Communication Log Add-on (Comm Log)

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.

Installation Notes

When the Comm Log Add-On is installed there are three (3) links are added to the (QuickStart -) Program Details Links and (QuickStart -) Residence Details Links lists;

• Add Log
• Initial Log
• View Log

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

To set up the Comm Log for Program and Residence staff two things need to be done;

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

Enable the Comm Log Add-On

Navigate to either the (QuickStart -) Program Details Links and (QuickStart -) Residence Details Links lists.

1. Click the Edit icon  to enter the settings for each link.
2. Leave all settings as configured and scroll to setting 'Show for All Programs' or 'Show for All Residences'. Check (yes) to display links for all Programs/Residences if required.
3. If the Comm Log Add-On is only required for specific Programs and Residences, ensure 'Show for All Programs'/'Show for All residences' is unchecked (No). In the setting 'Show For Only These Programs' (or 'Show For Only These Residences') select which Programs/Residences the link needs to be displayed for and click 
4. 'MobileOnly': this setting is only available if your site has the ShareVision Mobile App v4 installed. It allows the link to only be displayed within the Mobile App menu and not on the site.

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 link 'Initial Log' to display the following page;

1. Date: auto-selected to Today's date.
2. Staff: auto-selected to the logged in user as the poster.
3. Program or Home: auto-selected to Program/Residence from which 'Add Log' link was clicked.
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. Staff Comments - Action Required?: Checking this box will require other staff to check an additional 'Completed' box to indicate they have carried out instructions.
6. Staff Comments - Urgent?: Checking this box will display the post text in red font.
7. Supervisor Comments: Highlights a Manager's or Supervisor's comments by grouping on page (see image below). ('Action Required?' and 'Urgent' have the same functionality as for the Staff Comments.)
8. When complete click  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.

How the settings used above are displayed within the Comm Log 'Initial Communication Log' after the post(s) are created;

Initial Log

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

1. Check the boxes 'Initial' and 'Completed' as applicable for all posts you wish to initial (the system reports your user account) you have read/carried out and click . 
2. If no Communications are needed to be initialed the following screen will display

View Log

Click the QuickStart link '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. Other filtering controls (note: all AND controls. Date Range AND Program/Residence AND Posted by Staff: = (name) AND Initialed by Staff: = (name), etc)
      1. Posted by Staff: post creator.
      2. Initialed by Staff: initialed by a particular staff user account.
      3. Urgent: posts where the 'urgent?' checkbox was checked (yes) on creation of the post.
      4. Heading: this relates to whether the post was a 'Staff Comment' or a 'Supervisor Comment'.
      5. Initialed: returns posts that have not been initialed by any user.
      6. 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.

View Communication Log page displaying results returned from a filter query;