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

December 02, 2022

Information

An introduction to Beatrix, the redesigned platform for managing faculty profiles, news articles, events, CVs, clinical trials and other information that is published on the School of Medicine, School of Public Health, Yale Medicine, and other Yale websites.

ID9216

To CiteDCA Citation Guide

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.