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Applies To Version(s): 4 - Add-on: Contact Sales or a ShareVision Product Expert to order.

Add image of the Comm Log Keywords search.


Overview

The Communication Log Keywords allows you to tag a Communication Log entry with keywords. Users can then search for those keywords to find Communication Log entries. 


Communication Log Keyword Feature Requirements

  • You must subscribing to this add-on.

  • You must have enabled Keywords in the Communication Log Feature Settings.
  • Keywords must be added to the Communication Log in order for them to be added to a Communication Log entry.
  • For users to search for a keyword, the keyword must have been added to at least one Communication Log entry.

How to Enable and Setup the Communication Log Keywords Feature

The Communication Log Keywords Feature must first be enabled in Site Administrator >> Feature Settings.

Your organization may want to allow certain (or all) Staff Users to create Comm Log posts to staff within their own Service.

  1. Logged in as a Site Administrator, select the gear icon in the upper right corner and select: Site Administration

  2. When prompted, enter your ShareVision Administrator username and password.
  3. In Site Administration, select Feature Settings in the Features and Utilities section.



  4. Click on Communication Log.



  5. Scroll down to the Enable Keywords check box and check the box.



  6. In the Keyword(s) section, you can add Keywords that will then be available for users to select when they are adding a new Communication Log entry. Enter a Keyword and select the Add button. You can also Edit or Delete existing Keywords.

  7. If you would like to allow the creation of new Keywords for specific Groups when they are adding a new Communication Log Entry, add the Group(s) that will be allowed to create new keywords to the right side by selecting the Group(s) on the left and using the arrows to grant them access to adding Keywords. 

    • When users add new Keyword(s), these words are available to all users and will be listed in the Keyword(s) section (see #6 above).

    • To prevent all users from being able to create new Keywords when they are adding a new Communication Log Entry, remove all Group(s) from Allow creation of new Keywords by the groups below

  8. Remember to Save your changes.


Staff User Guide

INITIAL a Comm Log Post

Acknowledge/mark you have noted a Comm Log posting.

Recent postings are divided into views of Comm Log posts you need to Initial (acknowledge) and postings you have recently initialed.

To Be Initialed

  1. After reading the post, carry out any instructions/actions necessary (if any) and check the 'Initial' checkbox of the posting.
  2. If the post requires you to indicate whether an action required has been Completed, a pop-up will ask you to mark this post as 'Completed' or not.

This post will now move from the 'To Be Initialed' view to the 'All Recent Postings' view.

(click on the image to see a larger version)


All Recent Postings

This view displays recent postings you have initialed.

The view also allows you to mark a post 'Completed' and to respond to a post after you have initialed the post.




(click on the image to see a larger version)


ADD a Comm Log Post

Where permitted by the Site Administrator you can post a Comm Log to your Service colleagues and/or to Multiple Services colleagues.

Post to Your Service

Click the QuickStart menu 'Add Com Log';

  1. Date: auto-selected to Today's date.

  2. Staff: auto-selected to the logged in user as the poster.

  3. Services: auto-selected to the Program/Residence in-focus.

  4. Staff Comments: general communication text area. Creation of a post will require other staff to check an 'Initial' box to indicate they have read and taken notice of the post.

  5. Action Required?: Checking this box will require other staff to check an additional 'Completed' box to indicate they have carried out instructions.

  6. Urgent?: Checking this box will display the post text in red font.

When complete click "Create" to post to other Program/Residence staff. The Comm Log Add-On will include you, the poster, as initialed/read since you created the post.



(click on the image to see a larger version)


Post to Multiple Services

See 'Post to Your Service' above; the only difference is that, where you have been permitted by the Site Administrator, instead of the field 'Program' or 'Residence' being read-only with the current Program/Residence in-focus, the form will now display a multi-Service picker from which you can select which Services will receive this Comm Log posting on their 'Initial Comm Log' page.

The Programs and Residences displaying in the available 'Services' (left) box will be the ones you (the logged in user) have been permitted to access.

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VIEW (Search) Historical Comm Log Posts

Click the QuickStart menu 'View Log' to display the 'View Communication Log' page;

Simple Search

  1. Create a filter query to display the required historical posts;
    1. Start and End Date: Date range to filter Comm Log posts.
    2. Program / Home: auto-populated with program/residence form which 'View Log' link clicked.
    3. Comment Text CONTAINS: enter words or letter characters to search Comm Log posts that contain this word or letter string.

  2. Click 'Submit' to see the results of your search

(click on the image to see a larger version)

Advanced Search

  1. Click "Show Advanced Search Options"
  2. Advances Search Options: 
    1. Initialed: Filter posts by items initialed or not by the logged in user. 
    2. Posted by Staff: Filter posts by staff
    3. Initialed by Staff: Filter posts by initialed by a particular staff user account.
    4. Urgent:
      1. "ALL": include Urgent posts
      2. "Show only Urgent Items": Displays only Urgent posts in your search results.
      3. "Hide all Urgent Items": removes Urgent posts from displaying in your search results.
    5. Action:
      1. "Show only Action Items": Displays only Action Required? (Completed?) posts in your search results.
      2. "Hide all Action Items": Removes Action Required? (Completed?) posts from displaying in your search results.
  3. Click 'Submit' to see the results of your search

(click on the image to see a larger version)


NEW! Feature update August 2020

Individual Communication Log


To enable the Individual Comm Log feature navigate to Site Administration > Feature Settings > Communication Log and check the box.

Enabling will:

  • Display an 'Individual(s)' field in the Add New Comm Log form.*

  • Display Add, Initial and View Comm Log pages for each Individual in the Individual Portal

  • Display Individual columns in the Initial and View Comm Log pages in the Program Portal and Residence Portals.

  • Display an 'Individual' picker on the Program or Residence 'View Comm Log' page to filter historical Comm Log posts.

Disabling will:

  • Hide all the items displayed above.




Add Comm Log (page) - Individual Comm Log


Add Com Log (page) - Program/Residence Comm Log

When posting a Comm Log Post from a Program or Residence portal Add Comm Log page you will be able to select one or more current (participating) Individuals in the specific Program/Residence you are posting from.

This post will now display also in the Initial Comm Log and View Comm Log pages of the Individuals tagged in the post.

IF you select to post to multiple services you will not be able to tag Individuals (the 'Individual(s)' field is unavailable).

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