Posts

Setting Up to Receive Notifications

Notifications are an easy way for a user to stay on top of changes to their clients. If a user has access to a client, they can set up to receive specific notifications for them.  Administrative roles can also be notified of changes to all user roles available in the System Admin window. There is more information about the specifics of the Notification Settings page.

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4Setting Notifications Using the Client Selector (User Roles)

1. The user opens the Client Selector.
2. Clicking the pencil icon next to the desired client will open their Notification Settings.
3. The user can then check the checkboxes next to the options they want to be notified of.
4. Pressing save will save the changes and the user will then:
A. Receive an email whenever one of the changes selected occur.
B. Have their notifications tab turn red whenever one of the changes selected occur.


5Setting Notifications Using the System Admin Window (Administrative Roles)

1. The user opens the System Admin window.
2. They then can check the checkbox next to the desired user or client.
3. Going to the Actions tab in the upper left-hand corner and clicking “Configure Notifications” will open their Notification Settings.
4. The user can then check the checkboxes next to the options they wish to be notified of.
5. Pressing save will save the changes and the user will then:
A. Receive an email whenever one of the changes selected occur.
B. Have their notifications tab turn red whenever one of the changes selected occur.

Comments Feature

Comments can be added to any file available for a user with permissions. All comments will be author and timestamped.


Adding a Comment

1. The user clicks on the Comment Tab in the file viewer.
2. This will open the Comment section.
– Previous comments will be in the top window.
3. Below is a text field for the user to add a new comment.
4. To save a comment the user must click the Save button on the bottom of the file viewer.
– All previous comments are not editable.

Please note:
To remove all comments from the file see the Copy File article.

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Deleting a Comment

When creating a copy of the file, the user will have an opportunity to remove all comments on the file.

Video Player’s Tag Feature

A tag can be added to video files only and are placed at specific time points in the video. Previously added tags are not editable. When changes have been made to the file, the “Save” button at the bottom right will turn green. A tack will appear at the specified time in order to provide easy access to the tagged point. All tags are author and time-stamped.


Adding a Tag

 1. The user can click on the plus sign at the bottom left corner of the video player or on the “+ Tag” button to the right of the player.
2. This will open the tag window where the user selects a previously used tag or creates a new tag to add if permission is given.

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Adding-a-Tag Window

After clicking one of the options to add a tag the Adding a Tag window will pop up.

1. The user can click on an existing tag or create a new tag of their choice if permitted.
2. The user can fill in optional information in the Details field.
3. They can then click the submit button.

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1. Time Selected
– This shows the user what time the video is at and where the tag will be placed in the video.

2. Existing Tags Search
– If a user wants to use an Organizational tag or a pre-existing tag, the user can type in the name of the tag to find them.

3. “Blue” Organizational Tags
– The tags that are in blue are the organizational tags. These are the tags that are set for use by default and are available to all users with access to the Video Player.

4. Regular Tags
– Tags that are in black are tags that have been previously used by the user themselves.

5. Tag Name
– If a user has permissions to add their own tag, they can put in a name here that will add a tag to the video as well as the Existing Tags list for next time.

6. Details Section
– A user can add any comments or details they deem important for themselves or others who have access to view their tags.


Video Player’s Tag Section

In order to add a tag, a user must go to the Video Player of the video they want to add a tag to. On the right is a section dedicated to the tags within the video.

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1. Date Column
– This is the date that the tag was added by the author.

2. User Column
– This is the name of the author of the tag. Hovering over the name of the author will provide the full name.

3. Label Column
– This is the name of the tag. Organizational tags will show up as blue and others as black. Hovering over the name of the label will provide the full name.

5. Time Column
– This is the point in time of the video that the tag appears.

5. Arrow Button
– Appears next to the column that the tags are sorted by. While hovering over a column’s title, another arrow will appear allowing you to sort by ascending or descending alphabetically.

6. Edit Column
– Provides options to either delete or edit a tag. Only tags that have been made during this session can be edited or deleted. Previous tags on the video file cannot be edited or deleted (gray tacks) All newly added tags (green tacks) can be dragged to the correct time and/or edited..
+ Pencil Icon: Clicking on this icon will open the “Edit Tag” window, where the user can edit the tag name and/or the details of the tag.
+ “X” Icon: Clicking on this icon will delete the tag.

7. Details Section
– This text box provides the comments on the tag selected that were written by the author of the tag at the time it was created.

8. “+ Tag” Button
– This button allows the user to add a new tag to the file.

Please note:
To remove all tags from the video file, go to the Copy File article.

Keywords Feature

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A keyword can be added to any file available with permissions to the user. This feature provides another form of metadata to add to the file. Many users use this feature to add a weight to the file. For example: Severity 1, Severity 2, etcetera. All keywords will be author and timestamped. Keywords can be added to all file types.


Adding a Keyword

1. Clicking the add button next to the section entitled Keywords will open a new window.
+ Organizational keywords will appear in blue at the top of the will appear in blue at the top of the list if any are available.
+ A user’s previously used keywords will be listed under the organizational keywords.
+ If a user has permission to do so, they can create their own custom keywords.
2. Select or create the keywords and click the submit button to add them to the file.


Viewing Keywords

– Added keywords will show up in the window below the section entitled Keywords.
– If a user hovers over a keyword, the name of the author and time it was created will pop-up.


Screen Shot 2016-08-28 at 10.34.55 PMRemoving a Keyword

1. To remove a keyword, click on the “X” next to the keyword’s name.
Please note a user will only be able to remove keywords they are currently adding before the click on the Save button.
2. When creating a copy of the file, a user will have an opportunity to remove all the keywords only at that time.

Associated Files Feature

Screen Shot 2016-08-28 at 10.57.49 PMFor reference, a user can associate a different file to the file they are viewing. After saving the file they are viewing, each file will then be associated with the other. Associated files can be added to any uploaded file available with permissions for the user.


Adding an Associated File

1. Click on the highlighted text “add” next to the Associated Files section. This will open the File Organizer.
2. Double click on the file you would like to add. This will add the file to the Associated File field.
3. Click the Save button to complete the action.


Screen Shot 2016-08-28 at 10.34.55 PMRemoving an Associated File

1. Click on the “X” next to the associated file’s name to remove the file from the file you are currently viewing.
Please note that a user will only be able to remove the associated file(s) the currently are adding before they click the Save button.
2. When creating a copy of the file, a user will have an opportunity to remove all associated files only at that time.

 

 

 

Administrative Roles

There are three types of roles available for an administrator:

  • Basic Admin role
  • Group Admin role
  • Group System Admin role

Admin

The Admin role has access to all users, folders, files and data of the entire Enterprise Account. The admin has the tools to add, delete, and edit all users, files, and folders within the system.


Admins have complete access to the entire account.
This includes the following tabs:

Actions:
1. System Admin
Client Notepad
2. File Organizer
– Library
– All Files
– My Files
Upload:
1. Electronic
2. FAX
3. App
Reports:
1. Reports
Notifications:
1. Notifications
Settings:
1. Update Profile
Help:
1. Support Query
2. KnowledgeBase


Admins are able to add, edit, and delete all users and clients.
This includes the following:
– Other Admins
– Group System Admins
– Group Admins
– Scorers
– Gold Standard Raters
– Users
– Login Clients
– Clients


Admin’s are able to associate the following with each other:
– Clients/Login Clients with Users
– Clients/Login Clients with Scorers
– Clients/Login Clients with Gold Standard Rater
– Users with Locations
– Group Admins with Groups
– Group System Admins with Groups
– Scorers with Locations
– Gold Standard Rater with Locations


Group Admin

The Group Admin role has access to all users, folders, files, and data in their assigned Group(s). Group Admins have access to only the Group(s) they are associated to within the account. Unlike the Admin role, the Group Admin role cannot add, delete, or edit users and clients.

Group Admin’s accessibility includes the following tabs:

Actions:
1. System Admin
Client Notepad
2. File Organizer
– Library
– All Files
– My Files
Upload:
1. Electronic
2. FAX
3. App
Reports:
1. Reports
Notifications:
1. Notifications
Settings:
1. Update Profile
Help:
1. Support Query
2. KnowledgeBase

 

Group Admins can view these roles that are only within their group:
– Group System Admins
– Other Group Admins
– Scorers
– Gold Standard Raters
– Users
– Clients
– Login Clients


Group System Admin

The Group System Admin role has access to all users, folders, files, and data of their associated Group.
Group System Admins have access to only the Group(s) they are associated to within the account. Unlike the Group Admin, the Group System Admin has the tools to add, delete, and edit the users and clients within their group.

Group System Admin’s accessibility includes the following tabs:

Actions:
1. System Admin
Client Notepad
2. File Organizer
– Library
– All Files
– My Files
Upload:
1. Electronic
2. FAX
3. App
Reports:
1. Reports
Notifications:
1. Notifications
Settings:
1. Update Profile
Help:
1. Support Query
2. KnowledgeBase

 

Group System Admins can delete, add, and edit users that are only within their group.
This includes the following users and clients:
– Other Group System Admins
– Group Admins
– Scorers
– Gold Standard Raters
– Users
– Login Clients
– Clients


Group System Admins can add associations to users only within their group.
Admin’s are able to associate the following with each other:
– Clients/Login Clients with Users
– Clients/Login Clients with Scorers
– Clients/Login Clients with Gold Standard Rater
– Users with Locations
– Scorers with Locations
– Gold Standard Rater with Locations
– Group Admins with Groups
– Group System Admins with Groups