Beatrix Training: Entering and Tagging Calendar Events

Transcript

• 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.