Communications Maintenance

 

The Distribution List module is used to create a spreadsheet for email messages individually to members included on selected distribution lists.  The Communications Maintenance node is used to create or modify the communication for the specified distribution list.

 

Distribution List must be added to the Facility Group/Group Category drop down list and the Group Type must be set to Global.

 

 

 

 

 

I want to:

Add a new communication

Modify an existing communication
Remove a communication

 

 

Steps to Add a New Communication:

  1. Click on the Distribution List module in the left navigation

  1. Click the Plus Sign (+) next to the words Distribution list to expand the left navigation tree

  2. Click the words Communication Maintenance in the left navigation tree to view the Communication Maintenance screen

  1. Click the Add New Communication button to enable to fields on this screen for input

  2. Fill in the fields:

Field Name

Details

Communication Type

This field defaults to Hampton.  Click the down arrow and select an item from the drop down list. (Currently, the only item in the list will be Hampton.)

Communication Name

Type in the communication name.

Communication Description

Type in the communication description

Facility Groups

A list of facility groups is available to be added to the communication.  Click the check box next to each of the facility groups that you want to add to the communications.  (NOTE:  You must be a Responsible Person for a facility group before it will be displayed in this list.  The Responsible Person can only be added in the Facility Groups module of the smart client application.)

Add button (Facility Groups)

Click the Add button next to the facility groups field to add the selected facility groups to the communication (The information will be displayed in the Selected Facility Groups field, but is not saved to the database until the Save button is clicked.)

Contact Roles

A list of contact roles is available to be added to the communication.  Click the check box next to each role to be added to the communication.  (NOTE:  Please remember that the information for the facility, for the selected role will only be included in the communication if the information exists in OnQ PiM for this facility contact.)

Add button (Contact Roles)

Click the Add button next to the contact roles list to add the selected roles to the communication (The information will be displayed in the Selected Facility Contact Types field, but is not saved to the database until the Save button is clicked.)

 

  1. Click the Save button, the information is saved to the database

 

 

 

 

Steps to Modify An Existing Communication:

  1. Click on the Distribution List module in the left navigation

  1. Click the Plus Sign (+) next to the words Distribution list to expand the left navigation tree

  2. Click the words Communication Maintenance in the left navigation tree to view the Communication Maintenance screen

  1. Click the word Edit next to an existing communication  

  2. Modify the fields, as applicable:

Field Name

Details

Communication Type

This field defaults to Hampton.  Click the down arrow and select an item from the drop down list. (Currently, the only item in the list will be Hampton.)

Communication Name

Type in the communication name.

Communication Description

Type in the communication description

Facility Groups

A list of facility groups is available to be added to the communication.  Click the check box next to each of the facility groups that you want to add to the communications.  (NOTE:  You must be a Responsible Person for a facility group before it will be displayed in this list.  The Responsible Person can only be added in the Facility Groups module of the smart client application.)

Add button (Facility Groups)

Click the Add button next to the facility groups field to add the selected facility groups to the communication (The information will be displayed in the Selected Facility Groups field, but is not saved to the database until the Save button is clicked.)

Remove button (Facility Groups)

Click on an item in the Selected Facility Groups, then click the Remove button to remove the item from the list. (The changes are not saved to the database until the Save button is clicked.)

Clear button (Facility Groups)

Click the Clear button to remove ALL items from the Selected Facility Groups list at one time.  (NOTE:  If you click the clear button and you did not mean to, click the Cancel button at the bottom of the page to cancel the changes you have made without saving them to the database.)

Contact Roles

A list of contact roles is available to be added to the communication.  Click the check box next to each role to be added to the communication.  (NOTE:  Please remember that the information for the facility, for the selected role will only be included in the communication if the information exists in OnQ PiM for this facility contact.)

Add button (Contact Roles)

Click the Add button next to the contact roles list to add the selected roles to the communication (The information will be displayed in the Selected Facility Contact Types field, but is not saved to the database until the Save button is clicked.)

Remove button (Contact Roles)

Click on an item in the Selected Facility Contact Types, then click the Remove button to remove the item(s) from the list. (The changes are not saved to the database until the Save button is clicked.)

Clear button (Contact Roles)

Click the Clear button to remove ALL items from the Selected Facility Contact Types list at one time.  (NOTE:  If you click the clear button and you did not mean to, click the Cancel button at the bottom of the page to cancel the changes you have made without saving them to the database.)

 

  1. Click the Save button, the information is saved to the database

 

 

 

Steps to Remove A Communication:

  1. Click on the Distribution List module in the left navigation

 

  1. Click the Plus Sign (+) next to the words Distribution list to expand the left navigation tree

  2. Click the words Communication Maintenance in the left navigation tree to view the Communication Maintenance screen

 

  1. Click the word Remove next to an existing communication  

 

 

  1. A validation message is displayed to ensure you really want to remove the communication.  Once the communication is removed, it cannot be restored.  It is permanently removed.

 

 

 

 

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