Training: An Introduction to Beatrix - the new tool for profiles, news, and events Session 3

Transcript

• 00:07And further. Some of the rest of
• 00:11our team are on the on the call.
• 00:14This session is to review kind of
• 00:17a general overview of Beatrix,
• 00:20which is the relaunched system
• 00:21profile system at the School
• 00:23of Medicine contains profiles,
• 00:25organizations, news, events,
• 00:28clinical trials, media.
• 00:32We have lots of plans to continue expanding
• 00:35its functionality over the next year.
• 00:38In the new Year we're going to begin sharing
• 00:41out a road map for product development on it,
• 00:43but in the. In the next month,
• 00:46we're going to be focusing on minor
• 00:49features and any kind of bugs that
• 00:52I people might find in the system.
• 00:54If you do encounter a bug or
• 00:56a question in the system,
• 00:57if you can just use the report
• 00:59a bug button on whatever page
• 01:01you encounter that bug,
• 01:02that will submit a ticket to our team
• 01:04and then they'll get back to you anyway.
• 01:08Feel free to ask questions,
• 01:10unmute yourself, ask questions,
• 01:12or if you'd rather put it in the chat,
• 01:14feel free to put it in the chat.
• 01:15And uh,
• 01:16Elvis is just going to do a quick
• 01:19overview of the system with you
• 01:21now and we'll go from there.
• 01:26Hey, everybody.
• 01:27Thanks for joining today.
• 01:29This is our third and final
• 01:32introductory session for BH Beatrix,
• 01:35which is a replacement system
• 01:37for what was previously
• 01:39known as the Profile System.
• 01:43This new tool it honestly the majority
• 01:46of the system is simply recreating what
• 01:48was available in the profile system.
• 01:51However, there are some new features and
• 01:54I'm going to take a minute to go over a
• 01:57few of the more prominent new features.
• 02:00The first of which is this dashboard
• 02:02that I'm sharing right now.
• 02:04So previously if you all use the
• 02:08profile system before in the old tool,
• 02:11you kind of had to know where you were.
• 02:13Knowing the base on the task that you
• 02:15were trying to complete that day or
• 02:18at that time now we've tried to do
• 02:20at least to a limited extent for now,
• 02:24is try to populate this home page
• 02:26for the system that we call the
• 02:28dashboard with some calls to action
• 02:30for tasks that you might be logging
• 02:32into the system to complete.
• 02:34For example,
• 02:35if I have events that are in draft
• 02:37or news articles that are in draft,
• 02:40so I haven't published these yet,
• 02:42they're going to be front and center.
• 02:44On my dashboard so I have my
• 02:47incomplete items that I might be
• 02:49looking to finish right at the top
• 02:52on this drafts of progress section.
• 02:54Secondly, we have this needs review section.
• 02:57You will see this element if generally
• 03:01if you are either the administrator for
• 03:04a our organization calendar or news feed,
• 03:09you'll see the articles and events that
• 03:11are left for you to approve or reject.
• 03:15From appearing on your news feed
• 03:17or calendar on your website.
• 03:19Additionally,
• 03:19most of the faculty at the school
• 03:23will see this section not because
• 03:26of news or events,
• 03:27but because of publications that have
• 03:30been imported for their profile.
• 03:33That's also another new big feature that
• 03:35we have is an integration with dimensions,
• 03:38which is an AI tool used to identify
• 03:41the publications that are associated
• 03:44with specific faculty members.
• 03:46Um,
• 03:46if you haven't worked with PUB Med before,
• 03:48it can sometimes be really difficult
• 03:51to simply get a list of applications
• 03:54for one specific person, it turns out.
• 03:58And dimensions is a good job of
• 04:00sorting through that ambiguity,
• 04:02so I'll cover that in a little bit.
• 04:05But for now we're going to look at a
• 04:07few other of these big new features.
• 04:10Um,
• 04:11another new feature that you might
• 04:13notice here is I've got this little
• 04:16Bell icon with these this 14 number on.
• 04:18These are notifications when certain
• 04:21things happen in the system.
• 04:23I'm going to be notified about it and
• 04:25I'll get a list of all those happenings here.
• 04:29To an extent,
• 04:30this overlaps with the things that
• 04:32appear on the dashboard itself.
• 04:34Like you'll see I have notifications
• 04:37about pending items for review,
• 04:39like news articles and events.
• 04:40But I'm also going to see things
• 04:43like when I'm events,
• 04:44like when I'm tagged in an event or
• 04:48if I'm tagged in a news article.
• 04:51Those will also.
• 04:53Or if I've uploaded a video to
• 04:55the media library and it finished
• 04:57uploading and encoding,
• 04:58I'll get a notification there. Second,
• 05:00sometimes take more than a few minutes.
• 05:02You might not want to sit staring at
• 05:05that screen until it finishes in coding.
• 05:07So we're trying really to bring to
• 05:10the forefront of the tasks that
• 05:12are relevant to you at that time,
• 05:14instead of forcing you to sort of dig
• 05:16down to the screen in the system where
• 05:19you're trying to make some edits for
• 05:21whatever task you've logged in to complete.
• 05:25OK, I'm going to jump around a little bit
• 05:27more to show some of the other new features
• 05:30that are widespread throughout the system.
• 05:34One big improvement is whenever you
• 05:36see a table of items like this one,
• 05:38where I'm looking at a list of the
• 05:40organizations I have access to.
• 05:42I now have several of ways to
• 05:45filter and sort those,
• 05:47so I could sort by any of these items.
• 05:49By default,
• 05:50it's sorting these orders by name.
• 05:51I could choose to sort
• 05:53them by type instead, or.
• 05:55Um, organization ID.
• 05:56That's really more relevant for our web team
• 06:01or even the parent org or that organization.
• 06:04Also in other lists you might see.
• 06:10And. A little filter icon here in
• 06:12addition to these sorting buttons.
• 06:15This filter icon works very much like Excel.
• 06:18I click on this filter and I can
• 06:21apply some kind of filter based on
• 06:23the column where this icon appeared.
• 06:25So if I wanted to just show in.
• 06:28Sorry, I skipped pretty quickly,
• 06:29but I'm now looking at my list of
• 06:32news articles that I have access to.
• 06:35I can if I just want to,
• 06:37look at the articles that are tagged
• 06:39to the Yale School of Public Health.
• 06:42I can type in the name of the organization
• 06:44and Yale School of Public Health and
• 06:46click apply and then it's only going
• 06:48to show me the articles that I have
• 06:50access to that have been tagged to.
• 06:53We have school public health,
• 06:55so there are some helpful features there.
• 06:57And in addition, very much related.
• 07:01Whenever I'm dealing with
• 07:02any of these tables,
• 07:03in almost every case you're going to see
• 07:06this little link here to download that table.
• 07:08What this will do is it
• 07:10will download a CSV file.
• 07:12Of all the data that's currently
• 07:15shown on this table.
• 07:16So if I click download table,
• 07:18I'll get a CSV file that contains
• 07:21all this information I see here.
• 07:23We do understand that you're probably
• 07:25not going to always see all the
• 07:27fields that you might be interested
• 07:29in in these tables right now,
• 07:31especially for things like people
• 07:33we're not displaying a whole lot.
• 07:34And sorry, there's a lot of test data here.
• 07:36Don't.
• 07:36This is a test environment,
• 07:38so we've got some.
• 07:39Crappy looking data here,
• 07:41but don't worry,
• 07:41this is not in the production system.
• 07:43It's only for testing.
• 07:44But it's very possible that you might be
• 07:47interested in more than a person's name,
• 07:49department, e-mail, and person type.
• 07:52We have lots of other information
• 07:55like phone numbers,
• 07:56mailing addresses,
• 07:57things like that that you very much
• 08:00might be interested in getting a
• 08:02table a sorry to download a table of.
• 08:05We are working on some enhanced
• 08:07reporting functionality that will
• 08:08allow you to eventually do that.
• 08:10Kind of thing.
• 08:12Umm.
• 08:16Importantly, this system is now responsive
• 08:20if you use the profile system before.
• 08:23If you ever try to make an edit in
• 08:25the profile system from your phone,
• 08:27you probably didn't have very
• 08:29good luck because the UI was not
• 08:32friendly to use on a mobile device
• 08:34or even really tablet sized devices.
• 08:36But now, as you can see,
• 08:39when I just change the size
• 08:41of my browser window here,
• 08:42the site will adjust.
• 08:44Depending on the width of the screen,
• 08:47I'm looking at, Umm, it'll hide the
• 08:50navigation behind this little menu button.
• 08:53It will resort the data in
• 08:55these columns so that it fits.
• 08:57And you could,
• 08:58if you really had to in a pinch for example,
• 09:01make an edit through a profile,
• 09:03add somebody to an organization.
• 09:06Maybe you don't want to write a
• 09:07whole news article on your phone,
• 09:08but if you have some kind
• 09:09of basic update to make,
• 09:11you can certainly do that on your phone now.
• 09:13Like if.
• 09:14That happened to walk by somebody
• 09:15in the hallway and they mentioned
• 09:16not fair on the website.
• 09:18You could just open up your
• 09:19phone and add them to that site.
• 09:21Umm.
• 09:24OK, I think that's it for
• 09:27the really big new features.
• 09:29Now I'm going to try to take a really quick
• 09:32look at the popular modules of the system.
• 09:38Obviously our original and most popular
• 09:40module is managing our profiles.
• 09:42These are the profiles that populate
• 09:45the profiles you see on the School
• 09:48of Medicine website and the Yale
• 09:50Medicine website they pull data from.
• 09:55This module of the tool.
• 09:58And I have been using Doctor Grauer as my
• 10:02example because this is a very full profile.
• 10:04And all these meetings,
• 10:05a couple of quick notes about profiles.
• 10:08One really important thing is not
• 10:10some faculty members are really
• 10:12eager to update their own profiles.
• 10:14Some of them don't necessarily
• 10:15want to deal with it,
• 10:16and in those cases they probably want to
• 10:19designate a profile editor for their profile.
• 10:23I've added myself here.
• 10:25You could add any individual user at Yale.
• 10:29To be a profile editor for.
• 10:34A given profile. The faculty
• 10:36members can do this themselves if.
• 10:39They can't do that.
• 10:41Then you can also just e-mail
• 10:44us to ask for permission,
• 10:45and we can set that up for you.
• 10:49But this is a good way for the fact
• 10:51that you may not be inclined to want
• 10:53to log in and update their own profile.
• 10:55They can designate someone else to do so.
• 10:58In addition, just so you know,
• 10:59there are generally,
• 11:00at least at the department level.
• 11:03There's often a communications
• 11:05person designated who have access
• 11:07to edit all the profiles,
• 11:09though they may not be.
• 11:10Effectively going through,
• 11:11especially for the larger departments,
• 11:13and really keeping every single
• 11:14profile up to date.
• 11:15So even if you have a communications
• 11:18officer who's paying attention
• 11:19to these kinds of things,
• 11:21it's generally good if the faculty member
• 11:23is not going to be updating their own
• 11:25profile to have a profile editor designated.
• 11:28Similarly,
• 11:29you can add administrative
• 11:32assistance in the system.
• 11:35This data won't actually appear
• 11:37on the profile anywhere but.
• 11:40It will be used on soon for listing
• 11:44contact information for faculty,
• 11:46and this can be really important,
• 11:48especially for faculty or leadership
• 11:50positions that might not be checking
• 11:52their own e-mail all that often,
• 11:55and the best way to get in touch
• 11:56with them could be their assistant.
• 11:58We want to make sure their assistant
• 11:59is here so when we output their
• 12:01contact information on the site,
• 12:02we can make sure to highlight that,
• 12:04hey, this is the assistant
• 12:05for this faculty member.
• 12:06If you're not having luck
• 12:07reaching them directly,
• 12:08you might want to contact
• 12:10this person instead.
• 12:11Um,
• 12:11additionally,
• 12:12this information is helpful for
• 12:14again this reporting tool that
• 12:17we're working to expand on.
• 12:19This would be really critical
• 12:21information to have to be able to
• 12:23get the assistance for any faculty
• 12:25member who has them via reporting.
• 12:28So please do fill out that your assistance
• 12:31field for faculty if it's all over.
• 12:38OK, now I'm going to go through a few
• 12:40of the more popular sections here.
• 12:43One important aspect of the profile
• 12:45is suffixes. These will appear.
• 12:47I'm going to go ahead and
• 12:48click preview this profile.
• 12:50It's going to show me a preview of
• 12:52what this profile will actually look
• 12:54like on this little medicine site.
• 12:56Umm, so you can see that on
• 12:59guns and growers profile,
• 13:01he's got the suffix ND appearing here.
• 13:04That's because in his suffixes,
• 13:06in his profile editor, he's got entity here.
• 13:11There are several kinds of suffixes,
• 13:13family suffices or just what you
• 13:15think of junior, senior, etcetera.
• 13:17We have all kinds of options here.
• 13:20National suffixes are certifications
• 13:22and such that you can simply add by
• 13:26selecting them from this drop down.
• 13:28If you don't see the suffix that
• 13:30somebody is looking for in this list,
• 13:33just contact us and we can add to this list.
• 13:36Is a static list.
• 13:37You can't type whatever you
• 13:38want in this field,
• 13:39so we just have to make sure we add it to
• 13:42the database before you can select it.
• 13:44You can always contact us with any
• 13:46kind of question or concern additions
• 13:49to various fields by clicking.
• 13:51This report a bug button here
• 13:53just put in your e-mail.
• 13:56It's helpful if you describe the
• 13:57issue and the subject line and
• 13:59then you can just briefly and then
• 14:00you can give us some more thorough
• 14:02description and this message field.
• 14:04And when you send this,
• 14:06when you click send here,
• 14:07it's going to send a message
• 14:08to our web services team.
• 14:09We're going to triage your request
• 14:11and get your issue resolved.
• 14:15Sorry, I digressed for a second there,
• 14:17but I skipped over the academic
• 14:20suffixes because they're a little
• 14:22more complicated than the others.
• 14:25The reason why is for
• 14:26these academic suffixes.
• 14:27We really would like to make sure
• 14:30that faculty and staff have the
• 14:33information to back up this degree
• 14:37associated with their profile.
• 14:40And entered into that profile.
• 14:41So you're only going to see the
• 14:44academic suffixes here that map to the
• 14:47educational information you have entered
• 14:49in the education section of your profile.
• 14:53So for Doctor Grauer,
• 14:55he already had added envy 2 suffixes.
• 14:58And I also saw BS and this
• 15:02audiology degree as options to add.
• 15:06But doctor growers only chosen to
• 15:08show his MD on his profile. So um.
• 15:13And because this these academic
• 15:16suffixes are tied to education,
• 15:19we also expose the suffix UI here so
• 15:22that if you're adding some new education,
• 15:25you can easily add that
• 15:27degree to your suffixes.
• 15:29Umm, OK,
• 15:31that's it for suffixes.
• 15:35Another critical section of this profile,
• 15:38specifically for faculty who also.
• 15:43See patients via Yale Medicine is the
• 15:46Patient care section of their profile.
• 15:49Basically what they enter here
• 15:51is going to determine number
• 15:53one if they appear on the Yale
• 15:55Medicine Clinical Practice website.
• 15:56And #2 where they appear so the quickly.
• 16:00The most important few sections to
• 16:03pay attention to are the specialties,
• 16:06and equally important are these
• 16:09expertise in areas of specialization
• 16:12on your medicine.org.
• 16:14These are so the way we are primarily
• 16:17associating faculty with various conditions,
• 16:20treatments,
• 16:20procedures on the Yale Medicine website
• 16:24is by relating them via the ID and
• 16:28CPT codes that they are billing for.
• 16:31But that is not always going to give
• 16:34an accurate representation of the
• 16:36work of that faculty member and it
• 16:38might not be what they necessarily
• 16:40want to be associated with,
• 16:42for example.
• 16:43You could have a dermatologist who
• 16:45is removing warts all the time,
• 16:48but they're also a specialist
• 16:51in those surgery.
• 16:52They probably care more about being highly
• 16:55ranked when prospective patients are looking
• 16:58at information about motive surgery,
• 17:00then wart removal.
• 17:03So if you are a faculty member or
• 17:06you're adding the profile member,
• 17:08profile the faculty member.
• 17:11Who has some kind of super specialization?
• 17:15That is very rare,
• 17:16and they might not be performing
• 17:19that procedure or treating
• 17:20that condition all that often,
• 17:21but it is sort of their focus
• 17:24of their career.
• 17:25You're going to want to make sure
• 17:27that they've entered that here.
• 17:29Similarly,
• 17:29they can also enter specialties that
• 17:32they're not even necessarily doing,
• 17:34but they're interested in
• 17:36branching out into and this.
• 17:38How do you want to build
• 17:40your practice section?
• 17:40This gives me the opportunity to.
• 17:42Make their profile appear
• 17:45associated with conditions,
• 17:46even if they're not really currently
• 17:48treating it all that often,
• 17:49but they would like to do so,
• 17:51they can add that here.
• 17:53Um, and lastly,
• 17:55these patient interactions questions,
• 17:58they're simple,
• 17:59yes,
• 17:59no questions,
• 17:59but they help us format
• 18:01the profiles in the front
• 18:03end so that it's clear to users of the site,
• 18:07particularly prospective patients,
• 18:08whether or not they can actually
• 18:10make an appointment with that person.
• 18:11So it's just important to fill
• 18:12out those questions as well.
• 18:15I think we are going to share in the chat
• 18:18a link to more information about this.
• 18:20And yes, it looks like Denise
• 18:21has already done that.
• 18:22Thank you very much.
• 18:23Denise, please take a look at the link
• 18:26that Denise sent if you have more
• 18:29questions about this patient care section.
• 18:31Um, alright, let's move on to publications,
• 18:36which I mentioned earlier.
• 18:38We have had publications
• 18:39in the system before.
• 18:41We went through several iterations of
• 18:43getting publications into these profiles,
• 18:46but this latest version is clearly the
• 18:49best as dimensions is really successful
• 18:52at identifying publications that
• 18:55are truly associated with a person.
• 18:58Previously,
• 18:58a lot of the efforts that we took.
• 19:02To try to match faculty and staff
• 19:04to publications were even if there
• 19:06was some automation behind it,
• 19:08in the end there had to be a very
• 19:12manual step to associate those
• 19:15publications with those people.
• 19:18There is still a manual review step,
• 19:20however,
• 19:21generally if our configuration
• 19:24settings for importing a person's
• 19:28profiles into the system are correct.
• 19:32Something like 95 or 98% of the
• 19:35publications they see are truly
• 19:36going to be their publications,
• 19:38and they should be able to quickly go
• 19:41through and approve the publications
• 19:43that are associated with them.
• 19:47As you can see,
• 19:49Jonathan Grower has lots of publications
• 19:50and he actually has zero rejected.
• 19:52So every single publication that
• 19:54was imported from dimensions that
• 19:57was associated with his profile
• 19:59was truly his publication.
• 20:01These
• 20:02these publications are going
• 20:03to be important for the CME.
• 20:05Process that the school
• 20:06is undergoing right now.
• 20:10So we're going to start doing a
• 20:13more concerted push to ask faculty
• 20:15to review their publications later
• 20:17this month and into the new Year.
• 20:20So we're probably going to be reaching
• 20:22out to lead admins and to department
• 20:24chairs and to communicators to help
• 20:27us push out the message that we need
• 20:29all faculty to participate in this.
• 20:31We've gotten a remarkable amount
• 20:34of participation so far.
• 20:38From about 50% of the faculty,
• 20:40they've approved more than 50,000
• 20:42publications in the system so far.
• 20:44So it's it's pretty, it's pretty good,
• 20:46but we're aiming to get, you know,
• 20:48a much higher percentage rate.
• 20:52Elvis, there's a question about.
• 20:55In the chat about. What?
• 20:59The person is agreeing to when they
• 21:02use Beatrix I I can just take that so.
• 21:06We're working with General
• 21:08Counsel's office to.
• 21:10Kind of have an attestation every
• 21:12time someone logs into Beatrix.
• 21:13This this text is actually going
• 21:15to get a little bit longer in the
• 21:17coming weeks with some additions that
• 21:19general counsel would like us to make.
• 21:21But essentially what you're agreeing to
• 21:23is that you're not going to put any Phi
• 21:27or HIPAA covered content into the system.
• 21:32That you're not going to upload any.
• 21:36Content that that someone
• 21:37else owns the copyright to.
• 21:39So you're not going to, you know,
• 21:42just go grab an image from
• 21:43someone's website and put in a
• 21:45news article without permission.
• 21:47You're not going to upload music or
• 21:50video that that you don't have written
• 21:54permission or rights to use into the
• 21:57system and that you're not uploading.
• 22:01Any really sensitive content that
• 22:03would be covered under any other
• 22:07kind of privacy policy at the
• 22:09university. Beatrice probably
• 22:10don't want to upload an Excel
• 22:12file of people salaries in here.
• 22:14There's just no reason to do that right
• 22:17so so Beatrix if you think about how we
• 22:21intend how we use Beatrix and Beatrix
• 22:24intended use is for. Mostly public.
• 22:28Information that we're going to
• 22:31make available through our websites.
• 22:33The caveat there is there is some information
• 22:36in Beatrix such as appointment history
• 22:40that's intended solely for CV usage.
• 22:43But if you if you think about anything
• 22:46that's going to be included on a
• 22:48CV or should be publicly available,
• 22:50those are kind of the two main areas
• 22:52of content that you want to think
• 22:54about when putting in Beatrix if if
• 22:56you wouldn't want it to appear on the
• 22:58front page of the New York Times.
• 23:00Or in someone's CV.
• 23:02Don't put it in Beatrix.
• 23:05Does that answer your question?
• 23:11OK, great. Great. Thank you.
• 23:13Thanks. That's a good question. Um.
• 23:18Yeah, there's just one other thing I
• 23:20wanted to say about publications and
• 23:22that is we've already had several.
• 23:24In instances where somebody logged in,
• 23:27they maybe haven't even looked
• 23:28at the profile system before.
• 23:30A little one, Beatrix.
• 23:32And they see lots and lots of pending
• 23:35publications from dimensions.
• 23:36Dozens or even hundreds.
• 23:37And they start rejecting lots and
• 23:39lots of publications because they're
• 23:41finding that most or even all of the
• 23:44publications do not belong to them.
• 23:46We're working on some UI changes
• 23:48to make this clearer,
• 23:50but we really encourage you to
• 23:52not have to start rejecting lots
• 23:54and lots of publications.
• 23:56If you're rejecting rejecting
• 23:57more than a few publications,
• 23:59then that probably means that the
• 24:01import settings are incorrect.
• 24:03And the best thing to do,
• 24:04and the best use of your or
• 24:07the faculty member's time,
• 24:08would be to contact us and ask us
• 24:10to take a look at their dimensions,
• 24:13profile settings, and address and fix them.
• 24:17Like I said,
• 24:18really it should be well over 90%
• 24:20accurate and that if that's not the case,
• 24:23we probably have the wrong
• 24:25profile associated here.
• 24:26So if you see lots and lots of incorrect
• 24:30publications and this pending list,
• 24:33please do contact us before you
• 24:36try to manipulate and reject lots
• 24:39and lots of publications here.
• 24:42We just don't want people spending
• 24:44lots of time trying to clean up
• 24:46data that might just be wrong.
• 24:48Umm, that's it for publications,
• 24:51although it does tie in pretty closely
• 24:53to the next item on our list here,
• 24:56which is the CD builder.
• 24:58The CD builder is not new to Beatrix,
• 25:02it's been around for.
• 25:04Over a year now,
• 25:06I can't quite remember when we launched it,
• 25:08but what the CD builder does is
• 25:10it takes all of the information
• 25:13that is entered into the faculty
• 25:16members profile and basically
• 25:18puts them through a step by step
• 25:21process to review and select the
• 25:25appropriate information from their
• 25:27profile to generate a CD.
• 25:32The model we tried to follow
• 25:34here was uh, TurboTax.
• 25:35We're really trying to take you through
• 25:38a step by step process where you simply
• 25:41are reviewing information hopefully.
• 25:43And picking the information that's
• 25:45already in the system to create a CV.
• 25:48Guys, this is not as convenient for maybe
• 25:50a new faculty member who might have very
• 25:52little information in their profile.
• 25:54That'd be pretty arduous to go
• 25:56through this tool and have to enter
• 25:59all this information all at once.
• 26:01However, sometime next calendar year we
• 26:04are hoping to launch a CSV import tool,
• 26:08which would basically be really good
• 26:10for doing the opposite of what the CV
• 26:13builder does instead of taking data
• 26:15that's already in Beatrix to generate the CV.
• 26:18We would take the PDF or Word document
• 26:22that a faculty member has for their CV.
• 26:27Maybe their profile is nearly empty
• 26:29with just the bare minimum of imported
• 26:32information and that profile and they
• 26:34can upload it to the tool it will.
• 26:36We are using AI to parse set tool, sorry.
• 26:39To parse that CV,
• 26:41try to pull out the specific fields
• 26:42that we care about,
• 26:43and then through a similar review
• 26:46process go through all of that data.
• 26:50Accept or reject information where needed,
• 26:53or make edits.
• 26:54Usually it would be accepted,
• 26:55or probably make an edit to the
• 26:57information if the AI didn't identify
• 26:59the field field quite right to fill
• 27:02out that faculty members profile based
• 27:05on a CD that they've already produced.
• 27:09So that is under is under development
• 27:13right now.
• 27:14We will be providing a lot more
• 27:17information about that in spring
• 27:19I believe in summer maybe.
• 27:25OK, I'm going to quickly go through
• 27:27a few other enhancements here.
• 27:28Organizations.
• 27:29This module has not changed much from
• 27:34the profile system in terms of functionality.
• 27:37This will still be used to manage.
• 27:41Some basic information about each
• 27:44organization and probably most importantly,
• 27:47the people that belong to each organization
• 27:50on one big improvement here and I
• 27:54should pick a larger organization.
• 27:57Use them as an example.
• 27:59One big improvement here is the UI.
• 28:01We haven't really added any new options here,
• 28:04but we do have lots of UI improvements.
• 28:06We've got these sort and filter
• 28:08options that we already demonstrated,
• 28:09but also one feature that was not
• 28:12present in profile system but is
• 28:14present in Beatrix is the ability to
• 28:17select multiple people in this list
• 28:19at once and modify them in some way.
• 28:23So for example if I need to turn
• 28:27several people who currently are not.
• 28:29Stay on the website to turn them on
• 28:31so they will appear on the website.
• 28:33I could simply go through select
• 28:36all those people.
• 28:37And in this toggle at the top,
• 28:40I can hit display an academic website.
• 28:42It's going to give me a little
• 28:43warning just because I'm editing
• 28:44multiple people at the same time.
• 28:46I click yes,
• 28:47and it's going to adjust that
• 28:49setting for all the people I
• 28:50click a little check box next to.
• 28:52I could also Add all those people
• 28:54with leadership if I wanted to,
• 28:56which would save some time,
• 28:58especially if it's a newer org
• 28:59or they might not have any
• 29:02leadership information at all.
• 29:03And like before I can click
• 29:06into these individual people,
• 29:08if they have some special leadership
• 29:10title that I should be adding here,
• 29:12I can add it here.
• 29:14I also just have an secondary way
• 29:17to access these options about the
• 29:20display of this person on the
• 29:22site by these tables that appear
• 29:24after I click on an individual.
• 29:27Umm.
• 29:30Think. That's really one other thing.
• 29:35I'm sorry. One other important
• 29:38note is in profile system.
• 29:40Again, this is not new.
• 29:42In Profile System,
• 29:43we had the ability to create display groups,
• 29:47which were sort of like organizations,
• 29:49but they were only for creating really custom
• 29:52groups of people for displaying the website.
• 29:55So they might not be a true
• 29:58organization at the school that's,
• 30:00but it's a group, maybe a group of.
• 30:03Faculty in a particular department
• 30:05who specialized in some specific area,
• 30:07but they don't have a program.
• 30:09For instance, you might still want to
• 30:11list those people on your website,
• 30:13and the way to do that in profile
• 30:15system would be a display group.
• 30:17Um, teams in Theatrix are the exact
• 30:20same thing as a display group.
• 30:22We just renamed it to be
• 30:23a little more friendly.
• 30:24They're now called teams you.
• 30:27If you are an organization administrator,
• 30:29you should be able to create
• 30:30these teams themselves, yourself,
• 30:32and you can manage them.
• 30:34That's you.
• 30:35If you're creating a new team and
• 30:36you want to add it to the site,
• 30:38you're just going to have to contact us
• 30:40to make sure it gets added to that website.
• 30:43But once we add it,
• 30:44you have full control to manage that
• 30:47list of people via the teams here.
• 30:49And again, to contact us, just e-mail.
• 30:52Why? Send the editor at yale.edu.
• 30:54Or you could even use this report a bug tool.
• 30:56Just this is really just going
• 30:58to it's basically functionally
• 30:59the same as sending us an e-mail.
• 31:01So if you don't want to have to take
• 31:03the time to go, open your e-mail.
• 31:04Client addressed the wise matter.
• 31:06Just explain what you're looking
• 31:08for here and we will triage your
• 31:11request as needed.
• 31:13Um.
• 31:13I think that's it for organizations for now.
• 31:19Do you have any questions before
• 31:20I move on to news and events?
• 31:25OK. I'm going to go ahead.
• 31:27All right, so news.
• 31:30News is one of the modules that is largely
• 31:33the same as it was in profile system.
• 31:35There is one important difference
• 31:37here and I'm just going to switch
• 31:39over to an article that I loaded
• 31:41up actually the articles right
• 31:43here so I'll just click it.
• 31:45This is the article I want
• 31:46to use as an example.
• 31:48The one important caveat here that
• 31:51is slightly different from the
• 31:53previous system is now we have a
• 31:56draft and published status for news.
• 32:00Articles and also events.
• 32:03So previously in profile system,
• 32:06if I wrote a news article,
• 32:07it wasn't appearing anywhere on the
• 32:10website until I went ahead and tagged
• 32:13it to some organizations and hit publish.
• 32:16But once I published that article,
• 32:18if I were then to go back later and
• 32:21start making some edits to that article,
• 32:23they would almost immediately
• 32:25propagate out to the website.
• 32:26And that might not be ideal if
• 32:28you needed to make some kind of.
• 32:30Uh, involved rewrite of an article,
• 32:34so now there is this draft
• 32:38and published status.
• 32:40If I start editing an article
• 32:41that has already been published,
• 32:43like this one, these edits,
• 32:46these very important edits I made here,
• 32:47are not going to appear on the
• 32:50website until I go back down to this.
• 32:53Publish section and hit publish.
• 32:57Once I do that and publish my changes,
• 33:00that will send a signal to update
• 33:02the content on the website.
• 33:04So that's just an important
• 33:05thing to keep in mind.
• 33:06If you go back to an existing article,
• 33:08make some edits and you're
• 33:09not seeing on the website,
• 33:10but on the website,
• 33:11please make sure that you've gone in
• 33:13and actually published that article
• 33:15after you finish making edits.
• 33:17Same exact concept for events,
• 33:19which we'll get to in a little bit.
• 33:21I realized I skipped over one new feature,
• 33:24which are these helpful anchor tags here.
• 33:27You might notice that in many cases.
• 33:31Interfaces that were multiple screens in
• 33:34profile system have now been condensed
• 33:36down to a single page and this is
• 33:39both just the trend in web technology.
• 33:42Now we're getting used to more
• 33:44scrolling and longer pages.
• 33:45But to help mitigate the difficulty
• 33:47that can cause when you have to deal
• 33:50with scrolling through really long page,
• 33:52we added added these little
• 33:53anchors to the side of the page.
• 33:55You can quickly jump from one section
• 33:58to the other without necessarily
• 34:00having to scroll and skim the page.
• 34:03Just note that your your viewport with.
• 34:06Sorry, your browser doesn't have
• 34:08to be a little bit wider.
• 34:10This element simply can't fit if I
• 34:12have my browser narrowed like this.
• 34:15So if you want to use this element,
• 34:17you're not seeing it.
• 34:19Just make sure you can expand
• 34:20your browser to.
• 34:21I think it has to be above 1300 pixels.
• 34:26That's a guess,
• 34:28but anyway,
• 34:29just if you're not seeing this element,
• 34:31just stretch out your browser a little bit.
• 34:33If you can and it should appear for
• 34:34you so you can quickly navigate.
• 34:39Other items about news,
• 34:42one important update we added
• 34:45recently are related events.
• 34:48So now if you have an event,
• 34:51especially if you have a larger
• 34:52event like a conference or retreat,
• 34:54you might be writing a news article
• 34:56about that and it could be handy to link
• 34:58directly to that event from a news article.
• 35:00That is possible.
• 35:01Now I could simply click add new
• 35:05under related events I can search.
• 35:09For an event, I'm going to add my test
• 35:12event that I created the other day.
• 35:14And it's my related events and then
• 35:17and there's already another related
• 35:19event that was here previously.
• 35:21And when I go to preview this article,
• 35:24I should see my event highlighted
• 35:28in the side column here.
• 35:30So it'll give that you could have
• 35:32a article that maybe mentions
• 35:33or is entirely about an event,
• 35:35and if users who are reading
• 35:37this article are interested,
• 35:39they can click over to see the event.
• 35:41And they will get more details
• 35:44about that event.
• 35:46Um, other.
• 35:52I guess the only other thing
• 35:55I want to mention is um.
• 35:57Suggesting articles and sharing articles.
• 36:01Um, importantly,
• 36:02there is this visibility setting.
• 36:05If you're entering an article,
• 36:08obviously these articles are
• 36:08going to share it on the web,
• 36:10so you don't want to update
• 36:11upload anything to private.
• 36:12But maybe you're uploading some
• 36:14article that you really only want
• 36:16to appear on your department's
• 36:18website and you don't want it to
• 36:20appear on other department websites
• 36:21through the School of Medicine,
• 36:23the main home page.
• 36:24In that case,
• 36:25what you should do is set this news.
• 36:27Privacy to private what that
• 36:30is going to do is prevent this
• 36:34article from being automatically
• 36:36suggested to other organizations.
• 36:38Generally,
• 36:38when you submit a news article and
• 36:41you start tagging people who are
• 36:43mentioned in the article as you tag people,
• 36:46it's going to suggest.
• 36:51This article to the organizations
• 36:53that person belongs to.
• 36:55So I just added myself and when I
• 36:59go down to the organizations that
• 37:02this article has been suggested to.
• 37:07I should see my organizations,
• 37:10although I don't.
• 37:11It might be because I've screwed
• 37:13up my own data. Anyway it does,
• 37:15it will add organizations based
• 37:18on who you tag in this article.
• 37:22To send it to their approval queues.
• 37:25So just keep in mind if you don't
• 37:27want to be sharing your articles,
• 37:30it probably is a rare case,
• 37:32but just make sure that you toggle
• 37:34this news privacy setting to private.
• 37:39We also have tags.
• 37:41These function the same way as
• 37:42they did in the previous system.
• 37:44We have public tags that get exposed
• 37:47on the website, so when a user is
• 37:50searching for news for example,
• 37:53they will see keywords that
• 37:55they can filter through to.
• 37:58Try to find news that's relevant to
• 38:00the topic they're interested in.
• 38:03That's what public tags are.
• 38:05Private tags are something
• 38:06a little bit different.
• 38:08Private tags are used if
• 38:10for example on your site.
• 38:12You want to have a.
• 38:16You might have lots and
• 38:17lots of news on your site,
• 38:18but maybe,
• 38:19and this is a good example here,
• 38:21the school of Public Health
• 38:23on their homepage,
• 38:23they only want a subset of their
• 38:25news that's really really important
• 38:26to appear on their homepage.
• 38:28So they have this private tag called
• 38:30Y SH feature that is used to tag
• 38:33articles that they specifically
• 38:34want to appear in their home page.
• 38:36And then on the website we've set
• 38:39up the news feed that appears on the
• 38:42school of Public Health Home page.
• 38:45So only.
• 38:45Outputs the articles that are
• 38:47tagged with that Y pH feature tag.
• 38:52Again, this is something that
• 38:54our office would have to set up
• 38:56for you initially, so again,
• 38:58you can just contact us why
• 39:00sound editor at yale.edu.
• 39:02But once we do that initial
• 39:04setup for your site,
• 39:05you can use those tags as you're
• 39:07entering news articles to make
• 39:09them appear in the right place
• 39:11that you want on your site.
• 39:15I think that's only going
• 39:17to for news for now.
• 39:18I'm going to go on to events.
• 39:20I'm going to try to keep it quick
• 39:22here so we have time for questions.
• 39:25Events are honestly function.
• 39:27The fields are obviously different
• 39:30because we have things like start
• 39:32date and end date and RCP information.
• 39:35But the process to publish and
• 39:38share events is really identical
• 39:41to what we have set up for news.
• 39:44So when I get down to tagging
• 39:46this event in people again,
• 39:48I have a privacy setting that
• 39:50functions exactly the same way as the
• 39:53news privacy if I keep this event.
• 39:55Private it's not going to get
• 39:57automatically suggested to other calendars.
• 39:58This is probably honestly going to
• 40:00happen more often with count calendar
• 40:02events that maybe you're hosting
• 40:03an event to your department site,
• 40:05but the audience is limited to your
• 40:07department so you don't even want it to
• 40:09appear on the school medicine home site.
• 40:11So you might want to make that event
• 40:13private so it's only appearing for people
• 40:15who are visiting your specific department.
• 40:18Public and private tags are working
• 40:20exactly the same way as they do
• 40:22in news as I just described.
• 40:24Um.
• 40:26Again,
• 40:27the people that you tag as
• 40:29speakers or hosts of this event,
• 40:32if the event privacy setting is public,
• 40:36as you tag those people,
• 40:38this event will be suggested to
• 40:41those relevant calendars that
• 40:42those people that are that.
• 40:46Correspond to the organizations
• 40:47those people belong to.
• 40:49And again we have the same sort of publish.
• 40:55Behavior here?
• 40:55Um, my event is not going to appear
• 40:58anywhere until I hit publish this first time.
• 41:01If I go back and edit this event later,
• 41:04I'm going to have to click
• 41:05publish again for it to update.
• 41:06One really important feature that is
• 41:09easy to overlook is the event status.
• 41:12By default,
• 41:13the event status is confirmed.
• 41:14That means this event schedule it's,
• 41:17as far as we know,
• 41:18definitely going to happen and we
• 41:20want people to start adding it to
• 41:22their calendar if in the event you're.
• 41:25Event is cancelled.
• 41:27Please do not log into the system,
• 41:29just delete the event,
• 41:31because that's just going to
• 41:32disappear from the website and people
• 41:35might have seen it previously,
• 41:36could very easily not notice
• 41:38that it's been canceled,
• 41:39and maybe they'll show up.
• 41:42So what you should do instead,
• 41:43if an event that you had entered in the
• 41:45system was appearing on your website,
• 41:47is then cancelled,
• 41:49is coming to Beatrix.
• 41:51Browse to the event that you're
• 41:53editing and change the event status.
• 41:56From confirmed to cancelled and
• 41:58then republish.
• 41:59Go down to publish and publish that event.
• 42:02What that will do is give the
• 42:04event some special formatting on
• 42:05the live website so it'll appear
• 42:08grayed out and it'll say cancelled
• 42:09in big letters on top of the event
• 42:12so that users who see that event,
• 42:15maybe they saw it before and
• 42:16they were planning to go.
• 42:17Now they know the events have been cancelled,
• 42:20so please just keep that in mind if an event
• 42:23you submit to the system does get cancelled.
• 42:25Umm, the last bit I'm going to go
• 42:28over here is the media library.
• 42:30We made some pretty extensive updates
• 42:32to the media Library and Beatrix.
• 42:35Previously it only hosted video and audio,
• 42:39and while we have made some UI improvements,
• 42:42the functionality there is largely the same.
• 42:45Where a lot of the enhancements
• 42:47come in are with images.
• 42:49Images are now indexed in this media library
• 42:52along with video and audio, and this has.
• 42:55Some really good advantages because
• 42:58basically any image that you upload to any.
• 43:03Objects in the system is going to
• 43:06get stored in this media library.
• 43:08So if I go back to, for example,
• 43:11my news article that I was looking at before.
• 43:14When I go to say I want to add a
• 43:17image to this paragraph of my article,
• 43:20I would click into this news article,
• 43:23right click this add button, click media.
• 43:27And from this point, um, right away.
• 43:29There are some improvements here.
• 43:31For one, I see the media that's
• 43:33already used in this article.
• 43:35So.
• 43:37This this article was imported from
• 43:39the previous system and as you can
• 43:41see in order to get the look for the
• 43:43article that the submitter wanted,
• 43:45they end upload the same image twice.
• 43:47Probably because they wanted to use
• 43:49this this image for the thumbnail
• 43:51that appears when the news article
• 43:52appears in listings and also as a big
• 43:54hero image at the top of the article,
• 43:57so they uploaded it twice.
• 43:59Now, when I went to go add my hero image,
• 44:01I would have seen this image in my
• 44:04media already used for the thumbnail,
• 44:06and I could have just selected the same
• 44:08image instead of uploading it again.
• 44:09So that's a little bit of a time saver.
• 44:12In addition,
• 44:12when you first open this pop
• 44:14up for choosing media,
• 44:16you're going to see other media
• 44:17that you've looked at recently,
• 44:18even if it's not in the context
• 44:20of this article,
• 44:21because maybe I just uploaded something
• 44:23in the media library and then I later went
• 44:26to write a news article that uses that video.
• 44:29So we're going to populate that list here.
• 44:33In addition,
• 44:34very importantly,
• 44:35I can click public and see all of
• 44:39the media in the system that is.
• 44:41That the uploader has indicated
• 44:43it can be used for other purposes.
• 44:49So, Umm, and importantly,
• 44:51this includes the headshots for anyone
• 44:55who has a headshot on their website.
• 44:57So if we pretend that this article
• 45:00mentioned doctor Josh Koppel,
• 45:03I can search for his last name.
• 45:07And some of the 1st results here are
• 45:10again data imported from the old system.
• 45:12But we have a million versions of
• 45:14Josh Koppel's headshot in the system.
• 45:16I can just select the one that I
• 45:19want and add it to this page and I
• 45:23will have added his headshot. Umm.
• 45:25I do have to select the alignment
• 45:28when I'm adding it into the article.
• 45:31And now I've entered this image
• 45:33into my article. Umm.
• 45:35I just want to point out
• 45:37really quickly you could also.
• 45:39I would also be able to upload my own
• 45:41image if I wanted to if I were to do that.
• 45:44I just wanted to quickly mention.
• 45:51When I'm filling out the
• 45:53details for this new image,
• 45:55this reuse field is really what's important.
• 45:58This is what's going to determine
• 46:00whether or not other people can
• 46:02use this image for their or video
• 46:04or audio file or whatever it is.
• 46:07Whether other people can use this,
• 46:08or if I don't want it to show up in
• 46:12that public channel in this pop-up,
• 46:14I could just say none.
• 46:16Only I may use and then it's only
• 46:18going to be available to me and.
• 46:21Other people won't be able to grab it,
• 46:23so that's important if you're
• 46:24uploading something that you don't
• 46:26want people reusing or you have
• 46:28very specific rights to use and you
• 46:31could be could be getting in trouble
• 46:33if somebody else were to grab it
• 46:34and use it for their own purposes.
• 46:35Just select none only item use here and
• 46:37that will prevent other people from using it.
• 46:42Also, quick note,
• 46:43if you're collaborating with someone
• 46:44else in your office on news articles,
• 46:47events and such, you probably want
• 46:49to add them as an administrator of
• 46:51those of any media item you upload,
• 46:53because that will give them the
• 46:56rights to edit that item if needed.
• 46:59OK. Umm, I think we've only
• 47:04got about 12 minutes left.
• 47:06So I think I'm just going to cut off here.
• 47:10I reviewed a lot of the big new ticket,
• 47:11the big ticket items that are new
• 47:14or updated and improved and Beatrix
• 47:16and I just want to make sure I
• 47:20leave time for your questions.
• 47:22Whatever they may be.
• 47:28Do you have any questions?
• 47:32I don't have any I you're very
• 47:34thorough and as very clear to me so I
• 47:37appreciate your you're talking all and
• 47:38it just kind of following on on my own
• 47:41profile and it seems straightforward
• 47:42so thank you great that's awesome.
• 47:45And if you if questions come up later
• 47:47this was a very aside from a few specific
• 47:49features this was very high level.
• 47:51If you come up with a question as you're
• 47:53trying to make edits please do just
• 47:55e-mail us at why I send that editor at
• 47:57yale.edu or use this report a bug tool
• 48:00and we'll get back to you as soon as we can.
• 48:03Great. Thank you.
• 48:08Thank you everybody.
• 48:10Yes, thanks for joining.
• 48:12Thanks everybody. OK, bye, bye.