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.

Comm Log Add-On Requirements

• You must be subscribed to 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.

Configure Who Can Create Comm Log Posts

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, navigate to (User Account Menu - cog icon top-right in site header) Site Administration

2. Configure Portal Settings

3. Click on 'Programs' portal to reveal the Pages within the portal

4. Click on 'Add Comm Log' page to reveal the page settings to the right

5. To limit which user groups can add comm log posts, move group(s) to the left box ('Do Not Have Access'). The 'Add Comm Log' QuickStart menu item will not display for these users.

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Feature Settings

There are three feature settings which can be updated to give permission groups access to delete, export and post to all service. Once a group is added to the right side column the feature is then enabled for the users when they access the comm log

Configure Who Can Post To Multiple Services

Your organization may want to permit certain Staff Users to create Comm Log posts for multiple Services.

1. Logged in as a Site Administrator, navigate to (User Account Menu - cog icon top-right in site header) Site Administration > Feature Settings
2. Select User Group(s) that can create Comm Log posts to multiple Services (  that the group has permissions to via the Site Administration > Security Manager: Programs and Residences)
3. Click save.

Now, when a user (who is a member of one or more of the selected groups) clicks on 'Add Comm Log' in the QuickStart, the form will display a multi Service selector.

Configure Who Can Delete Comm log posts

Your organization may want to permit certain Staff Users to delete Comm Log posts.

1. Logged in as a Site Administrator, navigate to (User Account Menu - cog icon top-right in site header) Site Administration > Feature Settings
2. Select User Group(s) that can delete Comm Log posts  (  that the group has permissions to via the Site Administration > Security Manager: Programs and Residences)
3. Click save.

Now, when a user (who is a member of one or more of the selected groups) clicks on 'View Comm Log' in the QuickStart, there will be a delete button available next to each comm log post.

Configure Who Can Export Comm Log Posts

Your organization may want to permit certain Staff Users to export Comm Log posts.

1. Logged in as a Site Administrator, navigate to (User Account Menu - cog icon top-right in site header) Site Administration > Feature Settings
2. Select User Group(s) that can export Comm Log posts to multiple Services (  that the group has permissions to via the Site Administration > Security Manager: Programs and Residences)
3. Click save.

Now, when a user (who is a member of one or more of the selected groups) clicks on 'View Comm Log' in the QuickStart, there will be an "Export to Excel" button available.

Configure How Many Days Worth of Comm Log Posts display on the 'Initial Comm Log' page

1. Logged in as a Site Administrator, navigate to (User Account Menu - cog icon top-right in site header) Site Administration > Application Settings

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.

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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.

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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.

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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.

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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

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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

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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.