Communication Log (Comm Log) Add-on

Overview

 The Communication Log Add-on enables users to easily note that they have read or followed the instructions of a posted communication. This is useful when the organization needs to track staff compliance to specific communications. The Comm Log Add-On is not intended as a forum or instant messaging feature. The Add-On consists of a group of three links (Add Log, Initial Log, View Log) displayed in the QuickLaunch/QuickStart when visiting Program or Residence pages. The Comm Log filters posts by Programs and Residences. Linked pages allow posting of a communication, 'initialing' by the logged in user of other users' posts and a filtering/search page to view historical communication posts.

The communication log allows staff to post comments to all other staff in a Program or Residence, with a mechanism for colleagues to "initial" that they have read the post(s). The log tracks what has and has not been initialed and provides a resource to view historical posts.

To use the Comm Log

• You must have purchased this add-on.

• You must have a user account to login.
• You must have security permissions granted to access the Program (or Residence) Details Page of the program or residence you wish to view/add/edit communication items.

How to Configure the Comm Log Add-On for Staff Use

1. Enable the Comm Log Add-On pages for Program and Residence Staff to access the Comm Log Add-On features.
2. Advise/train staff users in how to use the features.

Enable the Comm Log Add-On

1. In the ShareVision Settings section of the site administration site, Select Feature Settings
2. Select the permission groups which can post to all services
3. Enter the number of days an item will remain visible for a user to initial
   
   

Staff User Guide

Add Log

Post a communication you wish Program or Residence colleagues to initial that they have read or responded to it.

Click the QuickStart menu 'Initial Log';

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

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

3. Services: Programs/Residence available for to the logged in user as the poster.

4. Services to Post Comm Log Item: Programs/Residences the comm log item will posted.

5. 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.

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

7. Staff Comments - Urgent?: Checking this box will display the post text in red font.

8. 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.

Initial Log

Click the QuickStart menu 'Initial Log' to display the 'Initial Communication Log' page. (see image above also)

1. Select the radio buttons to sort items:
   
2. To initial an item, check the "Initials" box 
3. Respond with a comment by selecting the Response button 

View Log

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

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. Search for items using text in the item comments (note: all AND controls. Date Range AND Program/Residence AND Posted by Staff: = (name) AND Initialed by Staff: = (name), etc)
      
      
      
   4. Advances Search Options: 
      1. Initialed: Sort by items initialed or not by the logged in user. 
      2. Posted by Staff: Sort by staff
      3. Initialed by Staff: initialed by a particular staff user account.
      4. Urgent: posts where the 'urgent?' checkbox was checked (yes) on creation of the post.
      5. Action: posts where the 'Action Required?' checkbox was checked (yes) on creation of the post.
         
         
         
2. When you have set your filter conditions click 'Submit' to display the results.