TotalCompliance 4.0 Webinar | ComplianceBridge

TotalCompliance 4.0 Webinar

Written by ComplianceBridge Policies & Procedures Team on April 17, 2020

Lee Ann:
Hi everybody. This is Lee Ann and Sheri. We are helping pull together the user group. We had a meeting last year of getting just some feedback from all of you about what you of what you wanted to hear about. And we had our first meeting last year, and we thought it was really great. And today, they’ve told us about some really cool new features that they [inaudible 00:00:21] and we’re really excited to hear about that.

Lee Ann:
Sheri, do you want to add anything to that?

Sheri:
No. I don’t really have anything to add. I know that we talked during our user groups about some different aspects that people were wondering about. We had a user group that wanted to become a presentation and now I don’t remember which user group that was. I know Brady was working on listening to the recording from it so that we had an idea. But there was a user group that was using a lot of different features that some of the rest of us were not using that a lot of the users thought would be helpful. For this particular user group that we’re meeting about is Brady, and Dana and…Oh my goodness, I’m blanking. Help me Dana.

Dana:
Tina.

Sheri:
So now we’re going to go over some new features that they just downloaded. They did our site over the weekend. I don’t know when everybody else’s site was going on. I know for us, one of the features that we’re really excited about having is texting. We’ve been working very hard to get. We have foster parents that serve some of the youth in our care.

Sheri:
So we have been working on getting foster parents information into the system so that we can send out text messages and we can also do email messages to them which especially right now in this time is a huge help for us because we have over 400 foster parents and we also have foster parents for different areas. [inaudible 00:02:24] and in Florida, so, with everything going on [00:02:33] it’s a feature that I’m excited excited to hear more about [inaudible 00:02:43] I’ve learned quite a bit about it, and Brady, I think, is going to talk to us about that. And Dana and Tina are going to talk to us about some of these other features. I think that’s really what our user group was about today and what we’re going to talk about.

Lee Ann:
And also, at the end of this meeting, if we have a couple of minutes left, can we just get ideas from you of what you would like to hear about the next time we have a user group meeting?

Brady:
Yes, precisely. I was going to mention that as well, Lee Ann. The intent of user group is to provide a forum where you can exchange ideas. And maybe in some of the ones that are upcoming we’d like to even have some of you share your use case. The whole purpose of this is to broaden everyone’s knowledge of the platform and to increase your utilization of it. We’ve got a lot of exciting features that we want to show you. So we’re going to demonstrate the primary new features. The first thing, just as an overview, Dana can you go ahead and click that 4.0 Overview link there? And I just put this link in the chat so if you can have that.

Brady:
You have to bring up your screen there. There you go. So this is the press release that we sent out a couple of weeks ago that goes through and talks about the primary things. There’s a lot of performance and bug fixes and all those kinds of things that go into any update. But this is where you can review all the different things that are available in it, and I just put this link in the chat function. And then, the integrations that we’re going to show today, they are available. There’s an upgrade feed. We’ll go over what that is. But they’re very powerful. That will give you an overview of what’s available in the release. We now have the release in five beta sites. We are ready to start updating. We’re going to contact you. We’ll be upgrading over the weekend. When you’re ready to go and get upgraded we can talk more about that as we go.

Brady:
The base upgrade is covered by your annual license fee. Some of the other things there’s an additional fee, and we’ll go over that. You can go back to the PowerPoint if you would, Dana. For the agenda for today, what we’re going to do is show those three integrations. Dana is going to start out by going through the Office 365 integration and show you the majority of use cases of our users out there. You’ve got a PDF in your header and a source file that’s a Word document. And so, we’re going to start with a policy like that. Show you how you convert it to an Office online Word document. And then Dana and I are going to take that through an approval policy, through the workflow so you’ll see all of the things that go through that. And then we’ll move on. Tina will show you the html converter. It’s the same policy.

Brady:
Our point here is that you get the best of both worlds. If you choose to stay in html because you like the advanced linking capabilities and you like working in the editor, then that’s great. The html converter we’ve put in and integrated gives you a really clean html conversion. So Tina will show you that same policy. Then, I’m going to go through the new texting. We’ve had texting in the platform for some time, but we’ve greatly enhanced it. Bill and his team have added it to the reminder function, and we’ve added a text template. So, I’m going to take you through an actual text as we go through.

Brady:
With that, Dana, do you want to get started on your Office presentation. We’re doing a good job and there’s not a lot of background noise. So it you want to ask questions, please fire away. So, I’ll turn it over to you, Dana.

Dana:
Gee thanks, Brady. Let me just start by saying thanks for joining us all today. Appreciate your time and I want to give a special thanks and kudos out to our development and technical teams who have worked really, really hard to bring you these two integrations. And it’s been a fun ride. We’ve tried to keep it in mind with what that looks like to the end user, but I think with the Office 365 integration and the html conversion that Tina is going to show you, we’re hoping that we’re easing the burden for you all just a little bit as well. Before I get to the demo of it, I just wanted to be proactive and tell you some things right off the bat that you might have questions about. This is fully integrated within the ComplianceBridge platform so there’s no upload, download, whatever you’ve been doing previously. Everything is integrated. You’re going to see, it pops open in a new window and is fully integrated with Office 365. All versions of that, whether it’s Word, or Excel or PowerPoint.

Dana:
Your IT departments are going to ask this so we decided that we would let you all know ahead of time that everything is saved within ComplianceBridge. So you’re not actually accessing Office 365 directly. It’s just using that licensing. So you’ll be able to easily convert a document from Word and PDF into Word only format. As you’re going to see today, then you’ll be completely working within Word. Word is the only file format that you’ll have to negotiate. When you publish that out that is a read only view for the end user. We’re really excited about providing that as well. It does require Office 365 business license. We have found out that you can use one license on five devices. But each one of your policy riders and advisors, since they would be editing policies, would need a business license. And then your end users, it’s read only. So there is no licensing needed at all.

Dana:
If you’re revising, you’re going to want to have your source file, your latest version in your source files. So with that, I’m going to pop into ComplianceBridge. Brady, can you still see my screen.

Brady:
Yeah. Great.

Dana:
Awesome. Okay. Perfect. We decided to present this in the Office and PDF formats. It’s a very similar process also if you’re out there. I know we have customers out there that are using html. I’m going to start to show you the revision process. So let’s take this work from home policy and let’s pretend that it’s already been published. Well it has been already published. I published it in the PDF. If we preview this, you can see the PDF format. And this is a work from home policy, and we’re trying to show you what it looks like with images and tables and bullets and all the formatting that you’re used to in Word. I’m going to take this policy through a revision. So I am going to click on Revise Policy. I’m going to keep it as a compliance document, so there are no changes on this screen. And I’ll just click Submit.

Dana:
And on the Edit Document Properties page you’ll see this new integration. And so, let’s say I’m revising this policy and I want to take out the PDF and go full into Office 365. Then I’m going to click this checkbox. We still want to keep it in the same categories and all of the rest of the properties stay the same. So I am going to scroll down the page and click on Save. And when I do this, you’ll notice that this page is a lot different than what you’re used to. And so now this has taken my source file and given me the opportunity to work in Office 365. I can access the Office document directly here and manage the source file. But this logo over here on the right-hand side will open my document in Office 365 whether it’s Word, or Excel or PowerPoint.

Dana:
Someone needs to mute themself. Let me see who is left on here. I hope you guys are excited about this as we are because this is really, really cool. This is providing the full Office 365 capabilities. I can track changes. And I can add comments over here and I can say, “New comment please.” Oops, I’m sorry. I’m going to go to Track Changes and I am going to show track changes for everyone on this particular one. I’m going to add in… Let’s change this adoption date. We’re going to change it to April 20th, 2020. All right. I hope you guys are excited about this as we are because it just starts to show your track changes. And you’ll notice that it’s saving. Constantly auto-saving. This is the hardest part for me to remember is that I’m constantly hitting that Save button. But I don’t need to. It’s always saving to ComplianceBridge.

Brady:
If I could add, Dana. That’s the primary issue with the integration that Bill and his team have created. Normally, when you’re using Word, you’re saving to their cloud. So you’re saving to OneSource. But they’ve changed that pointer, so now you’re saving directly to ComplianceBridge. No saving required. It’s retaining all this information. One other thing is that when Dana clicked that Office button, it logged in. If you log in for the first time, you’ll need to enter your Office credentials at that point. It depends on how your IT organization has integrated that. At CoreCivic they’ve got it great. They only have to enter their company password and it takes you right in. But then it saves a cookie on your machine so every other time you go to Word, you don’t have to log in anymore.

Dana:
I probably should have shown you my source file, but you’ll notice that it brought in bullets, it brought in tables. It also did my numbering here. And if I wanted to add a new bullet it automatically continues. And it’s tracking those changes as well. So for the sake of time, I’m going to go ahead. I like to watch this up here where it says Save to ComplianceBridge. I just like that confirmation. [inaudible 00:15:10] saved my changes. So I’m going to send this through a workflow. I’m going to send this through Seek Advice and Approval. And I’m going to send it to Brady. And I’m going to send it to myself. So we want you to see what this looks like in Advisor folder. So I am going to send this now. And hopefully, Brady, yes, you should have gotten it as well.

Dana:
Go to my email. My advice is requested. I log in.

Brady:
I’ve received it and now I’ve logged in. This particular one we sent, it’s locked and can’t be edited.

Dana:
I forgot to leave it open. I’m sorry.

Brady:
That’s all right.

Dana:
Let me send it through again.

Brady:
Yes, why don’t you do that. Because what we wanted to show you, one of the other really powerful features is… I’m going to be in Portal Advisory, as Dana will be, and we’re both going to be editing the document at the same time.

Brady:
Dana, do you know what, it might be a good idea to just mute all because we’re just getting a bit of background noise. It’s a little distracting.

Dana:
Okay.

Brady:
If you have a question while we’re going through, please… We’re getting a lot of comments. If you have something, just put it into the chat room. We’re monitoring the chat as we go. If you have a question, we’ll open up your line, but this will be better, I think. You sent that again. Great. So Dana is logged in to Portal Advisory. I’m logged in to Portal Advisory. When I open it, I get the same thing that you’re seeing on Dana’s screen. Now I’ve got that same document open at the same time, and I can start tracking my changes. As soon as I start typing.

Brady:
There you see. We’re working in real time. So Dana can be editing. I can be editing. It tracks the different people’s changes and will retain those throughout, so that we’re both making changes. In the interest of time, I’m going to go ahead and now exit it. And I get it. The standard review and approve cycle, so I’m going to make my comment and submit. So I’ve now sent that back to the workflow. I’ve got the green light on my side and Dana is making comments. So she can submit. And it went back to Director. Now that she’s a director, she can take a look at that in Advisory and view our comments. It’s going to two people and we both commented. So there we are. Great job. Please publish.

Brady:
This has turned into a really good screen. LA County DMH, they’re doing a great job on this page. They’re sending out policies to 20 and 30 people that have… And there’ll be comments all through on the document. And it’s up for approval for a 20-day period. This is another great example of the use case. So go ahead and publish, Dana, so then we can show. What we want to show in portal is this will retain… There’s not reason to go to a PDF any longer. You’ve got your DOCX and when you publish that, then when you go to the portal to view, I’ll show you what it looks like there. Perfect.

Dana:
This is the version.

Brady:
Yeah. There you see it’s popped up Word. Your end users do not need a Word online license. This is a free license because you notice, it’s opened in View Only. You see our changes are there. The important thing is, no licensing required. So the vast majority of your end users, this is a free license from Microsoft. Unbelievable they’ll give you something for free. But they nicely did.
Dana:
For those of you who have end users that do print, I wanted to show you the print function here. You can automatically convert it down here where this link says, Open a Printable PDF of Your Document. And then that will provide you the ability to print it or save it as a PDF from here. If this were a lengthy document, your headers and footers and pagination would work accordingly. I wanted to show you too a couple of versions of what this looks like also for other documents for Office 365. So we’ve added a couple of different policies. This one is in Excel and if I preview this document. This is a very complex Excel spreadsheet. It obviously has a lot of other images.

Brady:
Dana, I’m sorry to interrupt. Have you muted.

Dana:
Yes, I have.

Brady:
We are still getting some background.

Dana:
I know.

Brady:
Not sure where it’s coming from.

Dana:
I don’t know. I don’t see anybody that has an open mic.

Brady:
Okay.

Dana:
Except you, me and Tina.

Brady:
Okay. We wanted to show this as an example of… This is one of our client’s utilizing further. It’s a mechanical engineering firm so you can see the extent of… It’s really nice. You’ve got an Excel worksheet. They didn’t have to convert it to PDF. But now you can take advantage of all the graphing and all the imaging and whatnot throughout the Excel capability. Same for, I believe Dana is going to show you a PowerPoint. Same thing. Again, the advantage here is that no PDF required. So, simplicity is the key. As Dana mentioned earlier, we’re trying to take work off your desk and make it easier for you to have any of these things available in the overall Office 365 suite.

Brady:
So, great job, Dana. Now, Tina is going to show you the conversion. But, maybe, Dana, unmute everyone. Any questions at this point on the Office 365? Anyone have a question at this point? We’re going to now move to conversion, but we thought we’d open it up for questions right here.

Speaker 5:
Does everybody that needs to review or make changes to the document need an Office 365 license?

Brady:
Anyone that’s going to edit. So, editors-

Dana:
Writers.

Brady:
Writers. Back-ups. This is a good question for Bill here. If you send it through Advisory, Bill, and it’s locked, do you need a professional license, or that’s View Only. Is that correct?

Bill:
Yes. This is Bill. It would be View Only, but then they could never edit. It’s not on a per document basis. So if you ever send it to them editable, as an advisor, they couldn’t edit it.

Brady:
Correct.

Bill:
But if it was just providing comments, if you were sending it out for people to comment, then, yes, they don’t need a license.

Brady:
Right. If you’ve got it locked in Comments Only for approval, then they don’t need the license.

Bill:
You basically need one license for five computers. It’s not that expensive. It’s $100 a year for a license, so that means $20 a year per computer. And that’s Microsoft. That’s not us.

Brady:
And Caroline asked, “Do licenses need to be assigned to specific individuals?” That’s a good question as well.

Bill:
Well, no, you could have corporate licenses, of course.

Brady:
You could have a corporate license, Caroline, that five different people can use.

Bill:
Right.

Caroline:
That would mean that if you have five licenses, five people could be working on it at the same time. But if a sixth person jumps in, it would be like, “No. Sorry.”

Bill:
Yes, you’ve used your five licenses. Correct.

Caroline:
Okay. So, if one person jumps out, another individual jumps in.

Bill:
No. It’s not simultaneous because what it does is, it associates it with the computer. So, I assume most of you are working from home. All of five of you could use the same license right now at home. If you go back to work, your license is associated back at home. So you’d have to take that one off at home. That’s a Microsoft thing. You just say, “How do I remove it from this computer and add it to a new on?” But there’s five computers that can be licensed for one license. So, that means $100 a year you get five different computers that can be licensed on one license.

Caroline:
All right. Patrice is telling me we all have corporate licenses, so I guess-

Bill:
And that makes it real easy.

Caroline:
I guess my question is a non-issue for us.

Bill:
Yes, exactly. It’s not that big of an issue for a lot of organizations.

Caroline:
Great. Thanks.

Brady:
Maureen Schwab from the Christ College in Cincinnati asked a good question. It’s timely right here, Maureen. They’re doing a great job using html. We use html so things will update automatically. How does this work for that? We have lots of linked documents too. How would that affect data, if at all? That’s a great question because it’s timely. We’re going to now give the screen to Tina and she is going to take you through the conversion process. But we’re still utilizing full bore html because of the advanced linking capabilities when you get your… Maureen all the work that you’ve done on building your links. You will want to keep those documents in html. One of the things you can do is work in mixed modes. So you can have documents that are the linked documents in an html code, but they can be Word or Excel files. So they can go through that process. Or, like if your policy, you’d want to keep that with all the great work you’ve done in creating the html links. You want to stay in that world.

Brady:
This is timely because we’ll have Tina go ahead and show the conversion, and then we’ll come back to that question or see if that helps to respond to that some. Tina, are you ready to go?

Tina:
I am. Yes. That’s a great question, Maureen. The advantages of html with the advanced linking still applies. Word doesn’t have the advanced linking. So if you have your policies with many links and you update those links, html will automatically go out and find the policies that those reference documents are linked to and update them. Word still does not, so you would still have to go find the links and then update the links manually, which is one of the reasons why we have chosen to integrate the Word to html converter as well, because we have many clients like you that use the html for the advanced linking. We have many clients that like to use the Word and we have clients that are mixed with both. So this way you have that option to use Word for those documents that don’t have the links in them. And you have the option to use the html with all of the linked documents.

Tina:
The advantages of the integrated html converter is that it will easily convert the Word source files to html. It’s a clean conversion, so it takes out that additional Microsoft html code that Microsoft puts in there. It will automatically remove that PDF file. It will retain the Word source file and then it converts it and puts your document into html inside of ComplianceBridge. So, in order to do that, it does require a Word document in the source file. Any questions on that so far?

Tina:
Now, if we go back to the site here, we have the same work from home policy that Dana was working on when she revised it to Office 365 online. Now, if we look at the policy, it has the source file and it has the PDF and if we preview it, again, it comes up in the PDF. Now I want to revise this document and convert it into html. So I click on Revise. And in this screen I want to keep it as a compliance document. I don’t want to change it. So no changes here. And I’m going to click on Submit. And, again, just like all of our documents, it keeps all of the information that was in the previous document. And I do not want to change it. And I’m going to scroll past where Dana created it as the Office online document. I don’t want to do that. So I’m going to scroll all the way down and I’m going to save.

Tina:
Now, at this point, this screen is what you guys are used to seeing out there. And what I want to do is I want to click on the Source File. And here is that source file that you saw that we created into a PDF. And over here I want to clear the header. So I’m going to click on that. It’s going to ask me if I’m sure I want to clear out that display. And I’m going to say okay. And now it’s cleared my header for me and I’m going to come down here and click on Convert. And what that’s going to do, it’s going to create html from that source file. So, I click on Convert. Now it tells me that it has converted it for me. And I click Return. And you can see now, that document has been completely converted into html.

Tina:
So if I do a preview of it, we have the entire document, the tables, the numbering systems, the lettering. It’s all the same as it was in Word. So now I’m going to publish, and I’m going to archive the old document, same as normal. I’m going to save and I’m going to publish it. And now-

Brady:
Can you click Update Links there?

Tina:
That’s right. I’m sorry. Yes, because this document didn’t have links, I’m going to un-click the Update Links. And I’m going to save it. And I’m going to go ahead and publish it. And now, if I want to go up to the portal, and here’s that policy out here. I click to read it. It’s that same PDF changed into now the html version. Now I’m going to close this window. And I want to go back and I want to revise this html version that is out here. I’m going to click on it. And I’m going to revise, and I’m going to keep all of my information the same. And I’m going to come down here and I’m going to save with all my information the same. And then, just like html, I’m going to click on Edit here. And now I can go in and change. Like Dana has made this April 20. And down here, let’s say we see our tables and let’s say, “Oh, we said social media but we forgot internet.” So you can see, the big advantage is that it does keep our information that we wanted in there.

Brady:
For all of you that are used to working in html, you’ll still have… The reason Tina published it first is that now that it’s been published once, and she’s now made edits, now you can compare changes and track your changes. If she gets out and looks at the previous, it will be all that same functionality. So the point here is, we’ve got a really nice clean conversion. Kudos to Bill and his team, Jordan and everyone that made that really nice integration. It’s right there and makes it simple to do. You don’t have to go outside to another application, convert to html, import it and do a lot of other things. I think it’s going to be really quick for everyone.

Brady:
Maureen asked a good question. Sorry, Dana, just to address Maureen’s question. It’s a good one. We’ve got a number of clients like this, Maureen. Maureen asks, “Do we have to clear the header to convert to html? We have a standard header that we want to keep for all of our documents.” Exactly. You won’t want to clear that header. You could either import your standard header or you can work from a template if you’re creating a new document. So in that case, if you’re going to convert, you don’t clear the header and it will then put the converted html code beneath your header up in the header section. There you can either just work in the header section, or, if you want, you can cut and paste and put it down into Policy Body or other sections of the document.

Brady:
One of our nurse clients that just came on board, CHS-

Tina:
Brady.

Brady:
Yeah.

Tina:
Brady. Just to clarify that too. You can do it from the body area too. It’s not just the header. But if you clear the header, it would clear everything in the header. So, to Brady’s point, if you use your header as a template to start your document, and then you chose to put the source file in the policy body and convert it there, it wouldn’t do anything to your header.

Brady:
Yes. Exactly. That’s a good clarification, Tina. But I was referring to the case where a lot of people have policy in the Word source and the source is up in the header. If you move the source down to the policy body, you just have to download it and then upload it and import it again. Then you can convert it in the header.

Bill:
This is Bill. I also wanted to clarify that header is soft. We have four sections. So don’t think of it as a real header. Header just happened to be the name that Tina put in there or Brady. Same with Policy Body. You could call it Section One, Section Two. So when it says Clear, it would say Clear Section One or Clear Section Two. So the names are soft. As Tina said, you might have that first section with your real header and then you go down with a source file in the body or the second section, and that’s the one you would then convert Word into html, leaving your primary section as it was. Or the top section.

Brady:
Right. Pam Howell from CoreCivic asked a great question. Hey, Pam. How do you convert an html to Word? Which is a good question too. The way the integration works is, that document that Tina just created and now exists in html, you can revise that and then do the same thing that Dana did by selecting the Make It An Office Document, and it will convert the html and bring it up in Word. So you can go either way on that, and then it comes in real nicely. Pam, I know you’ve got a lot of your documents, your policies, and your PCNs are out there in html. If you prefer to work in Word, you can go into Revision and follow the path that Dana just followed which, Revise, make it an Office doc and then when you click the Office function, it will take that html code and put it right into Word online.

Tina:
We have another question too. One last question from-

Brady:
Caroline. “Did I understand correctly that PDF typically non-editable can be converted to html and then edited?” Now, Caroline, a PDF will only convert a Word file. So, the way that we’ve done the integration, if you’ve got a PDF you can convert that to a Word using other standard conversion tools. But it needs to be a DOCX file that’s in the source files.

Tina:
And another one from [Wahe 00:39:24] Brady.

Brady:
I missed [Wahe’s 00:39:29] let’s see.

Tina:
It says, “This question is for Bill.” Do you see that? Is there a plan to update the CK Editor into version five within ComplianceBridge?

Bill:
Yes, but it takes a little bit of time on the CK Editor. We don’t own or control CK Editor. We’re using the CK Editor, and some of the functions in there are not actually developed by CK Editor, so we have to go through and make sure that any feature we add in there is a viable feature and not just somebody putting in a hack script on their own. So, yes, we’re reviewing it, but there is no set date when we will release it. And we can’t even guarantee any new features would be in there unless they are developed and maintained by CK Editor.

Brady:
Texting has been available for some time in the application, but we’ve further integrated it. We’ve had a lot of requests driven by Sheri and the team at Cayuga because they were really interested in texting. You’ve always been able to send a text by ComplianceBridge Group. So of all your groups, and if you go to your standard messaging, when you’re looking at the Directory page and you hit Email, you can send an email or text that way. What we’ve now integrated it to, is to the reminder function. When you publish a policy or something like that, it’s integrated fully there.

Brady:
There was a new email template call Text Reminders. That email template because it’s in the admin, preferences, where all the templates are listed, there is a new template there, so if you’ve got a standard text, you can add it there. And then, the other thing that we want to share here is that, because we’re seeing this as a really important feature, especially with all the things going on in the world today, I mean, “Is the office open today?” Or, “Is there any updates on COVID?” Or whatever it might be, this service we provide, the texting we provide at no charge in the application.

Brady:
We’ll also provide a service, and I’ll show you what it would look like, to send a survey form to your employees because we need their cell and their carrier information in their user profile. And most likely you probably don’t have their cell and/or their carrier in there. So, we can help you through that process. I’m going to go in and show. Here’s a site that we use. This is a ComplianceBridge instance that we use for all of our marketing purposes. LaTanya asked, “Can a text be used to remind advisors?” As a reminder. Let’s see. I’m not sure on that one. Bill, because you can send an advisor reminder, correct?

Bill:
I’ll make sure we can because that’s a great idea, LaTanya.

Brady:
That’s a great, LaTanya, that’s a good idea.

Bill:
We have it in for the normal policies that someone hasn’t yet acknowledged a document or something like that or you need to notify them really quickly. So, yeah, I think it’s a great idea in Advisors as well.

Brady:
Sure. And Lucille asked a question, “If you choose not to get the upgrade, can we continue using the site in the normal manner?” Absolutely. We’ll support up to two revisions back. So, if you choose not to have any of the upgrades, you can certainly keep using the system as is.

Brady:
This is a form that was sent to all of you. This was originally sent to everyone. So this is a standalone form that was talking about the information. I’m sure you all saw this. That we’re interested in all those things. What I wanted to show you here were the stats on it. This went to 207 people. Of 207 people 65 viewed it and 52 filled it out and we’ve got 50 people on the call. So it’s great. I can look here and see anyone’s information or how they responded. If I wanted to look at Anita Harris at CoreCivic, here’s what Anita filled out on her form. She said, “Yes, please. Register me. Looking forward to the webinar.”

Brady:
This is what I wanted to show. Here’s a summary of members who have all filled out the form. This is unbelievable. Fifty-two people, exactly 50% said, “Yes, we’re interested in Office.” And here are those people that I can see that were interested in Office. How many people were interested in DocConvert. Bill, isn’t that amazing, 50-50, right on the money, that people were interested in. And then texting is down a little bit. About a quarter of you are interested in texting. So, that’s just showing you the response to what all the user interest was.

Brady:
I’m now going to go through and show you… This is an example of the form that we would develop for you to collect people’s cell and text number. We can help you develop this and put in your logo and any of this messaging that you’d like. The primary thing that you’ve got to do is get their cell and their carrier information. The people that responded to this, were now going to take part of the demo. So I sent this to 49 people. These people Patrice, LaTanya, Helena, Tina, Dana, Bill Kramer up at Norwood all said, “Yeah, I’ll take part in the demonstration.” So, let’s start the demonstration. Again, this is timely because what we want to do is show this real time. I’m going to send you a text and then, you’ll get your text on your phone. Just click and open a standalone form so you don’t need to log into your system or anything like that.

Brady:
Here is the form that’s going to be sent via text. In order to send this, I’m going to take this and I’m going to revise it, submit as a standalone form and save. And I don’t need to change it or update it. I’m just going to return. And then I’m first going to publish it. So I’m going to go ahead and publish but I’m not going to notify members. So, I’ve published the form and now it’s all available to them. I can see that it’s was going to 14 people because it’s gone to all the team at ComplianceBridge as well. So I can see here who has viewed and taken or entered. I’m going to now go to who has not taken it and send a reminder. This is the standard reminder you’re all familiar with, but the difference is, Bill has now integrated texting. So I want to send a text message. Here you see it’s populated. This is what will come in your text. And this from the text template that’s over in admin. So what this is saying is, it’s a simple form, “Hey click the link to let us know that we’re interested in texting support form link. Thanks very much.”

Brady:
So, I’m just going to save it now and send. So that just sent 13 text message reminders which tells me that for one of you, I probably don’t have your carrier in there. But that just went to the text. So those people can now go ahead and look at your phone and respond. While you’re doing that, I’m going to show you my phone. Here I’m on my cellphone and I’ll just go to my text. And here are all my texts. You can see Bill told me to make sure we have everyone mute. So now I select my text. Here’s what is nice. You can send these texts with a link to a policy for acknowledgement or to a questionnaire. That’s the standard functionality. But when I hit that link, I’m going to have to log in on my iPhone. I sent a standalone form, so now, you just select link for the standalone form. Boom. There is my form. Oh, no, Helena I put you on this T-Mobile. Maybe I forgot to update yours.

Brady:
Then I can go ahead and answer my form on my phone. The boxes are a little small. So now I’ve selected both that I’m interested in and then be sure to save and submit. So I’m going to save that and I’m going to submit. And so now I have input in my survey. We’ll go back to ComplianceBridge and I can now go to Update, refresh my stats here. And there you go. Look at this real time. Seventy-one percent, 10 people have viewed it, six have taken it. John, how are you doing, JC? John’s put in there. So we can see what John has selected. John selected both texts. What we wanted to do in showing this live is show you the power of how quickly you can communicate with… That form could say anything. It could say the office is closed. It could say whatever.

Brady:
One of the reasons we drove this is Sheri has a story that I’d like her to share. When they came up with a new COVID policy, they did this through email, but they got really quick response back. Sheri, what were the details when a couple of weeks ago you published that policy? Oh, you might have to unmute, Dana.

Sheri:
Hello. We’ve actually published quite a few for the COVID stuff and expected responses from everybody. The latest one we were at 62%, I believe, when I looked for people who responded and have acknowledged that they’ve read it. We’re at 65%. But that’s really good for us. We’re usually around the 90 to 95% for people reviewing policies. So this is really good at 65% because we probably have 35% of our workforce that is not signing into the system at this point. So, we were able to get this important information out to our staff very quickly and they responded very quickly. So it works out really well.

Brady:
Is it 800 users you send it to? Or what is your user count?

Sheri:
Yes. We are at about 800 staff. Of those 800, it’s says 65%. That’s 518 members have reviewed it and acknowledged that they’ve read it.

Brady:
And that was through email, so our perspective is, now doing it through texting, we’ll get even higher and even faster responses.

Sheri:
Yes.

Brady:
Just to close on texting, we will offer this service to you at no cost in the event that you would like to, for the users that you have. The process that I just showed you, where we developed a form that you would send out, what we would do is, we turn Forms on in your environment, or you could use a questionnaire. Plus we also want you to see Forms as an add-on but we want you to start to see the power of Forms, that you have that on the exec capability. What we’ll do is we’ll modify slightly the form that we have so it would be your messaging, so we can assist you in developing that content. Then we’ll send it to the user base, send reminders as required so you’ll get all these responses back. Then we’ll write a report that will extract that data. That’s what I did with all of the folks that thanks for participating in the demo. I just wrote a report and extracted your user ID and your cell and your carrier.

Brady:
And then import that into your user profile so that, if you go to the fields that you need and your user profiles, if you’re all familiar with admin, is you’ve got to have, if I go to anyone here… Let’s search for Bill. Bill is here. So here is his phone number and carrier. So that was all imported. In order to use this function in your user profiles, you need to have this information here.

Brady:
We’re right on time here, the top of the hour. I want to thank everyone for all the great questions. I see some people leaving. I’m sure a lot of people have hard stops. But for those of you that don’t, if anyone has any suggestions for… This was pretty heavy from the user group perspective of showing you our new features. We also want to have it as a forum for what you want to see. So, we’d welcome either any of those comments now, or you can shoot an email to Sheri and Lee Ann and/or the support team and we’d be happy to incorporate those into the next agenda. So, does anyone have any comments or things that you’d like to review about the user group and what you’d like to see in the future?

Tina:
So, a couple of questions that came in.

Brady:
Oh. Shavone didn’t get the form. I’m sorry Shavone. I thought that I had sent it to you. But it’s great that you’re on the call.

Tina:
Maureen asks if everyone that you would be texting would need to be a user.

Brady:
Yes. You’ve got to have a user profile. Maureen, for public site people that would not work because they’re not registered. But when you expand your broader user base, that would be… But the answer to that question is you’ve got to be a user, so you have a user profile. We need to know their cell and carrier.

Brady:
Brian Clark asked, “Is mobile responsive UI on forms on your roadmap?” Mobile responsive UI. That’s a good question, Brian. I think that you might be referring to on the text the box is really small and the Save and Submit. Yes, that’s on the roadmap. Now this is brand new, and just getting through the forms, we just added standalone forms to the texting capability. That’s certainly something that we can get to.

Brady:
Any other questions? Or Lee Ann or Sheri? Any comments. Thanks very much for hosting. Any closing comments?

Sheri:
I don’t think I have any comments. To me, because we use Google we are able to use the other features. But this text messaging feature, like I said in the beginning, I think is going to be a great added bonus for us. Actually, while I was listening to you or while you were going through it, if I created a document in one of the groups and I published it, instead of sending that through email I can send it out to users in text messaging. Is[inaudible 00:57:10]

Brady:
Yes.

Sheri:
Okay.[inaudible 00:57:16] question probably outside of what the group needs to hear me asking, so I have a lot of questions for that.

Brady:
Anyone still on the phone, we’re happy to, if you’re interested in the texting, contact us. We’ll take you through the particulars of what is required. There’s no cost for you the service or adding the function on. We see so many companies now trying to help people out because of COVID. That’s ComplianceBridge approach to doing that. The biggest thing that everyone needs to do, is you need to get everyone’s carrier and cellphone numbers. You might have their cellphone in their HR system, but you probably don’t have their carrier.

Sheri:
On my system, personally, I don’t know about others, that forms feature that you talk about, I haven’t seen that. So you would have to enable that. Oh, I see that now.

Brady:
Yeah. We’d have to enable Forms. It’s a switch. It’s an add-on. Forms is an add-on like the other integrations because it’s been outside the normal policy and procedure. Now, you can do this with a questionnaire that’s included. The difference with a questionnaire is, if you get that text and you click the link, then you’ve got to log into the system. So you can still log in on your iPhone. It’s just really convenient if you don’t have to if it’s a standalone form. That was developed as a survey mechanism. It makes it easy for people to not have to log in.

Brady:
But what we’ll do for these services, we’ll turn it on for you. We’ll let you try it out. Then, at the end, if you don’t elect to continue with Forms, we’ll just turn it off. Or we can discuss additional uses for it.

Sheri:
Okay. But you would use the forms to gather all the cellphone numbers, correct?

Brady:
Oh, yeah. Sure.

Sheri:
Okay. Got it. Okay.

Brady:
Okay. I see a lot of people leaving. I hope this was productive for everyone. And again, if you’ve got any input, feel free to send it to support@compliancebridge or send it to Lee Ann or Sheri. Their emails were in your initial invite. And I want to thank everyone for coming and all the great questions. And we’ll talk to you all soon. Thanks very much everyone.

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