Community Admins


Adding and Editing Calendar Events

Adding and Editing Calendar Events

If you are a Community Admin you can add and edit calendar events for your community.

Add calendar event

  • From community home page there are twovways to access the community calendar:
    1. Under the community name, click on the calendar link in the navigation menu,
    2. From the upcoming events section, lower on the page, click on the ‘View Calendar’ link.
  • The community calendar will display.  Note: if you do not see the ‘Add Event’ button in the upper right corner of the calendar you are not a Community Admin and can not add or edit an event.
  • Click the ‘Add Event’ button.
  • A form that will allow you to enter a new event displays.
  • Enter a title, a location, a date, a start and end time, a category for your event, and a description for your event. The location and description fields are optional.
  • You may create your meeting as an All Day Event. This removes the start and end time options and displays the meeting for the entire day.
  • You can also can set up a recurring meeting by selecting the ‘Make this a repeating event’ check box.  Complete the requested fields to configure your recurring meeting.
  • You can add attachments to your meeting by clicking the “Attach File” button at the top of the page. Note: you may also want to upload these files to your community resource library so users can easily search for them in the future.
  • Once you have completed your event details, click the ‘Save’ button and event will be saved.
  • Your event will display on the calendar.

By default the calendar is set to view: all events.  A drop down list is available to filter the list by Category. The drop down list of categories varies by community. The category was determined when the event was added to the calendar.

A time zone has been selected for calendar events within a community.  All events will display based on that time zone.  A message indicating the time zone displays above the calendar on the calendar page.

Double click on an existing calendar event to complete any of the following:

  • Edit the event – Click on the ‘Edit item’ icon
  • Set up an alert for the event – Click on the ‘Alert me’ link
  • Share the event with others – Click on the ‘Share with’ link
  • Delete the event – Click on the ‘Delete item’ link
  • View Event history – Click on the ‘Version History’ link

 

 

Adding and Editing Quick Links

Adding and Editing Quick Links

If you are a Community Admin you can add and edit quick links for your community.  A Quick Link is a web link (or url) that appears on your community page and is a convenient way for your users to access helpful information.  Quick links are found in the lower section of your community home page.

Links may be to an external site (such as, https://www.ahrq.gov/) or an internal location within your community on the Healthcare Communities website.

If your community has not set up any Quick Links and you would like to add the first one, contact the Help desk and a Site Administrator will help to get you started.

 

Add a Quick Link

  • From your community home page, select the Admin link found in the top navigation menu.
  • On the Admin page you will find a link labeled ‘Quick Links’.  Select the ‘Quick Links’ link.
  • A list of existing Quick Links will display.  Select the ‘Quick Edit’ link.

A list displays, to this list you can add the following:

  • Title (which is what will display on your community home page
  • Description
  • Post Date (the date on which the link is added to Quick Links and will first appear on the site). There is a calendar icon that displays that provides assistance in selecting the date.
  • Website address (make sure to include the complete website address, starting with https://)
  • After all fields are populated, select the ‘Exit Quick Edit’ link.
  • Return to your community home page and the entry will display.

 

Edit a Quick Link

To edit an existing link, follow the steps above but instead of adding a new entry to the list select the field of an existing entry and edit.

Once you have exited the Quick links page your update will display.

Quick Links display on the home page in descending order by Post date.

 

Edit Community Home Page Header

As a Community Admin you are able to edit the top section of your home page to add an announcement or important information for your community.

To update the information or announcement that displays in this section

  • Select the ‘Admin’ link in the community navigation header

On the Admin page, select ‘Community Home Page Header’ link.

  • The ‘Community Header Edit’ form displays.
  • Populate the following fields found on the form:
  • Title – brief content, such as an abbreviation for your community
  • Smaller Header – for example the state in which your community operates or your community sponsor
  • Big Header – for example, your community name
  • Description – up to 450 characters, with spaces
  • Button Link – this is a link to an external website related to your announcement or the information being shared
  • Button Text – brief description of link destination
  • Once all fields have been populated, select the ‘Save’ button.
  • Select the Home link in the community navigation header, the information you have entered on the form will now display on your community home page.

 

 

Adding Uploading Event Recordings or Videos

If you are a Community Admin you can upload videos or event recordings to your resource library. Videos or recordings that can be added include mp4, wmv, mov . Videos or recordings can be added one by one or as a group.

Within your Resource Library you will have a Video folder.

  • Select Resources from the navigation menu at the top of the page to access your resource or document library.

  • In the Document Library, click Uploadto add existing videos from your computer.
  • After selecting Upload, select files.
  • Select one or more recordings or videos from your computer, by using the SHIFT or the CTRL key.
  • After selecting the recordings or videos, click Open and the upload will begin.

 

Analytics – View Usage Data for your Site

As a community site admin, you can view information that shows you how users are interacting with your site. For example, you can see the number of people who have visited the site, how many times people have visited the site, and a list of files that have received the most views.

To view usage data for your site, click the settings gear and then click Site usage. You can also click Site contents in the left-hand menu and then click Site usage in the top navigation bar.

What’s on the site usage page

Note: All reports on the site usage page exclude some file extensions, except for the Shared with external users report. Details about the list of extensions that are excluded from each report is shown at the bottom of the page.

Unique viewers

Shows the total number of unique viewers who viewed content on this site for the last 7 days, last 30 days, and last 90 days. Site content includes pages, documents, and news.

Lifetime unique viewers is the total number of people who viewed content on this site.

Site visits

Shows the total number of visits to content on this site for the last 7 days, last 30 days, and last 90 days. Site content includes pages, documents, and news.

The algorithm used to calculate Site visits is designed to filter out repetitive, continual operations by the same user on the same item (page, document, news etc.). For example, when a user repeatedly refreshes a page, document, or news post.

Lifetime site visits is the total number of visits to content on this site.

Site traffic

Shows the hourly trend of visits to the site over the last 7 days, last 30 days, and last 90 days. Darker shades on the chart refer to time slots when there are more views on the content in the site.

Popular Platforms

Shows the distribution of visits to the sites’ content organized by the platform (Desktop, Mobile web, Mobile app, Tablet) from which the user visited. This data is available for the last 7 days, last 30 days, and last 90 days.

This report is generated based on “user agent” headers which are part of the received metadata when a user visits any site content.

Most unique viewers

Shows top 10 files and pages with the most unique viewers in the last 7 days.

Most viewed

Shows the top 10 files and pages with the most views in the last 7 days.

Shared with external users

List of files that you have access to that are shared with users outside your organization through a sharing link that requires them to log in before they can view the file.

Permissions

To edit the permissions for any item in this list, click next to the item and select Edit permissions. For more information, see Share SharePoint files or folders in Office 365.

Excluded File-Types

The following file-types are currently excluded from all reports on Site Usage (except “Shared with external users” report):

jpg, png, js, css, gif, jpg5_1, jpeg, one, onepkg, onetoc2, spcolor, sptheme, spfont, eot, ico, onebin, svg, woff, woff2, xsl

Monitoring usage data for apps

Monitor apps for your SharePoint Online environment describes how to monitor apps from the Admin dashboard. From the Office 365 home page, click Admin center, and then click Usage. You can explore usage of email, files, OneDrive, and more.

 

 

Creating Modifying and Deleting Custom Views

Creating, Modifying and Deleting Custom Views

As a Community Admin, you can create custom views of a resource or document library to display items in a way that makes sense for you. You can create new views to organize and hide or show columns. One view is the default view.

‘All Documents’ has been set up by the site admins as the default view in your document library. In addition, the following views were created for you when your community was created: Recent, Videos and No folder.

Additional views you add will be available from the View options menu.

You can create a view to save different sort, filter, and grouping selections you’ve made from the column headers or filters pane. You can create custom views of libraries to organize and show items that are most important to you (like certain columns), and to add filtering or sorting.

A link to all custom views will appear in the View options menu at the top right corner of the document library page where you created the view.

You can create a personal view (that only you can see) or you can create a public view for other members of your community to see.

Set the default view for a document library

‘All Documents’ has been set up as the default view in your document library.

If your ‘All Documents’ default view does not contain the information you wish to display as your community default you can edit this view using the directions provided later in this article and then select ‘save view as’ and leave the view name as ‘All Documents’.

Create a new view based on an existing view

Create new views to organize and hide or show columns. ‘All Documents’ is your default view and can be used as a template to create additional views.

Additional views you add are available from the View options menu. You can create a view to save different sort, filter, and grouping selections you’ve made from the column headers or filters pane. The columns you’ve shown or hidden, and the column widths will also be saved with the view.

  • In the command bar of your library, select ‘All Documents’.
  • Click Save view as.
  • Enter the name of the new custom view, and then click OK.

Modify a custom view of a document library

  • Navigate to the custom view that you want to modify.
  • From the drop-down list, select Edit Current View.
  • Make the edits to the custom view that you want and then click OK.
  • In the Audiencesection, under View Audience, select Create a Personal view or Create a Public view.
  • In the Columnssection, select the columns that you want in the view and clear the columns that you don’t want to appear. Next to the column numbers, select the order that you want to columns to appear in the view.
  • Change other settings for your view, such as Sort and Filter.
  • After making all the changes you want, click OK. The changes you have made to your custom view will be visible.

You can also use the Quick Edit button to add columns to a custom view.

Delete a custom view of a document library 

To delete a custom view of a document library, you must have library owner or admin permissions for the library where you want to delete the custom view.

  • Select the view you wish to delete, and then select Edit current view.
  • In the top area of the view, click Delete.
  • When prompted, click OK.

 

Modifying Your Resource Library

Modifying Your Resource Library

As a Community Admin, you can modify your resource library to display resources in a way that makes sense for you. You can add and edit columns as well as group, sort and filter resources by updating your ‘All Documents’ default view or by creating new views.

“All Documents” is the default view that has been set up by the site admins as the default view in your resource library. The following views have been created for you when your community is created: Recent, Videos and No folder.

Create a column in a resource library

Columns help you group, categorize, and track information, in a library. Column types include a single line of text, a drop-down list of options, a number that is calculated from other columns, and a column that allows you to select a person’s name. This feels like a very new kind of feature. It’s potentially cool but I think an example here would help set the context. Something like, “For example, you might add a ‘Person’ column to identify the person responsible for maintaining that folder.” There is probably a better example.  Still need an example.

Create a new column for your resource library.

Most types of columns can be added without leaving your library.

  • Navigate to the library you want to create a column in.
  • Select + Add columnor + to the right of the last column name at the top of the library.
  • In the drop-down menu, choose the type of column you want. You can create and add other types of columns by clicking on This will take you a more detailed page settings page.
  • In the Create a column panel, type a title or column heading into the Name

  • Enter required information. The number of fields will vary with column type you chose. The above example is for a number field.
  • Click Save.

Choose which columns to display in a resource library

  • Go to the resource library where you want to create a custom view.
  • On the resource library page, click +or + Add column.
  • To create and add a new column type to include in your custom view, select the column type you want to add, give it a name and any other data needed, and click Save.

  • To choose which columns you want to appear, click Show/hide columns, select the columns to show or hide, and then click Apply.

Arrange columns in a resource library

  • On the heading bar of the resource library page, click +or + Add column.
  • Click Show/hide columns at the bottom of the library.

  • In the Edit view columns pane, select a column from the library and either drag and drop or use the up or down arrows to change the order in which the columns will appear.
  • When you are done arranging the columns, click Apply.

Sort items in a resource library

  • On the resource library page, point to the name of the column that you want to sort by and click the down arrow next to the column name.

  • Click one of the two sort options at the top of the menu library to sort the items in the document library. The options available depend on the type of column data. For example, the Modified by column is sorted alphabetically while the Modified column is sorted by date — older to newer or newer to older. You can also sort by size — smaller to larger or larger to smaller.

  Filter items in a resource library

 On the resource library page, point to the name of the column that you want to filter by and click the down arrow next to the column name.

  • Click Filter byand then select the value that you want to use to filter the items in Filter by panel. Only items that match the value you’ve chosen will then show up in the library.

You can also click Open the filter pane

  • To remove a filter, the column heading, and then click Clear filters.

Group items in a resource library

  • On the resource library page, point to the name of the column that you want to group by and click the down arrow next to the column name.
  • Click Group by to group the items in the resource library by the column selected.

  • To remove the grouping, click Group by again

Moving and Copying files in a Resource Library

If you are a Community Admin, you can copy and move files within your resource library.

Copying a File

  • Select the items that you want to copy by right-clicking the circle next to the item, and then click Copy to.

Or in the main menu at the top of the page, click Copy to.

  • Under Choose a destination, select the location where you want a copy of the files, folders, or links to go.

To create a new folder to copy the files to, select a location in the folder hierarchy and click New folder.

  • Type the name of the new folder in the text box.
  • Click the checkmark, and then click Copy here.

When you use Copy to with documents that have version history, only the latest version is copied. To copy earlier versions, you need to restore and copy each one.

Moving a File

  • Select the items you want to move.
  • In the main menu at the top of the page, click Move to.

  • In the Choose a destination pane, select the new location in the document library where you want the files to go and click Move here.

In the Choose destination pane, you can also click New folder to add a new folder to the document library and move the item to the new folder.

  • Type the name of the new folder in the text box.
  • Click the checkmark, and then click Move here.

When you use Move to, the history of the document is copied to the new destination.

 

 

Requesting a News Article

If you are a Community Admin you can request a news article be added the home page of your community. News Articles are found in the lower section of your community home page.

After your request is submitted a Site Administrator will add the news article to your home page.

To request that a news article be added

  1. From your community home page, select the Admin link found in the top navigation menu.
  2. On the Admin page you will find a link labeled ‘Request News Article’.  Select the ‘Request News Article’ link.
  3. A new window will open that contains a request form.  The following information is required:
  • Title – this is the title of the article that will appear on the home page
  • Submitted by – you will enter your name or email address
  • Article content – this is a brief description or the announcement
  • Comments allowed – indicates whether or not comments can be posted to the article by community members
  • Status (of the request) – set to New then Site Administrators will update.

An attachment can be included with the news article request.

  1. After all fields are populated, select the ‘Save’ button.

The request will be submitted to a Healthcare Communities Site Administrator who will process your request.

 

 

Restore Deleted Items from the Recycle Bin

Restore Deleted Items from the Recycle Bin

If you delete an item from your list, but want to recover it, follow these steps.

  • Click Settings, and then click Site Contents.
  • Select the Recycle Bin in the top right portion of the Site Content page.

  • Select the item or items you want to restore and then click Restore to recover the selected files.

If you do not see this option, click on the Help Link at the top of every page to be taken to the Healthcare Communities Support Center and request support.

Modifying a Custom View

As a Community Admin, you can create custom views of a resource or document library to display items in a way that makes sense for you. You can create new views to organize and hide or show columns. One view is the default view.

‘All Documents’ has been set up by the site admins as the default view in your document library. In addition, the following views were created for you when your community was created: Recent, Videos and No folder.

Additional views you add will be available from the View options menu located at the top corner of the document library page.

You can create a view to save different sort, filter, and grouping selections you’ve made from the column headers or filters pane. You can create custom views of libraries to organize and show items that are most important to you (like certain columns), and to add filtering or sorting.

  • On the Document Library’s command bar, click View options menu and select the view you want to edit or modify.

  • Click Edit current view.

. After making all the changes you want, click OK. The changes you have made to your custom view will be visible.

Settings for views

Views have many settings to help make it easier for you to quickly find the information that you need in a document folder. The following are the settings for views. All settings are not available for all types of views, such as the settings for calendar views.

Default view – You can change the default view to any public view for that document library. But you cannot set a personal view as the default view. To delete a view that is the default view, you must first make another public view the default for that list.

Audience – You cannot change a personal view to a public view or a public view to a personal view. You can use a public view as the starting point for personal or public views. You can use a personal view as the starting point only for personal views.

Columns – The columns in a view contain the information that you need to see for resources in your document library. Columns, in combination with other features of views, such as filters, can help you see only the information that is most important to your work. This is especially helpful if the library contains lots of items.

Gantt Columns – Under Create view, select the columns that will be in the Gantt view. Title is a required text field. Start Date, and Due Date are required date fields. When you select a column, such as Title, if no option displays in the drop-down list, you must create the column to support this view.

Sort – Set the order in which items appear in the view. You can have up to two criteria. For example, show the items in a task list sorted by priority and then by due date.

Filter – Configure a view to display a subset of the items in a list by filtering them with information in columns of the list. For example, a view can show the items in a list that are for a specific project.

You can use calculated columns or filters that use calculations, such as [Today] to show items when the date matches today or [Me] to show items for the user of the view. You can also combine simple equations with functions. For example, to show items created in the last seven days, filter on the Created column, set the operator to is less than, and set the value to [Today]-7 (no spaces).

Tabular View – Provides check boxes for each item so that users can select multiple library items to perform bulk operations. This can save lots of time if many items in a library must be changed. For example, a user can select and check out multiple documents.

Group By – Group library items by information in the columns. Note that you cannot use Quick edit on views where items are grouped.

Totals – Displays summary calculations for the columns in the view, such as: count, average, maximum, minimum. By setting the title column to Count in a library, for example, the view will display the number of resources in the view and in the groups in the view. The columns that are available for totals and the settings available for each column differ depending on the type of column, such as number, and the type of list the view is being created for.

  • Folders – Select Show items in foldersto display the document folders in the view with the items. Select Show all items without folders to display only the resources in the view, also referred to as a flat view. You may also be able to select whether the view that you are creating is applicable in all folders, in only the top-level folder, or in folders of a specific content type.

Item limit – You can specify how many resources are displayed at the same time (batches) in each view or the total number of resources that the view will display.

Style – Determines the layout for the view, such as newsletter. All styles are not available for all view types.

    • Default – The default view varies, depending on the type and configuration of the library.

Document details – Displays the files in a library using a layout similar to business cards. This style is available for most libraries.

  • Newsletter – Displays items in rows with lines between the rows

  • Newsletter, no lines – Displays items in rows of alternating shades, without the lines between the rows.

  • Preview Pane – Displays the name of the items on the left side of the page. When you point to the name of an item, the columns selected for the view are displayed on the right side of the page.

  • Shaded – Displays items in rows of alternating shades

Member Management

Member Management

Each community on the Healthcare Communities website has a Member Management page which allows community members to view contact information for other community members.

As a Community Admin you have the ability to

  • Add Community Members
  • Remove Community Members
  • Edit Member profile information
  • Approve pending member requests
  • Reject pending member requests

The Member page can be accessed from your community home page by selecting the Members link from the navigation menu at the top of the home page.

For Community Admins, the ‘Add User’ option on the Member Administration page is always enabled.

Once this ‘Add User’ option is selected the Community Admin is prompted to enter the new member’s email address.  When the continue button is selected a second dialogue box will display requesting first name, last name and phone number.  Email, first name and last name are required fields.  If the member is already registered on the Healthcare Communities website this information will be pre-filled.

Once the request to add a user is submitted (you may have to select the submit button twice):

  • If this added member is already registered on the Healthcare Communities website the word ‘Success’ will display and the person will be able to access the community the next time they log in.  No notification is sent to the added member.
  • If the added member is not registered, they will be sent an invitation to join the Healthcare Communities website. Once they have successfully registered for the website, they will already be a member of the community.

Other Functions

To remove an existing member the Community Admin can select a member by checking to the checkbox to the left of the member name. Once removed, the member will no longer be able to access the community.  No notification will be sent to the member.

The Community Admin can edit member information such as email, first name and last name.

All community members, including admins, have the ability to email other members of the community using the Email options that displays on the Member Administration page.  To email a member select the checkbox to the left of the member name and email option will be enabled.  Multiple members can be selected at the same time.

Registration Link

On the Member page there is Registration Link available to all members.  This link can be copied and given to new members to allow them to join your community. The link sends them to a special page that shows the name and description for your community.  The user can click the Join button on that page. Once they do, their name and email address will appear on the Pending Members tab.  If this new member is not already registered on the Healthcare Communities website, they will be prompted to register for the site.

HealthcareCommunities.org uses Microsoft Services to enhance security and the user experience. Microsoft (Azure) Services is an ever-expanding set of cloud services that allows us to build, manage and deploy our applications on a global, highly secure network that is compliant with all required government regulations.

The Healthcare Communities registration process varies depending on the email address you use to register and whether or not you already have a Microsoft Services account.

If you require more information, we encourage you to contact us via our Help tool.  If not logged into the site you can access Help using this url.  Once logged in, select this url to request assistance.

 

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