Beatrix Training: Managing People Lists on your Webpages

Transcript

• 00:03Do my. I'll do my very quick introduction.
• 00:07Uh, so this is a dedicated
• 00:11session on Beatrix,
• 00:13the school's newly launched profile system.
• 00:16Well, it's exactly 1 month old today.
• 00:20To review how to manage people listings
• 00:25on your websites so this will cover both.
• 00:29Uh, the school based websites and Yale
• 00:32medicine because those are a little bit
• 00:35different but managed from the same place.
• 00:37And that's all I'm going to say.
• 00:40Uh, as always,
• 00:41feel free to post questions in
• 00:43the chat or unmute yourself and
• 00:46interrupt us and we can answer
• 00:48questions because otherwise
• 00:50we might just keep talking.
• 00:53Now I'm going to turn it over to Elvis.
• 00:55Thanks everybody for coming.
• 00:57Like Justin said,
• 00:58please do feel free to stop me and
• 01:01interrupt with your questions, I think.
• 01:03I think we really are going to have
• 01:05a smaller group today because this
• 01:07is a smaller subset of people that
• 01:09organization member management really
• 01:11applies to that are completing
• 01:13these kinds of tasks regularly.
• 01:15So I think it's going to be smaller group.
• 01:17So please feel free to speak up,
• 01:19raise your hand virtually here or just write
• 01:22a note in the chat on the services team.
• 01:25Folks will be keeping an eye on
• 01:27that and stopping me if you decide
• 01:30not to stop me at the appropriate
• 01:32time to ask for ask questions.
• 01:34So I'm going to start sharing my screen,
• 01:38as I've done for all of these presentations.
• 01:41I am going to use the acceptance environment,
• 01:45which is not hooked up to any public
• 01:47website that anyone is looking at.
• 01:49So please don't be alarmed if you see
• 01:51me turning people on and off for display
• 01:53on websites and your organizations.
• 01:55It's not actually going to change your.
• 01:58So organization,
• 01:59member management,
• 02:00basically what this is for today is for
• 02:05deciding who in your organization is
• 02:08going to display on your websites soon.
• 02:12Once we have the reporting module
• 02:16that I keep alluding to and all these
• 02:19presentations organizations are also
• 02:20going to be very important for me.
• 02:23So this is.
• 02:23I only mentioned this because this
• 02:25is an important reason why we don't
• 02:27necessarily remove people from
• 02:29organizations just because we don't
• 02:31want them to display on the website.
• 02:33We might need them there for to
• 02:37accurately reflect the membership of the org,
• 02:39even if we don't want them displaying
• 02:42on the site.
• 02:43So when we need to manage membership
• 02:47for an organization,
• 02:48we are going to have to log into
• 02:50Beatrix to do that.
• 02:52However,
• 02:52the thing that I wanted to point out
• 02:55right off the bat is that you might
• 02:58see a page in the system and you
• 03:00know you want to change the people
• 03:02that are displaying on that page,
• 03:05but you're not quite sure what the
• 03:08name of the organization that you're
• 03:10trying to update on that website is, so.
• 03:13I'm going to go to our corresponding.
• 03:16Again, this looks like the live website,
• 03:19but it is not.
• 03:20This is another development version
• 03:21of this website. Umm.
• 03:24And I keep using RPD, so why stop now?
• 03:32If I see this list on a website
• 03:34and I would like to edit the
• 03:36people who are displaying here.
• 03:38Actually, you know what, I'm sorry,
• 03:40I'm gonna have to go to the live website
• 03:42because otherwise my example is not
• 03:44gonna be really very relevant to you.
• 03:46But that's OK.
• 03:47When I'm on the live website and I
• 03:49see this list, I know I want to edit,
• 03:51the people in one of these
• 03:53lists say I want to. Add myself.
• 03:57And I'm not actually gonna do this
• 03:59because look at the live site.
• 04:01Say I need to add myself
• 04:02to the OAD leadership.
• 04:04I could open a new tab,
• 04:06go to beatrix.yale.edu,
• 04:07go to organizations,
• 04:08try to find this organization.
• 04:10Or a really quick trick here is
• 04:13just change the URL that you see
• 04:17here from medicine to l.edu/whatever
• 04:19your page you're looking at.
• 04:20To preview that yale.edu, press enter.
• 04:24I'm going to have to log
• 04:25into CAS because this.
• 04:26Is our staging server.
• 04:28You might already be familiar with this.
• 04:30When we publish changes to the websites,
• 04:33we publish changes to a site that
• 04:36is located on preview.yale.edu.
• 04:37That is so we can test out what
• 04:40these changes look like before we
• 04:42actually publish them to the live
• 04:44website that everyone can see.
• 04:45And this preview version of the site
• 04:48is secured by CAS so that people
• 04:51outside of you can't reach it.
• 04:54In any case, I load this page,
• 04:57it looks pretty much exactly the same,
• 04:59except I see this really handy link here,
• 05:01which is edit members if I open this link.
• 05:06Then, well, I have to log in because
• 05:08I was logged in acceptance version.
• 05:11This is leading me the live version
• 05:12which is why I'm not making changes.
• 05:13Sorry if this is confusing you,
• 05:16I promise it will not be confusing if you
• 05:18try to do this yourself for a real update.
• 05:20This is going to link me directly
• 05:22to the membership management page
• 05:23where I can change these Members.
• 05:25So if you take anything away today,
• 05:28take away this one trick.
• 05:30If you know you have the ability
• 05:31to edit this organization,
• 05:33you can quickly get a link to that
• 05:35organization by visiting the preview.
• 05:36Version of your website and then logging in.
• 05:40I honestly I didn't notice if we
• 05:42have Y pH folks here, but if we do,
• 05:46Please note that your website
• 05:49is served from wiseh.yale.edu.
• 05:51It's a slightly more complicated to
• 05:53get to the preview version of YSPH.
• 05:57It is also located on preview.yale.edu.
• 06:02But these YHVH pages are all located every
• 06:06single one in a directory called SPH.
• 06:10That is not present.
• 06:11That is not rendered when we
• 06:12actually view the live site.
• 06:14So you'll have to add Y pH to that
• 06:16URL to get the preview version.
• 06:18In any case,
• 06:19that's that if you have questions
• 06:21about how to get to your preview URL.
• 06:23That's like I say all the time.
• 06:24Just contact us at wise and
• 06:26the editor at yale.edu.
• 06:27We will get you that information
• 06:31very quickly.
• 06:32So that is your shortcut
• 06:35to managing membership.
• 06:36The other way I can manage
• 06:38this membership and now I'm
• 06:39back in the acceptance system.
• 06:40Is by searching for my org.
• 06:45Find my order. I can then visit it.
• 06:48I will see the by default I'm
• 06:50going to see this overview page
• 06:51where we have lots of information.
• 06:53This link is important because
• 06:55it isn't used in certain places
• 06:57throughout the site to link to your
• 07:00organization where it's appears.
• 07:02For example, there is the departments
• 07:04tree that exists on the main School of
• 07:07Medicine site and that sorry you know I'm
• 07:10not going to load it like that right now,
• 07:12but that will use this website.
• 07:13You were all the link to your site.
• 07:16We also have this description which is
• 07:18not actually linking it to anywhere,
• 07:20actually appearing anywhere right now.
• 07:23May use these for something later on.
• 07:25We did used to use them,
• 07:27so we haven't gone and deleted them,
• 07:28but they aren't appearing anywhere just yet.
• 07:32In any case, what we came here to do
• 07:35was the manager members and leaders,
• 07:37and here are my members and leaders.
• 07:40I'm going to go over the basics that you
• 07:42might be familiar with really quickly.
• 07:44Um.
• 07:45For most organizations, I'm gonna see.
• 07:51A few columns here.
• 07:52One set of toggles for displaying to
• 07:55to that allowed me to set the user to
• 07:59display or not display on the website,
• 08:02and then last column to add or
• 08:05remove people from leadership.
• 08:07Leadership also appears at the top of
• 08:10this page and I can manually drag and
• 08:14drop to sort these folks in leadership.
• 08:17We do not have the option to sort
• 08:19people in a regular membership listing.
• 08:20We're just going to display them.
• 08:21Alphabetical order.
• 08:22Generally,
• 08:22we only care about the order that these
• 08:25people appear if we're displaying the
• 08:27hierarchy among the leaders of the order.
• 08:32To add or remove somebody from leadership,
• 08:34I can easily remove somebody from
• 08:36this leadership list right here.
• 08:37By clicking these X's I can
• 08:39do the same exact thing in the
• 08:41list of all people down here,
• 08:43with the addition that I can add
• 08:45people if they are already present,
• 08:47but should be added to leadership
• 08:49by clicking the little.
• 08:50And they will appear in this
• 08:52list up top and I can sort them.
• 09:12We do display the leadership titles that
• 09:15people enter on here on the website.
• 09:19Those titles can be edited.
• 09:21By clicking one of these leaders
• 09:23I will see a title field.
• 09:25This is where I can compare leadership
• 09:27title that is specific to this organization.
• 09:31If I'm using that leadership a template
• 09:33that is showing that leadership on
• 09:36the site those titles will display.
• 09:38If you are entering these titles
• 09:40here and you want them to appear on
• 09:42your site and they are not appearing.
• 09:44Contact wise and that editor and
• 09:46we will switch the temp.
• 09:47We will switch the options so that
• 09:49those leadership titles start
• 09:50hearings for that page.
• 09:51Just send us the URL and let us know you
• 09:53want the titles to start appearing there.
• 09:56Um.
• 09:58The other element you may have noticed
• 10:01when I opened up this model about
• 10:04this person is this bio for office of
• 10:08academic and professional development.
• 10:09You might not see this when
• 10:11you are editing details about
• 10:14your organization numbers.
• 10:16This is because this is controlled.
• 10:20By the southern setting here,
• 10:22we only want to show these fields if you're
• 10:23actually going to use them on your website,
• 10:25because otherwise it can get confusing.
• 10:27But we do have the option to include custom
• 10:30biographies for people that are specific
• 10:33to the organization they're a member of.
• 10:35This is because there may be situations
• 10:39where, like on the LAPD page,
• 10:42we want to write something about
• 10:44this person that is very specific
• 10:47to their role in this organization.
• 10:49So for example,
• 10:52Doctor Brauer is a orthopedic specialist.
• 10:56He does lots of work in
• 10:58the realm of orthopedics.
• 10:59He also has this other role with
• 11:01LAPD and when his profile appears
• 11:03in the OPPD site he wants.
• 11:05This bio that describes his role with
• 11:07OPPD to appear instead of the work
• 11:10about orthopedics which is not really
• 11:12relevant for this particular use case.
• 11:14So that's why those organization
• 11:18BIOS are there.
• 11:20Importantly,
• 11:20those will not be editable even though
• 11:24this bio is associated with of course.
• 11:28I don't see it here.
• 11:29I'm not sure why this bio is.
• 11:33Not editable by this,
• 11:35by whoever it belongs to.
• 11:37It is only editable by people who
• 11:39can manage this organization.
• 11:41And that's very specifically because
• 11:43we don't expect all the faculty
• 11:45and staff to know all the places
• 11:47they necessarily appear on the
• 11:49website and why those BIOS might
• 11:50be written a certain way.
• 11:52So we don't want them to unintentionally
• 11:54scrub a biography that is very
• 11:57specifically for one page of the website,
• 12:00thinking that this is the one bio
• 12:03associated with their profile.
• 12:04So that's why these are bifurcated.
• 12:06This option is available if
• 12:08you'd like to use it.
• 12:10If you manage an organization we can
• 12:12obviously give you access to manage these.
• 12:14You might just want to message that
• 12:16with the faculty that you're or staff
• 12:17that you're going to add these BIOS for.
• 12:19But again,
• 12:20as always just contact us,
• 12:22we can help you configure this
• 12:24initially and then you will have
• 12:26full control of those organizations
• 12:29specific biographies going forward.
• 12:31I jumped right into some complex stuff.
• 12:33Let me go over the more simple
• 12:35stuff really quickly.
• 12:36Another element you will see in this
• 12:38model when I click a person is a
• 12:41QikLink to that person's profile.
• 12:42I can click this link,
• 12:43it's going to link me to their profile.
• 12:45So that's how you get to quickly make
• 12:47an edit to somebody's profile if in
• 12:49the course of making some membership update,
• 12:51you realize they need a profile update.
• 12:56Additionally,
• 12:56I can use these toggles that
• 12:58appear that you might have noticed.
• 13:00They also appear in the model,
• 13:02but I can also decide who displays
• 13:04or does not display on the website
• 13:07by just clicking this toggle.
• 13:10Back and forth.
• 13:13I can also manage not this
• 13:15is a new feature in Beatrix.
• 13:17I can edit multiple members at once.
• 13:20For instance, if I wanted to turn these three
• 13:24folks all on for display on the website,
• 13:27I could select them all.
• 13:29This new set of options will
• 13:31appear at the top of the table,
• 13:33replacing the column headers.
• 13:34And if I flip this option,
• 13:37it's going to set give me a
• 13:39warning just in case I have.
• 13:41A bunch of people selected.
• 13:42I wanna be sure making the right
• 13:43change before I change them all.
• 13:45And I say yes, it's gonna flip
• 13:47all over their options that way.
• 13:49Importantly, you can select.
• 13:51A mix of people.
• 13:53I mean,
• 13:54this would only make sense if you were
• 13:55making more than one change here,
• 13:57but if I select people who have
• 14:00various settings for the one setting
• 14:03I'm trying to manipulate already.
• 14:05So you can see I've selected a
• 14:07mixture of people who are set for
• 14:08display on the website and people who
• 14:10aren't set for display by default.
• 14:12I'm going to see this setting turned off.
• 14:15I can flip it on and it will.
• 14:18Whoops, I shouldn't click cancel.
• 14:20It'll turn everybody on if the whole.
• 14:23One of this was I wanted to
• 14:24turn everybody off.
• 14:25I just have to click it again.
• 14:27And again, go with the confirmation that
• 14:29will turn everybody that I selected.
• 14:30The only person I didn't have
• 14:32selected there was Doctor Brauer.
• 14:34That'll turn everybody off. Umm.
• 14:38So if if you want to turn everyone off,
• 14:40you might have to click twice,
• 14:41that's the only thing.
• 14:44Um. Any I can do the same.
• 14:46We have the same option for leadership.
• 14:48It's similar pattern.
• 14:49If I wanted to remove a bunch of
• 14:51people from leadership at once,
• 14:53I have, and we had a mixture.
• 14:55I mean, I'd have to add everybody,
• 14:57then remove them all.
• 14:58That's just the one way we could
• 15:00keep everything consistent.
• 15:02Are there any questions at this
• 15:04point before I move on to some
• 15:06other aspects of this page?
• 15:11OK. Alright, so organizations that do not
• 15:16have membership imported from work day are
• 15:19going to look like this one where I can
• 15:23add or remove people at will by clicking
• 15:28this little remove Member button here,
• 15:30or I can add people by clicking
• 15:33the add new button here.
• 15:35So if I really wanted, I could go ahead
• 15:38and add myself to this organization.
• 15:40I could give myself my leadership title.
• 15:45And I could give myself my custom.
• 15:49Oh wait, maybe 5?
• 15:51And obviously since and leadership I
• 15:53want to include myself in leadership add.
• 15:56And there I go.
• 15:57I've been added to the main list.
• 15:59I've added to the leadership list with
• 16:02the title and bio that I entered.
• 16:06If I look at instead an organization,
• 16:09that is where the membership is imported
• 16:13from work day, like Internal medicine.
• 16:16The UI is a little bit different.
• 16:19This organization is wholly that who appears
• 16:23in this organization is not editable by me.
• 16:26You'll I will not see this remove from
• 16:29organization button here and I will
• 16:31not be able to add new people here.
• 16:34This is because for the department
• 16:36level membership and higher,
• 16:38basically we are 100% reliant on
• 16:42the data coming from work day.
• 16:45Our system.
• 16:46So if someone needs to appear here
• 16:48and they are not appearing here,
• 16:50it means that something is wrong
• 16:52and work day.
• 16:54Honestly,
• 16:54would it would be great if we
• 16:57could use work day as the source
• 16:59of truth for these organization
• 17:01membership lists at all levels.
• 17:04But the reality is that the data from HR
• 17:06is not quite there in terms of tracking
• 17:09people who are members of every section,
• 17:12program, etcetera.
• 17:12So we just can't rely on that and
• 17:15force you to rely on HR making sure
• 17:18all those memberships are correct
• 17:20for who displays on your site.
• 17:22So that's why we have many organizations
• 17:24that. Um, have custom leadership?
• 17:27Sure.
• 17:27Why don't you go ahead and ask your question?
• 17:29Could you just explain
• 17:32organizations in general?
• 17:34For instance, the organizations that
• 17:36I seem to be able to view tend to map
• 17:41up with our departments divisions,
• 17:43but I don't know if separate.
• 17:46Website pages for them.
• 17:47Do you know what I mean?
• 17:49I I I guess yeah.
• 17:51So it's not a one to one
• 17:54relationship with the website.
• 17:56The main purpose of an organization
• 17:57in this context of Beatrix is
• 18:00for website display, right?
• 18:01We do have some other features
• 18:03that I'm not actually going I
• 18:05wasn't planning to go over,
• 18:06but if you have time at the end I
• 18:08could start looking at different
• 18:10aspects of organizations that are
• 18:13used for other purposes aside from
• 18:16just displaying people on the website.
• 18:18Like calendars or technically
• 18:20an aspect of an organization.
• 18:23You'll see that there are options
• 18:25like security groups and patient
• 18:27care in here that do other things,
• 18:30but basically organizations.
• 18:31They should reflect the organizations
• 18:34that exist at the school and the
• 18:37primary purpose here is for grouping
• 18:39people together for display on the website.
• 18:42Like I said,
• 18:43there are those other features, but.
• 18:47We are importing all these
• 18:48really these organic if if it's
• 18:50not an imported organization,
• 18:51we've probably created it for
• 18:53display on the website. Um.
• 18:57Justin, I don't know if there's any
• 18:59other aspects we wanna add in here, but.
• 19:02Well, the short of it is you.
• 19:05I mean that tip about changing the
• 19:07URL the preview because because
• 19:09often I don't know where the I
• 19:11don't know what organization of,
• 19:13you know urology but.
• 19:17Beyond that maybe their division,
• 19:19but some of them are aren't matching.
• 19:21So so that was an awesome tip.
• 19:22I even practiced it while you did it
• 19:25and it worked so. So that was I guess
• 19:28one caveat I should say here is that
• 19:31some of the organizations in the
• 19:33hierarchy and I'll I'll actually,
• 19:35I'll look at this hierarchy in a minute.
• 19:39When I look at the hierarchy right now,
• 19:41some of these organizations are
• 19:43better organized than others.
• 19:45For a while, we allowed anyone who had access
• 19:48to the system to create organizations,
• 19:52and for a while, I mean years.
• 19:55And that resulted in lots
• 19:57and lots of bad data.
• 20:00And not all of which has been
• 20:02cleaned up yet since we took that
• 20:04ability away a couple of years ago.
• 20:07Umm, and I'll get to teams in a minute.
• 20:10You can still create teams,
• 20:11but we're not quite there yet.
• 20:14So you might be seeing some organizations
• 20:16that are just outdated or were created
• 20:19simply to show some really small
• 20:22custom group of people on the website.
• 20:24But it's not really an organization
• 20:26at the school,
• 20:27and it should probably be a team instead.
• 20:31I think I should probably get to this
• 20:33teams soon because those are going to be
• 20:35really relevant to helping clear this up,
• 20:36I think for you,
• 20:38but just keep in mind that.
• 20:40There are, there are some serious cleanup
• 20:43work that needs to be done at some
• 20:45point to some of these organizations.
• 20:48I see Krista nodding her head because we
• 20:50have helped her quite a bit already, I think.
• 20:52I think we still have more work to go,
• 20:54but we've done some work to try to clean up
• 20:57the CHILD Study Center organizations already.
• 21:00But there there can be a lot of
• 21:02bad data in here very honestly
• 21:03before we lock things down.
• 21:05And we definitely have not
• 21:06cleaned it all up yet.
• 21:07So that might be some of the
• 21:08confusion that you're seeing there.
• 21:11Umm. All right, let me just get back
• 21:14to internal medicine membership
• 21:15really quick so I can talk about
• 21:18some of the other things here.
• 21:20A lot of it is the same,
• 21:21but Umm, so this organization
• 21:23is imported from work day.
• 21:25I cannot add or remove people from this org.
• 21:28If I don't want someone to display
• 21:30on the website, I just turn them off.
• 21:32It's that simple.
• 21:33We don't want to remove them according to HR.
• 21:36I mean, if if you see someone
• 21:37who you know is not actually
• 21:39part of the department in here,
• 21:40it means HR data is wrong.
• 21:41You might want to do something
• 21:43to address that.
• 21:43But.
• 21:44In terms of making sure the
• 21:47website displays correct,
• 21:48just make sure anyone who
• 21:50shouldn't appear on this website
• 21:52on your website is turned off or
• 21:54display on the academic website.
• 21:56You will also see this toggle
• 21:58for Yale Medicine on certain
• 22:00departments that also appear on
• 22:03the clinical practice website.
• 22:05Um.
• 22:07When we first launched the
• 22:09Yale Medicine website,
• 22:09we did not think this would be necessary.
• 22:11But it turns out that it is very
• 22:13necessary because everybody that it's
• 22:15associated with internal medicine,
• 22:17even if they see patients doesn't
• 22:20necessarily see patients in
• 22:22the capacity of an intern as in
• 22:24their capacity as an internist.
• 22:26So there is a separate toggle
• 22:30specifically for showing determining
• 22:32who will we're not will not display
• 22:35on the Yale Medicine website.
• 22:37Umm. That is the style here.
• 22:41Umm,
• 22:42so you can control who will actually
• 22:45display on Yale, on Yale Medicine.
• 22:48And I'll just show you an example
• 22:50really quickly of what I'm
• 22:51talking about in terms of where
• 22:53this person would display.
• 22:55So I was looking at internal medicine.
• 22:57I'm in the internal Medicine Department page.
• 23:00When I click see all specialists,
• 23:02I get this list.
• 23:04This is everyone from this internal
• 23:07medicine organization that is set to display.
• 23:09And your medicine?
• 23:11That's what that that second time was about.
• 23:15Um,
• 23:15and I should say this is not specific
• 23:18to imported versus not imported orgs.
• 23:21This is just organizations that are
• 23:24part of the clinical practice or not.
• 23:27If it if they are,
• 23:29you will see this toggle whether
• 23:31or whether or not it's not
• 23:33imported from work day.
• 23:35Just another thing that's different
• 23:36from the previous organization
• 23:38we were looking at.
• 23:39Umm,
• 23:39the other thing about imported
• 23:42organizations is this appointments
• 23:44column will actually have meaning
• 23:46because the appointments that were
• 23:48importing are all for departments
• 23:50and sections.
• 23:51You're going to see if somebody is
• 23:55a primary or secondary or fully joint,
• 23:59or the other one that sounds like
• 24:00fully joint but is apparently
• 24:02slightly different.
• 24:03But I can't remember at the top
• 24:04of my head whatever appointment
• 24:06status they have to this
• 24:08organizational display there too.
• 24:11Um. Any other questions
• 24:15before I move on to teams?
• 24:22OK. So like I was saying
• 24:25a couple of minutes ago,
• 24:26we used to let anyone create orgs.
• 24:28It resulted in lots of bad data because
• 24:31we were creating lots of organizations
• 24:33that are not really departments,
• 24:35programs, section centers, labs or any
• 24:37kind of organization at the school.
• 24:39It's simply a group of people we want
• 24:41to display on the website somewhere.
• 24:43So we made an organization that.
• 24:46Would let us do that.
• 24:49The problem is that once we start doing that,
• 24:53it means that our hierarchy,
• 24:56like this sub organizations page
• 24:57I was looking at a minute ago,
• 24:59no longer reflects the real programs
• 25:04in sections that are part of this
• 25:06department or whatever organization.
• 25:07I'm looking at the solution to this
• 25:09problem so that we can still create
• 25:11those custom groups of people, our teams.
• 25:15If you used the profile system extensively,
• 25:18these are the exact same thing.
• 25:20As display groups,
• 25:21just rename them to teams.
• 25:23Little bit easier to say and it's not as.
• 25:27Yeah, it's just a little easier to
• 25:29say than display groups is basically
• 25:30the reason for that change.
• 25:31Sorry for you,
• 25:32confused you,
• 25:33but just think that if you're
• 25:34used to using display groups,
• 25:35they are now called teams and
• 25:38you can see very clearly from.
• 25:40The types of teams that are showing
• 25:42up here that these were created for
• 25:45displaying these specific subgroups
• 25:46of people which have some meaning,
• 25:48but really we're never going to use this
• 25:50for anything other than the website.
• 25:52We're probably not going to make a third
• 25:55year and beyond Fellows calendar for example.
• 25:58We just want to be able to display that
• 26:01person on the website where they belong.
• 26:05You actually have the ability.
• 26:07If you are the administrator
• 26:09of an organization,
• 26:10you will have the ability to make a
• 26:12new team yourself at the bottom of the
• 26:14overview tab for your organization.
• 26:16So right now I'm in internal medicine.
• 26:17I'm on the overview tab,
• 26:19let's scroll all the way to the
• 26:20bottom I see this team section,
• 26:22and at the bottom of this table
• 26:24I can elect to add a new team.
• 26:27I put in my team title.
• 26:29I click add.
• 26:31And it should appear in this list.
• 26:35There's Mark's team.
• 26:36I haven't added anybody yet.
• 26:38It's already been assigned
• 26:40in organization ID,
• 26:41and I can go into this team,
• 26:43start adding whoever I need to add.
• 26:45We can even do leadership if we need it.
• 26:47And then I can grab this organization ID,
• 26:49send it over to why sound editor at yale.edu,
• 26:52and ask them to put this list of people on a
• 26:55page or a new page if we need some new page.
• 26:58Umm. That's how that worked.
• 27:01Ohh. And for teams this custom
• 27:04BIOS toggles right here,
• 27:06so if you'd like to use those,
• 27:08you can just check off this option here.
• 27:12That's really it for teams.
• 27:14Aside from having limited options,
• 27:17it really they really don't work any
• 27:19differently than organizations in
• 27:21terms of adding and removing people.
• 27:23Sorry Denise, can't type your name today.
• 27:28Umm, but yeah,
• 27:29you can just add people as you go.
• 27:32We do have this show hide toggle honestly,
• 27:34because teams are solely for the
• 27:36purpose of displaying people on the website.
• 27:38You might be better off just removing people,
• 27:41but you can show hide that instead if you
• 27:44think you might turn them back on for
• 27:47display at some time at a later point.
• 27:52That's it, fourteens.
• 27:55Any questions about teams?
• 28:02OK. Um, as far as organization
• 28:08membership management goes?
• 28:10I think that's about it.
• 28:13This is a somewhat limited topic.
• 28:16Umm. But I'm just going through ohh.
• 28:28I guess if anyone has questions,
• 28:30now would be the time to ask. Umm.
• 28:37This may be a stupid question but.
• 28:42I'm I'm sort of still taking it
• 28:43all in and I think I need to play
• 28:45around a little bit with what I see.
• 28:46You know, in my dashboard view and
• 28:49what I have for organizations,
• 28:51I have a lot listed and then
• 28:54there are parent orgs,
• 28:56most of which seem to be in,
• 28:58for example the CHILD Study Center parent,
• 28:59which would make sense.
• 29:00But then I've got other ones that
• 29:02I'm guessing are like sub orbs to the
• 29:04orgs that are within child study.
• 29:07Yeah. So if that's,
• 29:08if you're not sure about that,
• 29:10what I would check out is
• 29:13that sub organizations page we
• 29:14looked at really briefly for.
• 29:16This is going to blow up every group
• 29:20that is part of your department,
• 29:22assuming you're looking at an
• 29:24apartment level like we are here.
• 29:26One thing we need to add here,
• 29:27I I should mention a couple
• 29:29improvements we're trying to make
• 29:30here to make this less confusing.
• 29:32Number one, it would be really
• 29:33helpful if we could filter this.
• 29:34For example,
• 29:35I might not want to see any of these
• 29:37teams because I just want to see
• 29:38the real organizations, you know,
• 29:40that are part of this department.
• 29:42So we're going to add a way to filter
• 29:44out certain types of organizations.
• 29:47I think the most helpful would be
• 29:48simply to hide all the teams so I can
• 29:50just see what the real orgs are here
• 29:52that will make this easier to digest.
• 29:54Another thing that will help.
• 29:56This will also help with the
• 29:58issue Sherry was mentioning before
• 30:01with not necessarily knowing
• 30:03where these orgs display.
• 30:05One bit of functionality that we added
• 30:08to profile system in the final month,
• 30:10in the final months of its run was
• 30:12a helpful table that would appear
• 30:14on this page and show you where on
• 30:17the site that organization was used.
• 30:19That piece of functionality just
• 30:20did not make it in for launch.
• 30:22We are going to reintroduce that
• 30:24and it'll actually be even a
• 30:27little better because it will also
• 30:29include calendar usage now.
• 30:30Which might not be relevant
• 30:31when you're managing people,
• 30:32but it'll just be helpful to know that you
• 30:35can go here and see where the calendar
• 30:37for this organization appears as well.
• 30:40So we're going to add that back.
• 30:42So there's a bit more of a connection
• 30:43because at the end of the day,
• 30:45Beatrix is really convenient for
• 30:46making updates to the site quickly.
• 30:48But Beatrix is right now essentially
• 30:50totally separate from the website
• 30:52that we're managing,
• 30:53right.
• 30:54So we're trying to make more
• 30:56connections here so that it's clearer.
• 30:58What is gonna happen when I make
• 31:01updates in Beatrix without having
• 31:03to know exactly where these things
• 31:06are used on the site before I go in?
• 31:09And yes,
• 31:09we are going to add some options
• 31:11here to help filter this and
• 31:12make it a little easier to view.
• 31:14But basically when you're seeing
• 31:16an organization that you manage
• 31:18that has a parent org that is not
• 31:21the CHILD Study Center Department.
• 31:23That means that it's going to be an org.
• 31:25I'm just looking for an example.
• 31:27It looks like there aren't that many.
• 31:30Like the School of the 21st Century
• 31:33is a child of the Zigler Center,
• 31:35which is in itself child,
• 31:36the Child Study Center.
• 31:37So if I go to this school of
• 31:40the 21st century,
• 31:41I can also click any of these to
• 31:42go to manage the organization,
• 31:44which is handy.
• 31:45So I go to school the 21st
• 31:47century, then I see, OK,
• 31:49we've got this other organization
• 31:50that is apparent of this one,
• 31:52and that is the child of
• 31:53the child study. Sorry.
• 31:56OK. And that one does make sense to me.
• 31:58I think that's similar to
• 31:59what Sherry said in the chat.
• 32:01Part of it is I don't
• 32:01know what I don't know.
• 32:02So I I feel that.
• 32:04And I do think playing around
• 32:05with it and trying to figure
• 32:06out how it what does map to
• 32:08the website and what doesn't
• 32:09will be helpful.
• 32:10It's definitely overwhelming if
• 32:12you're not already intimately
• 32:13familiar with your website,
• 32:15which I don't think many of us are,
• 32:17to be honest.
• 32:18It's just there's a lot
• 32:19of content on our website,
• 32:20so it's hard to know, right?
• 32:22And that's the thing when we
• 32:23get into some of these teams,
• 32:24I don't know what's accurate and what.
• 32:26But you know overtime hopefully
• 32:28we'll get those things cleaned.
• 32:29Yeah we'll we'll work on this where
• 32:32used functionality so that that's
• 32:34not as much of a mystery for you all.
• 32:37I understand it was really helpful as
• 32:39disappointed we weren't able to fit it in for
• 32:42launch because I know I used it all the time.
• 32:44I'm looking forward to having it back too. As
• 32:47we work on, um, future iterations
• 32:49of the websites and changes,
• 32:52there will be a much tighter
• 32:54connection between Beatrix and the
• 32:55information and and the websites and
• 32:57it will be a much clearer connection.
• 33:00So that's. I know it's a future state,
• 33:02but but that's where we're headed
• 33:04and in the meantime they're used.
• 33:06Should make a big difference.
• 33:09You got to start somewhere
• 33:10and it's a great start.
• 33:14Other questions?
• 33:21Umm. Communications folks,
• 33:24am I missing anything that I
• 33:25said I should address here?
• 33:27If if I'm not, I guess we
• 33:28could just end a little early,
• 33:30but I want to make sure we answer any
• 33:31questions people might have about this.
• 33:35Hi, this is Susan from comparative medicine.
• 33:39Hi, I'm So what about news?
• 33:41I sent something to you
• 33:43guys trying to put a news.
• 33:45Piece on my site and you said to try
• 33:47it in Beatrix and I have no idea.
• 33:49So I know we just talked about people,
• 33:52but what about news events I mean.
• 33:57Do you have anymore upcoming
• 33:59sessions about news? I
• 34:01we do. We have another session in January,
• 34:03but Susan, uh, the team can pop in the chat,
• 34:06the video session that we did on news
• 34:09and that should help walk you through it.
• 34:12Yeah, we do have a recording available and
• 34:14if you have a really specific question,
• 34:16if you haven't already, I would just.
• 34:18Make a ticket with the services
• 34:20team and they can help you.
• 34:21They should be able to send you
• 34:22some both the recording and I think
• 34:24we have step by step instructions.
• 34:26There might be a little bit.
• 34:29Yeah, OK. We definitely have
• 34:30step by step instructions, um,
• 34:32they may not yet be updated
• 34:35specifically for Beatrix.
• 34:36They might still reflect the
• 34:38profile system user interface,
• 34:39but it's they're really quite
• 34:40similar and if you have questions,
• 34:42you can just let us know,
• 34:43we'll put you in the right direction.
• 34:45OK, also on for like for example,
• 34:49Doctor Prendergast is in our department,
• 34:52but I don't see him because
• 34:54I'm on my I'm not in Beatrix
• 34:57and comparative medicine.
• 34:58And if I'm under orgs?
• 35:01I mean, I don't see where he would be.
• 35:04Under which heading?
• 35:06For lack of better understanding
• 35:10so I'm looking in the main
• 35:12in the comp Med department.
• 35:14I sorry I should have mentioned this.
• 35:16There is this nice little text
• 35:18field so I can filter by name.
• 35:20So he's not set to display on the
• 35:23website if he should be appearing
• 35:25on the comparative medicine site.
• 35:27And you know what this I should check.
• 35:30Production this new might not
• 35:32accurately reflect the data.
• 35:33In production,
• 35:34I'm looking at our testing environment.
• 35:36But if you're seeing the same thing I am,
• 35:38which is that he's turned,
• 35:40he's not set to display on this site.
• 35:42So I'm
• 35:43not saying that I when I look
• 35:45him up and I see his name
• 35:47and you have his title there,
• 35:49but my I'm under people.
• 35:50Am I supposed to be under.
• 35:51Oh, let me go to organizations. Yeah,
• 35:54you're only going to see information
• 35:56about his profile in people. So
• 35:59when I look him up.
• 36:03That's under organizations.
• 36:04I type in Prendergast.
• 36:08You'd have to visit your
• 36:10original entries to display.
• 36:14Right, because there's no
• 36:16organization named Prendergast.
• 36:17What you'd have to do is find
• 36:20the comparative medicine or care.
• 36:21So click on your organizations
• 36:24from the that appears,
• 36:26they start typing comparative medicine.
• 36:29I click it, I'm going to see
• 36:31this default page you're talking
• 36:32about with some website URL.
• 36:34In such, click into members and leaders
• 36:38once I'm here to filter the members.
• 36:41So if I click that red button
• 36:42to green, then he will show up.
• 36:45Yes, and I do.
• 36:45This is actually a really important
• 36:47point that I want to mention.
• 36:48As many of you have already discovered,
• 36:50we've been experiencing some problems
• 36:52with updates you make and Beatrix
• 36:55appearing on the website right away.
• 36:57We have done some work to improve that or
• 37:02hopefully no longer going to see really
• 37:05long delays of like an hour or more.
• 37:08It should be closer to 6 minutes or
• 37:12less if we're being really technical
• 37:14and everything's working properly.
• 37:17We're working.
• 37:17Once we can make sure that's
• 37:19working right correctly,
• 37:20then we're going to actually
• 37:21work to reduce that even further.
• 37:23It's just a bit of some growing pains
• 37:26with the new architecture for this
• 37:28system that we're working through.
• 37:30If you are making some kind of update,
• 37:32like setting Doctor Prendergast to
• 37:34display on the website and he's just not
• 37:37appearing on the website an hour later,
• 37:39please let us know and we will shoot
• 37:41that over to our development team to take
• 37:44a look and figure out what's going on.
• 37:47But in any case,
• 37:48we're aware of these delays.
• 37:50We are working to correct them.
• 37:52Apologies if it's blocking your
• 37:54work in the meantime.
• 37:56OK, so if I if I'm looking at all our
• 37:58Members and a lot of my Members are red.
• 38:00Including myself.
• 38:01I don't know if it matters.
• 38:03I would think that they should
• 38:04all be on the website.
• 38:06How is that work that some are
• 38:09red and some are green? Umm.
• 38:13Individual choice by by department.
• 38:16So some departments choose to show
• 38:18everyone who's associated with
• 38:20their department on their website,
• 38:23others choose to only show primary faculty.
• 38:26Some choose to only show
• 38:28primary and secondary faculty.
• 38:30It's a department by department decision
• 38:32that you would need to make with your chair,
• 38:35and if you need more information or
• 38:37help kind of walking through this
• 38:39because it sounds like you could
• 38:41probably use some personalized guidance.
• 38:43Yeah, just reach out to the web
• 38:46services team and they can schedule
• 38:48a session with you.
• 38:49OK, that would be great. Yeah.
• 38:51Sorry, this actually leads me to another
• 38:53point which I wanted to mention,
• 38:54but I forgot until this point.
• 38:57There are a lot of orgs like this where
• 39:00lots of people are turned off for display.
• 39:03I ideally I think we should be displaying
• 39:06most people who are in the department on
• 39:09the website and then if we want some more
• 39:12custom lists like for just the faculty,
• 39:15we would make that a team where
• 39:17we just Add all the faculty in.
• 39:19We have tried to in the past and
• 39:22actually this functionality still exists,
• 39:24filter people by their job class, but it.
• 39:27It just does not work very well.
• 39:29Well, unfortunately, it's mostly accurate.
• 39:31But then there are people with sort
• 39:34of weird roles that we may consider
• 39:36faculty or staff or vice versa,
• 39:38and they're not appearing in the right list.
• 39:41And then we have to end up making
• 39:42the entire list manually anyway,
• 39:44you just because we're missing
• 39:45a couple of people.
• 39:46So if you really want a list
• 39:49specifically for the faculty.
• 39:51You may want to make a team
• 39:53specifically for that so that you
• 39:54could also list all the faculty
• 39:56staff in your department elsewhere,
• 39:58because I mean the staff are
• 40:00part of the department.
• 40:01The non faculty who are staff
• 40:04are also part of the department.
• 40:06It kind of makes sense to display them
• 40:08on the site as well because people
• 40:10are going to get in touch with them.
• 40:12But we we can help guide you through
• 40:15that process once you figure out exactly
• 40:18what you'd like to display on the site.
• 40:20And yeah,
• 40:21again,
• 40:21I would just contact our web services
• 40:24team for help there once you have
• 40:26a decision one way or the other.
• 40:28OK. Thanks. Thanks.
• 40:34Any other questions?
• 40:41Alright. And in that case,
• 40:43I think we're going to give
• 40:45everybody about 20 minutes back.
• 40:46Thank you all for attending.
• 40:48And if you think of any questions
• 40:50after the facts, just let us know
• 40:52why to send to editor@yale.edu
• 40:53and we'll get back to you soon.
• 40:55Um, thanks so much.
• 40:57Thanks everyone.