Training: An Introduction to Beatrix - the new tool for profiles, news, and events Session 2

November 30, 2022

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.

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00:11Thank you. So my name is Justin Fansler.
00:14I'm part of the technology and
00:16strategy team within the Office of
00:18Communications at the School of Medicine.
00:21Our team supports.
00:24The communications tools that are
00:27used by both the schools of public
00:30health and the School of Medicine.
00:33As you may know, we had a previous profile
00:37system that managed people profiles,
00:40news, events, clinical trials and media
00:43that we just relaunched as Beatrix.
00:48So the the purpose of this session
00:50is to just give you a quick overview,
00:52well maybe not quick but an overview of the
00:55system and the different features within
00:58the system that you might have access to,
01:01but also give you an opportunity to ask.
01:03Us questions and raise any issues that
01:06you may have encountered that would
01:09be opportunities for us to improve
01:12the system over the next month.
01:15We're going to be focused on minor fixes,
01:20bugs that people have encountered,
01:22different kind of user interface issues
01:25that people are finding confusing.
01:27We're going to focus on on rolling
01:29out updates to those.
01:30We're doing deployments right now.
01:34About once a week,
01:36sometimes more if something's urgent.
01:39If you do run into anything,
01:41please use the report a bug button in
01:44Beatrix to let us know and be very clear,
01:46as clear as you can be with what issue
01:49you came up with or that you found.
01:51Then when we get back from the
01:53holiday break in January,
01:55we are going to divide our development
01:58team into a group that is working
02:01on bug fixes and minor new features,
02:04and then a group that's working on
02:06major improvements to the system.
02:07So an example of some of those
02:10improvements are a bunch of new
02:13news layouts that you'll be able to.
02:16Utilize when creating news articles.
02:19We've been building an AI based tool
02:22over the last six months that will
02:25allow faculty to upload a CV into
02:28Beatrix and then export all of that
02:31data from the CV into their profile.
02:34This should be especially helpful
02:36for any new faculty that join,
02:38but it will also be helpful for
02:40faculty who have been here for a long
02:42time and may have hundreds of pending
02:45publications that they need to approve.
02:47Um,
02:48this would automatically approve those based
02:51on extracting that data from from their CV.
02:54So there's a bunch of different kind
02:55of major improvements that we're
02:56going to be making to the system
02:58over the next six months.
02:59We're always happy to hear your input for
03:02things that would help make your life easier.
03:05So never hesitate to reach out to any of us
03:08on the communications team to let us know,
03:11OK?
03:11And with that,
03:12I'm going to turn it over to Mark Albus,
03:14and he's going to share his screen and.
03:17Take you through the system.
03:19Feel free to use the chat to ask any
03:22questions or just unmute yourself and
03:24ask a question during the presentation.
03:27Don't don't hesitate to do that.
03:31Hi everybody and thanks for joining.
03:33I just wanted to mention because
03:35I see some familiar faces here.
03:38This is going to be largely the same as our
03:42previous intro general overview session,
03:45so if you already attended that and you
03:48don't have any specific questions to ask,
03:51then you might just want to listen
03:53in the background because it's
03:55going to be very similar.
03:57But we will be having the there
03:59are additional trainings coming up
04:00that are more focused on specific
04:02modules and those will be different.
04:04So I just wanted to open with that.
04:06But with that I'm just going to jump into
04:08it sort of a general overview of the system.
04:11Please note for this time,
04:12for this demonstration,
04:14I'm in a development version of this site.
04:17So nothing I change here is going to
04:20actually affect any of the websites.
04:21All this data is basically it's
04:23copied from the production system,
04:25but it's not.
04:26Used anywhere that you are going
04:29to see in the profile in Beatrix
04:31when you log in or on the websites.
04:34So if I add something crazy to your profile,
04:37don't worry, it's not going to go anywhere.
04:39Umm.
04:42So you can access the production
04:44system at beatrix.yellow.edu,
04:45and when you log in,
04:47you're going to see a page that
04:49looks something like this.
04:50This is a new feature with Beatrix.
04:54It's called the dashboard.
04:55And what we're trying to do is there's
04:57going to be a lot more content here later.
05:00But for that,
05:01what we're trying to do is add ways to
05:04quickly access things that you might
05:06be logging into the system to work on.
05:08So the only things that we're
05:10including for the time being are.
05:12Your drafts in progress, which are events,
05:14news articles, newsletters.
05:16If you're using the system to create
05:20newsletters that you might have
05:22started but haven't finished yet,
05:23putting those front and Center for
05:25you so you can once you log back in,
05:27it's pretty likely you want to go
05:28back and finish your news article,
05:30your event, and submit it.
05:31So we're making a quick link
05:32for you right there.
05:33The other really popular task,
05:36at least for people who have some
05:38kind of communications role or
05:40at least have a communications.
05:42Aspect of their role at the school
05:44is this needs review section.
05:47Actually,
05:48you will also see this importantly if
05:50you are a faculty member and you have
05:52pending publications to your profile.
05:54I personally haven't published anything,
05:56so I don't see any pending pending
05:59publications for my profile.
06:00But if you are a faculty member who at
06:02we have linked with a dimensions profile,
06:05which I'll talk more about
06:06a little bit later,
06:07you might see an element here that sells
06:10you opening publications to review.
06:12And these are just quick links.
06:14For example,
06:14if I'm managing the news that
06:17appears on the YCI website,
06:18I can click on this view all link under
06:21the new articles that are suggested.
06:23One CI and I'll see a whole list
06:26of the those articles and I can
06:28start going through and approve or
06:31reject them as necessary to make
06:33these articles show up on my site.
06:37So this is our first new
06:39big feature is dashboard.
06:41There's more coming later,
06:42but for now it's just sort of a
06:45quick way to get links to things
06:47you might want to edit right away.
06:50I'm going to jump around the system
06:51a little bit just to show you
06:53some of the other new features,
06:55one of which is for almost every
06:58list of people you see here now.
07:00Well, list of anything you see.
07:03There's going to be an option
07:04to download a table of that,
07:06which might be really handy if.
07:08For example. I wanted to filter to.
07:15Umm.
07:19A list of faculty members
07:22who are in my department.
07:24I could filter by department and by faculty,
07:27and then I could quickly download a table,
07:30download a CSV file,
07:32but I can then manipulate and easily get
07:34a list of the data that's displayed here.
07:37We have a lot.
07:38For now, this is only going to show
07:40you the data that's shown here,
07:41which may or may not be super helpful,
07:44but we are working on some future
07:47improvements and reporting.
07:48I'll give you many more
07:49options that will be hopefully.
07:50Available in earlier mid next year.
07:55But this download table option is
07:57there today and it does function.
08:00Umm.
08:02Another important update,
08:03and hopefully this will work properly
08:05while I'm demonstrating here,
08:07is that we now have a responsive
08:10design for this whole tool.
08:13So previously if you ever tried
08:16to log into profilethatyouknow.edu
08:18on your phone or a tablet,
08:21you probably didn't have a great
08:23experience because it was not
08:24optimized to work on anything
08:26other than a desktop browser.
08:27Now we have a responsive design that will.
08:32Significantly change the layout
08:33to make it easier to use.
08:35If for some reason you're on your phone,
08:38you desperately need to go update
08:39your profile. You can do that now.
08:42It is optimized for display
08:44on smaller devices.
08:45You can make almost any edit in
08:47the system on whatever device you
08:49have that connects to the Internet,
08:52so that's really handy.
08:56I also I partially demonstrated
08:58this already, but we have a lot
09:01more filtering options here.
09:03One important note is that you'll often
09:07see at the tops of columns in a table these
09:10little sorting option sorting arrows,
09:13I should say, that allow you to sort all
09:16the items in the list by that column.
09:18And also a little filter icon which
09:22will allow you for example. To filter.
09:26My articles list by the organizations
09:30that those articles are approved for.
09:33We basically just ripped off Excel here,
09:35so it's hopefully something most
09:37people are familiar with and it's
09:38not too tricky to work with.
09:40It's a pretty familiar interface
09:42that people are using.
09:46Lastly, an important new aspect of the system
09:50and I'm going to jump to I keep picking on.
09:54Doctor Grauer in these sessions
09:57because he has such a complete profile.
10:00But one another new feature is that we're
10:03autosaving content as you're working.
10:05So if I start typing.
10:08In this biography field.
10:10I'm going to see this little green check.
10:13This means that my work up
10:15to this point isn't saved.
10:17This isn't universal to every
10:19single field in the system.
10:21For example, when you take some kind of
10:26action that results in a pop-up appearing,
10:29generally we're not saving
10:31this data as you go.
10:33You have to complete it and click add or
10:35update in order for your changes to save.
10:37But generally, if I'm editing fields
10:39that appear just on the page by default,
10:42like this bio field,
10:44it's going to save as I go so
10:47that you won't lose work.
10:49If you accidentally close your browser,
10:51or you lose access, or whatever.
10:53Um. That is an overview of some
10:57of the new major features,
10:58so now I'm going to start
11:01jumping into specifics.
11:02And conveniently,
11:03I'm going to start with profiles.
11:06I'm not going to go through each
11:08and every field because there are
11:10a ton of fields in each profile,
11:12but I just want to highlight
11:13some important things,
11:14some of which are features we
11:16had in profile systems in the
11:18previous version of the system,
11:20some of which are new to be matrix.
11:22One of them,
11:23which we have made front and
11:26center now is the profile editor.
11:28If you are a faculty member or a staff
11:31member and you have an assistant who
11:33could be doing this work for you,
11:35you might want to add them as a profile.
11:38Better for your profile so that they
11:41have access to loginbeatrix.yellow.edu
11:43themselves and they can make
11:45edits to your profile for you.
11:47Relatedly, if you don't necessarily.
11:50If you're a faculty member and you
11:52don't necessarily want somebody
11:53inviting all of your profile info,
11:55but you could use some help
11:57approving your publications,
11:58because you have hundreds
11:59and hundreds of publications,
12:01you can add somebody specifically
12:03as a publication reviewer and
12:05that will give them similar.
12:07It's very similar.
12:08To the profile editor,
12:10but this will only give them access
12:13to update your approved or rejected
12:17publications or feature them.
12:19They won't be able to edit your
12:21biography or any of the other
12:23sections of your profile.
12:25So a couple different ways you
12:26can grant people access to your
12:28profile to edit it.
12:30Umm, I skipped over this.
12:33This is somewhat similar.
12:35We have a list of assistance.
12:37This is really important for
12:40especially faculty, viewer,
12:41and more senior roles who have assistance.
12:44It might be difficult to contact directly,
12:46and it's better to get in touch with their
12:49assistant if you need to reach them.
12:51This isn't appearing on
12:53the websites just yet,
12:55so even though I've added myself,
12:57even if I did in the production system,
12:59if I added myself as Jonathan Rogers
13:01assistant, that's not going to
13:02show up on the website anywhere.
13:04But we are working on ways to expose
13:06that information so that we can
13:08make sure we're listing the best
13:10contact way to contact these people.
13:14And also just internally again
13:15for some of the reporting features
13:17we're going to add later,
13:18could be really handy for department
13:19to be able to pull the assistance for
13:22all faculty in their department for example.
13:24So please do take the time to
13:27add assistance if you're able to.
13:29Umm,
13:30and then move something that's really
13:33important because if I preview my profile or,
13:37sorry,
13:37preview this profile,
13:39one of the first things I'm going
13:40to see aside from his name,
13:42are Doctor Rouse Dr Growers titles.
13:46If you're not familiar with the system,
13:48it might not be clear that these
13:51titles are a combination of data
13:53we're importing from Yale's HR
13:55system work day and titles that you
13:58can add directly in this system.
14:01We are importing your primary title,
14:05business title from Work Day.
14:07That's going to display on your profile.
14:09You can't remove it or control
14:11it in any way aside from getting
14:13it updated in work day.
14:15So if your very first title or only
14:17title on your profile is incorrect,
14:20it's probably coming from work day.
14:22And we do weeks here to get you
14:24to the people you need to contact
14:26to get that corrected.
14:27But you're going to basically the
14:29answer is you're going to want
14:30to make sure your work day.
14:31Title is correct.
14:32And then that next day,
14:34once it's updated and work dated
14:35and work day, the day after,
14:37we're going to import that data and
14:40it will be updated on the website.
14:42For other positions that are not
14:45necessarily going to appear in work day,
14:49you can add titles directly and
14:53those you can simply go to your
14:56administrative position section in
14:58this career page and add a new title.
15:01We're going to require some
15:02information about it so it could
15:04be verified if it had to be,
15:05but you can add those titles that are not
15:08your primary business title and work day.
15:11Yourself.
15:13Umm,
15:13that's it for titles.
15:16I think I want to quickly move
15:18to patient care.
15:19This is really important for any
15:21faculty that are part of Yale
15:24Medicine and are seeing patients.
15:30Via the clinical practice,
15:32so we have this other,
15:35we have our School of Medicine
15:36website of course and we have
15:38the yalemedicine.org site,
15:39which is the site specifically
15:41for the clinical practice.
15:43The settings that the faculty member,
15:46each faculty member has in this
15:47section of their profile are going to
15:49determine how they show up on the site.
15:50Basically the really important thing is to
15:55make sure if you provide direct patient care.
15:58And our clinical services to
16:00patients that this answer is yes,
16:01otherwise you are not going to adhere on
16:03the L Medicine site even if you should be.
16:06So please make sure that's up to date.
16:07I think if we haven't already,
16:09we're going to share in the chat
16:11a link to more information about
16:13managing this patient care information.
16:16But basically the hots,
16:17the really important sections
16:19that follow are these patient
16:21interactions and secondarily.
16:23From these expertise in
16:25areas of specialization.
16:27These are going to help us
16:29associate you or the faculty member
16:31whose profile you're editing.
16:33It's going to help associate
16:35them with the conditions and
16:37procedures that they would like to
16:39be associated with on the website.
16:41By default,
16:42what we're doing is we're trying to
16:45associate these specialists with
16:49conditions that match the ICD and
16:53CPT codes that they're billing for.
16:56So that's all automated,
16:58but obviously there might be cases
17:00where a faculty member is doing
17:02some common procedure all the time,
17:04but maybe they don't want to be
17:06the first person that gets called
17:08for removing a wart or something.
17:10So what we want to make sure that
17:13we do is that if there is some.
17:17Specialty you're trying to build
17:18in your practice.
17:19So maybe it's something that you're
17:20not really doing much of yet,
17:21but you're interested in doing it.
17:23You want to make sure that's added
17:24in this how to build your practice
17:26section and then more importantly
17:29our conditions, conditions,
17:30treatments, procedures they are
17:33already seeing or treating.
17:36You're that are rare,
17:37but you are a specialist and you're
17:39definitely going to want to add
17:41those to this first section because
17:43obviously if it's some super rare
17:46condition that you're treating,
17:47you're probably not treating
17:48it all that frequently.
17:49It's not going to appear off
17:51frequently or building codes
17:52unless you add that specialty here.
17:54We might not be properly associating you
17:57with that condition on the ill medicine site.
18:00We're going to.
18:03Have a communications campaign in
18:05the next month or so for clinical
18:08faculty to remind them of this and
18:10how they appear on yalemedicine.org,
18:12but for all the communications.
18:14Focus people who are on this call.
18:17Anything that you can do to encourage
18:20faculty to review their Patient care
18:22section and especially the areas
18:25of expertise and specialization
18:27would be incredibly helpful to.
18:30Target how how they appear on
18:32your medicine.org a bit better.
18:36OK. Thank you. Umm, OK,
18:40now I'm going to move on to publications.
18:44You might have heard about our new
18:47integration with dimensions AI,
18:48because lots and lots of faculty have
18:50been getting emails about pending
18:52publications and their profiles.
18:54Now, the short of it is,
18:56dimensions AI is a external site.
19:00It's not our thing.
19:01It's a site that already existed that
19:05uses AI to match profiles on their.
19:08He mentions profiles,
19:10not our profiles,
19:11but profiles with individuals
19:13who are publishing getting
19:16published in medical journals.
19:18So we're leveraging that data and importing.
19:23Publications to faculty profiles
19:26based on those dimensions profiles.
19:30The most important thing to note
19:33here is some people have lots
19:35and lots of pending publications.
19:37There were other methods that were
19:39used to associate faculty with
19:41publications automatically before,
19:43but that was only a subset of
19:44people that were doing that.
19:46This is brand new functionality
19:47for lots of faculty.
19:49So there are lots of faculty.
19:50You have many, many publications,
19:52hundreds of publications that are impending.
19:55Important thing to note is if there
19:56are a ton of pending publications in
19:59this list and a lot of them look wrong,
20:02we really do not want people going
20:05through and rejecting dozens
20:07and dozens of publications.
20:09If there are that many
20:11incorrect publications,
20:12it probably means it probably
20:14means that our import settings for
20:16that faculty member are incorrect.
20:18We need to fix them more.
20:20We're working on a way to make this
20:22more obvious to people so people
20:23don't spend lots and lots of.
20:25I am rejecting publications when
20:27what we really need to do is fix
20:29their import settings.
20:30But.
20:32Basically the message is if you
20:34go to pending and there's lots
20:36and lots of wrong pubs,
20:38please contact us either by using
20:40this report, a bug button, or using.
20:42Ideally using this don't see your
20:45publications button and that will
20:47generate a message to us and it'll
20:49allow us to look into it and correct
20:52your important information if necessary.
20:53You really shouldn't see the dimensions.
20:56AI is very good,
20:58it's generally pretty accurate,
21:00like over 90% in my experience.
21:02When the profiles are set correctly so and
21:06it might be even higher than that, I'm not.
21:08Yeah, don't hold me to that,
21:10but.
21:11Yeah,
21:12we want to make sure that you're not
21:13spending lots and lots of time manually
21:15approving and rejecting things,
21:16because the whole idea is for us
21:18to be a time saver for people.
21:19So we're automatically associating these
21:21these publications and there are very
21:24few instances where something is wrong.
21:27To introduce functionality in
21:29the next month or so where if a
21:33person rejects 10 publications,
21:34the system will just pop up and
21:36notice and say we noticed that
21:38you've been rejecting publications,
21:39these might we might have you
21:41linked to the wrong dimensions,
21:42profile, you know,
21:43report this to us to make that
21:46a little clearer for people.
21:49Yeah, and when you.
21:50So when you do report a problem like that.
21:54The only information we
21:55really need is either.
21:57If the faculty member has
21:59NCBI mindedly iographer,
22:01you could just link to that and
22:03we can use that bibliography to
22:05correct your import settings.
22:07The other option,
22:08if you don't have a my bibliography,
22:10is just to give us at least three
22:12full citations that you are
22:14an author on that are correct,
22:16and we can use that information to
22:19correct the import settings. Umm.
22:23I think that's all for publications.
22:26For now.
22:27I'm
22:28just going to answer one
22:29question from the chat.
22:31There was a question that says,
22:33Will you experience overlap between
22:35already accepted publications
22:36and the pending publications?
22:38There could be overlap right now,
22:40so if a faculty member.
22:43Use the manually added publication button
22:45that you can see on the screen there.
22:47Um, Elvis. Can you just click that?
22:49Thanks.
22:50So if you've used this and you've added
22:53a publication using the pub Med ID,
22:56then the system will not create duplicates.
22:58It will it will merge those records
23:00and it will just be one entry and
23:02you won't have to approve that.
23:04So if you've you've already added
23:06that publication to your profile
23:07and then dimensions imports it,
23:09it will automatically approve it
23:10and you don't have to approve
23:12it if you use the other option.
23:15There where you're manually
23:17entering the citation.
23:19And the same publication has
23:22been imported from dimensions,
23:24then it will create a duplicate record.
23:27We're working on a data cleanup project,
23:30but it's pretty massive.
23:31There's about 9000 of these
23:33publications that have been
23:35added to the system over time,
23:36so we're doing a data cleanup project
23:39to try to match those with dimensions
23:42publications to remove the duplicates.
23:44But if you do approve the dimensions
23:46publication and you have it manually entered.
23:49Publication.
23:49It will create a duplicate.
23:51The easy fix for that is to just go
23:54delete the manually entered publication
23:56and accept the dimensions publication,
23:59but it will create that right now.
24:03Any other questions that we
24:05can answer around publications?
24:11I'll give you a really interesting
24:13statistic, uh, when we launched the
24:15system on the 14th of November.
24:205501 faculty members had
24:24pending publications.
24:26As of yesterday afternoon,
24:292385 of those people had approved
24:33their publications in the system and
24:36almost 49,000 new publications have
24:38been added to the system since launch,
24:41which is really. Crazy.
24:42We are going to work with the department
24:46chairs and the communications
24:49officers and the lead admins in
24:52the New Year to do a campaign.
24:55A communications campaign to
24:56encourage faculty to review and
24:58approve their publications and
24:59offer ways that we can help them.
25:01Especially for those faculty
25:03who have hundreds to approve,
25:04ways that we may automate that for them.
25:07This is pretty critical to the
25:10LCE reaccreditation process
25:11that's that's occurring.
25:13You know,
25:13one of the pieces of data that we
25:16need to generate for L CME is the
25:18number of publications that have been.
25:23Published by faculty over a certain
25:25time period and dimensions and
25:27this data that we're getting
25:29from dimensions is going to be
25:32critical to providing that report.
25:34So we're going to encourage
25:36people to, you know.
25:37Review and approve their publications.
25:42I have a question about publications.
25:45So are the faculty,
25:46because I know as an admin,
25:48I've been in a profile editor.
25:50I've been getting these messages to
25:53review and verify the publications.
25:57Now I haven't done anything because
25:59I hadn't attended this course,
26:02but I'm assuming that the providers
26:05are getting this same message.
26:06They are so if you have been
26:09added as a publication.
26:11Viewer, you can just see on the
26:13bottom of the screen there.
26:14If you've been added as
26:15a publication reviewer,
26:16those people specifically have access and
26:19will get the notification to approve these.
26:22I believe you also get it
26:24as a an editor on a profile,
26:27and then the faculty member is also
26:30getting that notification and it
26:32should really be the faculty member
26:33to really review them and verify.
26:36Or if they give us the permission to do it.
26:38Depends. It's up to it.
26:39Totally depends. OK.
26:41It's it's up to you to decide that workflow.
26:43If you're comfortable Karen in reviewing
26:46that faculty members publications
26:48because you know their work,
26:49even taking a first pass at it
26:52to say these are theirs,
26:53then by all means feel free to
26:55go in and then with that,
26:58thank you.
27:01There's a question about whether a book
27:04preface is categorized as a book chapter.
27:09I don't actually know.
27:12Uh, I will reach out to faculty affairs.
27:17I typically love these kinds
27:19of questions to Jonathan Grauer
27:22in his role in faculty affairs,
27:24and he gives me an answer.
27:25So I will ask him that
27:27question and then follow up.
27:34Thank you. I know this is a popular topic.
27:35Do we have any other publications
27:37questions before we move on?
27:43Great questions. All right.
27:44The last bit of profiles that I'm going
27:47to look at right now is the CD builder.
27:51This is not a feature new to Beatrix,
27:54but I just wanted to point it out
27:56because it was introduced later
27:58in the life of profile system.
28:00What this tool allows is for faculty to
28:04leverage the data that is in their profile
28:07to generate a new well to create a CD.
28:13Doctor Rauer already has several,
28:16but basically what it does is it breaks
28:19it down into a step by step process.
28:22Using data that's hopefully already in
28:25your profile so that you can construct
28:27a CV that's in the Yale format or the
28:30appointments and promotions format,
28:32those yellow proof formats
28:33that you're going to need,
28:34the faculty will need for specific.
28:39Advancement at the school and
28:41also just for various use cases.
28:44Really, it's all about.
28:47Exposing or choosing not to expose
28:49information that's available in your profile.
28:51You can choose to show or hide information
28:54that displays on your profile and the
28:57CD that will not affect your profile
28:59will just affect this iteration
29:01of your CD that you're creating.
29:04But really,
29:05this is all data that is pulling from
29:07other sections of the profile already,
29:09where it's using that data to create
29:12a document that you can then use
29:15as your or your faculty member CD.
29:17Later this year, our sorry next year,
29:21we will be introducing a new feature
29:24that allows us to import CD's so
29:28that newer faculty or faculty who
29:30don't have a robust profile can
29:32also leverage this tool and it
29:34will basically work the other way.
29:36You can start with your CV,
29:38upload it to the tool.
29:40It's not going to 100% field identify
29:42every item of information in your CD,
29:45but it should give you a really good.
29:47Start to filling out your profile,
29:49and similar to approving publications,
29:52we'll just have a UI that you click
29:54through to approve or correct the
29:56information that we're pulling from
29:58your CD and that will go directly into
30:00your profile and then you can very
30:02easily create an updated CD at a later time.
30:05Umm.
30:09All right. I'm can now
30:13move on to organizations.
30:16Some of the main improvements here are
30:18simply with the filtering that's available.
30:22You can now filter by type.
30:24The search is much improved.
30:26You don't have to in the previous system,
30:28you have to type in a query, click search.
30:30Now we're providing suggestions as you type,
30:34so it makes it a little easier.
30:35If you're not seeing exactly what
30:37you expected to see right away,
30:38you can change your query on the
30:40fly and update it and the results.
30:41Also, return very quickly instead
30:43of taking a second to come back. Um.
30:48You might notice that we had in the previous
30:54system there were organizations that.
30:58Really. That unlimited feature is
31:01called display groups that allowed
31:03you to create custom lists of people
31:06specifically for display on the website,
31:08even if they weren't truly a
31:12organization at the school.
31:15These display groups and Beatrix are
31:17now called teens and you still have the
31:20ability to create these on your own.
31:22And you can use this to create, um,
31:25really customized list of people that you
31:28want to display for specific use cases,
31:30like the way that the breast
31:33cancer program is broken out.
31:34They're specialists in the very specific
31:37foci of their of their program.
31:42And then those display on their websites.
31:44If you want to add these,
31:46you can create the groups yourself.
31:48You will just have to get in
31:50touch with our web services team
31:53at YS n.editor@yale.edu.
31:54If you create new teams and you want to
31:56add those to some page on your website,
31:57just get in touch with us and
31:59we can help you set that up.
32:01Um.
32:08I guess that's really it. Oh OK,
32:10we do have a few more enhanced features
32:13here that I didn't demonstrate just yet.
32:15They include the ability to well, firstly,
32:19we've included headshots in this list
32:21just to hopefully make it easier for you
32:23all to identify who we're talking about,
32:26especially for people who have sort of
32:28generic names that there are lots of
32:30people at the school with similar name.
32:32You can also edit. People in bulk.
32:35So for example if I needed to hide
32:38several Members of this organization
32:40from displaying on the website,
32:43I could select this little checkbox next
32:46to their name and then when I go up to
32:49toggle this display on academic website.
32:52Toggle then.
32:52All three of those users will now be headed
32:55in from the medicine at yale.edu site.
33:00Similarly, you can add people
33:02in bulk to leadership,
33:04which would be helpful
33:06when you're setting up new.
33:08A new team maybe.
33:10And then you can still add
33:13leadership specific titles and such
33:15by clicking on those leadership,
33:17adding those titles.
33:23So we've got some additional UI
33:24elements there that should hopefully
33:26make things more convenient for you.
33:28Umm. So that's all I really want
33:30to touch on in organizations.
33:32I'm gonna keep moving on to news.
33:38In news. This is largely the
33:40same as it was in profile system
33:44with A1 important caveat,
33:47which is I've actually gotten news
33:51article I want to edit already.
33:57And here's a really good demonstration of it.
33:59There is now a published status
34:02associated with each article.
34:04Previously, when you created an
34:06article once you suggested it to
34:08organizations and it was approved.
34:10The article was live.
34:11And if you made a change to the article,
34:14it would almost immediately
34:16update on the website.
34:18Now we essentially have a draft
34:20status for these news articles.
34:22So for example, this article,
34:25it's already published on the website.
34:27I went back later before this
34:29meeting and made some changes,
34:31and now I see this message at the top,
34:32but it contains unpublished changes
34:34published on the site and live.
34:36This means I made some edits here.
34:38They're not present on the version of this
34:40news article that the general public can see.
34:43If I want to go ahead and publish my changes,
34:46I just go ahead and click publish.
34:48Umm.
34:49And that will update the data
34:52on the live site.
34:53So like other sections,
34:55we will be saving as you
34:58type in fields like this,
35:00but those the content that's saved
35:04is not necessarily going to Umm.
35:09It's not necessary.
35:09It's not going to update on the website
35:11right away until you hit publish.
35:13I just see a question from column that popped
35:16in poll quotes do work differently now.
35:20In the previous system
35:21you could add poll quotes,
35:22but we had dedicated fields for them
35:24so you can only add 1 pull quote and
35:27you couldn't control where it went.
35:28We just kind of stuck it in
35:30the middle of the article.
35:31So now already it might not be obvious
35:33with the formatting used here,
35:35but there are already a couple
35:37pull quotes here.
35:38But I can go ahead and add another
35:40one by clicking to my article.
35:42I create a new paragraph by hitting return.
35:46I need to go into my ad menu option
35:48here and one of the options here
35:51if I want an image, add an image.
35:53This is also where I'd go,
35:54but one option is a quote.
35:57This is going to prepopulate some
35:59stub information for the quote and
36:01basically put the quote where it says quote.
36:09And I've got my quote there and then.
36:12I add my author attribution.
36:16And now I've got a poll quote
36:18and this poll quote quote,
36:19I'm sorry, little tongue tied,
36:21will appear exactly where I've placed it in
36:25this article if I go to preview this article.
36:29So I'm going to preview my currently.
36:31If I click preview, importantly,
36:33that's going to take the latest information
36:35even if it's not published yet,
36:36so that you can see it.
36:38And I will see my new amazing and
36:42impactful quote in this article.
36:44And it's exactly where I
36:45placed it in the text.
36:46So that has changed.
36:48It's a little more powerful now.
36:52We are still working out
36:53some kinks with this editor.
36:54It's a little trickier to use in
36:55the last one because we're planning
36:57to add some more features here,
36:58but for now we still kind of have
37:01the training wheels on while
37:03we work out some of the kinks.
37:05This is a really powerful editor right now.
37:09One thing it does not do well is
37:12accept copied and pasted text.
37:16It's very easy for. Bad HTML code
37:19that can cause issues to get in.
37:21Right now we're working to.
37:22We've already made some fixes but
37:24it looks like some people are still
37:26having issues so we continue to work
37:28on that to improve that experience.
37:30And like Justin said later on once
37:32we can knock out all those issues,
37:36there are some new features that we'd
37:38like to add here that will allow you
37:40to create for example custom grids
37:42that so you could have multi column articles.
37:45At least on a desktop they would appear as
37:47one column but they would automatically.
37:49Properly adjust to a single
37:50column view for mobile,
37:52just like this website does when I
37:55start shrinking my viewport with here.
37:58Anyway,
37:58so there's lots of exciting
38:00stuff coming in news.
38:01Mark,
38:02can
38:02you there's a couple of questions.
38:04Yeah, can can you show how to add an image
38:06and in line? So adding an image in
38:10line if I wanted to add an image.
38:13In this paragraph,
38:13this is similar to the poll quotes.
38:15It's going to insert exactly where I put it,
38:18so you have to be a little more careful.
38:20That old system sort of
38:22your options were limited,
38:23but it made sure that things worked.
38:25Now it's kind of possible that
38:26you might put an image somewhere
38:28where it doesn't look great,
38:29you might have to move it.
38:30But anyway,
38:31as long as you're making sure to put it
38:33at the end or the beginning of a sentence,
38:35you should be in good shape.
38:37So to add most kinds of elements
38:41that aren't text here.
38:43Basically,
38:43unless you're editing text or links,
38:45you're going to have to put your cursor
38:47where you want to add the new element
38:50and then hit this add button up here.
38:52This is where I'm going to see options like
38:54the quote and media if I want to add media,
38:57and this is another big thing
39:00that has changed and Beatrix is
39:03adding media to anything really,
39:06including news.
39:07Right away.
39:08You'll notice I helpfully see
39:10the images that are used in this
39:12article and this article is from is
39:14actually created in the old system
39:16where we add that we had to add
39:18the same image twice in order to
39:20get it to appear in the thumbnail.
39:22And in the article body itself.
39:25So now this shouldn't happen
39:27anymore because when I want to add
39:29the same image in the thumbnail
39:30and then again in my article body,
39:32I can just select the same image
39:34I've already uploaded instead of
39:36having to upload it again separately.
39:38So that's one enhancement there.
39:41In addition,
39:42I could go explore instead and view
39:45all of the media that has been
39:49uploaded to the system ever and is set.
39:52To share whilst the privacy settings
39:55are set such that other people
39:57are allowed to use them.
39:59So anything here is set in a way that the
40:02uploader thought it was OK to be reused,
40:05so you don't have to worry about that.
40:08And I could select any of those items.
40:10This is really handy.
40:12For example,
40:12if I wanted to add a headshot of somebody,
40:15I would filter to images and then I
40:18might start typing that person's name.
40:22And hopefully one of the first things
40:24that comes up are and again you'll
40:26see this problem from the old system
40:28where we uploaded Josh Koppel's
40:30headshot probably hundreds of times
40:32because he got mentioned in dozens
40:34of different articles and we had to
40:37reupload his headshot over and over.
40:39You are working to clean this up a
40:41bit and make it easier specifically
40:44to find headshots because those
40:46get used so frequently.
40:48But for now,
40:49you should be able to find the
40:51headshots for basically anyone
40:52who has a headshot in the system,
40:54just by searching their name here
40:57if you're having trouble finding
40:59a particular headshot.
41:01You can just let us know and we'll
41:03help you track it down for you.
41:04Um, and then of course if I'm uploading some
41:07new image that I know is it in the system,
41:10I can click upload media.
41:12I would go ahead and browse for
41:15a image that's on my computer.
41:17And add it. Hopefully I have some good.
41:23Great. Yeah, the screen shot
41:24from above that we found today.
41:32I add my information.
41:34This is the reuse option I was mentioning,
41:39and if I say none, only I may use.
41:42Then this media item will not appear
41:44when other people search for media.
41:47So that's important.
41:48If you're uploading some image
41:50that's proprietary, you just don't
41:52want shared for whatever reason,
41:54you don't want some other editor to
41:55grab it and put it in their article.
41:57Just select none. Only I may use.
41:59Otherwise please do select anyone may use.
42:03Because the more images we have
42:04available for people, the better.
42:06Um. In any case though,
42:10and the other important thing,
42:11I'm sort of skipping ahead to the
42:13Media Library segment segment here,
42:14but also when I'm adding media.
42:18By default,
42:18only I would be able to edit this.
42:20If there's somebody in my apartment
42:22I'm working with all the time that
42:23I probably want them to be able
42:25to get in here and edit this and
42:26change the phone mail or update
42:28the description or whatever,
42:29I should go ahead and add them
42:32as a administrator on this media
42:34item so that they'll have access
42:37to it when they want it.
42:39OK, sorry,
42:39I went all tangent but then
42:41I've added my image.
42:44Um, there's my preview of my image.
42:48The only other thing that's
42:49acquired here I can add.
42:53Caption That will display when
42:55I use this image and then the
42:57last thing is the alignment.
42:58I can either align it to the left
43:00where the text will wrap around,
43:02align it to the right and have
43:03the text wrap wrap around,
43:05or do this full width presentation.
43:09That will make it appear full with.
43:11I will see something that resembles
43:13what the preview will look
43:14like here and then if I go to.
43:18My preview again.
43:21We should see my screenshot right here.
43:27This is an unfortunate formatting issue.
43:29You might you might find there's
43:30nothing we can really do about this.
43:31But if you have a bullet list, for example,
43:34we're not going to start a new paragraph.
43:39In the middle of it, this image has to
43:41say associated with this bullet list,
43:43so just keep that in mind.
43:45I could fix this by simply in
43:48the editor taking this text and
43:49putting it in the same quote,
43:51UN quote, paragraph.
43:53So if I go back into my editor and I
43:58see this is where I've added my image.
44:08Actually, something a little funky's
44:09going on here that I'm have to look into.
44:14It's OK. I was we should move on for for time
44:17purposes. All right,
44:18we're going to move on.
44:19But actually this is an issue
44:20I need to look into after.
44:22But that's how you would add
44:24an image to a news article.
44:26Um. Sorry, were there other
44:30news questions I should tackle
44:32right now before I move on?
44:37I think he answered everything in the chat.
44:39Is anyone else have any questions
44:41before we move on to events?
44:45I just had one follow up.
44:49Do you have the option to have
44:51your own media library file or
44:55do you always have to search
44:56in in the total public files
44:59or media library if that makes sense.
45:03So that's what I was
45:04demonstrating at the end there.
45:05I actually just uploaded this image,
45:07so if I want to add some new image,
45:09I would just go to.
45:11Add media, and I've just,
45:13I've skipped this whole
45:15UI and just click upload,
45:17and then I could upload my own file.
45:19You're saying images that
45:20you've already uploaded.
45:21You want to see only the images
45:23that you've uploaded? Yeah,
45:25I'm sorry, I skipped right over that.
45:27That's just my media section that's going
45:28to show you everything you've uploaded.
45:30OK, OK we're also going to add more
45:33filters to this view so that you could
45:36filter by headshots or you could filter
45:39by other types of media, kind of a.
45:42To future improvements is running AI on
45:45these images so that it extracts keywords
45:47from it so that you can search for images
45:50from the library based on keywords.
45:53And then we're also going to
45:55integrate this with Getty Images.
45:58We have a subscription to Getty
46:00Images to enable.
46:03People to to request that we buy images
46:06from Getty to include and news articles
46:09so you'll be able to see that library.
46:13Great. All very helpful. Thank you.
46:17Great, OK, and move on to events.
46:19I'm actually not in horrible shape,
46:21thankfully, because.
46:25We did that tangent on media library and
46:27that's basically covered now events.
46:33Again, like news is largely similar
46:36to how it functioned and profiles in
46:39profile.l.edu if you use that system.
46:42But again, the one difference is when I
46:45go to edit a single event like this one.
46:48Similarly to news, when I start editing,
46:52my changes will be saved.
46:55But they're not going to.
46:57If the event is already published,
46:59my changes aren't going to show up on
47:01the live site until I publish it again.
47:04So we've added the same draft status
47:07to events that we have for news.
47:13I think. The only other thing I'm
47:16going to mention really quickly,
47:17just so we can leave some time for
47:19questions is that shortly before
47:21the end of life of profile system,
47:25we had an integration with.
47:29Campus groups, which is the tool that
47:32students use for the student calendars.
47:35So if you are an organization that is
47:38interacting with students frequently,
47:41you might want to leverage this to
47:43add student events to your calendars.
47:46We both sync nightly with campus
47:48groups to pull in any new events
47:51that were created by the students
47:53or people who manage those groups,
47:55and also you can even set up a.
47:59Subscription, so that if there's
48:02some specific group on campus,
48:05groups that you just want to automatically
48:08add any event that's added to that group
48:11to your calendar on medicinethatyou.edu,
48:13we can set up an integration.
48:14So it's just going to automatically
48:16pull in all those events.
48:18If you're interested in that stuff,
48:20just reach out to us at why
48:22sound editor at yale.edu.
48:26Media library I'm not going to
48:27go over very much because we
48:29really covered almost everything.
48:31There's a really handy way to get only
48:33your uploads if you're interested
48:34in that by using the toggle here.
48:36This is going to show me only stuff that
48:39I've uploaded, which is pretty handy.
48:41And just note that in this view,
48:44when I click on media library,
48:45I could add a new one by clicking
48:47the big old add new button.
48:49And for now we're splitting out the media
48:51by the type and these navigation items.
48:54So I want images.
48:55Images, video, video, etc.
49:00And I think. That's really.
49:04I do want to plug that.
49:06You won't have access to this directly,
49:08but if you ever have a need
49:12for a vanity URL short URL,
49:15you can request that from us and we
49:17can set it up for you and production.
49:20These short URL is much shorter, it's just
49:25m.l.edu/whatever you like.
49:26Just going to be.
49:28This can be really handy for
49:31printed posters in addition to a.
49:33New our code in case people
49:35can't create a QR code.
49:37Although hopefully most people
49:38have a smartphone that can
49:40read QR codes at this point.
49:41It's also really handy if you're
49:44linking to something in an e-mail.
49:46That you might want to create a short
49:48URL for that link so that if you have
49:51to change the target of that link,
49:53you don't have to send a correction e-mail.
49:56You can just ask us to update the
49:59target of the short URL and it'll start
50:02directing to the correct location.
50:05On this particularly helpful if you're
50:07like to do a PDF on the website,
50:10because the URLs for those PDFs
50:12change if the version changes.
50:14So if you're likely to a PDF on your site,
50:17you sent out an e-mail linking to that PDF,
50:19then you realize something's wrong
50:20with the PDF and you update it.
50:22It could change the URL.
50:23So that is a case where you definitely
50:25want to ask us for a short URL.
50:27To include in your e-mail message.
50:30Umm.
50:33The last very last note is we import
50:36data at for pretty much everybody
50:39at the university into the system.
50:43But the one big exception are students.
50:46Just for privacy reasons,
50:48you don't automatically import them.
50:49If they are interested in having
50:51a profile on the site,
50:52or your department is interested
50:54in getting profiles for the
50:56students onto their website,
50:57we can add students to the system.
50:59You just need to ask us
51:00first and we can add them.
51:02So if that's a need that you have,
51:04we can do that.
51:06And with that,
51:07I think I'm just going to stop me
51:09for a few minutes for questions.
51:12Are there any questions
51:14I should take a look at?
51:16I did skip over the newsletter bit and
51:18I see people asking about newsletters.
51:20Umm, we're planning a pretty.
51:24Significant upgrade to this section soon.
51:27So we're not creating new ones right now,
51:29but all of these are actually going
51:32to get updated with a refreshed look
51:34and feel and a lot more options
51:37for building those newsletters.
51:39You will be sort of locked into our style,
51:42but it's going to allow you to add,
51:44for example,
51:45several different layouts of text of images.
51:48You could have lists of publications,
51:50lists of clinical trials,
51:52a link to a media gallery.
51:55Um.
51:55The news and events that are in the
51:58system are very easy to add to an
52:01newsletter message using this tool.
52:03So we're going to talk a lot more
52:06about that in like spring next year.
52:10But that is coming.
52:12If you're looking for a solution
52:14for a e-mail newsletter and you
52:16can wait for five months or so
52:18and then you might want to try
52:21to wait for that if you can.
52:22And then we we should hopefully be
52:24able to help you in the spring.
52:26That's a major update.
52:27This coming.
52:29Five months at the out.
52:32At the furthest,
52:33we're hoping to have it done earlier.
52:36But the way that to be clear,
52:38this does not send the for the most part.
52:41This will not send the message.
52:43It will enable you to very
52:45easily create the message based
52:47on content that's in Beatrix,
52:49and then it will create the HTML
52:52for you that you just have to
52:54copy and paste into your message.
52:57So it greatly simplifies the process
53:00of creating that that newsletter.
53:02And then you would send it
53:04through your message.
53:11Any other questions?
53:18One of the things that we're planning
53:20to do in the new year also is share
53:24out publicly a road map for future
53:28development for basically all the
53:29things that that were responsible for.
53:31So that includes Beatrix, the school
53:34medicine websites and Yale medicine,
53:36the Yale Medicine website.
53:38That'll be an interactive road
53:40map that you'll be able to look
53:43at kind of at a high level to see
53:44kind of the major things that we're
53:46working on and then you'll actually
53:47be able to drill down into that.
53:49To see very specific things and
53:52when we expect to get those done,
53:55the goal with that is to provide as much
53:58transparency to the school community
53:59as we can about our development
54:01activities and the timeline around those.
54:04I know that right now we're kind of a
54:06black hole and you don't necessarily know
54:07when you might see these new features.
54:09So that road map will helpfully clarify.
54:19Are there any other questions that we
54:22can answer? In the remaining 5 minutes.
54:31OK, if you do have any suggestions or.
54:38Improvements that we could make to the
54:40system to help make your life easier.
54:42Please don't hesitate to
54:43reach out to us. And we will.
54:45We will get those on our road map,
54:48or let you know that perhaps
54:50we've already thought of that
54:52and have it in the in the works.
54:54And thank you very much.
54:56Have a great afternoon.
54:58Thank you everybody.