1. 1 1 05-05 Alerts Manager Refer to Slide 2 for instructions on how to view the full-screen slideshow.Slide 2

2. 2 2 05-05 Alerts Manager How to Use This Presentation The graphics below are designed to help you navigate through each presentation. The navigational guides require a single mouse click and are located on the left side of each slide. There is a Contents slide with hyperlinks to topics covered in each presentation that may be helpful if a review of a specific topic is desired. To view a full-screen slideshow, right click anywhere on the slide, scroll down to the line that says “Full Screen,” and left click to choose that option. To return to the original view, right click on the slide and choose “End Show” or hit the Escape key (Esc) on your keyboard. Return to the Contents Page Proceed to the next slide Return to the previous slide

3. 3 3 Overview Alert Manager Adding New Employees for Alerts Deleting Employees for Alerts Creating a Filter Filter Criteria Filtering Saving a Filter Saved Views Special Notes Sorting Updating Saved Views Deleting Saved Views Using the Alert Manager Link Summary 05-05 Alerts Manager Contents

4. 4 4 Alerts in General Prior to 05-05, TNKids alerts were directed to the users based on ownership of a client’s intake and team structure. An alert that was targeted towards a Case Manager also went to the Case Manager’s Team Leader, Team Leader Backup, and Team Coordinator. Because of the current structure of the TNKids teams throughout the state, many TNKids users were receiving alerts for actions or situations that they were unable to correct in the system. In order for the alerts in the TNKids system to become effective, each alert will now be directed only to the user that can effectively satisfy the alert. However, alerts will still be used as a management tool; therefore, Team Leaders, Team Leader Backups, and Coordinators will be able to view specific Case Managers’ alerts. Alert Manager The Alert Manager has been available to supervisory staff in the past. With this release of TNKids, all users can use the Alert Manager to organize and control alerts New features have been added to the Alert Manager. The users will now be able to view the alerts of other users if needed (for management tasks). The ability to save the filters that the user creates so that they can be reused is also possible now. 05-05 Alerts Manager Overview

5. 5 5 The alerts that are the responsibility of the user directly will now be links that will take the user to the place in TNKids where the information needs to be entered to satisfy the alert. These changes will allow alerts to become more effective for the Case Managers and more effective as a management tool for Team Leaders, Backups, and Coordinators. 05-05 Alerts Manager Overview

6. 6 6 The Alert Manager icon is located under the employee’s folder in the Common folder. Double click on the Alert Manager icon on the right side of the window. 05-05 Alerts Manager Alert Manager

7. 7 7 Selected View: If the user has never created and saved a custom filter/sort, then the only selection here will be. Once the user has created and saved custom filter/sorts, the names of those views saved, in addition to the value, will be available for selection in this drop list. View Check Box: If this box is checked, alerts for that person will display in the user’s manager list. To view/not view a person’s alerts, the user will check/uncheck the checkbox. 05-05 Alerts Manager Alert Manager

8. 8 8 Total: Total Number of Alerts for the selected person. New: Number of alerts that have been generated for or assigned to the selected person within the last 72 hours. (Remember, “new” means brand new alert or an alert that is not new to the system but has recently been assigned to the user; therefore, it is “new” to him or her. Alerts can be sorted by clicking on column headers OR by creating a custom sort. 05-05 Alerts Manager Alert Manager

9. 9 9 To Add Employees to the user’s viewing list (people whose alerts the user wishes to view), right click and select “Add Employee To List”. 05-05 Alerts Manager Adding New Employees for Alerts

10. 10 The Add Employee to List window allows the user to choose the person several different ways. One way is to use the first letter of the person’s last name. To do this, the user will choose “Alphabetically” in the Type drop- down list, choose the letter in the letter drop-down list, and then click Find. Note: When selecting persons from a list, the system will allow the user to select more than one person at a time to add. For example, if the user wanted to add everyone whose last name began with an “F” to his or her view, he or she would hold down the Shift key and click on the last person in the list to select all and then click OK. (Or the user could hold down the Ctrl key and click to select multiple persons from the list.) 05-05 Alerts Manager Adding New Employees for Alerts

11. 11 The user can also select persons from a specific region by choosing “Region” from the Type drop-down list and the region from the Region drop-down list. The user will then hit the Find button. Note: When selecting persons from a list, the system will allow the user to select more than one person at a time to add. For example, if the user wanted to add this entire region to his or her view, the user would hold down the Shift key and click on the last person in the list to select all and then click OK. (Or the user could hold down the Ctrl key and click to select multiple persons from the list.) 05-05 Alerts Manager Adding New Persons for Alerts

12. 12 The user can also select persons from a specific team to add to view his or her alerts. The user will select “By Team” from the Type drop-down list and then choose the Region, County, Team Type, and Team Leader from the drop-down lists. Note: When selecting persons from a list, the system will allow the user to select more than one person at a time to add. For example, if the user wanted to add this entire team to his or her view, the user would hold down the Shift key and click on the last person in the list to select all and then click OK. (Or the user could hold down the Ctrl key and click to select multiple persons from the list.) 05-05 Alerts Manager Adding New Persons for Alerts

13. 13 If the user wants to delete all employees from his or her view, the user should right click and select “Delete All Employees From List”. To delete only one person, the user will highlight the person’s name in the list, right click, and choose “Delete Employee From List”. Note: This will NOT delete the “owner” of the view, only the persons added to the view. Deleting Employees for Alerts 05-05 Alerts Manager

14. 14 To create a custom filter, right click and select “Filter”. 05-05 Alerts Manager Creating a Filter

15. 15 To create a filter, the user will choose the column name that he or she wishes to use as a filter. Choose the Operand from the drop- down list and choose the Column Value desired. If there is more than one criteria needed, the user will choose “And” from the Boolean Operator drop-down list and another line for criteria will appear. When finished, the user will click OK. To clear the filter, the user will click on Clear Filter in the lower left hand corner of the window. 05-05 Alerts Manager Filter Criteria

16. 16 When the system returns to the Alert Manager, the alerts have been sorted according to the custom filter. The user can continue to customize the view if needed by clicking on column headers to sort by that particular column. The user can save the view if he or she wishes to reuse it at a later time. Saving a “view” means saving not only the filter the user created, but any customization of the view he or she completed after applying the filter. 05-05 Alerts Manager Filtering

17. 17 To save the view (the filter and the custom sort), right click and select “Save View As”. 05-05 Alerts Manager Saving a Filter

18. 18 The Save As window has a View Name freeform text box. The user should name the view in this box. The name should be something that is pertinent to the view and will differentiate it from others that have been saved. 05-05 Alerts Manager Saving a Filter

19. 19 In the Alert Manager window, the user may select any of the saved views from the Selected View drop-down list. Making changes to a saved view is similar to making changes to a Word document. Once a Word document has been created and saved, when changes are made to that document the system will ask the user if he or she wants to save their changes. In the same way, when changes are made to a saved view, the user will be asked if he or she wants to save the changes. If the user chooses Yes, the changes are then saved. If the user chooses No, the view remains as it did prior to the changes. An example is shown later in the presentation. 05-05 Alerts Manager Saved Views

20. 20 When a person is selected in the list, alerts that belong to that person are BOLDED in the list of alerts. When a person is selected in the list, alerts that display in RED text are the “new” alerts for that person. Whatever view was used last will be the default view when the user closes/opens the Alert Manager window. 05-05 Alerts Manager Special Notes Other special features have been included to assist with the use of the Alert Manager, such as

21. 21 To sort any of the columns within the user’s view, he or she will click on the column header. In this screen shot, the user has clicked on the Total column header to change the sort order by total. 05-05 Alerts Manager Sorting

22. 22 When a saved view is changed and the user closes the Alert Manager, the system will ask “Do you want to save the current view to …..?” If the user chooses Yes, the original saved view will be modified and the next time it is used the persons will be sorted with highest total at the bottom. This will work the same for any change to the selected view that is made. If the user does not want to save the changes and wants to keep the view as it was when it was created, the user would choose No. 05-05 Alerts Manager Updating Saved Views

23. 23 The user may also delete any views he or she has created for which he or she has no further use. The user would right click and select “Delete Views”. 05-05 Alerts Manager Deleting Saved Views

24. 24 All the custom views the user has created will appear in this Delete Views window. The user will select the view that he or she wants to delete and click OK. Only one view can be deleted at a time. 05-05 Alerts Manager Deleting Saved Views

25. 25 When one of the alerts that the user is personally responsible for fulfilling is selected in the Alert Manager, the user can now have TNKids navigate automatically to the icon for that client where the alert can be fulfilled. The user can select the alert in the list, right click and choose Open. TNKids will open the icon for that client so that the user can satisfy the alert. 05-05 Alerts Manager Using the Alert Manager Link

26. 26 When the user chooses Open from the right click menu, the client’s icon is opened so that the user may now satisfy the alert. When this window is closed, the user is returned to the Alert Manager exactly as it was prior to opening the alert. 05-05 Alerts Manager Using the Alert Manager Link

27. 27 New features have been added to the Alert Manager: The users will now be able to view the alerts of other users if needed (for management tasks). The users will now be able to save the filters they create so that they can be reused. The alerts that are the direct responsibility of the user will now have links to take the user to the place in TNKids where the information needs to be entered to satisfy the alert. 05-05 Alerts Manager Summary The Alert Manager has been available in the past to supervisory staff. With this release of TNKids, all users will be able to utilize the Alert Manager to organize and control alerts. These changes will allow alerts to become more effective for the Case Managers and more effective as a management tool for Team Leaders, Backups, and Coordinators.