Beatrix Training: Entering and Tagging Calendar Events

December 01, 2022

Information

An in depth look at entering and tagging calendar events in Beatrix, the redesigned platform for managing dynamic content that is published on the School of Medicine, School of Public Health, Yale Medicine, and other Yale websites.

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00:13Started. Thank you, Denise.
00:19So thanks for joining.
00:20We've got a small group today,
00:21but it is focused,
00:23going to be focused on event management
00:26within Beatrix is a quick reminder,
00:30Beatrix is a relaunch of the
00:32school's profile system.
00:34It contains profiles, news, events,
00:37clinical trials, media, Umm,
00:40CV's and will be forever expanding over
00:45the course of the next 6 to 12 months.
00:49As we add new features and functionality,
00:51but the purpose of today is to do a
00:54deeper dive into event management and
00:57answer any questions that you have.
01:00If you if you have any feature requests
01:02that you would like to make of the team,
01:05happy to chat through that.
01:08The.
01:10Goal, my goal for the team over
01:15the next month or so is to make
01:18public a road map of Beatrix,
01:20product development road map of
01:22Beatrix that we can share out with
01:24you all that will highlight for
01:26you different feature sets that
01:28are going to be introduced over
01:30the next six months to the system.
01:33So we will begin sharing that and
01:36making that available in January just
01:38to try to have some transparency
01:40around our product development.
01:41Road map.
01:43Anyway, in this session,
01:45if you have any questions,
01:46feel free to unmute yourself and
01:48ask or feel free to use the chat
01:51and we'll be monitoring that Elvis
01:54is going to take over and share his
01:56screen and start walking through events.
02:00Full disclosure, he has.
02:03Power service people at his house,
02:06that may cut his power,
02:07and so he may just drop off unexpectedly.
02:09And if so, someone else on
02:11the team will take over.
02:13So just warn you that that may happen.
02:15OK. I'll just go ahead.
02:17All right. Thanks for that
02:18introduction and for that caveat.
02:20Hopefully I won't suddenly disappear.
02:23So. The events, just as a preface,
02:27are largely the same.
02:30As they were in a previous system.
02:34I'm going to.
02:37Talk about one caveat,
02:38which we've covered in the overview,
02:41but the one most important thing to keep
02:43in mind if you've already used events,
02:45you're familiar with the system.
02:48The one thing to note is previously once
02:52you submitted an event, it was live.
02:55Well once you submitted event and it
02:57was accepted to at least one calendar,
03:00assuming you don't have access to
03:02post events directly to your calendar.
03:05Once it was live,
03:06the event was live and as you made
03:10changes like updating a title or adding
03:14a subtitle or changing my description.
03:18Once I made these changes and saved,
03:21those changes would immediately
03:23appear on the live websites.
03:26That workflow is slightly different and
03:29Beatrix now when we're editing events.
03:32They must be published after you edit
03:34the event in order for those updates
03:36to be profit propagated to the site.
03:39So I just wanted to start with
03:40that because if you knew anything
03:41about the system before,
03:43that's the one most important thing to
03:44know now is that the way that updates
03:47get pushed out slightly different,
03:48you have to publish your changes well,
03:50and your as before your event has
03:53to be submitted to at least one
03:55calendar in order to publish.
03:58The event must be published in order
04:00for it to update on the website.
04:04OK, with that I am going to simply run
04:07through the creation event because this
04:10isn't something we did in the introductory
04:13session as it's it is largely the same,
04:16but maybe there's some newer features
04:17or even older features that we just
04:19haven't been able to gotten a chance
04:21to talk to you about very much
04:22that I'd like to go over now.
04:25The first thing that you'll notice
04:27when I go to the events module, sorry,
04:29I skipped past very important part once.
04:32After you log into via tricks
04:34and you visit the events module,
04:36on the your events screen you will see
04:39the option to add a new event and that
04:41is how you start adding a new event.
04:43The very first field you see is event
04:46type and this needs to be selected
04:49before you start adding most of
04:51the details because it depends.
04:53It determines what kinds of options you're
04:55going to have when creating this event.
04:57I think single event and recurring event
04:59are going to be familiar to anyone who's
05:01ever used outlook before a single event.
05:03So one off that you create that's
05:06going to happen one time and that's it.
05:08A recurring event is something
05:09that happens in some regular basis,
05:11like a weekly meeting that you want
05:13to add many instances of to the
05:15calendar at once because you know
05:17you're going to have a meeting every
05:19Tuesday for the foreseeable future.
05:21Multi Session event is a little bit
05:23more complicated and there isn't
05:25really equivalent to this in outlook,
05:28so I don't have a great metaphor
05:30for you here,
05:31but I will go through the multi
05:33session events a little bit later.
05:35Those don't get a whole lot of use right now,
05:37but they are kind of handy for creating
05:40representing events that are larger in
05:43nature like a conference that might have.
05:47Limitations that comprise a
05:49lot larger single event,
05:51and it can be useful for
05:53displaying those on site,
05:54so I'll get to those a little bit later.
05:56For now I'm going to focus on simply
05:59creating a single event in the system,
06:02so when I'm creating my new event.
06:05I've got to add a title.
06:07I have the option to add a subtitle.
06:09It's totally optional.
06:10You don't need to use it if there's
06:12nothing relevant to place there.
06:14Umm,
06:14the slug.
06:15This is going to make sure that
06:18your event has.
06:19This is a relatively recent
06:21addition of the system.
06:22It used to be that the URL for every event
06:25on the medicine that you're the Edu site
06:27was just some ID from the profile system.
06:30But more recently we have
06:32added a nice looking slug,
06:34which is really.
06:36A good enhancement for SEO for these events.
06:40So if you have an event that's
06:42that important that you'd like
06:43people to be able to Google for
06:45it and find it immediately,
06:46make sure your slug is something
06:48that makes sense.
06:49It's going to just copy the the text that you
06:52enter into the title and translate
06:54it into something nice for URL like.
06:57You'll see that my apostrophe here
06:59got removed because you can't
07:01have an apostrophe in the URL,
07:03but it's something that's number one.
07:05It's nice for a visitor
07:07when they see the page.
07:08If they look at the URL it's like, oh.
07:10And then it's pretty obviously gonna be
07:12a page about my marks one off event,
07:14but it also is a big help for search engine,
07:16so just something to keep in mind.
07:18Usually you won't have to edit this,
07:20but if you're particularly prominent
07:22event that you want to make sure
07:25is up to snuff in terms of SEO,
07:27you're going to want to make sure
07:29that this slug is something that
07:31somebody might search for if
07:32they're looking for that event.
07:34OK.
07:34And then obviously the most important thing
07:37for my event is the event start date.
07:42Most of our events are going to
07:44start and end on the same day
07:46and have some particular time.
07:4915 minutes seems a little
07:50ambitious for my event,
07:51so I'm going to update up it to 30 minutes.
07:55The one caveat is if it's
07:56some kind of all day event,
07:58like a holiday or just something
08:01that's occurring literally all day.
08:03Instead of trying to set the time,
08:05just click this checkbox here and
08:07now we'll and that will give it'll
08:09present the event in a way that makes
08:11sense for something that is relevant
08:13for the entire 24 hour period.
08:16Importantly,
08:16I must add a contact before I can even
08:19create this event in the 1st place.
08:21Create the stub for this.
08:22What's going to become my event?
08:24We want to have somebody that people
08:26can get in touch with if they
08:28have questions about this event.
08:32You'll see that one once I add this content.
08:34This is actually a bug we're working on that.
08:36This doesn't appear earlier,
08:37but right now once I add my contact
08:39I'm going to see potential conflicts.
08:44Usually, this isn't going to.
08:45This probably isn't going to affect
08:48whether or not you're going to
08:50schedule this event for this time,
08:51but it can just be helpful to know
08:53what else is happening at the time
08:56that I'm planning to submit my event.
08:58So this is just getting me a
08:59preview of a few of the things that
09:01are going on at that same time.
09:03Once I've entered all this
09:05minimum required info,
09:07I'm going to hit continue and
09:08that's going to sort of unlock
09:10the remainder of the fields.
09:12Now that I've cleared my event title,
09:14the slug is unique.
09:15I've got a time I can go ahead and
09:17start adding all the other information
09:19I want to add about my event.
09:21Um.
09:21You'll see that some of these
09:24sections are collapsed by default.
09:26We've tried to like RSVP and location.
09:29These sections are collapsed,
09:31whereas general information
09:32I already see all the fields.
09:35We've simply tried to set this up by
09:37how frequently people use these sections.
09:40I think I actually need to change here
09:42because location is used often enough
09:44that it really should be expanded by default,
09:46so I'll make sure that change happens.
09:48But things like RSVP,
09:49you may or may not care about people RSVP.
09:52Into your event, but if you do,
09:54you definitely want to
09:55put that information here.
09:56If there's some kind of online
09:57registration form for your event,
09:59you should plug in that URL here.
10:01That will get create on the event side,
10:03and I'll show you a preview of this later,
10:06but I'm going to put gibberish URL
10:09for now when we preview the event,
10:11you'll see that this puts a big button
10:14on my event page that says RSVP.
10:17So it's really useful.
10:18You don't want to just bury
10:20this e-mail in the description.
10:23Um,
10:23you wanna make sure you put the URL
10:26to RSVP in this RSVP URL field so
10:29it gets called out on the website.
10:31Alternatively or in addition.
10:33You can add an RSVP contact.
10:37Umm, I'm just going to add myself here.
10:39You'll see that I was able to
10:41add myself quickly and easily.
10:43Because I am the event contact.
10:45I also have the ability if it was
10:47somebody other than the contact
10:49for the event who happens to be me,
10:51I could add an external person just
10:53by manually plugging in their name
10:55and at least an e-mail or phone number.
10:57You need at least one of these
10:58or else it won't let you submit.
11:00This person is a contact,
11:02or I can pick another person at Yale.
11:05And I just start typing their name.
11:06I'm going to pick on Denise
11:08because she's at the top in my View
11:10preview right now.
11:11And of course my search
11:13wasn't specific enough,
11:14so any type of full name and there
11:16it's Denise and she is going to
11:19be the RSVP contact in my event.
11:21OK, location, like I said,
11:24right now it looks like it
11:25was collapsed by default.
11:26I will update this so that it is not.
11:31When you add a location,
11:32and also I'm going to note
11:34here it's really inconvenient.
11:36Right now you can only add
11:37one of these three locations,
11:40but especially now that.
11:43We are having lots more
11:45in person meetings now.
11:46Many of our meetings have both a virtual
11:48location and a physical location.
11:50So soon we will be adding the ability
11:53to have a hybrid event where you're
11:55going to have some people in a
11:57physical location and others might
11:59be calling in via zoom or otherwise.
12:01So I apologize for that
12:02inconvenience for now,
12:03but really hoping within the next few weeks
12:05we can address this so you can have both,
12:07which is what most people probably want.
12:10In any case,
12:11if I select the hill location,
12:14we've got all kinds of Yale locations
12:17already in the system that you can
12:20search just by starting to type the
12:23name of the building or the address.
12:25And it should show you the building
12:28that you're looking for if you don't see
12:31the building that you're looking for here.
12:33You can just use this report a bug feature
12:35right here to contact us and let us know.
12:37Hey,
12:37I'm trying to add this building,
12:38I don't see it.
12:39Maybe we just need to fix the terms that.
12:44Come up in search,
12:44or we need to actually add it to the system,
12:46but just contact us if you don't
12:48see the Yale building that
12:50you're expecting to see here.
12:52Now I'm at Yale location.
12:54This is leveraging the Google Maps API to.
13:00Show addresses of basically any,
13:03any address in the US at least.
13:06It gets a little dicey if you're trying
13:09to add international events sometimes,
13:10but I don't think it's happening
13:12all that often but US addresses,
13:14you should be fine.
13:18So. If you can just start typing
13:20the name of any street address um
13:23and you can select that from Google
13:26and it will pre populate these
13:28other fields with that information.
13:30It will not pre populate
13:33the specific location.
13:35And this is actually the same for Yale
13:37events, sorry, Yale locations as well.
13:40These additional details will not be
13:43prepopulated because obviously we can't
13:44determine things like sweet or floor
13:46or room just based on your street address.
13:49These are things that you
13:50would have to populate.
13:50If you want to tell people the exact
13:52room where this meeting is happening,
13:54you just have to plug that in manually here.
13:57And lastly, virtual location is pretty.
14:01Straightforward.
14:01You could put in a zoom URL,
14:04you could put in also a phone number,
14:07or you could just describe what people
14:09have to do if neither of those fits,
14:12exactly how people need to join this meeting.
14:15Um. For now I'm just going to add.
14:21Ohh. Let's see our buildings
14:25even in here it is great. OK.
14:30So we're having my meeting
14:32at the Communications Office.
14:34Event type.
14:35This is literally just selecting
14:37what type of event we're having.
14:41I'm going to say this is my training
14:44meeting that I'm adding here audience.
14:46This isn't going to change anything
14:48about who sees this event.
14:49It's just information for people
14:51to know who the audience expected.
14:54Audience for this event is.
14:56So if literally anybody can come,
14:58you should just leave it as anyone.
15:00If it's limited to just your department,
15:02you would select organization only,
15:04just the School of Medicine or
15:05the School of Public Health.
15:06You might select school only,
15:08anyone at Yale, Yale only,
15:10or if you have some more.
15:11Complicated.
15:14Logic for who's allowed to attend,
15:16then you might want to select restricted,
15:18and in that case you probably
15:19want to add a description to tell
15:21people who is eligible to come,
15:23and in addition you can indicate whether
15:25or not there is a cost involved here.
15:34So you can do that there.
15:39Refreshments. This is just to tell people
15:41if you're going to be including any kind
15:44of refreshments that you're meeting.
15:45Let's say I'm going to have coffee
15:47and tea at my meeting, and if I wanted
15:49I could add some words describing,
15:51but I think coffee and tea will
15:54suffice people to know what to expect.
15:57Media so event thumbnails currently
16:00do not really display anywhere,
16:04but we are working on a template that
16:06will be available relatively soon
16:07within the next month or so where
16:09you can have a list of events along
16:12with thumbnails and as they when they
16:13appear on your site you're going to
16:15see a list of events and they'll each
16:17have the thumbnail if it's present.
16:18So you might want to start using that field.
16:20Especially on September it's available
16:22so you could have a nice looking list
16:24of events if you have relevant images
16:26to display. On with those events.
16:29Flyer. If you have an event flyer,
16:32you might as well upload it here.
16:33People might want to.
16:36Print it out and post it in
16:40physical locations.
16:40If you're only promoting the event online,
16:43I would say a flyer is
16:45probably not necessary.
16:47The PDF Flyers are really more useful
16:48for printing them out and tacking
16:50it up on Bolton board than making
16:52it available on a wet on the web,
16:53but it can be nice a nice resource
16:55for people to have,
16:56especially if you expect some of the
16:59people viewing this event might be
17:01interested in sharing it and promoting
17:03it themselves so you can upload.
17:05It will.
17:06Your flyer will be converted to a PDF,
17:07but you can upload any of these kinds of
17:10documents, like a image or a word doc,
17:12and it'll get converted to a PDF
17:14automatically for you.
17:15Elvis,
17:16could you just do the
17:18image requirements for the thumbnail?
17:23Umm.
17:26I think. I actually don't know off the
17:29top of my head that image reporting,
17:31so I have to check.
17:32I I think this might be an accurate.
17:33I think that this size is
17:35greater than 3 megabytes.
17:37I have to check on that though.
17:40Sorry, I sort of intentionally skipped
17:41over that cause I think this is inaccurate.
17:43I think the requirement is larger.
17:46The Max size is larger than this.
17:51More importantly, what's the minimum size?
17:55Yeah, sorry, I don't, I don't
17:56know off the top of my head
17:57what the minimum size is. Sorry.
18:01Umm, the system.
18:03If, if, Andrew, if you try to upload an image
18:05that's not going to work,
18:06the system won't let you.
18:07Yeah, it'll reject it.
18:09Yeah. I'm sorry that we don't know the.
18:12Details offhand, yeah, sorry. I'll.
18:14I'll try to get that for you all and
18:16I'll make sure this is accurate.
18:17It's really confusing that
18:18I think this is not correct.
18:20So we'll get that addressed.
18:24Media library so you can also
18:28associate media with your event.
18:31And this is really handy,
18:32especially if you're interested in
18:34promoting any kind of events that
18:37have already occurred on your site.
18:39You can upload a recording of your event,
18:42and it will appear along with your
18:44event when people view it online.
18:47So if you want to for some reason include
18:50past events to show the kinds of things,
18:53the kinds of seminars your department runs,
18:55for example,
18:56then you'll want to also include
18:59as long as it's available.
19:01That recording of that event so that
19:03people can get actually see exactly
19:06what kinds of events you're running.
19:09Um related materials is
19:12pretty straightforward.
19:13If you have any links on to
19:16websites that you'd like to include
19:17that are relevant for the event,
19:18and any links to documents that might
19:20be relevant aside from the flyer,
19:22you can add them here.
19:23They're just going to appear
19:25as links in the side column.
19:30Going to add 1 here just so we
19:32have something to look at when we
19:33see our preview in a few minutes.
19:39Sure.
19:42With the documents.
19:46These are all tests,
19:47documents and a little scared about
19:49what I'm reading here, but we'll see.
19:51We'll just add one for the heck of it.
19:53Related news, this is a relatively
19:55new feature that rolled out
19:57right before Beatrix launched.
19:58If this was available on profile system,
20:01but not for very long
20:03before Beatrix launched,
20:04you can now associate events with news.
20:07If you do that.
20:08When you look at the news article
20:10that this event is associated with,
20:13you will see a little
20:14highlight for this event.
20:16So definitely use this field.
20:18If you have an event that's big enough
20:20that you wrote a news article about it
20:22in the in the news module of the system,
20:24you're going to want to relate
20:26it so that those elements link
20:28to each other on the website.
20:30Umm.
20:34Albas. Jonathan has a
20:37question about the media
20:39library and the chat. OK.
20:43This is John. I could just say
20:44what it is, is that you know,
20:46especially for past workshops we've
20:48recorded them and then wanted to
20:50put up the link that we put the
20:52video into the media library.
20:54And just the question of how
20:55do you identify those or pull
20:56them if they're in the yasm media library,
20:59like what's the cross thing you need,
21:01is it a slug or a number or
21:03what do we do with the new system, right.
21:05So unfortunately we added
21:07so many media items at once,
21:09we do not have a great way to
21:11search for those right now.
21:13Only search we have is by the title,
21:15which obviously if there's a bat,
21:17if there's a sort of gibberish file name
21:19and not a really well written out file name,
21:22then it's going to be really
21:24difficult to find a search.
21:25So if you know the name,
21:27if you put it up into the
21:29library and you know the name,
21:30you search the name, you can just pull
21:31it from the library directly. Yeah,
21:33if you have one off the top of your head,
21:35we could try to find it.
21:36Right now I don't know the names off here.
21:39OK, that's all right, but you should
21:40be able to search it by the name.
21:42So if I wanted to add.
21:43Existing media item that already existed.
21:46I would open up my media library.
21:49I'll Click to add new,
21:51I would go to well,
21:53I could go straight to Miami
21:55if I'm the one who uploaded it,
21:56and I could search here if I know
21:58it's somebody else who uploaded it,
22:00I would just click on public instead
22:02of my media and search for it here.
22:04Obviously it's a little more
22:05difficult to find because there's
22:06a lot more items here,
22:07but you can filter it to just
22:09your own media events here.
22:14OK.
22:18All right, people on calendar,
22:20so this is really the most important section
22:23aside from setting the date and time.
22:26Because what you tag here will determine
22:30where this event actually appears.
22:32First of all, I'm going to get to publicize
22:35and private tags in a minute, but.
22:39Umm. But first thing, go to speakers.
22:43You definitely want to tag the
22:45speakers of the event 1st.
22:46What this will do in addition to giving.
22:50A nice little element where it shows the
22:53speaker for the event on the event itself.
22:55When I tag somebody in an event,
22:57it's going to automatically suggest
23:00this event to any relevant calendar
23:03is related to organizations that
23:05that speaker is affiliated with.
23:07So if I tag myself,
23:09it's going to automatically going to be,
23:11it will automatically be suggested to
23:13the Communications Office calendar.
23:15So that's really going to make
23:16sure you tag your speakers.
23:18Same thing for host users or orgs.
23:22Orgs are the organizations
23:24that exist in the system.
23:26So if this was a internal
23:29Medicine Department event,
23:30I could type in internal medicine,
23:31select internal medicine that's
23:33going to get suggested there,
23:34and it'll also cite in the event that this
23:36is an event hosted by internal medicine.
23:39Umm.
23:41In addition, there's lots of ways to tag.
23:44I could also just directly tag the
23:46event to any calendar I have access to.
23:49I have a ton of access,
23:50so I see a ton of calendars here.
23:52Most of you will see far fewer elements here.
23:56But you can see all of your calendars
23:59here and just quickly add this
24:02event to whatever calendars are
24:04relevant popular calendars I'm
24:06looking in a testing environment,
24:08I should have mentioned that earlier,
24:09which is why I see some kind of
24:12nonsense names for calendars here.
24:13But.
24:17The popular calendars right now
24:20on production or simply a the
24:24School of Medicine calendar,
24:26simply because that's the primary calendar.
24:28That's also, importantly the calendar that's
24:31used to feed events to be Y SM Events Digest.
24:35Sorry, the Wyson events e-mail.
24:37So if you want your event to
24:39appear in the YS Events Newsletter,
24:41make sure you submit your event to
24:42the Yale School of Medicine calendar,
24:44which, when you look on the production
24:46system that we're all working in,
24:48will be the one popular calendar right now.
24:52Thirdly, in addition to be able to
24:55directly suggest the event to my own
24:57calendars and add to the popular calendars,
25:00I if there's some other calendar I
25:02know exists but I don't have access to,
25:04I can suggest it directly by typing it here.
25:06So if I don't have access
25:08to the surgery calendar,
25:09but we have some prominent surgeon
25:12from another school maybe coming to.
25:14Clock at this meeting.
25:15I might want to suggest this event to
25:18the relevant surgery calendars directly.
25:22And then after all that I can see the
25:25approval statuses for my suggestions.
25:27Because I have so much access,
25:30all my events are automatically suggested.
25:32Normally you would only see any events
25:36accepted immediately if they are.
25:40If you have admin access to that calendar.
25:43Otherwise you would see pending here.
25:47And just know that these events aren't
25:49truly accepted until I publish the event,
25:51the first thought,
25:52or pending even until I publish the event.
25:54Nobody's going to see this event in their
25:56approval queue until you hit publish.
26:00OK, now they've gone through
26:02all that. Let me sorry.
26:08Sorry, I've got a recently neutered dog
26:10who's wiggling his way out of his cone here.
26:15Now that I've gone through
26:16all the suggestions,
26:17the calendars let me go back to tags,
26:19which I skipped over before.
26:21Oh, and actually I skipped
26:22over another really important.
26:26Element which is event sharing.
26:28That privacy. This really just did.
26:31This actually is a modifies how
26:33all this other tagging works.
26:36If for some reason my event I only
26:38want it to appear on my calendar,
26:40you should just toggle this
26:42event privacy to private.
26:44By clicking it over to the lock,
26:47and as this warning will tell you,
26:49this is going to prevent it from
26:51appearing on other calendars,
26:52except for the ones I explicitly added to.
26:54So that means even if it was
26:56already suggested because of
26:58somebody I tagged in the event,
26:59that suggestion is going to be removed.
27:03And it's only going to be added
27:06to calendars that I specifically
27:08come in from my calendars and add.
27:11Or suggest via this field here.
27:16Um, because obviously if the event
27:18is private and we only want it
27:20to appear on certain calendars,
27:21we don't want it automatically suggested
27:23to a whole bunch of other calendars.
27:25I'm not going to do this right now
27:27because it's going to undo all my work,
27:28but that option is there if you have
27:30an event that you really don't want
27:32appearing on other people's calendars.
27:34I should also mention that any event that's
27:37that is not private anyone at the school.
27:42I might be seeing some kind of
27:45development server issue here.
27:47Any event that is public,
27:49has the green eye here is searchable
27:51and addable to calendars by other
27:54calendar editors at the school.
27:56When they go to all events they
27:59will see any public events.
28:01That they can grab and add to their
28:04own calendar that's relevant. OK.
28:06And then public and private tags.
28:09You might be wondering why we even
28:11have two different kinds of tags.
28:13But basically it boils down to public tags,
28:17our tags that are managed by our office,
28:19and they're sort of a more generic
28:22list that might be useful for
28:24people who are performing searches.
28:26So the place where these public tags really
28:30appear is if I go to search for something.
28:33And I go to my events.
28:35I break them down by keywords,
28:38so if I was only interested in.
28:41Umm.
28:44Events that are related to awards and honors,
28:46of course.
28:47I guess it's not a popular keyword.
28:48Nobody has entered any at least
28:50an acceptance for the next year.
28:52I can filter only to the events that
28:54are tagged with awards and honors.
28:56Maybe I should do something a little more.
28:59Generic like public health.
29:01Well, I guess we don't have very good
29:03tagging for the development events,
29:04but you can get the picture.
29:06This is what the public keywords
29:08are for in addition.
29:10So we also have private tags.
29:13These private tags will not
29:16appear as facets in search.
29:18The private tags are only for your own use.
29:22If you need to create an event listing
29:25on your site that is more specific
29:27than your organization the the main
29:30calendar for your whole website.
29:31So basically I could have on.
29:38Trying to think of an example I
29:40think the neuroscience website has.
29:45A couple different calendars
29:47that they have so that they can
29:50both have a. Um, main calendar.
29:59OK, well. Neuroscience has a set
30:03up so that they have a calendar
30:04that only shows their seminars.
30:06So there is a private keyword for
30:09neuroscience seminars that they're
30:10using to generate this list so
30:12that only their seminars appear.
30:14But they still have a full
30:16calendar somewhere.
30:17I can't remember on their site
30:18that displays all kinds of events,
30:20including regular meetings,
30:21things other than seminars.
30:23So for some reason you have a reason
30:25that you want to filter to specific
30:27types of events and all this thing.
30:29This is what private keywords are for.
30:31Um, just you will need to contact
30:34our team to create a private
30:36keyword if you need one.
30:38So, and you would need us to help it
30:40configure it on the website anyway,
30:42so if you're interested in
30:43doing something like this,
30:45please just shoot an e-mail to Lysander,
30:48editor at yale.edu.
30:49We'll get that set up for you.
30:51The one thing you have to keep in
30:53mind is then going forward to make
30:55sure your events that you want
30:57to appear in that more specific
30:59filtered list always appear.
31:01You're going to have to at each time.
31:05So it might be a keyword for
31:08the relevant event.
31:09And that will make it populate
31:10in your filtered list.
31:14OK, I did a lot of talking
31:16and writing in fake content,
31:17but once we've added I could
31:19have even done this sooner.
31:21Pretty much at any point after I add
31:24that initial information up at the
31:26very top when I entered my title,
31:28date and time and contacts.
31:31Once I've done that,
31:32I can then preview my event with this
31:33button that appears at the bottom here.
31:41England. Well, this is my connection
31:45or the development environment.
31:50But eventually, and it will be much
31:52faster in the production system,
31:54I will see a preview of what
31:55my event looks like here.
31:59Hmm.
32:02OK, this is really unfortunate.
32:05Sure, that will load eventually.
32:11Alright, so I'm going to skip
32:13this step for now once I'm done.
32:14Once I've previewed my event and
32:16it looks great, then I will go to
32:19publish it and I simply click publish
32:21and now this event is published.
32:23Once that happens, if my event is
32:26automatically accepted to any calendars
32:28because I have the proper access now,
32:31that event's going to start appearing on
32:33the website otherwise if I don't have
32:36administrative access or editor access.
32:38Two, the calendars I'm suggesting to
32:41these events will all be pending and
32:44waiting for approval from the relevant
32:47calendar administrator to click accept,
32:49and once they accept then that
32:52event will appear on the site.
32:54If you think your events should
32:56be automatically appearing on a
32:58particular calendar and you are not
33:00seeing them accepted automatically
33:01and it says pending instead,
33:03just reach out to us again at
33:05YS and editor at yale.edu.
33:07It just means we need to update your access.
33:11And my review finally showed up.
33:14So here is my event.
33:18I've got my RP information here
33:23with my RCP contact.
33:25I've got my related links.
33:27I've got my related document here.
33:32I've got my location listed at the very
33:35top there is a link that's generated.
33:37You don't have to do anything
33:39special to set this up.
33:40This will download an iCal file for
33:42whoever is looking at this event,
33:43so they can easily add this event to
33:47whatever calendar client they're using,
33:48whether it's outlook or Google Calendar.
33:51Pretty much every calendar client that
33:53exists is going to use the format
33:56file that you can download here,
33:57so you can easily just add
33:59this to your own calendar.
34:00I've got a nice big video player for my.
34:03My event recording,
34:05which is not really an event
34:07recording but it's dependent is and
34:09then I've got my other details that
34:12I entered here that appear below.
34:14Um, so that's pretty much it
34:16for a single event.
34:22I see a question about delay
34:24in publishing it be searchable.
34:26So we had lots of issues right
34:29after launch with there being long
34:32delays like an hour or longer,
34:34but that is abnormal and not correct
34:37when everything's functioning properly,
34:39which it is at the moment
34:41and has been for the past.
34:42Couple of weeks since the
34:44initial couple days after launch,
34:46you should see your events
34:49appear within 6 minutes.
34:51It shouldn't take more than five
34:53or six minutes for your event
34:55to show up after it is published
34:56and accepted to a calendar,
34:58so there is a slight delay, but it's.
35:016 minutes is the maximum,
35:03you could see it even sooner.
35:06And any other questions I have,
35:08we're working
35:09on improving that so that it's more
35:12instantaneous with what we call
35:14granular indexing and cash busting.
35:16So that that's an improvement that
35:18will come over the next month.
35:23Any other questions before I move on
35:26to recurring events, I spent a lot
35:28of time talking about single events.
35:33OK. I think recurring events will
35:35be quick because really it's mostly
35:39identical to single events with
35:41the additional complexity of.
35:43Having multiple sessions so I'm not this.
35:48These fields are all the same.
35:49I've got my optional subtitle.
35:53Oh, I'm sorry, I totally skipped over.
35:55That's the first time through.
35:56But event status?
35:57This is pretty important.
35:58If you know for sure the
36:00events going to happen,
36:01you should just select confirmed.
36:03If. I guess I don't know who's coming
36:07in here to submit tentative events,
36:10but if your event has a tentative date
36:11you want to get it on the calendar
36:13because it's probably going to happen,
36:14but yet you should mark it as tentative.
36:18This actually doesn't make any difference
36:19on the front end website right now,
36:21but very soon we're going to start
36:24displaying this this tentative tag
36:25as a label on the event so that
36:27people have it's not necessarily
36:29finalized and 100% going to happen.
36:34But that's what tentative is for,
36:37just indicate that we have a tentative date.
36:39It's not final just yet.
36:41You just need to make sure to
36:42remember to go in and select confirm
36:43once you sure it's going to happen,
36:45especially when we start displaying
36:46this on the front end website.
36:48And then lastly, what's really important
36:51is if you have submitted an event.
36:54It's already been approved to the
36:55calendar it's displaying on the websites.
36:57If the events cancelled for some reason,
36:59you really should not come in
37:01here and just delete the event.
37:03Because then it's just going
37:04to remove it from the site.
37:06But that doesn't help people
37:07who might have seen it already.
37:09So what you should do is select cancelled
37:12here and then publish what this will do.
37:15And I don't have an example handy,
37:16but I'll try to make one maybe
37:19a little later.
37:21It'll give it special formatting,
37:22so then the website it's totally
37:24grayed out and it's going to
37:25say cancelled in big letters.
37:27That's just a nice feature for people
37:28who might have seen the event already,
37:30so they know this event isn't
37:32happening anymore.
37:32It's maybe going to happen at a later date,
37:34and they won't show up at an
37:35event that's been cancelled.
37:37So if your event gets canceled,
37:39please don't come in here
37:40and just delete the event.
37:41Come into this into Beatrix,
37:43visit your event,
37:44browse to your event and
37:45change the status to cancel.
37:47That will update all instances of
37:48the event on the website, so it's.
37:50Very clear that the event is no
37:52longer occurring on that date.
37:55Um, OK all right. Here's the fun.
37:59Part of recurring events is setting
38:02the current the recurrence pattern.
38:04So let's say I was talking about a
38:06meeting that occurs every Tuesday.
38:08That's really easy.
38:09So my start date is going to be next Tuesday.
38:13I want this event.
38:14It's going to happen every
38:16single Tuesday until.
38:18March 28th.
38:19So I'll say March fight,
38:20and by March 28th I could also enter
38:22some number of occurrences that I
38:24want to happen before I cancel it.
38:28And then importantly, the recurrence pattern.
38:31It could be daily.
38:33I'm not line every Tuesday,
38:34so I'm going to select complete.
38:38It's my event is going to recur every week.
38:40I could make it every other week,
38:41every three weeks, what have you,
38:43and it's going to recur
38:45every one week on Tuesday.
38:47And the start time is going to be 1:00 PM.
38:49My end time is going to be 2:00 PM.
38:52That was a really simple one.
38:54I don't really want to go
38:56through every permutation of.
38:57We have lots of options here,
39:00but you can create some pretty complex
39:03recurrence patterns with the options
39:04we have available here if needed. Umm.
39:08Again, I have to add my contact and honestly,
39:11aside from this.
39:15There isn't a whole lot that's different,
39:17except.
39:17That I do have the ability.
39:21To edit individual occurrences.
39:22So I'm sorry,
39:24I'm skipping past all these other
39:26sections because they are exactly
39:28identical to creating a single event.
39:31However,
39:32the one section that's different is
39:34the event occurrences where I can
39:36see all the individual instances of
39:37this event that are going to occur.
39:39So if for some reason I'm creating
39:42a really funky recurrence pattern
39:44where for some reason.
39:47Like Yale's gonna be on break 1227,
39:50so maybe I wanna come to the 1227
39:53event and I wanna delete this one
39:55because it's not going to happen.
39:57I haven't even published this event yet,
39:59so I don't have to mark it cancelled.
40:00I haven't published this event.
40:01I just want to delete this
40:03occurrence because we're not going
40:04to meet two days after Christmas,
40:05so I'm just going to delete that occurrence.
40:09The other thing I might want to do um,
40:11if you have speakers for
40:13your recurring event,
40:15you're going to want to go into each of
40:17these occurrences and add the correct
40:19speakers as you know as you learn who
40:22they are for the upcoming occurrences.
40:25The other thing is if for some reason we
40:27need to reschedule an occurrence and event,
40:29say we can't meet January 3rd on Tuesday for
40:32some reason because there's some problem,
40:34so I need to meet on Thursday instead.
40:38Just note.
40:38Have to be a little bit careful here,
40:40because the way we've set this up,
40:43I can't make this a current.
40:45I can't change the order of my occurrences,
40:47so I've picked my January,
40:49January 3rd occurrence.
40:50I can't make it happen.
40:53Either before the previous occurrence,
40:55which is actually going to be now,
40:58I need to look at my calendar.
40:59Because I deleted the 27th, the 20th,
41:01I can't make it earlier than the 20th
41:04or later than the next occurrence,
41:06which would be the 10th.
41:09Because.
41:09That just wouldn't really make any sense.
41:12If if it's going to be later than the 10th
41:14or earlier than the previous iteration,
41:17I should just delete this occurrence and
41:20fix the appropriate occurrence there.
41:23So. But the UI will tell you right here.
41:25The interface is going to
41:26tell you right here what
41:28your acceptable date range is.
41:30I guess I didn't need to look at my calendar,
41:31I just looked at that.
41:33So instead of Tuesday on this week,
41:36we're going to meet Thursday.
41:38Same time so I update that event.
41:41I haven't suggested my event anywhere yet,
41:44so that's a little bit of a hassle,
41:46but anyway, I've updated my current
41:49so it's now happening on that
41:52Thursday instead of that Tuesday.
41:56Umm. And again, aside from that,
42:00it really is identical to
42:02managing a single event.
42:06OK, so that's it for recurring events.
42:08Do I have any questions about
42:09recurring events before I go
42:10on to multi session events?
42:14OK great. So creating multi session
42:18events is somewhat time-consuming,
42:20so I started creating my own already.
42:23It's Mark's big fancy conference. Umm.
42:29The purpose of multi session events
42:31is solely if you have some event that
42:34maybe is occurring over the course of
42:36a whole day or several days and there
42:39are going to be sub events that happen.
42:41Like a conference that has multiple
42:46sessions maybe or even multiple sessions
42:48that maybe people have to choose which
42:50session they would like to go to because
42:52they're happening at the same time.
42:54You can set up a pretty
42:57complex schedule in here.
42:59And it's a UI that's somewhat similar to.
43:05Other recurring events right here by
43:07managing sessions and again most of these
43:10fields are identical to the single event.
43:12It's really just these sessions are
43:14really what make a multi session
43:16event a multi session event.
43:18And you could see that these are
43:19really their own sort of mini events.
43:21They have a start time and end time
43:24similar to changing a recurrence pattern.
43:26I'm bound by the start date and
43:28time and end date and time that
43:30I've entered for my conference.
43:32I can't make a session that
43:34occurs before the conference.
43:35Arts are after it ends asked
43:37me during that time.
43:39But I can,
43:40unlike recurring events,
43:42make sessions that are occurring at
43:44the same time because it might be
43:46that these workshops are happening
43:48at the same time in the same
43:50building but in two different rooms.
43:51So I want to make sure that enter
43:54that so that people have all this
43:56information and I haven't entered
43:57a very complicated schedule here.
44:00I also Umm I just want to point this out.
44:03You can enter in like break times
44:05if you have.
44:06It's an all day event and maybe
44:08going to coffee break.
44:09When I check off this break
44:12recreation session option,
44:13it's going to give this session a
44:16slightly different appearance on
44:17the front end so that it's kind
44:19of clear this is not really part
44:21of the conference or symposium
44:23or whatever it is proper.
44:25It's just a break and I will show you
44:27now and hopefully this will be a little
44:30bit quicker than our previous preview,
44:32but I'm not very hopeful.
44:34Yeah, it's going to take a minute
44:35to generate my preview here.
44:36Um, but when that preview appears,
44:38uh,
44:39you you will see that a little
44:41schedule is created for my
44:43workshops that I've added here.
44:47Ah, here we go. OK.
44:50So here is my not so complicated but
44:54kind of complicated scheduling here so
44:56you can tell that from my workshop here.
45:01Workshop one and Workshop 1A are both
45:03occurring at the same time from 12 to two.
45:06I didn't include the location here,
45:08which is bad.
45:09I probably should have done that.
45:10I would encourage you to do so,
45:12especially if you have sessions occurring
45:13at the same time followed by my break time,
45:16which gets a little bit of a different layout
45:18so it's clear that this is outside of our.
45:21Normal programming here and then
45:22I have following my break time.
45:25I have my workshop too.
45:26Umm, you could have an event
45:28scheduled that spans multiple days.
45:30It'll put we'll show little date
45:32indicators here to break up the date,
45:33the multiple days of the event
45:36if that happens.
45:37But again,
45:38this is just extending the functionality
45:40from single events so you can relate
45:42more of these items together and
45:44put together a comprehensive list
45:45of events for your whole seminar,
45:48conference what have you. Umm. That's.
45:57I think it for multi session events.
45:59Heather, could you clarify your
46:01question? I'm not sure we I
46:02understand it from the chapter.
46:06It wasn't really a question.
46:08He was making an example of the multi
46:10session event and I was making this
46:12suggestion that it was just like
46:14this training how you guys broke it
46:16up into different sections. Yeah,
46:18you could do that. If they were
46:21very specifically timed then
46:23it would be more like if these
46:25if these trainings were all in
46:26the same day at the same location
46:28we were doing them back-to-back,
46:30then it would make sense to
46:31make a multi session event.
46:35Really this if we had our recurrence pattern,
46:38I think we actually ended up
46:39scheduling them somewhat regularly.
46:40We probably could have
46:41used the recurring event,
46:42but it really it would have been more
46:44appropriate for a recurring event.
46:45This is really if it's honestly a
46:49pretty small minority of events,
46:50but it can be helpful if you have
46:52a schedule like this if you if you
46:54have lots of events occurring on
46:56the same day as part of some larger.
47:01It's really going to be mostly
47:04conferences and thinking of.
47:06So if if if like you have a a day of
47:10service for your department and it's
47:12broken out into maybe 10 different
47:14sessions that people might go to
47:16and maybe there's three sessions
47:18happening at the same time,
47:20but it's all part of the day of service
47:22that you have the session event,
47:25the one that I attend sometimes is
47:27that the ITS will have a conference.
47:29I don't know if they've done it
47:30for COVID or not. But its Yale.
47:32Its will often have conferences where they
47:35have multiple sessions got going on at once.
47:38One might be about some
47:39particular technology,
47:39one might be about accessibility on the web,
47:42one might be about.
47:44Um, some other service IT provides,
47:47but they're all happening at the same time.
47:48They have a schedule throughout
47:51the whole day.
47:52That's the kind of event that we're
47:54looking for for the uh to help out
47:56with these multi session events.
48:03Yeah, thank you, Denise.
48:04Retreats, that's the other thing.
48:06Retreats are a big one where you
48:08might want to have a multi session
48:10event where you're pointing out the
48:12different aspects of the different.
48:14Things going on during that retreat.
48:20Other questions, I think now we're
48:21just open to any kind of question about
48:23anything we've talked about today.
48:25If there are more multi session,
48:27I'm happy to answer those two.
48:32So I just wanna say most
48:36of our tickets are tagging
48:38issues, so if you're unclear please
48:41speak up and ask questions because
48:43I'm sure they're useful for everyone.
48:53John Graham, I ask you a
48:55quick question. One of
48:55the things I've always had a curiosity
48:56for that I think you answered.
48:58I just have done it differently,
49:00which is recurring events.
49:03Often we organize workshop
49:05lecture series and have put them
49:07all in as individual events,
49:08and it does feel silly that you're having
49:10to put up some of the same information in,
49:12but you have a lot of functionality
49:14in terms of who's speaking,
49:15what's there and stuff.
49:17Is there a recommendation of
49:19what's better of doing multiple
49:21individuals with a lot of overlapping
49:23information versus recurring, or does
49:25it not really matter?
49:27In the end it doesn't really matter,
49:29but I would encourage you to try to
49:30use the recurring events, especially
49:32if you know the schedule ahead of time.
49:33You know what the details are going to be,
49:35at least to some extent for most of them.
49:38Because when you initially the,
49:39the important thing is when you
49:41create the event, when you initially
49:44recreate the recurring event,
49:45to add as many details as you possibly
49:47can to that original instance of it,
49:50because that's what's going to get
49:52copied to every other instance.
49:54And the this is a little bit.
49:57On the more complicated side,
49:58but what will happen? If I start.
50:03So I've created this this event,
50:06but I haven't actually created this event.
50:07This is somebody else's event.
50:09I'm sorry I need to find my occurrence.
50:10Ohh right currents,
50:11I need to find my full series.
50:14Yeah, I'm sorry I skipped over this too.
50:15But once I start editing a recurring event,
50:20the occurrences become separate entities
50:23from the event I originally submitted.
50:26So when I'm viewing the details
50:29for a specific occurrence like my
50:32January 7th instance of my recurring
50:34meeting that I rescheduled.
50:36When I'm viewing those individual details,
50:38I'm going to see a button here
50:39to view the full event series.
50:41This is essentially what I
50:43created and originally.
50:45When I set this event up,
50:46I see my recurrence pattern and all that.
50:49Umm.
50:49But what what I wanted to mention is when
50:53I create the event and as I edit the event,
50:56it's going to update all of the
50:58occurrences except if I've gone
51:00into one of those occurrences and
51:02started editing it at that point,
51:03just to make sure we don't accidentally
51:06overwrite all of your previous changes.
51:09Like this event,
51:10they've entered a more specific title.
51:12If I update the description
51:15of my overarching series,
51:16it's no longer going to get copied down
51:19to these events that I've already edited.
51:20Because we just don't want.
51:21It's very possible.
51:23I went in here,
51:24updated the title,
51:25added some description that's
51:26now specific to this occurrence.
51:28I don't want to overwrite that with some
51:30description I add for the overarching event.
51:32So if I add the description here,
51:35it's going to get copied down
51:36to these sessions in the future
51:38that I haven't touched yet,
51:39but it will not get copied
51:41to these other sessions,
51:43these other occurrences where I have made
51:46some other change from the original event.
51:50So there are definitely some
51:51advantages to recurring event.
51:52If you don't necessarily have all
51:54the details or you just find it
51:56easier to submit a single event,
51:57that's fine too.
51:58It's really just about the convenience
51:59of being able to add it to the calendar.
52:06Elvis, can you take a look at the
52:08chat and do that question please?
52:13This only way to add a cat.
52:17Public tagging is not automatic
52:18right now, it's totally manual.
52:21So if my event was about.
52:26Heart health or advanced?
52:27Well, no. That's a horrible
52:30example if my tag. About.
52:35Diagnostic radiology.
52:36I'd have to go ahead and tag
52:39diagnostic radiology specifically,
52:41and then when people searched for events
52:44related to the diagnostic radiology keyword,
52:47it would appear so you can add the tag.
52:50It's if you wanted to add some some brand
52:53new tag and maybe this UI is confusing and
52:55I should just add change this to add tag.
52:58But it's only if you want to add some
53:00tag that's not in the system yet,
53:02that's when you'd have to contact
53:04why some editor. Umm. Yeah, this,
53:08this section of the UI needs some work.
53:11There's a lot of text here that I think is
53:13over explaining things and not very helpful.
53:15So we're going to,
53:16we're going to make some modifications,
53:18slight modifications here.
53:19The functionality isn't changing,
53:20but just the way we present it.
53:22Well, we'll try to simplify this a bit.
53:24You're right,
53:25it's not totally clear.
53:27Umm.
53:30OK.
53:33Any other questions?
53:41Are you sure?
53:46Denise, what are some of the?
53:47What are some of the?
53:50Questions that you get about tagging.
53:54The the primary question we get is how come
53:56my events not appearing?
53:59So either it's missing the tags
54:02to the proper organizations,
54:04say the medical school calendar
54:07or internal medicine calendar,
54:10or it's a private keyword calendar
54:15for Joe Smith's named seminar series
54:20in the Department of Lab Medicine,
54:22in which case the tag.
54:24That needed to be to the calendar
54:26for lab medicine in the keyword
54:28Joe Smith series and and that
54:32combination of things is usually
54:35why people don't see their events.
54:37And then the second reason is they
54:40don't understand that they need to be
54:42approved by the calendar administrator.
54:46I mean, Denise, I have.
54:47I think we've seen a couple instances
54:49where it was actually a permissions
54:51problem where somebody was imported
54:53with slightly less permissions than
54:54they had in the previous system.
54:56Well, in the last two weeks, yes,
54:58but I'm actually talking to the picture,
55:00this is generally been
55:01the issue with calendar.
55:05But just wanted to mention that
55:06that could also be a possibility.
55:08It might be that your events were
55:11previously all automatically accepted,
55:12but for whatever reason you
55:14didn't get the same access here.
55:16Just let us know when we can investigate
55:17and make sure your access is correct.
55:26Alright. If there's nothing else,
55:28then that's really all we have today.
55:30Thanks all for attending.
55:31And if you have any questions that you
55:33just didn't want to mention right now,
55:34you can always reach out to us
55:37again at YS n.editor@yale.edu
55:39with any questions about this,
55:40the events module or any other
55:42aspect of Beatrix or the websites.
55:44I I would also say if departments
55:46want us to meet with groups in
55:48their department on their tagging,
55:50we also have office hours and
55:52that might help. Thanks, Elise.
55:56Yeah. Thanks everyone.
55:58Thank you, everybody.