Beatrix Training_ Newsletter and Publications Tools

August 09, 2023

An introduction to producing newsletters using Beatrix and information about the new org-based publications listings feature.

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ID: 10171
To Cite: DCA Citation Guide

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00:02All right, so the one thing I just
00:05I want to make really clear before we
00:07get into this is we're not forcing
00:09anyone to use this tool right now.
00:11If you're using Yale message tools
00:13right now to compose your e-mail,
00:15and that's easy and quick for
00:17you and that's working for you,
00:18you don't need to start.
00:19You're not forced to start using this tool.
00:22However, if you're linking to things
00:24like tool news and calendar events,
00:27or you're listing publications or people,
00:31or you have lots of content that you
00:34need to build similarly for each
00:37issue of your newsletter,
00:41that's OK Just a little icon here
00:45and then this tool might be helpful for you.
00:48So, like all of our Beatrix tools,
00:51the address to access the newsletter
00:53builder is Beatrix.yale.edu.
00:55I've already opened that
00:57up and logged in here.
00:59You won't by default see newsletters
01:01if you don't just reach out to us.
01:03The e-mail, the remote folks can all see it,
01:06but I'm sure somebody will
01:07hopefully type it in to the chat.
01:08It's why I send ysm.editor@yale.edu.
01:12If you want to request a newsletter template,
01:14we will probably just have a quick
01:17meeting to set it up with you,
01:19although we did just put together
01:21some documentation that I'm sure
01:22we will also share with you very
01:24shortly about the types of options
01:26that are available when you're
01:27setting up a newsletter template.
01:31I'm going to dive right in and usually
01:34for these presentations I'm keen to
01:37do everything in our dev environment.
01:39But the next thing about newsletter
01:41is it's kind of separate from
01:42everything else on the site.
01:43So I'm just going to go ahead and
01:45use production because that's going
01:46to give me a lot better examples of
01:48news and events to show you all when
01:52we're building an actual newsletter.
01:54So I'm going to try to start this
01:58out very quickly to run through the
02:00creation of the newsletter template,
02:02which I wouldn't really,
02:02you all would have access to do this,
02:04but I wouldn't really expect
02:05you to have to do this.
02:06We will generally set up the
02:07template for you when we talk to
02:09you about the needs that you have
02:10for your particular newsletter.
02:12And then you would be able to take
02:13that and run with it and create all
02:15of your individual issues that will
02:16actually be the emails that you're
02:17sending to people via Yale Message.
02:19We aren't sending emails directly
02:21from Beatrix,
02:23we are still using Message
02:25as a distribution tool.
02:27It's just that we're doing all
02:29the formatting and content writing
02:31and Beatrix instead to hopefully
02:33streamline things a little bit.
02:36OK,
02:36so to create a new newsletter template
02:38I would go to add new on my list
02:41of templates and the title of my
02:43newsletter is going to be Mark's newsletter.
02:47We have a few Wordmark options depending
02:51on your branding needs here that will
02:54show up in the header of your e-mail.
02:56If for whatever reason it's not
02:57appropriate to have a word mark,
02:58you can suppress that.
03:00We have several different background colors
03:01for this header that you can choose from.
03:03This will make a lot more sense
03:04and be a lot more exciting.
03:05When I actually show you something,
03:07I'm partial to the cyan color.
03:12This header subtitle is just somebody
03:16text that will appear at the top of my,
03:22I should say each newsletter.
03:26You can customize this,
03:27but generally a lot of times this is
03:30the same for every issue of newsletter.
03:32We can also add an image
03:34in the newsletter here.
03:36So I'm just going to pick one
03:39and then I'm going to sorry,
03:40I'm just going to hide that
03:43little teams notification there.
03:44And we have a great white coat
03:47ceremony image to put at the
03:49top Mark's newsletter already.
03:51And there it goes.
03:53Our crops look OK.
03:55I might if I was going to
03:57actually send out this newsletter,
03:58I might adjust those a bit.
04:00All right, so there's my newsletter template,
04:02the initial makings of it.
04:04I'm not going to get too deep into
04:06this and I might just skip it entire.
04:09The one thing I will do is add
04:11some custom footer text.
04:13Demonstration purposes and a
04:17little note at the bottom here.
04:24If you want to add some specific information
04:27about this e-mail and the footer.
04:30Do you need to request a template
04:32in order to see this newsletters
04:34thing? I don't see it in.
04:35Yes, you will need to request it at first.
04:41We will give you access to do it once we do
04:45and we will set up the template for
04:48you. Yeah, we'll set up the template for you.
04:50You will have access to edit it
04:51if you want to in the future,
04:52but we'll just set it up just as a start.
04:55OK? I kind of blew through this
04:57setup because I'm gonna get into
04:59all the different content section
05:01types as we're building the issue,
05:04so I skipped right ahead to
05:06create an issue with no content.
05:08I'm gonna kind of a blank slate to work with.
05:11The most important thing about
05:13creating a new issue is picking
05:15when I'm going to send it.
05:17This does not have to be a
05:18hard and fast date and time.
05:20It should probably be the actual
05:21date that you're sending it.
05:23I wouldn't stress too too much about the
05:25time because I know things go back and forth.
05:26You need to get final approval.
05:28Sometimes things don't go out exactly
05:30the minute you are planning on,
05:32but we do have some rules in place
05:34just to make sure that the content
05:37of these messages is current.
05:39So like embargoed news,
05:40if your issue date for your
05:43newsletter is August 18th at 2:00
05:45PM and a news article is embargoed
05:48until 4:00 PM on that day,
05:50you're not gonna be able to include that
05:52news article because it's not supposed
05:53to be released to the public yet at
05:55the time of your e-mail being sent.
05:57So that will affect the eligible
06:00news articles and calendar items.
06:03You can always edit this.
06:04Now.
06:04You can originally edit this
06:05and it's kind of a pain.
06:07So if you end up pushing it back and then
06:08there's some more news you can include,
06:09you can always go back and edit it.
06:13OK.
06:13When I create a new issue,
06:16you know what,
06:16just so I can show you what we did so
06:18far with basically just our template.
06:19I'm going to go straight to
06:21preview and we can see sort of
06:23bare bones what I've done so far.
06:25So here's my word mark that I selected YSM.
06:28It's got the date of my issue up top.
06:30The title of my newsletter is here.
06:32Generally,
06:32we don't you you have the ability to do this,
06:36but I would urge caution if you're
06:37going to edit the title of your
06:39newsletter between issues because your
06:41readers are going to come to expect,
06:42assuming they receive it a few times,
06:44they're going to start to
06:45expect a certain look and feel,
06:47certainly a certain name for your newsletter.
06:49You probably don't want to mess
06:50with any of the newsletter too
06:52too much in this body text.
06:54If it's like a short phrase about what
06:56this publication is about or about the
06:58organization that you're talking about,
07:00you might want it to be the same.
07:01But I know for why some events,
07:02they change this message to sort of
07:04make it a preamble for what's going
07:06to come in that particular issue.
07:08And then we've got my very
07:10nice image here from
07:11White Coat and here is my custom footer text.
07:14I just want to add that to show you
07:16because there is some other content
07:17that you can't control so much.
07:21Most importantly, you have a link
07:22to the web version of this e-mail.
07:23If for whatever reason somebody
07:25opens this message and their e-mail
07:27client's not working properly,
07:28they can access it on the web instead.
07:30And then this stuff that looks like
07:33gibberish here and this button that's
07:35actually required for Yale message,
07:37it's going to pre populate this when you
07:40send the e-mail and Yale message with
07:41some information about your organization.
07:44And this managed e-mail subscription
07:46is automatically going to construct
07:49a link so that people can change
07:51their subscription status for your
07:54message and other messages from
07:56the footer in this e-mail.
07:56It's just a nice thing to give the users
07:59control over the emails they're getting.
08:01Instead of people replying to you like
08:03please remove me from this message,
08:04they can just click that button and
08:05remove themselves if they don't want to
08:06receive it anymore for whatever reason.
08:10So this is are totally blank,
08:12just header and footer e-mail.
08:14This is sort of the
08:15skeleton we're working at.
08:16Do you have any questions
08:18at this point either And
08:20the word mark be changed to
08:22your department right now? No,
08:27we have been thinking about
08:30introducing some ways to use a
08:32some kind of text that you input,
08:33which would probably be your department
08:35name and construct A compliant wordmark,
08:38a Yale branding guidelines
08:40compliant wordmark at the top.
08:42But for now, the word Mark's
08:44just gonna be the institution.
08:46If you're talking about your organization,
08:47you probably just wanna include it
08:48in the name of the newsletter just
08:50so it's really clear for people.
08:55Were there any other questions in chat
08:57or anything else? Sorry, I'm a little.
09:01OK, I'm just gonna keep going for now.
09:03Stop me if there's a question to answer.
09:07So the part I skipped over
09:09in my template creation,
09:10which we would definitely do for you if
09:12we were setting up a template for you,
09:14is adding some default
09:16content layout sections.
09:18Right now mine's totally blank,
09:19which is why I just saw my header and footer.
09:21I can go in here and add a section
09:24the the title of my section.
09:27I'm gonna make a static text section
09:29because we all know maybe I need to
09:31add some kind of static text here.
09:33So here's my static text section and this
09:37is just any kind of text that's unique.
09:39This message,
09:39it's not gonna be in the news article,
09:40it's not part of an event.
09:42I just need to include this in my newsletter.
09:46So here's my static text section.
09:48I'm gonna choose text
09:52I'm going to skip. I could.
09:53I do have the option, and you know what?
09:55I'll just use this so you all
09:57can see what it looks like.
09:59We do have the option to add sort of
10:01a link For more information about
10:03each section, Totally optional.
10:05If you don't have anything
10:06appropriate to put there,
10:07that's totally fine,
10:08but it's just an option that you have
10:13when you're adding this to your newsletter.
10:16And just so we can follow along, for now,
10:18I'm just going to add this one section.
10:20When I add this section,
10:21I now see a section of content in
10:24my newsletter issue editor here.
10:27It's already got the title,
10:28static text section,
10:29I can enter a subtitle and then I
10:34should have had this loaded up already,
10:35but I'm gonna steal some warm Ipsum text
10:38from a really interesting newsletter
10:41message that I'm writing here.
10:44And here is my very important
10:46text that everybody's gonna have
10:47a great time reading
10:50there and paste it in.
10:55And similar to the header,
10:56there are some layout
10:58styles for the static text.
11:00There are several aspect ratio
11:03and a few dual image options.
11:06For the amount of text I entered.
11:08Dual image probably is going to look weird.
11:11You'd only want to use layouts
11:13that have multiple images if
11:14you have a quite a bit of text,
11:16some longer text in this field.
11:18So I'm going to pick something with a
11:21single image and then I'm going to add
11:25my portrait image from the media library.
11:27Since it's a portrait,
11:28I'm going to pick a headshot.
11:30We've got some great headshots
11:31here to choose from.
11:32And
11:35I selected it and it goes in and
11:37I hit save and there's my image.
11:42OK, and just so we can
11:44keep following along here,
11:45let's preview and see what we've got.
11:46Now we've got my header
11:47that we already went over.
11:49We've got my static text section,
11:51which is the title of that section.
11:52We've got my read more about this.
11:54That is completely meaningless and just
11:55links to the School of Medicine homepage,
11:57but that's fine, that's an option.
11:59If you want to put a link
12:01here for whatever reason.
12:03Then my image shows up, my subtitle,
12:05and then this text that I pasted in.
12:08So we do have those layout options for text.
12:11We know you're going to have to
12:12write some text through your e-mail,
12:13so that's there totally is an option
12:18to use this tool if you just want this.
12:22If you just want some static text like this,
12:25Yale message might be just as easy
12:27for these kinds of emails though,
12:29when you're not having to do a lot
12:32of HTML manipulation and all that.
12:34But you could totally produce
12:36the message here,
12:37even if you're just dealing
12:39with static text like this.
12:41Where the benefit of this tool really
12:43comes into play is when we start
12:45adding things like news and events.
12:47I'm going to go ahead and add both
12:49of those so we've got latest news.
12:53Type of my section is going to be news.
12:57I can add some introductory texts,
13:06OK, and then we've got a
13:09layout style for the snooze.
13:11You can have it be larger with an image,
13:13and if you choose that one,
13:14you're really going to want every news
13:17article to have a thumbnail image,
13:19medium with optional image.
13:21As the name implies,
13:22you probably could go.
13:24You can go with or without an image here,
13:26It's going to look OK either way.
13:28And then small with optional icon.
13:32This is almost exclusively used only I think
13:36in YSPH events and YSM events right now.
13:40I need to make some enhancements here
13:42so it's easier for other folks to use,
13:44but for now it just makes a very simple
13:47text with the link layout for your news.
13:50If you have say,
13:51a lot of news articles like maybe you want
13:53to promote 10 or more articles in the list,
13:55you might want to do the option
13:57that doesn't bother with any images
13:58and you're just going to link with
14:00the title and date to that news.
14:02I'm going to choose medium
14:04with optional image here,
14:06and then we have this
14:08optional organization filter.
14:09I could just leave this
14:11blank and if I do that,
14:13when I add the section,
14:15it's going to let me add literally
14:18any published and publicly
14:19viewable article in the system,
14:21which maybe I want to do depending on the
14:24kind of newsletter you're sending out.
14:26But most of you I think,
14:28And again sorry I should highlight this.
14:30I can edit sort of the settings for
14:32any of these sections at any time by
14:34finding the Edit the section button
14:36under the name of that section.
14:38So I click my new latest new
14:39section to edit the section button.
14:41It's gonna bring me right back
14:43to this configuration popup that
14:45I was just dealing with.
14:46What I can do here is plug in
14:48the organization to filter by.
14:50So let's pretend I'm Julie Perry
14:53in Internal Medicine.
14:55I'm gonna pick Internal Medicine
14:57and click Update.
15:00Now this nice new option appears.
15:02I can Add all the articles in a date range.
15:06We don't.
15:06We didn't add this option if you're
15:08not filtering by an org because it
15:09didn't make so much sense that you
15:11would want to add every article
15:12that was published at the School of
15:14Medicine in the past month or so.
15:16That might not make so much sense.
15:18But once I'm filtering down to an org,
15:20maybe I do want to include.
15:22I'm sending this note on the 18th,
15:24so maybe I want to include everything
15:26in the week leading up to that
15:28date that was published.
15:29And there's nothing.
15:30OK,
15:30so I'm going to pick a wider date range here.
15:36All right, let's go.
15:39Here we go. OK, so now I got some articles.
15:42I shouldn't have made my
15:44newsletter date in the future.
15:45That was my mistake.
15:46So this is probably too many
15:48for the option I selected.
15:51So I'm just going to, you know,
15:54you know what I'm actually gonna do
15:55because this is gonna take forever,
15:57is we have this handy remove all button
15:58right here so I can click that and
16:00then I can pick a more sensible date.
16:02So let's try this again and I'll just
16:06do maybe the 4th to the 8th and let's
16:12see what we end up there. All right.
16:14That seems a lot more manageable.
16:15It's a little bit on the long side,
16:16but hopefully there's some familiar
16:18images in there we can check out.
16:21All right,
16:21before I go straight to preview again,
16:23let me go ahead and I'm going
16:24to add a new section.
16:25I scroll to the top,
16:26click edit, issue sections,
16:28and I'm going to add a new section
16:31and these are my upcoming events.
16:36What is it pulling? Is it pulling
16:38publish News or is it calling the
16:41news that is in your news Publish news
16:46that it's been since I
16:47filtered to Internal medicine.
16:48It's published news that is
16:50accepted to Internal Medicine.
16:52So it's either something that I as
16:54the internal Medicine news admin or
16:57editor have submitted or something that
16:59I accepted from the suggested news
17:01and events works the exact same way.
17:04I'm gonna have a my upcoming events.
17:07The type is Event.
17:09Here are some upcoming events.
17:14It's kind of a lame description,
17:15but we'll go with it.
17:17We've got let me just go with
17:19large with image.
17:20I'm only gonna pick a couple here
17:23and I'm not gonna bother this
17:25time filtering by organization,
17:26but rest assured,
17:27you do have the same AD by date range
17:30option if you do filter by an organization.
17:32But again, if you're pulling just
17:34from any event in the system,
17:36we're not providing that option because
17:38it just doesn't make a whole lot of sense.
17:40OK, so let's say let's pick
17:43that event and this event.
17:46In this event I chose the
17:48large layout option,
17:49so it's going to make them quite big.
17:50It would only be really suitable for
17:52promoting a few a handful of events.
17:54So I'm going to stop right there.
17:57I'm not in the order,
17:58so that's kind of weird and it probably
18:00wouldn't make a whole lot of sense
18:02for me to promote this past event.
18:03So let's just get that out of there.
18:06OK,
18:06so now I've got a couple upcoming
18:09events that are going to presented
18:11pretty large in the newsletter
18:13because of layout option I chose.
18:14And then all of these news articles.
18:16Let's preview what that looks like.
18:19We've got what I added already.
18:20We've got my text section.
18:22We've got my latest news.
18:23And here we've got all
18:25my beautiful thumbnails.
18:27Tell Julie's doing great
18:28job curating this stuff.
18:29So what copy is it pulling?
18:31Sorry, is it This is the
18:32summary from the news article.
18:35Yeah, that's good.
18:36So it's pulling from that summary
18:38field that the very first few steps
18:41of submitting news and then my events.
18:43And you might notice that I picked an option.
18:45We were showing an image,
18:47but no images are showing up here.
18:50That's pretty common because we
18:52don't often get images added here.
18:55But the nice thing is,
18:57say I wanted to add an image
18:59just for my newsletter.
19:00I don't want to mess with the
19:02actual event itself because it
19:03was submitted by somebody else.
19:04I don't want to go touching their event,
19:06but I do want to include an
19:07image for my newsletter.
19:09I can click this handy little blue
19:12plus icon add overrides and this is
19:14going to let me add a custom summary
19:17so I could add some description
19:18that is separate from whatever the
19:20event submitter so I don't have
19:22to screw with their description.
19:24If it's appropriate for their org.
19:25Maybe I want to present it a
19:28little differently so I can through
19:30my custom description,
19:38okay and then I can add a custom image.
19:40And again, this is only gonna
19:41show up in my newsletter.
19:42It's not gonna mess with whatever
19:45work somebody else is doing.
19:47Select image and those crops are
19:49OK for these this purpose here.
19:52And we'll just check that
19:54out again really quick.
19:56I'm gonna close some of these
19:57other previews because we're gonna
19:58get loaded up pretty quick here.
20:03And now I see my nice thumbnail
20:05that I selected and my custom
20:07description that I wrote to override
20:09whatever was in there by default.
20:10So that can if it's your event.
20:12There's no reason you can't just
20:14click into this event and click edit
20:16and go in and edit the actual event
20:19to update it to what looks good.
20:21But if I'm using somebody else's event,
20:23I might not wanna go touch their work.
20:25I can add these overrides.
20:27Those overrides are also available for
20:30news if you want to put a different image.
20:32Like maybe you're using somebody
20:34else's news article and it's
20:36about several faculty members,
20:38but you only wanna highlight one.
20:39I could come in here and I could
20:41add my override and I could put the
20:43headshot for that faculty member.
20:46Ohh, that's a nice image too.
20:48I could put the headshot for that faculty
20:51member and a custom summary that's
20:53talking about that specific faculty member.
20:58Any events. Do you have to keep
21:01the calendar part the date blocks
21:03underneath the image that you put there?
21:06Yes. So that's it.
21:07That's the only place that the
21:09actual date shows up right now.
21:10That's just the design.
21:12There are other layout options here,
21:14so I should have.
21:14We can mess with this a
21:16little bit to play around,
21:17so I could just do large.
21:19We're just still gonna include a date icon,
21:21just no image.
21:23So it's not a whole lot different.
21:25And it also does not include the summary.
21:28This would be a little more
21:29appropriate if you had a bunch
21:31more than like a a few events.
21:34And then if I really had a lot,
21:36there's this small layout,
21:37like if I was doing a dozen or more events,
21:39I might want this and that
21:43still has a different.
21:44So it's just part of the design.
21:46It's how we're indicating the date of
21:49the event for this particular layout.
21:51This isn't the best example.
21:52If there were multiple
21:53events on Monday the 14th,
21:55they would just all appear under
21:57that one card instead of having
21:58a giant card for each one.
22:00But the point of those other two layouts
22:02is really to highlight just a few events.
22:04If I'm doing more than a few,
22:06I really should be using the smaller layout.
22:08It's just a little easier to read
22:10for people if they're a bunch
22:14other questions of keeping an eye on chat.
22:18I apologize for being lazy.
22:19No, that's fine.
22:20So you may have already mentioned this,
22:22but just going back a little bit
22:24does can you do we have access to
22:28pull in external stories or content?
22:31Or is it only if you
22:34add them as external news? Yes,
22:37in, in. So if they're in our
22:39news feed as external news,
22:40we'd be able to bring them
22:42into the newsletter? Yes. OK,
22:43And we're working soon on some ways to
22:47make that easier, so it's not so manual.
22:49I'm not gonna give any kind of
22:50promise on the deadline for that,
22:51but that will be coming sooner or
22:53later that we're gonna have easier ways
22:54to pull on external news. OK, Celia,
22:57can we see what it looks like on mobile?
23:01So you can get a pretty good approximation
23:04of it just by shrinking your browser?
23:09It should get pretty.
23:10I don't know why this is.
23:11I think actually just the resolution
23:13on this screen is kinda big,
23:15but this is I think
23:17approximately a mobile with. So
23:21you can't like toggle off
23:22the photos on mobile,
23:25no, But if you have specific.
23:27So we have gotten some feedback that
23:29certain layouts are a bit too big
23:30and we're revising them. It just
23:34if they're nice in e-mail, yeah,
23:37so not nice on mobile. If you
23:39have feedback about specific things
23:41that don't look right on mobile,
23:43please let me know because we're
23:45happy to adjust the responsive layout.
23:47It could totally be an option to just
23:50hide images or maybe we just need to
23:52redo the layout so it's side by side.
23:54I think that's actually a specific thing.
23:55I honest, I'm sorry I can't
23:57remember which element it is.
23:59I think it might be these news articles
24:01that we're gonna actually do a side
24:03by side instead of this big image and
24:05then text because it is on mobile,
24:06just a little disjointed having
24:08to scroll so much.
24:12Sorry for the news.
24:12If you do an external news,
24:14does it get you through the
24:17paywalls for some, for something?
24:18No, I mean,
24:19it's not gonna avoid the paywalls.
24:21Now that's gonna be subject to.
24:23I mean some things you can
24:24access from the Yale network.
24:25I think, I don't know off the top of my head.
24:27But no, you're still gonna be subject
24:29to whatever paywalls there's actually,
24:31there's nothing that's preventing
24:33you from sending this to.
24:34You can use Yale message
24:35to send messages to anyone,
24:37not just Yale employees.
24:38So that's the important thing.
24:39I should note,
24:40I'm not the yell message guy,
24:41but I know you can do that,
24:43so you can.
24:44There are a couple people who
24:46are using this tool currently
24:48to e-mail external folks who
24:51are not Yale employees.
24:53Will the
24:55newsletter look different
24:56on Mac versus PC? It
24:58will. And this is mostly because it
25:00turns out that the Outlook method for
25:03rendering e-mail is really antiquated.
25:09So we're kind of stuck. There's not.
25:11There's only so much we can do
25:13with responsive design and Outlook
25:15on a PC specifically because it's
25:17using a very old rendering method,
25:20which is really unfortunate.
25:21And you might notice that if
25:23you're on a PC and using Outlook,
25:26you won't see the newsletter respond
25:28to the width of your window the same
25:31way you're seeing it respond here.
25:33That's just a limitation of Outlook.
25:36There's nothing we can do about this,
25:38and unfortunately Microsoft does not
25:41plan to update that rendering method
25:43for another like two or three years.
25:45So we're kind of stuck with
25:47a fix with in PC Outlook.
25:49It's really unfortunate because that's
25:51a huge percentage of our recipients,
25:53most likely for sending to Yale people,
25:56but yeah,
25:57there's really nothing we can do about that,
25:58unfortunately.
26:01Again though,
26:01if you see a particular problem
26:03where something really looks wrong,
26:05you can always let us know.
26:06It's just that we are limited in
26:08what we can do with Outlook on PC,
26:14okay,
26:19okay, I think ready to do. What's
26:22the process for getting
26:24newsletters onto the website.
26:27It's not. This is jumping
26:28ahead a little bit right now.
26:30We're working on a new way where you
26:32will just make a request to us and we
26:35are gonna put a list on your site that
26:37will be a list of newsletter issues
26:40and it'll automatically just link out
26:42to each issue as the published date.
26:45The byline date for your issue is hit.
26:48It's going to appear on your
26:50website automatically and you won't
26:51have to do anything.
26:52Right now it's a very manual process,
26:54so I think we're looking to get this
26:57done within the next month or so.
26:59So if you can wait a few more weeks then we
27:01will be able to do this very easily for you.
27:03It won't look exactly like this.
27:05We're actually going to reuse the because
27:08we have all this stuff obviously on
27:11the YSM and YSPH websites right now,
27:13right.
27:14We've got text, we've got news,
27:15we've got events.
27:16So this is just going to render a
27:19equivalent the exact same content in
27:21your newsletter but on the website
27:22that's going to be ready in a few weeks.
27:24Right now we're really reliant on
27:26these links to be a tricks that
27:29render the web version which we can
27:30add to your site if you really,
27:32really need them.
27:32If you can wait a few weeks so
27:34we can have this automated thing,
27:35that's gonna be great.
27:38Any other chat questions before I go on?
27:43There's actually a few more sections then
27:45we can get into trying to set up templates
27:47for some of you all that are interested.
27:52Yes, that is one of the that's the
27:54next section type I'm gonna do.
27:55Actually, we'll do publications.
27:58OK. Oops. Ohh,
28:01you mean the organization publication?
28:02Yes, we'll get there. Okay.
28:04So I'm going to talk about this
28:06more a little bit later,
28:08but we just recently, a few weeks ago,
28:10released away for you to manage your
28:12publications at the organization level.
28:14And Beatrix,
28:15a couple of you already using this,
28:19but it can be really handy for
28:22putting together these list
28:23of publications to your org.
28:25So here we go.
28:28I'm making my new
28:29publication content section,
28:36latest publications from my department.
28:41Then again, because I know they have
28:42a ton of people publishing stuff,
28:44I'm gonna pick on Julie Perry and use Med
28:51and I'm gonna take credit for them
28:52and call them Mark's publications.
28:53Sorry. And then we've got again
28:57this add publications in date
28:58range option very similar.
29:00I'm gonna pick a wider date range just
29:02to make sure we get some stuff up here.
29:04Ohh, not in mid. No, too crazy,
29:09too crazy. OK, let's do
29:12do mid June. How about that?
29:14Let's see what those let's see we
29:16end up with here. OK, there we go.
29:19Yeah, that's still a lot, huh? Yeah.
29:22Okay. So I wouldn't. Yes,
29:25okay. So we're actually gonna cut you
29:27off at 100 publications because that
29:29just seems like way too many to include.
29:31And a newsletter.
29:32I probably wouldn't send this
29:34newsletter as is because 100 is a ton.
29:37But we can at least see what this looks like.
29:39It might take a minute to render.
29:41I don't know that one.
29:44And here are all my publications, right?
29:46And now it's got this nice,
29:46beautiful list.
29:47And this. Importantly,
29:48this is because Julie is managing these
29:52pubs in this tool that we set up for her.
29:55We can set this up for anyone else
29:58who's interested in maintaining
29:59lists of publications like this.
30:01I'm gonna take a slightly
30:02deeper dive into this after we
30:04wrap up the newsletter stuff.
30:07Okay. So that's publications.
30:09And you know, just so I don't lose my sanity,
30:12I might remove this so I don't have
30:14to keep scrolling past it every time.
30:18Yeah, we're just gonna remove all can.
30:22Can you add
30:25images to that? Or it's always just that,
30:28like Notepad visual or something.
30:29It's always gonna be that
30:31Notepad visual. For now, yeah.
30:36There is no reason we couldn't
30:37add an override option.
30:39If you think that's something that
30:42we might use, we could do basically
30:44do the same kind of behavior.
30:46If there's some relevant image like,
30:47especially if you're only
30:48gonna just show like 5 or 10,
30:49that might be reasonable.
30:50I think a lot of people are showing
30:52like a monthly or quarterly list
30:54and that could get really tedious
30:55stuff to pick images for all that.
30:59Yeah, the icon's really just
31:00there to make it easier to stand.
31:02So it's not a wall of text.
31:03And people are strong on their phone, right?
31:07OK, I actually,
31:07I kind of went over this really quickly,
31:09but I removed that section.
31:11You can always remove a section from there.
31:14It's only gonna remove it from this issue,
31:16right? It's not gonna screw up
31:17all my other past issues.
31:19And actually, even if I update the template,
31:21if I'd ever go back up to that
31:23template level where we started,
31:24where I can configure my default sections,
31:27even if I delete a section there,
31:28it's not gonna remove it from every issue.
31:29It just means that every issue I create from
31:32then on is not gonna include that section.
31:34But anyway, you could remove a
31:36section anytime by going to edit the
31:38section and then clicking delete.
31:39And that's what I just did for those pubs
31:42because I don't want to scroll that much.
31:44OK, next section type,
31:49let's add a CTA.
31:51So I might want some big link like.
31:55Sure, this is an event,
31:56but maybe I want people to RSVP
32:03for whatever the conference that's coming up.
32:07OK, so I go to CTA. I'm actually,
32:13no, let's keep it there for now.
32:15OK, Add my CTA and maybe this faculty
32:21member I'm talking about in my first
32:25whoops in my first static tech section
32:27is the lead speaker of this conference.
32:30So I want to have that there.
32:32I've added my CTA right after that static
32:36text and got my register now text. And
32:46you know, I had some urgency.
32:48Well, hopefully without all
32:50the typos that I'm adding here.
32:53And then I have to add my link label.
32:56Let's pretend you could register for
32:59this on the medicine that yelled at Edu
33:02home page and I can have registered.
33:04Yeah, I'm being a little repetitive here.
33:05Hopefully you all are more
33:07creative than I am.
33:09And there's my CTA and when I go to preview,
33:14OK, so I've got my nice Register Now button.
33:17It's going to make a little button here
33:20to click over to wherever I've linked to.
33:23You probably want something a
33:24little more engaging than that,
33:25but we're just demonstrating here.
33:28If I didn't want to have this heading here
33:30and I wanted it to sort of immediately
33:33follow this text that's prior to it.
33:34There is an option in here
33:37when I go to edit the section,
33:39edit the CTA section,
33:40and I can suppress that title,
33:43the heading from showing up.
33:45And then if I go back in and preview again,
33:48then this will show up sort of right after
33:51without the need for that extra heading.
33:54So that may make sense for some of your Ctas.
33:56If you have some long form text and
33:58you want a CTA immediately after or
33:59you've got one event you're featuring
34:01you want the CTA immediately after.
34:03That's how you do it.
34:05You just go into edit section and you
34:08just toggle the lock for this show title
34:10to turn it off and that will hide it.
34:15That's really all it is.
34:17Ohh, there are a couple options.
34:19So there's a dark and a light option right?
34:23So you know, if you have a few in a row,
34:25you can sort of alternate.
34:28I wouldn't have too many Ctas in a row
34:29because that kind of defeats the purpose.
34:31But if you do have a bunch of links in a row,
34:35there is another section type we
34:38can add which is a link list.
34:41And here I'm going to get really lazy
34:42because I don't think it's going to be
34:44that interesting for you all to sit
34:45here while I type in URLs and labels.
34:50We could have a link list.
34:53If I have several links on
34:55a link too, I can add new.
34:58Sorry, I'm getting really,
34:59really lazy here.
35:05And let's have just so you
35:06can see what it looks like.
35:17Okay.
35:20Sure, okay. And sorry I'm not gonna
35:23extensively add a list of links here,
35:25but yeah, no thanks.
35:29Come on, just close some tabs
35:31if you're gonna complain.
35:32And there's my link list.
35:36We're actually gonna redo this
35:37layout that's in the works
35:39because text is just really small.
35:41And also, we got a request to add some
35:43descriptive text to each of these links,
35:45which you can't do today,
35:46but in a few weeks you should
35:47be able to with a new layout,
35:51but that feature is there
35:52already if you need to use it.
35:55I think there's only a couple more
35:56types here and then we can jump over
35:58to that publications management. Bet
36:02you put
36:05the new Justin was it is it?
36:07Does it link through to the full story? Oh
36:10yeah, sorry. Yes.
36:11If I click on here,
36:13it's gonna link over.
36:14Yeah, there's an external
36:15article right there on C9.
36:17Is that obvious to the to the
36:19reader that you can click on it or
36:21I would hope so cuz it's blue. OK,
36:24if we're worried that's not clear,
36:26we could certainly make some
36:27tweaks here to the layer
36:28we just in my new summary,
36:29I might just write,
36:31read more and then do that.
36:35That's bad for accessibility.
36:37If you wanna do that,
36:38what we probably should do is add a
36:40link that will be generated with each.
36:43Honestly, I I could see your point.
36:45We might wanna add a secondary link
36:47target for people who might not
36:48realize just by looking at this that
36:50it's a link that just says Click to
36:54read more or something and we'll
36:56have some nice Aria text there.
36:58So it's successful.
36:58I mean I guess it depends
37:00what you're trying to do,
37:02like if you're trying to increase
37:04traffic and page use to your website,
37:07then you don't wanna lose out with the click.
37:12Those people, most people that
37:13are getting a newsletter are are
37:16clicking through, not clicking,
37:18but they know they can, right?
37:19Like, even if they.
37:21Yeah, I never would. I just.
37:25I mean, I feel like that's pretty standard
37:27behavior in 2023. Yeah, I do think it
37:31could be a little more obvious
37:32that this is a link with some
37:33really minor tweaks. I'm always
37:36shocked that people don't do in 2023.
37:38Ticket for me to have the
37:40designers look at that, please.
37:46All right. We can.
37:46We can look into that.
37:47Anyway, the last section that
37:48I didn't cover yet is people.
37:59OK,
38:02I honestly can't think a
38:09particular use case for
38:10this to be very honest,
38:11but it makes it really OK.
38:13What's what's your use case?
38:16Faculty of the month.
38:17Faculty of the month. Here we go.
38:18Here's our communications.
38:20Person of the Month is gonna be Denise,
38:23so we're gonna add, add a profile.
38:25I picked office comms as my filter,
38:28so I'm seeing all my office mates here,
38:31including hopefully Denise.
38:33Yeah, there we go.
38:35And I added Denise's profile and let's
38:39here's here's our person of the month,
38:50a training fake pay raise. Yes.
38:57OK, so by default, it's just going to
38:59output sort of her profile information.
39:00It's going to link through to her profile.
39:03We can click on her and it'll show us
39:07that bio and we can put in some custom,
39:10it's called custom bio.
39:10It doesn't have to be a bio,
39:12It'll just be the text that's
39:13going to appear next to her
39:24here. There we go.
39:27And you could even put a custom
39:29link if you wanted to link to some.
39:31Maybe you just want an easy way to pull
39:32in their headshot and write a quick note.
39:34And maybe you want to link to a news
39:36article you wrote about whatever
39:37award your faculty member in your
39:39department one or something like that.
39:41I'm just going to leave it blank for now,
39:43but that is it.
39:44There you can override that
39:45target of that link.
39:46And if I put in that override text,
39:50then I can. Yeah.
39:56So those are all of our options right now.
40:01We do have some more things
40:03coming down the line like clinical
40:06trials and I'm blanking on the
40:08others right at this moment. Can
40:09you just show how they pull
40:11the code into the EO message?
40:13Yes. OK. So one, yeah,
40:15that's a really good point.
40:16I'm sorry. So once I've gotten.
40:19My beautiful newsletter.
40:20Exactly how I want it and ideally
40:22I've gone through and fixed all
40:24my typos that I have a lot here.
40:26I will publish this newsletter.
40:29When we implement this web
40:31view of the newsletter,
40:32it's not actually going to show up
40:33even if the issue date comes passes.
40:35It's not going to actually show up unless
40:37my newsletter is published, right?
40:39So I published my newsletter that it
40:43just locks the newsletter for now.
40:45This is just so if maybe multiple
40:47people are working on it.
40:48We don't get our wires crossed
40:50and somebody's still editing while
40:52somebody else is starting to take this
40:54content and put it in the all message.
40:56Once I publish,
40:57you'll see that a couple new options come up.
40:59I can unpublish it if I needed to
41:01go back and edit this thing cuz
41:03I found something wrong with it.
41:04I can unpublish it, edit it,
41:06and then publish it again.
41:08How you're actually gonna send
41:10this e-mail is gonna be copy HTML.
41:12When I click that,
41:14it's automatically copying that HTML content,
41:16all the code and everything I
41:18need to render that e-mail that
41:19we were looking at in the preview
41:20each time to my clipboard.
41:21So basically like wherever you
41:22whenever you do control or command
41:24C where it's storing that text,
41:26that's where the code or this e-mail is.
41:30This might be ill advised
41:31because I'm not on my computer.
41:33I'm gonna try to log in
41:35to yell message right now
41:38and we'll see how this goes.
41:41I'm also not a good yell message user.
41:43I have to admit okay. So I go
41:46to e-mail studio. I click e-mail
41:52and Cecilia, this might be
41:53the best way to test mobile,
41:55especially if you're concerned.
41:56Yeah about a specific mobile
41:58device is to actually come in.
41:59Yeah and send it.
42:00And I'm gonna reuse this demo I
42:02was playing around with before
42:09and it's loading and
42:14it's loading OK And then I wanna
42:18edit the content of my e-mail.
42:19Sorry this is a little bit screwed
42:22up because I'm skipping around,
42:24but when I create this e-mail,
42:27I should have created a new one.
42:28But when you create the e-mail,
42:29one of the options is HTML,
42:32I think it's just called HTML and that
42:34will give you this kind of editing view
42:36instead of the standard LL message view.
42:38We're gonna be using LL message
42:39templates and everything that you use.
42:41Normally if you're composing a message
42:43entirely in the L message, it's in
42:45the same drop down as like you do
42:47new template in new from HTML.
42:49Yes, thank you.
42:50That's that's it. Sorry. You do.
42:53There is required training to
42:54get access to the L message,
42:56so I'm just really bad at remembering it.
42:59So don't use it that often except for this.
43:02So when you make a new message,
43:04you won't actually see anything in here,
43:06it'll just be a blank message
43:08with some really basic code.
43:09What I do is right now that e-mail
43:12HTML codes already on my clipboard and
43:15it's going to do a control A to select
43:17everything that's there right now,
43:18and then control V going to overwrite
43:22everything that's in there.
43:24And then it's going to process
43:26while it's rendering and now
43:27it's my newsletter and I see my
43:29newsletter in a responsive format.
43:31In this view,
43:33I can use the mobile preview here,
43:35but really honestly,
43:36this is just doing the same
43:37thing that I was showing before,
43:39where it's kind of shrinking
43:40the browser window.
43:41It's really doing the same thing.
43:43The real test would be to save it.
43:48Also, is a thing you have to put in
43:51if you wanted to track the opens.
43:53Yeah, I need to make sure
43:55that's. Yeah, if I didn't just
43:57dismiss that message immediately.
43:58I need to get that fixed so it's
44:00automatically inserted because
44:01we shouldn't have to be doing
44:02that because we can totally
44:04just insert that by default.
44:05Before you go forward,
44:06could you go yes back?
44:07Could you go to edit e-mail and
44:09then do you get all your yell
44:11message functionality on this
44:13newsletter? No. If I if I realized
44:15I needed to change something,
44:16you'd have to go back. Very honestly,
44:18if you're in a rush and there's a typo,
44:20I would just fix it here and then go
44:22back to Beatrix later and fix it.
44:23But if we're talking about in the code,
44:26so I could literally come in here
44:28and I could. I guess I can't.
44:30I could do it in the code.
44:32All right. That's kind of annoying.
44:34Sorry, this is where I'm a bad I
44:38I just did this and it was.
44:39I found like one time that
44:40we had to change and I just
44:42still had via fixed open.
44:43Yeah, so just like unpublished,
44:44it went in there, Fixed it.
44:46Republished. Recopied. Yeah, it's
44:49probably better. I mean,
44:50just so you don't go nuts trying
44:53to keep your version control to
44:54come back here. Unpublish. Yep.
44:56And if definitely went unpublished,
44:59if I remember correctly,
45:00and it's been a long time now,
45:02but when you create a new HTML message,
45:04you get a pop up right about that tracking.
45:07So it will say you, yeah,
45:09it will say you need to put this
45:10code in and you just like copy it
45:12And then I put it in the top and
45:14then I pasted the code from the
45:16message or from Beatrix below it.
45:18It was fun.
45:18And then if we have to like
45:20circulate these newsletters before
45:21we publish them for approval,
45:26how do we do that?
45:27So when Sorry, I'm jumping
45:29around a little bit but.
45:31So if I go to my newsletters,
45:34I can you probably don't want
45:36to be messing with y'all
45:37message for approvals. No,
45:39no, no, I don't. But I don't know
45:40if they have access to be a tricks.
45:42Yeah. So what you'd want to do
45:44is in your newsletter templates,
45:46I can go to Mark's newsletter.
45:47I can edit access and right now
45:49nobody has access because that's
45:51weird and I'm a super admin, OK?
45:54And I could put Justin Fansler is going
45:59to be a viewer on my newsletter and then
46:05when I do that then they will have access.
46:09If I were to take this preview link right,
46:13I could copy this link address and
46:15I could share that with Justin and
46:17he'll be able to log in with CAS and
46:18then view the preview and via tricks.
46:20So that that's the best what you
46:22don't wanna be, You wanna all costs
46:25avoid getting into yell message.
46:26Just you probably wanna send one to yourself.
46:28Yeah, at least the first few times.
46:30Just to make sure everything
46:31looks the way you expect.
46:32Once you're comfortable with it,
46:33it's it's gonna look, you're gonna know
46:36how it's gonna look and you can just send it.
46:38But you you do have the option
46:40in yell message.
46:41It's save and send.
46:43Is this gonna let me test?
46:46There's
46:47also the read only preview in Vtrix Excel.
46:51Yeah, sorry, that's what I
46:52was talking about at first.
46:53This is sort of like,
46:54when do I actually test this thing?
46:56I'm sorry, I'm the worst.
46:59And the one just send it to last.
47:01It is the last one.
47:02Yeah. It's review and send.
47:04Well, review and send.
47:04It's me. Send it to everybody.
47:06I just want me. I think somebody
47:08made a group for just me. If
47:11it was where you just were,
47:13where it said, like,
47:13we don't have to do the Ms.
47:15OK Anyway, I mean,
47:16it's just how to get it
47:17in. Yeah. So you could send yourself a test.
47:20I'm not the guy for yell message,
47:21but it's possible for sure.
47:24Jessica wants to know if anyone's
47:26ever run into clipboard,
47:27limit errors, and if there is one,
47:30one PC from your chip CL message. That's
47:34I haven't seen one.
47:35I don't know if that's coming from
47:37yell message or from your machine.
47:41I haven't heard of it.
47:42I guess if you made a really,
47:44really long newsletter,
47:45it's possible because right,
47:46there's a lot of characters in
47:48the HTML it's being generated.
47:49I would think that would
47:51depend on the device though.
47:52Or I mean there could be
47:54some limitation, you know,
47:55message that I don't know about.
47:57If she can screen,
47:58if she has seen this error
48:00and can screenshot it,
48:02then I could try to figure
48:03out where it's coming from.
48:07Could could you just either say
48:09or go back and and do it a spec
48:12slower when you're copying the HTML?
48:15Yes. Into Yale message.
48:17Was it a specific place in the
48:19code or just anywhere At the You
48:21wanna overwrite this?
48:22It's gonna be the complete codes.
48:24You wanna completely the
48:25control of the everything.
48:27Yeah. So that's what
48:28when you start from the new,
48:30it blank. Yeah. OK,
48:31OK, All right. I wasn't sure if there's
48:33some doc type declarations got you.
48:35Yeah, you can just paste it in.
48:39But yeah, like if you're ever redoing it,
48:41then you're gonna wanna blank
48:42out everything that's in there.
48:44Like if I were to do the
48:45typo fix that I just did,
48:47I would want to do Control A,
48:48make sure everything's highlighted,
48:50could even backspace.
48:51Just to be safe,
48:52make sure you delete
48:53everything out of that field,
48:54then paste in my new HTML.
49:00Anything else that I rushed too fast through
49:03in the setup? Can you show them
49:06that we can set up so that someone
49:08can have read only for preview,
49:10so they can do their proofreading
49:13in Beatrix before you send over
49:15to your message? Yeah,
49:16so that was this was Mark's newsletter.
49:18Sorry I moved over to my newsletters,
49:21which shows my newsletter templates,
49:23not the individual issues
49:24I'm actually going to send.
49:26So this is where I could click
49:27into Mark's newsletter and I
49:29could change my default options.
49:30And maybe I'll do this
49:31do this really quickly.
49:32So I let when we were setting
49:34this up I left this blank.
49:35I just left my sections blank.
49:37But if I know for example that
49:39every single issue I'm going to
49:41have a latest news section that's
49:43going to be a news type and I'm
49:45going to filter it and I want it
49:47to have the medium with optional
49:49image and it's always going to show
49:51me I can type correctly surgery
49:55news and I can add that here and
49:59then when I make a new issue
50:07it's gonna automatically be there and I can
50:08just go straight to articles and date range.
50:10You don't have to fiddle with edit issue
50:12sections every time especially if you're
50:14gonna have the same sections and every issue.
50:18You can configure that at the template level
50:20and then they're gonna the sections will be
50:22there for you to just fill in for each issue.
50:24Sorry that's probably that's
50:25gonna save you a lot of time.
50:27You're not gonna have to go from scratch and
50:29Add all the sections 1 by 1 like I did here.
50:31We can configure the defaults and
50:33then you're really just messing with
50:35that issue sections if you want to
50:36do something different in one issue,
50:38like I know for like why some
50:41events that gets sent every week,
50:44they're never messing with the sections.
50:46They've got their default
50:48sections configured.
50:49There's filling in those sections,
50:52copying, reviewing,
50:52copying a DL message in the Sunday.
50:57Can you go back over the adding the images?
51:00I'd like to know if you can
51:02manipulate the size of them.
51:03You know, a lot of times when you get
51:04the newsletters you've got this big
51:05picture and this little bit type. Yes
51:07you can. So the image types are set,
51:10the sizes and aspect ratios are set.
51:14This is sort of the thing I was
51:16alluding to before with Cecilia.
51:17If you see something that looks really wonky
51:23then you can let us know and we might
51:26redo how that layout looks. But
51:29this one, can you alter
51:30the size of that image?
51:32I could choose a different aspect ratio.
51:35It's probably not the greatest.
51:36It's. Let me go back to that issue.
51:39There's this one. Gotta unpublish it
51:48so I could edit the layout
51:51style and I could choose,
51:54like Square Landscape's just gonna look
51:57really silly because it's a headshot.
51:58But I could choose square and
52:01that'll give me a slightly different
52:02crop that I could see there and
52:04then that'll give me a square crop
52:07instead of this portrait crop.
52:10But it's it's it's sort of very
52:13intentionally locked down, right?
52:14So that we can ensure accessibility
52:16and we don't have to worry about
52:19manipulating the really minor parts of
52:22the e-mail.
52:24Can you do multiple sections of the
52:27same type? Like could I do a research
52:30news section and then like a clinical
52:33news section And then, yeah, totally.
52:35Yep. You could do a large landscape
52:38for your lead news story and then
52:40have another section with small. Yes.
52:42Yeah, like if I just, But
52:44you could break it up.
52:45You could do like news,
52:46then you could do a call to Action.
52:47Yep. News section.
52:48Yeah, Call to Action. Totally
52:50could. I'm just gonna jump into a
52:51little how the sausage is made here.
52:53So why have some events like this
52:55is the latest version of why some
52:56events or one of the latest versions.
52:58So they've got their announcements
53:00and then they've got featured speakers
53:02where they use the event listing large
53:05that has the image in the description.
53:07Then they choose a few others.
53:09I guess there's only one here,
53:10but they use just the regular
53:12event large list.
53:13Just the regular event listing that doesn't
53:16include the image doesn't have the summary.
53:18Usually there are a few more here
53:20than there are in featured speakers,
53:21and then they list a whole lot of
53:23events and upcoming events, right?
53:24They use a small listing and this
53:26is where you see that.
53:27It just shows the date card once and then
53:30renders all the there's me renders all
53:34the events that are happening that day.
53:38So yes,
53:38you could totally have multiple
53:39sections of the same type.
53:40Hello.
53:44That looks really good.
53:45Great. Thank you. We're also
53:46over the next 6 monthsish are gonna
53:51start introducing AI generated
53:54content in very targeted areas.
53:56We're piloting that right now.
53:57You may have seen a Mark's
53:59update 2 weeks ago that we're.
54:01Yeah, piloting it with, you know,
54:02medicine, physician BIOS.
54:05But we're gonna start rolling that
54:08out to academic BIOS so that faculty
54:10or you for faculty can start creating
54:13better academic BIOS for people.
54:17Eventually that will make it to
54:19event descriptions, news articles,
54:22clinical trial descriptions and titles.
54:27Basically anything where you're
54:28having to generate a lot of content.
54:30We're gonna try to start automating it
54:32for you, with a huge caveat that anything
54:35that AI generates, you gotta edit.
54:38Yeah, you can't just publish it. It tends
54:40to go really flowery,
54:41flowery with the language,
54:43to the point that it's kind of ridiculous.
54:44And so yeah, even when you
54:47tell it to dial it back like
54:483 different ways really likes adjectives.
54:52Yeah. Anyway, that's gonna that's gonna start
54:56cut rolling out in the next few months.
54:59You'll start seeing more stuff. Yeah
55:02yeah, shoot section layouts you
55:04changed on the issue level or the
55:06lock at the original template level?
55:09No, you can you can configure
55:11a default layout style.
55:13You can always configure it per issue.
55:14You can add a new section
55:16with that whatever layouts,
55:17layout, site you'd like.
55:18So if you change a section
55:19layout on the issue, will it
55:21change the original template?
55:22Nope. Template will stay the same
55:24unless you edit that template and
55:26then can you show moving sections around?
55:29Yes, that's what I meant
55:31to go back to. Thank you.
55:34Thank you whoever asked that question.
55:37Thank you, Lisa.
55:38So when I'm editing these issue sections,
55:40these little dots are drag and drop.
55:41If I want to resort stuff,
55:43I just drag and drop it around.
55:44That's it. Very simple.
55:47And I'm sure that this was because
55:50I was late, but I'm I'm playing.
55:53So it it does it work similarly to Yale
55:57message where you created template is
55:59just speaking to what you just said
56:02like you can create sections that when
56:05you go back to do the next issue,
56:06they'll kind of be there template.
56:09Yeah I think so.
56:11Again I'm a really bad yell message user.
56:14No, I mean I mean in in Viatrix.
56:17Yeah. There's like a template.
56:19Yeah. OK OK yeah. Yeah.
56:21So when you have to rebuild it every time.
56:22Yeah.
56:23Right. So like, like I was saying,
56:25like we're gonna start with if I I'll
56:26just go ahead and do this, like if I. So
56:28I put two documents early in the chat
56:31and one of them is sort of a menu.
56:33If you want us to set up a template
56:36like all the choices you have.
56:38So you could send us an e-mail with
56:39what you think you might like to start
56:44and we can set that up for
56:45you. Yeah. So I'm gonna have to
56:46delete this before I confuse anybody.
56:48But so I just made a new
56:50issue of why it's in events.
56:52It comes by default with all this
56:55stuff because this is what they put.
56:57I mean, they're not filled in obviously
56:59because they're putting different events
57:00and news and such and every inch issue.
57:03But all their sections are here.
57:05If they wanted to,
57:07they could go to edit the issue
57:08sections and change the order
57:09or add new sections or whatever.
57:11But we've configured these default
57:13sections at the template level.
57:14This is what they see every issue.
57:17If they ever wanted to change this,
57:19we go back to the template,
57:20add a new section.
57:21It's only going to add that
57:22section for the issues that are
57:24created from that date forward.
57:25It won't mess up the old ones.
57:28So you really can like as things change,
57:30you can change the template that'll
57:32change what you see by default
57:33when you create the new issue.
57:35It's pretty flexible.
57:35It's the opposite of what we had previously.
57:38Where
57:40does this live? On the
57:42website? It doesn't live
57:43anywhere on the website yet,
57:44but that is coming in a few weeks.
57:46And once that's available,
57:47then you can basically tell us where
57:49on your site you want to put it.
57:51And we will just put a element that's
57:53gonna pull data from Beatrix there,
57:54and it'll automatically pull in
57:56your issues as they are published
57:58and the issue date is reached.
58:00Just like news, basically,
58:02and they'll just automatically
58:03pop in there. Is
58:04there any way that we can retroactively
58:06post all of our new settings
58:09with a lot of manual work? Yes, you can.
58:12It's totally doable. It's just be
58:14a lot of data and just do a PDF.
58:16Or is that not accessible? Yeah.
58:18No, this won't. That wouldn't be accessible.
58:20Yeah, I if I were you I would.
58:24But if I can take the HTML from
58:26here to the FDL message, shouldn't
58:27I be able to do the reverse? No,
58:31no, unfortunately. OK, yeah, but
58:36if you're pulling up, are you pulling
58:38all your news from via Trip survey?
58:41Ohh, I just have we just have like 5 years.
58:44What newsletters That. So this is
58:47where you'd wanna archive them anyway.
58:50I mean, you don't wanna be
58:51running an archive of PDFs.
58:53Yeah, on your web PDFs.
58:55But I would like to have the policy,
58:56yeah, how many are you sending
59:00it? Weekly or monthly?
59:03So if you did the past year,
59:05if you could bear to
59:06enter 12 issues manually,
59:08No, I couldn't.
59:09I would just send the people.
59:11Yeah, that's like, I also also,
59:14we've been looking at stats a lot on
59:16our web pages and no one looks at that.
59:19Yeah, I don't, I don't have them,
59:21so I don't have the stats to show.
59:22But I could imagine that if I would
59:24love to put together like a little
59:27packet of material almost like a press
59:29kit for like the program directors
59:32when they're they're going into
59:34interview season or we just matched,
59:36you know, like we just had a match day.
59:37We've got these 12 new people like welcome,
59:39here's our latest annual report.
59:41Here are for recent newsletters.
59:44That's where I would yeah like to
59:47have it but right now it's just an
59:50ugly e-mail attachments ugly be yes.
59:53Yeah. Unfortunately there's really
59:54no way around manually building
59:57them in this tool or else they won't
59:59be accessible and they just won't
01:00:01be compatible with the new listing
01:00:02that we're gonna make. Sorry. So
01:00:05Justin what are they not looking at
01:00:08They no one looks at all material.
01:00:10Yeah like your old newsletters no
01:00:12one looks at it we so they're this
01:00:14is gonna these stats I we just
01:00:16ran these stats the other day.
01:00:17Because I was super curious,
01:00:19there's 17,000 static web pages
01:00:21across the School of Medicine.
01:00:23So that doesn't include any of the
01:00:25dynamic stuff coming from the attorney,
01:00:26doesn't include events or news or
01:00:29people listings, clinical trials,
01:00:30just the pages that are hosted and treated.
01:00:33So there's 17 thousand of those,
01:00:37some some obscene number like 5000 have
01:00:41gotten no traffic in the past year.
01:00:43So a third of our web pages,
01:00:450 traffic are literally not being
01:00:47looked at in the last year, slowed up.
01:00:49If anyone wants to report on
01:00:52your pages target. Yeah. So.
01:00:54So one of the. OK, so so yes,
01:00:57that's what I want to do.
01:01:01I wanna so, so part of part of T5,
01:01:05part of the goal of T5 is going to be
01:01:09reexamining all of our websites and and
01:01:13seeing how we can consolidate the content
01:01:15and make the content much more targeted
01:01:18and concise and audience driven instead
01:01:22of organization driven while while
01:01:25honoring the organizational structure.
01:01:27You know, like surgery's not going away,
01:01:29but we could be a lot more targeted in
01:01:33how we talk about like fellowships,
01:01:36you know, template stuff. So.
01:01:39So like, part of part of my goal,
01:01:41honestly is to take what you have
01:01:44today and try to put it in a new
01:01:49model that may involve starting over.
01:01:51Yeah. And and taking the legacy
01:01:5617,000 pages, you know,
01:01:58of which 10,000 are getting any traffic
01:02:01at all and blowing them up and making
01:02:04something that's much more SEO friendly
01:02:07and audience centric and concise.
01:02:11You know, part of the reason search sucks
01:02:13on our websites today is because there's
01:02:15so much unstructured information on it.
01:02:17You know, if you if you search DEI,
01:02:20you're going to get 46 web pages and
01:02:23two websites that talked about DEI.
01:02:26That's a terrible experience for someone
01:02:28who's looking for DI information at school.
01:02:31It shows the breadth of it,
01:02:32but it's not. It's going to,
01:02:34it's gonna give them, they're
01:02:34not gonna see all those pages. They're
01:02:36not gonna see all those pages. Yeah.
01:02:38So anyway, that's that's our we're
01:02:40we're already working on this.
01:02:42So part of the first,
01:02:44first part of this project is using AI
01:02:46to look at every single word across
01:02:49our sites and topic model them to
01:02:52figure out what we're talking about.
01:02:54And from that, we're gonna be able to
01:02:56start deriving what an information
01:02:57architecture will look like and start
01:03:00creating this new site structure.
01:03:02You all are gonna get involved
01:03:03in this very soon. Cool.
01:03:06Sorry, I I
01:03:07no, that's OK. That gave me time to
01:03:09realize that dev Beatrix isn't working,
01:03:10so I'm just gonna do it in prod
01:03:13like we always do. OK, so so
01:03:16just it doesn't live anywhere, right?
01:03:18The newsletter doesn't live anywhere.
01:03:20Yeah, it only lives in Beatrix.
01:03:22My chair is like, can you send this
01:03:25person the newsletter or can you
01:03:26send them that you can send them
01:03:27a link to the newsletter that's
01:03:29publicly available if it's already
01:03:30been sent out and published. Browser
01:03:32link. Yeah.
01:03:33And that's not not gonna expire.
01:03:35Like, no, not like Yale message.
01:03:37OK. Even though you're
01:03:38sending it by Yale message.
01:03:39Yes. So when you the. Yeah.
01:03:41So when you send it by Yale message,
01:03:43there will also be a Yale message
01:03:45preview that's gets created,
01:03:48but it's not gonna be linked because
01:03:50you're putting in custom HTML that
01:03:51doesn't include that link. OK,
01:03:53so not that when you get it by AM message,
01:03:55don't use the link at the top,
01:03:57but the link at the bottom of the.
01:03:59I don't know if the link at the top
01:04:01is even there for our custom HTML
01:04:03messages, I don't think it is.
01:04:05Well it will be if you send a commercial,
01:04:07like commercial Yeah maybe.
01:04:10So where is the link?
01:04:12It'll appear in the floater.
01:04:13So the link that you do
01:04:15wanna send them is this one
01:04:21that will link after
01:04:23your e-mail is published.
01:04:24I wouldn't look at this one.
01:04:26Yeah, this is not gonna be a good one,
01:04:28but in an e-mail that you sent or
01:04:30in the preview that you accessed
01:04:32yourself from any an issue
01:04:33that you've actually sent out,
01:04:34this link will be publicly available. I
01:04:39don't think that link shows up at the top.
01:04:42Yeah, I didn't think it did for our custom
01:04:44HTML. I always thought that was part of
01:04:46this particular real message template.
01:04:48If you're sending them messaging, see
01:04:50the link at the bottom.
01:04:51This is like you're gonna be in trouble.
01:04:53Yeah, but I don't have it at the top.
01:04:55OK, yeah, so it should.
01:04:56It should be pretty easy.
01:04:57It's just the one that says
01:05:00newsletter.medicine.yale.edu is gonna
01:05:01be the one that will be permanent.
01:05:03And then what is manage e-mail subscription?
01:05:06That is the Yale message function
01:05:07and it actually, I'd have to.
01:05:10It's not. It gets written.
01:05:13This actually puts a code in the
01:05:15HTML that then gets rewritten by
01:05:18Yale message as um, this work,
01:05:22you can take that off. Or is it ome?
01:05:24You know you have to include this.
01:05:26This is the yell message requirement.
01:05:30Yeah, so that anybody can come in
01:05:32here and log in whether they have a
01:05:34net ID or not and remove themselves
01:05:36from an e-mail if they want.
01:05:38That's a requirement from Yale. What
01:05:39does it remove them from the
01:05:41e-mail or from the lists?
01:05:42Because I from that particular
01:05:45e-mail, that subscription
01:05:46list in yell message,
01:05:48it's gonna do that. We have.
01:05:49Yeah, it's already exists though.
01:05:51Yeah, that's what everybody has to do.
01:05:53We don't have a subscribe unsubscribe
01:05:54because we send it to like all of our latter,
01:05:57latter faculty, all of our researchers.
01:05:59I can't have people
01:06:00unsubscribe from all faculty.
01:06:01I think it's auto for the external emails.
01:06:04OK, you should ask the EO
01:06:07message people about that.
01:06:08But it's really the external e-mail
01:06:11lists that that affects and it's
01:06:13it's part of the privacy laws.
01:06:15Yeah, I mean, we do require,
01:06:17we don't have a choice.
01:06:18If you're gonna get the meeting agenda,
01:06:20you're getting it.
01:06:23Yeah. Like our big interview
01:06:25doesn't go to an external list.
01:06:28No. Yeah. I think if you have to talk
01:06:32to the message folks about this,
01:06:33but we could if that's they
01:06:36allow us to even do this.
01:06:38I don't think they do that. We'll
01:06:39just have to create another distribution
01:06:41list that's just the most list just
01:06:46for newsletter. Yeah, OK.
01:06:47So the next thing I want to talk about
01:06:49which feeds into this publications
01:06:52content type and the newsletter tool
01:06:55is this Publications for organizations.
01:06:58I am looking at the publications
01:07:00page for internal medicine.
01:07:02I just want to show you all really
01:07:04quickly what this will look like.
01:07:08I hope I didn't turn it on for our office
01:07:10because that'd be really unfortunate,
01:07:12but you everybody should see this tab.
01:07:15If you haven't contacted us yet,
01:07:18you're going to see this message.
01:07:19Just reach out to us if
01:07:21you want to use this tool.
01:07:23The reason why we didn't just turn it up,
01:07:24turn it on for everyone is because it creates
01:07:27a massive amount of data on the back end,
01:07:29and if we were to automatically
01:07:30turn it on for everybody,
01:07:32we'd have to start paying Microsoft a
01:07:34bunch more money for SQL storage space.
01:07:37But we should be able to turn it on for
01:07:39all the departments and it'll be fine.
01:07:40Just if you want to start using this,
01:07:43come to your Organization
01:07:44Management page and Viatrix.
01:07:46Click on Publications and you
01:07:47can make a ticket right here.
01:07:48Or you can just reach out to why I send
01:07:51that editor and we'll turn that on for you.
01:07:54Importantly,
01:07:55there are two different options
01:07:57for managing this thing.
01:07:59The first one is what we're
01:08:00using in internal Medicine,
01:08:02because the department is huge and it's
01:08:04totally unrealistic for one person to
01:08:06review the 60,000 publications that
01:08:10exist for internal medicine users.
01:08:14This list is coming from the publications
01:08:18that are imported from Dimensions
01:08:21and approved by faculty in this org.
01:08:25So there are a lot of them.
01:08:29You There is also an option which
01:08:32is being used by the Cancer Center,
01:08:33although looks like they haven't started
01:08:35approving and directing stuff just yet.
01:08:37They also have a ton of
01:08:39publications to deal with.
01:08:41But you in this version you can sort of
01:08:43pick and choose which publications from
01:08:45this list are going to show up because
01:08:47this is very legitimate for Cancer Center.
01:08:49There are lots of faculty
01:08:51affiliated with Cancer Center.
01:08:53Not all their publications are
01:08:54going to be relevant to cancer,
01:08:55so they probably don't want to have every
01:08:58single publication in the slip, right?
01:08:59Well, not that one. Of course.
01:09:02I'm not finding good examples.
01:09:03I'm looking really quickly.
01:09:07Yeah, so like this COVID-19 article probably
01:09:09isn't really relevant for Cancer Center,
01:09:12so they might not want to show this one.
01:09:13I'm in production Viatrix and now
01:09:15I'm not in newsletter where I'm
01:09:17not really affecting anything.
01:09:18So I'm not going to do this.
01:09:19But if I didn't want to show this,
01:09:21I could click this no symbol that
01:09:23will move it over to the hidden tab.
01:09:26I could always go back here and
01:09:28move it back if I wanted to,
01:09:29or I could click the sort of display check
01:09:33here that'll move it over to displayed.
01:09:37Both options have the ability
01:09:39to create a featured list.
01:09:40You can feature,
01:09:41I think up to 20 if you want to have
01:09:43a little section at the top of your
01:09:45list on your site that says featured.
01:09:49Importantly, we don't have this
01:09:50list appearing on the site just yet.
01:09:52We will soon, but for now the real
01:09:55benefit of this is both to plug into
01:09:58your newsletter and also you can
01:10:00download an A CSV of all of this
01:10:03stuff and it's probably gonna take
01:10:05ohh didn't take that long and that
01:10:08will give me an excel and now I'm
01:10:10probably losing all the people who are.
01:10:13I'm losing all the people who
01:10:14are watching on teams.
01:10:15But rest assured there is a giant
01:10:16excel file with all this data and now
01:10:18I'm not gonna accept this right now.
01:10:20Is there
01:10:21any way that we would be able to sort
01:10:26by like I just wanna see publications
01:10:28in the department of surgery
01:10:30where my faculty is either a first
01:10:32author or author or a last author.
01:10:34I don't care if they're in the
01:10:36middle because then the papers
01:10:39kind of has a million people.
01:10:40Ohh, we're gonna get that data. Yeah.
01:10:45But let me talk to Anju about whether we can,
01:10:48we can calculate it because
01:10:50that's it is really important.
01:10:53The other thing, the other thing
01:10:55that we do get from dimensions,
01:10:57I need to ask on you about this data too,
01:11:00is department affiliation.
01:11:01So I don't know why we couldn't filter
01:11:06Cancer Center by cancer
01:11:08stuff or surgery by surgery.
01:11:11Yeah, I was just using that the other day.
01:11:13It's really cool. Yeah, we do have.
01:11:16Emily was asking about a report
01:11:18and alt metric for I think
01:11:21cardiology maybe Neftali's section.
01:11:25Who's where's the pulmonary Pulmonary, right.
01:11:27So we do have department,
01:11:29you could filter out the data by
01:11:31that department in the school.
01:11:33We do have department data,
01:11:35yes. So we're we're this is relatively new.
01:11:38We're working to improve it.
01:11:40Very importantly,
01:11:41you can't list on your website just yet.
01:11:43We will be able to do that soon.
01:11:45For now, you can download that
01:11:48report like I showed you or you can
01:11:50include it a subset of this list.
01:11:54You cannot add 56,824 publications
01:11:57to 1 e-mail newsletter,
01:11:58you can add up to 100 of them.
01:12:00You probably do even less than that.
01:12:04That's all we have for the
01:12:07training segment of this.
01:12:08I was hoping that some of us who are in
01:12:11person might want to look at creating
01:12:13newsletter templates or setting up
01:12:15this publications functionality.
01:12:17And maybe if people are interested on chat,
01:12:20I can try to reach out to
01:12:22people remotely and set up.
01:12:24If we only have a few,
01:12:25you might have to wait for a few minutes.
01:12:28But basically this is our free
01:12:30time to sort of try to get people
01:12:31started with this functionality
01:12:33if you're not already using it.
01:12:34So if you have other stuff to do,
01:12:36I've already kept you for over an hour,
01:12:38feel free to leave.
01:12:39Thank you very much for joining.
01:12:41If you're interested in trying
01:12:42to set up a newsletter template
01:12:44or you want us to turn on this
01:12:47publications functionality for you,
01:12:48stick around or send a message
01:12:50in the chat and we will reach
01:12:52out to you and get that set up.
01:12:56Thanks so much. Thanks everybody.
01:13:04Yes, we can turn off the recording now.
01:13:08Yes, we can turn. We can ask, yes.