Training Session #3

Teams, Reporting And General AlertFind Options        

Welcome to another AlertFind training session. In today's session, we'll be taking a look at three new modules of the user interface:

The first module is, Creating and Managing Teams: Teams provide a way for you to be able to sub-segment your user base as well as create a hierarchy within your permissions.

The second, Reports: in this section we will explain how to run the different reports that are available to all admin in the user interface.

And the last one, SmartContact: in this section we will explain how to configure and turn Smart Contact on as well as the different reports that are available to you.

Let's begin with how to create and manage teams. With teams you will be able to create a third main role within the system called a team leader.

The AlertFind instance has 2 main user roles, the first one is called an Admin; an admin will be able to see all and do all in the system. The second one is a User. A user would only be able to look at their personal information and modify it. 

When you create a Team, you will assign that team to a Team Leader which would be the third type of role. The team leader would have the specific permissions that you as an admin would assign to them.

To create a new team or look at the team information, you would search through the navigation on the left of the UI and click on the Teams button found within the administration section. 

To create a new team click on Add Team to Global. Proceed to fill in the Name for the team that you're creating and a brief Description. Notice, that the name is a mandatory field. Let's say that we want to create a team to sub-segment all of the users that we have in the United States.

You would fill in the Name with United States and in the description you could put something like “all users that are stationed in the United States.”

You can add team members from individual Users, Broadcast Groups, smart group or escalation groups by clicking the corresponding tab. 

Now, if we are going to add individual users, there are 2 ways : You can either use the search bar or you can use the alphabet provided. 

I'm going to add an individual user just as an example. Let’s say that I am looking for Madalin and I want to add him to this specific team as a member; we would basically type in his name, MADALIN or his last name Rauch, click on the magnifying glass, and his name will be displayed. Then, I can proceed to select him and click on the green plus sign at the end of the row  (On video rec, delete search)

The other way to search individual users, broadcast groups, smart groups or escalation groups is using the alphabet bar that we have here. Since it’s alphabetized, if we look for an individual user, we’ll search the first name, If it's a group, it would be based on the first letters of the name of the group. In this case to look for Madalin, I would click on the M and I would get a list of all of the users whose first name begins with M. 

We would follow this same process to search for a broadcast, smart or escalation group.

To add a group to the membership of a team, we would need to create the group and then click on the green plus sign to the right of the group name.

Now, we have different members for the team. Madalin and all of the people that are a part of the broadcast group called Location United States.

Once you have added the members that you wish for your team, you would click on next.

The next section, you will be able to add who you want the team leader to be for this specific team. The team leader can be somebody that is a member of the team or it can be somebody who's not. You can add as many team leaders as you need or is required.

I'm going to Add Claire as a team leader for this specific team.We look for her by typing her name on the search bar AND CLICK ON THE MAGNIFYING GLASS. Now, that I can see Clare’s name, I'm going to click the green plus sign and she will be added to the Leader column on the right.

To remove an incorrectly placed team leader, you would highlight the name on the team leader section on the right, and click on the Remove button.

Once a team leader is selected, it’ll be grayed out from the list of user in order to avoid duplicates.

To select the permissions that you are going to assign to the team leader you click on the plus sign found to the left of the team leader name and a drop down menu will be displayed showing all the the available permission you can assign to that specific team leader. As default, there will be some already selected. As you can see on the screen.

If you decide to enable all of the permissions available, you are basically creating an admin for only this specific team.

Let's say that I want to make sure that Claire is able to send out notifications, view results, cancel notifications, open from templates and view templates. (Remove others).

Once we have selected the correct permissions for each user we would click on Next.

This next screen is a summary of the different settings that we have chosen for the team that we are creating. You need to verify the Name, Description, Team Members, Team Leaders and the Permissions for each team leader.

Once you complete the review of the different settings click on DONE.

On the top, we have the team context and we see that it says United States 2. The team context will let us know in which team we are currently working on.

Since this is a newly created team, we can verify that there are no notifications sent by Clicking on Sent Notifications located under the Notifications Menu on the left. In this new window, you will see, there is nothing on the list. 

Now if we go to the Manage Library located under Notification Templates section on the left menu, we will also see that there are no templates created for this team. And when we click on users, located under the Administration Section, also on the left menu, we can see that the list of users only shows the members that have been assigned to this specific team.

Let’s go back to the Teams section by clicking on Teams and we can now see that the new team called United States has been created. If in the future, we wish to modify any of the settings for a team, all we have to do is click the name of the team in this case, United States and click on View Details.
You will then be directed to a new window, where you can Edit the Team information under by clicking the Edit button. Now, we are able to modify the Name, Description, Members. Then, clicking on next, you can EDIT,  Team Leaders and their Permissions following the instructions provided before.

After completing the modifications, Click on the Next Button and Click DONE.

Now, let’s take a look at the Reports that are available for you to use in the Reporting Section of the left navigation panel. We have 2 different types of reports that we can generate: Report List and Device Reports.

Let’s take a look at the Device report first by clicking over it. In this new window, we have 4 different reports that we can use. To switch from one report to another click on the report name and a drop down list of reports will be displayed. From this list you can choose which report you wish to run by clicking on the corresponding report name.

Once we click on Devices Report, the All Devices Report, would be selected by default. If you look down, you will see your company’s entire user base and next to each name, you can click on the plus sign to the left to check which devices have been configured for each user.

If you go up again and select The No Device Report will display a list of the users that do not have any devices configured. 

The Any Device Report will display a list of the users that have at least, one device configured.

The last devices report, Specific Devices Report, is used to display the list of user that have a specific device configured or not configured. Let’s say, we wish to see which users don’t have the cell phone configured in the system. First, you need to Select a device, From the list of devices you would highlight cell phone and then choose the operator, in this case “is not configured” and click on the display button. We will be able to see the list of users that do not have the Cell Phone configured in the UI. If you wish to download a csv copy of the report click on download. (Show CSV)

Now, let’s take a look at the different reports that you can create and download from the Report List. Click on Report Lists located under Reporting on the left menu and a list of different reports will be displayed under Report Templates Tab. Here, we have reports that will let you know different aspects of the application, for instance:

Audit Trails: These reports will let you know if any of the information in the system like group or devices has changed and who modified it.

Group: you have different reports that will let you download different information about the groups. We have individual reports for Broadcast, Smart and Escalation groups.

We also have reports regarding to Hotlines, Incident, Notifications, Teams, Usage, Usage Details and Users.

The report called User List Report, found in the last section, is a report that will allow you to download all of your user information and is one of the reports that is used the most. 

Therefore, let’s use this one as an example on how to run any of the reports in the reports list section. First, click over User List Report, and then RUN Report. A new window will show up that allows you to modify the report settings. We will be able to generate a report as, either, Interactive report or CSV Report. For this training let’s choose CSV Report. 

Next, under filters Options. You can either filter if you want the report to be generated for a segment of the user base or leave it blank if you wish to run the report on your entire user base.  

Under Field Settings section, we can choose which fields you wish to populate in your report. You can choose from your custom fields as well as the standard fields. Any field that is not highlighted in blue will not be added to the report. In this case let’s highlight all of your custom fields as well as all of the devices, you can highlight more than one by using the Shift Button on your PC. Once we have highlighted all of the fields that we want to be in the report, we click on Run Report.  A green balloon will show you the following message “This report has been added to Pending and completed reports list”. 

The report will be added to the list of Pending and Completed reports located at the bottom of the page. And it will be added with a Pending status. You will be able to highlight your report and click on download when the status changes to Complete. 

Let’s proceed to highlight the report that we just generated and see how it looks in excel. As you can see from the excel file, the information that we requested is downloaded and ready to be manipulated as required.

That is basically the different types of reports that you can run within AlertFind.

If you have any additional questions regarding how to run reports or how to create teams please refer to your assigned Customer Onboarding Manager and they would be able to help you out with any questions or concerns that you might have about these topics.

Now let’s take a look at SmartContact. SmartContact will keep your contact database up-to-date in real time – collecting and updating crucial contact information that will allow you to keep in contact with your employees in an emergency. Each user that is updating their information will need to login to the system before they can proceed to update their device information.

To begin, go to the administration section of the UI on the left menu and you will see the Smart Contact link at the bottom. Click on the link to have The Smart Contact application open.  You will  have 2 buttons; Configuration and Health Monitor.

Let’s review the Configuration button first. To configure Smart Contact, please click on Configuration. In this screen, you can see that the To field is populated with All Users. However, note that the system will search your entire user base and send the pre-configured emails only to the users that do not have the devices configured.

This version of Smart Contact has Cell Phone enabled, which means that the only device that Smart Contact can update at this time is Cell Phone. In future versions, we will add more devices and you would be able to choose from the list, which device you wish to update.

To choose a device, go to the the section called Smart Contact - Select Fields and click on the radial button to the right of the device name that you want activated. You will notice that the color changes to Green, this indicates that the device has been selected correctly.

Now let’s see how the E-mails, requesting  users to provide their emergency contact information, will be sent to them. 

The first email that is sent, as soon as you activate Smart Contact, is Email 01. In the Smart Contact Editor - Mail, you will be able to make changes to the content of the email that will be sent out, change the content to each of the emails by clicking on the corresponding Bump button and adapting the content on the editor. 2 days after the first email is sent out, the user would receive the Bump 01 email, if they have not provided the information requested, 2 days later they would receive Bump 02, then again, 2 days later they would receive Bump ESC and then, 4 days later, they would receive Bump 04.

It is important to mention, that a copy of the Bump ESC email will be sent to the user that you placed in the CC field at the top of the screen. We recommend that you place the email of a high ranking officer to encourage your users to provide the information requested.

Note, that if the Bump email goes out to 100 users, the high ranking officer would receive 100 emails, an email, for each user that has not filled out the information requested.

To start Smart Contact, make sure that the radial button to the right of cell phone is green and click Submit. If at a later date you wish to turn Smart Contact off, you would click on the radial button until it turns grey and click submit.

Once you click Submit, you will be directed to the SmartContact Health Monitor screen.

Here, you have the ability to see 3 reports that, basically, provide you with the information on how many users Smart Contact has reached out to and how many have responded and provided their missing information.
Each report has an export report link that you can use to download the report to your computer in a csv format.

This concludes this training session If you have any questions or concerns regarding these topics, please do not hesitate to contact your Customer Onboarding Manager for further guidance. 

Thank you very much for watching this video and we will see you on our next training session. 

Have a great day!