is displayed.
2 Overview of the main screens
- Digital Asset Listenscreen (S700) – Overview of all the most recent Digital Assets, including search and filter functions.
- Digital Asset Detail Screen (S710) – Entry form for registering a new Digital Asset.
- Digital Asset Metadata New Screen (S720) – Entry form for new Digital Assets.
- Digital Asset Metadata Edit Screen (S730) – Form for editing existing Digital Assets.
- Digital Asset Sprachdatei Upload Screen (S735) – Wizard for uploading individual language files.
- Bezugsquellen Listenscreen (S750) – Overview of all sources.
- Bezugsquelle New/Edit Screen (S770) – Form for registering and editing sources.
3 Typical use cases
3.1 Register a source
As a user, I want to register a source so that it can be used for Digital Assets.
Procedure:
- Open the Bezugsquellen Listenscreen (source list screen).
- Select the New source button.
- Enter at least the following mandatory data:
- Contact point
- Company / agency name
- Complete optional address and contact details as needed.
- Save the entries.
- The source then appears in the list of sources.
Note: The contact point serves exclusively as an internal working title within SIMIS and is not published.
Important: At least one source must exist before a Digital Asset can be registered. If exactly one source exists, it is automatically used as the default source. If several sources exist, the default source can be changed via the burger menu.
3.2 Register a Digital Asset
As a user, I want to register a new Digital Asset in order to create its master data in the system.
Procedure:
- Open the Digital Asset Listenscreen.
- Select the New Digital Asset button.
- Enter at least the following mandatory data:
- Working title
- Main text language
- Document type
- Addressee
- Authorisation number(s)
- Version
- Information status
- Source
- Complete optional data as needed.
- Save the entries.
- The system automatically returns to the Digital Asset Listenscreen.
- The Digital Asset is now in the status Work in progress.
Important: A Digital Asset can only be registered if at least one source is available.
Note: The working title is used exclusively for internal management and is not published. The addressee determines where the Digital Asset will be published:
Healthcare professional → Publication only on swissmedicinfo-pro.ch
Patient + healthcare professional → Publication on swissmedicinfo-pro.ch and swissmedicinfo.ch
Healthcare professional → Publication only on swissmedicinfo-pro.ch
Patient + healthcare professional → Publication on swissmedicinfo-pro.ch and swissmedicinfo.ch
Note: Authorisation numbers must always be entered as five digits. Leading zeros must be added if required.
Note: The Version and Information status fields serve exclusively for internal traceability for the marketing authorisation holder and have no functional significance in the system.
Note: The default source (= according to the selection in the Bezugsquellen Listenscreen) is automatically pre-selected as the source.
3.3 Edit a Digital Asset
As a user, I want to edit the master data of an existing Digital Asset.
Procedure:
- Open the Digital Asset Detail Screen (= Digital Asset Listenscreen > Actions menu "Details").
- Select the Edit button.
- Adjust the required master data.
- Save the changes.
Important: Editing is only possible while the Digital Asset is in the status Work in progress.
Important: Certain fields can no longer be changed after files have been uploaded: addressee, authorisation number(s). The document type can generally no longer be changed at all.
Note: The Version and Information status fields can be edited at any time, as they are purely informative in nature.
Note: The addressee affects the subsequent publication location of the Digital Asset.
3.4 Upload files
As a user, I want to upload files of a Digital Asset in various languages, so that the Digital Asset can be published.
Procedure:
- Open the Digital Asset Detail Screen (= Digital Asset Listenscreen > burger menu Details), all the way to the bottom.
- In the action menu of the desired language, select the entry Upload.
- Select the desired file.
- In the second step, complete:
- Publication name (max. 200 characters), serves as a short description of the Digital Asset and is published exactly as entered.
- Authorisation number(s), to ensure data quality
- Confirm with Done.
- The file is saved and displayed in the list of files.
- Repeat the process as needed for further language versions.
Note: Only one file can be uploaded at a time.
Important: The file for the main text language must be present before the Digital Asset can be published.
Important: The file format of the very first uploaded file permanently determines the format of the entire Digital Asset. All further language files must use exactly the same file format. Even if all uploaded files are later deleted again, the original file format remains in place. If a different file format is to be used, the entire Digital Asset must be deleted and re-registered.
Supported file formats are:
- MP3 (audio file)
- MP4 (video file)
Note: Uploading a file in an existing language overwrites the existing file.
3.5 Prepare for publication
As a user, I want to prepare a Digital Asset for publication.
Procedure:
- Open the Digital Asset Detail Screen.
- Make sure that:
- the master data is complete
- at least the file for the main text language has been uploaded
- Select the Publish button.
- Set the desired publication date.
- Confirm the entries.
- The Digital Asset changes to the status Scheduled to publish.
- As soon as the selected date is reached, the system automatically publishes the Digital Asset.
Important: Without a file in the main text language, publication is not possible.
Note: As long as the Digital Asset is in the status Scheduled to publish, the publication date can be adjusted again or cancelled.
Note: With every publication, the system automatically creates a new history entry. The addressee determines the subsequent publication location:
Healthcare professional → Publication only on swissmedicinfo-pro.ch
Patient + healthcare professional → Publication on swissmedicinfo-pro.ch and swissmedicinfo.ch
Healthcare professional → Publication only on swissmedicinfo-pro.ch
Patient + healthcare professional → Publication on swissmedicinfo-pro.ch and swissmedicinfo.ch
Important note: The automatic publication of Digital Assets is not yet implemented at present (as of June 2026). The status Scheduled to publish currently serves exclusively for pre-registration and planning of publication. The effective automatic publication will take place 3 months after publication of the guidance document "Information material mandated by the authorities" by Swissmedic, at the earliest on 1 November 2026.
4 Tips and best practice
- Use meaningful and consistent working titles.
- Where possible, upload the file for the main text language first.
- Carefully check the master data before every publication.
- Make sure that uploaded files always use the same file format.
- If the wrong file format was accidentally uploaded first, the entire Digital Asset must be deleted and re-registered.
- Use the history for regulatory traceability of published versions.