equidox by onyx
reach everyone
oh looks like it is right about two
o'clock so welcome everyone to equidox
webinar wednesdays today's topic of
administration
plus a few other items will be hosted by
our fabulous dantiletta
just before we start i just want to
remind everybody that if you have
questions about our specific topic today
you may post them using the q a button
there and the bottom of your screen
and if you have questions about anything
else not on this topic
uh you can contact us through the help
and support button you find within
equidox or you can email
us or your account manager we're only
going to be taking
uh questions about today's topic during
the webinar
and all your stan
great thank you tammy um just to echo
tammy's statements thank you everyone
for joining
uh today we are going to talk a little
bit about the administration features
within equidox
as well as some things that you might be
able to use to better manage your
projects
we understand that pdf remediation
especially
like a high volume type of level does
require
a lot of actual remediation work but a
lot of it can come down to
project management and making sure that
all of the users that might work
underneath you
or that you have some sort of oversight
or organization over
managing the work that they're doing and
just keeping on top of
documents coming in documents leaving
equidox
that can be just as important as the
remediation itself so we want to help
you
to get the most out of out of equidox
using the administration features that
we have
as well as we'd love some feedback on
some things that you might like to see
added to equidox as well in terms of
project management type of tools
um that's exactly the type of feedback
that we would love to hear so
if you think of anything throughout this
webinar maybe you can email your account
manager or get in touch with us
after the fact we'd love to hear how you
would like to use equidox to better
manage your projects
with that said i'm going to jump into
equidox
and take a look here at the main
dashboard
so the first thing i want to cover are
labels
so you might be familiar with the use of
labels
but just to kind of just to kind of
recover
that if we haven't talked about it in a
previous demo or training with you
labels can be applied to documents to
help keep yourself
organized and they will appear here on
the sort of the document
list you'll be able to see any labels
that you have applied to those documents
also if you're looking at the documents
in a grid view
you'll also be able to see labels that
are applied as well
i prefer list view but it's kind of up
to you depending on what you're most
comfortable with
so the the way that you can add labels
to documents
there is a big add label button next to
every single document
so if you just select that add label
button you can then apply
a specific label that you have created
to that document
so if i i already have a demo label
applied to this document
but if i wanted to also apply the
training label to it as well i can do so
by just using the add label button you
can create
as many labels as you need and you can
apply up to five labels to
a document so if you need to filter out
based on a department as well as a
specific project within that department
you can do so using the filter features
now a big part of this is of course
creating labels so i don't want to jump
too far ahead i'm going to go into the
actual settings panel
and show you how we can create labels so
these are just some example labels that
i have created here
and this list will start to populate as
you
and your users that work under you start
to create labels
now if i want to add additional labels i
would just come down to the bottom line
where this has not been there's nothing
has been added here yet
but i can choose a color from the color
wheel and uh whatever color we'll do
just i'll pick uh purple
for this one and this will be i'll just
call this the
webinar label and you can provide a
description of it if needed
so if you have a very sort of uh robust
uh labeling system perhaps additional
descriptions of those labels might be
required
so you can type in a better description
of it and what it's intended for
but that's kind of up to the individual
the individual administrator and what
you would like to set up for your
specific organization now there is
another button here
which is a check box for the global
label
so what the difference between global
labels are is these are able to be
shared by all users within the account
so if you have so let's say 20 people
that you are managing that work
underneath you
if you would like them to all adhere to
the exact same labeling system
you can create a global labeling system
by selecting this checkbox when you
create the label
and then all 20 of those users are able
to apply that different label to their
documents
so that you as the administrator are
able to filter and be able to see what
everyone is working on based on that
labeling system
that you have set up so the global
labeling system is a way of everyone to
share that same label if everyone wants
to
follow that same labeling sort of
guideline that you've set up
now if you don't check the global label
that label will be specific
to the user that created it and that can
be helpful if you have your own sort of
method of
of filtering out results based on a
specific label so if you don't want
other users in the account
to be interfering with the way that
you're applying labels to your documents
if you don't want them applying that
label to their documents so that you're
going to be seeing different results
when you filter
out through the labeling system this is
a way of kind of keeping it
isolated to just yourself so if you
don't hit that checkbox it'll just be
your
own personal label so once you're done
creating that label and choosing your
your your label name a description if
you'd like and if you want to make it
global or not
you just hit the plus button and that
label is created and here it is for me
now in the
label list so when i go back to the
documents list
if i wanted to i could apply that new
label that i've created
to this document here and you can see
that i've i've now listed
three separate labels to this one single
document
now another part of uh of the labeling
system is of course filtering by labels
so that's kind of the main purpose of
you know following this labeling system
is so that you can filter out results
based on that label
that you have created and applied to
different documents so the label filter
is up here
and it gives you a list of all of the
labels that you have created in your
account
so if you want to just look at documents
that are applied that this webinar label
is applied to
if i select that webinar label that's
going to filter out everything
except for the one document that i've
applied the webinar label to
now if you if you want to get rid of
that webinar label if you say oh i don't
want that one i actually just want to
look at documents
that the demo label is applied to i can
filter out based on the demo label
and then now i'm just looking at the six
or seven documents where the demo label
is applied to
um so this is a way of keeping your
projects organized and sort of uh
drilling down into the potentially
hundreds if not thousands of documents
that you might have stored in your
equidox
in your equidox account just a way of
quickly sort of filtering out and seeing
exactly
the documents that you want to see so
the labeling
the labeling option while it is it's not
necessarily required it is something
that can be very helpful
when it comes to managing your projects
and managing different users
um who are potentially inserting you
know hundreds of documents
on a weekly basis into equidox if
everyone is adhering to a labeling
system it can be a lot easier for people
to stay organized and stay
on task okay so the next thing i want to
talk about
is groups so i'm going to go back into
the settings tab
so groups is and this is where the
labeling is the labeling tab as i
as i showed here that was that is
available to all users in the accounts
but all these other tabs are only
available to administrators
so administrators are able to set up
groups and
this is helpful if you have a large user
base so if you have
you know dozens of users in your account
or if you're
for example like a higher ed institution
where we've integrated with single
sign-on solutions
and potentially any student or any
administrator any faculty member
on that campus could log into the
equidox account
it can be very helpful to use groups to
keep your users organized
and be able to quickly assign documents
and content to those groups
and make sure that they're only really
working on content that is relevant to
them
now creating a group is very simple and
this is what we're doing here in this
group's tab is to create a new group
so if i were to create a new group i
would just call this for example
webinar group uh it might be a marketing
group it might be a specific department
uh it could be if you're here from a
higher ed organization maybe you have a
group of student users
for example or can be broken down into
individual colleges within that
university
however you want to set up the group the
group system is is totally up to you
but it can be very helpful to just keep
your users more organized
and more on task and less overlap in
what they're working on
within the documents list so if i have
the webinar
group um i can then add a description if
i need to
but then i'll hit create and now i have
the webinar group created for me over
here
and then if i navigate to the accounts
tab this is when i'm able to actually
assign
users to that specific group so if i
want to
start putting some of these users in
this account into different groups
i have this list of groups here that i
have created in my account
and i can choose which group i'd like to
assign them to
so as i start to select different users
i can apply the the group that i want
them to go into
so this is a way of of keeping those
users organized and in
in their own specific sort of siloed
department or whatever it may be
so it's pretty straightforward to just
uh add users to groups
um and just you can kind of uh you can
kind of just go down the line and if you
want to put someone in a specific group
you can uh otherwise you can leave them
leave this section blank and you don't
necessarily have to add them to a group
but it isn't there in case you need it
now since we're on the accounts tab i do
want to mention the ability to create
new accounts
and how simple that can be so if you are
an administrator of the equidox account
and you need to add new users perhaps to
hire a new set of hands
or someone else from your organization
is interested in using equidox
it's very simple to add them as a user
many of you
that are current users would have gone
through this process where you would
have set up a username and password
through the email prompts that you get
from equidox
but all you really need is their email
address for that user that you'd like to
invite
you can choose a group to add them to if
you want to and then you can choose to
make them an administrator or a standard
user
and then you hit create and then they're
prompted through an email to just set up
a password
and they will then have their own unique
login to access your equidox account
once they have registered this
registered column here
which is filled with yeses and no's this
is just going to indicate if they have
set up their password and if they have
actually received access to equidox
now these users here have not registered
for equidox they have not set up their
password
um so if that if if this were the case
if i find that these people are not
signing up and not using the tool
i might elect to delete these users i
could remove them
if i remove them then i could go and
reinvite them you know perhaps the
perhaps they missed the email um and
that that
activation link was expired if they
didn't check their email in time for
example
the activation link is good for 24 hours
i believe
um so if you need to like reinvite them
you can always delete the user
and then just reinvite them again and
then that email should be at the top of
their inbox
so another option that you have here is
to
authenticate through single sign-on
solutions so this is
more probably more important for larger
organizations that might be sharing
access keep in mind that we are a
web-based application
so if you don't have to install anything
on different computers
so if you work at a large organization
maybe you have let's just say for
example
10 concurrent licenses that means any 10
people can be logged in simultaneously
but rather than having to invite
potentially hundreds of co-workers
to your equidox account if you're the
administrator
you can integrate with a single sign-on
solution so if you can authenticate your
users
through your microsoft email addresses
your google email addresses
so that might be a much easier and
faster way for you to administer
different users
and provision accounts because if they
have the correct
domain they can log in through that
single sign-on
through that single sign-on method and
uh that will
prevent you from having to then
individually invite every single user to
the account
so if single sign-on integration is
something that you're interested in
talking about
um and setting up it's quite simple on
our end so just let us know if you'd
like to integrate
uh whether you use a google or a
microsoft login
um we can set that up for you and that
might make things a lot easier
when it comes to adding and subtracting
users and getting people into the
account
so you won't have to invite them all
manually
okay so we've talked about labels groups
and accounts
i also want to talk about some of the
collaboration features within equidox
so when you're working on documents i
find this
to be really important for project
management especially when you're
collaborating
with other users on a project or on a
document
when you are working on a document let's
just take this one for example
using the validation page
or the validation check mark is
extremely helpful
part of this process because what this
allows you to do
is when you hit this check mark it will
val it will mark the page as validated
and then that green check mark will
carry over into several different views
so if you are just for example say
sharing
work on a 300 page document
chances are you don't want to do all of
that by yourself or you're probably not
going to do all of it in a single day
unless it's like a very straightforward
type of document
um it's just a lot of pages to work
through so this validation check mark
will either remind yourself or it will
let other users know that might be
collaborating with you on that document
that this page has been completed and
you don't have to continue to make edits
and changes to it
so i find that pdf remediation is very
rhythmic so when you're working on a
document
most of the time the pages are going to
follow the same basic
layouts and guidelines or the the same
design layouts
so you kind of build a little workflow
in your brain as you're going through
and as you get to you know the 10th page
you're probably able to remediate that
10th page much quicker than you were
to remediate the first page because
you've eliminated a lot of the little
unnecessary steps
and you've figured out exactly what is
required on every page based on that
design template
however if you come across a page that
is completely unique
like an outlier to the rest of the
document you don't necessarily have to
break that rhythm that you've built up
over the previous 10 pages
you can you can skip past it just don't
mark the page as validated
you can skip past that complicated page
maybe it's an infographic and you're
going to have to spend 10 minutes
writing out alt text for it
you can skip past it and you can come
back to it at the end just
not marking it validated will be a
reminder that there's still a couple of
pages in this long document
that still need to be addressed so keep
that rhythm and just keep going with
what you can accomplish
and you can always revisit that page
after the fact
so using this validation check mark is a
great way
to just you know when you're working
together everyone knows which pages are
done which pages still need work
if you share the document with another
user they can immediately open it up
and they can navigate to exactly the
pages where they're required to work
because it's missing that check mark
so it's a very important part of the
process i find
very helpful for project management
purposes and when you save the page and
close out
even at the document document detail
page you can see the check mark here on
the thumbnail so you know that page one
is complete
and then also at the documents list
you're able to see a status bar over
here
so when you have all of the pages in the
document
finished you'll see a 100 status bar
and that is a good indicator that that
document is done and it's ready to be
exported
and distributed or posted wherever it
needs to go
so the validation check mark check box
can be very very helpful
in just project management especially
when you're collaborating with other
users
also if you just stop working for the
day and you turn your computer off
you can pick up right where you left off
the next day you know exactly where to
start even if you close your browser
because you open up that document again
and you know exactly which pages have
that check mark and which ones don't
now another important feature is the
page notes
so uh when you're working on a document
you might be able to
from a structural standpoint remediate
everything perfectly you know exactly
how to set the reading order the heading
structure all of that great stuff
however you might be working with images
where you're not sure exactly how to
describe them
you know this looks like a pretty
technical image here maybe i need to go
to the
professor or to the subject matter
expert and ask him exactly how do i
how am i supposed to describe these
images
well another thing you can do is use the
page notes tab to indicate that you are
stuck
on a specific page and indicate the
reason why
so if you use the page notes feature you
could just say something along the lines
of
need help with these images
and writing alt text
so this can be a reminder to yourself
that you need to either revisit this
page
or if you share this document with
another user a colleague who might be
more familiar with this content
they can immediately open up the
document and they know exactly which
page you're stuck on and what is the
exact issue
so it's a way of kind of keeping
everything consolidated here in equidox
just another communication tool to help
you be more efficient with your time
so you're not having to you know write
emails back and forth and explain which
document and which page
when you save the page and you close out
and look at the document detail page
uh i guess i did not save
there we go so when i close out of it i
get this little green
exclamation point on the page notes tab
in my document detail page and when i
click on this page notes tab
i can see here on page three there's
that note that i left
and then if i need to i can click on
this note
and i can come back into the document
and i can get help
or i can ask for help or that user
that's coming in to help me with it
knows exactly where i'm stuck
they can click and go directly to the
page that i'm located on and they can
quickly select these images and apply
that alt description for them now that
can be used for a variety of reasons
you know maybe you have new users that
have no idea how to handle nested lists
or they aren't sure on you know certain
features or they come across a page that
has fillable form fields
whatever it may be you can use that page
notes feature
to just communicate with other users and
collaborate and work together
all made possible because this is
web-based and you can
simply work in the same document
simultaneously
okay so one other thing i'll mention
that maybe some of you aren't familiar
that we have
as an option um is this button up here
it's kind of hidden it doesn't really
um it's not very obvious up here but
it's the equidox logo this little
triangular logo
if you click on this what this does is
it pulls up a dashboard for you
where you can see all of the activity in
your account
you're able to filter out by different
groups
and you're able to change the length of
time that you would like to look back
so if you want to look at the activity
for the past year for the past month
whatever it may be
you can choose that option here and
you'll be able to see exactly how many
documents were imported
how many documents were exported how
many documents work how many pages were
marked
validated you get some feedback down
here as to how much activity has been
going on
in your account so this might be
something that's very helpful if you are
managing a bunch of different users
you can kind of get a feel for who's
using it how often are they using it how
many how much content are they getting
through
and of course looking at individual
groups as well so you can see
uh you know is the you know is the it
groupers the marketing group are they
not doing enough do we need them to do
more
um how is everyone doing within the
account this is a dashboard here that
can present you with some data on that
so if you weren't aware that you have
this option um feel free to
start using it um you just can change
the options and
and look at a specific number of uh
period of time
or specific groups and then you have
some metrics down here that will give
you some information
about your account
okay so um one other thing i will
mention
is sharing documents as well i should
have mentioned this before
but if you are a an administrator
perhaps you've just done a
a big import you've brought in a bunch
of documents and you'd like to share
that document with different users
so essentially assigning them work if
you want to you can press the share
button up here in the upper right hand
corner
and you can share the document that you
have selected with specific users
or specific groups so you would just
choose which user and group to share
this with
and when you hit the done check check
mark there it will share that document
and when those users or the members of a
specific group
log into their account they will see
that document that you have shared with
them right at the top of their list
and that is that can be used as like an
indication that oh the administrator
wants me to work on this
document so the share feature is very
helpful
um there's like the difference between
the permissions i will remind everyone
is if you are a standard user you're
only going to see documents that you
have personally
imported or documents that were shared
with you
while the administrators which i presume
many of you are on this on this webinar
the administrators will be able to see
everything in the account so you have
like an
overarching view of exactly what's going
on in your account
you're able to see everyone's documents
all of the different users
you can assist when needed you can kind
of help people with exporting things
it's you have a lot more flexibility as
an administrator
but also you have to kind of deal with
you know potentially dozens and dozens
of documents being imported every day
um so it's um it's it's kind of the
difference between the two permissions
so just keep that in mind when you're
setting up users
do you want that user to be able to see
everything in the account or do you want
them to just be a standard user
and only see the content that they
personally import or documents that they
were they that they had shared with them
okay so i also want to mention uh one
other thing that i'm going to go into
the settings tab for
and this is not currently a
a feature that you will have on your
dashboard but it is something that is
coming
relatively soon and that is the ability
to do bulk exports of documents
so this document export button i'm
you're not going to see this when you
log
in but i just wanted to give everyone a
sneak peek of it because this is a very
cool feature
that you will find helpful but what
you're able to do here
is this document export tab you'll see a
list of documents
that are all in your account so this is
all the documents that i have in my
account here
and if i want to do a bulk export
what i can do is i can filter out based
on
a few different pieces of criteria let's
say i just want to filter out and i just
want to export the demo documents
well that will present me with a list of
the demo documents the ones that have
that label applied
and then i can do a select all where i
hit that check box
and then i can hit the export selected
documents and
then equidox will um programmatically
like go through a process where it
exports these documents individually
and so you don't have to be there like
manually watching the status bars it
will work
while you are away from your computer or
doing other tasks
on your computer so it's nice to know
that you can
kind of like do a bulk export at the end
of the day and then when you log back in
in the morning you'll have a nice csv
file with all of the urls for those new
pdfs
that can then be distributed or posted
wherever they need to go
so the bulk export feature this is just
a sneak peek of it
but this is something that is coming
soon and you are able to
you know kind of quickly export an
entire project
for example so if you've completed
everything in a specific project and
it's got 50 documents in it you can hit
export all
and it will bring all of those documents
out which is
something that has been asked about and
uh we are
we we actually use it internally at this
point um and it will be out in your
hands relatively soon
so that's just a sneak peek at that um
one other thing i'll mention that you
also might not be aware of
is the um well before i jump to that i'm
going to mention the help tab
as well so the help button down here you
might remember before it was over here
on the right hand side of the screen
but we do have a new help widget so when
you select this help
tab down here it will now pop up this uh
this help ticket system
so you can uh you cannot send us a help
and support request
and the the advantages of having this
are if you are in a document
the help and support ticket that pops up
will now stay there constantly so you
can still navigate equidox
and change which page which view you're
on um so for example grabbing the url
for that document
is very important for us so that we know
that we are supporting you
you're answering your question as it
specific specifically relates to the
document that you're referring to
previously before it would pop up in the
middle of the screen and you would
either have to close out of it
to go grab the url and then reopen it
and kind of start fresh again
so now it's down here in the right hand
corner and you can still navigate the
application
and go anywhere you'd like in the tool
and while this help and support ticket
is
is is up and running so just an example
of how you would submit a support ticket
if i just type in my name uh my email
and then you can change the priority
status depending on
sort of the urgency of it the default is
just low
but if you have something that is like
required immediate attention you can
change that that status
um then the default product category is
equidox
don't change that necessarily because
you're of course here in equidox so keep
that on equidox
and then you can choose a subject you
know perhaps it's like an issue with
tables
you could say like need table help
and then you would provide us with the
url
which is important so if you just take
the url of the document
paste it into that field there and then
provide us any description
with uh the issue that you're facing
with that table so type out any sort of
description anything that you're
experiencing this is very helpful for us
to know
exactly what the problem is and then we
can we can get back to you with an
answer
uh more rapidly you can also take
screenshots
as well so if you wanted to take a
screenshot if you're getting some sort
of strange behavior from the application
or
anything along those lines you can take
a screenshot and show us what you're
seeing
that that can be helpful and you can
also now attach up to five
files to your support ticket so maybe
it's a document that you exported
and you're you're trying to like look at
your new document and there's something
or
something about it that you're not quite
sure of well you can attach that file
and perhaps the original file to your
support ticket
and so that way we can do like a
comparison and contrast
of that new document versus the original
so this is something that you can now
accomplish through this support ticket
system and we highly encourage you to
use this
if you use this ticketing system uh it
will ensure that someone gets back to
you
uh more quickly than if you're just you
know sending off emails
because you know if you're if everything
is silo to an individual email account
you know people are on vacation or
you know things can get lost along that
way so using the help ticketing system
is a way for us to keep everything
organized and make sure that we're
tracking every single issue that's
reported to us
so we highly encourage you to use that
help ticket
okay so um we have just two minutes left
and i wanted to mention one other thing
and that's
if you're an administrator of equidox
and you feel overwhelmed with the
volume of projects and documents that
you have to work on um if you're just
not getting through content
if you just have too much content and
you need you need to meet deadlines that
are looming
well we also have you might not be aware
of this
the ability to add documents to our our
pdf remediation portal
so if you wanted to we can set you up
with this so you can reach out to your
account manager but if you'd like to use
this you're able to
send us documents for remediation um and
it works
somewhat similar to how like the
standard upload for the
uh for the equidox tool works to upload
documents to us
and then creating new project or
creating new orders rather
you can select documents that you'd like
to send to us and then we will get back
to you
uh you know like within the same day uh
with a quote
for that dot for that project based on
the complexity and the number of pages
and so on and so forth
let you know how much it will cost for
us to remediate it for you and then
we we can then take those documents that
you've submitted to us
remediate them with our team and then
send them back to you
you know send them back to you for
district distribution or posting to
whichever website you'd like
so just just so that you're aware we are
able to take your documents through this
portal tool
and uh you won't have access to it until
we set that up but if you'd like to if
you'd like to gain access to this
just to help mitigate some of the larger
uh heavier projects that you might be
stuck with
we are happy to do that so just let your
account manager know
and we can go through that setup process
and i can give you a
a crash course demo on exactly how to
use this new interface
um so this is there just in case you
need it just uh just so that everyone is
aware
um so with that said it is 2 30 and i
want to thank everyone again for
for your attendance and uh it's been
i think this is our sixth one of equidox
webinar wednesdays
um so i appreciate everyone for
attending and
if you have any questions or any
feedback for us we'd love to hear what
your thoughts are on the administration
and project management tools anything
that you would like to see we would love
to hear that feedback
so that we can sort of prioritize our
development
and and figure out better ways for us
internally to manage our own projects as
well as for you to use
while you're administering your equidox
account
so please feel free to reach out to us
at equidox sales onyxnet.com
or www.equidox.co all of our information
is on there
we're also very active on linkedin as
well so please follow us on linkedin we
have a lot of blog articles
and a lot of information there posted by
the wonderful tammy so thank you very
much everyone
and tammy i'll turn it over to you if
there's any questions
we have one question i saw mention of
how to sort by labels but i'm curious if
it is possible to do the inverse
there have been occasions where i was
looking to sort specifically by
not the label is this possible
not at this current time um but that is
something that
uh that that might be a good feature
that i can talk to the to the developers
about so that
that definitely has a valid use case for
it so
that is a perfect piece of feedback so
thank you very much for that
i'm currently not available at this time
but we will we will discuss that
internally and figure out
if we can make that happen great
that's the only question i had here dan
um we do have another webinar coming up
in january i think the topic is posted
but it is also tbd we may do
doing some slight tweaking to that topic
so you can watch your email for that and
thank you for being with us
thanks everyone
you