Video Transcript

0:02  

Good day, everyone. Thanks for joining us. I’m going to introduce myself. My name is Lisa McCoole. I’m head of operations and sales at Trina software. And my goal here today is being able to share with you the changes that have been happening behind the scenes. Not only have we been working on the new admin portal, but we are also in the process of updating our infrastructure at our primary and co-locations. I would like to hear from you if there’s anything you feel that the trainer should be doing to enhance your overall use and experience of the service. I’ve included my phone number and email address for this purpose. Today, we will be focusing on the administrative gooey, which will be released on July 20.

0:47  

In the demonstration, the new admin page provides a clean modern interface that makes important information easily accessible. The multi-edit capability will allow the administrator to make instant changes across many users, groups, and cabinets. And what we’ll be doing is addressing how you add new users, modify permissions, create new cabinets and document types and modify the existing permissions in the new view and the new GUI. I would like to introduce Gil Emery who is the manager of our technical support team. Gil joined the Treeno team back in 2016, he came to the organization with over six years of Treeno admin and user experience, which has been invaluable to Trina our customers and our partners. With that, I’d like to introduce Gil and turn over the demonstration.

1:49  

When you first log in to the new admin, you can see it has the same layout on the left side where the different sections like Manage Users, Manage Groups, Cabinets, Manage Document Types, Recycle Bin, System Preferences that contain the advance folder settings including, Global Settings, Managed Barcodes, and then Workflow as well. All these sections are organized the same way as they were in the original existing admin. The way it looks and like a way it works is a little bit different. 

2:33

We will go over manage users to start with, you can log in and then you would click Manage Users, you can see that we now have you limit the number of users you can see on the screen at any one time. I’m using my demo department so there’s only two there. But if there was a group of users, I know several of you have a lot of different usernames and your departments, you can set it up so you can just see 5, 10, 50 or all of them. These are all clickable as well. So, if you wanted to change the sort order, changes the order as well. Or you can filter out just for those that you’re looking for. So, if you’re looking for example, here, because it wouldn’t work if I had a username in there, but it would filter out and just show the users that match that filter. The new admin interface works with Chrome, Edge, and Firefox, it does not work with Internet Explorer. So if you need to make changes in the new into the admin, once we deploy this, you will need to use Chrome to do this. One of those browsers Internet Explorer is not supported. 

3:41

To add a new user, you click add new user, a pop up will appear, you would type in your username, email address, and the password. You only have to do it once this time, you don’t have to do it twice. Don’t display the password. If you check the box here for must change the password and require the user to change the password at login. But this is also where you can identify the guest user. A change in this build is the previous build limits the change guest user to a certain number of hours. I think the top was 24. But you can type in any number here. And that’s when that username’s login expires in those number of hours. So, you can expand the number of hours that a guest user expires a little bit more a little bit easier here. Once you type in the username and password, click Save. And if it’s taken, you’ll get a message down here at the bottom. Go back and recreate it again. It allows you to the cabinet you want the user to have access to just like it did before. You can click on any of the boxes the same, you can mix and match the ones you need. You can hit update and it will save it.

5:08  

You can force the user to change all their passwords. If I was to check all the usernames off in the little sprocket, you can see must change password. But choose that all users will be required to change the password the next time they log in. That was done under a separate section before and now it’s all included under the user section. 

5:37

You can assign cabin permissions from here if I check the username. If I click under the sprocket I’m always calling this the sprocket on the right side. I can choose a cabinet and permissions to the users individually. You can also choose you can also do as a group if needed.

5:56  

Now that we’ve moved the barcodes around where before for reprints user barcode, you go into the section, I believe it was managed barcodes. But if you needed to print a barcode for this user’s inbox, you have to go into the Manage Users section and then choose the user. And then print barcode. Pop Up should appear with the barcode. If you’re not an administrator, the users will still have the ability to print barcodes, they’re just not going to see all these other options here. So that feature still works, they’re just not going to see the other options. 

6:36

You can create groups under Manage Groups. It works the same way, just looks a little bit different. You can create a new group and can choose the users that belong to it. And it’s safe. Now at this point, I have created it. Now I can go in and choose the cabinets they want this group to belong to and have access to. So, I go under group permission, I click on the sprocket again, cabinet permissions to the cabinet.  If there was an organization has a lot of groups, it would appear here as well. In the same way, you can change the sorting order, you can change how many you want to display, and you can also change permissions across all groups the same way by choosing group members.

7:37 

And its cabinets look a lot different. We’re showing the indexes that are in each cabinet off the list. You can sort the same way. So, I’ll show you how we’re going to create another account payable cabinet. I’m clicking up in the upper right-hand corner add new cabinet. I call it accounts payable. Then here where I’m saying adding a row, I can quickly default and add as many indexes as I want to right off the bat, where the old version you had to save the first group, say the first few was an eight or nine and then you had to go back and start over again. With this change here, it will automatically create all the default values that you need to create a cabinet right off the bat, you don’t have to just save every time you go out of it. It’s going to create my cabinet. I want to do one invoice and add a new row. Because I forgot that it before. And when I click save. Notice I create a new cabinet. But what I wanted to show you is now I can filter for my cabinet name. if I wanted to show you just the cabinet by the name of Gil, notice I was typing it, it displayed just those that matched the search. It’s dynamic enough that it will it’ll narrow down as you search as you type the field in. I can go into the cabinet index. I’m going to play it with this one and check the box off. Off to the right side, I can edit the index list if I need to make changes or add an index. I can add dropdown values to an index and I want to use my HR Cabinet because I already did that, where before, if you had dropped down values, we had to go under System Preferences, then index drop downs and then I can choose the cabinet. And right from there, I can go select, edit index list, and click on my indexes. I can check off the ones that are a date field. I can check off the indexes that are required. And right from here I can also go and edit my index my drop-down values. So instead of having to go to another whole section, I dropped on values, I can do it right from here.

10:24  

I can delete an index. Regular expressions will work a little differently. Some of the regular expressions are forced the data to be entered in a certain format. Several people have it so the dates can be entered in a certain format or dollar amount or a certain format, for example, a phone number. We already prebuilt some of our more common ones. If I choose a whole number, for example, this is going to force only a whole number of no decimal. 

11:09  

You can change the way they appear in this cabinet as well. Individually then it comes that way. So, once you make your changes, you can hit save. You can change permissions the cabin from here. If I was to go permission to choose the users that you want to have access to the cabinet. From right from the section, you can do it globally. If I were to select all the cabinet names right here, up on the right side, I can change permissions works a little differently. This is where the group permissions are. Let’s get the user groups at the top and the users at the bottom. We’ll be making changes for the permission for all the cabinets that are selected. And here I just need to choose what if I want the group to have access or individual users. You can change more dynamically as a group of them as well. Same place here is for those that use cabinet indexing. I think I see a few people in this in this group that have it, that you come into the section you can print barcode, and this allows you to print the barcode for the cabinet, so it keeps using indexing.  The barcode will pop up here in a minute. To delete a cabinet, it works the same way. I can choose the cabinet I want to delete, choose the desk cabinet and delete. These are also clickable as you can see. I click the rows and it will bring you right into the cabinet.

13:19  

Under Manage Document Types, you can swap out as many as you want to see. In this case, we took 35 document types. I can search from here if I wanted to search for those document types that have a name in it by that by name. I typed in Gil and it quickly just shows those that have Gil in it as a document name. I want to show all of them instead of just the first five. It filters down from the 34 that were created. And once I did that, I can also notice what the list is. I can also sort the way the list gets displayed.

14:02

To edit the document type index, I would click the document type. I can edit the name here if I want to change the name of it. I can change the indexes. I can make that index on a document that requires a date field. This is also where you’re going to drop down values for the index as well or before that was done on a separate screen as well. We’re putting these all in one spot.  Notice I just clicked Add Row. And I can quickly add all the roles that I need to if I need to add multiple document types index has dropped in value. So, document type, I can do it very quickly from there. The document type will show all the drop-down values listed here, the red jack the same way so they’re an option. But if you’re using them, I need to go in and edit the drop-down values. I click the row and modify the index list. I didn’t save the drop-down values, you notice it didn’t keep extending to save it. I didn’t save it in the end. So, I’ll go back in and add a couple of just show you add. Save. Don’t forget to hit Save here at the end, you’ll just do what I just did it forgot it didn’t say dropdown values. Go back here I’ll go and modify the index just dropped on values. From here, you will also find the cabinets that belong so let’s say we want to select all the ones that have Gil and assign these to a cabinet. I just multi-selected all the cabinets and all the document types. cabinet permissions. From here, you’ll choose the cabinets that you wish to have those new ones displayed and then hit update.

16:26  

Where this comes in handy is when you’re creating something like an email document type that you’ve set up, but you want to populate have that capability across multiple cabinets. This allows you to do it once versus going into each cabinet and enabling it on the one-off so it’s trying to streamline that process. So, in this case here, this one documents up I want to enable multiple cabinets, I just select the document type. Now I can come in here and enable it multiple cabinets. Done. It’ll show the cabinets listed here. If their group permissions signed to Document Type, select the sprocket again come over to group permissions and assignment neither groups is appropriate right there that you need. And believe it is easy to add a document type as I click Add Document Type. Save. To say right off the bat right here if it has an index or if it does not have an index. It will be listed right there. If you can select a cabinet, you can choose the documents in this way. Under there, you can click permission, you can choose the users that belong to the cabinet. From there you can multi-select the cabinet the same way 

17:59  

To print, you have to go on into the managed barcodes and print any barcode area. From here, you can print the barcode for that document type that generic document type tab. For those that are not indexed, don’t have an index value and hit print barcode. There’s a standard generic document type tab, you can it will not let you print the one that has indexes on it because those words those work differently, it knows you can’t print those. And again, we are selecting one at a time to print those off, but we’re doing it at the top level. All can be selected as well, you know, it’s going to give me a message that can print those four indexes. In that case, I can only print the ones that don’t have indexes. And again, what we’re trying to see here is the ability to easily grab the information you need with a single click process versus having to go into each one individually. Under Manage Barcodes, we have the ability to print barcodes. You can print them for users or document types the same way. 

19:29

Now the key thing I wanted to point out to a new one, this is the recycle bin. We’re now displaying the approximate storage it will be saved in a recycle bin if you delete the files. So, in this case, my Recycle Bin in my test cabinet has, I can save about a gigabyte of space, just under a gigabyte of space. If I delete the files, you can still set auto clean, we have items that are there. As our administrators know nothing is deleted from Treeno unless you remove from the recycle bin. But if you enable this option, auto clean, this will automatically delete items from the recycle bin. So, if you want to keep the safety net over a period of time, or you just want to maintain your storage a little more efficiently, you can choose the period of how often you want the items to be cleared out. To restore from their cycle and the icons look a little differently. From here, this was a cabinet. If I click this, now I can drill into the cabinets a little bit better. These are cabinets, these individual folders. I want to restore that, I click Restore. Or if I want to delete it totally from the storage, I just clicked the trash can. And it removes it. A key thing that we added here was the ability to least be able to see how much storage you have in the recycle bin what you’d be able to save. And again, this was based on some great feedback from our existing partners and clients to help give visibility on to what’s being stored in those recycling bin areas.

20:54  

That pretty much covers what we want to cover today. Barcodes and workflows look a lot different. We will cover workflows in another training session. Is it a different type of display compared to what is already being used. But we’ll cover that in another session.

21:28  

So, with that being said, we’re going to turn it over to questions that you might have out there in the field that we could address for you. We did have one question on when will the product be released. The product with the admin portal will be updated on July 20 of this year. You’ll be seeing that when you log in on that Monday morning. Or that Sunday morning. If you want to get on and start playing around, it will be available to you then.

22:24  

How do you manage unprocessed barcodes? And over the managed bar codes reconcile in this case, you can filter them by ‘all.’ You’ll notice that on the right side it says scanned. In Manage Barcodes, reconcile. You can see the ones here that are scanned show that it’s been processed. The ones that don’t have anything in those, these are the ones who created as part of the training class, show that they’ve been unprocessed. You can sort by that as well. You just want to get the process started. Process ones leave here. You have the option to reconcile which would delete it from the table which would delete the bar code. From here you have the ability to sort of display everything a little bit better on the one screen.

23:40  

Are there any other questions? We’ll give it another minute or so for there is. Thanks, Kim, reach out to you, Gil. “Thanks, Gil looks great, so much easier.” So excited to hear that there’s some positive feedback coming in hoping everybody sees the clean, modern view, consolidated administrative management that’s being provided, the easy retrieval of the document types or the barcodes that need to be performed. The goal was really to make administration simpler, fewer steps. Again, we would love to have any of your feedback as you continue to use the product, whether it’s just on this upgrade or anything going forward. We’d love to help support you. Feel free to reach out to Gil or myself directly or the support organization directly. With that being said, I thank everybody for joining us hope you have a fantastic day and we look forward to seeing you on the next webinar. Take care everyone.