cSession Submission Field Definitions Guide

This guide defines the configuration fields available in cSession Submission within cAdmin. It is intended as a reference for implementation, QA, and client setup documentation. For each field below, you will find a short explanation of what it controls in the UI or workflow.

This guide defines the configuration fields available in cSession Submission within cAdmin. It is intended as a reference for implementation, QA, and client setup documentation.

For each field below, you will find a short explanation of what it controls in the UI or workflow.

Site settings

Top-level configuration area for global cSession Submission settings.

Session type(s) allowed

Controls which session types (e.g., Symposia) are enabled for Session Submission and appear in the Portal.

Symposia

A configured Session Type. Once allowed, it becomes available for submission in Portal.

Hide sort order for author list (ON/OFF)

Hides the sort order column/control in the author/participant list table.

Hide Session Role status for author list (ON/OFF)

Hides the Session Role status column in the author list table. (Previously labeled “SR status.”)

Summary instructions

Free-text instructions shown on the Summary page.
HTML formatting is supported if no WYSIWYG editor is present.

Summary print view instructions

Instructions shown on the printable version of the Summary page.

People Lookup Settings (Global)

Configuration group controlling global People Lookup behavior.

Hide create account link in people lookup

Hides the ability to create a new person record from the lookup screen.
Best practice for AMS/SSO to prevent duplicates.

People lookup button text

Label displayed on the People Lookup button.

People lookup caption

Short text shown near the People Lookup button.

People lookup instructions

Instructions shown above the lookup search fields. HTML supported.

Author search service URL

Enables People Lookup integration.
Example format:

https://www.abstractsonline.com/oe3/Portal/PeopleSearch/{AssociationID}/oe2format

Associations using their own SSO require CTI development support.

Author search service uses FormPost

Requires CTI development support.

Session Type Settings

Activities allowed to be added (XML)

Defines which Activity Types (e.g., Chair, Invited Speaker) can be added.

Example:

<ActivityList>
  <Activity name="Chair"><![CDATA[Chair(s)]]></Activity>
</ActivityList>

Use conditional logic in session page

Enables XML-based conditional logic within the Session edit fields (XML) configuration for the primary Session Information step. When enabled, conditions (such as field dependencies and required warnings) will evaluate properly on the first session page.

This setting applies only to the main Session Information step. Conditional logic on Additional Pages (XML) is considered advanced configuration and requires development support to function correctly.

Default session duration (minutes)

Sets the default duration value for sessions of this type.

Display scientific section

Turn ON/OFF the scientific section of the session.

Do not allow creation of new session

Prevents users from creating new sessions of this type.

Do not display edit profile link

Will be obsolete in the new cSession Submission UI; flagged for removal.

Do not display finalize button

Hides the Finalize button from the submission workflow.

Finalize button label

Custom text shown on the Finalize button.

Finalize action confirmation message

Message shown when user attempts to finalize. HTML supported.

Duration collection field

Determines how duration is collected.

Incomplete session error message for primary

Error message related to primary role completion.

Incomplete session error message for alternates

Error message related to alternate role completion.

Left hand menu color

Controls left navigation color styling.

Left hand menu extra items

Will be obsolete in the new cSession Submission UI; flagged for removal.

Left hand menu underline

Will be obsolete in the new cSession Submission UI; flagged for removal.

Limit sessions by account

Limits how many sessions a user can create.

Location of finalize button

Dropdown to control the placement of the Finalize button in the UI.

Session activity country limit

Limits country selections for activities.

Session edit fields (XML)

Defines custom fields on the Session Information page (first step). See tooltip for XML example.

Session edit instructions

Instructional text shown at top of Session Information step.

Session information link text

Label for the Session Information step in left menu.

Session label text

Generic label for “Session” in UI text.

Session rich text buttons to allow

Will be obsolete in the new cSession Submission UI; flagged for removal.

Session summary view (XML)

Customizes Summary layout. Leave blank to use default.

Session title validation (XML)

Defines title formatting and validation rules.

Example:

<TitleValidations>
  <Case>Upper</Case>
  <Bold>all</Bold>
  <Italic>none</Italic>
  <Underline>none</Underline>
  <Long>70</Long>
  <Short>30</Short>
</TitleValidations>

Submit email summary auto email

When enabled, automatically emails the session summary upon submission.
Only works if Finalize is enabled.

Summary complete / incomplete / locked / deleted instructions

Text blocks shown on Summary page depending on submission status.

Summary email subject / from / body / sent instruction text

Defines auto-email content for summary email.

Workspace create session link label

Will be obsolete in the new cSession Submission UI; flagged for removal.

Page Settings

Additional pages (XML)

Defines additional submission steps. Additional steps must be between the first session information step and the activity step(s).

Example:

<SessionAdditionalPageList>
  <AdditionalPage id="1" name="AdditionalPage1"><![CDATA[Logistics]]></AdditionalPage>
</SessionAdditionalPageList>

Invalid XML may cause submission errors.

Session additional page 1 fields (XML)

Defines fields shown on Additional Page 1.

Session file attachment (if not numbered)

Controls whether file upload appears when attachments are not ordered/numbered.

Session file attachment instructions (if not numbered)

Instruction text shown above file upload field.
Does not control upload behavior.

Activity Settings

Author list instructions

Instructions shown at top of Chair activity page.

Hide author list sort order

Hides sorting control in activity-level author list.

Hide author list presentation status

Hides Session Role status column.

Max authors per control

Maximum number of participants allowed in this activity.

Author search service

Enables People Lookup for this activity.

Author search service wildcard automatic

Requires CTI development support.

Force people lookup

Forces users to select participants from People Lookup.

Lookup suppress add condition

Requires CTI development support.

People lookup copy contact address to institution

Requires CTI development support.

Participant lookup search layout (XML)

Defines search fields shown in lookup.

Participant lookup search result layout (XML)

Defines columns shown in lookup results. Supports masking (e.g., maskType=”email”).

Author edit fields (XML)

Defines fields shown when editing a selected participant.

Best practice: First Name, Last Name, Email → Required + Not Editable.

Author custom validations

Validates that no two speakers are from same institution.

Validate author presented in last two years

Custom validation requiring dev support. Shows warning if triggered.

Associate alternate with presentation titles

Links alternates to titles.

Auto-generate campaign

Triggers campaign when session is finalized. Requires Finalize enabled.

Submitter can delete/edit authors

Allows submitter to modify participant list.

Participant edit fields (XML)

Defines participant edit form layout.

Collect disclosure using grid

Displays disclosures in grid format.

Disclosure settings

Controls disclosure UI labels and styling.

Reviewer already exists validation

When using forced lookup, warns if selected person already has a reviewer record.

Suppress add text

Will be obsolete in the new cSession Submission UI; flagged for removal.

GDPR Right to Erasure – Client How-To

This document explains how clients can fulfill a GDPR Right to Erasure (Article 17) request by anonymizing a person’s record in the system. It outlines the required steps to remove personal identifiers, clarifies which data must remain for scientific and historical purposes, and defines client and CTI responsibilities under GDPR. Use this guide when responding to a verified erasure request to ensure compliance while maintaining data integrity.

This document explains how clients can fulfill a GDPR Right to Erasure (Article 17) request by anonymizing a person’s record in the system. It outlines the required steps to remove personal identifiers, clarifies which data must remain for scientific and historical purposes, and defines client and CTI responsibilities under GDPR. Use this guide when responding to a verified erasure request to ensure compliance while maintaining data integrity.

GDPR Right to Erasure Client How-To v1.0 Jan2026 Download

Abstract Review Assignment Tool — Quick Guide

We’ve made it simple and fast to assign reviewers in bulk by matching reviewers with submissions using control numbers.

We’ve made it simple and fast to assign reviewers in bulk by matching reviewers with submissions using control numbers.

Key Takeaways

• Match Reviewer ControlNumbers directly to Submission ControlNumbers
• Assign reviewers in bulk using an Excel or CSV file
• Built-in checks catch issues before assignments are finalized
• The current maximum is 500 assignments per template

How to Assign Reviewers

1. Go to the Reviewers dashboard: Click Import Reviewer Assignments (upper right).
2. Download the template: Click XLS Template for Reviewer Assignment Data.
3. Get control numbers
• Export Reviewer ControlNumbers from the Reviewers dashboard or Report builder
• Export Submission ControlNumbers from the Submissions dashboard or Report builder
4. Fill the template: Enter one assignment per row by matching a Reviewer ControlNumber to a Submission ControlNumber. Save the file.
5. Upload and confirm: Upload the file, review any flagged issues, then click Verify Data and Confirm.

Want a quick walkthrough?

For a more in-depth look, check out our 3-minute Feature of the Week training in Trainual to see how the Abstract Review Assignment Tool works end to end.

👉 Watch the video here

Presentation Management Setup Manual

CTI’s Presentation Management process provides a standardized, secure workflow for handling presenter presentations from upload through onsite delivery. Presenters and staff should follow the steps outlined in the Presentation Management Setup Manual to ensure presentations are properly uploaded, reviewed, and available in session rooms.

This manual outlines CTI Presentation Management setup and workflows, including hardware and network requirements, presenter upload, cAdmin access to media files, onsite session room login, staff workflows, and the presentation UI. Follow this guide to ensure a smooth event experience:

CTI Presentation Management_Setup_Manual_Dec2025 Download

1. cAttendee Search Setup – cAdmin Cheat Sheet

The cAttendee Search Setup – cAdmin Cheat Sheet provides a fast, one-page overview of the most common query formats used to build session, presentation, ePoster, and CED-based search pages.

The cAttendee Search Setup – cAdmin Cheat Sheet provides a fast, one-page overview of the most common query formats used to build session, presentation, ePoster, and CED-based search pages. It includes ready-to-copy Search Term and Path examples, plus quick rules for exact matching and how to structure reliable queries.

The guide also covers where to access cAttendee settings, how to index fields, and how to manage attendee-facing filters. It’s designed to help planners quickly configure or troubleshoot cAttendee search pages.

Download the PDF below, and if you prefer a walkthrough, watch the Feature of the Week training video here: Trainual Video

cAttendee-Search-Setup—cAdmin-Cheat-Sheet-v1.1-2025 Download

cAttendee Access Contract Alignment

We’ve enhanced cAttendee access rules to better protect meeting data and ensure compliance with contractual timelines.

Key Update

cAttendee access to program data is now automatically blocked when any of the following conditions are met:

• The meeting is archived because its Status field is set to Inactive (configured in Settings → Meeting info → Overview → Standard fields).
• The contract dates fall outside the permitted access window (configured in Settings → Meeting Info → Overview → Standard fields) and have expired.
• The virtual meeting start and end dates have expired (configured in Settings → Meeting Info → Overview → Meeting instances / editions).

cAPI Enhancement: Update Extra Data Fields

Discover how the expanded cAPI now supports updating Extra Data fields to streamline your workflows.

We’ve expanded the cAPI to give you greater flexibility in managing your data.

You can now update Extra Data fields for:
• Sessions — see “Sessions Data Management via CTI API“
• Presentations — see “Presentation Data Management via CTI API“
• Persons — see “Person Management via CTI API“

These fields were previously unavailable for updates and are now fully supported to better accommodate your workflows and integrations.

Full details and examples are available in the Knowledge Base under the “cAPIs” category.

Portal Presentation Upload Configuration

This guide explains how to configure the Portal Presentation Settings section, with step-by-step instructions for setting up the Listing Template. The Listing template controls which session and presentation details display in the Portal, ensuring presenters, co-authors, and organizers see the right information.

This guide explains how to configure the Portal Presentation Settings section, with step-by-step instructions for setting up the Listing template. The Listing template controls which session and presentation details display in the Portal, ensuring presenters, co-authors, and organizers see the right information.

Available Listing Template Fields

The following placeholders can be used in your Listing template to display session, presentation, and author details.

Session and Presentation Information

• Session # and Title – $$SessionNumber$$ – $$SessionTitle$$
• Session Date – $$SessionDate$$
• Session Start – Session End Time – $$SessionStart$$ – $$SessionEnd$$
• Session Location – $$SessionLocation$$
• Session Role Start & End Times – $$SessionRoleStart$$ – $$SessionRoleEnd$$
• Presentation Duration – $$PresentationDuration$$
• Presentation Number – $$PresentationNumber$$
• Poster Board Number – $$PosterboardNumber$$

Author and Submission Information

• Control-level Topic1 – $$ControlTopic$$
• Author Block – $$PresentationBlock$$
• Disclosure Block – $$DislcosureBlock$$
• Primary Author Name – $$PresentingAuthor$$
• Submission Topic – (custom field, if configured)

Standard System Fields

• $$ControlNumber$$
• $$FullControlNumber$$
• $$PublishingTitle$$
• $$CompleteStatus$$
• $$ProgramStatus$$
• $$ActivityName$$
• $$SessionID$$
• $$SessionRoleStatus$$

Configuring Listing Template Portal Fields

Step 1: Access cPortal Settings

1. Navigate to Settings → Workflow Applications → cPortal.
2. Select the tab you wish to configure (e.g., Presentations).

Step 2: Edit the Listing Template

Locate the Listing template editor. Here, you’ll define what displays in the Portal.

Header Example:

<header>#$$SessionNumber$$ - $$SessionTitle$$</header>

Fields Examples:

<property>
  <propertyTitle>Session Date: </propertyTitle>
  <propertyValue>$$SessionDate$$</propertyValue>
</property>

<property>
  <propertyTitle>Location: </propertyTitle>
  <propertyValue>$$SessionLocation$$</propertyValue>
</property>

<property>
  <propertyTitle>Session Start/End: </propertyTitle>
  <propertyValue>$$SessionStart$$ - $$SessionEnd$$</propertyValue>
</property>

Best Practices

• Keep labels concise – “Presenter Name” is better than “Name of the Individual Presenting.”
• Use key identifiers like Session Number, Session Title, and Presenter Name so users can quickly confirm their details.
• Preview often – refresh the Portal after saving changes to confirm that fields are displaying correctly.
• Group logically – keep session-level fields (like Session Date/Location) together, and presenter-level fields (like Presenter Name, Poster Board Number) grouped beneath.

Full Example Listing Template

Here’s a complete example you can paste into the Listing template field to display some of the most common session and presentation details in the Portal:

<header>Session #$$SessionNumber$$ - $$SessionTitle$$</header>
<property><propertyTitle>Presenter Name: </propertyTitle><propertyValue>$$PresentingAuthor$$</propertyValue></property>
<property><propertyTitle>Session Date: </propertyTitle><propertyValue>$$SessionDate$$</propertyValue></property>
<property><propertyTitle>Session Start & End Time: </propertyTitle><propertyValue>$$SessionStart$$ - $$SessionEnd$$</propertyValue></property>
<property><propertyTitle>Location:</propertyTitle><propertyValue>$$SessionLocation$$</propertyValue></property>
<property><propertyTitle>Session Role Start & End: </propertyTitle><propertyValue>$$SessionRoleStart$$ - $$SessionRoleEnd$$</propertyValue></property>
<property><propertyTitle>Role Duration: </propertyTitle><propertyValue>$$PresentationDuration$$</propertyValue>  mins</property>
<property><propertyTitle>Presentation Number: </propertyTitle><propertyValue>$$PresentationNumber$$</propertyValue> </property>
<property><propertyTitle>Poster Board Number: </propertyTitle><propertyValue>$$PosterboardNumber$$</propertyValue> </property>
<property><propertyTitle>Submission Topic: </propertyTitle><propertyValue>$$ControlTopic$$</propertyValue> </property>

Exporting Uploaded Presentation Files to Amazon S3 with the Generic S3 Vendor

You can configure MediaPublish in cOASIS to automatically send uploaded files and converted assets (video, audio, PDFs, etc.) to your own S3 bucket.

You can configure MediaPublish in cOASIS to automatically send uploaded files and converted assets (video, audio, PDFs, etc.) to your own S3 bucket.

Steps

1. Go to cAdmin → Settings → Vendors.
2. Find MediaPublish and click SET.
3. Select Generic S3 as the vendor type.
4. Enter your S3 bucket details (bucket name, key, secret, region, and optional target folder).
5. Define a Filename Pattern using tokens (e.g., {Presentation.PresentationId}_{Filename}).
6. Choose which media items to publish (video, audio, PDF, etc.).
7. Save the configuration and test with a sample presentation.

👉 For detailed configuration fields, filename token examples, IAM policy setup, and troubleshooting, see the full guide:

Configuring Generic S3 Publish Vendor for MediaPublish in cAdmin_v1.0 Download

AI Bot Configuration & Styling Guide for cAttendee – Documentation

The cAttendee AI chatbot provides meeting-specific assistance directly inside your event site, helping attendees quickly find information. This guide is designed for site admins, front-end developers, and QA teams, and covers everything you need to enable, configure, and style the chatbot.

The cAttendee AI chatbot provides meeting-specific assistance directly inside your event site, helping attendees quickly find information. This guide is designed for site admins, front-end developers, and QA teams, and covers everything you need to enable, configure, and style the chatbot.

What’s inside:
• Enabling the chatbot and connecting to your AI vendor
• Default chat behaviors and attendee experience
• UI text, button placement, and window position controls
• Full styling customization via Custom CSS (button, chat window, fonts, colors, spacing, messages, loader, and error states)
• Accessibility considerations, analytics tracking, and QA checklists

Key takeaways:
• All visual elements are fully customizable for seamless event branding.
• Links in AI responses open in new tabs and are tracked with Google Analytics.
• Chat history is cleared when closed (not persistent).

👉 AI Bot Configuration & Styling Guide for cAttendee – Documentation 09.24.25 Download

Optional cAttendee Merge Fields

Merge Fields allow an admin to reference different meeting fields to customize the attendee experience.
Sometimes you may want to display merge fields that don’t apply to every session. For example, some sessions include credits while others do not. In these cases, you can use optional merge fields, found under:
Settings → Virtual/Hybrid Meeting Applications → cAttendee → Session or Presentation details

How-To (copy & paste)

Use this format for sessions:

{fld:Session.fieldname pre:Label_here post:}

Example with Credit:

{fld:Session.Credit pre:Credit:_ post:}

How It Works

• If the merge field has content → it appears with the label.
• If the merge field is blank → nothing shows.

This keeps the session or presentation details page clean and only shows relevant, non-empty fields to attendees.

Introducing the cOASIS Community

We’re excited to announce the launch of the CTI Community Forum, a new space for cAdmin users to connect, share knowledge, and collaborate with peers. The forum officially went live on September 10th, and we’d love for you to join the conversation!

We’re excited to announce the launch of the cOASIS Community, a new space for cAdmin users to connect, share knowledge, and collaborate with peers. The community officially went live on September 10th, and we’d love for you to join the conversation!

🚀 Why We Built the cOASIS Community

We believe the best ideas come from collaboration. The cOASIS Community gives you a dedicated space to:
• Collaborate with other cAdmin users to solve challenges together.
• Share Best Practices to help each other get the most out of cOASIS.
• Ask Questions and get answers from both the CTI team and your peers.
• Build Your Network with fellow professionals in the CTI ecosystem.

This is your place to learn, connect, and shape the future of cOASIS.

🔑 How to Access the cOASIS Community

Getting started is quick and easy:
1. Go to https://www.abstractsonline.com/cadmin/
2. Click on the “Community” button at the top-right to access with your cAdmin credentials.

Once inside, head to the Getting Started section to explore helpful resources.

💬 How You Can Participate

Your voice is what makes this community thrive! Here are a few ways to get involved:
• Start a discussion or join existing conversations.
• Share your tips and strategies to help others maximize the value of cOASIS.
• Ask questions and learn from other users’ experiences.
• Connect and collaborate with peers across the CTI network.

🗣️ We Value Your Feedback

This community is built for you, and your input helps us improve. After you’ve had a chance to explore:
• What do you like so far?
• What could be improved?
• What conversations, topics, or resources would be most valuable to you?

If you run into any issues or have suggestions, please don’t hesitate to reach out to the CTI team.

Add and Invite Speakers to a Campaign

📄 Download the how-to PDF:

AddandInviteSpeakerstoaCampaign_09.05.2025 Download

Import Account Data and Assign PresenterRole

📄 Download the how-to PDF:

ImportAccountDataandAssignPresenterRole_09.05.2025 Download

Add or Edit an Author on Abstracts Online

📄 Download the how-to PDF:

HowtoAddorEditanAuthoronAbstractsOnline_09.05.2025 Download

Create an Invited Role

📄 Download the how-to PDF:

CreatinganInvitedRole_09.05.2025 Download

How to Add CED (Control Extra) Fields to cAdmin

📄 Download the how-to PDF:

HowtoAddCEDFieldstocAdmin_09.05.2025 Download

File Attachment Step: Configuring in cAdmin

The File Attachment step allows submitters to upload files as part of their abstract submission. This guide walks you through enabling, configuring, testing, and reporting on this step.

The File Attachment step allows submitters to upload files as part of their abstract submission. This guide walks you through enabling, configuring, testing, and reporting on this step.

More Information

For a step-by-step video walkthrough, visit the Trainual guide

Accessing the File Attachment Step

Navigate in cAdmin:
1. Hover over Submissions in the top menu.
2. Click Activities.
3. Select the desired activity and click View Detail.
4. Go to the Steps tab.
5. Adjust the Order number to place the step correctly.
6. Set Usage to Submission Step so it appears in the Portal.
7. Click the Edit icon to configure.

Full XML Example

<Step stepID="FileAttachment" isRequired="true" template="FileAttachment">
  <DisplayName>File Attachment</DisplayName>
  <InstructionList>
    <StepHelp style="InstructionText generic_intro"/>
    <FileListInstruction style="InstructionText">
      Please enter a short description and select a file type from the drop down box below and upload your file.
    </FileListInstruction>
    <AddFileInstruction style="InstructionText">
      Please enter a short description and select a file type from the drop down box below and upload your file.
    </AddFileInstruction>
    <DeleteWarning style="WarningText">
      You are about to delete this file from cOASIS. There is no way to recover this file once you have removed it from the system. Are you sure you wish to delete this file?
    </DeleteWarning>
  </InstructionList>
  <StepOptions minCount="0" maxCount="1" maxSizeLimit="5242880">
    <AllowedFileTypes>
      <FileType display="MS-WORD">application/msword</FileType>
      <FileType display="PDF">application/PDF</FileType>
    </AllowedFileTypes>
  </StepOptions>
  <FilesList>
    <DisplayCaption>The Files you have uploaded:</DisplayCaption>
    <DisplayItem>
      <DisplayLabel>File Caption</DisplayLabel>
      <Field>FileCaption</Field>
    </DisplayItem>
    <DisplayItem>
      <DisplayLabel>File Type</DisplayLabel>
      <Field>FileType</Field>
    </DisplayItem>
    <DisplayItem>
      <DisplayLabel>Size (in bytes)</DisplayLabel>
      <Field>FileSize</Field>
    </DisplayItem>
    <DisplayItem>
      <DisplayLabel>Mapped Name</DisplayLabel>
      <Field>MappedFileName</Field>
    </DisplayItem>
  </FilesList>
</Step>

Page Instructions

• Use the File attachment dialog display label to guide submitters.
• Example: Please enter the full path name of your file (e.g., C:\MyFiles\MyFile.doc):
• Allow video submission should remain OFF for abstracts.

XML Configuration

Most customization happens in the File attachment XML.
Key parameters:
• minCount="0" → minimum number of files required.
• maxCount="1" → maximum files allowed (change if needed).
• maxSizeLimit="5242880" → file size limit in bytes (5 MB). We recommend no larger than 31457280 bytes (30 MB).

Allowed File Types Example:

<AllowedFileTypes>
  <FileType display="MS-WORD">application/msword</FileType>
  <FileType display="PDF">application/PDF</FileType>
</AllowedFileTypes>

Reporting on File Attachments

Once submissions are in progress, you may need to track and review the files that submitters have uploaded. The File Attachments report in cAdmin makes it easy to view, filter, and export this information.

1. In cAdmin, hover over Reports.
2. Click File attachments.
3. Select Generate Report to create the most up-to-date report of all uploaded files.
4. The system will send the report to your cOASIS email address on record.
5. When downloading file attachments to your computer, note that the Name field corresponds to the control number (e.g., “a34”), making it easier to match files back to the correct abstract.

Filtering Options

You can refine the File Attachment report to focus only on the data you need. Available filters include:

• Activities → review submissions within a specific activity.
• Topics → narrow results to a particular subject area.
• Control statuses → isolate by control status.
• Program statuses → filter by program status.

These filtering tools allow you to generate targeted reports, ensuring you only see the attachments most relevant to your administrative needs.

Setting Up Itineraries in cAttendee with Calendar View (BETA)

We’ve introduced an optional new way to enhance your attendee experience: native itinerary functionality within cAttendee, CTI’s all-in-one virtual meeting platform. If you already use the Program Planner for itineraries, don’t worry—you can continue using it just as before. This new integration simply offers an additional method to manage and deliver itineraries, especially for virtual and hybrid meetings.

We’ve introduced an optional new way to enhance your attendee experience: native itinerary functionality within cAttendee, CTI’s all-in-one virtual meeting platform. If you already use the Program Planner for itineraries, don’t worry—you can continue using it just as before. This new integration simply offers an additional method to manage and deliver itineraries, especially for virtual and hybrid meetings.

🌐 What’s New: cAttendee as an Itinerary Hub

With this update, cAttendee can now serve as a full-featured itinerary planner alongside its existing content delivery capabilities. This means:

• Attendees can explore sessions, add them to a personalized itinerary, and watch live or on-demand content—all within cAttendee.
• The interface is clean, searchable, customizable, and optimized for branding and hybrid experiences.

✅ You can still use Program Planner as your itinerary tool. This is just a new, optional enhancement for teams using cAttendee.

🚀 Benefits of the New Setup (If You Choose to Use It)

Unified Experience for Attendees

Attendees enjoy a one-stop-shop experience:
• Browse sessions using advanced search and filters.
• Build a custom schedule.
• Navigate content and their schedule from one central hub.

Simpler Workflow for Organizers

If you choose to move itinerary planning into cAttendee:
• You only need to configure one site.
• It reduces setup complexity and improves consistency.
• It streamlines updates and reduces maintenance.

⚙️ How to Enable the New Itinerary in cAttendee (Optional)

This guide walks you through configuring the cAttendee Itinerary feature from the cAdmin dashboard.

How to Access the Settings

Hover over cAdmin Settings, navigate to Virtual / hybrid meeting applications, click on cAttendee, and then go to the Itinerary tab.

Customize the cAttendee Itinerary

These settings control how attendees interact with the itinerary:

Setting	Value	Description
Enable itinerary support	ON	Enables the itinerary feature. Turning it off removes the feature from cAttendee.
Add to itinerary label	Add to itinerary	Text shown on buttons to add items to a user’s itinerary.
Remove from itinerary label	Remove from itinerary	Text shown on buttons to remove items from a user’s itinerary.
Enable itinerary links on search results	ON	Displays add/remove buttons in session search results (currently only available in session details view; expansion to list and calendar views is in progress).
Enable itinerary links on header	ON	Displays add/remove buttons within “View session”.
My itinerary label	My itinerary	Label for both the itinerary dropdown item and page title. Customizable.
Enable calendar view	ON	Allows users to view their itinerary in a calendar format.
Option links	Add	Adds clickable text and links on the right side of the itinerary for users to visit external websites (can be added or deleted; editing requires clicking into each field in the list).
Hide itinerary support for ticketed sessions	ON	Copy and paste the text: <div class=”ticketed_”></div> to the session description using the Source button. Adding this at the end and clicking Save keeps the text hidden from the attendee’s view, while still preventing it from being added to an itinerary.

➕ (Optional) Enable Calendar View Functionality

Change the itinerary layout from the default list view to a calendar view, giving attendees a visual schedule of their sessions.

To enable:
1. Navigate to cAdmin > Settings > Virtual / hybrid meeting applications > cAttendee > Itinerary tab.
2. Toggle Enable calendar view to ON.

When enabled, attendees’ sessions appear in a calendar-style format, making it easier to visualize time blocks and avoid conflicts.

➕ (Optional) Configure Option Links

Admins can add custom links to the right side of the itinerary page. These links can point to external websites, resources, or meeting tools.

Configuration fields include:
• Label – The text displayed for the option link.
• Link – The destination URL for the option.
• Choose icon – Select an icon to display alongside the link. Available icons:
Arrow up, Arrow down, Bullet point, Minus sign, Plus sign, Check mark, Info icon.
• Open in – Choose whether the link opens in a New window or the Same window.

📝 Note: Links can currently be added or deleted, but not “edited” in place. To adjust, click into each field directly. Future improvements will make icons and “Open in” selections dropdowns across all contexts.

🧭 Tip: Use Option Links for things like “Join Help Desk,” “Visit Event Website,” or “View CME Information.”

➕ (Optional) Enable cAttendee CME Credit Cart Functionality

To integrate Continuing Medical Education (CME) credits in cAttendee:
1. Hover over cAdmin Settings.
2. Navigate to Virtual / Hybrid Meeting Applications.
3. Click on cCME.

You’ll find three familiar tabs: Attendance/Credits, Certificates, and Surveys.
These are copied from the Program Planner configuration (located under Virtual / Hybrid Meeting Applications → cPlanner), and their settings function exactly the same.

🧭 Quick Guide:
• To enable CME for the cAttendee itinerary:
Go to Settings → Virtual / Hybrid Meeting Applications → cCME
• To continue using the traditional Program Planner setup:
Go to Settings → Virtual / Hybrid Meeting Applications → cPlanner

📝 Note:
The “Credit Cart” option in cAttendee (visible under the attendee’s name in the upper-right corner) will appear or be hidden based on the “Enable credit support” toggle in the cCME configuration:
• When ON: the Credit Cart is visible to users.
• When OFF: the Credit Cart will not appear under the attendee’s name.

🧭 Choose What Works for You

You’re in control. This update offers a new, streamlined option to consolidate itinerary planning and content delivery within cAttendee. However, the existing Program Planner itinerary tool remains fully supported and unchanged.

Customizing the Score Report for Portal Reviewers & cAdmin Administrators in cReview

This article explains how to customize the Score Report for both Portal reviewers and cAdmin administrators in cReview. You can control which fields are displayed in each view, and whether or not sensitive data (like author information) is visible. You’ll also learn how to enable the Score Report menu and assign access based on activity.

This article explains how to customize the Score Report for both Portal reviewers and cAdmin administrators in cReview. You can control which fields are displayed in each view, and whether or not sensitive data (like author information) is visible. You’ll also learn how to enable the Score Report menu and assign access based on activity.

🧭 Overview

The Score Report is a tool found under the Reviewers tab in both the Portal and cAdmin. It displays:

• Reviewer counts
• Average scores
• Standard deviation
• Flags (e.g., “Newsworthy”, “Do Not Publish”)
• CED (Control Extra Data) fields tied to each submission

Scores of -1 and -2 are excluded from calculations automatically.

✅ Step 1: Enable Score Report in the Portal Menu

Before customizing anything, make sure the Score Report tab is visible in the Portal.

1. In cAdmin, go to: Settings > Workflow Applications > cReview
2. Click the Site Settings tab.
3. Find the Left-side menu card.
4. Toggle “Display score report on left-side menu” to ON.

🛠️ Step 2: Configure the Score Report Format

Go to: Configuration > Site Configuration in cAdmin

Choose the appropriate tab:
• Use the Review tab for Portal users
• Use the Admin tab for cAdmin administrators

Then click Add New Configuration.

In the Option Name, enter: ScoreReportFormat
• (no spaces, case-sensitive)

📄 Sample XML Template

Below is a sample XML you can copy and paste into the Option Value field:

xmlCopyEdit<Configuration id="ScoreReport">

   <DisplayItem>
    <DisplayLabel><![CDATA[Control#]]></DisplayLabel>
    <Field>ControlNumber</Field>
   </DisplayItem>

   <DisplayItem>
    <DisplayLabel><![CDATA[Title]]></DisplayLabel>
    <Field>PublishingTitle</Field>
   </DisplayItem>
   
   <DisplayItem>
    <DisplayLabel><![CDATA[Primary Author Name]]></DisplayLabel>
    <Field>AuthorBlock</Field>
   </DisplayItem>

   <DisplayItem>
    <DisplayLabel><![CDATA[Track]]></DisplayLabel>
    <Field>[Topic1]</Field>
   </DisplayItem>

   <Reviewers></Reviewers>

   <DisplayItem>
    <DisplayLabel><![CDATA[# of Scores]]></DisplayLabel>
    <Field>ReviewScoreCount</Field>
   </DisplayItem>

   <DisplayItem>
    <DisplayLabel><![CDATA[Avg.Score]]></DisplayLabel>
    <Field>AverageScore</Field>
   </DisplayItem>

   <DisplayItem>
    <DisplayLabel><![CDATA[Std.Dev]]></DisplayLabel>
    <Field>StandardDeviation</Field>
   </DisplayItem>

   <DisplayItem>
    <DisplayLabel><![CDATA[Newsworthy]]></DisplayLabel>
    <Field>Flag1</Field>
   </DisplayItem>

</Configuration>

📌 Notes:

• Fields appear left to right on screen, based on their top-to-bottom order in the XML.
• You can add or remove <DisplayItem> blocks depending on what you want to show.
• For Portal reviewers, sensitive fields are often removed, such as AuthorBlock.

🔒 Step 3: Assign Activities (Portal Only)

This step is required only for reviewers in the Portal.

You must create a second configuration that lists which review activities are allowed to see the Score Report.

Add a New Configuration:

• Option Name: AllowScoreReport
• Option Value:
A comma-separated list of activity names with no spaces
Example: Reviewer,Video Reviewers,Late-Breaking Reviewers

If you don’t include the activity name, the Score Report will not appear for that group — even if everything else is configured properly.

👩‍💼 Admin Configuration Notes

For administrators, no “AllowScoreReport” setting is needed.
As long as a ScoreReportFormat configuration is present under the Admin tab, that version will appear in cAdmin > Reviewers > Score Report.

Admins typically include additional internal fields, like:

• AuthorBlock
• PrimaryAuthorName

🔍 Testing

Once configured:
• Log in as a reviewer in the Portal. Open a submission, click Score Report, and verify the correct fields appear.
• Then log in to cAdmin as an admin and open Reviewers > Score Report to check the admin version.

💡 Tips

• Always click SAVE CONFIGURATION in the top-right corner after editing or changes won’t be applied.
• Use the Knowledge Base article list to look up available CED fields and how to reference them in the XML.

cSlide Library: Setup & Usage Guide

📌 Summary

The cSlide Library enables your organization to build a centralized, searchable hub of online resources. It supports both free and paid access models, custom branding, and flexible content access controls.

🔄 New Feature: The library now integrates with CTI’s cAdmin platform, allowing you to automatically publish sessions, presentations, abstracts, and media items from cAdmin with a simple Association ID sync—keeping your content up to date with minimal effort.

✨ Key Features

📦 cAdmin Content Integration (NEW)
Sync content directly from cAdmin into the library, including sessions, abstracts, presentations, and media. You can configure this to happen once or automatically on a daily basis.

🔍 Improved Accessibility & Discoverability
Dynamically search across all archived and tagged content, regardless of event year or location.

🎨 Brand-Aligned Customization
Align the library’s look and feel with your organization’s visual identity and design standards.

📁 Diverse Content Support
Highlight more than just presentations—include white papers, infographics, association publications, sponsor materials, and executive summaries.

🔐 Access Control & Monetization
• Set access codes or login types to manage who can access which content.
• Apply payment terms to specific content.
• Accept payments via credit card and PayPal—directly within the library interface.

📊 Administrative Management
Use the admin dashboard to configure content parameters, monitor viewing and purchasing activity, and manage content availability.

🧭 Library Overview Screen

Accessing the Overview

Click the Library Management section to open the Libraries Overview Screen. Here you can:
• View and manage existing libraries
• Create a new digital content library

Searching for a Library

Use the search field at the top to:
• Search by part of a library’s title
• Use the filter dropdown to include inactive libraries

Use the Clear/Delete Library dropdown to filter libraries:
• Flagged for deletion
• Set to clear database only

To preview a library as a user, simply click its name in the search results.
To manage content or settings, click Edit or Settings.

➕ Creating a New Library

Follow these steps to create a new digital content library:

1. Click the New Library button.
2. In the popup window, complete the following fields:
• Organization: Select an organization from the dropdown list.
• Library Short Name: This will appear in the library’s URL. Use lowercase letters and avoid spaces or special characters.
• Title: Enter the full display name of the library. Spaces and special characters are allowed.
• Active Checkbox: Leave this checked if the library should be immediately accessible. Uncheck if the library is still in preparation or should not yet be public.

🆕 🔗 CTI cAdmin Platform Integration (New Feature)

To enable automatic import of all cOASIS content—including sessions, presentations, abstracts, and media items—into your Library, configure the following two settings:

1. Set Association ID in cSlide

• Navigate to Libraries within cSlide
• Click the wrench icon (⚙️) next to the target library
• Click the SETUP button
• Scroll to the new section titled CTI cAdmin Platform Integration

Enter the Association ID:
• Go to cAdmin → Settings → Associations
• Copy the Association ID for the target association
• Paste this ID into the Association ID field in cSlide setup

🟢 This connects the library to the corresponding cAdmin organization, enabling content sync.

2. Sync Event Content

In cSlide, go to:
Setup → Content → Event/Meetings → Add Meeting/Event
• From the dropdown, select the event/meeting associated with the cAdmin Association

Choose a sync mode:
• Single Sync – Imports content once
• Permanent Sync – Automatically syncs daily to keep content current

⚠️ Ensure the correct sync mode is selected based on whether the content is static or updated regularly.

💼 🔗 Connecting to cReg: Package Setup

To collect registration fees and control content access based on user membership type, you can create packages that integrate directly with the cReg system.

Creating a Package

1. In cSlide, navigate to:
Setup → Content → Packages → Add Package

2. Complete the form:
• Select Event: Choose the relevant event linked to the cAdmin Association.
• Choose Sessions & Presentations: Select the specific content to include in the package.

3. Define:
• Pricing rules
• Target member types
• Access limitations or purchase requirements

✅ This ensures content is properly segmented and monetized, with access granted only to the appropriate registrants via cReg.

✅ Next Steps

With your library set up and integrated:
• Upload additional content or sync from cAdmin
• Apply branding and configure access levels
• Create cReg packages for monetization and membership filtering
• Use the admin tools to monitor engagement and update settings over time

Training Resources

Learn cOASIS: Weekly, Live & On-Demand

🔹 Feature of the Week (Self-Paced)
Start with the Feature of the Week on Trainual—a quick, weekly learning series updated every Friday. Each lesson features a short video on a key cOASIS feature (new or existing), paired with a knowledge check and a training guide.
Great for:
• Focused, self-paced learning
• Video walkthroughs with supporting guides
• Weekly refreshers to stay sharp

🔹 New: cOASIS Community
Join the new cOASIS Community to connect with other cAdmin users, share best practices, ask questions, and collaborate directly with peers and the CTI team. Access it via your cAdmin account by clicking the Community button in the top-right corner.

🔹 More Courses Available
Looking for more in-depth training? Trainual also offers full courses that walk through each Exhibit D contract module, with step-by-step guidance for both everyday and advanced user tasks.

🔹 Live Training Recordings
Catch up anytime with the Live Training Recordings Library—a growing collection of past sessions.

🔹 Upcoming Live Sessions
Zoom links for upcoming live trainings are listed below.

Topic	Date	Description	Link (Zoom)
Importing via cAdmin I	4/10/2026	Various import tools for accounts, sessions, controls, etc. with staff permissions.	https://ctitech.click/meatkeu
Importing via cAdmin II	4/17/2026	Continuation of import tools for accounts, sessions, controls, with staff permissions.	https://ctitech.click/q4uwggw
Campaigns I	4/24/2026	Defining/explaining the constituent elements/structure of a campaign in cAdmin.	https://ctitech.click/8fa06bc
Campaigns II	5/1/2026	Building a new multi-action campaign, with steps, in cAdmin.	https://ctitech.click/1b0ywdz
Campaigns II	5/8/2026	Continuing to build a new multi-action campaign, with steps, in cAdmin.	https://ctitech.click/u2dvaje
Campaigns IV	5/15/2026	Assigning, sending, monitoring, resending, etc. for campaigns in cAdmin.	https://ctitech.click/jrrmzuo

All scheduled occurrences are Fridays: 10-10:30 AM (Central).

🔐 Note: To access any Trainual content, you must first accept your invite and create a password. If you haven’t received your invite, please contact Evan Eisenmann, CTI Instructional Designer, at e.eisenmann@ctimeetingtech.com.

Configure Multi-criteria Scoring in Abstract Review Using XML

To build your multi-criteria scoring rubric for abstract review, copy the example template below into the “Multicriteria – partial score description 1” field:

To build your multi-criteria scoring rubric for abstract review, copy the example template below into the “Multicriteria – partial score description 1” field:

<multicriteriascore method="Sum" decimal="0" minrange="1" maxrange="3"> 
  <DisplayItem> 
    <Question type="text"><![CDATA[
      <br><p><strong>Specific and immediate impact of emergency and circumstances</strong></p>
      <div align="left"><br>
        3 Emergency is defined and time-limited<br>
        2 Emergency is not clearly defined<br>
        1 No emergency is defined<br><br>
      </div>
    ]]></Question> 
  </DisplayItem> 
</multicriteriascore>

Customize as needed:
• Update the title in the <strong> tag to match your scoring criterion.
• Modify the descriptive text to reflect your rubric levels.
• Adjust minrange and maxrange to set the scoring scale.
• Add more <DisplayItem> blocks to define additional criteria.

Add XML to Load the Popup

After defining your criteria, scroll down to the Advanced section in the cReview tab. Locate the field labeled:

“Enable multicriteria scoring (XML required)”

This is where you’ll paste the final XML that activates the scoring popup reviewers will see. Here’s an example:

<multicriteriascore method="average" decimal="2">
  <DisplayItem>
    <Question type="text"><![CDATA[
      <strong><BR>Validity of Scientific Project</strong> (max 5 points):<br><br> 
    ]]></Question>
    <Question type="text"><![CDATA[
      <strong><BR>Originality and Innovation</strong> (max 5 points):<br><BR> 
    ]]></Question>
  </DisplayItem>
</multicriteriascore>

Customize this XML as follows:
• Replace the text in <strong> tags with your scoring dimension names.
• Adjust the point scale—for example, “max 5 points”.
• Add or remove <Question> sections based on the number of criteria.
• Switch method=”average” to method=”Sum” if you prefer total scoring.

Final Step: Preview and Refine

Now you’re ready to test it out:

1. Log in with your Reviewer test account.
2. Open a submission (like an abstract).
3. You’ll see the multi-criteria scoring panel appear automatically.
4. Click the score button to begin using the rubric you configured.

If you need to make adjustments (which is often the case in early setups), simply:
• Leave the Portal cReview page open.
• Update the XML in cAdmin.
• Close the rubric popup, refresh the page, and click the score button again.

You can repeat this cycle as many times as needed to fine-tune your scoring experience.

Auto Publish for Media Items: Admin Guide

Auto publish gives administrators clear control over which presentation media items appear on cAttendee and are sent to external vendors. Enabled by default, this feature streamlines publishing while allowing media item–level overrides through the “Publish status” column in the Presentation media items dashboard.

🔍 What Is Auto Publish?

The Auto publish feature determines whether presentation-related media items—such as PPTX, PDF, MP4, AUDIO, and IMG—are automatically made visible on:
• cAttendee, the virtual attendee meeting site.
• External vendors (e.g., Vimeo), if vendor publishing is configured.

🛠️ Auto publish is enabled by default when a media item is created, as this behavior was already occurring in the background. The feature now gives administrators clear visibility and control over what is published to cAttendee.

✅ Benefits of Auto Publish

Benefit	Description
Transparency	Know exactly what is live on cAttendee and/or pushed to vendors.
Efficiency	Automates visibility without requiring extra steps.
Control	Admins can set each media item live on cAttendee directly from the ‘Publish Status’ column in the Presentation media items dashboard.
Optional Vendor Distribution	Seamlessly integrates with vendors like Vimeo when enabled.

⚙️ How Auto Publish Works

📌 Default Behavior

• When creating a new media item (under Presentations -> Media item types), the Auto publish box is checked by default.
• This ensures the item is published to cAttendee as soon as it’s processed.
• If vendor integration is active, this setting also controls whether the media item is sent to the vendor.

🛠️ Configuring Vendor Auto Publish (Optional)

To enable or manage Auto publish for third-party video-on-demand (VOD) vendors like Vimeo:

1. Navigate to Settings -> Vendors.
2. Locate the VOD row and click the SET button.
3. Choose the desired vendor from the list (e.g., Vimeo).
4. Ensure the vendor is configured to receive media uploads when Auto publish is enabled.

📝 Note: This only affects media types supported by the vendor (usually video).

✍️ Manually Override Auto Publish

When Auto publish is active, you can adjust settings on a per-item basis:

🔧 Managing Visibility in the Presentation Media Items Dashboard

1. Enable the “Publish status” Column
• In the Presentation media items dashboard, click the gear icon.
• Check the box to enable the “Publish status” column.

2. Reposition the Column
• Click and drag the “Publish status” column header to move it to the left side of the page for easier access.

3. Filter and Select Media Items
• Apply filters if needed to narrow down your list.

4. Update the Publish Status
• Set the status to “Live” to make the item visible on cAttendee and automatically publish it to your configured vendor (e.g., Vimeo), if integration is enabled.
• If the status is set to ANY other option—such as “Not set,” “To be checked,” “Ready for publish,” etc.—the item is hidden from cAttendee and is removed from the vendor.
• Changing the status back to “Live” will instantly re-display the media on cAttendee and recreate it in the vendor platform.

🧩 Example Use Case

A presentation is uploaded via the Portal by a presenter with Auto publish enabled. It appears on cAttendee and is automatically pushed to Vimeo. However, the admin notices a slide mismatch and changes the Publish status to “To be checked” for that video. This removes it from both cAttendee and Vimeo, allowing time for edits before re-publishing.

💡 Summary

Feature	Controls
Auto publish (default)	Shows media on cAttendee + pushes to vendor (if configured)
Manual override (Presentation media items dashboard -> Publish status)	Enables media item–level visibility control in cAttendee after the media type is set.
Vendor setup	Via Settings → Vendors → VOD → SET → Select Vendor

U – Undefined

The video-viewing status cannot be determined—either because the item isn’t a standard video (e.g., an unsupported file type), or it’s played through an external video player that doesn’t report viewing data back to CTI systems. It may also result from how the meeting was configured.

Abstract Review Base Configuration

Learn how to configure and manage access to the Abstract Review portal in cOASIS. This step-by-step guide covers how to set visibility and scoring permissions, customize instructional content, and adjust key display settings to ensure a smooth abstract review process.

📺 Trainual Video: Watch here

Access Control

Access to the Abstract Review portal (cReview) is configured by specifying activity types in the Base configuration tab under
Settings → Workflow Applications → cReview.
You can grant view-only access to certain roles by excluding them from scoring permissions while allowing them to view abstracts.

Portal Visibility

To temporarily disable access, clear the Activity type(s) with access to module activity fields in the Base configuration. To restore access, re-enter the activity types and refresh the portal—the Abstract Review tab will reappear.

Testing Setup

Use a test account to confirm configuration by logging in and attempting to score an abstract. If scoring permissions are disabled, the system will prevent score submission, validating the restriction.

Instructional Content

Customize the Abstract Review module with:
– A module header
– Main instruction content
– Print-specific headers and footers

Use these fields to communicate deadlines, scoring guidelines, and support contacts to reviewers.

Visual and Functional Settings

The scoring histogram can be shown or hidden using the “Hide histogram” toggle. Add messaging using the Top and Bottom instructions fields on the Edit/View Scores page to enhance user guidance.

Filtering Options

Enable optional filters to allow reviewers to narrow abstract lists by:
– Activity Type
– Abstract Category
– Presentation Preference (if applicable)

Review Flags & Comments

Configure up to 10 custom review flags (e.g., Newsworthy, Consider for Award) to help categorize abstracts.

For reviewer feedback, offer either a dropdown menu of predefined comments (using Selectable comments (list)) or an open-text comment field (using Other reviewer comments label), depending on your preferred format.

Improved Image and Table Handling in Abstract Submissions (Beta)

We’ve introduced enhanced support for adding images and tables directly within the abstract step during submission. This feature allows submitters to seamlessly insert visual elements anywhere in their text, improving flexibility and formatting.

We’ve introduced enhanced support for adding images and tables directly within the abstract step during submission. This feature allows abstract submitters to seamlessly insert visual elements anywhere in their text, improving flexibility and formatting.

Feature Availability

This capability is currently in Beta and must be manually enabled:
1. Go to Activity details → cSubmit.
2. Enable the toggle for “Use inline image handling (BETA)”.

Configure Image Upload Limits

To allow image uploads, you’ll also need to configure file size limits in the Abstract Step:
1. Open the Steps tab within Activity details, then click the edit icon for the Abstract cOASIS step.
2. At the bottom of the page, set the following fields:
• Abstract graphics allowed file size: Enter the maximum allowed file size in bytes (e.g., 10000000 for 10 MB).
• File upload max in MB: Enter the same limit in megabytes (e.g., 10).

💡 You can adjust these values to fit your needs. The 10 MB limit is just a suggestion.

Both fields must align to ensure the desired file size is accepted.

Using the New Inline Tools

Once configured:
• Image and table upload buttons will appear on the abstract submission step.

Users can:
• Copy and paste images directly into the text for quick insertion. After pasting, users can double-click the image to adjust its size, alignment, and spacing.
• Upload images from their device by clicking the image button and switching to the upload tab.
• Insert customizable tables using the table button, with options to define row and column count, width, height, cell spacing, and more — all editable directly within the abstract body.

Abstract Review Portal Listing Template

Use this template to customize which fields appear in the review listing on the Abstract Review tab of the Portal.

Use this template to customize which fields appear in the review listing on the Abstract Review tab of the Portal.

Default Listing Template

By default, the blank Listing template under Settings → Workflow applications → cPortal → Review
displays the following:
• Control number
• Title
• Activity type
• Score
• Sidebar color (Yellow = Incomplete, Green = Complete). This default is fixed and cannot be changed.

Customizing the Listing Template

To change the displayed fields, input the desired template content into the Listing template field in cAdmin.

Header Formatting

Use the following format in cAdmin to display header information for each review:

<header>Record: $$ControlNumber$$</header>
<header>Title: $$PublishingTitle$$</header>

Field Formatting

Use the following structure to display labeled fields:

<property>
<propertyTitle>Status: </propertyTitle><propertyValue>$$CompleteStatus$$</propertyValue></property>
<property><propertyTitle>Control Topic: </propertyTitle><propertyValue>$$ControlTopic$$</propertyValue></property>

You can repeat this format for any other fields. Just replace the fields (e.g., $$Role$$) with those from the list below. After updating, refresh the Portal’s Review tab to view the changes.

To reset back to the default layout, simply clear the Listing template field.

Note: If a field appears as “Undefined,” it means there is currently no data available for that submission. For example, submissions without session data will display “Undefined” until they are scheduled into a meeting.

Available Review Fields

Use any of the following fields in your review listing configuration (as applicable):
$$ControlNumber$$
$$FullControlNumber$$
$$PublishingTitle$$
$$CompleteStatus$$
$$ProgramStatus$$
$$Role$$
$$PresentingAuthor$$
$$DislcosureBlock$$
$$PresentationBlock$$
$$ControlTopic$$
$$ActivityName$$
$$SessionID$$
$$SessionRoleStatus$$
$$SessionLocation$$
$$SessionNumber$$
$$SessionTitle$$
$$SessionDate$$
$$SessionStart$$
$$SessionEnd$$
$$SessionRoleStart$$
$$SessionRoleEnd$$
$$PresentationDuration$$
$$PresentationNumber$$
$$PosterboardNumber$$

Listing template example:

Abstract Submission Portal Listing Template

Use this template to configure which fields appear in the submission listing on the Submissions tab of the Portal.

Use this template to configure which fields appear in the submission listing on the Submissions tab of your Abstract Submission Portal.

If you’re managing multiple activities and need different formats for each, you can configure them individually using the DashBlockTemplate setting in the Configurations tab under Submit in cAdmin. Be sure to assign the configuration to the correct activity.

How to Format Header Text

Use the following format in cAdmin to display header information for each submission:

<header>Record: $$ControlNumber$$</header>
<header>Title: $$PublishingTitle$$</header>

How to Format Field Text

Use the following structure to display labeled fields:

<property>
<propertyTitle>Status: </propertyTitle><propertyValue>$$CompleteStatus$$</propertyValue>
</property>
<property><propertyTitle>Your Role: </propertyTitle><propertyValue>$$Role$$</propertyValue></property>

You can repeat this format for any other fields. Just replace the fields (e.g., $$Role$$) with those from the list below. After updating, refresh the Portal’s Review tab to view the changes.

To reset back to the default layout, simply clear the template field.

Available Submission Fields

Use any of the following fields in your submission listing configuration (if applicable):
$$ControlNumber$$
$$FullControlNumber$$
$$PublishingTitle$$
$$CompleteStatus$$
$$ProgramStatus$$
$$Role$$
$$PresentingAuthor$$
$$DislcosureBlock$$
$$PresentationBlock$$
$$ControlTopic$$
$$ActivityName$$
$$SessionID$$
$$SessionRoleStatus$$
$$SessionLocation$$
$$SessionNumber$$
$$SessionTitle$$
$$SessionDate$$
$$SessionStart$$
$$SessionEnd$$
$$SessionRoleStart$$
$$SessionRoleEnd$$
$$PresentationDuration$$
$$PresentationNumber$$
$$PosterboardNumber$$

Listing template example:

Advanced Configuration Steps for Abstract Submission

cOASIS allows you to enable additional steps beyond the standard abstract submission steps to support more detailed data collection, presenter logistics, and compliance requirements.

cOASIS allows you to enable additional steps beyond the standard abstract submission steps (Title, Topic, Keyword, Author, Abstract, Affirmations, and Presentation Preference) to support more detailed data collection, presenter logistics, and compliance requirements.

These advanced steps are not required but can be configured based on the needs of your meeting or activity. Each step includes its own set of configuration labels that control what is shown to the submitter, what is required, and how the data is processed.

In this article, we’ll walk through each of the following advanced steps:

• Additional – Capture supplemental details not covered by other steps.
• File Attachment – Allow submitters to upload extra documents.
• Abstract2 – An optional secondary abstract field, often used for case discussions or expanded submissions.
• Disclosure – Collect conflict-of-interest disclosures. This step requires development support from CTI.
• Sponsor – Gather sponsorship or grant disclosure details. This step requires development support from CTI.
• Payment – Require payment during submission, if applicable. Payment is an additional contracted item with CTI. This step requires advanced configuration.

Each section below details the configuration labels for that step when clicking the edit pen. It includes definitions or examples on when and how to use them.

Additional

Label	Example Configuration	Description
Page instructions	—	Instructions provided on the page to guide users in completing the Additional 2 step. These could include tips or requirements for the submitter.
Confirmation text	—	Text displayed to the user after submitting the Additional 2 step. It typically confirms the completion or acknowledges the action.
Cancel button label	—	Label for the cancel button, used to allow users to exit or abandon the Additional 2 step without saving their inputs.
OK button label	—	Label for the OK button, used to confirm and save the entered data in the Additional 2 step.
Conditional logic	OFF	If ON, the visibility or requirements of certain fields in the Additional 2 step are based on previous user selections or data. If OFF, all fields are visible.
Additional author type display	Authorlastname, Authorfirstname	Defines how authors’ names are displayed in the Additional 2 step. In this case, the display format is Last Name, First Name.
Group 1	Group 1	The name of the first group within the Additional 2 step. This may be used to organize related questions or fields into categories.
Group 1 header	Please state the main clinical implications of your study:	The header text for Group 1, prompting the user to enter information about the clinical implications of their study.
Visibility rule	—	Defines the visibility logic for the fields in the Additional 2 step. Fields may be shown or hidden based on conditions set within the system.
Data to collect	Add	Specifies what data is collected from the user in this step. In this case, it’s a statement about the study’s clinical implications.
TrueClinicalImplicationsOfStudy	—	A data field used to capture the response related to the clinical implications of the study. The field is named TrueClinicalImplicationsOfStudy.

File Attachment

Label	Current Configuration	Description
File attachment dialog display label	Please enter the full path name of your file<br/>(e.g., C:\MyFiles\MyFile.doc):	The prompt text shown above the file‑chooser dialog, instructing submitters on how to specify the path or select their file on disk.
Allow video submission	OFF	When ON, permits users to upload video files (e.g., MP4, AVI) in addition to document attachments; OFF restricts uploads to non‑video file types.
File attachment	`xml<br/><Step stepID="FileAttachment" isRequired="false" template="FileAttachment">…</Step>`<br/>(full XML snippet defining display name, instructions, warnings, step options, allowed file types [WordPerfect, MS‑WORD, PDF], and files‑list layout)	The XML template that drives the file‑attachment step: <br/>• DisplayName (“File Attachment”)<br/>• Instructions for adding/deleting files and brief descriptions<br/>• Warnings on delete actions<br/>• StepOptions controlling min/max uploads (0–1) and max file size (3 MB)<br/>• AllowedFileTypes (WordPerfect, MS‑Word, PDF)<br/>• FilesList structure showing uploaded file caption, type, size, and mapped filename.
Force file attachment based on additional information	OFF	When ON, automatically requires a file upload if certain “additional information” fields are completed; OFF means attachments remain optional regardless of other fields.

Abstract2

Label	Current Configuration	Description
Introduction paragraph text	—	Intro text shown at top of this step.
Abstract edit instructions	—	Guidance displayed when editing the abstract.
Abstract upload for conversion text	—	Text shown on the upload-for-conversion page.
Graphic upload text	—	Instructions for uploading graphics in this secondary abstract.
Instructions for create table	—	Help text for creating tables in Abstract2.
Instructions while editing table contents	—	Hints shown while users edit table data.
Instructions for table format and merging	—	Info on formatting or merging table cells.
Abstract template	Background: Methods: Results: Conclusions:	Pre-filled template sections for Abstract2.
Abstract 2 required for the submission to be complete	ON	Must complete this secondary abstract before finalizing.
Submitter allowed to upload abstract file	ON	Enables file-upload option for Abstract2.
Graphics allowed	ON	Permits inclusion of graphics in this abstract.
Background graphics allowed	OFF	Disables background image uploads.
Tables allowed	ON	Allows tables within Abstract2.
Moving tables and graphics allowed	OFF	Prevents repositioning of tables/graphics once added.
Maximum word count	0	No word-count limit enforced.
Minimum word count	0	No minimum word requirement.
Maximum character count	0	No character-limit enforced.
Minimum character count	0	No minimum character requirement.
Title to be included in the count	OFF	Title is excluded from any count calculations.
Author block to be included in the count	OFF	Author list is not counted.
Disclosure block to be included in the count	OFF	Disclosure section is not counted.
Graphic Count Penalty (graphics)	0	No deduction for each graphic.
Graphic Count Penalty (tables)	0	No deduction for each table.
Maximum columns a table may have	0	Tables are unlimited or use system defaults.
Maximum rows a table may have	0	Tables are unlimited or use system defaults.
Space between abstract templates	OFF	Disables extra spacing between template sections.
Warning for removed tags in abstract	Please carefully check the text of your abstract. cOASIS has detected that some of your text may have been omitted. This can happen if your abstract contains formatting AND you are pasting from Word. Please review and adjust.	Shown if HTML or special formatting is stripped during paste.
Allow direct editing of abstracts	OFF	Disallows in-browser edits; forces file upload or form entry.
Allow tables in abstracts	999	Virtually no limit on number of tables allowed.
Validate abstract excludes author block	OFF	Does not enforce removal of author block here.
Warning if author block is removed	Alert! The authors should not be included in this step and have been automatically removed!	Notifies user when author block content is stripped.
Validate abstract excludes authors	OFF	Does not treat presence of author names as error.
Error message if authors are included	Warning! cOASIS has detected possible author data. This data is collected in other steps and should not be included here. If this is not author data, please ignore.	Instructs user to remove author data if present.
Warn if title appears in abstract body	OFF	Does not flag title presence here.
Warning if title is included in abstract	Alert! It’s not recommended to include title in this step!	Shown if title text is detected in body.
Validate abstract excludes title	OFF	Does not enforce removal of title here.
Error message if title is included	—	Custom message for title-in-body errors (not set).
Remove word count message	false	Keeps the word-count display visible.
Abstract submission instructions	—	General instructions shown at bottom of this step.

Disclosure

Label	Current Configuration	Description
Introduction paragraph text	DISCLOSURES: Presenting & lead only; see status.	Brief top-of-step text explaining who needs disclosures and how statuses work.
Disclosure information is required in order for abstract to be complete	OFF	When ON, step must be done before finalizing submission.
Enable disclosure step sync	OFF	If ON, syncs disclosure status automatically with external system.
Non-GUID member disclosure requirement	OFF	When ON, requires disclosures from non-GUID users.
Column header for disclosure status	Email & Status	Label for the status column in the disclosures table.
Button text for sending disclosure email	Send Email	Text on button to email one author.
Button text for sending disclosure email to all	Email All	Text on button to email all required authors.
Link text for disclosing on behalf of someone	Proxy Disclosure	Label for link to manage someone else’s disclosure.
Service URL for disclosing on behalf of someone	https://api.example.com/disclosure/{id}	Obfuscated API endpoint for proxy disclosure.
Allow disclosing on behalf of someone	OFF	When ON, enables “proxy disclosure” workflow.
Disable automatic disclosure emails	ON	Prevents system from auto-sending disclosure reminders.
Send disclosure email to lead investigator only	OFF	If ON, only lead investigator gets the automated email.
Send disclosure email to primary author only	OFF	If ON, only primary author gets the automated email.
Email body for disclosure & registration	“Dear {FirstName}, please complete disclosure by {Date}. Link: https://link.example.com”	Short template for combined registration/disclosure email, with merge fields.
Email body for disclosure only	“Dear {FirstName}, disclosure needed. Link: https://link.example.com”	Short template for disclosure-only email.
Subject line for disclosure emails	Disclosure Required: {Activity}, {ID}	Email subject template with merge fields.
Disclosure step email sender	noreply@example.com	“From” address for all disclosure-related emails.
Service URL for member-specific disclosure	https://api.example.com/disclosure/{id}	Obfuscated API endpoint for retrieving a member’s disclosure status.
Service URL for disclosure step	https://api.example.com/disclosure/{id}	Obfuscated API endpoint used during the step to fetch status.

Label	Example Configuration	Description
Sponsor list instructions (optional)	—	Text displayed above the list of sponsors already added to this submission, guiding the user on next steps or formatting.
Sponsor search instructions (optional)	—	Instructions shown to users on how to use the sponsor lookup/search function (e.g., “Enter last name or email to find a sponsor”).
Sponsor results instructions (optional)	—	Text appearing above the search results table, explaining how to select or add a sponsor from the returned list.
Sponsor additional person verification text	—	Text prompting the user to verify details for any manually added “other” sponsors not found in the search.
Sponsor additional person instructions	—	Guidance on how to add an additional sponsor manually when the desired person isn’t found via lookup.
From email address	—	The “From” address used when sending automated confirmation or notification emails to sponsors.
Email body text	—	The template/body content of the email sent to the sponsor (e.g., notification of sponsorship request).
Maximum number of abstracts per sponsor allowed	0	The maximum count of abstracts any single sponsor can be linked to. “0” typically means no limit or sponsorship not restricted by count.
Sponsor required to treat this Step as complete	OFF	When ON, at least one sponsor must be added before the step is considered complete. OFF means adding a sponsor is optional.
Sponsor information header	Training Program Director Information	The header label shown above the sponsor details form section (e.g., to clarify what kind of sponsor is expected).
No self-sponsorship allowed	OFF	When ON, prevents the submitter from selecting themselves as their own sponsor.
Sponsor search fields	—	List of data fields (e.g., LastName, Email, Member ID) included in the sponsor lookup form.
Required member types for sponsors	—	Specifies which member categories (e.g., Student, Faculty) can act as sponsors. Blank means no restriction.
Sponsor search service	OFF	When ON, an external web service is called to search for sponsors; OFF uses only the local database.
Sponsor member ID length	50	Maximum number of characters allowed for a sponsor’s member ID when entered or returned from lookup.
Wildcard search enabled	ON	When ON, the system automatically adds wildcards (e.g., `*`) to search terms to broaden matching.
Sponsor lookup instructions	Search for an sponsor to add to your submission. You can search for an sponsor by their Last Name or Email Address. * Required	Detailed prompt guiding the user on exactly how to perform a sponsor search and which fields are mandatory.
Maximum search results count	50	The upper limit on how many sponsor records the system will return in one search operation.
Automatic wildcard search	OFF	When ON, wildcards are inserted without user intervention; OFF requires the user to include any wildcard characters themselves.
Sponsor lookup search layout	`xml<br/><Configuration id="SponsorLookup">…</Configuration>`<br/>(defines SearchOptions for Lastname and Email fields)	The XML configuration snippet that determines the layout and field options of the sponsor search form (field labels, required flags, etc.).
Sponsor lookup search results layout	`xml<br/><Configuration id="SponsorLookup">…</Configuration>`<br/>(defines SearchResult fields: First Name, Last Name, Email, Member ID, Institution)	The XML configuration that controls which columns and labels appear in the search‐results grid when displaying matching sponsors.
Send confirmation email to sponsor	OFF	When ON, an automated email is sent to the sponsor upon being added; OFF means no email is sent automatically.
Allowed member status for sponsor search	—	Filters lookup to only include sponsors with certain status (e.g., Active, Lifetime); blank means no status filter.
Sponsor search service URL	—	The endpoint URL of an external sponsor‐lookup service, if used. Blank indicates no external service configured.
Display sponsor information	OFF	When ON, once a sponsor is selected, additional profile details (e.g., institution, credentials) are shown in‐line; OFF keeps the display minimal.
Require student as sponsor	ON	When ON, only users marked as “Student” member type may be selected as sponsors.

Payment

For detailed setup instructions and explanations, please refer to the Trainual course titled A108 Abstract Submission Payment Setup (CTI)

Distributor Association & Meeting Creation Workflow (Updated May 2025)

The Distributor Administrator creates an association if necessary, updates an association’s meeting contract, and creates or copies the meeting configuration.

1. Verify your Role

Check your role by going to Settings > Association info & administration > Staff accounts
1. Use the search box or turn on “Advanced Search” to find your account
2. Check the “Role” field
3. If you do not hold the role of a Distributor Administrator, you are not authorized to create meetings.

2. Search Associations

The Distributor Administrator is responsible for creating the association
1. Go to Settings -> Associations
2. Verify that the association does not already exist with the search box
3. IF the association does not already exist, click “Add Association”

3. Create a New Association (If Necessary)

Complete the four mandatory fields:
1. Abbreviation / Short name: The meeting name is usually shorter than the “Association Name” for an administrator’s reference (e.g., ISA)
2. Primary Affiliation: Choose the first drop-down option, “Create based on abbreviation.”
3. Primary Service Provider: PSPs are an Association value and represent the entity holding the contractual relationship to manage the program data with the Association and under whose contract Administrative staff, and vendor are authorized to access the Association data. PSPs are CTI and its distributors. Every active Association has exactly one PSP.
4. Association Name: Full association name (e.g., International Sales Association).
All other fields are optional and can be added later.

4. Create Meeting

The Distributor Administrator is responsible for creating and filling out the meeting contract.

1. Navigate to Settings > Association Info & Administration > Association Information, then click the Meetings tab.
2. Click CREATE MEETING.
3. Select a Starting Point
• Copy an existing setup: Choose an Active meeting within the association you’ve selected. (This will replicate session types, activities, campaigns, settings, and configurations.)
• Start from a template: Select from the available templates.
• Start from scratch: Use this if no templates exist.

4. Fill out the required fields:
• Short name: Displayed in the upper-left corner of cAdmin after the Association abbreviation. It is sometimes more concise than the Display name.
• Display name: The Meeting Name under Meeting Information & Setup (can match the Short Name or be the full abbreviation).
• First day of meeting: Specify the start date.
• Last day of meeting: Specify the end date.
• Location: The physical venue or virtual platform for the meeting.
• Time zone: Verify the applicable time zone.
• Media hosting location: Choose US or EU based on the meeting’s location.
• Initial control number: Typically set to 1.
Click CONTINUE.

5. Click Switch to meeting.

5. Edit Meeting Contract

1. Navigate to Settings -> Meeting information -> Scope of work.
2. In the meeting contract, fill out the required modules by selecting whether each module is ON or OFF. These options are dynamic, turning features on or off for the meeting.
Note: This feature is only available to Distributor Administrators.

Abstract Title Validation Setup

For the “Title validations” field, the default XML code below defines the following rules:

<TitleValidations>
<Case>title</Case>
<Bold>all</Bold>
<Italic>none</Italic>
<Underline>none</Underline>
<Long>130</Long>
<Short>50</Short>
<ShortLength>6</ShortLength>
</TitleValidations>

• Case: Can be mixed upper and lowercase (title). To enforce only uppercase, specify “upper”.
• Bold: Must be bold (all).
• Italic: Not allowed (none).
• Underline: Not allowed (none).
• ShortLength: 6
– The number of WORDS that define the title as SHORT.
• Long: 130
– The percentage of WORDS that violate the rule in order for the warning to appear for a LONG title (more WORDS than identified in the ShortLength). The title can have 130% wrong (not cased or bolded/italicized correctly) before receiving the error.
• Short: 50
– The percentage of WORDS that violate the rule in order for the warning to appear for a SHORT title (less than or equal to WORDS identified in the ShortLength). The title can have 50% wrong (not cased or bolded/italicized correctly) before receiving the error.

Note: The CASE validation works on a percentage basis. If a certain percentage of the WORDS break the rule, then it auto-corrects the title. The user can locally edit certain words to break the rule, but only up to the point where the user would hit the percentage again. So, percentages should be generous. The idea is to encourage the user to pay attention to the title and correct it to handle all possible exceptions.

Do not include more than one case rule in your XML, but if you do, the system will enforce the first rule listed. You could include certain combinations of the style formats.

You can adjust the formatting rules based on your needs.

Import and Reuse: A Faster Way to Set Up Meetings

You’ll see a BETA label next to the new Import feature—this indicates it’s version 1 of a tool we plan to expand and refine over time. cAdmin’s Import feature lets you pull in lists, session types, activities, campaigns and more from any past meeting—no rebuilding from scratch.

BETA Notice

You’ll see a BETA label next to the new Import feature—this indicates it’s version 1 of a tool we plan to expand and refine over time. It’s functional and ready to use, though you may notice a few rough edges as we gather feedback and shape future enhancements.

Overview

cAdmin’s Import feature lets you pull in lists, session types, activities, campaigns and more from any past meeting—no rebuilding from scratch. By reusing proven configurations, you slash setup time and costs, reduce manual data-entry errors and enjoy the flexibility to mix and match only the components you need for each meeting.

Who Can Use It

All cAdmin roles have access to Import, except for Freelance Onsite AV Staff & Vendors.

Where to Find Import

• Homepage: Click Import in the upper-right corner.
• Individual Dashboards (Lists, Activities, Campaigns, etc.): Click Import on that dashboard to copy only those settings.

What You Can Import

1. Lists
2. Custom Terms
3. Session Types
4. Activities
5. Campaigns
6. Extra Data Fields
7. Media Types
8. Collection Templates

Full Import Wizard (All‑in‑One)

1. Initiate Import
• From the homepage, click Import (upper right).

2. Select Source Meeting
• Choose the meeting whose settings you want to copy.
• Use the search bar to filter by meeting name or date.

3. Step Through Each Setting
Lists
• Skip if you don’t need them.
• Select any list to copy. When you do, its row may highlight yellow—this indicates that a list with the same name already exists in the new meeting. You must rename it in the New list name field (e.g., “Category List” → “Category List 2025”), otherwise the import won’t allow duplicate names.

Custom Terms
• Check the terms to import and adjust each “Meeting level value” as needed.
• The running footer at the bottom of the dialog box reminds you which meeting you’re copying from.

Session Types, Activities, Campaigns, etc.
• Follow the same pattern: skip or select, then rename or update as desired. Any selection that conflicts with an existing name will highlight yellow, signaling you to provide a new name before proceeding.

4. Review & Confirm
Click Continue at each step to confirm or skip the import.

5. Verify
After completing the wizard, visit each dashboard to ensure your imported settings appear correctly.

Quick-Pick Imports

If you only need one setting (e.g., an activity):
1. Navigate to the relevant dashboard (e.g., Activities) and click Import.
2. Select your source meeting and the specific item(s) you want to bring in. The selected row will highlight yellow if its name already exists—rename it to avoid conflicts. For activities, you can also choose a New topic list.
3. Click Continue to confirm the import.

Benefits

• Time & Cost Savings: Reuse proven configurations rather than rebuilding from scratch.
• Error Reduction: Minimize manual data-entry mistakes.
• Flexibility: Mix and match only the components you need for each meeting.

Configure Abstract Submission for Core Template Meetings

Our cOASIS Core template offers four submission activities, organized into solicited and unsolicited categories. Below is a streamlined overview of how abstract submissions function and how you can customize each step.

Our cOASIS Core template offers four submission activities, organized into solicited and unsolicited categories. Below is a streamlined overview of how abstract submissions function and how you can customize each step.

Activity Types

We group activities by how participants begin them on the Portal:
1. Unsolicited Activities: Participants opt in on their own; they can create new controls in cOASIS from the Portal.
• Abstract
• Case Submission
2. Solicited Activities: Participants receive an explicit invitation, and a control record is pre‑created for them.
• Moderator
• Speaker

Standard Submission Steps

The cOASIS Core template consists of five standard steps for cSubmit. Two of these — Title and Author — are required. The remaining steps can be enabled or disabled as needed:

1. Title: Enter the submission’s title.
2. Topic: Select the appropriate category or track.
3. Keyword: Provide terms to improve searchability and organization.
4. Author: List the primary author and any co‑authors.
5. Abstract: Paste or type the main body of the submission.

Optional Enhancements:
• Affirmations: Add a checkbox to confirm that submitters agree to the submission guidelines.
• Presentation Preference: Include a dropdown so submitters can choose oral, poster, or another format.

Visibility Controls

Use the Usage setting to determine each step’s visibility, and the Order field to define its position in the Portal checklist:
• Submission Step: Display in the Portal checklist for submitters.
• Not Used: Hide from both the Portal and cAdmin.
• Admin Only: Make visible only to administrators within the cAdmin submission details.
Adjust the Order number to rearrange steps—lower numbers appear first.

The tables below show default settings for each abstract submission step in the core template meeting. Click the edit pen to enter the cOASIS Step details. Adjust configurations as needed for your meeting. Log in to the Portal with a test account to verify updates and ensure everything works correctly.

Affirmations

To add a new affirmation:
1. Click the “Add a New Affirmation” button.
2. In the Affirmation Text field, enter your text. For example, “I understand this abstract is for an in-person event and that I may be asked to record a presentation.”
3. Click “Save Changes” to apply.

Repeat the steps above to add multiple affirmations.

Example additional affirmations:
• “I may only be listed as the first author on one abstract.”
• “As the first author, I will present this abstract if accepted.”

Title

Label	Default Value for Abstracts	Definition
Introduction paragraph text	—	Text shown above the title field on the submission step.
Allow short title	OFF	Choosing this option allows you to collect a short title of up to 35 characters from the cSubmit site. The short title data will be stored in the ShortTitle field of the ControlExtraData table.
Caption for confirmation prompt	—	Confirmation message shown before finalizing the step (if configured). Ex: YES, OK, Accept, Agree.
Prefill title box	—	Auto-complete title with default text.
Title character count limit	2000	Maximum number of characters allowed for the title.
Warning text for title case validations	The case of your title has been adjusted to conform to the title formatting rules. You may, however, edit the adjusted title to correct any proper or scientific names.	Message shown when the Portal automatically adjusts title capitalization.
Title entry label	Enter Your title below:	Label shown above the title input field. Note: Replaces the default “Enter Title Below” with a custom text label.
Submit step title alert	title	Alert label for the title used in the Portal.
Allowed formatting for title	<Italic, Underline, Super, Sub, Cut, Copy, Paste>	Formatting options permitted in the title field (e.g., bold, italic, underline, superscript, subscript).
Show checkbox after affirmation	OFF	Displays a checkbox under the title field if affirmation is required (not configured by default).
Tags removed in title warning	Warning: OASIS has detected that some of your data has been removed…	Shown when special characters like < or > are used and stripped out. Offers suggestions for fixing formatting.
Title validations	<TitleValidations> <Case>title</Case> <Bold>all</Bold> <Italic>none</Italic> <Underline>none</Underline> <Long>130</Long> <Short>50</Short> <ShortLength>6</ShortLength> </TitleValidations>	XML-style tag that defines title formatting rules, including case enforcement, max lengths, and disallowed styles.
Remove autocorrect for title	OFF	If ON, disables browser autocorrect in the title field.
Automatically create sponsor	OFF	If ON, would create a sponsor record based on title input—used only in specific workflows.

Topic

Label	Default Value for Abstracts	Definition
Introduction paragraph text	CATEGORY STEP – Add instructions here.	Text shown above the topic selection area. Includes custom instructions for the submitter.
Topic selection list	—	Defines the list of available topics. Managed in cAdmin under Settings → Meeting set-up → Lists.
Number of topics to choose	1	Maximum number of topics a user can select.
Number of required topics	0	Minimum number of topics a user must select.
Style of topic	As a two-tiered single page selection	Layout for how topics and subtopics are presented (e.g., two-tiered means a main topic and subtopic on the same page).
Show topic description	OFF	If ON, a description for each topic (if available) will be shown next to it.
Award show alert when topic changed	OFF	If ON, shows a warning if changing the selected topic affects award options.
Award alert text when topic changed	—	Custom message shown if the topic change triggers an award alert.
Group change default alert text	—	Default message for when switching between grouped topics (rarely used).
Collect theme, topic, and subtopic	OFF	If ON, allows the collection of hierarchical data such as Theme → Topic → Subtopic.
Topic disclaimer instructions	—	Additional instructions or warnings related to topic selection, displayed at the bottom of the step.
Topic multitier layout selection instruction text	—	Optional instructional text displayed if the layout involves multitiered selections (e.g., Theme → Topic → Subtopic)

Keyword

Label	Default Value for Abstracts	Definition
Introduction Paragraph Text	KEYWORD STEP – Add instructions here.	Text shown above the keyword selection area. Includes custom instructions for the submitter.
Number of keywords selectable	1	Maximum number of keywords a user can select.
Number of required keywords	1	The user must select this many choices to consider this step complete.
Keyword style (display format)	Select from a list	The format in which keywords are presented to users (e.g., dropdown, multiple choices).
Specify the keyword list (available choices)	Keywords	The list of available keywords from which the submitter can choose.
Allow “Other” keyword entries	0	If selecting from a list, this option lets users type in an “Other” keyword. Specify how many “Other” entries are allowed (each counts toward the 5 keyword slots).
Keyword multitier layout display	—	Layout for displaying keywords in a multitiered format.
Keyword taxonomy layout	—	Defines the structure of the keyword taxonomy. Note: Must be a valid text-based CED (Control Extra Data) field.
Select instructions for keyword multitier layout	—	Instructions for users on how to select keywords in a multitiered layout (if applicable).
Edit instructions for keyword multitier layout	—	Text or instructions provided for editing keyword selections in a multitiered layout (if applicable).
Label for the keyword lookup link	—	Custom label text for the link provided to look up or search for keywords.
Keyword lookup & dropdown combo	OFF	If enabled, it combines a keyword lookup feature with a dropdown for selecting keywords.

Author

Label	Default Value for Abstracts	Definition
Introduction paragraph text	AUTHOR STEP – Add instructions here.	Text shown above the author entry section. Customize with submission instructions.
Add/edit initial/prefilled author instructions	AUTHOR STEP – Instructions about prepopulated author data and guidance for the presenter designation.	The default value explains that author information is prefilled, how to change the presenting author, and that ordering can be edited later.
Add/edit primary author instructions	AUTHOR STEP – Add instructions here.	Optional area to provide extra guidance specifically for the primary author field.
Add/edit author group instructions	—	Additional instructions if using author groups. Blank by default.
Add/edit disclosure instructions	—	Optional disclosure guidance. Blank by default.
Maximum number of authors allowed per control	10	Sets the limit for how many authors a submitter can add.
Maximum institutions per author	1	Number of institutions an individual author can be associated with.
Maximum disclosures per author	0	Limit of disclosure fields per author.
Allow author groups	OFF	Enables grouping of authors if turned ON. For example, Study Groups, Working Groups, and International Collaborations.
Allow submitter to add “Et Al.” if maximum authors are reached	OFF	If the maximum number of authors is reached, this option lets the submitter choose to add “Et Al.” to the authors. A matching author block must support this feature. OFF by default.
First author always be considered the presenting/primary author	ON	Automatically designates the first author entered as the presenting/primary author.
Require account information to match first author	OFF	If ON, pulls in the logged-in user’s account details as the first author and prevents editing their name.
Author requires either membership or a sponsor	OFF	When ON, enforces membership or sponsorship for authors.
Maximum disclosure per author	—	Additional limit setting for disclosures. Blank by default.
Commercial disclosure for primary author only	ON	Restricts disclosure requirement to just the primary author.
Display disclosure block	OFF	Controls visibility of disclosure fields during submission.

Advanced setting

Label	Default Value for Abstracts	Definition
Instructions for choosing author order	—	Optional text guiding users on how to order authors.
Author block label	Author Block	The label shown above the section where authors are entered.
Use step name in author summary during submission	—	Controls whether the step name appears in summary.
Force primary author to be listed first	OFF	When ON, the primary author cannot be moved from the first position.
Prefill author information from account	ON	Pulls author data from the logged-in user’s account to auto-fill fields.
Prefill author extra details from account	OFF	Pulls additional optional author data from the user’s account.
Prefill institution 2 from account job title	OFF	Auto-fills a second institution field using the user’s job title, if applicable.
Hide member specification details	OFF	When ON, membership-specific details are not shown.
Force people lookup for primary author	OFF	Requires using a people search for entering the primary author.
Author step hidden fields	—	Controls which fields to hide in this step.
Author lookup	—	Custom configuration for enabling author lookup.
Default co-author settings	—	Preset settings for adding co-authors.
Disclosure pass over company	—	Option to control how disclosures from companies are handled.
Disclosure grid	OFF	When ON, uses a grid format to collect disclosure information.
List of commercial entities	—	Custom list of companies for disclosure purposes.
SSO member status options	—	SSO-related settings for member status.
Submit add author link text	—	Customizes the link text for adding an author.
Submit add group link text	Add a Group	Customizes the link text for adding an author group.
Section header for author step	—	Optional heading shown above the author section.
Label for author category editing	Author Category	Label for the editable category for authors.
Disable editing of author search name fields	—	Restricts users from editing certain fields once an author is searched and selected.
Lock fields in author step	—	Specifies which fields are locked from user edits.
Special notice for author	—	Custom message shown during the author step.
Confirmation message for author	—	Message shown after confirming an author entry.
OK button for author confirmation	—	Custom text for the “OK” button.
Cancel button for author confirmation	—	Custom text for the “Cancel” button.
Allow submitter to edit authors	ON	Grants submitters permission to edit added authors.
Allow submitter to delete authors	OFF	When OFF, submitters cannot remove authors once entered.
Hide continue button	OFF	When ON, the “Continue” button is hidden during the author step.
Author search service	OFF	Disables or enables the use of a custom author search service.
Force student as sponsor	OFF	Automatically assigns student status as a sponsor if turned ON.
Author category limits in step	—	Allows control over limits placed on categories within this step.
Alert message for submit author step	—	Message that appears if the submitter doesn’t meet the step requirements.
Only one author for submitter	OFF	Restricts the submission to a single author.
Automatically create author from account	OFF	When ON, automatically creates the author using the submitter’s account.
Limit to one author group	OFF	Limits the user to a single author group if groups are enabled.
Use preloaded disclosure grid with selection	OFF	Displays a preloaded disclosure grid the submitter can select from.
Minimum number of authors required	0	Defines how many authors must be entered before proceeding.
Message for minimum authors requirement	—	Optional message shown if the minimum author requirement is not met.
Reverify author requirements are met	OFF	When ON, revalidates that author step requirements are fulfilled before moving on.
Load institution data from author	OFF	Automatically loads institutional data based on the author profile.
Allow editing coauthor after search	OFF	When ON, allows editing co-author fields even after they’ve been added via search.
Author search service URL	—	Specifies the URL used for the custom author lookup service, if enabled.
Form post author search service	OFF	Sends a POST request to the search service instead of GET, if using a custom service.
Message for when author is not found	—	Message displayed if no match is found in the author search service.

Author disclosure type settings

Label	Default Value for Abstracts	Definition
Nothing to disclose text	—	Custom text shown when an author selects the option indicating they have no disclosures to report.
Commercial entity label	—	Label used to describe or prompt entry of a commercial entity name in a disclosure.
Relationships label	—	Label shown for disclosing the type of relationship the author has with a commercial entity.

Abstract

Label	Default Value for Abstracts	Definition
Abstract step settings	N/A	General configuration settings for abstract-related steps in the submission process.
Introduction paragraph text	ABSTRACT STEP	Introductory text displayed to users at the start of the abstract submission process.
Abstract edit text	ABSTRACT STEP	Instructions shown during the step where users can edit their abstract.
Abstract upload for conversion text	N/A	Text displayed on the page where users upload an abstract file for system conversion (e.g., to PDF or another internal format).
Graphic upload text	ABSTRACT STEP	Instructions for uploading associated graphics during abstract submission. Mentions accepted formats (GIF, JPG) and how to proceed.
Instructions for create table	N/A	Text or guidance provided to users when they create a table in their abstract submission.
Instructions while editing table contents	N/A	On-screen help or hints that appear while users are editing a table’s content in the abstract form.
Instructions for table format/merge	N/A	Information on how to format tables, including merging cells, column widths, etc., during submission.
Abstract template	N/A	A downloadable or pre-filled abstract template that users can follow when preparing their submission.
Abstract required for the submission to be complete	ON	Determines whether an abstract must be uploaded/entered in order to finalize and submit.
Submitter allowed to upload the abstract file	ON	Controls whether submitters are permitted to upload a file version of their abstract.
Graphics allowed	ON	Enables the ability to upload graphics along with the abstract.
Background graphics allowed	OFF	Determines if background or decorative graphics (e.g., watermarks) can be uploaded.
Tables allowed	OFF	Indicates whether the abstract submission can include tables.
Moving tables and graphics allowed	OFF	Indicates if users can rearrange or reposition tables/graphics within the abstract.
Maximum word count	0	Maximum number of words allowed in the abstract. “0” may indicate no word count limit is enforced.
Minimum word count	0	Minimum number of words required in the abstract. “0” may indicate no minimum enforced.
Maximum character count	2500	The highest number of characters allowed in the abstract text.
Minimum character count	200	Minimum required number of characters that must be entered to proceed or submit.
Title to be included in the count	OFF	Whether the abstract’s title should be included in the word/character count limits.
Author block to be included in the count	OFF	Whether the authors’ names and affiliations should be counted in the abstract word/character limits.
Disclosure block to be included in the count	OFF	Whether disclosure or conflict-of-interest text should count toward the word/character limit.
Graphic count penalty (word/character deduction)	300	Each uploaded graphic reduces the allowable word/character count by this amount to compensate for space used.
Table count penalty (word/character deduction)	0	Each table uploaded would normally reduce the allowed word/character count, but this is currently set to zero.
Maximum columns a table may have	1	Limits tables to a maximum of one column. Likely used to enforce simple data displays.
Maximum rows a table may have	1	Limits tables to a maximum of one row — effectively only allowing 1×1 tables unless changed.

Advanced settings

Label	Default Value for Abstracts	Definition
Space between abstract templates	OFF	Determines whether to include spacing between different abstract templates for visual separation or formatting.
Warning for removed tags in abstract	Warning text present	Displays a warning when certain symbols (like < and >) are removed due to browser or format issues during text entry.
Direct editing of abstract	OFF	When OFF, users may be restricted from editing the abstract text directly in the portal and must upload a file or use other options.
Abstract confirmation message	—	Custom message shown to users after abstract submission is complete.
OK button for abstract confirmation	OK	Label for the confirmation dialog’s “OK” button.
Cancel button for abstract confirmation	Cancel	Label for the confirmation dialog’s “Cancel” button.
Allow tables in abstract	999	Maximum number of tables allowed per abstract; 999 effectively means no limit.
Validate no author block in abstract	ON	Enforces that the author block must not appear in the body of the abstract text.
Warning for removed author block in abstract	Warning text present	Displays a warning if the system detects an author block in the abstract body.
Validate no authors included in abstract	OFF	When ON, prevents submitters from listing any authors within the abstract body; currently OFF, so authors may be included.
Abstract validate do not include authors error text	—	Custom error message if authors are included in the abstract body (currently not set).
Show warning if title is in abstract body	OFF	Displays a warning if the title is repeated within the abstract body (currently OFF).
Warning for title in abstract	Warning text present	Alert displayed when title content is detected within the abstract body.
Validate no title in abstract	ON	Prevents users from including the abstract title within the body text.
Error message for title in abstract	—	Custom error message if the abstract body contains the title (currently not set).
Remove word/character count message in abstract	FALSE	When set to true, hides the word/character count display in the abstract step.
Formatting of abstract body allowed	—	Specifies what formatting is allowed in the abstract body (e.g., bold, italics); currently not set.
Instructions for entering abstract	—	Custom instructions or guidelines presented to submitters on how to input their abstract.
Allowed image file types	BMP, GIF, JPG, PNG	Accepted image file types for abstract graphics upload.
Allow table footnote	OFF	Determines whether footnotes can be added to tables in the abstract.
Abstract graphics allowed	2	Maximum number of graphics a user can include per abstract.
Abstract graphics allowed file size	1024000	Maximum size (in bytes) allowed per uploaded graphic file (approx. 1MB).
File upload max in MB	5	Overall maximum file upload size per file, in megabytes.

Presentation Preference

Label	Current Configuration	Description
Introduction paragraph text	PRESENTATION PREFERENCE Choose one of: • Poster Only • Session Preferred • No Preference Note: Group members must match preferences.	Brief guidance shown at the top of the step, listing the three high‑level choices and a short group note.
Specify the list containing presentation preference choices	PrefList2025	The system picklist that holds those three options.
Presentation preference is required in order for step and submission to be complete	ON	Must pick one of the three options before continuing.
Show alert when presentation preference changes	OFF	If enabled, warns users when they change their choice later.
Alert message for presentation preference changes	— (uses default)	Custom text shown in that warning dialog, if configured.

cOASIS Feature of the Week Training

Completing your self-paced e-learning Trainual doesn’t have to be overwhelming. With a clear plan, you can work through the material efficiently, ultimately saving you time, money, and headaches.

Updated every Friday morning for all users (clients & CTI staff):

1. Watch this week’s cOASIS Feature Walkthrough video (5–15 min)
🔗 https://app.trainual.com/ctimeetingtech/curriculums/1469077

2. Complete the quick knowledge check in Trainual (2–4 questions)
– Tracks completion and scores
– Enables self-paced learning across teams

3. Look for updated videos each Friday morning

Why This Works

– Short, focused sessions maximize impact with minimal time
– Self-paced prep fits into everyone’s busy schedule
– Quick quizzes reinforce learning and track engagement
– Recordings build a reusable library of feature demos
– Global alignment keeps all teams up to date on cOASIS

Planning Your Trainual Journey

Note: Your courses are already pre-set and ready for you! The email invite you received will walk you through the login process to get started. If you haven’t received an email from Trainual, please contact Evan Eisenmann at e.eisenmann@ctimeetingtech.com.

Completing your self-paced e-learning Trainual doesn’t have to be overwhelming. With a clear plan, you can work through the material efficiently, ultimately saving you time, money, and headaches.

Note: You may have fewer courses assigned based on your meeting needs or role requirements. However, if you were to tackle all 30 courses, the numbers below provide a realistic timeline to plan your completion.

Trainual Overview (as of May 2025):

• Total Courses: 30
• Total Time: 15 hours
• Average Time per Course: ~30 minutes

Recommended Plan:

To tackle the courses at a manageable pace, aim to complete 3 courses per day. Following this schedule, you’ll finish all 30 courses in just 10 workdays.

Tips for Success:

• Set aside dedicated time each day for your learning.
• Avoid distractions to maximize focus during the 30 minutes per course.
• Track your progress daily to stay motivated and on schedule.

Learning Never Stops

Completing these courses is just the beginning! Keep growing your skills by exploring the “Help” section of cAdmin, where you can find resources and join free live training sessions every Friday from 10:00–10:30 AM (Central Time).

Dynamic cAdmin Menus

To streamline meeting configuration and improve the user experience, the cAdmin menu now only shows the features contracted for your meeting, making navigation easier and more focused. This change will apply to meetings created in the future, not to any existing meetings.

cAdmin administrators can verify their contracted modules, which align with their Exhibit D contract, by navigating to Settings -> Meeting Information -> Scope of Work. If you notice a missing menu item, please contact your project manager.

Campaign Email Templates: Expanded Date and Time Format Options for Presentations and Sessions

In response to requests from our European clients, we have expanded the date and time format options available in our Campaign Email templates. Previously, only US format options were supported. This update introduces European format options, providing greater flexibility and localization for our global user base.

In response to feedback from our European clients, we have enhanced our campaign email templates to include additional date and time format options. Previously, only US formats were available. This update now offers European format options, providing greater flexibility for our global user base.

Users can add merge fields for date and time (session start/end time and presentation start/end time) in both US and European formats within the campaign email templates.

Implementation Steps

To incorporate the new date and time format options into your campaign email templates, follow these steps:

1. Go to the Campaigns dashboard and choose a campaign.

2. Click on EMAIL TEMPLATES in the upper right-hand corner and select IntroEmail.

3. In the “Content” section, open the Merge fields dropdown and choose one of the following: SessionStart, SessionEnd, PresentationStart, or PresentationEnd. An example is provided to illustrate the fields.

4. Return to the Campaign recipients dashboard, select a recipient, click the Send icon (paper airplane), and choose SEND TEST. Enter your email address to receive the test email.

5. Below is an email example showcasing all the session and presentation merge fields filled out:

SessionStart and SessionEnd

PresentationStart and PresentationEnd

How to Update the Portal Header Image

1. Go to Settings → Meeting Set-up → Files.
2. Click Upload a New File, then Browse to select and upload your image file.
3. Once uploaded, copy the file URL.

Set the Header in cPortal

1. Go to Settings → Workflow Applications → cPortal.
2. Paste the copied URL into the field labeled:
“Portal header image URL (meeting level)”.

Set the Header in cSubmit

1. Go to Submissions → Activities → Activity Details.
2. Click the cSubmit tab.
3. Paste the same image URL into the “Step header” field.
4. Log in to the Portal using a test account to confirm the header displays correctly on both the meeting-level and cSubmit pages.

Set Up Author Extra Fields

The Extra Fields feature in cAdmin allows administrators to expand data management for categories such as People, Authors, Submissions, and Sessions.

Author fields can be applied to both primary authors and co-authors or exclusively to primary authors, but they cannot be restricted to co-authors only. Extra fields always appear after the standard author data fields in the Portal.

Adding a New Author Field:

1. Navigate to Settings → Meeting Setup → Fields & Sections → Author fields.
2. Click CREATE NEW FIELD.
3. Complete the required information and click ADD:

Display Prompt: Enter the prompt text to describe the field.
Field Section: Describe the field, typically “Extras”.
Type of Data: Choose the type of data the field will accept:
• Text Box: Allows text or numeric input. Setting a character limit is recommended.
• Selection from List: Provides a dropdown of options from a list you’ve created. Create a list under Settings → Meeting Setup → Lists.
• Checkbox: Adds a checkbox field where users can select or deselect. Rarely used advanced feature; consult your project manager before use.
• Numerals (including decimals): Used for fields that require numeric input only (e.g., money). Facilitates sorting exported data in Excel from smallest to largest or vice versa instead of alphabetically.
• Taxonomy: Currently for session extra data fields only, not for author fields. Do not use.

Examples of Created Fields:
• Gender
• Education
• Program

Exporting Author Data

1. Navigate to Reports → Report Builder and select Create New Report.

2. Extra author fields are listed as AuthorExtraData.[FieldName] (e.g., AuthorExtraData.Gender, AuthorExtraData.Education).

3. Drag the desired fields into the report and click Save As to store it for quick access.

Set Up Control Extra Fields (CED Fields) for Submissions

The Extra Fields feature in cAdmin allows administrators to extend data management for categories such as People, Author, Submissions, and Sessions. This feature enables custom data management and reporting without needing development support. Extra fields can now be bulk edited, and the new advanced search functionality makes it easy for admins to find and update specific data in bulk.

Adding a New Submission Control Field:

1. Navigate to Settings → Meeting Setup → Fields & Sections → Control fields.

2. Click CREATE NEW FIELD.

3. Complete the required information and click ADD:

Display Prompt: Enter the prompt text to describe the field.
Field Section: Describe the field, typically “Extras”.
Type of Data: Choose the type of data the field will accept:
• Text Box: Allows text or numeric input. Setting a character limit is recommended.
• Selection from List: Provides a dropdown of options from a list you’ve created. Create a list under Settings → Meeting Setup → Lists.
• Checkbox: Adds a checkbox field where users can select or deselect (e.g., Trial type drug). Rarely used advanced feature; consult your project manager before use.
• Numerals (including decimals): Used for fields that require numeric input only (e.g., money). Facilitates sorting exported data in Excel from smallest to largest or vice versa instead of alphabetically.
• Taxonomy: Currently for session extra data fields only, not for submission fields. Do not use.

Examples of Created Fields:
• Unlabeled Disclosures
• Area of Interest
• AV Equipment Needed

Once a field is created, admins can go to the Submissions Dashboard to view, export, or bulk edit the “Area of Interest” extra field (shown above).

Bulk Editing Extra Fields:

1. In the Submissions dashboard, click the gear icon and search for the “Area of Interest” field. Ensure it is checked to display on the dashboard.
2. To bulk edit, check the boxes on the left to select items, or use Select All to choose all items.
3. Click the lightning bolt icon (action ribbon) to open the bulk actions menu.
4. Select the desired bulk action (e.g., update field value).
5. Enter the new value for the field to apply the bulk change.

This process allows for efficient management and updating of extra fields across submissions.

cReview Configuration Reference: Mapping Old Config Names to New Labels

This reference table is designed for configuration analysts transitioning from legacy cReview settings to the updated version. It maps old config names to their new labels, helping you quickly identify renamed or reorganized settings for a smoother transition.

This reference table is designed for configuration analysts transitioning from legacy cReview settings to the updated 2025 version. It maps old config names to their new labels, helping you quickly identify renamed or reorganized settings for a smoother transition.

Old ConfigName	New Label
AllowReviewerFileUpload	Allow Reviewer File Upload
AllowTypeInScore	Type-in Score Instead of Dropdown
AutoAssignUnAssignFromSlotter	Unassign from Assignee in Session Builder Too
DisplayDisclosureBlockInReviewAbstract	Show Disclosure Block in Review Abstract
DisplayPresPrefInReviewAbstract	Display the presentation preference in abstract review page and in the multicriteria page
DisplayResearchSubmitted	Display research information for abstracts
DoNotDisplayScoreOptions	Activities prohibited to scoring of abstracts
FlagSelectType	Flags display as radio buttons not checkboxes
MultiCriteriaScore	Enable the multicriteria grading (old & new)
MultiCriteriaScoreInstructionText	Instructions for multicriteria graders (old & new)
MultiCriteriaScoreLinkText	Multi Criteria Link Label – Default “Score Choices”
MultipleScoreSaveSystem	Enable the multicriteria grading (old & new)
MultipleScoreSaveSystemTotal	Score saving for multicriteria graders (old & new)
PartialScore[[1 to 10]] Text	Multicriteria – partial score description {1 to 10}
QuestionnaireScoringLink	Implement custom questionnaire
QuickScoreShowReviwerFiles	Show reviewer uploads in the Quick score page
ReviewFileAttachment	Input fields in the upload file page
ReviewFileAttachmentFileDialogDisplayLabel	Label for Choose file button
ReviewPrintAbstractIncludeFileUpload	Include uploaded file (name) in the abstract preview print
SaveWeightedAvgScore	Calculate weighted avg score in the save-score process
ScoreValidationMethod	Score rules (any/exact/range)
SuppressEmptyDataFields	Hide data labels if data fields are empty
Review_COISkip	Checkbox label to skip multicriteria scoring
AbstractLayout	Abstract review fields and layout
AdvancedSearch	Inputs & layout of the advanced search page
AllowAddToExchangeBin	Activity type(s) allowed to add to the Exchange bin
AllowLoginAccess	Activity type(s) with access to module
AllowRecategorize	Activity type(s) with access to recategorize
AllowReviewSlotting	Activity type(s) with access to review slotting
AllowScoreEditing	Activity type(s) with access to edit the score on the editable score report page
AllowScoreReport	Activity type(s) with access to the score report page
AllowScoring	Activity type(s) permitted to score abstracts
AllowSearchAll	Activity type(s) with access to search all
AllowUpdateAssignments	Activity type(s) allowed to update assignments
AutoEmailHardCodedEmail	From email address for automated Exchange notification emails
BooleanSearch	Input fields for boolean search
BulkViewLayout	Input fields & layout for bulk view
BulkViewOptionInstructions	Instructions on the options before the bulk view page
BulkViewPageSizeDropDown	Allow control of page size in bulk view
BulkViewSearch	Fields & layout on the options before the bulk view page
custom-css	Custom CSS
DisableSessionsLink	Hide session link from left-side menu
DisplayEditableScoreReport	Display Editable score report in the left-side menu
DisplayProgramCommitteeRoster	Display Program committee roster on the left-side menu
DisplayScoreReport	Display score report on left-side menu
DisplaySearchAll	Allow search all on left-side menu
DisplaySessionRoleDateTimeInSearchResults	Show session date & time in search results
DisplayTravelgrantApplication	Allow Travel grant applicants on left-side menu
DonotDisplayAuthorBlockinSession	Only show the primary author in session details (hide author information/block)
DoNotDisplayHistogram	Hide histogram on left-side menu
DoNotDisplayPrintEmailLinks	Remove print and mail links on summary from instructions page
DoNotDisplayQuickScoreLink	Do not allow quick score link on left-side menu
DoNotDisplayStandardMenuOptions	Hide left-side menu options entirely
DoNotShowAverageOrTotal	Hide average and total score from pages review abstract and multicriteria quick score
EditableScoreReportDoNotIncludeAuthorBlock	Exclude author blocks from the editable score report page
EditableScoreReportInstructions	Instructions for the editable score report page
EditableScoreReportOptionInstructions	Instructions for the editable score report options page
HideSessionNumberInSearchResults	Hide session number in search results
IncludeActivityFilter	Allow filtering by activity from left-side menu
IncludeCategoryFilter	Allow filtering by category from left-side menu
IncludeCEDTopicsInQuickScoreSort	Control extra data fields for topics in quick score abstracts page
IncludeMultipleCommittee	Allow multiple committee CED fields in Exchange bin
IncludePresentationPreferenceFilter	Allow filtering by presentation preference from left-side menu
IncludeSecondCommentBox	Inserts second comment box
LeftSide	Customize left-side menu content
MultiCriteriaScoreInstructionText	Instructions for multicriteria graders
PrintFriendlySiteFooter	cReview footer for print
QuickScoreSearch	Sort options for quick search
QuickScoreSearchOptionInstructions	Top instructions in the quick score page
RandomSortOrder	Remove option to manually sort abstracts before edit/score action
RecategorizeAlertEmail	Email address to send the recategorize alerts to
RecategorizeAlertText	Confirmation text for recategorization
RecategorizeInstructionText	Instructions for the recategorize page
RedirectSessionsLinkInReviewToSessionBuilder	Redirect the sessions link on the left-side to cSessions instead of the cReview sessions page
RemoveAssignmentfromAllReviewers	Remove assignments from all reviewers when placing into Exchange Bin
ReviewAbstractInstructionBottom	Bottom instructions in the abstract review pages (single or in bulk)
ReviewAbstractInstructionTop	Top instruction for (single) Abstract review page
ReviewBulkViewInstructionTop	Top instruction for Bulk view page
ReviewBulkViewPaginationInstructionBottom	Bottom instructions for the Bulk view pagination page
ReviewBulkViewPaginationInstructionTop	Top instructions for the Bulk view pagination page
ReviewCheckForDoubleSlotting	Check for double slotting before adding to a session
ReviewDownloadPacketInstructionBottom	Bottom instructions for the Download packet page
ReviewDownloadPacketInstructionTop	Top instructions for the Download packet page
ReviewEditableScoreReportInstructionBottom	Bottom instructions for the Editable score report page
ReviewEditableScoreReportInstructionTop	Top instructions for the Editable score report page
ReviewEditableScoreReportSearchInstructionBottom	Bottom instructions for the Editable score report search page
ReviewEditableScoreReportSearchInstructionTop	Top instructions for the Editable score report search page
ReviewEmailSummaryBody	Summary email – body
ReviewEmailSummaryInstructionBottom	Bottom content for email your review summary page
ReviewEmailSummaryInstructionTop	Top content for email your review summary page
ReviewEmailSummaryScoringCompleteMessage	Summary email – scoring complete message
ReviewEmailSummarySubject	Summary email – subject
ReviewerAssignmentsInstructionTop	Top instructions in the reviewer assignments page
ReviewerInstructions	Content of the instructions page
ReviewExchangeBinInstructionBottom	Bottom instructions in the Exchange Bin page
ReviewExchangeBinInstructionTop	Top instructions in the Exchange Bin page
ReviewFeedbackInstructionTop	Top instruction for the feedback page
ReviewMainInstructionTop	Main content displayed on the instructions page, which serves as the default homepage for this module
ReviewMainScoringCompleteMessage	Top content for instructions page when 100% reviews are complete
ReviewQuickScoreInstructionBottom	Bottom instructions in the quick score page
ReviewQuickScoreInstructionTop	Top instructions in the quick score page
ReviewQuickScoreSearchInstructionBottom	Bottom instructions in the quick score search page
ReviewQuickScoreSearchInstructionTop	Top instructions in the quick score search page
ReviewReviewerAssignmentsInstructionBottom	Bottom instructions in the reviewer assignments page
ReviewScoreReportInstructionBottom	Bottom instructions in the score report results page
ReviewScoreReportInstructionTop	Top instructions in the score report results page
ReviewScoreReportOptionInstructionBottom	Bottom instructions in the score report options page
ReviewScoreReportOptionInstructionTop	Top instructions in the score report options page
ReviewScoreSheetInstructionBottom	Bottom instructions in the score sheet page
ReviewScoreSheetInstructionTop	Top instructions in the score sheet page
ReviewScoreSheetSortInstructionBottom	Bottom instructions for edit/view scores page
ReviewScoreSheetSortInstructionTop	Top instructions for edit/view scores page
ReviewSearchAllOptionInstructionBottom	Bottom instructions for search all results options page
ReviewSearchAllOptionInstructionTop	Top instructions for search all results options page
ReviewSearchAllResultsInstructionBottom	Bottom instructions for search all results page
ReviewSearchAllResultsInstructionTop	Top instructions for search all results page
ReviewSearchUnassignedInstructionBottom	Bottom instructions for search unassigned page
ReviewSearchUnassignedInstructionTop	Top instructions for search unassigned page
ReviewSearchUnassignedResultsInstructionBottom	Bottom instructions for search unassigned results page
ReviewSearchUnassignedResultsInstructionTop	Top instructions for search unassigned results page
ReviewSessionEditInstructionBottom	Bottom instructions for editing a session
ReviewSessionEditInstructionTop	Top instructions for editing a session
ReviewSessionEditSlotAbstractsInstruction	Content of the session edit page
ReviewSessionsInstructionBottom	Bottom instructions for session details (also on its print version)
ReviewSessionsInstructionTop	Top instructions for session details (also on its print version)
ReviewTravelGrantApplicantsInstructions	Instructions at the top of the page for travel grant applicants
ReviewTravelGrantSortInstructionBottom	Instructions for sorting on bottom of page for travel grant applicants
ReviewTravelGrantSortInstructionTop	Instructions for sorting on top of page for travel grant applicants
ScoreReportDoNotIncludeAuthorBlock	Hide author details/blocks in score report
ScoreReportNewOff	Display newer version of score report
ScoreReportOptionInstructions	Instructions for the score report page
ScoreSheetOptions	Fields to sort on edit/view score page
ScoreView	Fields to display on edit/view score page
SearchAllDoNotIncludeAuthorLastName	Exclude last name field in search all
SearchAllDoNotIncludeInstitution	Exclude institution field in search all
SearchLimitToCommittee	Limit Search all to same committee assignments
SecondCommentBoxLabel	Text label for second comments box
ShowBooleanSearch	Allow advanced search (boolean search page)
ShowHistoryLink	Show history link for each abstract
ShowSimpleSearch	Displays a simple search bar at top left of module
SiteFooter	Custom module footer
SiteHeader	Custom module header
SortOptions	Sort options for search (except simple search)
SplitPresentationNumberInSearchResults	Split presentation number in search results
StyleSheet	Module stylesheet
SuppressYearInSearchResults	Do not show the year in search results
WelcomeHeader	Welcome header instructions
PrintFriendlySiteFooter	cReview footer for print
PrintFriendlySiteHeader	cReview header for print
ReviewFlag1Label	Label for review flag 1
PreFabCommentsPrompt	Selectable comments label
ReviewCommentSelectionListKey	Selectable comments (list)
OtherCommentsPrompt	Other reviewer comments label

Simplify Email Responses with New ‘Accept/Decline’ Campaign Feature

Clients can streamline their campaign response process by allowing recipients to accept or decline invitations directly from their email—without needing to log in to the portal. This is ideal for time-sensitive campaigns or when engaging participants who may not frequently access the portal.

Recipients can easily confirm their participation with a single click within the email, allowing administrators to monitor responses in real-time. Follow these steps to convert an existing campaign into an ‘Accept/Decline’ email campaign.

How to Set Up an Existing “Accept/Decline” Email Campaign

1. Navigate to the Campaigns Dashboard: Choose an existing campaign (especially for time-sensitive accept/decline campaigns or when targeting participants who may not regularly visit the portal) to edit, or click ADD CAMPAIGN to start a new campaign.

2. Set the Campaign Type: Under the campaign name on the left, click the edit (✏️) icon and change Campaign Type to Action Only – Accept Decline.
• Note: Check Hide campaign from Contributor Portal since users respond directly via email.

3. Add a Control: From the submissions dashboard, assign control number(s) to the new campaign. Then, click EMAIL TEMPLATES in the upper right-hand corner and select the IntroEmail Edit action.

4. Configure Email Template: Enter the From Email Address, Subject Line, and add the content. Use the Merge fields dropdown to add:
• Link to Accept Action
• Link to Decline Action
• Link to Portal Tasks Login: {fld:PortalLink param:notifyTasks} (example image in step 5)
Click SAVE.

5. Send a Test Email: Go back to the Campaign recipients dashboard, select a recipient, click the Send icon, and choose SEND TEST. Enter your email address to receive the test email.

6. Test the Responses: Open the email and select a response to test.

• Accept Message: A confirmation message will be displayed: “You have accepted this invitation. If you clicked Accept in error, please contact (email).” The email is configured under Settings -> Meeting information -> Overview -> Tech support email (CTI or association). The header and footer are configured under the campaign landing page layout.

• Decline Message: A message will be displayed: “You have declined this invitation. If you clicked Decline in error, please contact (email).” (The email is configured under Settings -> Meeting information -> Overview -> Tech support email (CTI or association). The header and footer are configured under the campaign landing page layout.)

• Clicking Accept/Decline Again: A message will be displayed: “You have already accepted.” (or declined)

7. View and Export Responses: Administrators can view and export recipient responses from the Campaign recipients dashboard, under the “Response action” field.

Configuring cReview Settings and Reviewer Options

With the latest update, clients can now configure cReview settings, streamlining the management of peer review workflows. The cReview process supports everything from simple accept/reject decisions to complex scoring and recommendations. This update introduces a dedicated cReview Settings area, allowing users to define base, advanced, and activity-specific configurations directly within cAdmin.

With the latest update, clients can now configure cReview settings, streamlining the management of peer review workflows. The cReview process supports everything from simple accept/reject decisions to complex scoring and recommendations. This update introduces a dedicated cReview Settings area, allowing users to define base, advanced, and activity-specific configurations directly within cAdmin.

cReview Settings

The cReview process is divided into general settings in the cReview settings area, and activity-specific settings under the Activity details in the cReview tab.

Accessing cReview Settings
Navigate to Settings -> Workflow applications -> cReview. The “Base configurations” tab contains all the basic configurations needed to get the cReview site up and running.

Accessing cReview Activity-Specific Settings
Navigate to Submissions -> Activities -> click cReview tab.

Accessing the cReview Page
To access the cReview page in the Portal, click on the Review tab and select a control.

Base Configurations

To simplify the setup process for cReview, we’ve consolidated all the fundamental configurations needed for a basic cReview site, called “Base configurations.”

• Activity type(s) with access to module: Defines which activity types can access the module.
• Activity type(s) with access to edit the score on the editable score report page: Defines which activity types can edit scores.
• Custom module header: Input the header image URL from the Settings -> Meeting set-up -> Files.
• Welcome header instructions: Content under the module header
• Main content displayed on the instructions page, which serves as the default homepage for this module: Content under the Welcome header instructions. Leave blank if not needed.
• cReview header for print: Customizable header for printed materials.
• Content of the instructions page: Main content displayed on the instructions page.

• Custom module footer: Customizable footer for the module.
• cReview footer for print: Customizable footer for printed materials.
• Custom CSS: Allows customization of the module’s CSS.
• Hide histogram on left-side menu: Turn ON to hide histogram on the left-side menu.
• Top instructions for edit/view scores page: Instructions displayed at the top of the edit/view scores page.
• Bottom instructions for edit/view scores page: Instructions displayed at the bottom of the edit/view scores page.

• Allow filtering by activity from left-side menu: Option to enable filtering by activity (ON).
• Allow filtering by category from left-side menu: Option to enable filtering by category (ON) shown below.
• Allow filtering by presentation preference from left-side menu: Option to enable filtering by presentation preference (OFF) shown below.

• Label for review flag 1: Customizable label (Newsworthy)
• Label for review flag 2: Customizable label (Controversial)
• Label for review flag 3 (4-10): Customizable label (Requires Additional Consideration)
• Selectable comments label: Customizable label (Additional Comments)
• Selectable comments (list): Choose a list from the meeting dropdown to display.
• Other reviewer comments label: Customizable label (Reject Reason). Reviewers can enter additional comments to their scores.

The “Base configurations” for cReview simplify setup by consolidating essential settings, including access permissions, customizable headers and footers, content instructions, filtering options, and review labels. Some settings appear in other tabs but update automatically when changed.

Following the “Base configurations” section is “Site settings,” which includes optional or advanced settings that often overlap with the base configurations. New fields in this section are:
• Removing print and email links: Turn ON to remove “Print the Summary of Score Sheet” and “Email Your Review Summary” buttons from the Instructions page.
• Top instruction for the feedback page.
• Left side-menu options: Toggle options as labeled.

To find the rest of the cReview Settings tabs, simply copy and paste any terms you have questions about into the Knowledge Base search bar or refer to the article titled: “cReview Settings (Reviewing, Multicriteria scoring, Summary email, Reporting, Advanced).”

cReview Activity-Specific Settings

Navigation:
1. Go to cAdmin Submissions -> Activities.
2. Choose the review activity to edit.
3. Click the cReview tab.

Reviewing Options:

• Type-in Score Instead of Dropdown (ON/OFF): If ON, replaces the score dropdown with a text entry field, typically used with multi-criteria scoring.
• Implement Custom Questionnaire: Embeds a custom questionnaire linked to a specific “control” (meeting-identifier) in the cOASIS cReview site.
• Unassign from Assignee in Session Builder Too (ON/OFF): If ON, unassigning a reviewer from an abstract also removes them from the corresponding session assignments in the Session Builder module.
• Show Disclosure Block in Review Abstract (ON/OFF): Rarely used. Activities
• Prohibited from Scoring Abstracts (ON/OFF): If ON, disables scoring options for selected submission activity types (default = scoring enabled).
• Show Reviewer Uploads in Quick Score Page (ON/OFF): If ON, reviewer-uploaded files are visible on the quick score page; if no file is uploaded, the field remains hidden.

Instruction Fields:
• Bottom instructions in the abstract review pages (single or in bulk)
• Top instruction for (single) abstract review page
• Top instruction for bulk view page
• Bottom instructions for the bulk view pagination page
• Top instructions for the bulk view pagination page

• Calculate Weighted Average Score When Saving (ON/OFF): If ON, enables weighted average score calculations when saving (default = no calculations).
• Hide Data Labels if Data Fields Are Empty (ON/OFF): If ON, hides labels for empty data fields on the review page (default = empty fields still display labels).
• Flags Display as Radio Buttons Instead of Checkboxes: Converts Flag1 – Flag10 selections from checkboxes to radio buttons (default = checkboxes).

Multicriteria

• Score validation method (any/exact/range): Determines how individual multicriteria scores are validated. ANY allows scores to exceed the max overall score for a submission, EXACT enforces min/max limits per criterion, and RANGE requires scores to follow the overall min/max allowed for a submission.
• Multicriteria – Partial Score Description 1-10: Displays custom Text/HTML before each score row (1-10) in newer multicriteria scoring versions. If not set, the specific grading criteria do not appear.

Reviewer Uploads Settings

• Allow Reviewer File Upload (ON/OFF): If ON, allows abstract graders to upload files per submission activity type, displaying a file upload input for each abstract review entry. If OFF, the upload option is not available.
• Label for Choose File Button: Defines the text or HTML label for the file upload button.
• Include Uploaded File Name in Abstract Preview Print (ON/OFF): If ON, displays uploaded file names in the abstract print preview, but only if Allow Reviewer File Upload is also ON.

Advanced Settings

• Enable Multicriteria Scoring (XML Required): Enables the older version of multicriteria scoring, which does not support reporting on individual criteria scores. The newer version supports individual criteria reporting and does not require this setting.
• Configure Input Fields for File Uploads (XML Required): Requires advanced XML configuration—consult a configuration analyst.

cReview Forms: Enhanced Nested Answer Reporting

The cReview questionnaire now supports nested answers beyond one level. Conditional answers based on previous responses are fully recorded in the form report, allowing clients to ask more detailed questions. Previously, only one level of answers was captured.

Setting Up and Testing Nested Answers

1. Creating/Editing a Form: Navigate to Forms -> cReview Forms and click the Action “View Detail.”
• Click and drag the Group “Disclosure Line 1,” then use the palette checkboxes and radio buttons to add nested options.

• Click the question line (Disclosure Line 1:), select the wrench icon for “Value and Calculation,” and configure the fields, ensuring to check Export and manually input the field. Click SAVE twice to save the form.

2. Creating a Report: Navigate to cAdmin Forms -> Forms reports and create a report referencing the form. Click Setup and follow these steps:

• Click the plus sign to add columns and fields. Set up report Headers as shown below:

• Add a column and configure the fields exactly as shown in the image below to pull data from the exported field labeled “Disclosure1.”

3. Testing the Report: Click Preview to preview the report and then use a test reviewer to answer and check if the report accurately reflects the nested answers and conditional responses.

cReview Settings (Reviewing, Multicriteria scoring, Summary email, Reporting, Advanced)

“Base configurations” in the article “Configuring cReview Settings and Reviewer Options” covers essential settings, while additional options in this article are under Settings → Workflow applications → cReview. For more details, search specific terms in the Knowledge Base or see the configuration options below.

With the latest update, clients can configure cReview settings in cAdmin, from basic abstract accept/reject decisions to advanced scoring.

“Base configurations” in the article “Configuring cReview Settings and Reviewer Options” covers essential settings, while additional options in this article are under Settings → Workflow applications → cReview. For more details, search specific terms in the Knowledge Base or see the configuration options below.

Reviewing

• Include author block: If ON, displays the author block at the top of the instructions page.
• Include topic: If ON, displays the topic at the top of the instructions page.
• Include keywords: If ON, displays the keywords at the top of the instructions page.
• Include full control number: If ON, displays the full control number at the top of the instructions page.
• Include activity name: If ON, displays the activity name at the top of the instructions page.

Note: These 5 settings (“Include Author Block”, “Include Topic”, “Include Keywords”, “Include Full Control Number”, “Include Activity Name”) are visible only if the Advanced tab in the “Abstract review fields and layout” section is blank.

• Activity type(s) with access to module: Defines which activity types can access the module.
• Activity type(s) with access to edit the score: Defines which activity types can edit scores on the score report page.
• Hide average and total score: If ON, hides the average and total score on the Review Abstract and MultiCriteria Quick Score pages.
• Remove option to manually sort abstracts: If ON, removes the option to manually sort abstracts before Edit/Score action.
• Inserts second comment box: If ON, adds a second comment box on the grading page for each abstract.
• Text label for second comments box: Label for the second comment box.
• Show history link for each abstract: If ON, adds a history link showing updates for each abstract.

Search

• Activity type(s) with access to search all: Defines which activity types can access the Search All page (default means no access).
• Show session date & time in search results: Displays the session date and time in the search results if ON.
• Hide session number in search results: If ON, hides the session number in search results.
• Top instructions for search all results options page: Text/HTML displayed at the top of the Search All options page.
• Bottom instructions for search all results options page: Text/HTML displayed at the bottom of the Search All options page.
• Top instructions for search all results page: Text/HTML displayed at the top of the Search All results page (default is no text).
• Bottom instructions for search all results page: Text/HTML displayed at the bottom of the Search All results page (default is no text).
• Exclude last name field in search all: Excludes the last name field from Search All (default includes last name).
• Exclude institution field in search all: If ON, excludes the institution field from Search All.
• Search field for scientific section: If ON, includes the scientific section field in the search.
• Limit search all to same committee assignments: If ON, limits search to abstracts assigned to the same committee as the reviewer.
• Do not show the year in search results: If ON, removes the year from search results.

Search Unassigned

• Top instructions for search unassigned page: Text/HTML displayed at the top of the Search Unassigned page.
• Bottom instructions for search all results options page: Text/HTML displayed at the bottom of the Search All options page.
• Top instructions for search unassigned results page: Text/HTML displayed at the top of the Search Unassigned results page.
• Bottom instructions for search unassigned results page: Text/HTML displayed at the bottom of the Search Unassigned results page.

Session Edit

• Top instructions for editing a session: Text/HTML at the top of the Review Session Edit page.
• Content of the session edit page: Text/HTML on the Review Session Edit page.
• Bottom instructions for editing a session: Text/HTML at the bottom of the Review Session Edit page.

Session Details

• Top instructions for session details: Text/HTML at the top of the session and print session pages.
• Bottom instructions for session details: Text/HTML at the bottom of the session and print session pages.

Quick Score

• Activity type(s) permitted to score abstracts: Defines which activity types can access the Quick Score page (default or not set = no access).
• Do not allow quick score link on left-side menu: If ON, hides the Quick Score link on the left menu (default = shown for allowed activity types).
• Top instructions in the quick score page: Displays instructions below the Quick Score Search page title (default: “Use any or all of the controls below to customize your score sheet.”).
• Bottom instructions in the quick score page: Displays text/HTML at the bottom of the Quick Score results page.
• Top instructions in the quick score search page: Displays text/HTML at the top of the Quick Score options page (uses ‘Top instructions in the quick score page’ if not set).
• Bottom instructions in the quick score search page: Displays text/HTML at the bottom of the Quick Score options page.
• Top instructions for search options in the quick score page: Displays text/HTML at the top of the Quick Score options page.

Reviewer Assignments

• Top instructions in the reviewer assignments page: Text/HTML at the top of the Update Reviewer Assignments results page.
• Bottom instructions in the reviewer assignments page: Text/HTML at the bottom of the Update Reviewer Assignments results page.

Score Sheet

• Top instructions in the score sheet page: Text/HTML at the top of the Score Sheet results page (default or not set = no content).
• Bottom instructions in the score sheet page: Text/HTML at the bottom of the Score Sheet results page (default or not set = no content).

Edit/View Scores

• Top instructions for edit/view scores page: Instructions displayed at the top of the edit/view scores page.
• Bottom instructions for edit/view scores page: Instructions displayed at the bottom of the edit/view scores page.

Flags

Selectable Comments

• Selectable comments label: Customizable label (Additional Comments)
• Selectable comments (list): Choose a list from the meeting dropdown to display.
• Other reviewer comments label: Customizable label (Reject Reason). Reviewers can enter additional comments to their scores.

Recategorize

• Instructions for the recategorize page: Text/HTML at the top of the Recategorize page (default or not set = no custom instructions).
• Email address to send the recategorize alerts to: Email receiving alerts for categorizations.
• Confirmation text for recategorization: Email text for recategorization alerts (e.g., Abstract# {fld:ControlNumber} changed from {fld:OldTopic} to {fld:NewTopic}).

Travel Grant

• Instructions for sorting on top of page for travel grant applicants: Text/HTML at the top of the Travel Grant Applicants page.
• Instructions at the top of the page for travel grant applicants: Explanation of travel grant recommendations and how to mark applicants.
• Instructions for sorting on bottom of page for travel grant applicants: Text/HTML at the bottom of the Travel Grant Applicants page.

Multicriteria scoring

• Allow checkbox to skip multicriteria scoring and flag submission as COI (Conflict of Interest): Adds a checkbox with custom text to mark a submission as COI (-1), disabling multicriteria scoring for that abstract (default or not present means no checkbox).
• Instructions for multicriteria graders: Displays HTML/Text instructions in the scoring area (default or not present means no instructions).
• Score saving for multicriteria graders: If set to “AVERAGE,” the average score appears instead of the total on the Review Abstract and MultiCriteria QuickScore pages (default or not present means it shows the sum).
• Enable multicriteria grading system: Enables multicriteria grading (OFF means it’s not available).

Summary email

• Top content for email your review summary page: Text/HTML at the top of the Email Summary page (default or not present means no content).
• Summary email – subject: Text for the email subject.
• Summary email – scoring complete message: Custom message for completed scoring.
• Bottom content for email your review summary page: Text/HTML at the bottom of the Email Summary page (default or not present means no content).

Reporting

• Top instructions in the score report results page: Text/HTML at the top of the Score Report results page.
• Bottom instructions in the score report results page: Text/HTML at the bottom of the Score Report results page.
• Top instructions in the score report options page: Text/HTML at the top of the Score Report options page.
• Bottom instructions in the score report options page: Text/HTML at the bottom of the Score Report options page.
• Hide author details/blocks in score report: If set, author details are excluded from the Score Report. (Default includes author block; any non-empty value excludes it.)
• Display newer version of score report: Enables the newer interface for the score report. (Default shows no score report if DisplayScoreReport is off.)
• Instructions for the score report page: Text/HTML instructions on the Score Report page, overridden if “Top instructions in the score report options page” is set.

Advanced

• Activity type(s) allowed to update assignments: Specifies which activities can update assignments. If not set, no activities can update assignments.
• Allow control of page size in bulk view: Enables a dropdown to select how many abstracts appear per page in Bulk View/Print Abstracts (10, 15, 20, etc.). If off, no dropdown is available.
• Control extra data fields for topics in quick score abstracts page: Controls whether CED fields (CED.Topic1Theme, CED.Topic1Topic, CED.Topic1SubTopic) are supported. If off, these fields won’t be available.
• Inputs & layout of the advanced search page: Adds a dedicated Advanced Search page with filtering options by fields.
• Unassign from assignee in Session Builder too: If enabled, unassigning a reviewer from an abstract also removes them from the session assignments in Session Builder.
• Input fields for boolean search: Configures a dedicated Boolean search page for abstracts, allowing up to five advanced search queries.
• Activity type(s) with access to review slotting: Allows reviewer slotting on the Score Report page for specified activities. Requires “Display score report on left-side menu” to be ON.
• Check for double slotting before adding to a session: Prevents adding an abstract to multiple sessions if already assigned to one.
• Customize left-side menu content: Allows customization of left-side menu content. If “Hide left-side menu options entirely” is ON, this setting is hidden.
• Abstract review fields and layout: Defines which fields appear when reviewing an abstract (excluding instructions). Default layout includes Control Number, Title, etc.
• Input fields & layout for bulk view: Defines the layout and metadata fields displayed in Bulk View for printing. Default layout includes Control Number, Title, etc.
• Fields & layout on the options before the bulk view page: XML configuration for the layout and fields displayed before accessing Bulk View.
• Sort options for quick search: Adjusts dropdown sort options on the Quick Score and Bulk View pages. “C” is required before the Control Number field name, while other fields only need the field name. Default sorting: Control Number, Score, Topic.
• Fields to display on edit/view score page: XML defining additional fields on the Edit/View Score page. Default fields: Control Number, TopicKey1, ScoreValue, CommentCodeList (Selected Comments), Comment (Type-In Comments).
• Fields to sort on edit/view score page: Determines sorting options on the Edit/View Score page. Default sorting: Control Number (ControlNumber), Score (ScoreValue), Category (TopicKey1).

Note: For advanced configuration analysts, the XML is now optimized to detect errors.
• Magenta: Elements
• Purple: Property names
• Orange: Property values
• Black: Content

Template Meetings Setup Job Aid

Easily set up meetings with the new template associations feature. Add your template association and create meetings using pre-configured settings, making the process faster and more consistent.

Easily create meetings using pre-configured settings by adding a template association. Each association gets one template to host all template meetings, ensuring consistency and efficiency. Only users with the Distributor Administrator role can set up template meetings.

Template meetings are stored under the association “Template{Primary Service Provider}”. To access and manage them, add the corresponding template association to your account. Follow the steps below to get started.

1. Add the Template Association to Your Staff Account (If Already Created)

What is a Primary Service Provider (PSP)?
A PSP is an association value that represents the entity responsible for managing program data under a contractual agreement with the association. It determines which administrative staff and vendors have authorized access to association data.
• PSPs include CTI and its distributors.
• Each active association has exactly one PSP.

Follow these steps to add your Template Association to your staff account:
1. Navigate to Staff Accounts:
• Go to Settings → Association Info and Administration → Staff Accounts.
2. Search for Your Name:
• Enter your name in the search box. If it doesn’t appear, try the Advanced search using your Email or Last name.
3. Edit Your Record:
• Click the Edit icon (pencil) at the end of your record to open the Edit Staff Member pop-up.
4. Verify/Update Association:
Ensure that your Primary Service Provider has the word “Template” prepended.
5. Select the Association:
• Check the box next to your template association name.

• Note: If you don’t see the template, refer to Section 2 to add a new template association.
6. Save Changes:
• Click Save.

2. Add a New Template Association

If your template association does not exist, you must create it. Before you begin, gather your account details.

Retrieve Your Account Information:

1. Access Staff Accounts:
• Go to Settings → Association Info and Administration → Staff Accounts.
2. Search for Your Name:
• Type your name in the search box. If it doesn’t appear, try the Advanced search using your Email or Last name.
3. Edit Your Record:
• Click the Edit (pencil) icon to open the Edit Staff Member pop-up.
4. Copy the Following Fields into a Notepad or Word Document:
• Primary Service Provider
• Primary Affiliation

Create the New Template Association:

1. Go to Associations:
• Navigate to Settings → Associations.
2. Add an Association:
• Click Add Association to open the Create New Association pop-up.

3. Fill in the mandatory Association Details:
• Abbreviation / Short name: Enter Template{Primary Service Provider} (replace {Primary Service Provider} with the value you copied).
• Primary Affiliation: Choose the first drop-down option, “Create based on abbreviation.”
• Primary Service Provider: Choose value from what you copied.
• Association Name: Enter Template{Primary Service Provider} (again, replacing {Primary Service Provider} with your value).
4. Save the New Template Association:
• Click Save.

At this point, your new template association is created. However, it will not contain any template meetings until you add them.

3. Add New Meetings to Your Template Association

Create Meeting Directly (Distributor Administrator Role Only)

1. Locate Your Template Association
• Go to Settings → Associations.
• Use Advanced search to find your template association by typing “Template” in the Name field.
• Hover over Actions and click View Detail.

2. Initiate Meeting Creation:
• Click Create Meeting to open the Create Meeting pop-up.

3. Select a Starting Point
• Copy an existing setup: Choose an Active meeting within the Template Association. (This will replicate session types, activities, campaigns, settings, and configurations.)
• Start from a template: Select from three available templates
• Start from scratch: Use this if no templates exist.

4. Fill in the Required Fields:
• Short Name: Displayed in the upper-left corner of cAdmin after the Association abbreviation. It is sometimes more concise than the Display Name.
• Display Name: The Meeting Name under Meeting Information & Setup (can match the Short Name or be the full abbreviation).
• First & Last Meeting Dates: Select future dates to prevent automatic purging.
• Media Hosting Location: Choose US or EU based on the meeting’s location.
• Time Zone: Select the applicable time zone.
• Initial Control Number: Typically set to 1.

5. Finalize Meeting Creation:
• Click Continue (please wait a moment while the meeting is set up).
• When prompted with a success message, click Switch to the Meeting or click Close to go return to the Association settings you were already on.

Final Tips

• Double-check Dates: Always set the meeting’s start and end dates in the future to avoid automatic purging.
• Verify Information: Ensure all fields are accurately filled before saving.
• Permissions: If you encounter permission issues, contact your project manager.

Session Submission Title Configuration Cheat Sheet

The Session Submission Module now includes a configuration option that allows you to enforce formatting rules for session submission titles. This helps maintain consistency and ensures that titles follow specific formatting guidelines. The module supports bold, underline, and italic formatting for session titles and assists end users by automatically updating the title validation rules. Additionally, case handling for session proposal submission titles is now supported, similar to the title case options available in cSubmit.

Setting Up Session Title Validation

Follow these steps to configure the validation rules for session submission titles:

1. Access the Configuration Settings

• Navigate to cAdmin → Configuration → Site Configuration.
• Click on the Submit tab.
Note: Only certain roles can access this menu. If you don’t see it, contact your team or a CTI project manager.

2. Add a New Configuration

• Click ADD NEW CONFIGURATION.
• Fill in the following details:
Option Name: SessionTitleValidation
Qualifier1: Enter the Session Type Name (e.g., “Keynote”, “Workshop”, etc.).
• Copy and paste the following XML code into the configuration field:
<TitleValidations>
<Case>Upper</Case>
<Bold>none</Bold>
<Italic>none</Italic>
<Underline>none</Underline>
<Long>200</Long>
<Short>50</Short>
</TitleValidations>

3. Understanding the Configuration Rules

The above XML code sets the following rules for session submission titles:

• Case: Must be in uppercase.
• Bold: Not allowed (none).
• Italic: Not allowed (none).
• Underline: Not allowed (none).
• ShortLength: 6
– The number of WORDS that define the title as SHORT.
• Long: 70
– The percentage of WORDS that violate the rule in order for the warning to appear for a LONG title (more WORDS than identified in the ShortLength). The title can have 70% wrong (not cased or bolded/italicized correctly) before receiving the error.
• Short: 40
– The percentage of WORDS that violate the rule in order for the warning to appear for a SHORT title (less than or equal to WORDS identified in the ShortLength). The title can have 40% wrong (not cased or bolded/italicized correctly) before receiving the error.

4. Customizing the Validation Rules

You can adjust the formatting rules based on your needs.

Example: Allowing Bold Titles

If you want to allow only bold uppercase titles, modify the <Bold> field to all, like this:
<TitleValidations>
<Case>Upper</Case>
<Bold>all</Bold>
<Italic>none</Italic>
<Underline>none</Underline>
<Long>200</Long>
<Short>50</Short>
</TitleValidations>

5. Available Formatting Validation Options

For the <Bold>, <Italic>, and <Underline> fields, you can use the following values:

Option	Description
all	The entire title can be bold, italic, or underlined.
not all	A portion of the title can have the formatting applied.
none	No formatting allowed.

This setup ensures that session titles follow a standardized format, improving clarity and consistency across all submissions.

Download All Presentation Media Items for a Meeting

This article provides step-by-step instructions on how to download all presentation media files at once or filter them by various categories before generating a zip archive.

Steps to Download Presentation Media Files

1. Access the Presentation Media Items Dashboard
• Navigate to Presentations -> Presentation media items.

2. Select Media Items
• Option 1: Select All Media Items
a. Click the three vertical dots (…) in the top-left corner of the dashboard.
b. Click Select All to select all media items available.

• Option 2: Filter Media Items
a. Click Advanced search.
b. Use the filters to narrow down your selection by fields such as:
• Session Type
• Date
• Room/Location

3. Generate a Zip Archive
• Click the down arrow in the upper right-hand corner called Generate a Zip Archive.
• A zip file containing all the selected media items will be created and emailed to your cAdmin login email. We recommend using 7-Zip to extract the files included in the downloadable zip file.

Troubleshooting Zip File Generation

Most of the time, the zip file will generate successfully. However, there are a few reasons why the download might fail:
• Original Filename Too Long: If the Original filename exceeds 255 characters, the zip file may not generate.
• File Size Too Large: If the Original size is too large, it may prevent the zip file from being created.
• Invalid Characters in Filename: Original filenames with invalid characters can cause issues with zip file generation.

Abstract Submission Fees and Coupon Codes

In this article, we will walk you through the process of configuring abstract submission fees based on different membership types and applying coupon codes. This setup allows for multiple fee structures and ensures that coupon codes are managed effectively. Clients are responsible for tracking the usage of these codes to prevent unauthorized sharing, as the codes are not single-use.

Abstract Submission Fee Examples

Let’s walk through examples of abstract submission fees based on different membership types and applying coupon codes. This setup allows for multiple fee structures and ensures effective coupon code management. Clients are responsible for tracking the usage of these codes to prevent unauthorized sharing, as the codes are not single-use.

Recommendation: To minimize confusion and potential issues, we recommend that the submitter be the primary author. If a submitter updates their membership status, they must re-log in to see the updated payment amounts.

Coupon Code Examples

All three examples can be applied to the same meeting, depending on who signs in to the Portal.
• TRVL2025 Example: This setup allows a non-member to log in to the Portal and receive a 30% discount by entering the TRVL2025 code. Admins can adjust the discount percentage and apply multiple codes for different member or non-member types.
• Voucher2025 Example: This setup provides a 100% discount (free) to anyone who logs in to the Portal and enters the Voucher2025 code.
• AXXXSTAFF1 Example: This setup enforces a specific fee amount for members.

For more information on the complete abstract submission fee setup, please reach out to your project manager.

cAttendee Automatic Video Subtitles in 29 Languages

This new feature allows MP4 videos uploaded via the Portal or cAdmin to be converted into subtitles in 29 languages almost instantly, providing enhanced accessibility for a global audience on cAttendee. Captions are automatically generated for languages like English, Spanish, Japanese, Arabic, and many more, making meeting content easier to understand for attendees regardless of their native language. Please reach out to your project manager for more information about implementing this feature.

Feature Highlights

This feature works seamlessly with any on-demand video uploaded through the Portal or cAdmin, enabling fast and efficient captioning.

• CTI-Generated Captions & Transcripts:
Access captions and transcripts in multiple languages. Captions are viewable by selecting “CC” while watching a video.

• Transcript Language Options:
Users can switch the transcript to one of 29 available languages by clicking the Settings icon.

• Search Functionality:
Use the search bar to find specific words or phrases in the transcript. Clicking the text navigates directly to that part of the video, aiding quick access.

Player Cover Settings for Presentations in cAttendee

The cAttendee website displays tailored cover images to guide attendees, including settings for registration, access, embargoed content, or upcoming content. Updated rules streamline the process, making it clearer and more user-friendly.

The “Cover for content coming soon or upload not complete” field in cAdmin > Settings > Virtual / hybrid meeting applications > cAttendee > Presentation management has been expanded to display covers when:
1. The “Media source” under Presentation details is [MediaItem], but no Primary Media Item is selected (or set up to be auto-selected).

2. A Primary Media Item is selected, but its status is not [Complete].
3. If no cover is set, nothing will display as before.

How to Verify DKIM/DMARC Configuration for Emails

To prevent spam and verify sender identity, Google and Microsoft updated their email security policies in 2024. These policies require email authentication to ensure that messages are delivered to the correct recipients and avoid being flagged as spam. This verification process affects any email sent by CTI.

Audience: CTI and client internal IT teams
Configured by: CTI and client internal IT teams

Overview

As part of this process, IT teams should verify the DKIM and DMARC configurations for each association URL (e.g., yourdomain.com) before each event setup.

NOTE: This is not CTI the cOASIS URL. Use your own association’s URL, such as yourclientdomain.com.

When/How to Verify

This verification should be performed at the start of each meeting creation. Each organization only needs to check its own domain, such as yourdomain.com

Download Instructions: Please refer to the document below for detailed steps on verifying DKIM and DMARC configurations.

CTI_DMARC-DKIM-Validation v1.0 Download

For questions or assistance, please contact your IT support team.

cAPIs Introduction

LIMITS

The limits apply to unique endpoints. The client would be able to request the same Presentation 3 times per hour since the PresentationID is included in the GET Presentation endpoint.

Request Limits
The limits are currently set to:
1. CREATES to 100reqs/1min
2. UPDATES to 1req/1min
3. GET to 3req/60min
4. DELETE to 3req/60min

These limits are applied to the complete URL of the endpoint. Ex:
https://sandbox.abstractsonline.com/capi/meeting/123/sessions/123/presentations/123 can be called with the above-mentioned limits across the different “methods”.

This allows the API developers to pull all Sessions/Presentations 3 times per hour without running into a rate limit. If they try to pull the same Presentation more than 3 times in a single 60-minute period, they will get a 429 – Too Many Requests response.

For this reason, we recommend storing a local cache of the SessionType/ActivityType/Location data (Key and Name) to prevent unnecessary queries of the Program Setup endpoints.

This would allow the API user to pull Program Data as frequently as every 20 minutes without exceeding rate limits.

CTI_cAPI_IntroLimits_v2 Download

cAdmin Video Stream Editing: Cutting and Creating Individual Presentations from Session Recordings

This guide provides shortcuts and instructions for navigating and editing presentations in the cAdmin video stream recording tool. It also explains how to create individual presentations from recorded sessions and verify recording accuracy.

cAdmin Video Stream Editing – Cutting and Creating Individual Presentations from Session Recordings v1.0 Download

Campaign Portal: Expert Configurations

In the latest release, we’ve streamlined cAdmin’s Campaign Portal Configurations to enhance user-friendliness. Key features include customizing Campaign Portal navigation labels, meeting details, directions, links, images, and the visibility of activities tailored to specific user personas, allowing for quicker and more efficient administration aligned with your campaign needs.

How to Configure Portal Campaigns and Tasks

1. In cAdmin, go to Configuration > Site Configuration, then click Campaigns. Only users with the roles of Association Administrator, Distributor Administrator, Association Team Leader, or Distributor Team Leader have access to the Configuration tab.

2. Scroll to DashBlockTemplate_Messages or DashBlockTemplate_Tasks and verify that at least one activity type is assigned. If these configurations are missing, click Add New Configuration, copy and paste one of the configurations mentioned above, and save it. This ensures that the Messages (Campaigns) or Tasks tabs are visible on the Portal for users with the assigned activity type.
• Note: Qualifier 1 represents the Campaign’s “Internal name,” which is hidden by default on the Campaigns dashboard. To display it, click the gear icon and enable “Internal name.” Do not add extra qualifiers for Messages or Tasks, as Qualifier 1 alone is sufficient.

3. Navigate to Settings > Workflow Applications > cPortal, and choose either the Tasks or Messages (Campaigns) tab to modify. Here, you can update the tab’s Navigation label, Instructions text (with links and images), and Sidebar content.

4. To update the fields displayed on the Portal card, return to Configuration > Site Configuration > Campaigns and navigate back to DashBlockTemplate_Messages or DashBlockTemplate_Tasks, and select one of the assigned activity types.
• Note: As mentioned, no additional qualifiers other than Qualifier 1 are necessary for Messages or Tasks.

5. Add the fields in the order in which you’d like them to appear on the portal. Use the following formatting in the Option Value field to display the desired information:

Example Fields with Formatting:
The dollar signs ($$) represent cAdmin fields pulled into the Portal, and the text between <propertyTitle> tags are custom labels that will appear on the Portal.

Header Example:
<header>#$$SessionNumber$$ - $$SessionTitle$$</header>

Field Example:
<property><propertyTitle>Session Date: </propertyTitle><propertyValue>$$SessionDate$$</propertyValue></property>

Full Example:

<header>#$$ControlNumber$$ $$PublishingTitle$$</header>
<property>
<propertyTitle>Your Role: </propertyTitle>
<propertyValue>$$Role$$</propertyValue>
</property>
<property>
<propertyTitle>Activity Type: </propertyTitle>
<propertyValue>$$RecipientActivityTypeName$$</propertyValue>
</property>
<property>
<propertyTitle>Session: </propertyTitle>
<propertyValue>$$SessionNumber$$ - $$SessionTitle$$</propertyValue>
</property>
<property>
<propertyTitle>Session Date: </propertyTitle>
<propertyValue>$$SessionDate$$</propertyValue>
</property>
<property>
<propertyTitle>Session Time: </propertyTitle>
<propertyValue>$$SessionStart$$ - $$SessionEnd$$</propertyValue>
</property>
<property>
<propertyTitle>Session Location: </propertyTitle>
<propertyValue>$$SessionLocation$$</propertyValue>
</property>
<property>
<propertyTitle>Presentation Time: </propertyTitle>
<propertyValue>$$SessionRoleStart$$ - $$SessionRoleEnd$$</propertyValue>
</property>
<property>
<propertyTitle>Presentation Number: </propertyTitle>
<propertyValue>$$PresentationNumber$$</propertyValue>
</property>
<property>
<propertyTitle>Poster Board Number: </propertyTitle>
<propertyValue>$$PosterboardNumber$$</propertyValue>
</property>
<property>
<propertyTitle>Program Status: </propertyTitle>
<propertyValue>$$ProgramStatus$$</propertyValue>
</property>
<property>
<propertyTitle>Session Role Status: </propertyTitle>
<propertyValue>$$SessionRoleStatus$$</propertyValue>
</property>
<property>
<propertyTitle>Campaign Response Status: </propertyTitle>
<propertyValue>$$CompleteStatus$$</propertyValue>
</property>
<property>
<propertyTitle>Campaign Response Value: </propertyTitle>
<propertyValue>$$ResponseAction$$</propertyValue>
</property>
<property><propertyTitle>Author Block: </propertyTitle><propertyValue>$$PresentationBlock$$</propertyValue></property>
<property><propertyTitle>Disclosure Block: </propertyTitle><propertyValue>$$DisclosureBlock$$</propertyValue></property>
<property><propertyTitle>Primary Author Name: </propertyTitle><propertyValue>$$PresentingAuthor$$</propertyValue></property>
<property><propertyTitle>Role Duration: </propertyTitle><propertyValue>$$PresentationDuration$$</propertyValue>  mins</property>
<property><propertyTitle>Submission Topic: </propertyTitle><propertyValue>$$ControlTopic$$</propertyValue></property>
<property><propertyTitle>Abstract Body: </propertyTitle><propertyValue>$$AbstractBody$$</propertyValue></property>

6. Test the configuration by selecting the Campaigns tab within cAdmin, choosing the configured campaign, and entering a test control number. Preview the changes in the Messages or Tasks tabs within the Portal by shadowing a test user. Refresh the Portal page after each cAdmin config update and adjust the fields to achieve the desired layout.

Bulk Action for Campaign Response and Session Role Status

This new feature allows users to perform bulk updates for Response Status, Response Action, and Session Role Status in the Campaign Recipients Dashboard. It streamlines managing multiple recipients by enabling multiple edits in just a few steps. This feature saves time by simplifying bulk updates and improves accuracy through its preview functionality.

This feature allows users to perform bulk updates for Response Status, Response Action, and Session Role Status in the Campaign Recipients Dashboard. It streamlines managing multiple recipients by enabling multiple edits in just a few steps. This feature saves time by simplifying bulk updates and improves accuracy through its preview functionality.

How to Use

1. Initiate Bulk Action:
• Go to the Campaign Recipients Dashboard, select recipients, and click Bulk Action.

2. Select Updates:
• Choose one or more from Response Status, Response Action, or Session Role Status.
• Click Next after making a selection.

3. Preview Changes:
• Review the updates on the preview screen.

4. Apply Changes:
• Click VERIFY CHANGE to update all selected recipients, BACK, or CANCEL to start over.

Response Status & Response Action Definitions

The Response statuses are standard in cOASIS, and you can search in double quotes by:
• Not Started – might have received the email, but haven’t taken any action (i.e., clicking the landing page link)
• Viewed – the landing page URL link has been clicked within the email body
• Notify Action Selected – the user clicked a button on the landing page (e.g., Continue, Confirm, Accept, Decline)
• Completed – depends on the Campaign Type. If the Campaign has no steps, the Response status will read “Viewed”. If the Campaign has steps and they finished all the steps, the Response status will read “Completed”

The Response Action is a customizable button text. The value indicates what button the person clicked on the landing page. Examples include Confirm, Decline, and No Action.
• No Action – if the Campaign is Informational Only, it will automatically read No Action. It will also read “No Action” if the user has not clicked any of the buttons within the landing page and the applicable steps.

Standardized Date and Time Formats Across cAdmin

In cAdmin, nearly every record contains some variation of a “Date” field—whether it’s for collection start/end dates, session dates, creation and edit dates, meeting start/end dates, OnDemand dates, campaign expiration dates, or login dates. To simplify this, we’ve standardized all date and time formats as part of the August release.

• Date – Mmm DD, YYYY
• Datetime – Mmm DD, YYYY, HH:mm AMPM
• Time – HH:mm AMPM

This update ensures consistency across all fields, helping to eliminate confusion when reviewing your data.

Improved Print Functionality for Abstracts, Sessions, and Itineraries

Reviewers might need to print abstracts, and attendees can print sessions, presentations, or their entire itinerary from the Program Planner or cAttendee. We’ve recently updated and refined the print versions, ensuring that no matter what you’re printing from Program Planner or cAttendee, you’ll receive professional, clean, and easy-to-read handouts with enhanced layouts.

Reviewers might need to print abstracts, and attendees can print sessions, presentations, or their entire itinerary from the Program Planner or cAttendee.

We’ve recently updated and refined the print versions, ensuring that no matter what you’re printing from Program Planner or cAttendee, you’ll receive professional, clean, and easy-to-read handouts with enhanced layouts.

To view an example of the new print layout, search for a session in the Program Planner and click on it.

Once on the session page, select “Print Page” to generate the updated version for printing.

Upload Status

Confirms the status of the upload

Status

Overall status for the media item (conversions, upload, etc.)

Sunset of Direct Links to Campaigns

Starting 7/16/24, direct links from notifications have been replaced to improve security and provide a centralized Portal view of your tasks and messages.

Starting 7/16/24, direct links from notifications have been replaced to improve security and provide a centralized Portal view of your tasks and messages.

Key Changes:

Removal of Direct Notification Links:
– Old: Link to Landing Page {fld:NotificationLink}
– New: Link to the specified tab within Portal (more information under “Ensuring Data Protection Regulation Compliance in CTI Campaign Tools”)

What This Means for You:

• Users will now need to log in to the Portal to access their Portal tasks and messages.
• This change allows users to view multiple campaigns and activities in one Portal location, providing a more organized and efficient experience.
• Existing landing page links in previously sent emails will automatically redirect to the meeting info page on the Portal, requiring login.
• This update ensures a more secure and integrated approach to managing your notifications and tasks.

For more information about how to configure and GDPR compliance, check out the article “Ensuring Data Protection Regulation Compliance in CTI Campaign Tools.”

Ensuring Data Protection Regulation Compliance in CTI Campaign Tools

Purpose of the Data Protection Regulations

Data Protection Regulations are in effect across many countries around the globe. While the most well-known may be the European General Data Protection Regulation (GDPR), there are similar laws and regulations in Thailand (PDPA), Brazil (LGPD), Canada (CPPA), India (DPDP) and several other countries. While there is no single regulation for the United States, many states have passed their own data privacy regulations. In general, these regulations:
• are designed to establish a framework for the protection of personal data, ensuring the rights of individuals are safeguarded during data processing activities.
• uphold the fundamental rights and freedoms of individuals, emphasizing the right to personal data protection.
• facilitate the unrestricted movement of personal data across international borders, provided that the protection of personal data is not compromised.

Who Do These Regulations Apply To?

• Apply to companies with a presence in the regulated country who are processing personal data
• Apply to companies anywhere in the world who are offering goods or services to data subjects in the regulated countries

How Do These Regulations Impact CTI Campaign Tools?

CTI ensures user privacy and compliance with existing data protection regulations by:

1. Requiring users to sign in to the portal to access notifications.
2. Refraining from adding a presenter’s email address to an email body. In the email template content merge fields, you’ll notice that inputting OTHER individuals’ email addresses to anyone else is not feasible.

Key Changes on 7/16/24:

Removal of Direct Notification Links:
Old: Merge Field {fld:NotificationLink} -> Link to Landing Page
New: Merge Field {fld:PortalLink param:submit|notifyTasks|notifyMessages|review|sessionOrganizer|sessionSubmission} -> Link to the specified tab within Portal

How can an admin configure the Portal tab login options?

Configurable campaign links for direct Portal tab login options include (relates to the tabs under Settings -> Workflow applications -> cPortal):
1. Meeting information: {fld:PortalLink param:meetingInfo}
2. Abstract submission: {fld:PortalLink param:submit}
3. Review: {fld:PortalLink param:review}
4. Session builder: {fld:PortalLink param:sessionOrganizer}
5. Session submission: {fld:PortalLink param:sessionSubmission}
6. Session leaders: {fld:PortalLink param:sessions}
7. Presentation: {fld:PortalLink param:presentation}
8. CME review: {fld:PortalLink param:cmeReview}
9. Booth: {fld:PortalLink param:exhibitorBooths}
10. Tasks: {fld:PortalLink param:notifyTasks}
11. Messages: {fld:PortalLink param:notifyMessages}

Any emails with the old meeting link, {fld:NotificationLink}, now direct to the Portal ‘Meeting information’ page.

For more information about Portal login, search the cAdmin Knowledge Base under Help for “Portal Basics Cheat Sheet”.

Search Techniques for Program Planner & cAttendee

This guide provides effective search techniques for using the Program Planner and cAttendee search functions, including Google-style searches. Learn how to optimize your searches with keyword variations, exact matches, and field-specific weighting to find the most relevant results.

Ways to Search Program Planner & cAttendee

• The search is a “Google-style” search.
• Search terms may be enclosed in double quotes to ensure they match “exactly as entered”.
• Up to five search terms may be used with either a “+” (AND) or “-” (AND NOT) before the terms to create better search specifics. For example, This+is+the+Title+Presentation

Searching for an Individual

• Last Name+First Initial (e.g., Smith+M)

Add Some Power to Your Search Queries

You can use up to five search terms, each preceded by either a “+” or “-” (without quotes) for more precise results. The first term does not require a “+”, as it is implied. Additionally, any search term can be enclosed in double quotes to ensure an exact match, and you can also use “+” or “-” in front of double-quoted phrases.

Examples:

• Lake Michigan – finds all occurrences of either ‘Lake’ or ‘Michigan’
• Lake +Michigan – finds all occurrences of ‘Lake’ which also contain ‘Michigan’ in them
• Lake -Michigan – finds all occurrences of ‘Lake’ which do not contain ‘Michigan’ in them
• “Lake Michigan” – finds all occurrences of the words ‘Lake’ and ‘Michigan’ used together

Note: The search is case-insensitive, so capital or lowercase letters will be found regardless of how they are typed into the search box. Spaces between words do not affect the search results.

Keyword Search

Keyword searches can be tailored to various needs, including author searches, topics, keywords, categories, or a combination of these. The keyword search feature is user-friendly and includes an autofill function to complete the rest of the word as you type, as demonstrated in the example below.

Search Field Relevance

The search algorithm assigns different weights to each field to prioritize certain types of information:

1. Session Titles and Categories: These receive the highest weight and are searched first.
2. Abstract Titles: These have a slightly lower weight and are considered next.
3. All Remaining Fields: These have the lowest weight and are searched last.

To provide clarity, here is a table listing the search fields and their respective weights from highest (100) to lowest (10):

Search Example in Program Planner

For the search term “toolkit”:

1. The search returns 3 sessions, with the word appearing in the 2nd session title.

2. Click the “Presentations” tab to see the AbstractTitle listings.

3. “toolkit” does NOT appear in the AbstractTitle or Presentation titles above, but click on the first result and search within the content for “toolkit”, and it appears twice:

1 – New Portal Configurations

As a meeting organizer or configuration analyst, I frequently use cAdmin to adjust various settings within the Portal, including navigation labels, meeting details, directions, links, images, and the visibility of activities tailored to specific user personas. Previously, this task was more time-consuming due to the presence of many hidden options. However, with our latest release in May 2024, we’ve streamlined the process, significantly enhancing user-friendliness for administrators.

As a meeting organizer or configuration analyst, I frequently use cAdmin to adjust various settings within the Portal, including navigation labels, meeting details, directions, links, images, and the visibility of activities tailored to specific user personas. Previously, this task was more time-consuming due to the amount of options. However, with our latest release, we’ve streamlined the process, significantly enhancing user-friendliness for administrators.

New Portal Configurations Location in cAdmin

The configuration interface is organized under Settings > Workflow applications > cPortal, mirroring the layout of the Portal itself.

• The Meeting information tab serves as the homepage for the meeting Portal, with each field corresponding to a section on the Portal’s homepage. For instance, the Navigation label represents the tab name, and below are the Meeting information instructions, Meeting info page content, and Sidebar content for meeting info page.

New Listing Template Fields for Portal Presentations, Tasks and Messages in Portal (dashblocktemplate)

Header text format example for cAdmin:

<header>#$$SessionNumber$$ - $$SessionTitle$$</header>

Field text format example for cAdmin:

<property><propertyTitle>Session Date: </propertyTitle><propertyValue>$$SessionDate$$</propertyValue></property>

New fields:
• Session # and Title – $$SessionNumber$$ – $$SessionTitle$$
• Session Date – $$SessionDate$$
• Session Start – Session End Time – $$SessionStart$$ – $$SessionEnd$$
• Session Location – $$SessionLocation$$
• Session Role Start & End Times – $$SessionRoleStart$$ – $$SessionRoleEnd$$
• Presentation Duration – $$PresentationDuration$$
• Presentation Number – $$PresentationNumber$$
• Poster Board Number – $$PosterboardNumber$$
• Control-level Topic1 – $$ControlTopic$$
• Author Block – $$PresentationBlock$$
• Disclosure Block – $$DislcosureBlock$$
• Primary Author Name – $$PresentingAuthor$$
• Submission Topic – TBD

Other currently available fields:
$$ControlNumber$$
$$FullControlNumber$$
$$PublishingTitle$$
$$CompleteStatus$$
$$ProgramStatus$$
$$ActivityName$$
$$SessionNumber$$
$$SessionTitle$$
$$SessionID$$
$$SessionRoleStatus$$
$$SessionLocation$$
$$SessionStart$$
$$SessionEnd$$
$$SessionRoleStart$$
$$SessionRoleEnd$$
$$PresentationDuration$$

Configuring Listing Template Portal Fields

1. Navigate to Settings > Workflow Applications > cPortal. Then, select the tab you wish to modify the display fields for, such as Presentations.

2. Locate the Listing template and input the desired Option Value:

<header>#$$ControlNumber$$ $$PublishingTitle$$</header>
<property>
<propertyTitle>Session: </propertyTitle><propertyValue>$$SessionNumber$$ - $$SessionTitle$$</propertyValue>
</property>
<property><propertyTitle>Location:</propertyTitle><propertyValue>$$SessionLocation$$</propertyValue></property>
<property><propertyTitle>Session Start/End: </propertyTitle><propertyValue>$$SessionStart$$ - $$SessionEnd$$</propertyValue></property>

Try It Yourself

For other cAdmin fields listed above, copy and paste one of the lines of code and replace the two field values with the appropriate placeholders, such as “Presenter:” for the label and “$$PresentingAuthor$$” to pull the cAdmin field:

<property><propertyTitle>Presenter: </propertyTitle><propertyValue>$$PresentingAuthor$$</propertyValue></property>

Old Site Config vs. New Portal Settings

For those familiar with the old configuration method, you’ll find all the updated Portal configurations listed in the table. If users try accessing the old Site Configurations from their prior location and click the Option Name link, they’ll be redirected to the new Portal Settings configuration page. However, it will only direct you to the first tab, irrespective of your original tab within Portal Settings, necessitating an additional click.

A configuration NOT listed in the table below is still accessible under Configurations > Site configurations.

Verify Staff Roles

To access the Site configurations page, cAdmin users must hold at least one of the specified staff roles:
• Association Administrator
• Association Team Leader
• Distributor Administrator
• Distributor Team Leader

Users with these roles in cAdmin can verify their own or others’ roles within their association by navigating to Settings > Association info & administration > Staff accounts.

Advanced Configuration Note

Starting May 2024, if you plan to apply an activity qualifier to any tab on the Portal, you must currently use the old configuration method in Site Configurations. This qualifier will overwrite the new field labels in the Portal Settings.

Portal Settings Tab	Old Site Configuration Category and Name	New field label
Meeting information	ADMIN / DashModuleDisplayName_Meetinginfo	Navigation label
	ADMIN / MeetingHeaderBackgroundColor	Portal header background color (meeting level)
	ADMIN / DashHideDisclosureLink	Hide the centralized disclosure link in the portal homepage
	ADMIN / DashSiteHeaderImage	Portal header image URL (meeting level)
	ADMIN / DashMsgText_MeetingInfo	Meeting information instructions
	ADMIN / DashMeetingInfoMainContentText	Meeting info page content
	ADMIN / DashRightNavText_MeetingInfo	Sidebar content for meeting info page
Submission	SUBMIT / DashModuleDisplayName	Navigation label
	SUBMIT / DashHideGraphs	Hide summary graphs
	SUBMIT / DashChartEntityName	Top-chart- label of completion status
	SUBMIT / DashHideDisclosureLink	Hide the centralized disclosure link in the submissions page
	SUBMIT / DashExcludeDisclosureCheckForActivities	Centralized disclosure NOT mandatory for these activities
	SUBMIT / BlockActivityDisplay	Hide activities
	SUBMIT / DashMsgText	Instructions text
	SUBMIT / DashRightNavText	Sidebar content
	SUBMIT / DashBlockTemplate	Listing template
Abstract Review	REVIEW / DashModuleDisplayName	Navigation label
	REVIEW / DashHideGraphs	Hide summary graphs
	REVIEW / DashChartEntityName	Top-chart- label of completion status
	REVIEW / DashHideDisclosureLink	Hide the centralized disclosure link in the review page
	REVIEW / DashExcludeDisclosureCheckForActivities	Centralized disclosure NOT mandatory for these activities
	REVIEW / DashMsgText	Instructions text
	REVIEW / DashRightNavText	Sidebar content
	REVIEW / DashBlockTemplate	Listing template
Session builder	SESSIONS / DashModuleDisplayName	Navigation label
	SESSIONS / DashHideGraphs	Hide summary graphs
	SESSIONS / DashChartEntityName	Top-chart- label of completion status
	SESSIONS / DashHideDisclosureLink	Hide the centralized disclosure link in the sessions submissions page
	SESSIONS / DashExcludeDisclosureCheckForSessionTypes	Centralized disclosure NOT mandatory for these session types
	SESSIONS / DashMsgText	Instructions text
	SESSIONS / DashRightNavText	Sidebar content
	SESSIONS / DashBlockTemplate	Listing template
Session submission	SUGGESTEDSESSIONS / DashModuleDisplayName	Navigation label
	SUGGESTEDSESSIONS / DashHideGraphs	Hide summary graphs
	SUGGESTEDSESSIONS / DashChartEntityName	Top-chart- label of completion status
	SUGGESTEDSESSIONS / DashHideDisclosureLink	Hide the centralized disclosure link in the sessions submissions page
	SUGGESTEDSESSIONS / DashExcludeDisclosureCheckForSessionTypes	Centralized disclosure NOT mandatory for these session types
	SUGGESTEDSESSIONS / DashMsgText	Instructions text
	SUGGESTEDSESSIONS / DashRightNavText	Sidebar content
	SUGGESTEDSESSIONS / DashBlockTemplate	Listing template
Session leaders	Portal setting for session leaders remains unchanged. Previously configurable here.
Presentation	SUBMIT / DashModuleDisplayName_Presentation	Navigation label
	SUBMIT / BlockActivityDisplay_Presentation	Hide activities
	SUBMIT / DashMsgText_Presentation	Instructions text
	SUBMIT / DashRightNavText_Presentation	Sidebar content
	SUBMIT / DashBlockTemplate_Presentation	Listing template
CME review	Portal setting for CME review remains unchanged. Previously configurable here.
Booth	Booth remains unchanged. Previously configurable here.
Notification – Tasks	NOTIFICATION / DashModuleDisplayName_Tasks	Navigation label
	NOTIFICATIONS / DashChartEntityName_Tasks	Top-chart-label of completion status
	NOTIFICATION / DashHideGraphs	Hide summary graphs (shared with Messages)
	NOTIFICATION / DashHideDisclosureLink_Tasks	Hide the centralized disclosure link in the tasks page
	NOTIFICATION / DashMsgText_Tasks	Instructions text (top of page)
	NOTIFICATION / DashRightNavText_Tasks	Sidebar content
	NOTIFICATION / DashBlockTemplate_Tasks	Listing template
Notification – Messages	NOTIFICATION / DashModuleDisplayName_Messages	Navigation label
	NOTIFICATIONS / DashChartEntityName_Messages	Top-chart-label of completion status
	NOTIFICATION / DashHideGraphs	Hide summary graphs (shared with Tasks)
	NOTIFICATION / DashHideDisclosureLink_Messages	Hide the centralized disclosure link in the messages page
	NOTIFICATION / DashMsgText_Messages	Instructions text
	NOTIFICATION / DashRightNavText_Messages	Sidebar content
	NOTIFICATION / DashBlockTemplate_Messages	Listing template

Field labels such as “Allow QR code access key login” can be found in the Glossary on the left side of the Portal Settings page.

Save Configurations in the Library for Later Use

To save configurations for future use, especially around meeting deadlines or future meetings, follow these steps:

1. Copy the appropriate old configuration name from the chart above that matches the new Portal name.
2. Navigate to Configuration -> Site configuration.
3. Select the correct tab (e.g., SUBMIT). Click on ADD NEW CONFIGURATION.
4. Paste the old configuration name (e.g., DashMsgText_Presentation_DeadlineSOON).
5. In this example, the suffix “_DeadlineSOON” will save this configuration in the library, allowing you to copy and paste it later during the meeting.

Upcoming Release Dates

With any major changes, there is always a chance of unexpected outages in CTI’s service. We want to assure you that our team will do everything possible to minimize downtime and resolve any issues as quickly as possible. The next scheduled releases are:
• December 15, 2025
• December 16, 2025 (Maintenance)
• January 20, 2026 (Maintenance)
• January 27, 2026
• January 28, 2026 (Maintenance)
• February 12, 2026 (Maintenance)
• March 2, 2026
• March 3, 2026 (Maintenance)
• March 17, 2026 (Maintenance)
• April 6, 2026
• April 7, 2026 (Maintenance)
• May 26, 2026
• May 27, 2026 (Maintenance)
• June 30, 2026
• July 1, 2026 (Maintenance)
• July 28, 2026
• July 29, 2026 (Maintenance)
• August 25, 2026
• August 26, 2026 (Maintenance)
• September 22, 2026
• September 23, 2026 (Maintenance)
• October 27, 2026
• October 28, 2026 (Maintenance)
• November 17, 2026
• November 18, 2026 (Maintenance)
• December 15, 2026
• December 16, 2026 (Maintenance)

0. Package Features and Availability

This table provides a comparison of three packages: Package #1, designed for file collection, and Package #2 or #3, which includes file collection and session room agent services at varying limits. It highlights their features, limitations, and options to assist in decision-making.

Feature Available	File collection only (Pkg #1)	File collection & session room agent (Pkg #2)	File collection & session room agent (Pkg #3)
Maximum Total *Presentations	30	50	80
Maximum Files Allowed per *Presentation	4	4	4
*Presentations Allowed per Presenter	1	1 or more	1 or more
File Formats Accepted	PDF, MP4 only (5 gigabytes), PPTX	Same	Same
Max Number of Available Meeting Days	1	5	8
Meeting Expiration Date (including presentation files)	Currently, no expiration date is executed for meetings. However, a future update will introduce a 14-day expiration period, including non-business days, with the deadline set at 11:59 PM.	Currently, no expiration date is executed for meetings. However, a future update will introduce a 30-day expiration period, including non-business days, with the deadline set at 11:59 PM.	Same as Pkg 2
Threshold Lock for Meeting Date Edits	1 day prior to “Meeting start date”	3 days prior to “Meeting start date”	Same as Pkg 2
Presentation Files Download Request Expiration Date	The email link will expire 48 hours after its creation date.	Same	Same
Add Presenter to Agenda – Required Fields	Presenter first name, last name, email	Presenter first name, last name, email, Date & Room, Presentation title	Same as Pkg 2
Rooms	None	Defaults to Room 1. Maximum: 5 Rooms	Defaults to Room 1. Maximum: 8 Rooms
Admin-Presenter Email Communication	Personal Email	Personal Email & System Email	Personal Email & System Email
Portal Collection Site	Included	Included	Included
Agent/Session Room	Not included	Included	Included
Monitoring tool	Not included	Included	Included
Reports	Accounting Activity Report	Accounting Activity Report	Accounting Activity Report

*The term “Presentations” in “File collection only,” refers only to Sessions, not files like PPTX. In “File collection only,” presenters must have unique email addresses because sessions require presenters. If each unique presenter uploads 4 files, the maximum number of files allowed in the “File collection only” package is 120 files for 30 presentations.

*In the “File collection & session room agent” package, there is no limit on the number of presentations for any presenter until reaching the Maximum Total Presentations. This means one presenter with the same name and email address could upload 50 presentations and 4 files for each presentation.

1. Defining & Managing Venue Personas

Defining personas and managing venue staff access within the Slide Ready application.

(For the personas of Distributor Administrators & Venue Administrators) I need to create administrative access to Slide Ready for Venue Staff so that they can set up and manage meetings in the Slide Ready application.

From the Venue details page, click the “+ Add” action and enter the new staff member’s First, Last, Email, and Staff role defined below:

Distributor Administrator – defined as the corporate administrative and support team staff who will create, monitor, manage, and support the venue staff in the operation of the application. Distributor administrators are expected to create and manage the venues along with the venue administrator. Distributor administrator roles will have the permission to allow them to function as any venue role at any venue, including creating meetings, managing agenda, communicating with the presenter, monitoring presentation file uploads, and (if needed) downloading presentation files for a venue.

Venue Administrator – A venue may have one or more venue administrators. This role is expected to create, monitor and manage the venue staff positions of Venue Operations and Venue Technical. Venue administrator roles will have the permission to function in any role at their specific venue, including creating meetings, managing agendas, communicating with presenters, monitoring presentation file uploads, and downloading presentation files for a venue.

Venue Operations – A venue may have one or more operations staff members. This role is expected to create, monitor and manage the meetings. The Venue Operation roles will have the permission to function as a technical operation role at their specific venue, including monitoring and assisting with presentation uploads and downloading files for a meeting room.

Venue Technical – A venue may have one or more technical operations staff members. This role is expected to interact with presenters to assist in uploading presentation files, to monitor and if necessary, download-fix-and-upload-again presentation files that need work before presentation.

Event organizer (only available in Multi-session events leveraging the agent package) – An employee or a contractor of the end-user customer responsible for organizing the event, including preparing, updating, and managing the meeting agenda and communications with presenters. The event organizer is responsible for sharing the agenda with Encore.

There is no limit to the number of accounts that can be created.

Venue/Meeting Example – LOEWS Chicacgo O’Hare (Venue) -> v2050: Waterfall Meeting 2023 (Meeting)

2. Manage Venues

Accessible only by an Encore Corporate Distributor Administrator, this is where Slide Ready venues are created and administrated.

(For the persona of a Distributor Administrator)

As a Distributor administrator:
– I need to have a dedicated dashboard with all of the venues that are sub-distributing for my entity.
– Here I need to be able to see which venue is active or inactive (no active contracts) and to add new venues that will be able to host new venue meetings;
– in this detail page, for each new or existing meeting I need to be able to add a Venue Administrator, so that this role can continue with the rest of the venue responsibilities.

From: Settings > Venues
Accessible only by an Encore Corporate Administrator, this is where Slide Ready venues are created and administrated.

Venue details page
This page, with all its tabs, is also accessible by a Venue administrator or Venue Operations (once the staff account is created in the second tab of this page).

The Venue’s meetings
This provides a searchable/filterable overview of the active and inactive meetings at the venue. Allowing to export a list of all the meetings.

There are currently no limits to the number of Venues that can be created.

3. Create a New Meeting

For the persona of Distributor Administrator only.

(For the persona of Distributor Administrators only)

Navigate to the Home page and begin the meeting creation process by clicking “+CREATE NEW MEETING”:

Distributor administrators will be asked to choose which venue the new meeting will belong to:

(Venue administrator and Venue Operations team members only)

Navigate to the Home page and begin the meeting creation process by clicking “+CREATE NEW MEETING”. All meetings created by venue staff are associated with the venue, so there is no requirement to choose a venue as a first step.

(Distributor administrators, venue administrator, and venue operation team members)

Next, choose the package type:
– File collection only
– File collection & session room agent.

The “Opportunity number” is a required field and will appear on the CTI invoices to help track the package purchase for the specific event. No formatting rules are enforced in the Opportunity number field – anything other than “no value” is accepted.

The next step is to provide the meeting name and dates.

The system will enforce the maximum number of days for the package type chosen.
– File Collection Only: Limit of 3 days for an event.
– File Collection & session room agent: Limit of 7 days for an event.

Once all fields are filled in correctly, the user will receive a message that a meeting has been successfully created.

Note that the new meeting will appear in the list of meetings.

After creating a new meeting, the meeting details can be completed and edited by accessing the “Meeting setup” menu item. The tabs available under Meeting setup” menu item will vary by Package. All Packages will have Meeting info, Meeting staff and Collection site. Packages using the presentation management agent will have Rooms and Session room tabs. Packages with the recording or virtual meeting components will include additional fields in the session room tab as well as a virtual meeting tab.

Once a Package is chosen, it cannot be changed. Therefore, the “Package option field” is read-only.

Meeting dates can be edited. The following rules are applied:
– Start date cannot be set to something in the past
– Start date cannot be changed if the threshold date is exceeded
– Start date cannot be changed if the meeting has started
– Start date change WILL update end date to be the same total number of days (no message)
– End date can be edited but will validate that End date and Start date do not exceed venue package number of meeting days

Meeting time zone is inherited from the Venue details and cannot be changed in the Meeting details

Tech support email will be defaulted to the Venue default tech support email. It can be edited for the specific meeting in the Meeting setup, but the email must be whitelisted, otherwise the system will not save this email.

File collection only package: Two other tabs are available in the Meeting setup page – Meeting staff and Collection site.

Setting up the dates the collection site will be open, the header to use and the instructions that are displayed on the presentation upload page are managed in the Collection site tab. Managing the Meeting staff is described in the other How-to.

File collection & session room agent: In addition to Meeting staff and Collection site, two other tabs are available in the Meeting setup page – Rooms and Session room.

As well, the Collection site tab has an option to control the Presentation block format, which defines what of the presentation attributes (e.g., Presentation Title, Room and Presentation Start / End times) are visible to the presenter on the collection site.

The Rooms tab has a list of available rooms. File collection & session room agent has 5 rooms available.

To edit the name of the room, click on the pencil icon and enter the new name for the room.

Note that any location with the letters “[Open]” (case insensitive) in any part of its name will be removed from the selection options in the Meeting agenda dashboard.

The “Session room application key” will be requested when logging into a Session room by clicking the link on the home page. This key is automatically generated but can also be edited.

Another way to log in to a Session room is to click the blue arrow icon. This will directly navigate to a chosen session room without asking for a session room application key.

The Session room tab is covered in its own How-to.

4. Email Venue Staff accounts Login

For Distributor Administrator & Venue Administrator personas.

For Distributor Administrator & Venue Administrator personas:

1. Navigate to Venue details > Staff accounts, and either add a new Venue staff member or find an existing one below.
2. Ensure that the person’s status is set to “Active.” You can check by hovering over and clicking the “Edit” pen icon.
3. Hover over the staff member and click on the “Email staff member” action.
4. Click “Send.”

For the emailed Venue staff member:
1. Click on the emailed link and select “click here.” For best practice, save the link to your bookmarks.

2. Select “Forgot your password?”

3. Enter the email address from which you received the email.

4. Follow the instructions sent to your email address to reset your password.

5. Manage Meeting staff

For the personas of Venue Administrators, Venue Operations, and Distributor Administrators.

(For the personas of Venue Administrators, Venue Operations, and Distributor Administrators)

Navigate to the Setup menu item and click the Meeting Staff tab.

The Meeting staff tab displays all staff members assigned to the meeting. Row actions on the right of each row of staff names allow the venue administrator, venue operations team member, or distributor administrator to email the staff member and remove the staff member’s access from this meeting. Using the “trash can” icon to remove a staff user’s access from the meeting will not “delete” the user, nor will it impact any other meeting assignments. It will merely remove that user from this meeting.

To add staff that are not already assigned to the meeting, click on the “+ADD” button within the tab. A popup will display all venue staff who have not been assigned to the meeting. One or more checkboxes can be selected, and then click “ASSIGN”. The staff will now be assigned to the meeting.

Please note that there are no limits enforced on the number of accounts that can be created, and only Distributor Administrator accounts and Venue staff accounts created for a specific venue may be assigned to meetings within that venue.

Forms Text Insert and Formatting

This article provides detailed instructions on how to import and export keys for forms using supported controls in our software. It also includes information on hotkeys for the form builder to enhance your workflow efficiency.

This article provides detailed instructions on how to insert and format text and questions for forms. These instructions apply to all forms under the Forms tab within cAdmin. It also includes information on hotkeys for the form builder to enhance your workflow efficiency.

Supported Formatting

Basic Tools

1. Text
Any text without specific formatting will be interpreted as plain text.
Example: This is text.

2. Text Input
Syntax: : <label>
This creates a text input field with the specified label.
Example: : Name

3. Textarea
Syntax: :: <label>
This creates a textarea field with the specified label.
Example: :: Description

Grouping

Any text followed by an indented line (two spaces) will create a grouping containing the indented items.
Example:

Group Title
  : First Name
  : Last Name

Radio Button

Syntax: (<value>) <label>
This creates a radio button with a specified value and label.
Example:

(1) Option 1
(2) Option 2

Checkbox

Syntax: + [<value>] <label> or [<value>] <label>
This creates a checkbox with a specified value and label.
Example:

+ [1] Accept Terms
[2] Subscribe to newsletter

Empty Space

Any amount of dashes (-) will create an empty space.
Example:

Indentation for Nesting

An indentation of two spaces indicates a nesting level within a group or another group.
In this example, the “Comments” textarea is nested under the “Subscribe” checkbox.

Group Title
  : Name
  + [1] Subscribe
    :: Comments

Hotkeys for Form Builder

New Hotkeys

Remove Current Function
Ctrl + R: Remove the currently selected function.

Duplicate Current Function
Ctrl + D: Duplicate the currently selected function.

Move Current Function Up
Ctrl + Up: Move the currently selected function up.

Move Current Function Down
Ctrl + Down: Move the currently selected function down.

Existing Hotkeys

Next Function
Tab: Move to the next function.

Previous Function
Shift + Tab: Move to the previous function.

Basic Example

Follow these steps to use the provided example in a form builder:
1. Copy the text below.
2. Open a form builder and select “INSERT AS TEXT”.
3. Paste the copied text into the popup window that appears.
4. Click “INSERT” to add the text to your form.
5. Click “SAVE” to apply your changes.

User Information
  : First Name
  : Last Name
  (1) Male
  (2) Female
  -
Preferences
  + [1] Receive Newsletter
  + [2] Accept Terms
    :: Additional Comments
  -
  : Email Address

Explanation

– “User Information” and “Preferences” are group functions.
– “First Name”, “Last Name”, and “Email Address” are text input fields.
– The radio buttons “Male” and “Female” are under “User Information”.
– The checkboxes “Receive Newsletter” and “Accept Terms” are under “Preferences”.
– “Additional Comments” is a textarea nested under the “Accept Terms” checkbox.
– An empty space is created between the groups using -.

Practical Example

Below is a practical example combining various functions and nested elements:

John Doe, MD, Association
Managing the Potential Organ Donor
-
1. All of the following are complications of brain death except:
  (1) Pulmonary Edema
  (2) Arrhythmias
  (3) Diabetes Insipidus
  (4) Metabolic alkalosis
-
2. All of the following are components to donor management except:
  (1) Hemodynamic monitoring
  (2) Hormonal therapy
  (3) Treatment of brain death related complications
  (4) Hypotensive resuscitation

Explanation

– “John Doe, MD, Association” and “Managing the Potential Organ Donor” are text functions.
– “1. All of the following are complications of brain death except:” and “2. All of the following are components to donor management except:” are group functions.
– The radio buttons “(1) Pulmonary Edema”, “(2) Arrhythmias”, “(3) Diabetes Insipidus”, and “(4) Metabolic alkalosis” are under the group function “1. All of the following are complications of brain death except:”.
– The radio buttons “(1) Hemodynamic monitoring”, “(2) Hormonal therapy”, “(3) Treatment of brain death related complications”, and “(4) Hypotensive resuscitation” are under the group function “2. All of the following are components to donor management except:”.
– An empty space is created between the groups using -.

Speaker Ready Room Admin Login for Session Room Onsite

While the CTI Presentation Management Application is a cloud-based application, CTI can also provide hardware for onsite meetings. This includes laptops for the speaker ready room, enabling speakers to upload, edit, and preview presentations, and laptops for the session rooms for speakers to access, navigate, and speak through their presentations.

Download the PDF to learn how to log in to the session room for onsite events.

Speaker-Ready-Room-Admin-Session-Room-Login-2024-v1.1 Download

CTI’s Bandwidth Calculator for Cost-Effective Onsite Presentation Management

(Updated June 2024) Internet bandwidth at an onsite venue is a high-cost commodity. Often controlled by a hotel, venue contractor or other cartel, ensuring that only the required bandwidth is purchased will ensure that the least amount of money is spent on that commodity. Conversely, having too little internet bandwidth for onsite presentation management will result in choppy videos, poor recordings, and file latency.

CTI’s Onsite Presentation Management Bandwidth Calculator provides a tool for customers and AV vendors to calculate the amount of bandwidth required for different onsite presentation management setup scenarios.

Onsite-Presentation-Management-Bandwidth-Calculator-May-2022 Download

Estimating Bandwidth for Onsite Caching Servers: Step-by-Step Example

To calculate how long it will take to download a 200 MB file on a 30 Mb internet connection, you need to convert the file size from megabytes (MB) to megabits (Mb) and then use the download speed to find the time required. Here’s a step-by-step guide:

Calculation

1. Convert 200 MB to Megabits
1 Megabyte (MB) = 8 Megabits (Mb)
200 MB × 8 = 1600 Mb

2. Calculate Download Time: The download time is the file size in megabits divided by the download speed in megabits per second (Mbps).
1600 Mb / 30 Mbps = 1600 / 30 = 53.33 seconds

Final Result

It will take approximately 53.33 seconds to download a 200 MB file on a 30 Mb internet connection.

Explanation

File Size Conversion: The conversion from megabytes to megabits is necessary because internet speeds are typically measured in megabits per second.

Additional Considerations

Network Conditions: The calculated time assumes ideal network conditions. Network congestion, server speed, and network efficiency may affect actual download time.
Overheads: Data transmission usually has some overheads due to protocols, which can slightly increase the actual download time.

Summary Table

Metric	Value
File Size	200 MB
Internet Speed	30 Mb/s (30 Mbps)
Conversion to Megabits	200 MB × 8 = 1600 Mb
Download Time Calculation	1600 Mb / 30 Mbps
Download Time	≈ 53.33 seconds

By following these steps and considerations, you can calculate download times for various file sizes and internet speeds.

Sending Emails Through cOASIS

cOASIS uses Amazon Web Services (AWS) to send emails from cOASIS. AWS requires the registration of the domain or domain email address to verify your ownership of the domain. Major email providers (e.g., Gmail.com1 and Yahoo.com2) have recently updated their guidelines to require new DNS entries to authenticate the sender email, reduce spam, and to increase email deliverability.

cOASIS uses Amazon Web Services (AWS) to send emails from cOASIS. AWS requires the registration of the domain or domain email address to verify your ownership of the domain. Major email providers (e.g., Gmail.com¹ and Yahoo.com²) have recently updated their guidelines to require new DNS entries to authenticate the sender email, reduce spam, and to increase email deliverability.

Best practice

The current best practice is to register the domain you will use for sending emails from cOASIS (e.g., myassociationdomain.com). This domain will be registered with AWS. Registering the domain will have the following outcomes:

1. Allows sending emails from your domain through cOASIS
2. Does not require the registration of specific email addresses
3. Allows sending email with any domain-based email address as the MAIL FROM or REPLY-TO address
4. Maximizes deliverability based on current security and spam guidelines
5. Requires creating multiple new DNS entries for your domain with your domain registrar or DNS provider
6. The registration process can take several days to complete

Full Document

Full documentation (Updated June 2024)

Session Room

While the CTI Presentation Management Application is a cloud-based application, CTI can also provide hardware for onsite meetings. This includes laptops for the Speaker Ready Room (SRR), enabling speakers to upload, edit, and preview presentations, and laptops for the session rooms for speakers to access, navigate, and speak through their presentations.

Single Email per User Option: Simplifying Campaign Management

The latest update to the cAdmin Campaigns feature introduces the “Only send 1 email per user per send (for Email only)” option, specifically crafted for generic emails. This new feature aims to reduce the volume of emails sent to end users, preventing their inboxes from becoming overwhelmed with notifications.

The latest update to the cAdmin Campaigns feature introduces the “Only send 1 email per user per send (for Email only)” option, specifically crafted for generic emails. This new feature aims to reduce the volume of emails sent to end users, preventing their inboxes from becoming overwhelmed with notifications.

As part of this update, all specific identifiers, such as Control # or Presentation ID, should be removed when this option is selected. With the removal of direct links in the campaigns, clients will need to access their notifications through the Portal. Therefore, this email option can serve as a reminder for clients to log in to their portal to discover all of their notifications instead of being sent multiple individual emails.

Set up the Single Email Per User Option Campaign

1. To configure the email, navigate to the Campaigns dashboard and either create a new campaign or edit an existing one by clicking the pen icon shown below:

2. Ensure that the Campaign Type is set to Email Only, as this will be a simple notification email prompting users to log into their portal and check their other notifications.
3. Save the Campaign.
4. Test the email send by sending it to two or more control numbers with an email you have access to. You should only receive one email. Ensure you run the Duplicate Account Report under the People tab first, as the system checks the PersonKey for duplicate persons.

Cut costs in future meeting contracts by learning more about sending campaigns with our Campaigns Trainaul course.

Simplified Association Portal Configuration for cAdmin

As a meeting organizer or configuration analyst, I frequently use cAdmin to adjust various settings within the Portal, including navigation labels, meeting details, directions, links, images, and the visibility of activities tailored to specific user personas. Previously, this task was more time-consuming due to the amount of options. However, with our latest release in May 2024, we’ve streamlined the process, significantly enhancing user-friendliness for administrators.

The Portal Association configuration interface is organized under Settings > Association info & administration > Association information > cPortal, mirroring the layout of the Association Portal itself.

Below, you’ll find all the updated Association Portal configurations listed in the table. An association Portal configuration NOT listed in the table below is still accessible under Configurations > Site configurations > Association-Level Module Configuration Editor. Remember that only users with the roles of Distributor Admin, Distributor Team Leader, Association Admin, and Association Team Leaders can access and view the previous configurations menu.

For those familiar with the old method, the table below displays the former configuration category and option name alongside its corresponding new term and location within cAdmin.

Site Settings	Old Site Configuration Category and Name	New field label
cPortal Base settings	DASHBOARD / SiteHeaderImage	Portal header image URL (association level)
	DASHBOARD / SiteHeaderBackgroundColor	Portal header background color (association level)
	DASHBOARD/LoginWelcomeText	Login welcome text
	DASHBOARD / HomeMsgText	Homepage top (boxed) area content
	DASHBOARD / HomeMainContentText	Homepage main content
	DASHBOARD / HomeRightNavText	Homepage sidebar content
	PORTAL / profile-page-instruction-text	Profile page instructions text
cPortal security settings	DASHBOARD / ExcludeMeetingsFromDashboard	Meetings restricted to use the portal (comma separated meeting IDs)
	DASHBOARD / SSOCloudWebserviceURL	SSO client URL
	DASHBOARD / SSOClaimsIdentityProvider	SSO claims identity provider
	DASHBOARD / SSOLogoutURL	SSO logout URL
	DASHBOARD / BlockCreateAccount	Do not allow creation of new accounts
	DASHBOARD / EmailNewAccountFromText	Email From field – for new account created
	DASHBOARD / EmailNewAccountSubject	Email Subject field – for new account created
	DASHBOARD / EmailNewAccountBody	Email body – for new account created

Minutes until access key expires

Specifies the duration, in minutes, until the access key becomes invalid. (Default is 15 minutes if not set.)

Access key retries available

The maximum number of uses permitted for an access key. (Default is 1 if not set.)

Allow short token access key login

When enabled, the “Portal Access Pass” access code can be emailed or printed from the Access menu in the People dashboard under PORTAL ACCESS PASS.

Allow QR code access key login

When enabled, the “Portal Access Pass” QR code can be emailed or printed from the Access menu in the People dashboard under PORTAL ACCESS PASS.

Access to Full-Screen ePoster Viewing in Kiosk Mode

To enhance the ePoster gallery experience within cAttendee for on-site touch screen stations, follow these simple steps to optimize functionality:

To enhance the ePoster gallery experience within cAttendee for on-site touch screen stations, follow these simple steps to optimize functionality:

1. Visit the desired website page within Google Chrome.
2. Access the Google Chrome menu by clicking on the three vertical dots.
3. Hover over “Save and share” and select “Create shortcut…” then give the shortcut a name.

4. Locate the newly created shortcut behind the browser window.

5. Double-click on the shortcut and then press F11 on the keyboard to transition into cAttendee’s full-screen mode. Press F11 again to exit full-screen mode.

Datamart Design and Integration for Closed and Active Meetings

Datamart Design (for Closed Meetings) and Active Meeting inclusion in the Datamart & Sync.

1. Datamart Design (for Closed Meetings)
CTI Meeting Tech will create a de-normalized repository (Datamart) of the identified data elements for each meeting. This will include any meeting defined by the association as “Closed” and communicated to CTT as ready for export. This project also includes the creation of supporting Fact and Dimension tables which will allow the data to be analyzed as an informative record of the data element.

The Datamart will host all meeting data, cross-meeting and cross-year. Please reach out to your CTI Project Manager for more information on the data schema.

2. Active Meeting inclusion in the Datamart & Sync
CTI Meeting Tech’s Datamart publish process can include Active meetings in addition to the Closed ones. CTI Meeting Tech will provide meeting level logging of export activity that has happened on any particular meeting.

In addition to the automated process, CTI Meeting Tech also provides a method for the association to initiate the data publish for any particular meeting ad-hoc via the OASIS Admin system.

CTI Meeting Tech will provide event logging for the publish process.

Considerations in Delivery:
• Approach – Transfer of database .bak files to association’s FTP site
• Cadence of publish – TBD by association
• SQL Server Version: SQL 2017

CTI Meeting Technology Data Access Agreement (SLA) & FAQs

The CTI Data Access Agreement serves to outline the responsibilities of third parties accessing CTI Materials, including safeguarding privacy, adhering to data processing regulations, promptly reporting breaches, and acknowledging CTI’s right to modify materials. Covered materials include content, documentation, code, data, and related resources provided by CTI. All vendors, contractors, and suppliers not specified in client contracts with CTI must sign the agreement, and vendors can sign once for multiple clients.

This Application Programming Interface “API” and Data Access Agreement (“Agreement”) is made effective as execution date below (“Effective Date”) by and between CTI Meeting Technology, LLC or CTI Meeting Technology, GmbH (“CTI”, “we”, “us”) and signatory below (“Other Party”, “you”, “your”).

Please reach out to your CTI Project Manager for more information.

FAQs

1. What is the purpose of the CTI Data Access Agreement?
Ensures 3rd parties understand their obligations to CTI as a user of CTI Materials:
• To safeguard the privacy, confidentiality, and intellectual property of CTI’s customers.
• To follow all data processing and security protocols defined by applicable data privacy regulations.
• To promptly report any security breaches or misuse of CTI Materials to CTI.
• To safeguard CTI’s intellectual property.
• To maintain confidentiality of CTI Materials.
Defines permitted use of CTI Materials.
Affirms 3rd party is solely responsible for all support of their developed applications.
Asserts CTI’s right to modify the CTI Materials which could impact 3rd party applications.

2. What encompasses the CTI Materials covered in the CTI Data Access Agreement?
The content, documentation, code, data, and related materials made available by CTI including through the use of the CTI cOASIS admin application, cOASIS application programming interface, cSLIDE admin application, cSLIDE application programming interface, cPEOPLE admin application, cPEOPLE application programming interface, cIdentity and cREG application programming interface, cLEAD admin application, mobile publishing application, and report builder programming interface.

3. Who needs to sign the CTI Data Access Agreement?
All vendors, contractors, suppliers, etc. not named in the Client contract with CTI who will be accessing CTI Materials.

4. Can a vendor sign once to affirm use of the CTI Materials for all mutual Clients?
Yes.

Enhanced Import and Update Functions

We’ve enhanced cAdmin’s Import function to incorporate new meeting data from external sources, ideal for managing large datasets across Sessions, Presentations, Locations, and Registrations. Similarly, the Update function has been improved on these same dashboards, simplifying the process for administrators to modify existing data. Both Import and Update now offer clearer instructions and improved usability.

(Updated) COI/CME Presentation Review Documentation

Updated April 8, 2024: The optional configuring section, ‘Assign CME Reviewers in Bulk by Session Type,’ has been added to the documentation. Ensure educational and scientific content is unbiased and free from conflicts of interest. Follow ACCME and ECME guidelines to mitigate conflicts of interest among speakers. Use CTI’s CME Presentation Review feature to facilitate compliance.

Updated October 2025: Added Portal Setting for Presentation Assignment Type.

Ensure educational and scientific content is unbiased and free from conflicts of interest. Follow ACCME and ECME guidelines to mitigate conflicts of interest among speakers. Use CTI’s CME Presentation Review feature to facilitate compliance.

Assign a COI/CME Reviewer role in cOASIS to assess content, classify it as compliant or non-compliant, notify speakers of any issues, allow for mitigation, and track progress. Conduct reviews before and during the meeting via cAdmin tools.

Access the full documentation, FAQs, configuration, and operational checklists at the document’s end (page 19) for implementation details.

COI-CME Presentations Review Oct2025_v1.11 Download

Portal Basics Cheat Sheet

The Portal is a user-friendly hub for managing abstract and speaker content across hybrid and in-person meetings. It offers personalized task lists, notifications, and engagement opportunities for participants, speakers, and organizers.

The Portal is a user-friendly hub for managing abstract and speaker content across hybrid and in-person meetings.

It offers personalized task lists, notifications, and engagement opportunities for participants, speakers, and organizers. Click on the link below to download a one-page Portal cheat sheet:

Portal-Basics-Cheat-Sheet-v1.0 Download

Accessing CTI’s Technical Support

CTI Meeting Technology offers streamlined technical support for clients via email. Located on the meeting Home Screen, clients can find the client support email under Communication Channels.

CTI Meeting Technology offers streamlined technical support for clients via email. Located on the meeting Home Screen, clients can find the client support email under Communication Channels.

This email ensures prompt ticket creation in our client queue, visible to our entire support team. We prioritize timely resolution by reviewing aging client tickets daily, underscoring our commitment to client satisfaction.

Meeting Key & Meeting ID

You can find the Meeting Key and Meeting ID on the cAdmin Home Screen (homepage) of each meeting under the Portal and virtual meeting links.

You can find the Meeting Key and Meeting ID on the cAdmin Home Screen (homepage) of each meeting under the Portal and virtual meeting links.

Reset Mistaken Button Clicks in Campaigns

Solution for cAdmin Users:

Encountered a situation where a recipient accidentally clicked the wrong button in a campaign? Here’s the fix:

1. Select one or more campaign recipient boxes.
2. Click the three dots.
3. Choose “RESET STATUS”.

This action will reset the campaign Response status and Response action to their initial states: “Not Started” and “No Action” respectively.

CTI Introduces Plugin for Capturing Cookie Preferences

CTI is introducing a plugin to capture cookie preferences from end users across all CTI applications. While this feature will be enabled by default, associations already managing these preferences through various CTI module configurations can request deactivation through their Project Manager.

Additionally, cAttendee will remain enabled by default, as it cannot yet be configured. Based on our analysis, if users refuse the analytics cookies it will not affect the usage statistics provided by cOASIS.

Presentation Form Assignment Cheat Sheet

(UPDATED 2024) Assign presentation consent or disclosure forms in bulk using the new Session Type/Activity Type grid located under Forms -> Presentation Forms. Access a comprehensive summary by clicking on the cheat sheet inside.

(UPDATED 2024) Assign presentation consent or disclosure forms in bulk using the new Session Type/Activity Type grid located under Forms -> Presentation Forms.

Access a comprehensive summary by clicking on the cheat sheet provided below:

Presentation-Forms-Assign-2024 Download

Digital Signage

cAdmin’s Digital Signage can power template-driven digital signs (room signs) strategically placed around the venue for attendee guidance. Benefit from real-time updates on speaker changes and schedule adjustments, enhancing event efficiency and enjoyment.

Click the link to set up:

Digital-Signage-v1.0-Jan-2024 Download

Whitelisting

Auto-whitelisting should occur automatically, but administrators should verify that the correct IP addresses are whitelisted. The manual whitelisting feature in cOASIS can be accessed through cAdmin by navigating to Settings -> Onsite applications -> IP whitelist.

Auto-whitelisting should occur automatically, but administrators should verify that the correct IP addresses are whitelisted. The manual whitelisting feature in cOASIS can be accessed through cAdmin by navigating to Settings -> Onsite applications -> IP whitelist.

On this page, you can view all currently whitelisted IPs for either US or EU cSLIDE, depending on the meeting’s location. Additionally, a convenient button is provided for whitelisting new IP addresses shown above.

When an administrator clicks the “ADD IP ADDRESS” button, enter only one IP address in the top field. Leave the second field blank.

Streamlined Presentation Form Assignment

Administrators can now assign Presentation Forms via a Session Type/Activity Type grid located under Forms -> Presentation Forms -> click the Actions arrow. This feature automatically assigns the form to any presentations within that configuration, relieving administrators from the task of individually assigning forms to each presentation.

Administrators can now assign Presentation Forms via a Session Type/Activity Type grid located under Forms -> Presentation Forms -> click the Actions arrow.

This feature automatically assigns the form to any presentations within that configuration, relieving administrators from the task of individually assigning forms to each presentation.

1. Navigate to Forms -> Presentation Forms -> click the Actions arrow.

2. Match the flags to assign the presentation form to the activities across the top and session types down the left side. Use the “Select all” option on the right to select all activities simultaneously.

Improved QR Readability for SRR Presenters

We’ve enhanced QR code readability onsite for presenters in the Speaker Ready Room (SRR). Staff can print or email QR/access codes via Person Details > Access, ensuring seamless access for presenters who may have forgotten their passwords. Updates include camera alignment, dark mode compatibility, and whitespace adjustments for printed QR codes.

1. SRR staff: cAdmin > People dashboard > search/filter person > actions arrow > PORTAL ACCESS PASS.

2. Email/print pass, go to Homepage > Speaker Ready Room Via portal.

3. Speakers: Click “Sign in with QR code” and scan via phone email, or printed sheet for instant Portal access.

1 – Tips for Filtering Campaign Recipients

1. Click a Campaign and select the Advanced search button ON
2. Ensure you use double quotes for searching. For example, typing “Viewed” will yield search results, whereas typing Viewed without quotes will not.

Watch the video below for a demonstration.

Response statuses:
• Not Started – might have received the email, but haven’t taken any action (i.e., clicking the landing page link)
• Viewed – the landing page URL link has been clicked within the email body
• Notify Action Selected – the user clicked a button on the landing page (e.g., Continue, Confirm, Accept, Decline)
• Completed – depends on the Campaign Type. If the Campaign has no steps, the Response status will read “Viewed”. If the Campaign has steps and they finished all the steps, the Response status will read “Completed”

Please note the system cannot report on email-only campaign actions without a landing page link or Response action button. You will still receive the Sent date and Recipient list.

CED Upload – How to Backfill Control Extra Data Fields

Backfilling control extra data (CED) fields in your modules is important to know when you run into unique situations where there is a request for a combination of the first initial of the first name and the last name into a single field, which will serve as a control extra data field in the mobile app.

Below is a guide to help you navigate this process:

1. Prepare Excel File to backfill:
• Create an Excel file and save it as a .csv file type
• First column: ControlNumber
• Second column: Name of your CED field (exclude the period and anything before it, such as “Abstract.” or “ControlExtraData.”)

• If you are uploading a list item in Column B, use the list item GUID code (found in View Source when right-clicking the list item), NOT the text value.

2. File Naming:
• Save file as “10828.poster.csv” format.
• “10828” = Meeting ID
• After the period, add a unique name for what you are backfilling (e.g., poster)

3. Navigate to cAdmin -> Configuration -> CED upload
• Use the Browse button to locate the file and click UPLOAD

4. Monitor Upload:
• Stay on the page! Status will show ‘Pending,’ then ‘Done’ upon completion for two seconds. Watch for ‘Error’ if unsuccessful (try again).

5. QC Your Import:
• Use the Report builder for a quality check.

Presenter Registration Validation Report

One common inquiry we receive involves comparing registration data with presenter information to ensure that all presenters have registered or are promptly removed from the program if not registered on time. We can resolve this by consolidating registration data and presenter data into a single report within the Report builder.

Step 1: Navigate to Reports -> Report builder

Step 2: Choose either the Authors or Controls Card (more options) and select ‘Create New Report’.

Step 3: Click ‘Select & Order Fields’ and click and drag over the following Registration-level fields:
• Account.RegistrantDisplayName
• Account.RegistrationCode
• Account.BadgeNumber
The three registration-level fields included in this report are located within the cAdmin Onsite -> Registration dashboard, as shown below. You may need to activate these fields using the dashboard gear.

Step 4: Click and drag over the following optional Presenter-level fields:
• Abstract.ActivityName
• Abstract.ControlNumber
• Abstract.ProgramStatus
• Abstract.CompleteStatus
• Author.FirstName
• Author.LastName
• Author.Email
• Author.MemberNumber
• Author.FirstInstitutionName
• Author.FirstInstitutionCity
• Author.FirstInstitutionState

Step 5: Select “I’m Done Choosing Fields,” then click “Save As” and provide a report name to save the report in the Authors card for future reference.

Collection end date

The Portal closes on the previous date at 11:59 PM, e.g., May 14 if set for May 15.

Collection start date

The Portal opens on the date set at 12:00 AM.

Personal email

Needs a default mail client outside the venue meeting system (e.g., Outlook & Gmail)

System email

Managed within the Venue system

Caching Server Onsite Usage Guide v1.0

We are excited to announce the deployment of the whitelisting feature in cOASIS. You can access this feature through cAdmin by navigating to Settings -> Onsite applications -> IP whitelist.

We are excited to announce the deployment of the whitelisting feature in cOASIS. You can access this feature through cAdmin by navigating to Settings -> Onsite applications -> IP whitelist.
On this page, you can view all currently whitelisted IPs for either US or EU cSLIDE, depending on the meeting’s location. Additionally, a convenient button is provided for whitelisting new IP addresses.

When an administrator clicks the “ADD IP ADDRESS” button, enter only one IP address in the top field. Leave the second field blank unless you’re a network analyst.

Situation: CTI has firewalls that protect our applications from denial-of-service attacks and external hacking. We need to communicate with the firewall and inform it that the caching server belongs to CTI.

Previous Process: Distributors used to be required to whitelist the caching server. They would obtain the IP address at the convention center or hotel and include it in an email or ticket. The CTI IT team would then register that IP address with the firewall.

New Caching Server Process:

Caching-Server-Onsite-Usage-Guide-v1.0 Download

COI-CME Presentation Review Flow for Reviewers v1.1

(Updated January 2024) ACCME & ECME-accredited meetings are obligated to deliver educational and scientific content free from commercial bias and conflicts of interest. ACCME stands for the Accreditation Council for Continuing Medical Education, and ECME refers to European CME (Continuing Medical Education). ACCME and ECME are accreditation bodies responsible for ensuring that educational and scientific content delivered in accredited meetings is free from commercial bias and conflicts of interest.

(Updated October 2025) ACCME & ECME-accredited meetings are obligated to deliver educational and scientific content free from commercial bias and conflicts of interest.

ACCME stands for the Accreditation Council for Continuing Medical Education, and ECME refers to European CME (Continuing Medical Education). ACCME and ECME are accreditation bodies responsible for ensuring that educational and scientific content delivered in accredited meetings is free from commercial bias and conflicts of interest.

Organizers maintain compliance with ACCME and ECME guidelines by mitigating the impact of financial and organizational conflicts of interest that speakers may have and by providing various levels of review for presentation materials. CTI’s CME Presentation Review functionality addresses the presentation review aspect of compliance.

COI-CME Presentation Review Flow for Reviewers v1.1 Download

Analytics Cheat Sheet

Explore the details of your virtual meeting (cAttendee) statistics with this cheat sheet, uncovering valuable insights such as attendee page clicks (date and time) and video consumption times.

Explore the details of your virtual meeting (cAttendee) statistics with this cheat sheet, uncovering valuable insights such as attendee page clicks (date and time) and video consumption times.

Analytics-Cheat-Sheet-v1.1 Download

cAPI Integration: Updated Documents and Best Practices for Seamless Data Transfer

We have updated all of our cAPI documents with the latest specifications. To access the cAPI documents, follow these steps:
1. Click on ‘Help.’
2. Navigate to ‘Knowledge Base.’
3. Select ‘APIs.’

The cAPI integration points are powerful tools to help customers transfer data to and from CTI applications, customer-owned applications, and third parties. Like many powerful tools, they can also cause damage if used in a way other than intended. cAPI integration points are meant for transferring data and are not intended to provide live production hosting of customer data for other third parties. The current CRM pricing levels established for cAPI are intended only for data transfer use.

We’ve updated our usage limits for customers accessing the cAPI endpoints to ensure that the APIs do not cause any damage. These limits are based on models of appropriate use, and limits have been created for each individual endpoint usage functions.

The limits are currently set to:
1. CREATES to 100reqs/1min
2. UPDATES to 1req/1min
3. GET to 3req/60min
4. DELETE to 3req/60min

The limits in Sandbox are set differently than those in Production to allow customers to run repeated tests while they create integrations. In Sandbox, rather than normal data transfer limits, a limit of 1,000 API calls per cAPI user per 60-minute period per endpoint is set.

If a user tries to exceed these limits on Production or Sandbox, they will receive an error message and will need to contact CTI staff to expand their limits. API limits are an important guardrail to protect coding and operational efficiency. The CTI development support team can help if questions arise.

There are API documentations for session, presentation, meeting setup, person management, registration, credit cart, analytics, and evaluations CTI can provide to help with different system integrations. These API documents offer clients and their vendors details on integrating with CTI applications and managing the related data. Reach out to your Client Services Project Manager for more information.

RegistrationCode

RegistrationCode is a data field for registration under the Onsite > Registration dashboard

MemberType

MemberType pertains to the Person details data and is part of the People dashboard

Analytics: Big Data Video View Exports

Discover key insights for your leadership teams – enhancing meeting programming decisions and boosting CME accreditation.

Video note:
• MemberType pertains to the Person details data and is part of the People dashboard.
• RegistrationCode is a data field for registration under the Onsite > Registration dashboard.

Explore our self-paced Trainual course on Analytics (Clients).
For login credentials, start with “Forgot password?” If additional assistance is needed, please contact e.eisenmann@ctimeetingtech.com

(Updated Dec. 2023) Video Views: Start Time, End Time, & Video Duration

In this video, we delve into a specific example showcasing the new features of StartTime and EndTime analytics for video views. Navigating through the analytics dashboard, we explore how to export data on video views, particularly focusing on the duration of a specific presentation. By examining the time disparities between start and end times and reported video duration, we uncover potential insights into viewer behavior, such as skipping around or adjusting playback speed.

This video delves into a specific example showcasing the new features of StartTime and EndTime analytics for video views. Navigating through the analytics dashboard, we explore how to export data on video views, particularly focusing on the duration of a specific presentation. By examining the time disparities between start and end times and reported video duration, we uncover potential insights into viewer behavior, such as skipping around or adjusting playback speed.

Note: The correct indicators of a video view, session, or presentation media item being clicked are PathRaw and OasisType.

(Updated Dec. 2023) Analytics: Video View Engagement

(Updated December 2023) Explore enhanced video insights in our Analytics Dashboard. Key cAttendee virtual meeting metrics are now at your fingertips, including:

(Updated December 2023) With advances in analytics technology, explore enhanced video insights in our Analytics Dashboard. Key cAttendee virtual meeting metrics are now at your fingertips, including:

• VideoTotalDurationSeconds: The total length of the video in seconds.
• VideoPlayedDurationSeconds: Indicates the most possible duration for which the video might have been viewed, or the timestamp of the last skip ahead in the video.
• StartTimeThisDay (New): Represents the earliest instance when the individual engages with the media item on that day, based on the Google Analytics configured time zone.
• EndTimeThisDay (New): Represents the latest moment when the individual concludes their interaction with the media item on that day, based on the Google Analytics configured time zone.

OasisReference

Reference key for the entry in the dataset. The identifier for the OasisType.

OasisType

Category or type of data

PKey

Person Key, a cOASIS-generated unique identifier for the person

EndTime (or EndTimeThisDay)

Represents the latest moment when the individual concludes their interaction with the media item on that day, based on the Google Analytics configured time zone.

StartTime (or StartTimeThisDay)

Represents the earliest instance when the individual engages with the media item on that day, based on the Google Analytics configured time zone.

Configuring a cSlide Connection (Only necessary if using Forms)

Configuring the cSlide connection to cAdmin is required to complete the forms setup process on the Portal. To configure the cSlide connection to cAdmin, an administrator must:

1. Have already created or create a new cSlide event.
2. Go to cSlide -> either create a new event and then navigate to Setup -> Event. Leave this window open and proceed to step 3 in a new window.

3. Go to cAdmin -> Settings -> Meeting information -> Overview. Then, fill in the cSlide event ID, cSlide server (EU or US), and cSlide event short name from the other window.

Running CME Review Forms Reports (Optional)

Accessing reports for the CME review forms is achieved by navigating to the CME Review Forms dashboard and selecting the “Reports for this form” action.

Administrators have 3 reporting options to choose from:
• Distribution: Ideal for pivot tables and Power BI due to its rectangular dataset. The download repeats the question for each answer. Distribution includes the Form Name, Each question, Each answer, the Correct answer, the Total number of form-takers, How many people selected each answer, and the Percent of each question selected divided by the total number of question-takers.

• Distribution Handout: Ideal for easy consumption as its layout is more like a traditional test. Presenters could be given a downloaded pre-test PDF to understand where to focus their attention in the session. It includes the same information as “Distribution.”

• Selection Raw: Includes a time stamp for each individual Person Key, Form Key, how each question was answered, and the correct answers.

Running CME Review Status Reports

Meeting organizers only need to use one of these reporting methods, but there are two options for your convenience. Both methods provide different approaches for extracting CME Review Status data from the same shared dataset.

Both the Presentations dashboard and the Report Builder provide options for running CME Review Status Reports, utilizing the same data source.

Presentations dashboard

1. Utilize the advanced search functionality to locate CME presentations based on Session type, Session title, Category, Room, Date, Presentation Id, Control #, extra session field, etc.
2. Once filters are applied, click the “Select all” button to choose all presentations on the list. Click the export icon labeled “Export” and select “DASHBOARD DATA.”

3. Download the data from the search to a CSV file on your computer. Open the document and remove unnecessary columns (such as ControlKey, SessionKey, etc.) to focus on checking the CME Review Statuses.

Report Builder

On the other hand, in the Report Builder, administrators can:
1. Navigate to cAdmin -> Reports -> Report builder
2. Click “Create New Report” under the Presentations card. Click “Select & Order Fields” and click and drag over the fields:
• Presentation.ReviewStatusCME
• Presentation.ReviewCommentsCME

Configuring the status to “Review Required” in the Presentation dashboard

1. Use advanced search functionality to search for CME sessions or presentations by either Session type, Session title, Category, Room, Date, Presentation Id, Control #, or extra session field
2. After applying filters, use the “Select all” button to choose all presentations on the list. Click the lightning bolt icon labeled “Change data” and select “CME review status.”

3. Change the blank CME review status to “Review Required.” Click on Verify Change.

Abstract Embargo Best Practices

To safeguard sensitive information, it’s crucial to implement embargoes on abstract bodies. Administrators take a proactive approach to minimize the risk of premature data exposure by advising meetings to embargo ALL abstracts before making acceptance decisions.

I. Setting up Abstract Embargos

To ensure a secure embargo process for abstracts, follow these steps:
1. Navigate to cAdmin Submissions and select “Abstract body embargo.”
2. To ensure all abstracts are found, do not check any boxes and click “CONTINUE.” If you want to narrow down which abstract bodies are embargoed, choose “SELECT ALL” or specific boxes and click “CONTINUE.”
3. At the bottom, set the desired embargo date for all abstracts. If you have specific dates for different abstracts based on activity type or other filtering methods, you may set them up accordingly.

II. Reporting on Abstract Embargos

Under Reports -> Report builder, within the Controls card, click “Create New Report”:
Prioritize the related fields:
• Abstract.ActivityName
• Abstract.ControlNumber
• Abstract.PresentationID
• Abstract.PresentationNumber
• Abstract.EmbargoAbstractRule: Administrator-set time for release
• Abstract.EmbargoAbstractStatus: “0” indicates no embargo, “1” indicates embargo
• Abstract.EmbargoUntil: Time when the abstract will be released
• Presentation.EmbargoContentUntil: Time when the presentation will be released
• Presentation.EmbargoContentRule: Administrator-set time for release
• Session.Type
• Session.Number
• Session.Title
• Session.StartDateTime

Click “Save As” to save the report for later use, and use the “Select Output” box to export the report.

VideoTotalDurationSeconds

The total length of the video in seconds

VideoPlayedDurationSeconds

Indicates the most possible duration for which the video might have been viewed, or the timestamp of the last skip ahead in the video.

1. Import New Session data

When importing new meeting data from an external source for Presentation Management or Virtual Meeting applications, time can be saved by importing the Sessions, especially for large meetings.

When importing NEW meeting data from an external source for Presentation Management or Virtual Meeting applications, time can be saved by importing the Sessions, especially for large meetings.

Please note that .CSV files with commas do not import correctly; therefore, Excel .XLS or .XLSX files are the preferred file format. Error checking and rules are applied to ensure that session data will be clean.

Administrators must follow these steps:
1. Click +Import.
2. Download the XLS (preferred) or CSV template to view possible column fields to be added.

Minimum Import Requirements

1. You must at least fill in the “Title” and “Type” (Session Type) columns.
2. Session types must exist in the Session Types within cAdmin.

Other requirements for fields that are not required

XLSX: Dates and times must be in the following format:
– Date: YYYY-MM-DD
– Time: HH:MM:SS (AM or PM)
– Duration: MM

– Session Dates MUST be in the meeting date range, or they will not import.
– Location MUST exist in the Location/channel settings meeting data.
– Do NOT use tabs: Any tabs in the file will shift cells around because it is a tab-delimited file.
– SED fields: List items must exist before import, or the session will not import.
– To ensure consistency, each numbered cell should be in “Text” format before importing.

Steps to Import the Excel File

1. Click “Browse” and choose the file to import from your local drive.

2. Verify that the Import Field Name matches the cOASIS Field Name. The checkboxes should autofill for columns with inputted information. Only checked boxes will be imported. If names do not match, optionally select the correct cOASIS Field Name to match, then click “VERIFY DATA.”

3. Click “CONFIRM.”

4. The following screen should confirm the number of files that were successfully imported. If you encounter any errors in the bottom two rows, click the “Conflicts” report and verify the formatting.

5. Use the Advanced search feature to search by the Title, Session type, or another field you imported in order to find the session:

2. Update Existing Session data

Administrators can efficiently update existing session data on the Sessions dashboard by following a specific set of steps for seamless data management. These steps ensure that session information is kept up-to-date and accurate.

To efficiently UPDATE EXISTING session data on the Sessions dashboard, administrators must follow these steps:

1. Ensure that you have cleared any previously selected sessions by selecting “Clear all” under the three dots. Use the Advanced search to filter sessions, and choose individual sessions by selecting their checkboxes or utilize the “Select all” option by clicking the three dots.

2. Click on “Export” and then click “SESSION DATA“

3. The Key, Id, and Title are mandatory fields to export. You can also choose additional fields for updates by selecting their checkboxes (Type, Date, etc.).

4. Click “NEXT,” then “Close,” and open the downloaded file on your computer.

5. Open the file, but DO NOT modify the “Key” or “Id” fields. CTI’s system originally auto-generated these two fields to correctly identify the session. Also, please ensure that you save the file as an Excel XLSX file, as CSV file types may not always work, especially when dealing with commas.
Make sure to adhere to the following formats before re-uploading:
Date: YYYY-MM-DD
Time: HH:MM:SS (AM or PM)
Duration: MM

– Session Dates MUST be in the meeting date range, or it will not import (and will not show any validation error).
– Location MUST already exist in the Location/channel settings.
– Do NOT use tabs – any tabs in the file will shift cells around because it is a tab-delimited file.
– SED fields – list items must exist before import, or the session does not import.
– Session type – cannot currently be updated.
– To ensure consistency, each numbered cell should be in “Text” format before importing.

6. Once you have finished the updates, save the file as an Excel XLSX file, navigate to the Sessions dashboard, and click “Update.” Next, click “Browse.”

7. Select the Excel file and click “Open.”

8. Verify the Import Field Name matches the cOASIS Field Name, and then click “VERIFY DATA.”

9. Click “CONFIRM.”

10. The following screen should confirm the number of files that were successfully imported. If you encounter any errors in the bottom two rows, click the “Conflicts” report and verify the formatting.

Default Association Playlist Setup

Associations can provide a default session playlist option for every cAttendee registrant to ensure their playlist isn’t empty when they first log in. Please note that the attendee cannot delete the playlist; only the administrator account can edit this playlist for all attendees.

To set up the default association playlist:

1. Navigate to Onsite > Registration dashboard.
2. Click “Add Registrant.”
3. Since this is an arbitrary template user, we have provided an example that can be used and added below. PLEASE NOTE:
– The Registration Code should be in ALL CAPS and grant access to ALL meeting sessions.
– You can always in-line edit the Badge Number and Registration Code once it’s created.
– The email should be a valid email address for someone who is administering the kiosk in case a password needs to be updated.

4. Log in to cAttendee as this user, then click on a session to “Add to my playlist” (a customizable term), and create a “Title” and an optional “Description.” Afterward, add all the sessions you want to include in the playlist.

5. To review your customized list, click on the “Playlist” tab (a customizable term).

6. In cAdmin, navigate to Onsite -> Registration dashboard, and click the gear icon to activate the “Key.” Then, highlight and copy the Key.

7. In cAdmin, navigate to Settings -> Virtual / hybrid meeting applications -> cAttendee -> Playlist. Paste the Key into the “Playlist curator account key” field.

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8. Log into cAttendee to check the “Playlist” tab for a review.

Enhanced Portal Login: Simplified Error Messaging and Easy Password Reset

We’ve enhanced the login process for existing Portal users by simplifying it. You’ll receive an informative error message if you attempt to create a new account without leaving any required fields blank, provided that you already have a Portal login account.

This message will remind you that you already have an account and suggest using the “Forgot your password?” link to reset it.

The user clicks “Close” and “Back to login” (above) and then selects “Forgot your password?” (below) to reset their password and log in.

Bulk Update Session Role Status

On the Presentations dashboard, administrative users have the option to perform custom bulk actions on their selected presentations. This feature allows you to edit the Session Role Status for one or multiple presentations using the lightning bolt icon.

The Presentations dashboard allows administrative users to edit the Session Role Status for one or multiple presentations using the lightning bolt icon.

Session Role Statuses apply not only to Abstract Submissions but also to any slotted control in any session type. In Campaigns, Session Submission, and Session Builder (Organizer) users can edit these statuses. However, it’s important to note that a Session Role Status cannot be attributed to controls that are not slotted in sessions.

To change the Session Role Status, follow these steps:
1. Select the checkbox of the presentation(s) you wish to edit. Alternatively, you can select all presentations by clicking the three dots over the boxes and the “Select all”
2. Click on the “Lightning bolt” icon located at the top-right of the list
3. Select the “Session Role Status” option
4. Choose the new Session Role Status you would like to apply to all the selected presentations from the drop-down list
5. Finally, click the “Verify Change” button to apply to the status selected presentations.

Undefined: This status is set by the client to remove controls from module inclusion or display.
Invited: The client designates this status before sending campaigns to ‘invite’ a presenter. It is typically used prior to the presenter ‘confirming’ their role.
Primary: This is the default status when a presentation is created.
Confirmed: This status indicates that the presenter has confirmed their participation in the meeting for this presentation.
Alternate: Clients or end users can assign this status to alternates as backups for primary presentations (chairs/presenters).
Non-Responsive: This status is used when an end user is not responding to communications regarding the confirmation of their presentation.
Unable to Attend: This status is used to indicate that someone is unable to physically attend the meeting. It can also be used to set a ‘cover slide’ in cAttendee for presentations that are not uploaded.
Declined: This status is applied when a presenter declines to participate in the meeting.

It’s also important to mention that Session Role Status can be automatically set based on the configuration of a campaign step (accept/decline response).

Bulk Update cAdmin Data Training Resources

Do you have questions about bulk updating cAdmin data? Check out our recorded training sessions to learn more about bulk updates across the cAdmin dashboards.

Do you have questions about bulk updating cAdmin data? Check out our recorded training sessions to learn more about bulk updates across the cAdmin dashboards:

Recorded Training (each about 30 minutes):
Bulk Updating on cAdmin Dashboards
Export/Import Tool Bulk Change Session & Session Role (Presentations)

cAttendee Training Resources

Do you have questions about cAttendee? Explore our recorded training sessions and self-paced e-learning course.

Do you have questions about cAttendee? Explore our recorded training session and self-paced e-learning course:

Recorded Training (about 30 minutes): cAttendee

Self-paced e-learning course (about 1 hour): cAttendee

Click the “Help” button in cAdmin to view the list of the next few live training opportunities you may want to attend. Participation is free.

Campaigns Training Resources

Have questions about email campaigns? Check out our recorded training sessions and self-paced e-learning course.

Have questions about email campaigns? Check out our recorded training sessions and self-paced e-learning course:

Recorded Trainings (each about 30 minutes):
Campaigns I – Structures of Campaigns
Campaigns II – Building a New Multi-Step Campaign
Campaigns III – Assigning, Monitoring, Resending

Self-paced e-learning course (about 40 minutes): Campaigns (Clients)

Click the “Help” button in cAdmin to view the list of the next few live training opportunities you may want to attend. Participation is free.

Session Scheduler Tool

With the intuitive Session Scheduler drag-and-drop feature, you can easily arrange sessions and view the entire schedule at a glance, streamlining your session planning process while ensuring that session data is automatically updated in real-time throughout cOASIS.

With the Session Scheduler drag-and-drop feature, you can easily arrange sessions and view the entire schedule at a glance, streamlining your session planning process while ensuring that session data is automatically updated in real-time throughout cOASIS.

To effectively use the Session Scheduler, follow these steps:

1. Ensure session data exists, either submitted by users or added by admin staff.
2. Set up Rooms/Locations under Sessions -> Locations and associate them with specific times.
3. Customize session type names and colors under Sessions -> Session types.
4. To move a session, simply click and drag its title to your preferred day and time slot.
5. Sort sessions by session type or other filters using the left drop-down menu.
6. To change the session length, click the “View Session Details” button on the session to visit the session details page.

You can also view the introductory video below:

Session Builder (Organizer) Setup v1.0

Session Building, also known as Session Organizing, is the process where a volunteer from an organization (such as a member of the program committee or a member of the meeting faculty) creates Sessions by combining Abstracts (which will later become presentations) and appointing other essential roles like Chairs and Invited Speakers. In the CTI system, individuals responsible for Session Building are referred to as “Sessioners,” although they may also be called Session Organizers, Organizers, Slotters, or other names preferred by the client.

View setup documentation:

Session-Builder-Setup-v1.0 Download

Credit Cart Locking

CTI has implemented a credit cart locking feature in the Program Planner to prevent participants from modifying their cart after generating certificates. This optional feature ensures the accuracy and integrity of their participation records.

Configuring Locked Cart Certificates
As an administrator, I need to configure one or multiple certificates to lock the credit cart. The credit cart will only lock if at least one item inside the cart is designated to trigger the locking mechanism when the cart is created. If no certificates within the credit cart are set to initiate the lock when the cart is created, then the cart will remain unlocked.

Step 1: Accessing Configuration
1. Administrators can configure certificates to lock the cart by navigating to cAdmin -> Settings -> Virtual/Hybrid Meeting Applications -> cPlanner -> Attendance/Credits.
2. Toggle the “ON” switch to enable optional enforcement of zero credits when a session has not yet begun, displaying the requirements screen once all prerequisites are met, and printing the header, footer, and certificate together.

3. Administrators also have the option to customize the default warning messages for both locking (cPlanner) and unlocking (cAdmin) the credit cart.

Step 2: Customizing Certificates
1. Click on the “Certificates” tab at the top of Planner (PP8) Settings.
2. Choose the certificate(s) you want to use for locking the credit cart.
3. Add the following code at the end of the HTML:

, “cartlocking”:”yes”}

4. Copy and paste this code into the HTML of one of the certificates under the “Certificate list.” This action will trigger the credit cart warning message for the client.

Optional: Unlocking the Credit Cart
Administrators can unlock the Credit Cart by going to cAdmin -> Onsite -> Certification dashboard and clicking on the dedicated row action “Unlock” next to their name:

Important: Changing the value of “, “cartlocking”:”yes”}” to “yes” for a single certificate will lock all certificates in the cart when that specific certificate is clicked. However, if an admin unlocks any certificate from the cAdmin -> Onsite -> Certification dashboard, all certificates will be simultaneously unlocked.

Meetings Homepage

To navigate to the Meetings Homepage, click the “Home” icon in the upper left-hand corner.

Please refer to the diagram below to navigate the Meetings homepage. In the upper left-hand corner, you’ll find information on the “Meeting name” and “Venue,” which corresponds to the Meeting columns below. Additionally, you’ll see the Start and End dates of the meeting.

You can utilize the search bar to filter results by Venue, Association/company, Meeting name, Status, #days, Opportunity number, etc. To switch to a different meeting, simply click on the “Change meetings” icon.

By clicking “Change meetings,” you will be directed to a new meeting while maintaining the same homepage layout. However, the upper left-hand corner information will update to reflect the details of the new meeting you’ve entered. To access the meeting’s details, click on “Meeting setup.”

Please note that the search term “Loews” remains stored for your convenience. To remove it, simply delete the term.

4. Add cAdmin Staff for Distributors

Distributors are CTI partners with contracts that allow them to create their own associations and meetings within CTI applications. In this guide, you can either watch the video or follow the 7-step instructions on how to grant meeting access and add a new staff member in cAdmin as a distributor.

Step 1: Verify Meeting Access
Before you begin the process of granting access and creating a new staff member, ensure that you are currently in the meeting to which you want to grant access. Follow these steps:
1. Log in to your cAdmin account.
2. Check under your username to confirm that you have access to the association you wish to work with (e.g., CRF in this example).
3. Click on the meeting toggle to navigate to the specific meeting to which you want to provide access.
Please note that CTI operates on a meeting-based system. When a new user logs in for the first time, they will automatically be signed into the designated CRF meeting or any other meeting you choose.

Step 2: Access Staff Accounts
Next, access the staff accounts section.
1. Go to “Settings -> Association info & administration -> Staff accounts.”
If you’re unsure whether the person you want to create already exists, you can use the Advanced Search and filter by fields like Role, Email, First name, or Last name to find them.

Step 3: Create a New Staff Member
To add a new staff member, click “Add New Staff Member.”

Step 4: Enter Staff Member Information
Fill in the required information for the new staff member, including:
– First Name
– Last Name
– Email (which will serve as their login username)
Users with higher-level roles can create new team members at or below their level. As a Distributor Team Leader, you can create another Distributor Team Leader or any role below, such as a Distributor Program Team Member, Association Administrator, Team Leader, Program Team Member, or Freelance Onsite AV staff.

Step 5: Define Primary Service Provider (PSP) and Primary Affiliation
Choose the appropriate Primary Service Provider (PSP), typically your distributor. In this case, it is Encore.
Determine the Primary Affiliation based on the new staff member’s workplace. If they work at Encore, both the PSP and Primary Affiliation will be Encore. If they work at CRF, the PSP will be Encore, and the Primary Affiliation will be CRF.

Step 6: Assign Associations
Assign the new staff member to the necessary associations. Keep in mind that as a Distributor Team Leader, you can only assign associations that you have access to. Ensure that CRF is one of the assigned associations if required. Click “Save” to create the new staff member with the assigned associations.

Step 7: Communicate with the New User
Now, inform the newly created staff member about their access and guide them on how to log in:
1. Share the cAdmin website link with them for login: https://www.abstractsonline.com/cadmin/workbench.asp
2. Instruct them to click “Forgot your password” if it’s their first time logging in.
3. They should enter their email address and click the link sent to their email.
4. They must change their password to meet security requirements (at least 8 characters, including one uppercase letter, one lowercase letter, and one special character).
5. Once they change their password, they can sign in.
6. They should now see the same meeting you were in. They can click on their username to view their assigned associations and use it as a reference point for the meeting toggle menu.

For full role access documentation, please reach out to Client Services.

Session Organizer Setup for Presentation Management

Administrators are seeking to assign Sessions to specific Presentation Management Session Organizers. These individuals will have the responsibility of reviewing (downloading) or editing (uploading and deleting) presentations within the Portal. Similar to presenters, this authorized role will have access to the presentations via the Portal to ensure quality control.

View the full setup documentation below:

Session-Organizer-Setup-for-Presentation-Management-v1.1 Download

Distributor

CTI partners have contracts that enable them to create their own associations and meetings within the CTI applications.

Status Definitions Knowledge Base Lookup

The given status definitions enhance our customers’ ability to independently understand and manage the preparedness and accessibility of their submissions, sessions, and presentations within cOASIS.

To access the status definitions, use the search box in the Knowledge Base and type in either:

Program Status
Session Status
Session Rule Status
Control Complete Status
Session Role Status
Mobile Publish
Program Planner

Use these lookup definitions of statuses to assist you at that moment with the Knowledge Base search functionality. For example, navigate to Help.

Select the Knowledge Base tab. Enter “Session Role Status” (or any of the statuses above) in the search bar and then hit Enter.

Click on the article called “Session Role Status” below.

Searchable Criteria for Sessions and Presentations in the Program Planner

The following conditions must be met for a session/presentation to appear in the planner:
A session is only searchable if…
Session Status is ‘Active’
-AND-
The session has a Start Date/Time

A presentation is only searchable if…
Session Status is ‘Active’
-AND-
The session has a Start Date/Time
-AND-
The Session Role is slotted into a session
-AND-
Session Role Status is among: ‘Unable to attend,’ ‘Confirmed,’ or ‘Primary’
-AND-
Program status is among: ‘Accepted,’ ‘Withdrawn’ — hide withdrawn via configuration
-AND-
Presentation Times should be entered at the control level (while not strictly required, it’s considered best practice)

Mobile Publish

Below are the standard criteria that must be met for sessions and presentations to appear in the files:

Session Status must be ‘Active’
-AND-
The session must have a Start Date/Time
-AND-
The Session Role must be slotted into a session
-AND-
Session Role End Time must be greater than the Role Start Time
-AND-
Session Role Start Time must be within the Session Start/End Time
-AND-
Session Role End Time must be within the Session Start/End Time
-AND-
Session Role Status must be among: {This will be configured per client request} — standard options are ‘Primary’ and ‘Confirmed’
-AND-
Program status must be among: {This will be configured per client request} — standard option is ‘Accepted’

Session Role Status

The following are the defined Session Role Status options:

These Session Role Statuses apply not only to Abstract Submissions but also to any slotted control in any session type. In Campaigns, Session Submission, and Session Builder (Organizer) users can edit these statuses. However, it’s important to note that a Session Role Status cannot be attributed to controls that are not slotted in sessions.

It’s also important to mention that Session Role Status can be automatically set based on the configuration of a campaign step (accept/decline response).

Control Complete Status

Control Complete Status: This asks the question, “Has the submission met all the submission requirements?”

Incomplete: This is the default status when a control is created.

Complete: This status is automatically set when the control meets the submission’s minimum requirements.

Deleted: This status is available for an end user to apply in cSubmit if configured.

Finalized: This serves as the final status if the ‘finalized’ feature is configured in cSubmit and/or cAdmin, similar to the Session Locked status.

Session Rule Status

Session Rule Status: Primarily used via session submission or session builder.

Incomplete: This is the default status when a session is created in session submission.

Complete: This status is automatically set when the session meets the module’s minimum requirements. Alternatively, an administrator can set it via cAdmin.

Deleted: This status is used when an end user or administrator changes the status based on a ‘withdrawal’ request.

Locked: This serves as the final status if the ‘finalized’ feature is used in session submission.

Session Status

“Session Status” can be configured as follows:

Active: The default status indicates that the session is currently live.
Inactive: Indicates that the session is not currently live.

Program Status

“Program Status” refers to the current state of a Submission. It indicates whether the Submission has been assigned to a Session and is ready to be included in the program. The following are the defined Program Status options:

Undefined: This is the default status assigned to a Submission when it is initially created in the system.

Accepted: This status is set by the administrator (cAdmin) when a Submission has been accepted for presentation (session assignments finalized).

Withdrawn: If an end user requests to withdraw a Submission, the status can be changed to “Withdrawn” by an administrator in cAdmin. This status is also used for resolving duplicate submission cases, where one of the duplicate submissions is withdrawn.

Rejected: Assigned by an administrator using cAdmin when a Submission is not accepted for presentation (session assignments finalized).

Removed by Staff: Used by administrators in cAdmin to indicate that a Submission should be removed from reporting or other program-related modules.

Configuring Session Room Agent’s Presenter View

To set up the Session Room Agent, refer to the article titled “Setting up the Session Room Agent.”

You can test whether the cSlide Agent is installed and working on your local computer by clicking the caret (^) in the bottom right-hand corner of your screen, then RIGHT-CLICK the cSlide Presentation Agent icon and select “Show.”

1. For PowerPoint Monitor, click “Default”

2. Check “Allow presenter view”
3. Set the desired Presenter monitor, Slide show monitor, and Resolution for the presentations.
4. Click Ok.

Add new presenters (Session room agent package)

I would like to be able to enter presentation and presenter data quickly as I receive the information by email, or in a Word document or in a PDF file. I will not always have full presentation information (including presentation title, presenter, day and room), so I need a way to enter partial data and return later to enter the complete data.

Navigate to the Meeting Agenda from the Home page

View the existing Agenda

Add New Presenters by clicking “Add” next to the Presenters label

Enter Presenter First Name (or initial), Last Name (or initial) and email. Select a Date and Room from the Dropdown list. Enter a Presentation Title, Presentation Start Time and Presentation End Time.

And click CREATE:

Four presentations per presenter are allowed. Clicking “ADD ANOTHER PRESENTATION FOR THIS PRESENTER“ allows an administrator to quickly add another Presentation for the same Presenter. It will open the “Add presentation” pop-up again with prefilled Presenter first name, Presenter last name, and email from the previous entry. The only other fields required are “Date & Room” from a drop-down and “Presentation title”.

After creating an additional presentation for the presenter, I can filter using any of the various columns at the top, such as “Email” to view all 4 presentations for this person.

As new data is provided, I need a way to edit the Presentation titles, Room, Date, Presentation start time, and Presentation end time.

Search for presenters by filling in full or partial data in one or more filters in the appropriate column(s) and click “Edit presenter”.

I changed the Presentation title from “Presentation” to “Presentation 1” and click “SAVE”.

To change the presenter to a different person, start by filtering and deleting the presentation(s), and then add the new presenter.

To delete a presentation, hover over the action, and click “Delete presenter”.

Click “Delete”. The warning message states:

Click “Close”.

Setting up the Session Room Agent

Exclusive to the File collection & session room agent package, Venue Technical or Venue Operations set up the Session room settings to present onsite presentations and test on their office computer, and later test onsite.

Under Meeting setup -> Rooms -> click “Log into sessionroom”

If you haven’t set up the cSlide Agent on the local computer you’re using, you will be prompted in the bottom right-hand corner to download the cSlide Agent.

After configuring and clicking “Save” with the cSlide Agent, you can further adjust the session room settings by navigating to Meeting Setup > Session room:
– Show menu labels: Allows better navigation control within the session room tabs which may or may not be needed. Venue Technical or Venue Operations can turn them on and off and test with the session room open in another window and refreshing the page.
– Show presentation times: Can be turned on and off and tested with the session room open in another window with presentation data in the meeting agenda.
– Banner image: Click to upload the universal header banner for the session room.
– Theme: Pick one from a dropdown. This changes the background color and fonts. Test with the session room open in another window.
– Show speaker if no files: Can be turned on and off and tested with the session room open in another window.

Log back into a Session room to review your configurations by navigating to Meeting Setup > Rooms and clicking on the “Log into session room” action.

If it’s your first time logging in, or if you share the session room URL with a teammate, they will be prompted to enter the “Session room access key” before proceeding to log into the room.

The “Session room access key” is editable by clicking on the pencil icon under Actions. For easy readability, the access key must only contain uppercase letters or numbers; excluding 0, O, I, or 1, and must be at least 4 characters.

Troubleshooting Instructions
If your computer experiences connectivity issues with the agent installed and you encounter the “Cannot connect to cSlide Agent” popup:

1. Click the upward-facing arrow to reveal the hidden icons shown below.
2. Right-click the cSlide Agent.
3. Select “Quit.”

4. Click the “Download Agent” button.
5. Choose “Remove cSlide Presentation Agent.”

6. Finally, reinstall the agent by following the instructions at the top.

Analytics Setup

Before your meeting starts, make sure to set up the meeting by providing the People data that an administrator would want to see in the analytics after the meeting (e.g., city, country, institution, registration code, etc.). If an attendee has only filled in their first/last name and email in the People dashboard, the analytics will only display that information for that individual after the meeting.

To set up the Analytics for cAttendee, go to Settings > Meeting information > Overview.

Click “Add Date Range” and fill out the following details:

Purpose: always “VirtualMeeting” for now, for cAttendee tracking.
Instance/edition name: Meeting name (upper left-hand corner).
Start date: Start of analytics data collection for cAttendee.
Soft end date: Configured to match the Hard end date and is intended for future use.
Hard end date: The deadline for concluding analytics data collection is the same as the Soft end date, which should be set two weeks after the closure of the cAttendee page.

For further details:

CTI-Analytics-August-2023-v1.1 Download

Explore our self-paced Trainual course on Analytics for Clients.
For login credentials, start with “Forgot password?” If additional assistance is needed, contact e.eisenmann@ctimeetingtech.com

Set up Rooms (File collection & session room agent only)

In addition to the Meeting staff and Collection site, two other tabs are available on the Meeting setup page for File collection & session room agent packages– Rooms and Session room.

The Rooms tab has a list of available rooms. The File collection & session room agent package has 5 rooms available.

To edit the name of the room, click on the pencil icon and enter the new name for the room.

Note that any location with the letters “[Open]” (case insensitive) in any part of its name will be removed from the selection options in the Meeting agenda dashboard.

The “Session room application key” will be requested when logging into a Session room by clicking the link on the home page. This key is automatically generated but can also be edited.

Another way to log in to a Session room is to click the blue arrow icon (shown below, bottom-right corner). This will directly navigate to a chosen session room without asking for a session room application key.

Create an Accounting Activity Report

As a Distributor or Venue Administrator, I want to access a list of meetings and their general information. This will help me keep track of the total number of meetings.

Distributor Administrators and Venue Administrators will need to go to a Venue meeting to find the Reports menu (e.g., v2133: Demo Hotel). Under Reports, clicking on “Accounting Activity Report” shows the administrator a table of venue meeting information.

Navigate to Reports > Accounting Activity Report to access a meeting information dashboard. To download the meeting data to a CSV file:

1. Choose one meeting at a time on the left or click the 3 dots and “Select All”.

2. Click “Download Report” (upper right-hand corner)

3. Open the file that was downloaded to your computer.

Best practice fields to help manage and order the meeting data include:
– Property Identifier
– Venue
– Region
– Brand
– Association/company
– Meeting name
– Package
– Opportunity number
– Meeting start date
– Meeting end date
– Creation year
– Creation month
– Creation day
– Created
– LastUpdated (meeting info updated in Meeting setup)

Monitoring Tool (Onsite Meetings)

As a Speaker Ready Room Admin, I start presentations in the meeting room and need to monitor the agent’s status in the session room using the Monitoring Tool tab.

1. In cAdmin, navigate to Presentation management -> Monitoring tool.
2. Please click on the ‘Agents‘ tab to view the technical statuses relevant to the onsite event:

– Idle: No interaction needed. All files are present on the local computer.
– Sync Required: Not all files uploaded currently present in the room.
– Synchronizing: Sync process currently running.
– Presenting: Presentation is currently on the screen.
– Last Activity: Last check for any of the above statuses in seconds.

The eyeball, edit pen, and settings icons are legacy icons that will be updated for future use.

3. The ‘Sync’ button will force the session room agent to synchronize files. This ONLY needs to be clicked once if the ‘Sync Required’ status is showing. If the files in the room are out of sync, the status WILL show ‘Sync Required,’ indicating the need for synchronization.

Intro: Export People, Submissions, & Reviewers Dashboard Data

The video overview demonstrates examples of exporting data from the People, Submissions, and Reviewers dashboards. These reports are only helpful if you have data within them.

Reviewers -> Combined Score Report

View the Average Scores and Standard Deviation per submission, along with the scores entered by the various Reviewers. You will not see any Comments or Flags.

1. Go to Reviewers > Combined score report
2. Leave the defaults or specifically choose the Number of Decimal Places, Grade Cut Off, which Activities to include, and how to order the report.
3. Click “Run Report.”

Reviewers -> Reviewer Comment Report

The report focuses on the comments left by the Reviewers per submission.

1. Go to Reviewers > Reviewer comment score
2. Leave either the “ALL” default or choose a specific Category or Reviewer Type
3. Click “Generate Report”
4. Select “Click Here for Report”
5. Click the downloaded link and open the CSV file.

Reviewers -> Score Report

The Score Report shows the Control Number, Average Score per submission, number of Reviewers assigned to the submission, and all the Reviewer scores assigned to the submissions.

In cAdmin, go to Reviewers -> Score report

1. Use the default filters to run for all scores or filter by specific fields
2. Check towards the bottom “Show Reviewer Information, Show Category, Show Pre-Selected Comments, Show Flags”
3. Click Submit

Print or scroll to the right to find Export to Excel.

Reviewers -> Exchange Report

(IF Exchange Bin is configured) Shows a visual log of which Reviewer did what and when regarding Recategorizing on the Review site. You don’t need this report if you don’t use the Abstract Review site.

To access the report, go to Reviewers > Exchange report

Submissions -> Abstract Body Embargo

Filter all your abstract bodies by specific dates and times for embargo or unembargo purposes. If you have late-breaking submissions that should only be available to individuals on the online planner or mobile app, or a virtual option, CTI can determine the day and time when your abstract bodies become available to everyone.

Filter all your abstract bodies by specific dates and times for embargo or unembargo purposes.

If you have late-breaking submissions that should only be available to individuals on the online planner or mobile app, or a virtual option, CTI can determine the day and time when your abstract bodies become available to everyone.

1. Go to Submissions > Abstract Body Embargo
2. Use fields to show certain embargoed abstract bodies.
3. Select All or only certain abstract bodies.
4. Choose either Embargo or Unembargo.
5. Click Select From Calendar.
6. Choose a date and time, then click Continue.

Submissions -> Credit Card Log

There is no reason to run this report if your association didn’t collect payment from Submissions through cOASIS. The Credit Card Log includes when the payment was transacted (Logged), Activity Name, Payment Code, Control Number, Author Name, and Order Amount.

There is no reason to run this report if your association didn’t collect payment from Submissions through cOASIS.

The Credit Card Log includes when the payment was transacted (Logged), Activity Name, Payment Code, Control Number, Author Name, and Order Amount.

You can find the Credit Card Log report page under Submissions > Credit card log.

Submissions -> Demographics Report

Allows an administrator to download a report of the locations from where submitters are submitting their abstracts based on their Person details. The report summarizes the demographics of the submission locations.

To download the Demographics report:
1. Go to Submissions > Demographics
2. Select one or more of the fields: Incomplete, Complete, Finalized
3. Choose either:
– Display Non-zero Locations – shows only locations with at least one submission
– Display All Locations – shows all locations, regardless of whether there was a submission or not.
4. Click “Regenerate Results” to view the results on the page.
5. You can click on the numbers to view the submission details:

6. Click the browser’s back button to return to the Demographics page.

Submissions -> Abstract Content Report

The Abstract Content Report allows an administrator to download all the abstract reporting or filter reports by specific criteria. This is an easy way to download an Abstract Bodies report.

To access the Abstract Content Report, follow these steps:

1. Go to Submissions > Abstract Content Report
2. Filter by specific criteria
3. Sort by specific criteria (e.g., Control Number)
4. Select how to group your report
5. Click “Generate Report” in the upper right-hand corner (it may take a while for larger data sets)

All selected fields will show on the Generated Report.

1. Duplicate Account Report Best Practices

To efficiently address duplicate accounts in the People dashboard, it is recommended to follow these best practices. The first five reports listed on the Duplicate Account Report page in cAdmin are at the Association level, while the last six reports focus on gathering people data for the current meeting.

Best Practices
To efficiently address duplicate accounts in the People dashboard, it is recommended to follow these best practices. The first five reports listed on the Duplicate Account Report page in cAdmin are at the Association level, while the last six reports focus on gathering people data for the current meeting.

Download the reports in this order for the best duplicate account detection practices:
1) Duplicate on SSO ID: Start by examining accounts with duplicate Single Sign-On (SSO) IDs. SSO IDs should always be unique, so any duplicates indicate the presence of the same person. Merge these duplicate accounts. Note that you may need to scroll past the accounts without an SSO ID to identify the ones that require merging.
2) Duplicate on First, Last, Email: If the first name, last name, and email address match exactly, it signals that the accounts belong to the same individual.
3) Duplicate on Last, Email: This report helps identify individuals who may have different first names (e.g., Bob vs. Robert) but share the same last name and email address.
4) Duplicate on Email: By running this report, you can uncover individuals who have reversed their first and last names. It also helps identify groups of people who have been assigned to a single email address and need to be separated before merging them with their correct accounts.
5) Duplicate on First, Last: This report is helpful when an individual uses distinct email addresses for different purposes, such as personal and professional use—additionally, confirming the person’s identity as the same individual requires dependence on the client or end user.

Current Meeting Reports (Last 6):
When dealing with the current meeting, focus on the following report to address duplicate accounts effectively:
1) Duplicate on First, Last, Email of ANY controls: This report helps identify any duplicate accounts based on matching first names, last names, and email addresses, regardless of the specific controls involved.

To pull the Duplicate Account Reports:
1) Hover over the People tab and click “Duplicate Account Report.”
2) Select one of the best practice reports above.
3) Click “Get Information.” A CSV file with any duplicate information will download.

To resolve the duplicate(s), navigate to the People Dashboard and:
1) Select two or more boxes to the left of the duplicate person.
2) Use the Compare & Merge button in the upper right-hand corner of the screen.
3) Select one or more duplicates to “Merge,” and select one account (confirming the person’s identity as the same individual requires dependence on the client or end-user) to be the Primary. The merged account will retain all of the Primary account’s data.

For more training on duplicate account management, go to our client Trainual course.

Collection site Start & End Date

Set the date range during which your meeting will accept uploaded presentations through the Meeting Portal from presenters.
Collection Start Date: The Portal opens on the date set at 12:00 AM.
Collection End Date: The Portal closes on the previous date at 11:59 PM, e.g., May 14 if set for May 15.

Upload instructions: Use the default wording for the Portal’s upload presentation directions from presenters, or you can customize the instructions for each meeting.

Header image: Adding a banner on the Portal platform requires careful consideration of the banner pixel sizes. To ensure the best display and performance, we recommend three standard banner pixel sizes: 728×90, 970×90, and 970×250. Make sure to test the look of the Portal banner on several different devices.

To upload the Header image:
1. Go to the Collection site tab.
2. Click the Header image pen.

3. Click “browse.”
4. Choose the image with the ideal pixel size (e.g., 728×90, 970×90, or 970×250).
5. Click “Open” and select “Upload 1 file.”
6. Sign in to the Portal on different-sized devices to check the Portal Header image.

Download presentation files

I would like to download all presentation files to a flash drive or laptop for display in the session room.

The application provides three ways of downloading files:
1) from the Presentation dashboard in bulk,
2) from the Presentation dashboard individually, and
3) from the collection portal while “shadowing” a user.

For File collection only meetings:
To download in bulk, all venue staff and corporate administrators would navigate to the Presentation dashboard and use the checkboxes on the left to check off the specific files they wish to download. As files are checked off, a count of the files selected will appear in the upper right. In the image below “2 presentations selected” matches the two files selected.

Venue staff and corporate administrators can also use the three dots (…) above the check boxes to select all and clear all selections. A user wishing to select all files could simply use the Select All to choose all presentation files as in the case below.

(Click the “…” above the checkboxes)

(Click on Select All)

At this point all 7 presentations have been selected. The user can download the entire package as a zip file by clicking on the download icon to the right of the “7 presentations selected” message:

Click “CONFIRM”.

Once the downloadable zip file request has been successfully processed, an email is sent to the email address of the user with a link to download the zip file.

Clicking the “Download Now!” button will bring the zip file from the cloud to the user’s desktop.

The format of the zip file is as follows:

In addition to the email being sent, Venue staff and corporate administrators can also click “Download requests“, in the upper right-hand corner of the Presentation files page, which will open a pop-up with a download history of the zip archives.

The Presentation ID value used in the Zip file is available as a display field on the Presentation Files dashboard as in the picture below:

The File collection & session room agent packages:
Follow the same bulk download presentation file process as File collection only packages. However, the File collection & session room agent package will receive a different zip file structure in their email and within the “Download requests” zip archive, which will also include the Date and Room.

To download files individually, venue staff and distributor administrators will navigate to the Presentation files dashboard and click on the download icon when hovering over the Actions column in every row. This will download the file immediately into the dedicated local folder.

Using the search function (e.g. by Presenter’s last name) or clicking on the column label to sort the list of presentation files by the “Last updated” column can be used by venue staff to monitor recently uploaded or re-uploaded presentations. This can assist in keeping downloaded files up to date with changes from presenters.

To download files from the collection portal, navigate to the Presentation files dashboard and click on the Access to Portal icon when hovering over the Actions column in a row. This will bring you to the Portal.

In Portal, click the Download button.

Login Options cAttendee & Portal

CTI can configure user login options for cAttendee and the Portal, providing seamless control over the login authentication process.

#Uploaded files (Max 4)

The number of files the presenter has uploaded (Max 4) is retrieved from the collection portal. If a file is deleted from the “Presentation files” dashboard, it will be removed from the collection portal and reflected in the “#Uploaded files” count.

Remove media item

Clicking the Delete icon in the Actions column will delete the presentation file from the Presentation files dashboard and recalculate the value in the “#Uploaded files” column in the Meeting Agenda dashboard. Deleting a file cannot be undone!

Monitor file uploads

(All vendor and distributor staff)

Navigate to the “Presentation files” dashboard. Monitor file uploads, and inspect metadata about the files. Sort by “Last updated” to gain visibility into recently uploaded files that may need to be downloaded.

Access to…

You can upload or delete files for a presenter on their Portal by hovering over the Actions on the right-hand side of a specific presenter’s row and clicking “Access to…” and selecting “Portal.” You will be redirected to the collection portal, where you will be automatically logged in as the Presenter in “shadow mode.” In this mode, an administrator can upload presentation files.

Email presenter

You can send a default email communication to individual presenters by using the mail icon located on the right side of a specific presenter’s row, OR in bulk by selecting multiple presenter boxes and choosing the envelope icon in the upper right-hand corner. The system will automatically include default configurable email text, along with a link to the presentation upload page in the collection portal.

Upload presentations to the Collection Portal as an Admin

As venue staff, I may need to upload presentations that have been emailed to me or provided via a flash drive by the presenter or event organizer. Each presenter is limited to a maximum of 5 files, which can only be in .PDF, .PPTX, or .MP4 format.

In File collection only packages:
Venue staff may have to upload presenter presentations by navigating to the Meeting Agenda from the Home page. Hover over the presenter Action “Access to…”

(All venue staff and distributor staff) Navigate to the Meeting Agenda from the Home page. Hover over the presenter Action “Access to…”

Click Access to… > Portal

You are now directed to the collection portal, and logged in as the Presenter in “shadow mode”.

Click Upload, choose the file, and click Open

Click OK or the “X” to close the dialog box

For File Collection & session room agent packages:
Venue staff may have to upload presenter presentations by navigating to the Meeting Agenda from the Home page. Hover over the presenter Action “Access to…”

Click Access to… > Portal

You are now directed to the collection portal, and logged in as the Presenter in “shadow mode”.

Click Upload.

Upload presentation files to the Collection Portal as a Presenter

As a Presenter, I receive an email from the venue with instructions to upload a file to the collection portal for a meeting.

After clicking on the link, I arrive at the collection site, and am prompted either to enter my email address, click the forgot password link, or “Get started now”:

Clicking “Get Started now” prompts the user to enter their password. The application generates an email from the venue with instructions to click on a link to log into the collection portal for the first time and set a password.

After clicking the link, I am directed to set my password, which must be a minimum of 8 characters and include at least one digit, one uppercase letter, and one lowercase letter.

Click “Continue” and, after receiving a success message, select “Login with your new password.”

Enter your email address and click “Continue”

Enter your password and click “Continue”

Once logged in, you will be directed to the presentation upload page within the collection portal.

Click “Upload” to add your presentation file(s)

Once uploaded, the portal displays information about the file, including its status, name, and size. The user can then download, preview, or delete the file to re-upload a new version.

Send presenter email

Presenters from the Presentation files dashboard may be contacted by clicking the “Email presenter” icon in each row. Should a presentation file be observed having incorrect fonts, being over or under the file size specification, or otherwise having formatting problems, an email can be sent directly from this dashboard asking the presenter to re-upload the presentation.

Send presenter(s) email

Email communication can be sent to individual presenters using the mail icon on the right side of the row of a specific presenter, as in the image below.

Click on the envelope icon and choose either:
– System email: Managed within the Venue system
OR
– Personal email: Needs a default mail client outside the venue meeting system (e.g., Outlook & Gmail)

The system will add default email text with a link to the presentation upload page in the collection portal. This link may be removed if the purpose of the communication doesn’t include sending the presenter to the presentation upload page.

Email communication can also be sent to a group of presenters. To send to a group of presenters, select the presenters to whom you wish to send the email by checking the box on the left side of the name.

Note that the upper righthand portion of the page now displays the message “3 presenters selected”. Now click the mail icon next to the message and see the pop-up.

The text from this email can now be edited as appropriate to send to the selected presenters, as in the case below:

Search, edit, & delete presenters

As the list of presenters grows, I need a way to search for presenters by full or partial First, Last, and Email fields.

I expect that names will change, and I need a way to edit the names as edits are provided.

Search for presenters by filling in a “filter” in the appropriate column

Edit within the Row Actions (above shows ‘Edit presenter’ tooltip)

I need to be able to delete presenters (and their associated presentations) as directed by my customer when presenters withdraw from the event.

Delete from the Row Actions (shown below)

Add new presenters (File collection only)

1. Navigate to the Meeting Agenda from the Home page

2. View the existing Agenda

3. Add New Presenters by clicking “Add” next to the Presenters label

4. Enter Email, First Name (or initial), Last Name (or initial)

5. Click CREATE

Note: Add someone with the same email, and receive an error message

Attempting to add more presenters than allowed under the Package will also generate an error message.

Multi-Factor Authentication (MFA) Documentation v1.5

At CTI, the security of your data is our top priority. This year, we are rolling out multi-factor authentication (MFA) for all cAdmin users. We’re setting up MFA for a few clients at a time. We’ll send you multiple notifications with more than a week’s notice – so please keep an eye on your inbox! Using an authenticator application such as Google Authenticator or Microsoft Authenticator on a separate device such as your phone or tablet, you will be prompted for a second authentication token when you log in. Please note that the MFA process is currently applicable exclusively to cAdmin users.

At CTI, the security of your data is our top priority. This year, we are rolling out multi-factor authentication (MFA) for all cAdmin users. We’re setting up MFA for a few clients at a time. We’ll send you multiple notifications with more than a week’s notice – so please keep an eye on your inbox! Using an authenticator application such as Google Authenticator or Microsoft Authenticator on a separate device such as your phone or tablet, you will be prompted for a second authentication token when you log in. Keep your data secure by using this best-practice security functionality.

The resource below provides step-by-step instructions, best practices, and FAQs for implementing multi-factor authentication (MFA) on cAdmin. Please note that the MFA process is currently applicable exclusively to cAdmin users.

MFA-cAdmin-June-2023-v1.5 Download

1. Update Presentation data

To expedite bulk changes to presentation data in Presentation Management or Virtual Meeting applications from an external source, administrators can save time by exporting and then re-importing the presentations. This approach is particularly beneficial for large meetings.

1. Click the horizontal three dots and choose all presentations or a custom selection. Alternatively, filter using advanced search (e.g., by ePoster Session type), and Select All.
2. Click Export > Presentation Data
– Required fields: Presentation key and Presentation ID (i.e., the Presentation key field is used to match the update. Do not change either of these two fields)
3. In this particular example, we intend to modify the presentation times. Therefore, we will select the Start Time, Duration, End Time, and Presentation title (for our own reference) as the fields to be updated. Click Next and open the downloaded file.

4. Make sure to change the Number Format for the selected cells to “Text”

5. To ensure that the presentation dates fall within the session date range and can be imported, we will cross-reference the top image displayed in cAdmin, which shows the view of the Sessions’ start and end times.

6. Enter the StartTime, Duration, and EndTime of your presentation into the Excel document, ensuring they fall within the Session date range. In this example, we set the presentation times to start at the beginning of the session’s Start date/time. Save the document to your computer.

7. In cAdmin, under the Presentations dashboard, click Import and then Browse.

8. Select the following checkboxes, excluding Duration, as it will auto-calculate. Click Verify Data.

9. Click Confirm.

10. Click on the “Close” button. A message will appear indicating the number of presentations that have been successfully imported. If you do not see the success message, please repeat the process.

11. You can verify the accuracy of your presentation times by checking the Presentations dashboard. This will allow you to ensure that the times are correct.

Please note:
– Presentation Dates MUST be in the session date range, or it will not import (and will not show any validation error).
– Do NOT use tabs – any tabs in the file will shift cells around because it is a tab delimited file.
– SED fields do not update.

Generate a Zip Archive

Select all or some of the checkboxes on the left, and clicking “Generate a Zip Archive” emails you a zip file of the selected presentation file data

Preview

Administrators have the ability to hover over the “Actions” button associated with a presentation file and select the “Preview” option. By doing so, they can initiate a download and view a preview of the file, allowing them to assess its content and quality.

Meeting agenda

The minimum fields required to create a new meeting agenda item depend on the package chosen. Click “ADD” to view which Meeting agenda fields are required.

Import meeting agenda

Click “Import” to conveniently bulk import your meeting agenda Excel or .CSV file. Administrators may repeat this process multiple times if necessary.

1. Click “Import”
2. Click “XLS Template for Presenter Data” or “CSV Template for Presenter Data” and open the file template. If you have already filled out the template, you can skip to Step 5.

3. Enter the known Presenter last name(s), Presenter first name(s), Email(s)
4. Save the file to your computer
5. Click “Import” and then “Browse” to find the Excel or .CSV file containing the names you wish to import

6. Click Open and note the option to click whether the top row contains data or headers.

7. Click Verify Data and receive message from pre-flight:

8. Click Confirm (note that “receipts” are possible of All Presenters, Imported Presenters and Conflicts)

Reset Presentation Forms

CTI has implemented a dashboard that allows administrators to view and manage all of the presentation form attempts submitted by users in one place. The “Form usage details” page includes rows for each form submission and Advanced search filters to help administrators sort through form attempts.

Go to Forms > Presentation forms > click on a form

With all of the presentation form attempts displayed in one place, administrators can quickly scan through and identify any issues or trends affecting your users’ experience. New filterable fields include the following:

Last updated – the date and time of the person’s last attempt
Person – the user who submitted the form
Status – “Success”, “Fail”, or “Reset”
Score – last submission count
Uses – how many times the user submitted the form

Administrators can delete form attempts under the row Actions by clicking “the trash can “Delete”. This can help administrators if the user needs to re-take a test or correct submitted form information. Note this action deletes all the submitted data for the person and removes the data from all reporting.

Updated Time Pickers

CTI has made it easier to input and manage important timing information by updating the time field pickers to various cAdmin locations, including Session details, Session roles, Presentations dashboard, and Campaign details.

CTI has made it easier to input and manage important timing information by updating the time field pickers to various cAdmin locations, including:
– Session details
– Session roles
– Presentations dashboard
– Campaign details

Administrators can pick the appropriate time from a dropdown menu, making the process faster and more accurate.

Presentation Management Checklist

This checklist provides a detailed guide for meeting and client setup using cOASIS. It covers determining customer status, creating meeting contracts, session types, activities, locations, and sandbox testing. The checklist includes:
– Media type and template creation
– Automation flags
– Configuring presentation portals
– Campaigns for presenters
– Setting up Speaker Ready Rooms (SRR).

It also includes server setup, pre-event testing, and onsite operational checklists for daily use, including syncing presentations, quality checks, and assisting speakers with navigation.

Presentation-Management-Checklist-v1.2 Download

Campaign Recipient Checklist

Following the checklist below ensures your email campaign is sent to the right people with the proper controls.

Campaign-Send-Checklist-v1 Download

Copy Control Records to Another Meeting

cAdmin has been updated to include a new feature that allows users to easily clone a control to another meeting within the same association. This feature was previously available in the Classic Admin, and has now been added to the new cAdmin. By including this feature in the new cAdmin, administrator roles can easily copy controls and save time while managing multiple meetings within the same association.

1. To copy records to another meeting, the administrator should hover over Submissions and then select the “Copy records to another meeting” option.

2. The administrator can apply filters based on Completeness, Acceptance, Session Role Status, Session Status, Session Types, and Activity Types. There is an option to Select all or Unselect all. After applying the desired filters, click “Continue”

3. The administrator can either select individual controls or Select All controls. Choose the meeting to which you want to copy the controls at the bottom of the page (shown below). After selecting the target meeting, click “Continue” and check the control records in the meeting selected.

Tip: Presentation management

Speaker Ready Room (SRR) admins and CTI staff use the Presentation management dashboard to check the status of presentations before the start time.

Date

Today – only shows sessions on today’s date. Checkbox selections for the available meeting dates

Total valid pres.

Each presentation that is visible in the session room (regardless of Media item type flags)

Media items in pres.

Presentations with at least one media item that are of an Activity type that is set to Use in session room

No media items in pres.

Presentations with no media items that are of an Activity type that is set to Use in session room

Presentation management dashboard Job Aid

Speaker Ready Room (SRR) admins and CTI staff can use the Presentation management menu dashboard to quickly check the status of presentations before the start time, using the field filters to identify incomplete presentations that require attention.

cAdmin-Presentation-management-dashboard-Job-Aid-v1 Download

Bulk action to update Submission Extra data fields

With our new bulk action feature, you can now update extra data fields for one or multiple submissions quickly from the submissions dashboard. This update is specifically designed to help our administrators who work with large data sets and must make changes to multiple entries simultaneously.

With our new bulk action feature, administrators can now update extra data fields for one or multiple submissions quickly from the submissions dashboard. This update is specifically designed to help our administrators who work with large data sets and must make changes to multiple entries simultaneously. Updating taxonomy fields in bulk is currently not possible, but a future update will enable you to do so.

To use the bulk action feature:
1. Navigate to the submissions dashboard
2. Select the submissions that you want to update
3. Select the bulk action lightning bolt and choose the extra data field that you want to update
4. Type in the updated data and click “Update”

Form usage details for Pre/post tests

CTI has implemented a dashboard that allows administrators to view and manage all of the pre/post test form attempts submitted by users in one place. The “Form usage details” page includes rows for each form submission and Advanced search filters to help administrators sort through form attempts.

Go to Forms > Pre/Post test forms > click on a form.

With all of the pre/post test form attempts displayed in one place, administrators can quickly scan through and identify any issues or trends affecting your users’ experience. New filterable fields include the following:

Last updated – the date and time of the person’s last attempt
Person – the user who submitted the form
Status – “Success” or “Fail” depending on how the form was set up
Score – last submission counts
Uses – how many times the user submitted the form

Administrators can also delete form attempts under the row Actions by clicking the trash can (below). This can help administrators if the user needs to re-take a test or correct submitted form information. Note this action deletes all the submitted data for the person and removes the data from all reporting.

Room Attendance via CTI API

The following functions are made available for creating room attendance records for a user based on badge number and session ID. This API helps clients track session attendance within CTI and provides validation messaging when duplicate entries are submitted.

CTI_cAPI_RoomAttendance_v1.0 Download

Bulk Action to Change Program Status

On the Submissions Dashboard, administrative users have the option to perform a custom bulk action on the submissions of their choice. This feature allows you to select one or multiple submissions and make a bulk action edit to the Program status using the lightning bolt icon.

To change the Program status, follow these steps:
1. Select the checkbox of the submission(s) you wish to edit. Alternatively, you can select all submissions by clicking the three dots over the boxes and the “Select all”
2. Click on the “Lightning bolt” icon located at the top-right of the list
3. Select the “Program status” option
4. Choose the new Program status you would like to apply to all the selected submissions from the drop-down list
5. Finally, click the “Verify Change” button to apply the new program status to all selected submissions.

Campaign Image Support Files

We have added a quick-link to the Support Files on the Edit campaign template pages and Landing pages allowing administrators to quickly input images for their email campaigns.

To use, click the link “Support Files” (above) located at the top right of the Edit campaign email template and Landing pages. You can also get to Support Files under Settings -> Meeting set-up -> Files.
Follow the rest of the steps in the video below:

Delete Forms

At this time, it is not possible to delete cAdmin forms in all our form-building tools. Instead, we recommend that administrators edit existing forms to suit their needs or create new ones. This is because forms are used to collect essential data, and deleting them could result in the loss of valuable information.

As with any new feature, we understand there may be some learning curves and potential areas for improvement. That’s why we welcome any feedback that you may have regarding your experience with Forms.

Roles & Permissions

cAdmin implemented a series of role-based permission sets. Our clients’ 3 key roles are Administrator, Team Leader, and Program Team Member. All team members can access and edit the features best suited to their role, but Administrators can adjust their team’s level of access and individualize each member’s toolset as needed.

For more information about your association’s roles and permissions, please do not hesitate to contact our support team, who will be happy to assist you.

Presentation Consent Forms Setup

Presentation consent or disclosure forms are documents used to obtain informed consent or disclosure from individuals participating in a presentation. The form typically outlines the individual’s rights and responsibilities, including the right to refuse or withdraw consent.

1. Go to Forms > Presentation forms
2. Click Add New Form. Form Name is internal only for differentiating naming conventions, and Display Name is the public-facing title for Portal.
3. Click and drag over “Group” and add the consent information or question.
4. Click and drag over “Radio” right underneath the Group and add the answer options. There is no need to set the “correct” answer as “I agree” or “I do not agree” could both be right shown below:

5. Click Save.
6. Click “Setup” to ensure the Behavior is set to “Strict”, making the form mandatory to fill out on Portal before the user can upload any files.

7. Click Preview/Test to test the functionality of the form.

Assign Presentation Consent Forms

An administrator assigns created presentation consent forms to the presentations on the Presentation dashboard or Presentation details. Then a presenter logs into the Portal and fills out the presentation consent form.

(UPDATED 2024) Assign presentation forms in bulk using the new Session Type/Activity Type grid located under Forms -> Presentation Forms.

Access a comprehensive summary by clicking on the cheat sheet provided below:

Presentation-Forms-Assign-2024 Download

#Failed

The number of users who have failed the form according to the form requirements set. The number calculates the user’s last attempt. #Successful plus #Failed should equal the #Users

#Successful

The number of users who have passed the form according to the form requirements set. The number calculates the user’s last attempt. For example, if a user takes the form 3 times: Fail, Fail, Pass, the latest attempt will be recorded as Passed. A form-taker cannot go from “Successful” to “Failed” as the form does not allow users to change their answers once a form is passed

#Users

Total number of unique users who have completed the form. For example, the user completes the form once or a hundred times; it counts as one unique user completing the form

Dashboard Field Sorting Saves

cAdmin dashboards now auto-save when you drag and drop field columns into a custom order.

Saving field sorting includes pages with columns up and down in the dashboard (People, Submissions, Reviewers, Sessions, Sessioners, Presentations, Campaigns, Forms, Chatroom, etc.)

Response Status & Response Action Definitions & Scenarios

To use the Campaign Advanced Search, click and open a Campaign from the Campaign dashboard and select the Advanced search button ON:

The Response statuses are standard in cOASIS, and you can search by using the drop-down:
• Not Started – might have received the email, but haven’t taken any action (i.e., clicking the landing page link)
• Viewed – the landing page URL link has been clicked within the email body
• Notify Action Selected – the user clicked a button on the landing page (e.g., Continue, Confirm, Accept, Decline)
• Completed – depends on the Campaign Type. If the Campaign has no steps, the Response status will read “Viewed”. If the Campaign has steps and they finished all the steps, the Response status will read “Completed”

The Response action is a customizable button text. The value indicates what button the person clicked on the landing page. Examples include Confirm, Decline, and No Action.
No Action – if the Campaign is Informational Only, it will automatically read No Action. It will also read “No Action” if the user has not clicked any of the buttons within the landing page and the applicable steps.

Please note the system cannot report on email-only campaign actions without a landing page link or Response action button. You will still receive the Sent date and Recipient list.

Co-Author Access Setting

Maybe you want to restrict access to content. We’ve added a setting to control whether co-authors can view Portal presentations. Just turn their access on or off with an easy toggle in cPortal Settings.

We’ve added a setting to control whether co-authors can view or edit Portal presentations. Just turn their access on or off with an easy toggle in cPortal Settings.

1. Go to Settings -> Workflow applications -> cPortal -> click the Presentation tab
2. Check ON to give all co-authors permission to View, Add/Edit, or both presentations on the Portal

Automatic Flags for Session Media Item Uploads

Administrators can use the Session Type details flags under Media control & automation to indicate how, by default, newly uploaded session media item flags will trickle down to each session under the session type umbrella.

Please note only newly uploaded sessions will receive the updated flag after it has been set in Session Type details, meaning this needs to be done before session uploads start. For example, if I want PDF files to be flagged as “Use in session room,” only after I check the flag below will the newly uploaded PDFs have the flag automatically set.

The media items an administrator creates in Settings > Media Components > Media items will appear as the rows in the card’s table.

Time Format for Meeting Information & Setup

The time formats on this page use UTC, which stands for Coordinated Universal Time.

Use the image example to format your time standards for the “First day of meeting” and the “Last day of meeting.”

The “Last day of meeting” needs to be later than the latest session for your meeting and vice versa for the “First day of meeting,” or the session will not work correctly.

Times for Media Collection Template

The time formats on this page use UTC, which stands for Coordinated Universal Time.

Use the image example to format your time standards. Only one collection template needs to be assigned for each session type.

Automatic Flags for Presentation Media Item File Uploads

Administrators can use the Activity details flags under Media control & automation to indicate how, by default, newly uploaded presentation media item flags will trickle down to each assigned presentation.

Please note only newly uploaded presentations will receive the updated flag after it has been set in Activity details, meaning this needs to be done prior to uploads starting. For example, if I want PDF files to be flagged as “Use in session room,” only after I check the flag below will the newly uploaded PDFs have the flag automatically set.

The media items an administrator creates in Settings > Media Components > Media items will appear as the rows in the card’s table.

Check the flags to set the following:
– Name of media type: Name as entered in the Media Items settings page.
– Use as the initial media player: This is the primary video for the Activity’s presentation. If multiple media items are flagged, the last media item uploaded will be the primary video.
– Use as additional file: A flag in this column indicates that the file is supplementary (e.g., PDF handout or white paper, URL, video, etc.)
– Use in session room: Select to indicate that the file should be synchronized to the on-site presentation management system and used on the speaker podium in the session room.
– Use for thumbnail: Select to indicate that this media item will be the first file that appears in the player screen for the session or presentation. If multiple flags are selected, the last media item uploaded will be the default thumbnail. This thumbnail can be overridden at the Session type details, Session details, and Presentation details levels. In most cases, the thumbnail will be the same item as the initial player media.
– Actions: Click ‘Select all’ to choose all the flags or ‘Deselect all’ to remove all the flags.

Total Sessions & Presentations Viewed & How many views each

1. Choose “Export Data” in the upper right-hand corner
2. Select “Page views” and “All days” (or any specific day)
3. Create a Pivot Table in Excel by clicking “Insert > Recommended Pivot Tables > select one that starts with ‘Count of PKey”
4. In the Pivot Table, choose the fields “PKey” (number of clicks), “SessionType” and “SessionTitle”

Total clicked per Session Type with Grand Total at the bottom:

Adding “SessionTitle” to the Pivot Table allows you to document how many views each session received shown below:

Adding more Pivot Table Fields like Presentation Title, Presentation ID, First/Last Name, etc., will narrow this information even more. Select the “PathRaw” field to copy and paste the exact link at the end of the cAttendee URL to view what was clicked.

View Type

There are 4 View Types an attendee can consume the content. An administrator can find the totals in Export -> Video views: D = On-demand, P = PDF, L = Live-streaming, U = Undefined

View Type Analytics

View Type is an update to CTI’s Analytics providing valuable data on how attendees consumed the session or presentation in your meeting. An administrator can download a report to summarize live-streaming, on-demand, and PDF views.

Go to the Analytics tab and:
1. Choose “Export Data” in the upper right-hand corner
2. Select “Video views” and “All days” (or any specific day)
3. Create a Pivot Table in Excel by selecting “Insert > Recommended Pivot Tables > select one that starts with ‘Count of PKey”
4. In the Pivot Table, choose the fields “PKey” (number of clicks from the individuals), and “ViewType”

Adding more Pivot Table Fields like Session Type, Session Title, Presentation Title, Presentation ID, First/Last Name, etc., will narrow this information down to the individual. Select the “PathRaw” field to copy and paste the exact link at the end of the cAttendee URL to view what was clicked.

Below shows, under the “P” for PDF, the Session Type views for PDFs, Session Titles, and Presentation Titles.

PathRaw

cAttendee URL related to the data entry (e.g., meeting/meetingID/pres. or session/session#)

Count of PKey

Number of clicks from an individual attendee. Use the “PathRaw” link to view exactly what was clicked

Presenter Chatroom Change Checklist

Use the following checklist if an administrator wants to add, remove, or change a presenter role in a chatroom.

1. Go to Onsite > Chatroom dashboard
– Optionally switch ON the Advanced search. Search by Room, Type, and Title to filter the list. Click the “target” for available search options

2. Use the three dots in the upper left-hand corner to Clear All the chatrooms to make sure no previous selections remain

3. Select the chatroom(s) you would like to update by checking the box(es)

4. Hover over one of the chatrooms and click the Details arrow of the selected chatroom
– Hover over the person you want to remove and use the trash can to delete
– Select “Add Chatroom Roles.” Enter the first name, last name, and email address of the presenter (this person must already be in the People dashboard)
– Make sure to check the “Presenter” flag for the new presenter (shown below)

5. Regenerate the Chatroom
– Go back to the Chatroom dashboard
– You should still have at least one chatroom selected from step 3. Click “Generate room” in the upper right-hand corner (shown below)

Assign the Chatroom Presenters

If no presentation chatrooms have been created or you need to add Presenters to chatrooms, follow these steps:
1. Go to the Presentations dashboard
2. Select the presentation boxes you would like to add chat notifications for presenters. Use the advanced search to filter the presentations
3. Click the bulk action icon “Add chatrooms”
4. Check “Add presenter to chatroom”
5. Click “ADD”

Check the Chatrooms for Presenters
1. Go to Onsite > Chatroom dashboard
2. Select a Chatroom
3. Make sure the Presenter flag is checked for the presenters that want to receive the chatroom notifications. Unchecking the flag below unassigns the presenter from the chat email notifications at any point.

Merge function ChatroomActivity Setup

When sending out the email, the ChatroomActivity function consolidates a list of presentation titles that are linked to the Presentation details page in cAttendee.
– After a presenter clicks on one of the links, the presenter needs to login to cAttendee and then is redirected to the presentation details page where they can respond after clicking “Join Chat”
– The ChatroomActivity execution depends on the timeframe chosen by the presenter in their cAttendee Settings (e.g., hourly, daily, weekly). For example, if the presenter chooses daily
– Notifications sent: Top of the hour, midnight for daily, Sunday at midnight for weekly on the meeting time zone set in Settings > Meeting Information > Overview

Custom Terms for Presentation Chat Notifications

There are custom terms for Frequency, Never, Hourly, Daily, and Weekly. The meaning of these terms cannot change, but the term itself can (e.g., “Daily” could be set “Every day”) shown below:

Presentation Chat Notifications Popup

Administrators can set two presenter notification popup texts:
1. Initial notification popup instruction – pops up the first time a presenter logs in to cAttendee.
NOTE: Only presenters see the initial popup.

2. Return notification popup instruction – pops up when a presenter checks their Chat notification settings under their user information.
NOTE: Only presenters see the Chat notification settings option under their user information. Non-presenters will not see the option.

Date Notifications Stop Setup

1. Go to Settings -> Virtual/hybrid meeting applications -> cAttendee
2. Click the tab “Chat system”
3. Make sure “Chat system enabled” and “Use notifications” are set to ON
4. Fill in the “Date notifications stop,” which is when the presentation chat will stop working
– Chat notifications will not work if “Date notification stop” is not filled in
– Date Format recognizes multiple formats like “12/25/2023 12:00” and reformats as below

Administrators will not see the Presentation Chat Notification setup if the meeting is not contracted with CTI.

Contract Setup for Presentation Chat Notifications

CTI introduced a notification email for presenters when they receive a chat message after their scheduled session. Attendees can send a chat message to a presenter within the cAttendee presentation after the session, and the presenter will be notified via a customizable cAdmin email.

Presenters can individually turn the message notifications on and off when they first log in to cAttendee as part of Attendee Central, which includes welcome messages, privacy settings, and attendees setting their interests. Each presenter can modify their notifications in their cAttendee profile settings. The presenter chat notification feature will need to be contracted for your meeting. Let your project manager know if you are interested.

Because this is a contracted feature for your meeting, it must be part of the contract with CTI.

To view the contract settings (only product owners can turn this setting on):
1. Go to Settings -> Association info & administration -> Meeting creation & scope of work
2. Under Virtual meeting modules contracted, “Chat alerts” must be set to ON

Presentation Chat Notifications will not work if this is not ON.

Managing cAdmin CME Status Changes in the Presentation details

A Meeting Organizer can navigate to the Presentation details, modify the CME review status, and include a CME comment if necessary. The altered CME review status triggers the sending of a customized, automated email to the presenter or reviewer. The system does not enforce or remind an administrator to add a CME review comment upon a CME review status change. Editing comments is not available.

1. Presenter Uploads Presentation:
• The Presenter logs into the Portal and uploads the presentation.
• The CTI Application processes the presentation, and the meeting organizer sets the CME review status to “Review required” via the Presentations dashboard.

2. CME Reviewer Notification and Review:
• The CME Reviewer is notified via email about the assigned presentation.
• The CME Reviewer logs into the Portal and changes the CME status to “In-review,” preventing further changes by the Presenter during the review.

3. CME Review Completion:
• The CME Reviewer updates the CME status to either “Approved,” “Approved with changes,” or “Not approved.”
• If the status is “Approved,” an automated email notifies the Presenter, concluding the CME review process.
• If the status is “Approved with changes,” an email directs the Presenter to log in, view Reviewer comments, and make necessary adjustments. Once done, the CME status is automatically set to “Re-Review,” prompting the CME Reviewer to reassess.
• If the status is “Not approved,” an email guides the Presenter to log in, view Reviewer comments, and take action based on the following scenarios:
– In the Speaker Ready Room (SRR): Edit the presentation directly on the SRR computer.Outside SRR: Log into the Portal from any computer, delete the current presentation, and upload a revised version.
– After editing or uploading, the CME workflow status automatically changes to “Re-Review,” triggering an email to the CME Reviewer.

4. Re-Review Process:
• The CME Reviewer is notified to log in and reassess the presentation.
• The process resumes from step 3, with the status now set to “In-review.”

5. Presenter Update to Approved Presentation:
• A Presenter may choose to upload a new file to a presentation with a status of “Approved.”
• The CME workflow status changes to “Previously Approved,” notifying the CME Reviewer.
• The CME Review workflow process restarts from step 3.

Searching CME Statuses in the Presentation dashboard

The CME review status is accessible on the Presentation dashboard, enabling meeting organizers to filter presentations based on specific CME review statuses and track the progress of CME presentations.

Any presentation not manually designated as “Review Required” will display a “blank” CME review status. Further details on this can be found in the section above titled “Assigning Presentations from the Presentations Dashboard to the CME Reviewer.”

CME Notification mail template example setup (Email Templates)

Click the “Edit” icon of the notification email you wish to customize.
Use the Merge field “{Person.EmailAddress}” for Reviewers and “{fld:Author.EmailAddress}” for Presenters in the “To” field. Note that both may be “Person,” depending on the meeting’s data.

3. Fill in the customized “From address” for each association.
4. Customize the Subject and Content using different formatting and images, following the style of Campaign emails. Utilize Merge fields and Merge terms to personalize the email message for individuals.

Use the “How-to’s” on the left side of the Portal Settings to learn how to insert customized images and utilize the merge fields and terms. Please note that there is no HTML access to the Subject Line, From address, CC list, and BCC list.

CME Presentations Review Setup in Portal Settings

Go to Settings > Workflow applications > cPortal > click the CME Review tab

The following need to be ON:
– Show CME review tab
– Show session tab
– Show CME review process elements

Leave the status terms as default, or change them if you prefer. Status Terms are used on the Portal for both the reviewer and presenter to change and view

Click “Edit” to update the following email notifications for different Portal status actions taken:

– Notification mail template to presenter for a new presentation media item uploaded: Sends a confirmation email to the presenter when they have uploaded a new presentation media item
– Notification mail template to reviewer for a new file to review: Sends an email to the reviewer when the presenter uploads a new file
– Notification mail template to presenter for approved status: Sends an email to the presenter about their approval status
– Notification mail template to reviewer for a previously reviewed replacement: Sends an email to the reviewer that a file has been updated
– Notification mail template to presenter for approved with changes status: Sends an email to the presenter that their presentation was approved with changes
– Notification mail template to presenter for not approved status: Sends an email to the presenter that their presentation is not approved
– Notification mail template to reviewer for a re-review: Sends an email to the reviewer that they need to re-review a presentation

Assigning Sessions from the Sessions dashboard to the individual CME Reviewers

1. Use advanced search functionality to search for CME sessions by either session type, category, or extra session field
2. Assign those sessions to the CME Reviewer. Filter by CME sessions, select the sessions, and click the assign icon shown below
3. Search for the CME Reviewer (Ryan Reed) and assign

Adding CME Reviewers as a role and assigning People to be CME Reviewers

1. Go to the People dashboard and search for the person (e.g., CME Reviewer Ryan Reed)
2. Select the person(s), click the bulk action “Invite”
3. Select “Organizer” from the dropdown
4. Click “CME Reviewer”
5. Select “Preview” and “Continue”

Note: Explore self-service options through our introduction Trainual course.

Setting up the Activity Type(s) that will hold Presentations to be reviewed for CME compliance

1. Create a new activity under Settings -> Meeting set-up -> Collection activities & roles
2. Click “Create a New Activity”
3. Name the activity, choose an Author Block Style, and check “Session Organizer.” Fill out the rest of the activity information
4. Click “ADD”

Merge Fields

Merge Fields allow an admin to reference different meeting fields to personalize the emails for each recipient. For example, Person – first name will personalize this message for each recipient to their actual first name.

Watch the video below to learn how to use and test merge fields to personalize your email campaigns.

If you want to add a link to a specific tab in Portal, use the “Link via Portal” option and choose the tab you want the person directed to in Portal, e.g., {fld:PortalLink param:submit}.

Not all meeting fields are available. Please let us know if there are other fields you would like to be added.

Merge Terms

📘 What Merge Terms Are
• Merge terms display shared meeting information such as meeting name, dates, location, phone number, and contact email.
• Merge terms are different from merge fields. Merge fields pull participant-specific data for each recipient (first name), while merge terms display information that stays consistent unless an administrator updates it.

⚙️ Where Merge Terms Are Managed
• Merge terms are managed in Settings > Meeting setup > Blocks & terms.
• Administrators can update term values there, including meeting-specific overrides when needed.
• Custom merge terms can be created when a standard term does not already exist.

🖥️ How Merge Terms Are Used
• Once configured, merge terms can be inserted throughout the Portal in the Instructions field available on each module. This includes modules such as Meeting Information (Home), Abstract Submission, Abstract Review, Session Submission, Presentations, Tasks, and Messages.
• Even if the merge term dropdown is not available on a specific Portal module, merge terms can still be used in Portal by copying and pasting the term manually.
• Merge terms can also be used in campaigns.

⭐ Why Merge Terms Matter
• In the Portal, merge terms reduce the need to manually update the same meeting details across multiple pages.
• When meeting details change from year to year, updating the merge term once can automatically update that information everywhere the term is used in both the Portal and campaigns.

Watch the short video to learn how to set up and add merge terms in an email or your Portal.

Standard Reports for Forms

Standardized reporting has been added for pre-test and post-test forms available within the Program Planner and Virtual Meeting to support both on-site and virtual attendees at hybrid meetings. Meeting administrators can quickly download the form results for any form on the Forms dashboard. Pre-test form reports will be helpful for presenters to gauge their audiences’ knowledge before the session. Post-test forms help assess the session and can be used for accreditation.

Standardized reporting has been added for pre-test and post-test forms available within the Program Planner and Virtual Meeting to support both on-site and virtual attendees at hybrid meetings.

Meeting administrators can quickly download the form results for any form on the Forms dashboard. Pre-test form reports will be helpful for presenters to gauge their audiences’ knowledge before the session. Post-test forms help assess the session and can be used for accreditation.

To view a form’s report:
1. Go to the Forms dashboard
2. Hover over the form and select the action “Reports”

3. There are currently three standardized reporting options:

– Distribution: Ideal for pivot tables and Power BI because of its rectangular dataset. The download repeats the question for each answer. Distribution includes the Form Name, Each question, Each answer, the Correct answer, the Total number of form-takers, How many people selected each answer, and the Percent of each question selected divided by the total number of question-takers. Shown below:

– Distribution Handout: Ideal for easy consumption as its layout is more like a traditional test. Presenters could be given a downloaded pre-test PDF to understand where to focus their attention in the session. Includes the same information as ‘Distribution’. Shown below:

Selection Raw: Includes a time stamp for each individual Person Key, Form Key, how each question was answered, and the correct answers.

4. Optionally export the form as an HTML, XSLX, or PDF file by clicking one of the links in the upper left-hand corner:

Presentation Chat Notifications for Presenters Checklist

Presenters can individually turn the message notifications on and off when they first log in to cAttendee as part of Attendee Central, which includes optional welcome messages, privacy settings, and attendees setting their interests. Each presenter can modify their notifications in their cAttendee profile settings. The presenter chat notification feature will need to be contracted for your meeting. Let your project manager know if you are interested.

Use the checklist below to set up the presentation chat notifications for presenters:

Presentation-Chat-Notification-Checklist-Nov2022_v1

Include this meeting in portal

Turn on if the meeting is using Portal

Add Images to Email Content

View the video to learn how to upload a clickable image to email content.

Adding Images to Notification Popups

View the video or follow the steps below to learn how to upload a clickable image to the notification’s popups for cAttendee. This is the same process for adding images in email campaigns.

1. Go to Settings -> Meeting set-up -> Files
2. Click Upload a New File
3. Click ‘Browse’ and upload a file from your computer
4. Find the File Name you just uploaded and click the icon “Copy URL to Clipboard”
5. Go to Settings -> Virtual/hybrid meeting applications -> cAttendee
6. Click the tab Chat system
7. Click under either Initial notification popup or Return notification popup instruction
8. Select the Image icon

9. Paste the link under Image Info URL
10. Every image may be different sizes. Use the locked Width and Height to adjust the image size. Add optional custom border, spacing, and alignment
11. Click the second tab, “Link” to set up the clickable URL when a presenter clicks the image

Track Onsite Attendance by Room

As on-site meetings resume, and the need for analyzing the traffic patterns of both on-site and virtual attendees grows, a new integration lets you track onsite attendance in the Room Attendance Dashboard, down to the individual attendee. Connect RFID, BLE or scanned attendee badges to this new integration and gain valuable insights.

Find the Room Attendance Dashboard under the Onsite tab.

Clone Pre/Post-test Forms

Pre-Tests and Post-Tests are available within the Program Planner and Virtual Meeting to support both on-site and virtual attendees at hybrid meetings. Admins can now “clone”/copy a pre-existing form into another pre-test or post-test, carrying over all the original form’s questions, answers, and settings. With this feature, you don’t need to build the same forms over and over.

View the video below to learn how to clone a form:

Reorganized Session Room Settings

Users of CTI’s Presentation Management application can now find improved navigation for managing the on-site Session Room. We’ve reorganized the settings into three tabs based on site settings, disclosures, and presentation presenter timer. The three new tabs provide a better structure for the session room settings, though no new functionality was added. Also, three buttons in the upper right-hand corner provide quick access to login into the session room for quick testing (not full-screen mode), go to the sessions’ Locations for onsite presentation full-screen mode, and set up session room break slides.

Replacing a Presentation within a Showcase with an Edited Presentation file

1. Navigate to the Presentation details
2. Under Media items, click “Replace media item file”

3. Select the file to replace. Do not exit out of the upload process. Larger files may take a few minutes, depending on internet connection. The page will update automatically when finished.

4. Larger updated files (e.g., one-hour videos) might say “Pending” or “Processing” – you may need to reload the page to view the updated status.

NOTE: The analytics will not be impacted because they are linked to the presentation. However, the updated file name will be reflected if changed in the “Video views” exported analytics.

Dependency value

Numeric score above or below

Dependency on

The Form ID that must be taken before the post-test

Dependency rule

Either completing a pre-test, or a score above or below the dependency value

Context type

Where the form will be taken (e.g., Session)

Force close

Presentation auto-closes (might be a 1 to 5-second delay depending on file size)

Open last slide

Last slide in the presentation auto-opens

Open first slide

First slide in the presentation auto-opens

Do nothing

No action (but color changes and messages can still be applied)

Presentation Timer

cAdmin’s presentation timer is a tool configured in the session room settings used for onsite meetings to effectively manage presentation timing by giving instant feedback to presenters and production vendors. Five fully customizable timer phases display on any meeting production computer. Tailor your presentation timer phases with custom color sets, timer display settings, font style, and enforce program efficiency with skip to last slide or auto-close presentation.

To set up the timer settings:
– Make sure the Timer Settings is set “Enabled” ON
– Edit the Timer layout and what display screen (primary is the main screen and secondary is only the speaker screen)

The 4 “Actions” below are what happens at the start of the phase.

– Do nothing: no action (but color changes and messages can still be applied)
– Open first slide: first slide in the presentation auto-opens
– Open last slide: last slide in the presentation auto-opens
– Force close: presentation auto-closes (might be a 1 to 5-second delay depending on file size)

1. Above is an example. The first timer phase starts at the beginning of the presentation when set to 100%. The “Timer color” will show on the screen in green. Fonts are set to default and are configurable.
2. For the second phase above, at 60 seconds left, the timer turns yellow, and the configurable message on the screen, “1 Minute Remaining” prompts the presenter.

3. At 0s, the Action is set to “Do nothing,” but the timer color changes to light red.
4. At -30s, the action is “Open last slide.” The Timer color turns dark red, and the presenter gets a message that the presentation will auto-close in 30 seconds.
5. At -60s, the presentation is automatically closed. The “Action” is set to “Force close.” This may be delayed 1 to 5 seconds, depending on the presentation size. No message text is needed as presentation will auto-close.

Testing: Administrators will want to set up a test presentation of 2 minutes in length to test the timer settings in the Session Room.

Additional details: Remember to use either the label “s” or “%” after the number for “Starts at (% or s) before the end.”

Please note, if you set any percent or seconds left with a negative sign before the number (e.g., -30s), the presentation will stay up 30 seconds after the end of the presentation time. Meaning the presenter received an extra 30 seconds of presentation time.

Header background color

Set a disclosure slide color

Banner image

Set a disclosure banner

Manually close disclosure slide

If the presenter doesn’t want to wait for the forced Timeout in seconds, they can optionally close the disclosure slide

Scroll end percentage (default 75)

If long disclosure, the screen auto-scrolls every 75%

Scroll start percentage (default 25)

If long disclosure, the screen auto-scrolls every 25%

Timeout (in seconds)

Time in seconds how long the disclosure slide will stay on the screen

Show disclosure slide

Turn the disclosure popup ON or OFF

Post-test Form Setup

Below we will go over how to set up a standard post-test after an attendee attends a session at your event.

Pre-test & Post-tests Form Builder & Assigning to Sessions

Pre-test and Post-test Forms feature a question builder that administrative users will find under the cAdmin navigation item called “Forms > Pre/Post test forms”. The Forms dashboard allows administrators to manage Forms that have already been created, report on data collected in Forms, and create new forms using “drag & drop” Form builder functions. The new feature allows pre-test and post-test forms to be used for sessions in cAttendee and PP8. Attendees attending a meeting will be able to take pre-tests and post-tests based on configured availability date/times (e.g., before a session) and configured registration limits (e.g., registration codes, ticketed sessions).

The new feature allows pre-test and post-test forms to be used for sessions in cAttendee and PP8 (Program Planner). Attendees attending a meeting will be able to take pre-tests and post-tests based on configured availability date/times (e.g., before a session) and configured registration limits (e.g., registration codes, ticketed sessions). These forms are fully customizable by administrators as well as reporting.

To create a pre-test form:
1. Go to Forms -> Pre/Post test forms
2. Click “Add form” and select “Session pre test”
3. The “Name” is the internal name (e.g., Session 199 Pre-test). The “Display Name” is the name attendees will see (e.g., Pre-test). Click “Add”
4. Find the pre-test Name, and on the right under “Actions,” click “Edit form” to create the pre-test. Use the How-to’s on the left side of the page to help set up the questions and formatting
5. Go to the Sessions dashboard
6. Select the session details you’d like to add a pre-test
7. Select “Add Form” under Pre-test forms
– Select the Form Name
– Optionally add Reg Code(s), so only those attendees with the Reg Code(s) see the form with no spaces separated by commas (e.g., NURSE,888,111)
– Select an Open date either with a preset or a “Custom time” for when an attendee is allowed to take the pre-test
– Select a Close date either with preset or a “Custom time” for when the pre-test will become unavailable

8. When the form is complete, we want to check the two flags “Ready” and “Is Public” to activate the test by clicking the “Edit” action. Make sure the test is completely set up correctly before checking the flags, as once it is public, it will negatively affect the results. To edit the pre-test again, click the “Edit” icon and unselect the two boxes

Creating a post-test form is similar to a pre-test form with an optional pre-test dependency mentioned in step 4:
1. Go to Forms -> Pre/Post test forms
2. Click “Add form” and select “Session post test”
3. The “Name” is the internal name (e.g., Session 199 Post-test). The “Display Name” is the name attendees will see (e.g., Post-test)
4. Select a “Dependent form” if you would like the attendee to either:
– Successfully take a pre-test before taking the post-test
– Complete a numeric score above a certain number (e.g., Value = 7) before taking the post-test. For example, there are 10 questions. If an administrator sets the “Value” number at 7, it means the attendee must score an 8 or higher on the pre-test in order to take the post-test
– Complete a numeric score below a certain number before taking the post-test. With the example above, the attendee must score a 6 or lower in order to take the post-test.
5. Find the post-test Name, and on the right under “Actions,” click “Edit form” to create the post-test. Use the How-to’s on the left side of the page to help set up the questions and formatting
6. Go to the Sessions dashboard
7. Select a session details
8. Select “Add Form” under Post-test forms
– Select the Form Name
– Optionally add Reg Code(s), so only those attendees with the Reg Code(s) see the form with no spaces separated by commas (e.g., NURSE,888,111)
– Select an Open date either with a preset or a “Custom time” for when an attendee is allowed to take the post-test
– Select a Close date either with preset or a “Custom time” for when the post-test will become unavailable

9. When the form is complete, we want to check the two flags “Ready” and “Is Public” to activate the test by clicking the “Edit” action. Make sure the test is completely set up correctly before checking the flags, as once it is public, it will negatively affect the results. To edit the post-test again, click the “Edit” icon and unselect the two boxes

Starter Campaign Templates

Standard templates called “Starter Campaigns” are templates that have been made available for all meetings to help give clients a “starting point” for traditional meeting email campaigns. Any new meeting created will have these Starter Campaigns available. These templates will provide clients with a head start managing presenters, abstracts, and the review process within the cAdmin system.

To use the Starter Campaigns:
1. Under the Campaigns tab, click “Add Campaign”
2. Select “Campaign templates -> Campaign Type”

3. We’ll use the example “Abstract Accept: Poster”

4. Campaign Name is an internal name only admins see in cAdmin
5. Display Name will be seen by the participants in the Portal. These names can be the same or you can make them different for internal naming convention
6. Default Expiration Date is when the campaign will expire, meaning after the expiration date the recipient (or presenter) will no longer have access. For example, an admin does not want to make the review site available to abstract reviewers if the review site has already closed.
7. Choose a Content Display Type
– Email Only: Contains only the subject line, the from email, and the email body (Ex., a personal email one sends to another)
– Informational: Same as Email Only, but includes a randomly generated URL link for each participant which goes to a web-based component of the campaign (Landing Page) for the participant to view more extensive details like the exact session titles or dates. Links are important to utilize because the longer the email is, the more likely it will go to a person’s spam folder. Links help break up the more detailed information in the original email.
– Action with Steps: Same as Informational, but after a link is clicked within the email taking the participant to another page, the participant follows a step-by-step process.
– Action Only – No Steps: Same as Informational, but one action needs to be performed by the participant. For example, a participant clicks on a link and is taken to a page where they need to either Accept or Decline to confirm their participation. The Accept or Decline would be the one action taken (with no steps involved). This action is customizable by the administrator.
– Both Action emails land in the participant’s Tasks tab in Portal
8. Default Campaign: Provides the opportunity to clone an existing template to save admin time. For example, many campaigns may have similar verbiage or structure
9. Hide campaign from Contributor Portal: Check this box so the campaign does not appear in the user’s Portal and is only sent to their Inbox
10. Applies to: Check the box that the campaign is in regards to. For example, if we’re asking for a reviewer to review something, we’d check Reviewer
11. Description: Optional to fill in. Only admins will see this field. This is useful for organizational purposes for client staff and the CTI Client Services team. We’d recommend one or two sentences describing the campaign.
12. Click “Add.”

Administrators can also create a new campaign from another campaign in the meeting by choosing the second option below:

For more information on Campaigns, check out the Campaigns Trainual unit.

Media Upload Completion Status

CTI has implemented a new process to store media upload completion status on the Presentations dashboard allowing administrators to quickly use the Advanced Search function to view Completed or Incomplete presentations. When a presenter finishes the uploading presentation(s) process to their Portal, the Presentations dashboard field “Completion status” in cAdmin will turn “Complete.”

CTI has a process to store media upload completion status on the Presentations dashboard allowing administrators to quickly use the Advanced Search function to view Completed or Incomplete presentations. When a presenter finishes the uploading presentation(s) process to their Portal, the Presentations dashboard field “Completion status” in cAdmin will turn “Complete.”

Uploaders in Portal will see green and red indicators that presentation upload(s) are either complete or incomplete, shown below:

Uploaders clicking “Only Incomplete” in the top right corner to show only incomplete presentations below:

Behavior – Strict

The individual must answer every question correctly (e.g., Disclosure or Terms of Conditions)

Behavior – Not strict with results

A user can answer questions how they wish, but after completing the form successfully, the user will see the correct answers

Behavior – Not strict

A user can answer how they wish and also does not show them the results afterward

Description

Administrators can write a short note about the form

Advanced search

Switch to ON to filter by specific forms

Last updated

Date form last edited

Created

Date form created

Ready

Flag checked means it cannot be edited unless unchecked (click the edit icon to select/unselect)

Is Public

Flag checked means the form is live. Click the edit icon to select/unselect

Purpose

Differentiate whether the form is a pre or post-test

Display Name

The cAttendee name attendees will see

Form Name

The internal cAdmin name

ID

A unique number attached to the form by the CTI system

Pre-test Form Setup

Below we will go over how to set up a standard pre-test before an attendee attends a session at your event. Often, these pre-tests gauge an attendee’s knowledge before they attend the session. Then after the session, attendees might take a post-test which we’ll cover in another video.

Break Slides Setup

A long-time feature of cSLIDE was displaying a set of available information slides (called “Break Slides”) within a session room when presentations were not active. A presenter can click a button on the Session Room computer, and break slides come upon all the screens in that room.

View the video below on how to set up break slides:

Streaming enabled

Enable or disable live streaming. Streaming configurations are set up under Settings -> Media components -> Streaming & layout. If turned off, streaming configurations will not work

Present without files

When turned off, a presenter cannot click present if no files are uploaded

Background color

Choose a color to show in the environment of presenting files

Background image

Upload an image to show in the environment of presenting files

Enable pause/break slides

Turn on to show the breakslide tab in the upper right-hand corner. Turn off if not using breakslides

Enable room help

Turn on to show the question mark help icon in the upper right-hand corner

Show presentation times

When clicked into a session, turn on to show or turn off to not show the presentation times within the session

Show menu labels

Show or hide menu action tabs at the top of the session room

cSlide Agent Setup

View the video below to learn how to set up the cSlide Agent. The Session Room will not fully function without this application installed on your local computer.

Troubleshooting Instructions
If your computer experiences connectivity issues with the agent installed and you encounter the “Cannot connect to cSlide Agent” popup:

1. Click the upward-facing arrow to reveal the hidden icons shown below.
2. Right-click the cSlide Agent.
3. Select “Quit.”

4. Click the “Download Agent” button.
5. Choose “Remove cSlide Presentation Agent.”

6. Finally, reinstall the agent by following the video instructions at the top.

Navigation Label

Set the Portal tab label naming convention a user will click to show the presentations (e.g., Presentations)

Show presentation tab

Under the “Presentation” tab, an administrator can hide the presentation tab altogether in the Portal by switching the “Show presentation tab” to OFF

Co-authors can add/edit media items

Under the “Presentation” tab, an administrator can allow co-authors to upload, edit, and preview presentations in Portal by selecting “Co-authors can add/edit media items” to ON

Session Types

A way for CTI to organize your sessions into different groups

Activity Types

Content and role structures within a meeting (e.g., abstract, chair, invited speaker, moderator, reviewer, etc.)

Limit media view by registration code

Leave blank unless an administrator wants to restrict the media content to only the registration codes listed in all caps, comma-separated format (e.g., 235,432,KIOSK1)

Calendar View Setup

Calendar view shows session search results pages that offer the option of List view and/or Calendar view along with the popular and powerful filtering functionality. As more meetings become hybrid, especially where sessions and presentations are not solely on-demand, attendees can use the calendar view to quickly see conflicts across several locations and better plan which sessions to watch in person and which to attend on-demand. Clicking on the session goes to the session page.

Many calendars can be created within a given meeting – as quickly as one sets up a search results page. For example, an administrator could set up a separate calendar for different channels (e.g., Channel 1). The layout of session results within the calendar are controlled by results cards, similar to how list results are controlled. The Calendar view option is available on any page with search results.

To set up the Calendar view, follow the steps below:

1. Hover over Settings -> Virtual / hybrid meeting applications -> cAttendee.
2. Then click “Navigation & Lobby Content” in the upper right-hand corner.
3. Click the tab (or cAttendee page) you would like to display the calendar view. In the example above, it is a session search page. Click Add New Content.
4. The “Type” dropdown is “Search.”

5. Choose the content you would like displayed in the calendar. The example above shows sessions.
6. Choose if you would like both the list view and calendar view as options for the user and the default view. The example at the top checks both list view and calendar view so the user can switch back and forth.
7. The Search filter will usually be set to “date” or “days.” This filter controls the title of the columns for the calendar view. The date format will vary by association (e.g., Monday, 11-10-23, 11/10/23) which is set up under Settings -> Virtual / hybrid meeting component -> Search & filters.
8. “Calendar zoom” sets the time intervals for the sessions. We would suggest 30 minutes, but 60 or 15 would also work. Clicking the magnifying glasses on the calendar view in cAttendee “zooms” in or out by this set time interval.
9. Once the meeting is set up or during setup, an administrator will want to clear the calendar cache by going to Settings -> Virtual / hybrid meeting component -> Search & filters. Click “Indexed search fields” shown below.
10. Select “Regenerate Session Cards.” This will force the cAttendee system to “refresh” or regenerate the calendar data an administrator has uploaded.

*Clicking the “Show empty rooms” icon shows the rooms that have no sessions in the room. This may be useful for administrators setting up the meeting.

Creating Streaming Keys for Locations and Sessions

We can now generate streaming keys by meeting location instead of every session to reduce the number of keys an administrator needs to manage. Generating streaming keys by meeting location instead of every session will save administrators time and costs. Location-based streaming keys are generated by using the bulk actions on the Location dashboard.

Before we start, there needs to be a streaming vendor set up in Settings > Vendors.
1. Go to Settings > Meeting set-up > Locations/channels.
2. Select locations with the checkboxes in the leftmost column.
3. Click the “Integrate” icon on the upper right to request streaming key setup.
4. Select “Request Vimeo Streaming Keys,” then Continue.

You’ll see the following message: “This action will request a new streaming key for all selected Locations. This will over-write the streaming setup information for Locations that already have one assigned. Please click Confirm to proceed or click Cancel.”

Please note:
1. The process will complete asynchronously and update the streaming key field based on the number of locations selected. The user does not need to wait on this page. A future version will notify the user once the process completes.
2. Anyone with the corresponding streaming key/link can access streams for that location.

The same above process is also available for sessions in the Session dashboard. This will update the streaming key field to be used by session.

Session and Presentation Time Calculations

An administrator can determine whether an activity should be incorporated into the session role’s start and end time auto-recalculation. Checking flags includes the activity and session role status in the presenter time calculations in Session details.

An administrator can determine whether an activity should be incorporated into the session role’s start and end time auto-recalculation under:
1. cAdmin > Sessions
2. Session types
3. Session type details (Time calculation is at the bottom).

Checking flags includes the activity and session role status in the presenter time calculations in Session details. Leaving flags unchecked means the session role times will be “display only” – allowing you to set times for those session roles manually (e.g., Chair, Moderator) that will not affect the calculated presentation times.

Start and End Times outside of the Session Start/End Time will turn red (image above), alerting the administrator of an issue. To correct the problem, either manually change the Start/End time by clicking and changing or, if the administrator sets up the Time calculations explained above, selecting “Recalculate Start/End Times.”

Presentation Activities Appearing on the Portal

Administrators can control which presentations appear on the Portal, where presenters and co-authors can upload, edit, and preview their content.

Administrators can control which presentations appear on the Portal, where presenters and co-authors can upload, edit, and preview their content. Administrators control the Portal presentation content under:
1. cAdmin > Settings
2. Workflow Applications
3. cPortal
4. Presentation

An administrator can hide the presentation tab altogether in the Portal by switching the “Show presentation tab” to OFF. An administrator can also allow co-authors to upload, edit, and preview presentations in Portal by selecting “Co-authors can add/edit media items” to ON.

Activity types are vertical (e.g., Abstract, Chair, Convener), and Session types are horizontal (e.g., ePosters, Lunch, Oral Session). Selecting the flag blue corresponds to the matrix of activity type and session type presentations to be made visible on the Portal. Presentations will not be visible on Portal if the activity and session type flag is not selected. An administrator can save time by selecting all or deselecting all the flags in a row under Actions at the end of the row.

cSlide Sync Form

Download and fill out the cSlide sync form below:

cSlide-Startup-Guide-Data-Sync-to-cAdmin-v1 Download

Below is an example of a cSlide sync form filled out:

Record Import to Production

(If available, you may need to contact your CTI Project Manager.)

1. (If available, you may need to contact your CTI Project Manager) Go to Configuration > Record Import > Template Document
2. Download and fill out the Excel sheet Template Document with all possible columns which consist of Submitters, Authors, Presentations, and Sessions
3. Click Import Data

Record Import to Sandbox

(If available, you may need to contact your CTI Project Manager.)

1. (If available, you may need to contact your CTI Project Manger) Go to Configuration -> Record Import -> Template Document
2. Download and fill out the Excel sheet Template Document with all possible columns which consist of Submitters, Authors, Presentations, and Sessions
3. Click Import Data
4. QC data before proceeding to record import on production

Copy to Sandbox

At this point, you will need to copy a backup version of this meeting which we call “Sandbox.” The “Sandbox” version of the meeting allows clients and CTI to add or edit parts of the meeting without affecting the production (or final) meeting.

After setting up your Locations, you will need to copy a backup version of this meeting which we call “Sandbox.” The “Sandbox” version of the meeting allows clients and CTI to add or edit parts of the meeting without affecting the production (or final) meeting.

1. To create the Sandbox copy, click the following link: http://www.abstractsonline.com/admin/dashboardreports/maint/syncmeetingdb.aspx
2. Select the event
3. Select the “Sandbox” location (no Sandbox version needs to exist and others will be overridden)
4. Check the box if you would like to be email notified when the copy is complete
5. Click “Go” (this may take 10-15 minutes to complete)

6. To go to the copied Sandbox event, enter “sandbox.” into the URL as shown below:

UseCentralizedDisclosureAssignmentForm

Option Name	UseCentralizedDisclosureAssignmentForm
Where is this configured?	Admin
Why is this configured?	Generally used with the recap notification process (now defunct because of contributor portal/campaigns)
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default
Example Meeting	ACC 18
Special Considerations	CD needs to be implemented for the event
Standard Checklist?	No
Validated?	Yes

ShowDisclosureEmail

Option Name	ShowDisclosureEmail
Where is this configured?	Admin
Why is this configured?	Should the control’s email address display in CD popup?
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Control’s email address doesn’t display in CD popup.
Example Meeting	Diabetes: 81st
Special Considerations	Centralized disclosures need to be implemented for the event
Standard Checklist?	No
Validated?	Yes

ShowDisclosureControlLookup

Option Name	ShowDisclosureControlLookup
Where is this configured?	Admin
Why is this configured?	Do you need to see the disclosure control lookup?
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	No disclosure lookup for controls.
Example Meeting	ACCii 65th Annual Scientific Sessions
Special Considerations	Disclosures need to be setup for all relevant actiivty types.
Standard Checklist?	No
Validated?	Yes

DisclosureTriggeredStatusUpdateExclusion

Option Name	DisclosureTriggeredStatusUpdateExclusion
Where is this configured?	Admin
Why is this configured?	Should the complete status of a record remain static/unaffected by COI after a submission deadline?
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Complete status of a record could change based on the COI status of a user account.
Example Meeting	DAA: Chicago ’19
Special Considerations	Centralized disclosure must be enabled.
Standard Checklist?	No
Validated?	Yes

DisclosureReviewPopup

Option Name	DisclosureReviewPopup
Where is this configured?	Admin
Why is this configured?	Need a centralized disclosures popup in the author step?
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	No centralized disclosures popup within author step.
Example Meeting	Diabetes 2018
Special Considerations	Default is No. Turns on CD in Control Summary. Must configure to show and along with Admin/CentralDisclosureReviewConfig.
Standard Checklist?	No
Validated?	Yes

CentralizedDisclosureReviewConfig

Option Name	CentralizedDisclosureReviewConfig
Where is this configured?	Admin
Why is this configured?	Is CD configured, and would you like a popup view for each author in admin?
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	No CD popup view.
Example Meeting	Diabetes 2018
Special Considerations	Requires Centralized Disclosures to be setup for the meeting/activity types. Must configure to show and along with Admin/CentralDisclosureReviewConfig. Must have at least c4aServiceEndpoint attribute configured. ShowEmail, ShowAllAuthors, ShowStatus all default to ‘No’.
Standard Checklist?	No
Validated?	Yes

AllowDisclosureUpdateInAuthorEdit

Option Name	AllowDisclosureUpdateInAuthorEdit
Where is this configured?	Admin
Why is this configured?	Display popup to confirm if disclosures should update for all matching authors?
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	No popup confirmation
Example Meeting	ISHLT 2022
Special Considerations	If in use (OptionValue = “YES”) along with the Submit DisclosureGrid config, the StepAuthorEdit page in Admin will display a confirmation message about updating disclosures for all matching Authors in the meeting (matching on AuthorFirstName, AuthorLastName, ContactEmail)
Standard Checklist?	No
Validated?	Yes

PaperNumberWebserviceURL

Option Name	PaperNumberWebserviceURL
Where is this configured?	Admin
Why is this configured?	Need this URL if paper auto-#ing is to occur
Option Value	URL
Example Option Value	https://qa.spe.org/jws/rs/x/ppms/paperNumber
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Paper #ing won’t occur
Example Meeting	SPE: Training
Special Considerations	Defines the URL of the Paper Numbering web service
Standard Checklist?	No
Validated?	Yes

PaperNumberProposal

Option Name	PaperNumberProposal
Where is this configured?	Admin
Why is this configured?	Do you want specific activity types to be eligible for paper #ing?
Option Value	Activity Name(s)
Example Option Value	Proposal
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	None
Example Meeting	SPE: Training
Special Considerations	Defines the activity types allowed for proposal Paper Numbering jobs
Standard Checklist?	No
Validated?	Yes

PaperNumberProgramStatus

Option Name	PaperNumberProgramStatus
Where is this configured?	Admin
Why is this configured?	Defines the program statuses that are allowed for Paper Numbering jobs
Option Value	Program Status or Program Statuses (if multiple, separate by commas)
Example Option Value	Accepted
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Paper #ing won’t occur.
Example Meeting	SPE: Training
Special Considerations	None
Standard Checklist?	No
Validated?	Yes

PaperNumberPresentedAs

Option Name	PaperNumberPresentedAs
Where is this configured?	Admin
Why is this configured?	Need specific field values?
Option Value	PaperPresentedAs field values
Example Option Value	Paper Options
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	No specific field values.
Example Meeting	SPE: Training
Special Considerations	Defines which PaperPresentedAs values are eligible for Paper Numbering jobs
Standard Checklist?	No
Validated?	Yes

PaperNumberInvitedPresenter

Option Name	PaperNumberInvitedPresenter
Where is this configured?	Admin
Why is this configured?	Defines activity types allowed for invited presenter Paper Numbering jobs
Option Value	Activity Name(s)
Example Option Value	Invited Presenter
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	NONE
Example Meeting	SPE: Training
Special Considerations	NONE
Standard Checklist?	No
Validated?	Yes

Postfix

Usually, a short text to see the meeting, year, and identify activity type

List of Topics

The list of topic/category choices for the Topic step

Is Presentation

Check flag if control record is meant to be a presentation. Leave unchecked if not

Is Session Organizer

Regulates if a control record will show up on the Sessioners (i.e., Session Organizer) dashboard. Check flag to turn on

Is Reviewer

Regulates if a control record will show up on the Reviewers dashboard. Check flag to turn on

Is Unsolicited

Leave flag unchecked if the control record is an invitation to participate in the meeting. Checking the flag means anyone can add an abstract

Is Submission

Regulates if a control record will show up on the Submissions dashboard. Check flag to turn on

Is this meant for presentation

Turn On if control record is meant to be a presentation. Turn Off if not

Is this meant for identifying a session organizer

Regulates if a control record will show up on the Sessioners (i.e., Session Organizer) dashboard

Is this meant for identifying a reviewer

Regulates if a control record will show up on the Reviewers dashboard

Is this an open (unsolicited) activity

If Off, the control record is an invitation to participate in the meeting. If On, then anyone can add an abstract

Is this a submission activity

Regulates if a control record will show up on the Submissions dashboard

Time Calculation Session Roles

Administrators can determine whether an activity should be incorporated into the session role’s start and end time auto-recalculation.

Checking flags includes the activity and session role status in the presenter time calculations in Session details.

Leaving flags unchecked means the session role times will be “display only” – allowing you to set times for those session roles manually (e.g., Chair, Moderator) that will not affect the calculated presentation times.

To view Time Calculations, go to Settings > Sessions > Hover over a Session type and click the details arrow.

Expanding Campaign Roles

CTI has its own email campaign management system to help organize, manage, and track email campaigns to keep program planning on course. With this update, customers have the option to assign co-authors (i.e., non-primary authors) to email campaign notifications. For example,
• An administrator could assign a campaign to submission primary authors and co-authors
• Or designate the campaign to only primary authors or only co-authors with the checkboxes shown below (step 6).

To assign an email campaign to primary authors and/or co-authors of submissions:
1. Click the Submissions tab
2. Select all or specific submissions with checkmarks
3. Click the Communicate button
4. Select Campaign
5. Select the email campaign you would like to assign
6. Check whether the campaign goes to the primary author, co-author, or both
7. Click Assign

The same email campaign option for co-authors is available under the Reviewers, Sessioners, and Presentations tab dashboards and details pages.

Highlight Session Roles with invalid dates and times

Session roles (also known as “presentations”) are displayed within the Session details page. Each role has a number of data fields, including the start time, end time and duration of the presentation. The presentation start times and end times will now have red highlights if the start and end Times are invalid. Invalid times occur when the start or end time of a presentation falls outside the Session start and end times. When meeting administrators are planning the program and moving presentations around to finalize the meeting, it is common to have presentations with invalid start or end times and this highlighting will allow users easy visual indication of that fact.

For example, the session role data highlighted below in red indicates the time does not match the duration or is not within the assigned time for the session. The duration of the session example below is 120 minutes, from 8:30am to 10:30am. To fix the error, simply click the time box and change to the appropriate times shown on the bottom image.

User Log Records for Reviewers, Sessioners, Presentations, and Meeting Information

Adding these user logs allows administrators to oversee any edits made to the meeting data. The user interface has also been improved and shows the same information in the columns for Time stamp, Entry, Details, and Who the user was that changed the data.

Identical to the Session log records in Session details which provides a history of session details changes made, we’ve added more log records for the Reviewers details, Sessioners details, Presentations details, and Settings > Meeting Information.

– Time stamp: date and time change made
– Entry: what was changed
– Details: additional information about the change
– Who: person who made the change

To find the log records, go to a tab like Sessioners and click on a specific user. The log is in the upper right-hand corner of each page.

Deleting a primary media item automatically deletes the Thumbnail URL

When a user uploads a primary media item, whether through the Portal, Speaker Ready Room, or cAdmin, and the auto-promotion rules auto-update the Thumbnail URL, the opposite effect occurs when deleted.

For example, when a presenter deletes a presentation from the Speaker Ready Room, the Thumbnail URL used on the cAttendee website will automatically be deleted along with the primary media item ID. No auto-delete rules need to be set up.

When the presenter uploads another primary media item, if auto-promotion Thumbnail URL rules have been set up, the Thumbnail URL will be restored to the newly uploaded primary media item. Thumbnail URL auto-promotion rules can be set up in Settings > Activities > Activity details, and Settings > Sessions > Session type details.

Search names and emails with hyphens

CTI has updated our advanced search criteria to include names and emails with hyphens throughout our dashboards on cAdmin. To use, simply input the name or email with a hyphen in the correct advanced search field and press Enter.

Dashboards updated include People, Submissions, Reviewers (Reviewer name), Sessioners, and Presentations (Presenter First Name/Last Name, Email).

Add Locations Link in the Session Room page

We added a link to the Locations settings from the Settings > Session Room page for administrators managing the session rooms to access the room locations easily. This is especially helpful for onsite presentation management administrators.

Thumbnail URL

Is the image shown for search results on cAttendee

Streaming Configuration

Connects to the agent on the computer for onsite meetings

Media Source Livestream

Streaming Key details

Media Source External

Is the Media source details

Streaming Key

Used when Vimeo is recording sessions. Can go to the URL and watch when it’s being streamed live

Meeting Information Sheet

Review the Exhibit D statement of work in the agreement contract you signed to confirm integration, import, and module assumptions. Please resolve any differences with task orders.

Click the link to view an example of the cOASIS Agreement Template Exhibit D.docx statement of work.

Recording enabled

Turn on to enable recording

Show speaker if no files

Showing the speaker/moderator if there are no files in the session room

Banner image

Top banner in the session room

Show session name if no files

Showing the session name if there are no files in the session room

Theme

Fonts and color changes

Filter, Select, and Download Location Lists

Administrators can now export and work with Location data outside of cADMIN for reporting and organization. After an administrator has edited the CSV file, they can use the Import Locations function to import new locations into cADMIN.

Administrators can select Locations using the checks on the left and Export the list to a CSV file that downloads to their local drive.

This allows administrators to work with the data outside of cADMIN for reporting and organization. After an administrator has edited the CSV file, they can use the Import Locations function to import new locations into cADMIN.

Presentations card in Person details

This feature gathers individual past meeting participation data for ALL of your cOASIS meetings. There is no need to log in to different events and past meetings within the association.

When you click the ‘Participation in all meetings’ button on the People details page, it will pull past meeting participation data, including presentations as far back as the data exists for your association in cOASIS.

This feature gathers individual past meeting participation data for ALL of your cOASIS meetings. There is no need to log in to different events and past meetings within the association.

cSlide event short name

Match cSlide event short name exactly

cSlide server

Match in reference to cSlide set up for either US or EU

cSlide event ID

Fill in cSlide event ID

Contact information

Fill-in fields for clients to reach out displayed on the homepage for more information

Expected accept rate

Fill in # as a percent for expected acceptance rate of submissions

Expected records

Fill in expected number of submissions

Session Category List

The custom session categories an administrator can create via Settings > Lists

Status

Choose “Active” if meeting is yet to happen or currently happening

Location

Mandatory field fill in the blank for meeting location

Last day of meeting

End date (year-month-day) and time (e.g., 2022-10-01T00:00:00)

First day of meeting

Start date (year-month-day) and time start of meeting (e.g., 2022-10-01T00:00:00)

Short name

Condenses the Meeting name for longer meeting names. Meeting Short Name can be the same as the Meeting name above for shorter meeting names

Meeting name

An overall event spanning one or multiple days. Each meeting is a separate table of data within cOASIS

Create a New Media Type

All media types must be created in cAdmin or the presenter will not be able to upload that specific file in their Portal. For example, if an MP3 file is not created as a possible media type upload, presenters will not be able to upload MP3 files. This streamlines the uploading process for presenters and weeds out any unwanted files.

PPTX File Type Extension Options and Conversions

At the top, name the media type (e.g., PPTX). Add an optional Description (e.g., Oral Presentation). Next, choose an icon the presenters will see in the Portal for the media type (e.g., a laptop for a presentation).

PowerPoint or PPTX has the most File Type extension (or convert) options including HTML5, IMG, MP4, and Video On Demand. File Type extensions are an OPTIONAL media type conversion each association may choose if they have very specific needs (not necessarily needed).

– PPTX to IMG: This option is for large 1-page ePosters converted to a high resolution
– PPTX to MP4: If the PPTX is video-heavy, this may be a good option
– PPTX to Video On Demand: This option allows attendees to consume the video on a player after the presentation
– PPTX to HTML5: This is an option, but it is not recommended. The conversion process is long and some elements in PPTX don’t always convert to HTML5

After PPTX, the options are PDF, MP4, MP3, and IMG.
– PDF IMG (hi-resolution) converts to a high-resolution image (mainly for ePosters)
– MP4 Video On Demand allows attendees to watch the video at any time

If checked, the Conversion Success flag gives the administrator more information about how the file is converted. Save when finished.

NOTE: Admins can create multiple media file types to accommodate the meeting (e.g., one media type may be a PPTX, and another media type might be a PDF handout).

Media Item Types

What is a CTI Meeting Technology media item? Media items (or types) are the technologies speakers use to present their presentations (e.g., PPTX, MP4, PDF).

CTI provides 5 main media items

– PPTX: files are used in Microsoft PowerPoint, a presentation program used to display content in a slideshow format. Each slide can contain graphics, formatted text, videos, music, animations, and more
– PDF: stands for the Portable Document Format, used to display documents in an electronic form independent of the software, hardware, or operating system they are viewed on
– MP4: a standardized video file format; almost all video players support MP4
– MP3: MP3, M4A
– IMG: PNG, JPEG

In summary, presenters can upload the following file types: PPTX, PDF, MP4, MP3, M4A, PNG, and JPEG files.

Sponsorship Statistics

To learn about statistics for calendar sponsorship opportunities, watch from 5:04 to the end below:

To view sponsorship statistics:

Go to Analytics > Dashboard
Click “Export Data” in the top right-hand corner
Click Sponsorship Clicks and Continue

Here you’ll see multiple sponsorship statistics and most notably:

1. The booth clicked in association with the sponsorship (BoothName). Remember a booth must be associated with a sponsorship for the booth to be created
2. Type of sponsorship clicked (BoothSponsorshipTypeName)
3. The ReportingName is set up by the administrator under Sponsorship Assignments in either “Onsite->Sponsorship assignments” or “Onsite->Booths & sponsors and clicking on the booth where the sponsorship assignment is set up.” The ReportingName (below) is valuable for administrators to give sponsorships unique naming conventions for the statistics reports

4. The link that was clicked (BannerLinkUrl)
5. What time the link was clicked (DTStamp)
6. Who clicked the link (LastName, FirstName)

Arranging these 6 main categories into a pivot table will give administrators valuable data as to the most popular sponsorships.

Review Booth Statistics

To review booth statistics:

Go to Analytics > Dashboard
Click “Export Data” in the top right-hand corner
Click Booth Usage and Continue

Here you’ll see multiple booth statistics and most notably:

1. The booth that was clicked (BoothName)
2. The type of link in the booth that was clicked (BoothLink)
3. The title of the link clicked in cAttendee (BoothLinkTitle)
4. What time the link was clicked (DTStamp)
5. Who clicked the link (LastName, FirstName)

Arranging these 5 main categories into a pivot table will give administrators valuable data as to the most popular booths and links inside.

Calendar View Sponsorship Setup (clone)

Create revenue opportunities in your virtual meetings, along with the sponsorship of banners, pages, congress-bag inserts, and more. With sponsoring company self-management and state-of-the-art analytics, we’re already helping customers recover a portion of revenues lost due to pandemic disruption. With the functional expansion now on production, we have started to add the components to allow sponsorship of specific sessions and presentations via the Virtual Meeting search results pages.

The first step is two new types of sponsorship opportunity types that you will find in the “Add Sponsorship opportunity” section – one for sponsorship banners overlaying a session on the calendar search results page, and one for sponsorship banners overlaying session (and ultimately presentation) details on the list search results page.

The next step is to connect the sponsorship banner to the calendar search result view, highlighted below:

This sponsorship opportunity image can be placed on the Calendar View connected to a specific session date and time. As with other CTI Virtual meeting sponsorship opportunities, these banners can contain more than one link, allowing sponsors to decide if the end-users will (1) click into the session, (2) click to an external website (often the website of the sponsor), or (3) click to a PDF file – or some combination of all three.

Watch the video above to learn how to setup the sponsorship.

Exhibitor Sponsorship Setup

View the video below on how to set up a sponsorship opportunity from the exhibitor’s perspective:

Admin Sponsorship Setup

View the video below on how to set up a sponsorship opportunity from the administrator’s perspective:

Create Templates

After media types are created, we can create the template(s) from the media type(s), which mainly controls how many files and which file types can be uploaded for presentations. This template setup controls what presenters will be able to upload to their Portal.

Only one collection template needs to be assigned for each session type.

Onsite Locations Setup

The example below shows an onsite location setup. We named our locations after the onsite hall or area and added all of their sessions to a location.

The middle columns are optional, and you can see at the end, that # of sessions automatically adds up how many sessions you have added to that location on cAdmin.

Use the +Import Locations button to download a template to fill out. Click the downloadable CSV Template or XLS Template. The only required field for importing locations is “Name.”

Then use the Browse button to upload your Excel or CSV file to Locations.

Virtual Locations Setup

Settings > Locations/channels

The example above shows a virtual meeting setup. We called our Locations “Channels” (i.e., TV channels). An attendee could click on the different channels on the website to take them to that virtual room. The middle column, Color, is optional for cAdmin organizational purposes. You can see at the end, that # of sessions automatically adds up how many sessions you have added to that location.

The Locations tab is also a quick way to compare session counts per location so you don’t overuse one location over another.

Use the +Import Locations button to download a template to fill out. Click the downloadable CSV Template or XLS Template. The only required field for importing locations is “Name.”

Then use the Browse button to upload your Excel or CSV file to Locations.

Create & Edit Lists

Lists are where administrators can create pre-defined options/sets that will be used to configure workflow-based modules to collect data in a structured manner based on the meeting’s needs and specifications.

For example, when a submitter is classifying their scientific abstract from a list, or a submitter is identifying their area of expertise – the options for these can be based on the client’s pre-defined list. These lists can be custom-built by administrators as they will be different for every association. Lists are found under Settings > Lists.

For associations creating a new event copy for the following year, lists copy automatically to the next event.

Author Search Lookup Setup for Submissions

By default, author search lookup is not configured for meetings when adding authors to submission activities because each meeting or association has different authors and people. View the video below to learn how to configure this handy search tool. The search tool saves time from entering each author’s information manually.

By default, author search lookup is not configured for meetings when adding authors to submission activities because each meeting or association has different authors and people.

View the video below to learn how to configure this handy search tool. The search tool saves time from entering each author’s information manually.

Compare, Merge (Remove) Accounts

An administrator may run into an issue of multiple people accounts for the same person in the People dashboard. The video below takes you through how to address situations for numerous accounts of the same person in your meeting.

Note: Explore self-service options through our introduction Trainual course.

Allow attendees to make one-to-one calls

Turn ON or OFF one-on-one video chat for attendees

Allow in exhibitor booths

Turn ON or OFF one-on-one video chat for exhibitor booths

Allow in network lounges

Turn ON or OFF video meeting video for networking lounges

Allow in sessions

Turn ON or OFF video meeting video for sessions

Media item type for recordings

If ON, select MP4

Allow video meeting recordings

Turn ON to record video meetings

Allow in exhibitor booths

Turn ON or OFF video meeting video for exhibitor booths

Allow in presentations

Turn ON or OFF video meeting video for presentations

Video meeting system enabled

Turn ON or OFF video meeting (Zoom) integration for the meeting sitewide

Show privacy alert

Include a customizable privacy alert under the Privacy tab when an attendee first logs on to the website

Kiosk Mode Setup

Kiosk mode is a public access point through a computer or tablet to meeting information used as the image below or as a row of computers for onsite or hybrid meetings. Kiosk mode is a configuration that limits the attendee from using any user-based interaction.

Kiosk mode is a public access point through a computer or tablet to meeting information used as the image below or as a row of computers for onsite or hybrid meetings.

Kiosk mode is a configuration that limits the attendee from using any user-based interaction. Download the link below for an overview and more information on how to set up kiosk mode.

Kiosk-Mode-Setup-v1 Download

Convert ePoster Audio Media Files

Suppose an ePoster file is not playing audio on cAttendee. In that case, you need to convert the ePoster file with no audio to an mp4 by going to the presentations tab on cAdmin, searching for the specific control number, downloading the file, converting it to an mp4, and replacing the old file. Please see the outline below:

1. On the attendee page, go to the specific poster and copy the control number at the end of the URL:

2. Go to the admin backend, navigate to “Presentations,” and search for the specific control number:

3. Go to the file, you will see the information regarding the uploaded file

4. Download the existing file via the download option, convert it to MP4 on your device

5. Replace the existing file with the new mp4 using the replace icon. Choose the file and upload it

6. It will upload, and you will be able to see it on the platform:

7. Once uploaded, you can play the audio on the platform:

AllowMemberLookup

Option Name	AllowMemberLookup
Where is this configured?	Admin
Why is this configured?	Need to ping an external data source (not cOASIS Account tables) for account lookup?
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	The default is that this functionality is unavailable.
Example Meeting	ASH 60th Annual Meeting (2018)
Special Considerations	Requires technical assistance via ticket to enable feature.
Standard Checklist?	Yes
Validated?	Yes

AllowCreateAccount

Option Name	AllowCreateAccount
Where is this configured?	Admin
Why is this configured?	Need to ping an external data source (not cOASIS Account tables) for account creation?
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	The default is that this functionality is unavailable.
Example Meeting	ASH 60th Annual Meeting (2018)
Special Considerations	Requires technical assistance via ticket to enable feature
Standard Checklist?	Yes
Validated?	Yes

AccountEditDisable

Option Name	AccountEditDisable
Where is this configured?	Admin
Why is this configured?	Should account editing be disabled when searching non-cOASIS account tables?
Option Value	Yes/No
Example Option Value	No
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Account editing is enabled.
Example Meeting	ASH 60th Annual Meeting (2018)
Special Considerations	Non-cOASIS account tables must be setup for the meeting/association.
Standard Checklist?	Yes
Validated?	Yes

SSOLogoutURL

Option Name	SSOLogoutURL
Where is this configured?	Association-Level
Why is this configured?	Is SSO enabled?
Option Value	Variable
Example Option Value	@
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	SSO isn’t enabled.
Example Meeting	ATS ’22
Special Considerations	SSO must be enabled.
Standard Checklist?	Yes
Validated?	Yes

SSOCloudWebserviceURL

Option Name	SSOCloudWebserviceURL
Where is this configured?	Association-Level
Why is this configured?	Is SSO enabled?
Option Value	Variable
Example Option Value	OasisPerson
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	SSO isn’t enabled.
Example Meeting	ATS ’22
Special Considerations	SSO must be enabled.
Standard Checklist?	Yes
Validated?	Yes

SSOClaimsIdentityProvider

Option Name	SSOClaimsIdentityProvider
Where is this configured?	Association-Level
Why is this configured?	Is SSO enabled?
Option Value	Variable
Example Option Value	https://login.thoracic.org/idp/shibboleth
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	SSO isn’t enabled.
Example Meeting	ATS ’22
Special Considerations	SSO must be enabled.
Standard Checklist?	Yes
Validated?	Yes

SSOAccountMatchLevel

Option Name	SSOAccountMatchLevel
Where is this configured?	Association-Level
Why is this configured?	How should the cOASIS match the account against the client’s AMS?
Option Value	Variable
Example Option Value	* or ELF (perhaps other variables are possible as well)
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	All fields used to match, or error is thrown.
Example Meeting	SfN ’21
Special Considerations	SSO must be enabled. Any combinations of E, L, and F will work. For example, ELF is the same as *. And EL will match email and last name. No default. Note always matches memberspecification first. And if matching memberspecification failed, this config option will be used if configured.
Standard Checklist?	Yes
Validated?	Yes

DashHideModules

Option Name	DashHideModules
Where is this configured?	Admin
Why is this configured?	Want modules to be hidden in portal?
Option Value	Comma separated list of modules to suppress from portal
Example Option Value	https://www.call4abstracts.com/ats20/index.php
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Modules, if configured, are available in portal.
Example Meeting	SfN ’21
Special Considerations
Standard Checklist?	Yes
Validated?	Yes

CentralizedDisclosureSSOLink

Option Name	CentralizedDisclosureSSOLink
Where is this configured?	Association-Level
Why is this configured?	Necessary if CD via SSO is used for contributor portal.
Option Value	URL
Example Option Value	https://www.call4abstracts.com/ats20/index.php
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Error.
Example Meeting	ATS ’22
Special Considerations	Need to have CD developed/configured for SSO.
Standard Checklist?	Yes
Validated?	Yes

CentralizedDisclosureEndpoint

Option Name	CentralizedDisclosureEndpoint
Where is this configured?	Association-Level
Why is this configured?	Necessary if CD via SSO is used for contributor portal.
Option Value	URL
Example Option Value	https://www.call4abstracts.com/ats20/services/build_request.php?usr_mem_id=
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Error.
Example Meeting	ATS ’22
Special Considerations	Need to have CD developed/configured for SSO.
Standard Checklist?	Yes
Validated?	Yes

MeetingHeaderBackgroundColor

Option Name	MeetingHeaderBackgroundColor
Where is this configured?	Admin
Why is this configured?	Should the background color be modified, at the meeting level, in portal?
Option Value	Color hex code
Example Option Value	#FFFFFF
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Grey
Example Meeting	ISHLT ’21
Special Considerations	Must use a valid color hex code.
Standard Checklist?	Yes
Validated?	Yes

DashSiteHeaderImage

Option Name	DashSiteHeaderImage
Where is this configured?	Admin
Why is this configured?	Should the banner/logo be modified, at the meeting level, in portal?
Option Value	Valid image URL
Example Option Value	https://files.abstractsonline.com/SUPT/345/10408/new.jpg
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	No banner/logo.
Example Meeting	ISHLT ’21
Special Considerations	Must use a valid/hosted image URL.
Standard Checklist?	Yes
Validated?	Yes

DashModuleDisplayName_Tasks

Option Name	DashModuleDisplayName_Tasks
Where is this configured?	Campaign
Why is this configured?	Should the tab be renamed in portal for the tasks tab?
Option Value	Text
Example Option Value	RENAME MODULE NAME IN TABS For Meeting Info tab Module: Admin Config Name: DashModuleDisplayName_MeetingInfo For Submit, Review, Session-Builder, Session Submission, Presentation tabs Module: Respective_module_name Config Name: DashModuleDisplayName For Tasks tab Module: Notification Config Name: DashModuleDisplayName_NotifyTasks For Messages tab Module: Notification Config Name: DashModuleDisplayName_NotifyMessages Values:
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	A generic name is used for the tasks tab in portal.
Example Meeting	ISHLT ’21
Special Considerations	This option’s valid for these modules: submission, review, session builder, structured sessions, notifications, presentation (please see Jira ticket – https://ctimeetingtech.atlassian.net/browse/OAS-8639).
Standard Checklist?	Yes
Validated?	Yes

DashModuleDisplayName_Messages

Option Name	DashModuleDisplayName_Messages
Where is this configured?	Campaign
Why is this configured?	Should the tab be renamed in portal for the messages tab?
Option Value	Text
Example Option Value	RENAME MODULE NAME IN TABS For Meeting Info tab Module: Admin Config Name: DashModuleDisplayName_MeetingInfo For Submit, Review, Session-Builder, Session Submission, Presentation tabs Module: Respective_module_name Config Name: DashModuleDisplayName For Tasks tab Module: Notification Config Name: DashModuleDisplayName_NotifyTasks For Messages tab Module: Notification Config Name: DashModuleDisplayName_NotifyMessages Values:
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	A generic name is used for the messages tab in portal.
Example Meeting	ISHLT ’21
Special Considerations	This option’s valid for these modules: submission, review, session builder, structured sessions, notifications, presentation (please see Jira ticket – https://ctimeetingtech.atlassian.net/browse/OAS-8639).
Standard Checklist?	Yes
Validated?	Yes

DashModuleDisplayName_MeetingInfo

Option Name	DashModuleDisplayName_MeetingInfo
Where is this configured?	Admin
Why is this configured?	Should the tab be renamed in portal for the event’s homepage?
Option Value	Text
Example Option Value	RENAME MODULE NAME IN TABS For Meeting Info tab Module: Admin Config Name: DashModuleDisplayName_MeetingInfo For Submit, Review, Session-Builder, Session Submission, Presentation tabs Module: Respective_module_name Config Name: DashModuleDisplayName For Tasks tab Module: Notification Config Name: DashModuleDisplayName_NotifyTasks For Messages tab Module: Notification Config Name: DashModuleDisplayName_NotifyMessages Values:
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	A generic name is used for the event’s homepage in portal.
Example Meeting	ATS ’22
Special Considerations	This option’s valid only for the event’s homepage in portal (please see Jira ticket – https://ctimeetingtech.atlassian.net/browse/OAS-8639).
Standard Checklist?	Yes
Validated?	Yes

DashModuleDisplayName

Option Name	DashModuleDisplayName
Where is this configured?	Multiple
Why is this configured?	Should the tab be renamed in portal for the specific module?
Option Value	Text
Example Option Value	RENAME MODULE NAME IN TABS For Meeting Info tab Module: Admin Config Name: DashModuleDisplayName_MeetingInfo For Submit, Review, Session-Builder, Session Submission, Presentation tabs Module: Respective_module_name Config Name: DashModuleDisplayName For Tasks tab Module: Notification Config Name: DashModuleDisplayName_NotifyTasks For Messages tab Module: Notification Config Name: DashModuleDisplayName_NotifyMessages Values:
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	A generic name is used for the specific tab in portal.
Example Meeting	ATS ’22
Special Considerations	This option’s valid for these modules: submission, review, session builder, structured sessions, notifications (please see Jira ticket – https://ctimeetingtech.atlassian.net/browse/OAS-8639).
Standard Checklist?	Yes
Validated?	Yes

DashHideGraphs

Option Name	DashHideGraphs
Where is this configured?	Multiple
Why is this configured?	Should graphs be suppressed in the portal tabs?
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Graphs aren’t suppressed in the portal tabs.
Example Meeting	SfN ’21
Special Considerations	This option’s valid for these modules: submission, review, session builder, structured sessions, notifications.
Standard Checklist?	Yes
Validated?	Yes

DashChartEntityName_Tasks

Option Name	DashChartEntityName_Tasks
Where is this configured?	Campaign
Why is this configured?	Want to modify the text label for the chart, for the tasks tab in portal?
Option Value	Text
Example Option Value	Graph
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	The text label for the chart, for the tasks tab, just reads “Chart”.
Example Meeting	TAA: t.mejudhon
Special Considerations	The word “status” is hardcoded, and the graphs must not be configured as hidden).
Standard Checklist?	Yes
Validated?	Yes

DashChartEntityName_Messages

Option Name	DashChartEntityName_Messages
Where is this configured?	Campaign
Why is this configured?	Want to modify the text label for the chart, for the messages tab in portal?
Option Value	Text
Example Option Value	Graph
Qualifier 1	None
Qualifier 2	NONE
Qualifier 3	NONE
Default	The text label for the chart, for the messages tab, just reads “Chart”.
Example Meeting	TAA: t.mejudhon
Special Considerations	The word “status” is hardcoded, and the graphs must not be configured as hidden).
Standard Checklist?	Yes
Validated?	Yes

cPortal Settings -> Tasks (DashBlockTemplate_Tasks)

Option Name	DashBlockTemplate_Tasks
Where is this configured?	Settings -> Workflow applications -> cPortal -> Tasks -> Listing template
Why is this configured?	Should the content block in portal, for the tasks tab, display specific content?
Option Value	Pre-defined property values from data fields (specific to campaigns)
Example Option Value	#$$ControlNumber$$ – $$PublishingTitle$$ Session: $$SessionNumber$$ – $$SessionTitle$$ Your Role: $$RecipientActivityTypeName$$ Status: $$CompleteStatus$$
Qualifier 1	Notification Template
Qualifier 2	NONE
Qualifier 3	NONE
Default	The content block in portal, for the tasks tab, doesn’t display specific content
Standard Checklist?	Yes
Validated?	Yes

cPortal Settings -> Messages (DashBlockTemplate_Messages)

Option Name	Notification – Messages (DashBlockTemplate_Messages)
Where is this configured?	Settings -> Workflow applications -> cPortal -> Messages -> Listing template
Why is this configured?	Should the content block in portal, for the messages tab, display specific content?
Option Value	Pre-defined property values from data fields (specific to campaigns)
Example Option Value	#$$ControlNumber$$ – $$PublishingTitle$$ Session: $$SessionNumber$$ – $$SessionTitle$$ Your Role: $$RecipientActivityTypeName$$ Status: $$CompleteStatus$$
Qualifier 1	Notification Template
Qualifier 2	NONE
Qualifier 3	NONE
Default	The content block in portal, for the messages tab, doesn’t display specific content.
Special Considerations	This option’s valid for the messages tab in portal (please see Jira ticket – https://ctimeetingtech.atlassian.net/browse/OAS-8639).
Standard Checklist?	Yes
Validated?	Yes

Themes for Session Room

Below is a snapshot of the different themes you can choose for your session room formatting. You can find the Themes under Settings > Session room.

Admin Booth Setup Video

View the video below to learn how an administrator can set up a booth:

Exhibitor Booth Setup Video

View the video below to learn how an exhibitor can set up a booth:

05. Fill out the cOASIS Meeting Request Form

Fill out the cOASIS Meeting Request Form

cOASIS_Meeting_Request_Form_template Download

*More information on setting up a meeting in our Trainual course: Presentation Management Content Collection & Executing Virtually

04. Search for your Meeting

After you create your new meeting, click the waffle and search for the new meeting

*More information on setting up a meeting in our Trainual course: Presentation Management Content Collection & Executing Virtually

3. Create a New cOASIS Event (Meeting)

Now we are creating the meeting event within the association as illustrated on the banner above.

To create the event in cOASIS go to Configuration > Create Meeting

1. Choose your association and fill in the Meeting Display Name. This name can always be changed under Settings > Meeting info & setup
2. The Meeting Reference Name is the Short name under Settings > Meeting info & setup, and can also be edited
3. Fill in the rest of the dates and times

4. Initial Control Number for the meeting – usually starts at 1 unless an association has a preferred number to start at. The control number is the unique ID given to every role in cOASIS

5. Copy configuration from current meeting? If this is a carried over event from a previous year, it carries over the previous custom configurations

*More information on setting up a meeting in our Trainual course: Presentation Management Content Collection & Executing Virtually

2. Create an Association

This step is only needed if the client association does not exist on the association list under the user’s My staff account. Clients might not be able to do the following. Please contact your project manager.

Create an association by going to:

1. Settings > Meeting info & setup
2. Click Information & setup (highlighted below)

3. Click “Other associations” in the top right corner shown below

Click ADD ASSOCIATION. Enter the information required and click Save:
– Short name: Abbreviated longer name of the association (e.g., ISA)
– Association name: Name of association
– Website: Association website

*More information on setting up a meeting in our Trainual course: Presentation Management Content Collection & Executing Virtually

1. Determine whether a cOASIS customer or not

1. An administrator can determine if the client is a cOASIS customer by looking up the client in cAdmin.
2. Go to your profile name and click Staff account.

3. Scroll through the association list and make sure the client (or association) is checked if they exist. If the client does not exist on this list, you must create a new cOASIS association and event.

*More information on setting up a meeting in our Trainual course: Presentation Management Content Collection & Executing Virtually

How to set Instructions with Custom Terms Agent running Portal Session Room Preview button

Use the following method to set the presentation Portal instructions for the speaker ready room which includes the Session Room Preview button so presenters can view their presentations like they will be seen by attendees.

1. Go to Settings > Blocks and terms
2. Under System Terms, search Group Name “portal” and Term Name “agent”

3. Under “Association Override,” enter the instructional text you would like to see in the blue box on Portal. We do have a default text, but anything entered into Association Override will override the default value

4. Make sure the Agent is downloaded to the computer that you will be using. To find the download, search the Knowledge Base for “agent download”
5. Go to Portal > Presentations to view the instructions in the blue box

Incorporate Custom Merge Terms in Campaigns

A single change within Settings->Blocks & Terms can translate to hours of time saved editing virtual meeting pages. Administrative users can gain efficiencies by using Terms in campaign text, incorporating system terms like Meeting Name and custom Terms such as the name of the Annual Program Chair and key dates such as submission deadlines, conflict of interest disclosure deadlines and presentation upload deadlines.

Custom merge terms let you insert reusable, dynamic content into submission instructions. This is useful for recurring details like meeting name, deadlines, and support info—you only need to update the value once, and it will reflect anywhere the term is used across cOASIS.

Common Merge Terms to Create

• Meeting Name
• Meeting Dates
• Location
• Year
• Contact Information
• Support Information
• Deadlines
• Client Website

How to Set Up Custom Merge Terms

1. Create a New Merge Term
Go to: Settings → Meeting setup → Blocks & terms → Create a New Term
• Term Name: This auto-formats to lowercase with dashes (e.g., abstract-deadline).
• Meeting Override: This is the visible text users will see in the Portal.
• Click Create. You can always edit the override after saving.

Campaigns, including email templates and landing pages, allow the use of Merge terms (Landing page shown below):

cPortal Settings -> Submission, Abstract Review, Session Builder, or Session Submission (DashBlockTemplate)

Option Name	DashBlockTemplate
Where is this configured?	Settings -> Workflow applications -> cPortal -> (Submission, OR Review, OR Session builder, OR Session submission) -> Listing template
Why is this configured?	Should the content block in Portal, per module/tab, display specific content
Option Value	Pre-defined property values from data fields (module-specific)
Example Option Value	#$$SessionNumber$$ $$SessionTitle$$ ID (for reference): $$SessionID$$ Status (for reference): $$CompleteStatus$$
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	The content block in portal, per module/tab, doesn’t display specific content.
Special Considerations	This option’s valid for these modules: submission, review, session builder, structured sessions, notifications (please see Jira ticket – https://ctimeetingtech.atlassian.net/browse/OAS-8639).
Standard Checklist?	Yes
Validated?	Yes

2D Virtual Meeting Landing Page Templates & Examples

CTI provides a couple of different 2d virtual meeting wireframes as visual guides to how your website might look. Below, one wireframe includes a sponsor banner at the top, and the other does not. Download the wireframes and start designing your 2d landing page virtual meeting template.

Wireframes-Design-Sponsor-V1.01 Download

Wireframes-Design-Without-Sponsor-V1.01 Download

You can look at some of our client 2d virtual meeting landing pages for reference:

Restrict access to Booth

Before a virtual or hybrid meeting with booths, the association may want someone to review or check their booth.

To restrict access to a booth:
1. Go to Onsite > Booth/sponsor dashboard and check “Is public” off highlighted below (the URL and booth will both be disabled)

To allow access to a booth:
1. Go to Onsite > Booth/sponsor dashboard and check “Is public” to a filled in state (the booth will be visible in the meeting and the URL link)

This setting will allow administrators to control whether a booth is visible or not to make more changes.

Hybrid Meeting TERMS support

To improve meeting planner communication with attendees during the planning, on-site, and post-meeting phases of a conference, cPlanner has been updated to allow Terms within Session and Presentation details pages to replace the date, time, and location with a specified term the customer is using for “on-demand”.

Hybrid meetings create new programming options for meeting planners, with the ability to incorporate on-demand virtual sessions with in-person physical sessions. Last-minute changes in speaker participation could change a previously planned in-person physical session to an on-demand virtual session and vice versa. Hybrid meeting planners have also become more comfortable with the concept of post-meeting on-demand virtual sessions as the standard for previously recorded physical sessions.

An example of using the new TERMS functionality on cPlanner to display “Hybrid On-Demand” for appropriate Presentation details and Sessions details pages is as follows:

1. In Settings -> Blocks & Terms, find the System Terms related to the Planner

2. Edit the Meeting Override value for the Term Name “planner-on-demand-label” to “Hybrid On-Demand”

3. Go to Sessions, select all the sessions, and click “Bulk data change.” Select “OnDemand” and verify the change shown below. You can also choose On-Demand “On” for individual sessions

4. Below is the cPlanner Presentation details page with the “Hybrid On-Demand” displayed removing the dates and times

Include Presentations in cReview

The Review tab on Portal will display the media items that are collected for the presentation for that control and allow for a “preview” (play icon) for each media item shown below:

Virtual and hybrid meetings have expanded the amount of media collected by an association. Gone are the days of submitters merely uploading an abstract and presentation files, with the occasional handout. Now media makes up a greater portion of the content than ever before – and sometimes that content needs to be reviewed. The cReview module routine receives the highest net promoter score of the CTI modules, and by expanding this module to include the ability to display media items, we’re adding tools to the volunteers without the burden of learning a new module.

The Review tab on Portal will display the media items that are collected for the presentation for that control and allow for a “preview” (play icon) for each media item shown below:

Terms support for Forgot Password and Login buttons

Some associations may have preferred terms for their login process to remain consistent with their own UI/UX patterns. Released this week, an admin can now change both the login and password wordings for user logins to cAttendee.

For a custom Login example:
1. Go to Settings > Blocks and terms
2. Search Term Name for “login”
3. Click into “Meeting Override” and type in custom term

Change the “Forgot Password” term in the same way. For example,
1. Go to Settings > Blocks and terms
2. Search Term Name for “password”
3. Click into “Meeting Override” and type in the custom term

Restrict access to Booth

If an admin goes to Onsite > Booth/sponsor dashboard and turns “Is Public” off, the URL and booth will both be disabled. When “Is Public” is checked back on, the booth will be visible in the meeting and the URL link. This setting will allow administrators to have complete control of when a booth is visible or not to make more changes.

Before a virtual or hybrid meeting with booths, the association may want someone to review or check their booth. In the past, an administrator was able to share the direct URL link to the booth so someone could review the booth before the meeting even if the “Is Public” setting was off (shown below).

Now, if an admin goes to Onsite > Booth/sponsor dashboard and turns “Is Public” off, the URL and booth will both be disabled. When “Is Public” is checked back on, the booth will be visible in the meeting and the URL link. This setting will allow administrators to have complete control of when a booth is visible or not to make more changes.

cAPI update for Analytics datasets methods

The Analytics dataset API is a new API that allows users to retrieve the user behavior datasets from the CTI Admin Analytics dashboard. This change will allow customers to integrate their analytics data faster and easier with their 3rd party software. You can find the Analytics API under the APIs category on the right side of the Knowledge Base.

cAPI offers clients and their vendors supportable and scalable integration interfaces with the CTI applications and related data. As market problems are identified that can be solved with these application programming interface points, new methods will be added to existing APIs and new APIs will be created.

The Analytics dataset API is a new API that allows users to retrieve the user behavior datasets from the CTI Admin Analytics dashboard. This change will allow customers to integrate their analytics data faster and easier with their 3^rd party software. You can find the Analytics API under the APIs category on the right side of the Knowledge Base.

New Forms Menu Item

Forms features a question builder and report builder, which administrative users will find under the cAdmin navigation item called “Forms”. The Forms dashboard allows users to manage Forms that have already been created, report on data collected in Forms, and create new forms using “drag & drop” Form builder functions.

CTI’s application supports abstract submission workflows, presentation management workflows, pre-meeting itinerary building functions, meeting and post-meeting CE/CME collection functions and virtual, on-site and hybrid meeting content distribution – all with user behavior tracking and all from a single administrative module. As the application has expanded to support such a wide range of workflows, the needs for new collection methods – often collection methods that are independent of the specific workflows – has surfaced. Many of these collection needs are ad-hoc, change at the last minute, and are best left in the hands of a subject matter expert within a customer’s operation. With this in mind, we’ve added an ad-hoc forms builder to support multiple modules of the application.

Released now in v1, Forms will be attached to application modules. The current release order is Forms within cReview for customizable scoring rubrics; Forms within CE/CME for session evaluations, meeting evaluations, pre-tests, post-tests and outcomes surveys; Forms within cPortal for presentation upload & recording releases; Forms within the Virtual Meeting module for session and meeting evaluations; Forms within cSubmit & Session Submission for conditional logic based steps; Forms within Session Builder for customizable session building scoring. Stay tuned as these are released.

Row action on Recipients dashboard in Campaign recipients page

We added a row action in the Recipients dashboard in Campaign details for an administrator to be able to go to Control details straight from the row, saving the administrator time from having to look it up manually.

“Add controls” on Recipients dashboard in Campaign recipients page

A new option has been added to each Campaign recipients dashboard to allow additions of recipients directly to the list through an “Add controls” icon. Clicking on this icon will allow users to paste in comma-separated lists of control numbers, which will add presenting / primary authors from those control numbers to the campaign.

Assigning recipients to notification campaigns is easily available with the bulk actions on the Submissions, Reviewers, Sessioners and Presentations dashboards. Advanced search functions are available to filter the lists of submissions, reviewers, session organizers and presenters down to a specific group of recipients and add them to a searchable list of campaigns. When using these functions, the assignment can be accomplished through a variety of filters such as session types, activity types and session role statuses and program statuses, making easy work of the assignment.

A new option has been added to each Campaign recipients dashboard to allow additions of recipients directly to the list through an “Add controls” icon. Clicking on this icon will allow users to paste in comma-separated lists of control numbers, which will add presenting / primary authors from those control numbers to the campaign.

While this function will be used more as an “expert mode” function than a normal day-to-day assignment process, the ability to directly Add Controls can offer efficiency when a change has been made (e.g., one presenting author is being replaced by another presenting author) requiring the administrator to add a new invitation. Simply entering the control number after the author change is made will add the new presenter to the same campaign. The old invitation can then be safely expired.

New Integrate Bulk Action on Session dashboard

cOASIS program data is often the “source of truth” for the vendor community supporting customer meetings. Meeting planners can make changes in cAdmin and have data made available to registration companies, external journal library vendors, external content management systems and others. Data managed in the cOASIS application has long been available to be pulled by these external systems through a combination of reporting and function-specific APIs.

cOASIS program data is often the “source of truth” for the vendor community supporting customer meetings. Meeting planners can make changes in cAdmin and have data made available to registration companies, external journal library vendors, external content management systems and others. Data managed in the cOASIS application has long been available to be pulled by these external systems through a combination of reporting and function-specific APIs. CTI has now released the first administratively controlled bulk action push integration, which can be customized to push cAdmin data to a third party’s web-service.

The first integration added is with MediaSite, an on-site session recording product. Administrative users can select sessions that they wish to have MediaSite record at their meetings, click on the Integrate bulk action, and the sessions & presentations will be forwarded via web-services to MediaSite, receiving in return the “play code” from MediaSite that will allow virtual meeting users to watch the content on-demand once it has been recorded.

By placing this function within cAdmin, meeting planners have control over which sessions are ready to be recorded and can make live changes during the on-site portion of a hybrid meeting. Customers using MediaSite as their on-site content collection vendor need only set-up the MediaSite vendor in the Settings -> Vendor section of the site and add any role activities (eg co-chairs, moderators) to an exclusion list should they wish to exclude from recording.

This functionality will be expanded throughout the coming quarters to include push-type integrations with other vendors.

Import Location function on Location dashboard

The import locations function follows the same pattern as other +Import functions across cAdmin dashboards, allowing admin users to import locations and their related data from a .CSV or .XLSX file. Error checking and rules are applied to ensure location data will be clean.

When importing meeting data from an external source for the Presentation Management or Virtual Meeting applications, time can be saved by importing the Locations/Channels, especially for large meetings.

All Submission Dates in Submission Dashboard and Search

Managing submission data can be easier when the administrative users have access to all three on the submission dashboard to search, sort and apply bulk actions. We’ve added a new data field, “Completed date,” to the Submissions dashboard so that all three submission dates are now available in the gear:

The submission ID card on the submission details page provides dates when the submission was started, last edited, and completed.

In addition to adding any of these fields to the dashboard for sorting and selecting, the advanced search provides capability to search between date ranges.

Expand Person Merge to include SSOID at author level and Photo/Bio

Proper submitter, co-author, presenter & speaker identity management results in delighted end-users and smoothly operating support teams. Improper identity management results in frustrated submitters, co-authors, presenters & speakers, as well as chaotic scrambles to clean things up. We would wish for proper identity management always. Still, since even Association Management Systems (AMS) and their related services can have off days or be misconfigured, we’ve added an additional tool to help clean up the “mess on aisle 5” if it happens.

An association management system based single sign-on system (SSO), where the association is a “source of truth” for a person and all related personally identifiable information (PII) is the only GDPR approved pattern for identity management, and fortunately, a pattern that the cOASIS platform fully supports. The components include:

1) Logging into cPortal through the association’s SSO, which transfers the association’s member identity key (which we call the SSOID) to cOASIS;
2) Co-author look-up against the AMS during abstract submission, resulting in either a) a record already in the association’s AMS with the co-author’s member identity key (which is sometimes referred to as the AuthorMemberSpec, and is again the SSOID) or b) a co-author not being found, which is often configured to then allow the submitter to enter the co-author details, after which cOASIS assigns a temporary identity to the co-author;
3) A call back to the association’s AMS to resolve any temporary co-authors that have been entered manually by the submitter and update the record with the “permanent” AMS identity key for that person.

The update being made to the existing People dashboard -> Compare & Merge function contains two parts:

1. It allows cAdmin users to override the 3^rd step in a properly functioning identity management process and force a Person SSOID into a co-author’s SSOID AuthorMemberSpec during a merge. This new function should not be needed, but it is now there if it is needed to help clean up a mess.
2. Photos and Bios will now merge when two Person-level records are merged according to the following rules for the “surviving Person record” and the “merged Person record”.
– If the merged Person record has a photo and/or bio AND the surviving Person record does not have a photo and/or bio, the photo and/or bio from the merged Person record will replace the blank(s) in the surviving Person record
– If the merged Person record contains a photo and/or bio AND the surviving Person record also contains a photo and/or bio, a message will be provided notifying the admin user that the surviving Person records already has one or more of these assets, allowing the user to cancel the merge and visually compare the results to determine which one to keep. If the merge is continued, the merged Person’s photo and/or bio will be removed.

Analytics via CTI API

The following functions are made available for retrieving reports from the CTI Admin Analytics dashboard. The latest version is below.

CTI_cAPI_AnalyticsReports-v1.2 (October 2022)Download

“Add controls” on Recipients dashboard in Campaign recipients page

We added an option to “Add controls” from the Recipients dashboard in Campaign details and allow users to paste in comma-separated lists making it easier for administrators to add new people to the campaign recipients list.

Row action on Recipients dashboard in Campaign recipients page

Onsite Presentation Management Application: Hardware, Software & Network Requirements

CTI’s Presentation Management application is a scalable, cloud-based SaaS application allowing presenters to upload presentation files via the internet, make final updates and practice in an on-site speaker ready room, and then present from a local computer in a session room. In venues with stable, high bandwidth internet connections the onsite presentation management installation will only require hardware for session room computers and speaker ready room computers. In venues with unstable or insufficient bandwidth internet connections, an on-site caching server is available.

The Presentation Management application supports streaming to overflow rooms and streaming to 3^rd party content distribution platforms.

The Presentation Management application supports recording of streams to allow content to be edited and re-purposed. Editing tools are available in the application and 3^rd party video editing tools may be used as well.

Please refer to the application Knowledge Base for current Presentation Management documentation, network estimation tools, set-up guides and related API documentation.

Onsite-Presentation-Management-Requirements Download

Blocks and Terms Program Planner updates

To improve meeting planner communication with attendees during the planning, on-site, and post-meeting phases of a conference, cPlanner has been updated to allow Terms within Session and Presentation details pages to replace replacement of date, time, and location with a whatever term the customer is using for “on-demand”.

To improve meeting planner communication with attendees during the planning, on-site, and post-meeting phases of a conference, cPlanner has been updated to allow Terms within Session and Presentation details pages to replace replacement of date, time, and location with whatever term the customer is using for “on-demand”.

Allow Replacing uploaded media items

On the Session details, Presentation details, and Media Items pages, we introduced a new button for administrative users to “Replace” an existing file, therefore, deleting the old file automatically. This button will save administrators time in deleting the old file and make the process of uploading a new file more automated.

Report Builder via CTI API

The following functions are made available for retrieving reports saved in the CTI Report Builder application. The latest version is below.

CTI_cAPI_ReportBuilder_v1.3 (Jan. 2024)Download

Advanced Search Target Options

We have added advanced search functionality to support target option lists. Any field with a target in advanced search will indicate which search options are available.

We have added advanced search functionality to support target option lists. Any field with a target in advanced search will indicate which search options are available. Target options available are:
y (matches strings containing)
“y” (matches y exactly)
>y (matches numbers equal to and higher than y)
<y (matches numbers equal to or lower than y)
x,y,z (matches x or y or z, no spaces between)
x-y (matches numbers equal to and between x or y)

Hide Presentations from Portal

There is also an occasional need to simply “hide” presentations from being visible in Portal. A use case of this functionality in the new hybrid meeting environment is hiding the PPTX upload for a previously planned on-site speaker who has changed to a remote speaker and who now must upload an MP4 file for their presentation.

As with “locking” presentations, the hide function is turned on and off by Presentation ID. This may be done in bulk using the “lighting” icon on the Presentation dashboard, and individually in the Presentation details page within the Session room/presentation management card. The function is called “Hide from Portal”. Turning the pillbox “On” will hide the presentation from users in the Portal.

Lock Presentation uploads in Portal

Locking a presentation ensures that any editing of the presentation for the ARS and any peer review completed by volunteers is not overwritten by a speaker uploading a new version of the presentation. The cPortal user will still be able to see the file in the Portal, but to make any changes to the file, would need to contact the meeting administrators.

cPortal is the collection point for all presentation management materials in the CTI workflow platform. From the Presentations tab, speakers upload live and remote materials for any hybrid meeting. In some workflows, especially those involving a presentation review for CME or CE purposes and for cases where the presentation will be manually edited to add Audience Response System (ARS) slides into the presentation, customers may require that presentations are “locked” once they are uploaded.

Locking a presentation ensures that any editing of the presentation for the ARS and any peer review completed by volunteers is not overwritten by a speaker uploading a new version of the presentation. The cPortal user will still be able to see the file in the Portal, but to make any changes to the file, would need to contact the meeting administrators.

Recalculate Times Button for Session Roles

There are certain periods of the workflow, especially early in the session building process when session organization is fluid – and then again once presentation notifications are open, where automatic recalculation could have unintended consequences for a meeting. The ability to control automatic session recalculation addresses these use cases.

A second feature gives administrative users a session-by-session override of that master switch, a “Recalculate Start/End Times” function for Session Roles. Visible as a new button in the Session Roles area of the Session Details page. This function will recalculate session role start and end times based on the session’s start time, the roles’ order, and the duration assigned to each role – and will do so even if the meeting-level master switch is off.

Navigating cAdmin Introduction

As cAdmin has evolved, it has become a tool for clients, CTI staff, and distributor partners to offer reliable, user-friendly, and timely access to relevant content resources for your educational meeting. View the video below for an introduction to navigating cAdmin.

Login Welcome Text

Option Name	LoginWelcomeText
Where is this configured?	Portal, Association level
Why is this configured?	Do you want welcome text as the user signs into the Portal?
Option Value	HTML/Text
Example Option Value	Welcome to the Contribution Portal On this page, please find all the navigation links and notifications related to your participation in upcoming DAA meetings. Many thanks again for your important contribution to these events.
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Blank
Example Meeting	DAA Chicago ’19
Special Considerations	This configuration option is only relevant if the new Portal has been implemented
Standard Checklist?	Yes
Validated?	Yes

Home Right Nav Text

Option Name	HomeRightNavText
Where is this configured?	Portal, Association level
Why is this configured?	Should the Portal’s “Tasks” tab include right-side content such as links?
Option Value	HTML/Text
Example Option Value	Society Resources Call for Abstracts Key Dates Registration Housing Membership Information
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	No HTML/Text
Example Meeting	SfN ’21
Special Considerations	This configuration option is only relevant if the new Portal has been implemented
Standard Checklist?	Yes
Validated?	Yes

Home Msg Text

Option Name	HomeMsgText
Where is this configured?	Portal, Association level
Why is this configured?	Configure main page instructions
Option Value	HTML/Text
Example Option Value	Please click the 9 squares in the upper left hand corner and select the meeting you need to complete steps.
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	No HTML/Text
Example Meeting	SfN ’22
Special Considerations	This configuration option is only relevant if the new Portal has been implemented
Standard Checklist?	Yes
Validated?	Yes

Home Main Content Text

Option Name	HomeMainContentText
Where is this configured?	Portal, Association level
Why is this configured?	Configure a main page welcome message
Option Value	HTML/Text
Example Option Value	Society Information Welcome to the Society User Portal powered by cOASIS. This Online Abstract Submission and Invited Speaker Portal will provide you with all of the resources needed to complete your meeting requirements. Please return to this page frequently to follow the status of your submissions. Support Information If you have question or issues with the portal, please email sfn@support.ctimeetingtech.com or call 1-217-398-1795.
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	No HTML/Text
Example Meeting	SfN ’22
Special Considerations	This configuration option is only relevant if the new Portal has been implemented
Standard Checklist?	Yes
Validated?	Yes

Dash Right Nav Text Tasks

Option Name	DashRightNavText_Tasks
Where is this configured?	Portal, Campaign
Why is this configured?	Should the Portal’s “Tasks” tab include right-side content such as links?
Option Value	Text and/or HTML
Example Option Value	Task Resources Key Dates
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Blank
Example Meeting	SfN ’22
Special Considerations	Valid only if the Portal’s “Task” tab is enabled
Standard Checklist?	Yes
Validated?	Yes

Dash Right Nav Text Messages

Option Name	DashRightNavText_Messages
Where is this configured?	Portal, Campaign
Why is this configured?	Should the Portal’s “Messages” tab include right-side content such as links?
Option Value	Text and/or HTML
Example Option Value	Message Resources Key Dates
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Blank
Example Meeting	SfN ’22
Special Considerations	Valid only if the Portal’s “Messages” tab is enabled
Standard Checklist?	Yes
Validated?	Yes

Dash Right Nav Text Meeting Info

Option Name	DashRightNavText_MeetingInfo
Where is this configured?	Portal, Admin
Why is this configured?	Need custom links for an event’s main page in Portal?
Option Value	Text and/or HTML
Example Option Value	Meeting Resources Key Dates
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Blank
Example Meeting	DAA: Chicago ’19
Special Considerations	This option’s valid for the event’s main page in Portal
Standard Checklist?	Yes
Validated?	Yes

Dash Right Nav Text

Option Name	DashRightNavText
Where is this configured?	Portal, Multiple
Why is this configured?	Need custom instructions for each module within a meeting’s Portal?
Option Value	Text and/or HTML
Example Option Value	Important Links Faculty Instructions Deadline Dates Program Registration Hotel Reservation
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Blank
Example Meeting	DAA: Chicago ’21
Special Considerations	This option’s valid for these modules: Submission, Review, Session Builder, Structured Sessions, Notifications
Standard Checklist?	Yes
Validated?	Yes

Dash Msg Text Tasks

Option Name	DashMsgText_Tasks
Where is this configured?	Portal, Campaign
Why is this configured?	Should the Portal’s “Tasks” tab have instructions?
Option Value	Text and/or HTML
Example Option Value	Task Instructions To view and complete a notification below, click on the top link of each tab. All items with a green sidebar are complete and all items with a gold sidebar need attention.
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Blank
Example Meeting	SfN ’22
Special Considerations	Valid only if the contributor Portal’s “Tasks” tab is enabled
Standard Checklist?	Yes
Validated?	Yes

Dash Msg Text Messages

Option Name	DashMsgText_Messages
Where is this configured?	Portal, Campaign
Why is this configured?	Should the contributor portal’s “Messages” tab have instructions?
Option Value	Text and/or HTML
Example Option Value	Message Instructions To view a notification below, click on the top link of each tab. All items with a green sidebar have been viewed and all items with a gold sidebar need to be read.
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Blank
Example Meeting	SfN ’22
Special Considerations	Valid only if the contributor Portal’s “Messages” tab is enabled
Standard Checklist?	Yes
Validated?	Yes

Dash Msg Text Meeting Info

Option Name	DashMsgText_MeetingInfo
Where is this configured?	Portal, Admin
Why is this configured?	Do you want special instructions for each module within an event’s main page in Portal?
Option Value	Text and/or HTML
Example Option Value	Welcome to your meeting home. Use the navigation above to click your relevant modules.
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Blank
Example Meeting	DAA: Chicago ’19
Special Considerations	This option is valid for the event’s main page in Portal.
Standard Checklist?	Yes
Validated?	Yes

Dash Msg Text

Option Name	DashMsgText
Where is this configured?	Portal, Multiple
Why is this configured?	Do you want custom instructions for each module within a meeting’s Portal?
Option Value	Text and/or HTML
Example Option Value	June 6, 2018 @ 5pm ET Submission Deadline
Qualifier 1	None
Qualifier 2	NONE
Qualifier 3	NONE
Default	Blank
Example Meeting	DAA: Chicago ’19
Special Considerations	This option is valid for these modules: Submission, Review, Session Builder, Structured Sessions, Notifications
Standard Checklist?	Yes
Validated?	Yes

Email New Account Subject

Option Name	EmailNewAccountSubject
Where is this configured?	Portal, Association level
Why is this configured?	Should Portal users receive an email upon creating a new account?
Option Value	Text
Example Option Value	Hi, You have a new account.
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Portal users won’t receive an email upon creating a new account
Example Meeting	SAE: SETC ’18
Special Considerations	Valid only if contributor portal is enabled
Standard Checklist?	Yes
Validated?	Yes

Email New Account from Text

Option Name	EmailNewAccountFromText
Where is this configured?	Portal, Association-level
Why is this configured?	Should Portal users receive an email upon creating a new account?
Option Value	Valid Email Address
Example Option Value	a.knowles@ctimeetingtech.com
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Portal users won’t receive an email upon creating a new account.
Example Meeting	SAE: SETC ’18
Special Considerations	Valid only if contributor portal is enabled
Standard Checklist?	Yes
Validated?	Yes

Email New Account Body

Option Name	EmailNewAccountBody
Where is this configured?	Portal, Association Dashboard
Why is this configured?	Should Portal users receive an email upon creating a new account?
Option Value	Text and/or HTML
Example Option Value	Hi, You have a new account.
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Portal users won’t receive an email upon creating a new account.
Example Meeting	SAE: SETC ’18
Special Considerations	Valid only if contributor portal is enabled.
Standard Checklist?	Yes
Validated?	Yes

Exclude Meetings from Dashboard

Option Name	ExcludeMeetingsFromDashboard
Where is this configured?	Portal
Why is this configured?	If you want to exclude an event or events from the association’s Portal
Option Value	Meeting ID/Meeting IDs
Example Option Value	9024,9025,9026
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	All meetings are available in the Portal for the particular association
Example Meeting	TAA: t.mejudhon
Special Considerations	If multiple meetings are excluded, the Option Value must use comma-separated values (no spaces)
Standard Checklist?	Yes
Validated?	Yes

Block Create Account

Option Name	BlockCreateAccount
Where is this configured?	Portal
Why is this configured?	To restrict non-SSO Portal users from creating accounts
Option Value	Yes/No
Example Option Value	Yes
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Non-SSO Portal users are able to create accounts
Example Meeting	TAA: CS-US, t.mejudhon
Special Considerations	Applies only for non-SSO Portal events; useful for invited roles, reviewers, etc.
Standard Checklist?	Yes
Validated?	Yes

Hide presentations from Portal

As with “locking” presentations, there is also an occasional need to simply “hide” presentations from being visible in Portal. A use case of this functionality in the new hybrid meeting environment is hiding the PPTX upload for a remote speaker who now has to upload an MP4 file for their presentation.

The hide function is turned on and off by Presentation ID. This may be done in bulk using the “lighting” icon on the Presentation dashboard, and individually in the Presentation details page within the Session room/presentation management card. The function is called “Hide from Portal”. Turning the pillbox “on” will hide the presentation from users in the Portal.

Lock Presentation uploads in Portal

In some workflows, especially those involving a presentation review for CME or CE purposes and for cases where the presentation will be manually edited to add Audience Response System (ARS) slides into the presentation, customers may require that presentations are “locked” once they are uploaded. Once locked, only an administrator can change the presentation media item(s).

cPortal is the collection point for all presentation management materials in the CTI workflow platform. From the Presentations tab, speakers upload live and remote materials for any hybrid meeting. In some workflows, especially those involving a presentation review for CME or CE purposes and for cases where the presentation will be manually edited to add Audience Response System (ARS) slides into the presentation, customers may require that presentations are “locked” once they are uploaded. Locking a presentation ensures that any editing of the presentation for the ARS and any peer review completed by volunteers are not overwritten by a speaker uploading a new version of the presentation. The cPortal user will still be able to see the file in the Portal, but to make any changes to the file, would need to contact the meeting administrators, who would need to unlock the presentation or upload it in the cAdmin system.

Presentations are locked and unlocked by Presentation ID. This can be accomplished in bulk on the Presentation Dashboard, and individually on the Presentation Details page shown below.

To “lock” the presentation files in Portal, an administrator can click the switch “Lock media items in Portal” in Presentation details.

Recalculate Times Button for Session Roles

We’ve turned off the automatic session recalculation of presentation times to address certain use cases. Visible as a new button in the Session Roles area of the Session Details page, this function when clicked will recalculate session role start and end times.

In a continued effort to improve session building efficiencies for clients, we’ve worked on a meeting-level master switch to turn off the automatic recalculation of presentation times. There are certain periods of the workflow, especially early in the process – and then again once presentation notifications are open, where automatic recalculation could have unintended consequences for a meeting. This ability to control automatic session recalculation addresses these use cases.

A second, now on production, allow a session-by-session override of that master switch, a “Recalculate Start/End Times” function for Session Roles. Visible as a new button in the Session Roles area of the Session Details page, this function will recalculate session role start and end times based on the session’s start time, the order of the roles in the session, and the duration assigned to each role.

For example, if an administrator changed one of the speaker’s Start or End Times manually, clicking “Recalculate Start/End Times” automatically updates all the other Start and End Times values, saving administrators time from updating longer lists of Start/End Times manually.

Cards for Presentations in Person details

The Presentation fields available in this card are the same as the fields available in the Presentation dashboard – all presentation attributes such as Presentation ID, start time, session roles status; presentation media items such as the number of uploads and presentation review statuses; related session information such as Session ID, Session Type & Title; and related control information.

In keeping with the goal of a “single pane of glass” view of a person’s involvement with a meeting, we’ve added a new card in Person details called “Presentations,” which shows a card populated with any Presentations the user has. The Presentation fields available in this card are the same as the fields available in the Presentation dashboard – all presentation attributes such as Presentation ID, start time, session roles status; presentation media items such as the number of uploads and presentation review statuses; related session information such as Session ID, Session Type & Title; and related control information.

The card allows an administrative user to view this data, select different visible fields from the gear, and click a row action arrow to go to the Presentation details page.

Media Types Accepted

Acceptable file types within Settings > Media Items include:
– PPTX
– PDF
– MP4
– AUDIO (MP3 and M4A)
– IMG – any image file will be accepted, complete image list here: https://www.iana.org/assignments/media-types/media-types.xhtml#image

Browser Support cOASIS

The following supported browsers and their latest release are recommended for the use of cOASIS:
– Google Chrome
– Mozilla Firefox
– Microsoft Edge
– *Safari
Ensure a seamless experience by keeping these browsers up to date and avoiding any potential issues associated with outdated versions.
Also, please remember to clear your cache and refresh your cookies.

To clear your cache in any browser, hold down CTRL-SHIFT-DELETE and Delete.

*Please note: Safari has a minor visual issue with taxonomy popup dialog boxes where the expand/collapse boxes do not display selectable items. Although the items are still selectable, they do not appear in the Safari browser on Macs. We recommend using Chrome, Firefox, or Edge to avoid this issue.

Adv. Search for Campaigns: Comma-separated values

We offer support for comma-separated values in advanced search for integer fields to efficiently filter records. Only Advanced search fields marked with the “target” icon accept such comma-separated lists – either typed in or pasted in.

Advanced Search: Comma-separated values

M4A Files in Presentation Uploads

Apple’s proprietary M4A audio format has become a more common type of file upload from presenters since the beginning of the pandemic. Examples are easy to find in the world of ePosters, where presenters upload a .PDF file with the ePoster and an audio track to narrate the ePoster. With this in mind, we’ve changed our Media Type selection from only “MP3” to “AUDIO” (shown below), which allows both MP3 and M4A files to be uploaded under the “AUDIO” umbrella.

To add an M4A file type:
1. Go to Settings > Media Items
2. Click Create a New Media Type
3. Fill in the media type information and click the AUDIO File Type (shown below)
4. Click Save.

While M4A files have gained popularity, they are unfortunately not supported by all browsers across desktop and mobile devices. Accordingly, all M4A files are automatically converted to the MP3 format, since MP3 is supported across all browsers.

NOTE: The other acceptable file types within Settings > Media Items include:
– PPTX
– PDF
– MP4
– AUDIO (MP3 and M4A)
– IMG – any image file will be accepted, complete image list here: https://www.iana.org/assignments/media-types/media-types.xhtml#image

Accessibility support for cReview, cSessions, and cSubmit

We’ve added our accessibility plug-in module to cReview, cSessions, and cSubmit to make us “accessibility compliant.” To review, the licensed plug-in allows users with accessibility needs to adjust characteristics of the CTI applications such as fonts, sizing, spacing, color contrasts, alt-text, and cursor options and complies with accessibility standards. When enabled in Settings > Meeting information, simply click the little blue human to get started.

Presentation Management Break Slides

As we wrote about two weeks ago, break slides are now available in cAdmin > Settings > Files > Media Items. Under Settings, the term “Support Files” has been changed to “Files”, as media items are being added to the tab. Customers can now add meeting-level information slides in this area which will still be displayed within the new Session Room application that is part of the cSLIDE Media Services.

Break slides are now available in cAdmin > Settings > Files > Media Items. Under Settings, the term “Support Files” has been changed to “Files”, as media items are being added to the tab. Customers can now add meeting-level information slides in this area which will still be displayed within the new Session Room application that is part of the cSLIDE Media Services.

Expansion of Terms to Include Custom Terms

Customers and Client Services teams have appreciated the efficiencies gained by the functionality added, allowing Term labels on the CTI Virtual Meeting application to be adjusted via Settings. A single change within Settings->Blocks & Terms can translate to hours of time saved editing virtual meeting pages. This functionality has been used to allow administrators to create language support for a German-language meeting.

Functionality has been added to allow the Term labels on the CTI Virtual Meeting application to be adjusted via Settings. A single change within Settings->Blocks & Terms can translate to hours of time saved editing virtual meeting pages. This functionality has been used to allow administrators to create language support for a German-language meeting.

Terms currently available in the Blocks & Terms settings menu are pre-defined “system” terms. With this update, functionality has been added to allow users to create their own customized terms. While the first use of these new custom terms is planned for within Campaign Notifications, customized terms will ultimately be used in instruction text and workflow modules configurations.

The new functionality appears as in the image below and allows the creation and management of new Custom Terms:

These custom terms are used to support Terms within Campaigns:

Advanced Search

The advanced search function on cAdmin dashboards continues to grow, with the previously stated goal of improving administrative efficiency top of mind with each release. As a reminder, the objective of this 5-stage enhancement project is to add selection and filtering capabilities to the advanced search that, when coupled with the “lightning bolt” bulk update capability, will give users efficient new ways to manage standard and extra data.

The current enhancement includes three important updates:
1. Ensuring each field in the dashboards offers the correct type of search for that field. Efficiently managing person, program, workflow, and campaign data require some understanding of the type (text, taxonomy, simple list, date, numeric value, integer) of data needed for the field. For example, a status field should not be of type = date, and a Presentation ID field should not be of type = taxonomy. Initial versions of the cAdmin advanced search functionality didn’t discriminate based on the type of field. All searches were “like” searches, returning rows to the dashboard where the field contained the pattern of whatever the user entered for the fields into advanced search. Previous releases added multi-select options to fields that were created with CTI defined set lists, fields like Program Status, Session Rule Status, Room / location, Embargo, Country. These fields appear with a down-arrow on the right side of the field.

2. As the advanced search project continues, you will see the UI updated to apply new search options for fields, including this weeks release:
– adding support for comma-separated values as search options for CTI defined integer fields such as Control Number, Presentation ID, # of confirmed roles, cSLIDE ID
– adding support for Yes/No, ON/OFF to include the value of “Not yet set”

and future releases to support:
– From/To actions on CTI defined Date fields (see image below)
– Multiselect actions on CTI Date fields
– Boolean actions on CTI defined text fields
– Multiselect actions on CTI represented taxonomy fields
– Support for these advanced search controls on non-CTI defined “extra” fields.

3. Support for comma-separated values in advanced search for integer (and only integer) fields to efficiently filter records. A common user journey when filtering and applying actions starts with a list of identifier values.
Examples include:
– List of control numbers to select within a campaign dashboard in order to send a reminder
– List of Presentation IDs to choose in the Presentation dashboard in order to assign a Virtual Meeting embargo date
– List of Session IDs to select in the Session dashboard in order to enter a 1.5 hour CME value. Advanced search fields marked with the “target” icon as in the pictures below now accept such comma-separated lists – either typed in or pasted in.

The comma-separated values search allows values to be entered in any order, supports values that don’t exist (see Control # 42 in the Presentations dashboard above the Session image), supports duplicates (see Session ID 11 twice in the image above) and has an upper limit of 15,000 values.

As with all advanced searches, a user can combine multiple fields, as in the example below with a specific list of Sessions IDs, limited to sessions that have either 2 or 5 roles, with Session Type Symposia or Oral.

In this release, comma-separated values in advanced search are limited to fields that can only hold integers, such as Control #, Session ID, Presentation ID, etc. There are fields that are used by some meetings to hold only integers values, but which within the CTI application can contain alphanumeric values (such as Session Number, in the image above). These fields will not contain the “target” icon and will still operate as they have in the past, where records displayed are those that are “like/contain” the value in the advanced search field.

Also, note that with the release, fields with the “target” icon will cease functioning as “like/contain” matches and now only return records with exact matches. For example, if an administrator types in “30, 65” for the Session IDs, only those two sessions will appear in the search results. Session IDs that are “like” matches, such as 130, 301, 302, 165, 651 will not be returned (see below).

4. Support for “flag” fields (True/False, ON/OFF) in advanced search to include an option for “value not yet set”.

Change in the cAPI data usage limits

We’ve updated our usage limits for customers accessing the cAPI endpoints to ensure that the APIs do not cause any damage. These limits are based on models of appropriate use, and limits have been created for each individual endpoint usage functions.

The new limits are currently set to:
1. CREATES to 100reqs/1min
2. UPDATES to 1req/1min
3. GET to 3req/60min
4. DELETE to 3req/60min

The limits in Sandbox are set differently than those in Production to allow customers to run repeated tests while they create integrations. In Sandbox, rather than normal data transfer limits, a limit of 1,000 API calls per cAPI user per 60-minute period per endpoint is set.

If a user tries to exceed these limits on Production or Sandbox, they will receive an error message and will need to contact CTI staff to expand their limits. API limits are an important guardrail to protect coding and operational efficiency. The CTI development support team can help if questions arise.

cAPI Permissions Management tool

As a first step toward providing customers access to manage their own Application Programming Interface (cAPI) settings, including accounts, authorization keys, and permissions, we’ve released an interface within cAdmin limited to the CTI DevSupport team to manage this access. This will reduce the time required and increase the security around implementing cAPI. A simplified functionality will be released to CTI client services staff and customers in the coming weeks, eliminating the need for CTI DevSupport.

Expansion of the Sessions cAPI call

We’ve expanded the Session data management API to include Session Extra Data Fields. The GET method of the Sessions API has been extended to allow reading of Session Extra Data (SED) fields. The new documentation can be found in the Knowledge Base under APIs or Developer Documentation.

Expansion of cAPI to include access to Virtual Meeting Analytics datasets

The datasets available in the Analytics dashboard have already proven valuable to customers by providing detailed insights on attendee content consumption behaviors that were never available in on-site meetings. While the CTI dashboards offer entry-level analytics that all customers can use, the data collected in the CTI Virtual Meeting application can also be used in third-party enterprise analytics tools such as PowerBI and Tableau. We’ve added a new cAPI endpoint to allow customers to integrate the CTI datasets into third-party analytics tools.

Calendar View Sponsorship Setup

There’s a new way to create revenue opportunities in your virtual meetings, along with the sponsorship of banners, pages, congress-bag inserts, and more. With sponsoring company self-management and state-of-the-art analytics, we’re already helping customers recover a portion of revenues lost due to pandemic disruption. With the functional expansion now on production, we have started to add the components to allow sponsorship of specific sessions and presentations via the Virtual Meeting search results pages.

There’s a way to create revenue opportunities in your virtual meetings, along with the sponsorship of banners, pages, congress-bag inserts, and more. With sponsoring company self-management and state-of-the-art analytics, we’re already helping customers recover a portion of revenues lost due to pandemic disruption. With the functional expansion now on production, we have started to add the components to allow sponsorship of specific sessions and presentations via the Virtual Meeting search results pages.

The first step was to add two new types of sponsorship opportunity types that you will find in the “Add Sponsorship opportunity” section – one for sponsorship banners overlaying a session on the calendar search results page, and one for sponsorship banners overlaying session (and ultimately presentation) details on the list search results page.

The next step was to connect the sponsorship banner to the calendar search result view, highlighted below:

Watch the video above or use the following steps below to set up a sponsorship opportunity for a session:
1. Go to Settings > Booths and Sponsorship
2. Click Sponsorship Opportunities and select “Create New Sponsorship Opportunity”
3. Choose Calendar block and click Next
4. Name the sponsorship (i.e., what is the image or link name?)
– The Max Size, Width, and Height are auto-filled to recommended settings
– “Max # of Links” is the max number of links an attendee can click. The max is unlimited, but we suggest three. Only the links and labels that are uploaded will show.
5. Go to Onsite > Booth/sponsor dashboard
6. Either create a new booth for the sponsorship opportunity or choose an existing booth
7. In the Booth details under Sponsorship assignments, click “Add Sponsorship Assignment”
8. Choose the Sponsorship opportunity we created in steps 3-4.

9. Click the “Edit Content” button under Sponsorship assignments next to the sponsorship

– Switch “Type” to “Links” (below image)
– “Label” is the name of the link shown on cAttendee
– URL is the link you want to showcase (e.g., https://www.ctimeetingtech.com) Make sure to include the “https://” before the link starts. This is the link the attendee will click for the website. If no link is uploaded here, the participant will be taken to the session that is sponsored.
– “Icon” indicates whether you want the link to open on the same page or a new window

10. Upload an image using the “Upload” button

*The green examples below show you suggested image sizes in cAdmin (about a 9/4 ratio) and how they look in cAttendee:

11. The “Reporting Name” column is the word that describes the booth after the name. Change to the desired name by clicking on the word (e.g., Calendar)

12. Assign the Sponsorship opportunity to a session
– Go to the Sessions dashboard and choose a session to assign the opportunity
– In Session details, find the dropdown “Sponsorship For Calendar” and choose the Booth/sponsor we added for the sponsorship opportunity (i.e., Booth name “AstraZeneca” followed by Reporting Name “Calendar”)

13. Check the calendar sponsor of a session in cAttendee

Note: If only one link is added to the sponsor opportunity, clicking the image goes to the website link. If you add two or more links, the link “Labels” show up below the image. In the example above, two links were added. To add more links, go back and do step 9 again. Also, remember when the sponsorship opportunity was created in steps 3-4 to set the max links higher than what you expect to use.

Similar to our other virtual meeting sponsorship opportunities, statistics and tracking are already available to track the success of these calendar marketing sponsorships. It is imperative to name the sponsorship opportunity and link labels distinctly from other booths and sponsorships within the meeting to make the data clear when an admin downloads the analytics.

An admin can view the Calendar Sponsorship of a Session analytics data by:
1. Going to the Analytics > Dashboard
2. Clicking “Export Data”
3. Selecting “Sponsorship Clicks” and clicking “Continue.”

Starter Reports for Report Builder

Standard templates called “Starter Reports” are standard templates that have been automatically created for all meetings to help give clients a “starting point” on what data to report for each card. In addition, any new meeting created will have these Starter Reports in Report Builder.

An admin cannot delete or edit the actual Starter Report but can “Save As” a copy to add and subtract fields as needed. We believe these templates will give administrators a head start for gathering and reporting data within the cAdmin system.

Add Chatroom Roles in details pages

An admin user can now add Chatroom Roles from within each session, presentation, booth, and network lounge. This update is targeted to help virtual meeting organizers save time and give even more control over their chatrooms.

The Session details card highlighted below appears when a Chatroom has been added to a session either by bulk action in the Session dashboard or via Onsite > Chatroom dashboard.

To add a chatroom role to the session:
1. Click “Add Chatroom Role”
2. Type the first name, last name, and email as it appears in the Person details
3. Select Moderator or Presenter for that person’s session chatroom role

Session Builder UI updates

We updated the UI in the Portal Session Builder to address formatting inconsistencies. There are no fundamental differences in how the Session Builder functions. Instead, these formatting changes clean up the interface and make the interface more responsive. These universal UI changes affect all Session Builder meetings.

Another difference is the button placement in a more consistent format (shown below):

Other minor changes like titles, colors, and font have also been addressed.

“View Type” added to Video Views Analytics Export

When an admin downloads “Video views” from the Analytics dashboard Export Data (shown below), a new column called “ViewType” in the Excel file allows the admin to know how the video from the meeting was consumed (i.e., On-Demand, Live, or other). The new column is called “ViewType” and has a letter associated with how the video was consumed by the participant.

1. To view, go to the Analytics dashboard and click “Export Data”
2. Click and download “Video views”

The new column is called “ViewType” and has a letter associated with how the video was consumed by the participant (shown below with a Key on the right):

Page Load update

An update was added to the cAdmin application helping all pages load faster, meaning anyone using the cAdmin application will have a faster user experience.

Accessibility updates to cPortal

We’ve extended our optional accessibility solution from cAttendee to all our cPortal client websites, making CTI “accessibility compliant”. For review, we’ve licensed an integrated plug-in known as “AccessiBe” which allows users with disabilities to adjust characteristics of the cAttendee site such as readable fonts, sizing, spacing, color contrasts, alt-text, and cursor options and ensures that the cPortal site complies with accessibility standards including Web Content Accessibility Guidelines (WCAG 2.1), European Accessibility Act (EAA/EN 301549), Americans with Disabilities (ADA Title III) and Accessibility Canada Act (ACA). When enabled in Settings, a little blue human icon appears in the upper right-hand corner of each page of the cAttendee and cPortal sites. After clicking the icon (shown below), users can access a menu of adjustments that can be made to the User Interface. Each accessibility option describes how it may help a user’s individual needs. Clicking the “Statement” button or question mark button on the UI brings additional helpful information.

The option to use the accessible plug-in appears as an ON/OFF toggle for “Accessibility compliance (Beta)” in Settings > Meeting information & setup (shown below). Since we have not had extensive experience with the plug-in during active meetings, we classify it as a Beta and should inform clients why.

The accessibility compliance plug-in has been licensed for cAttendee, cOASIS, and cPortal modules. Turning “ON” the switch prompts all modules. The next priority is cOASIS Program Planner.

New Developer Knowledge Base Section

Developers now have a section in the knowledge base where all documentation relating to developers will go. This section is called “Developer Documentation” and currently includes the On-site cache server setup script and all CTI application programming interfaces known as cAPI. We believe one area where all developer documentation is in one place will be beneficial for organizing this content. The content also resides in more specific categories such as “APIs” and “Onsite Documentation” for more specific searches. We will add to these sections as more developer documentation comes out.

Freshdesk Widget

Keeping customer satisfaction top-of-mind, CTI has introduced a Freshdesk widget available in cAdmin to support our clients interacting with our Client Services team. The Client Services team already uses the Freshdesk platform daily. The cAdmin Freshdesk widget will allow the delivery of faster and more consistent responses to questions that are now falling to project teams. The Freshdesk widget will enable clients to ask the CTI Technical Support team questions directly from the cAdmin application. CTI can respond to customer queries using interactive chat without requiring the customer to enter a ticket first. The Freshdesk chat widget logs all interactions without additional input from the user. This new level of support will require advanced planning by the Technical Support team, training of the customer, and cost adjustments. Accordingly, the On/Off control for the widget has initially been limited to the Development Support Team and will be transitioned to the Contracts Team in early 2022.

Extra Data Fields Bulk Actions

One of the long standings market-leading capabilities of the CTI products is the ability of administrative users to extend their data management beyond the Standard Fields available for People, Submissions, Reviewers, Sessions, Session Builders, Presentations, and Registrants. These “Extra fields” allow clients to manage and report on data custom to their circumstances without development support. With this update, those data fields can be quickly changed with a bulk action.

One of the long-standing market-leading capabilities of the CTI products is the ability of administrative users to extend their data management beyond the Standard Fields available for People, Submissions, Reviewers, Sessions, Session Builders, Presentations, and Registrants. These “Extra fields” allow clients to manage and report on data custom to their circumstances without development support. With this update, those data fields can be quickly changed with a bulk action. Combined with the support for Extra fields in Advanced Search, an admin can quickly search for particular fields, select all the items in the advanced search, and bulk change entire specific lists.

For example, let’s create the field “CME Credits” for Sessions in Settings > Meeting set-up > Fields & sections.

Staying with our example above, an admin user can go into the Sessions dashboard and bulk change the “CME Credits” to the desired number:
1. Bulk actions are activated after checking the boxes on the left or selecting all of the boxes
2. Select the action ribbon “lightning bolt” icon
3. Choose the bulk action data change
4. Enter the value to bulk change the data

These bulk changes to extra data fields are available for the People, Presentations, Sessions, Registration, and Forms tabs in cAdmin using the same process shown above.

cOASIS (SLA)

The purpose of these Service Level Agreements (“SLA”) is to provide a statement of Licensor’s commitment to Availability of the Application Services (as defined in the License Agreement) made available to Licensee as further described in the Statement of Work (Exhibit D); provide an economic remedy should the Availability of the Application Services fall below the commitment level; and outline policies and procedures the Licensor uses to manage and maintain the Application Services and any related staff support services.

cOASIS SLA

Virtual Meetings (SLA)

The purpose of this Virtual Meeting Service Level Agreement (“SLA”) is to provide a statement of Licensor’s commitment to Availability of the Application Services (as defined in the License Agreement) made available to Licensee as further described in the Statement of Work (Exhibit D) for Virtual Meetings; provide an economic remedy should the Availability of the Application Services fall below the commitment level; and outline policies and procedures the Licensor uses to manage and maintain the Application Services and any related staff support services.

Virtual Meetings (SLA)

Presentation Management (SLA)

The purpose of this Service Level Agreement (“SLA”) is to provide a statement of Licensor’s commitment to Availability of the Application Services (as defined in the License Agreement) made available to Licensee as further described in the Statement of Work (Exhibit D); provide an economic remedy should the Availability of the Application Services fall below the commitment level; and outline policies and procedures the Licensor uses to manage and maintain the Application Services and any related staff support services.

Presentation Management (SLA)

Insert Page Break for Printing

Informs the printer where to end the current page and start the next

Anchor

Piece of text which marks the beginning or end of a hypertext link

Block Quote

Italicizes and indents text

Remove Format

Copy desired text and click Remove Formatting

Copy Formatting

Copy desired text. Click Copy Formatting. Click and drag to highlight new text formatting

Strikethrough

A line through the middle of the text

Paste from Word

Paste preserves the original Word formatting (Ctrl+V)

Paste as Plain Text

Paste text without formatting (Ctrl+Shift+V)

Email Campaign Formatting

Admins now have more built-in options to describe their items. These new description options are on many details pages where an admin can freely create source HTML/CSS text or use the built-in text options.

Caching Server Setup v1.9

The document below is a step-by-step guide for setting up an onsite caching server. This server is used for onsite events to enable faster uploads and access to presentation files, especially in cases where network speeds are limited. It also facilitates quicker access to last-minute presentation uploads. The server setup manages the subsequent publishing of locally uploaded or updated files to the cloud server, which controls the delivery of presentations to connected applications.

Caching Server FAQs
1. What are the advantages of using a caching server as opposed to not using one?
Using a caching server offers several benefits. Firstly, it accelerates file uploads within the local network. After uploading, you can promptly access the file from the caching server within the session room, even as the caching server syncs data over a slower internet connection. Furthermore, the file doesn’t need to be re-downloaded. In contrast, if you don’t utilize the caching server, the file must be uploaded from the speaker ready room to AWS, and then the session room downloads it from AWS. The caching server conserves bandwidth.
2. Does the presence of a caching server improve internet performance?
Yes, the presence of a caching server can lead to improved internet performance.
3. When should an association consider implementing a caching server?
A caching server is recommended for use when you want to optimize file transfer efficiency and save on bandwidth, particularly in scenarios where quick access to recently uploaded files is essential.

Caching Server Setup v1.9 Download

Video Meeting & Vimeo Stream Closed Captions for Livestream and On-Demand Meetings

Accessibility to content and workflow tools for those with disabilities is a growing market problem in our industry. A large medical association was sued by a medical school for content not being accessible to hearing-impaired students. Accessibility regulations in the EU, US, Canada, and States are growing. The option to provide closed captions on video content is an approach to providing access to those with hearing and sight impairments. While we have had solutions for on-demand recordings, we can now display captions for live streams through video meetings and through the Vimeo service.

As discussed in previous emails, accessibility to content and workflow tools for those with disabilities is a growing market problem in our industry. A large medical association was sued by a medical school for content not being accessible to hearing-impaired students. Accessibility regulations in the EU, US, Canada, and States are growing. The option to provide closed captions on video content is an approach to providing access to those with hearing and sight impairments. While we have had solutions for on-demand recordings, we can now display captions for live streams through video meetings and through the Vimeo service. These live closed-captioning solutions use Artificial Intelligence, meaning that the delay for human-translated text is eliminated, with accuracy close to what human translators can provide. We’ve added a new closed captioning functionality for our video meetings which offers subtitles for participant communications. We’ve also started offering Vimeo live stream translation on cAttendee.

CTI video meeting closed captioning is a “no additional cost” option and is available on the browsers Zoom supports. A presenter can turn on closed captioning during a video call by clicking “Live Transcription” and selecting “Enable Auto-Transcription.” Closed captioning works for all CTI video meetings, including presentations, sessions, booths, and the networking lounge. Make sure your mouse is over the video to view the live transcript. Readers for sight-impaired attendees can “read” captions to those users.

Vimeo closed captioning for live streams has a per-event cost which is based on the size of the event, and is turned on in the streaming set-up.

These enhancements, coupled with the accessibility plug-ins released for cAttendee and PP8, bring the CTI virtual meeting tools into compliance with the current accessibility regulations and are expected to impact our customer’s events positively.

Advanced Search updates

Efficient management of data within the CTI tools is a key strength of CTI’s and a market problem that all CTI customers share. Recent changes in bulk data changes allow customers and staff to efficiently make changes to data as a program evolves – and to react to changing hybrid/virtual needs as the pandemic waxes and wanes. To make the most use of the bulk data actions, advanced search functionality is being improved.

This new update (pictured below) allows an admin to apply a bulk action to a more precise selection. To do this, an admin can search for multiple items in the same data set (e.g., Activity type: Chair, Group Co-Chair, Late-Breaking Submitted Abstracts, Non-Role). An admin could also select multiple items in several data sets to narrow the search further. At that point, an admin could then apply a bulk change to multiple or all the items from the search list. Several Advanced Search changes will be implemented over the following months, including from <-> to date ranges and numeric ranges. We will continue to keep you updated as future changes roll out.

Video Meeting Room Details Card in Session Details

The video meeting card shown below informs admins at a glance of the video meeting provisions such as: Provisioned room, Host assigned, and Maximum capacity.

The video meeting card shown below informs admins at a glance of the video meeting provisions such as:
– Provisioned room
– Host assigned
– Maximum capacity

Note: The Video Meeting Room card will only show up for meetings set up for video meetings.

Bulk Assign Chatrooms for Booth and Networking Lounge Dashboards

We implemented bulk actions for booths and the networking lounge tabs under Onsite. This change saves admins time from manually creating new chatrooms from the dropdown in the Chatroom dashboard.

We implemented bulk actions for booths and the networking lounge tabs under Onsite. This change saves admins time from manually creating new chatrooms from the dropdown in the Chatroom dashboard shown below:

To assign booth and lounge chatrooms:
1. Go to the booth or lounge tab under Onsite and select all or only preferred items
2. Click the popup to the upper right “Add chatrooms”
3. Click “Add”

New way to add chatrooms to networking lounges

Session Editor Roles

Rather than requiring presenters to share their login credentials with these other people, permissions for roles other than the presenter have been added to cAdmin. Like a presenter, permitted roles can authenticate through Portal and have access to specific sets of presentation files. Permissions can be enabled to view only, or view and edit.

Several common use cases (especially) at on-site meetings require a person other than the actual presenter to have view, upload or edit access to a presentation:
– Busy presenters often send a coauthor, colleague or assistant to the Speaker Ready Room to upload or make last minute changes to a presentation.
– Audio-Visual partners are often called on to perform pre-session quality assurance checks, which are best performed by viewing (occasionally editing) the presentation files, session by session from Portal.
– Medical meetings may assign volunteers to check for CME compliance of the individual presentations by granting them access to specific sessions in Portal.

To help with set-up, we’ve provided a method to bulk assign permissions by Session type and role. These controls can be found on the Session tab in Settings > Portal. There are two permission tables:
1. Session view permissions: allows the role to preview and download files on the Portal (e.g., useful for reviewers)
2. Session edit permissions: allows the role to preview, download, upload, and delete files on the Portal.

The table row headers show the Session types. The column headers show each role or activity type that can be assigned the permission. To assign a Session type to an activity type, toggle the flag icon in the cell. To flag all, click the multi-filled flag icon in the Actions column. To deselect, click the multi-unfilled flag icon. NOTE: Roles assigned edit permissions do not have to be assigned view permissions, too.

Session Date (ShowSessionDateInSubmitReview)

Do you want to show the Session Information on the Submit Site Review My Work page so users can see this after the submission process?

Option Name	ShowSessionDateInSubmitReview
Where is this configured?	Submit
Why is this configured?	Do you want to show the Session Information on the *Submit Site Review My Work* page so users can see this after the submission process?
Option Value	Yes
Example Option Value	Do not use in conjunction with SummaryLayout or it will not work.
Qualifier 1	Activity
Qualifier 2	Activity
Qualifier 3	Activity
Default	NONE
Special Considerations	DO NOT USE in conjunction with SummaryLayout or it won’t work. SummaryLayout should not be configured.
Example Meeting	CCC 2010
Standard Checklist?	No
Validated?	Yes

Abstract Image Files Allowed (AllowedImageFileTypes)

Restrict types of image files uploaded in abstract/abstract2 steps?

Option Name	AllowedImageFileTypes
Where is this configured?	Submit
Why is this configured?	Restrict types of image files uploaded in abstract/abstract2 steps?
Option Value	Image file type extension(s)
Example Option Value	JPG,BMP
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	All file types can be uploaded in Abstract/Abstract2.
Example Meeting	DAA Chicago 2018
Special Considerations	Option values should be comma-separated.
Standard Checklist?	Yes
Validated?	Yes

Example screenshot:

Abstract Graphics Allowed (AbstractGraphicsAllowed)

Does meeting permit image uploads and, if so, does the meeting want to limit # of image uploads? N/A if meeting doesn’t permit image uploads (works similar to AbstractTablesAllowed config).

Option Name	AbstractGraphicsAllowed
Where is this configured?	Submit
Why is this configured?	Does meeting permit image uploads and, if so, does the meeting want to limit # of image uploads?
Option Value	Numerical value
Example Option Value	3
Qualifier 1	Activity
Qualifier 2	NONE
Qualifier 3	NONE
Default	5
Example Meeting	ORS 2015
Special Considerations	N/A if meeting doesn’t permit image uploads (works similar to AbstractTablesAllowed config)
Standard Checklist?	Yes
Validated?	Yes

Example image below:

Portal Users Email Subject from New Account Creation (EmailNewAccountSubject)

Option Name	EmailNewAccountSubject
Where is this configured?	Association Dashboard
Why is this configured?	Should Portal users receive an email upon creating a new account?
Option Value	Text
Example Option Value	New Account for CTI Portal
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Portal users won’t receive an email upon creating a new account.
Example Meeting	SAE: SETC ’18
Special Considerations	Valid only if Portal is enabled.
Standard Checklist	Yes
Validated	Yes

Portal Users Email Address from New Account Creation (EmailNewAccountFromText)

Option Name	EmailNewAccountFromText
Where is this configured?	Association Dashboard
Why is this configured?	Should Portal users receive an email upon creating a new account?
Option Value	Valid Email Address
Example Option Value	e.eisenmann@ctimeetingtech.com
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Portal users won’t receive an email upon creating a new account.
Example Meeting	SAE: SETC ’18
Special Considerations	Valid only if Portal is enabled.
Standard Checklist	Yes
Validated	Yes

Portal Users Email Body from New Account Creation (EmailNewAccountBody)

Option Name	EmailNewAccountBody
Where is this configured?	Association Dashboard
Why is this configured?	Should Portal users receive an email upon creating a new account?
Option Value	Text/HTML
Example Option Value	Hi, You have created a new CTI Portal account.
Qualifier 1	NONE
Qualifier 2	NONE
Qualifier 3	NONE
Default	Portal users won’t receive an email upon creating a new account.
Example Meeting	SAE: SETC ’18
Special Considerations	Valid only if Portal is enabled.
Standard Checklist	Yes
Validated	Yes