1 – What’s New – CTI Meeting Technology knowledge base

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.

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.

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 -.

1. 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.

View the video below OR download the PDF to learn how to log in to the session room for onsite events.

Speaker-Ready-Room-Admin-Session-Room-Login-2024-v1.2 Download

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

– Full screen mode for onsite events is located in Settings -> Meeting set-up -> Locations/Channels.

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)

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.

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 Process

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 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.

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-Apr2024_v1.10 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

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

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.

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.

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 v1.0

(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 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.

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-v1.0 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.

(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.

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

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).
– Session type – must exist in the Session Types within cAdmin.
– 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.
– 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.

CTI Training Resources v1.1

Please refer to the document below to access and review the provided cOASIS subjects and links for locating recorded trainings and self-paced e-learning courses.

Please refer to the document below to access the provided cOASIS subjects and links for locating recorded trainings and self-paced e-learning courses.

CTI-Training-Resources-v1.1 Download

Review trainings related to:
– cAdmin Navigation & Basics
– cSubmit – Abstract Submission
– cReview – Abstract Review
– Session Submission
– cAdmin Session Scheduler Tool
– cAttendee
– Disclosure Collection Options for cOASIS Modules
– Mobile App Publishing
– Program Planner
– Contributor Portal
– Control Extra Data (CED) Tool
– Bulk Updates
– Email Campaigns
– cAttendee
– Reporting

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.

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.

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.

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.

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

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.

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.

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.

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:

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

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.)

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.

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 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.

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

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 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

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.

Bulk Action Push Integration

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.

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 a media management provider, 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.

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.

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 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.
– Email Only & Informational emails land in the participant’s Messages tab in Portal
– 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:

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.

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.

1) An administrator could assign a campaign to submission primary authors and co-authors
2) 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.

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.

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.

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

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

Windows Portal Agent Download

To complete the setup of all computers for the Speaker Ready Room (SRR), an administrator needs to set up the Portal Agent on each onsite computer. Click the link below to download and follow the directions.

Download Windows Agent v. 21.8.2.0

1. Download
2. Click the download to run
– Might have to click “More info” and select “Run anyway”
3. Click all “Next” and “I agree”
4. Set Presenter View if needed by clicking on the PowerPoint monitor settings
– Choose Presenter monitor
– Choose Presentation monitor
– Set resolution

Incorporating 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.

A single change within Settings->Blocks & Terms can translate to hours of time saved editing virtual meeting pages. This functionality has also been used to allow administrators to create language support for a German-language meeting.

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. During the set-up of the next event, rather than changing everything on a common campaign such as Abstract Acceptance or Presentation Upload, an administrator would simply need to change the Terms. On Production, you will see the Blocks & Terms settings menu segments the terms into “System Terms” and “Custom Terms”. Both sets of terms will be available in the Campaigns emails and landing pages. Custom Terms gives administrator users the capability to add Terms that are not already covered in the System Terms section.

All portions of Campaigns – steps, emails, landing pages, response pages allow the use of Terms (Landing page shown below):

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. 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.

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.

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

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.

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:

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 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. Starter Reports is an ongoing effort, and we will continue adding more over the next few weeks. We believe these templates will give clients 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

Expansion of People dataset in Report Builder

The People dataset in Report Builder includes all the standard fields you see below in the Person details “Personal information” card. Additional people information will allow admins to run more detailed reports about the people in the meeting.

Current Available Fields for People dataset below:

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.

Expansion of cAPI to include Media Item Date Created & Last Updated (read-only); Abstract Body (read-only), and cAPI Limits

We released an update to options 1 and 4 of the Presentation API, which allows the inclusion of the Date Created and Date Last Updated fields of a media item. The abstract body is part of the “get” method of the Presentation API call. Finally, limits to how often any of the APIs can be called have been rolled out as well.

As a refresher, the set of Application Programming Interfaces offered as part of the cAPI module offer integration points that customers can use to import to, update and read from the CTI products. These interfaces are typically used to create live integrations with association management systems, registration systems, disclosure systems and transfer data to and from non-CTI abstract management systems, non-CTI presentation management systems, and non-CTI virtual system meetings. APIs typically have a set of capabilities for data creation, reading, updating, and deleting that are different from the specific workflow rules in an application. While some APIs, such as the registration, AMS, and disclosure APIs, are used for live ‘real-time’ integrations, other APIs, such as Meeting Set-up, Session data management, and Presentation data management, are used to move data in bulk safely and efficiently from one system to another system. Greater flexibility exists for reading data while creating, updating, and deleting application workflow rules control data. API limits are placed on the Meeting Set-up, Session data management, and Presentation data management APIs to ensure that the interfaces are used as designed (for data transfer) and not as a hosting platform.

This cAPI update is targeted to add functionality to the “read” function and will not support creating, updating, or deleting Date Created, Date Last Updated for media items or AbstractBody within a submission. Workflow rules within the CTI application control these.

Each API within cAPI has its own documentation set, and the updated document can be found on the knowledge base under “APIs” and under “Developer Documentation”.

cAPI functionality will continue to be developed, and roadmap items exist to support (1) clients pushing their previously created abstracts from a foreign system into cOASIS subject to cOASIS workflow rules, (2) clients pushing their previously created media items into cAdmin from a foreign system subject to the cAdmin media item template conversion rules.

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 we deployed last week, 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.

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.

Available Vendor Types to Include Video On Demand (VOD)

As you know, Vimeo was the first third-party video service integrated into the CTI Virtual Meeting tool. Many other third-party service providers are available and as a company, our objective is to make it easy for customers to include common third-party providers in CTI’s platform without requiring the additional overhead of development support time. With this update, a new Vendor Type is being added to the Meeting vendor settings that permits clients to set up their own plug-and-play integrations with such 3^rd parties. In addition to allowing customers to specify their own Vimeo accounts, we will support the Brightcove service along with CTI’s Vimeo account as well. This function is currently “Pre-release,” meaning it’s not functional yet if used.

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.

Chatbox activation and control

Text chat is the primary means for interaction within cAttendee. With this release, we’ve made two big changes to the User Interface:
1) Activation. With this change, if a presentation, session or channel page is set up for chat, the Chatbox will open automatically and only require the Join Chat to participate. This update will take effect immediately for all past, present, and future meetings.
2) Control. Another update with this release provides attendees with the ability to position the Chatbox on the screen.

Text chat is the primary means for interaction within cAttendee. With this release, we’ve made two big changes to the User Interface:
1. Activation. Before this update, attendees and presenters had to click a Chat icon above the player screen to activate the Chatbox on presentation, session and channel pages. They then had to click the Join Chat button when the Chatbox opened. Some clients expressed concerns that either the Chat icon or the need to click it was not apparent to attendees, and some may have missed out on the opportunity to chat. With this change, if a presentation, session or channel page is set up for chat, the Chatbox will open automatically and only require the Join Chat to participate. This update will take effect immediately for all past, present, and future meetings.
2. Control. Another update with this release provides attendees with the ability to position the Chatbox on the screen. Previously, the fixed Chatbox could interfere with some screen displays. Also, users have different preferences for where the chat should be placed for the easiest view and access. Now, by clicking the ‘Move/drag’ icon, they can position the box where they wish.

Attendees can click and drag the upper left-hand corner of the chat window to resize it (shown below).

The other options on the chat window remain the same. These include controls for the font size. The default font size is the smallest option with two bigger optional size options. Below is an example of the default font size and the largest size.

Users can click the ‘Maximize’ middle icon to open the chat box in a new tab. To collapse the chat window, they can select the ‘Minimize’ icon to its right. Below is an example of a minimized chat window.

Scrolling changes to dashboards

There have been two significant changes to scrolling on the dashboards:
1) Column headers will now remain at the top of the dashboard as users scroll “below the fold.” This makes it easier to keep track of the column data, especially when several columns are chosen.
2) We have also implemented an “Overview” On/Off switch, which “locks” or “unlocks” the charts at the top of the page.

There have been two significant changes to scrolling on the dashboards:
1. Column headers will now remain at the top of the dashboard as users scroll “below the fold.” This makes it easier to keep track of the column data, especially when several columns are chosen.
2. We have also implemented an “Overview” On/Off switch, which “locks” or “unlocks” the charts at the top of the page. Keeping the charts at the top of the page as the user scrolls provide perspective and make the chart parts available for filtering. Turning the chart off exposes more of the list for bulk actions.

The new feature works as follows:
1. With the Overview switch Off, the charts will go away and open the page up for more information
2. With the Overview switch On, the graphs will stay at the top of the dashboard while a user scrolls through the page

NOTE: The default Overview for each dashboard is “On” when the dashboard is first clicked.

Bulk Data Changes (beta)

Bulk actions are being released to allow administrators to change status or settings for selected presentations. Previously, an administrator had to go into each presentation, session, or submission for status updates. Bulk actions will ultimately be extended for all status and settings updates. To start, the bulk actions will be activated with the action ribbon bolt icon for the Submissions, Sessions, and Presentations dashboards.

Submissions dashboard bulk action status update:
– Program status: Indicates whether a submission has been assigned to a session and is ready for the program. Options include:
– Undefined
– Accepted
– Withdrawn
– Rejected
– Removed By Staff

Presentations dashboard bulk action status and settings updates:
– Session Role Status: The Role Status for each Session Submission. It can be: Undefined, Primary (but not yet invited), Alternate (intended as backup, but not yet invited), Invited, Confirmed, Non-responsive, Unable to Attend, and Declined
– CME review status: This is a client review that ensures that the presentation meets the continuing education requirements for the association
– Video QA review status: This is the Production or AV partner review to ensure that the media can be played “live” on the platform
– Media review status: This review ensures that the various media types used in the presentation are complete
– Attendee rating: Turn On or Off the 5-star presentation rating on cAttendee
– Media source (5 options):
– LiveStream: For meetings that will stream their presentations live with a recording
– MediaItem: Uploads and attachments that appear on the cAdmin Presentation details page
– VideoMeeting: CTI’s self-produced video conference and video chat
– Webcast: For media, that is still being run through the cSlide system
– External: An external video management system that manages the video (e.g., Vimeo) requires a URL.
– Thumbnail URL: The placeholder image on the cAttendee website
– Content embargo (blank means use abstract embargo): This ties release of presentation media items to:
– None (No Content Embargo – even if the abstract content is embargoed)
– The embargo date and time set for the presentation’s abstract (this is the default and allows the existing function linking the abstract embargo to the media content embargo to continue without any updates if there is a scheduling change).
– The start time of the session
– An offset of the session start time. Options include the five minutes, fifteen minutes before the session is scheduled to begin.
– An offset of the presentation start time. Options include the five minutes, fifteen minutes before the presentation is scheduled to begin.
– Other/Manual entry. If the session or presentation start time or the standard intervals don’t match the needs of a specific meeting, we’ve also offered the ability to enter a specific date/time in the embargo until field. For smaller meetings, a specific date/time can be entered directly on the card, while for larger meetings, the dev support team can import these dates and times.
– Timer: To indicate that a timer will be displayed in the session room during presentations
– Hide Disclosure Slide: To indicate that the disclosure slide will be hidden before a presentation starts in the session room

Sessions dashboard bulk action status and settings updates:
– Duration: Length of the session
– Location: Set either the physical room location or virtual meeting space
– Status: Reflects overall status for the file and shows either Processing or Complete. Processing will display if there are any conversions in progress. If the status remains stuck in Processing for more than an hour, there is an issue with a related conversion
– Rule status: Options include: Complete, Incomplete, Deleted, and Locked
– Limit credit claim by registration code:
– Description: Admins can write a short note about the session
– OnDemand: If set to ON, an attendee can watch the session whenever it is not embargoed and will change the session result card to state “On Demand” rather than a time/date
– Media source (5 options):
– LiveStream: For meetings that will stream their sessions live with a recording
– MediaItem: Uploads and attachments that appear on the cAdmin Presentation details page
– VideoMeeting: CTI’s self-produced video conference and video chat
– Webcast: For media, that is still being run through the cSlide system
– External: An external video management system that manages the video (e.g., Vimeo) requires a URL.
– Thumbnail URL: The placeholder cover image URL on the cAttendee website
– Content embargo (blank means use the latest embargoed presentation time):
– Hide presentations: If set to ON, cAttendee will hide presentations on the session level
– Hide presentation ratings: If set to ON, cAttendee will hide session ratings
– Limit media view by registration code: Viewers can be restricted from seeing the media if they do not have the appropriate registration code(s).

A/V Operation Roles

cAdmin has different staff roles, so our administrators do not have permissions commensurate with their responsibilities. Every user cannot have the permission to create and configure a meeting from end-to-end or access every meeting created for CTI clients. Only those client staff directly involved should be exposed to that data– even on a read-only basis since the data is confidential. Considering these factors, we have developed a new role expressly created for our AV partners.

The difference between the two roles is regarding experience level, with an A/V Operation Administrator having more control over the meeting, while A/V Operation Standard is reserved for basic level operations.

The new A/V Operation roles are assigned in Settings > Staff Accounts > Edit/Add Staff Member. Menu Template choices are as follows:

Standard (default): The current administrative dashboards available to the staff member are the default.

1. A/V Operation Standard: The dashboards for this role will be restricted to the following:
– People
– Sessions
– Presentations
– Monitoring Tool
– Campaigns
– On-site
– Reports
– Analytics

2. A/V Operations Administrator: The dashboards for this roles will be restricted to the following:
– People
– Sessions
– Presentations
– Monitoring Tool
– Campaigns
– Onsite
– Reports
– Analytics
– Settings
– Configuration
– Operations

Session Organizer

Administrators can view and edit a presentation to roles other than the presenter. Like a presenter, permitted roles can access the presentation through the Portal to check for quality control. Another level of edit permission enables them to make changes to the presentation as well. This functionality has been commonly requested by on-site presentation management customers and is beginning to be requested by customers organizing hybrid and virtual meetings as a tactic to reduce the cost of external A/V labor.

Video cutting tool

There are two ways to cut the video at both ends:
1) Click the arrows to the left and right of the video track bar, or
2) Click and drag the box timer under the video track bar. Select Cut & Close.

We added the ability to “cut” or trim off the beginning and end (aka “head and tail”) of presentation videos in presentation media items. At Hybrid and virtual-only meetings, video length is essential for a meeting to run on time. Often, with self-recorded presentations, presenters will inadvertently take a few moments before they feel comfortable starting a presentation. They may also let the recording run for a few moments until they click to conclude. These moments all add up, and with the video cut tool, session leaders, program leaders, and client staff can review an uploaded video content and then—without needing help from a production vendor—trim the video, so it fits in the allotted time.

The video cut tool appears as an icon in the Actions column for the Presentation media items dashboard and Presentation Details page within the Uploads/Attachments card.

There are two ways to cut the video at both ends:
1) Click the arrows to the left and right of the video track bar, or
2) Click and drag the box timer under the video track bar. Select Cut & Close.

Media Content Embargo functionality within a Session & Presentation independent of Abstract Embargo

Embargo of abstract content has been a feature of cOASIS for almost 20 years. It is used to block the display of sensitive material until a designated time. Sensitive material could be the results of research that would affect the stock price of a pharmaceutical or medical device manufacturer. With Virtual meetings, the cOASIS embargo functionality was expanded to include the capability to link the release of media content (videos, PDF files, etc.) on cAttendee to the date and time-release of the abstract content.

While medical societies have long been the primary users of the abstract embargo, content embargo independent of the abstract embargo has appealed to a broader set of non-medical customers. In these use cases, the abstract may be released from embargo earlier – or not be embargoed at all – while the media content on the virtual meeting application is embargoed until a specific time. For example, an association may want to release its abstracts earlier than the session or presentation content to give attendees a session or presentation preview. To meet this need and provide simplicity in setting up what we’ve seen as common embargo workflows, we’ve added the following new functionality to Sessions and Presentations.

Embargo options in Session details

Embargo options are always in the meeting time zone set in Settings > Meeting Info & Setup. The Settings options are as follows:

– Content embargo. This ties release of session media items to:
– None (No Embargo)
– The latest time of the embargo of any presentation within the session (this is the default and allows the existing function linking the abstract embargo to the media content embargo to continue without the need to make an update if session times change),
– The start time of the session, or
– An offset of the session start time. Options include the five minutes, fifteen minutes, and sixty minutes before the session begins.
– Other/Manual entry. If the session’s start time or the standard intervals don’t match the needs of a specific meeting, we’ve also offered the ability to enter a specific date/time in the embargo until field. For smaller meetings, a specific date/time can be entered directly on the card for larger meetings. The dev support team can import these dates and times.

– Content Embargo settings and embargo Until values are displayed on the session dashboard.
– PLEASE NOTE – SESSION MEDIA IS INDEPENDENT OF PRESENTATION MEDIA IN cOASIS. THIS MEANS THAT SETTING ONLY A SESSION EMBARGO WOULD EMBARGO SHOWCASES FROM PLAYING ON A SESSION PAGE BUT WOULD STILL ALLOW INDIVIDUAL PRESENTATIONS TO BE VIEWED ON A PRESENTATION DETAILS PAGE. PLEASE CONSULT THE “HOW TO” GUIDE IN THE KNOWLEDGE BASE BEFORE USING THIS FUNCTION.
– Even if there is no embargo on the session content, there may still be embargos on individual presentations.

Embargo options in Presentation details

Embargo options are always in the meeting time zone set in Settings > Meeting Info & Setup. The Settings options are as follows:

– Content embargo. This ties release of presentation media items to:
– None (No Content Embargo – even if the abstract content is embargoed)
– The embargo date and time set for the presentation’s abstract (this is the default and allows the existing function linking the abstract embargo to the media content embargo to continue without any updates if there is a scheduling change).
– The start time of the session
– An offset of the session start time. Options include the five minutes, fifteen minutes before the session is scheduled to begin.
– An offset of the presentation start time. Options include the five minutes, fifteen minutes before the presentation is scheduled to begin.
– Other/Manual entry. If the session or presentation start time or the standard intervals don’t match the needs of a specific meeting, we’ve also offered the ability to enter a specific date/time in the embargo until field. For smaller meetings, a specific date/time can be entered directly on the card, while for larger meetings, the dev support team can import these dates and times.

– Content Embargo settings and embargo Until values are displayed on the presentation dashboard.

Shadow access icon in person-related rows

A popular option for administrators is to shadow particular users to see how their roles experience the Portal, the Planner, or the Virtual Meeting. Previously, the only place for shadow access was on the Person details page for that individual. Now, if you hover over the Actions column in all rows related to individual people, an icon will appear for shadow access. Upon clicking, a popup appears with the access options.

This new feature can be handy with the Onsite dashboards for Registration, Itinerary, and Certificates or when checking the Portal views for each Session Role on the Session details page.

Media items in Report Builder

The Report Builder now displays a Media items dataset. This update to reporting can be used as follows:

Media items: These reports help our AV partners and other Presentation Management users track any presentation and session media for reporting purposes.

1. Go to Reports > Report builder
2. Under the MediaItems, click “Create New Report”

3. Click and drag media item, presentation, or session media type information to the right column “Selected Fields” to add to the report

Copy Session Roles to Clipboard

Volunteers and meeting executives often ask client staff to distribute a list of session participants, their roles, and other presentation information. While it was possible to right-click on the details page to print it, the Session Roles columns and column headers were not fully expanded to be legible without manual adjustments. With this update, you can click “Copy Snapshot” (shown below) and paste all the person role details into an Excel document.

1. Click “Copy Snapshot”

2. Paste into Word or email

TIP: The Visible columns are what the “Copy Snapshot” copies to the destination. For example, if you have all the Visible columns showing, the “Copy Snapshot” will copy all the columns. Admins can use the gear in the upper right-hand corner of the Session Roles to toggle Visible columns On/Off.

Collection templates used for this session type

With our new capabilities for Media Collection Templates, we offer clients a system to both regulate and monitor their multi-file presentation upload. Typically, different session types have different presentation types, so we now offer a means to assign Media Collection Templates by Session Types.

Media control and automation for session type details

We are continuing to reduce the effort required for administrators and partners to configure and manage the CTI applications. In line with this goal, administrators will be able to set a variety of defaults within a Session Type that will automatically populate when individual sessions of that type are created.

Media source duration

We have created a ‘Media source duration’ field that contains the length of the video in seconds calculated from the file once the file is uploaded. Media source duration offers essential information about the file. For example, comparing the scheduled presentation duration to the actual media source duration of a pre-recorded video presentation will tell us if a speaker abided by the scheduled time given for the presentation. At the moment, this is called ‘MP4 duration.’ An administrator can select or deselect the ‘MP4 Duration’ field from the gear in both Presentation details and Presentation media items. The media source duration (represented in seconds, for use Excel calculations) is also available in the Report Builder -> Presentation data set (shown below).

Media Source Video Settings

The media source will automatically be pulled from the media items for both sessions and presentations to simplify the Presentation Management process. Now an administrator doesn’t have to change the media source for every session or presentation individually. To further adjust these settings, you can find a new card in Presentation details called Virtual meeting video settings.

Thumbnail URL: The placeholder image on the cAttendee website

Media source (5 options):
1. LiveStream: For meetings that will stream their presentations live with a recording
2. MediaItem: Uploads and attachments that appear on the cAdmin Presentation details page
3. VideoMeeting: CTI’s self-produced video conference and video chat
4. Webcast: For media that is still being run through the cSlide system
5. External: An external video management system that manages the video (e.g., Vimeo) requires a URL.

Primary Media Item Id: Media item reference number for the primary presentation file (e.g., the PPTX slideshow)Media Source Details: Details for each of the Media sources

Media Source Duration: Length of media sources if known from a recording

None: If set to None, the default will be Webcast

Presentation Details Display Fields

One new field that will help presenters and session leaders keep track of the files involved with a presentation is the “Label” field in cAdmin and cAttendee. The editable Label field will sync the additional presentation files to the cAttendee website and put presenters in control of naming those files.

The “Label” field is editable in cAdmin (on the image below) by clicking on the field in the Presentation details. Any changes will sync to the cAttendee website (on the top image). Additional support files are below the main presentation file and currently allow attendees to click and ‘View’ the resource.

Since different files may be needed for onsite and remote attendees, we’ve added two additional options for each presentation file:
1. Select the Additional file flag to show on the cAttendee website.
2. Select the Session room flag, so the file will be included with all the files that can be accessed onsite.

Expanding changes to Terms

With Blocks & Terms, clients can configure the site to change default Term names that participants, client staff, and attendees see in their respective User Interfaces. This has now been extended to more Terms. While onerous, we can now also apply labels to these extended editable terms in languages other than English.

The changes are made in Settings > Blocks & terms on the Terms tab. There you will see the Group Name label used to describe where the Term Name is used. The Term Name used by our application, the Default Value for the term that appears by default, and the two columns that can be edited with in-line editing: The Association Override and the Meeting Override for that term.

The Association Override changes the term for all the association’s meetings while the Meeting Override changes the term for just the specific meeting. This means the term only needs to be changed at the Association Override level unless it is for a specific meeting.

An important part of this process is to know the exact name with spelling and punctuation (e.g., hyphens or no hyphens) as it’s embedded in the code for cATTENDEE. We have now developed a Terms Identifier tool for this purpose. To use the tool, take the following steps:

1. Enter the Virtual meeting as the Shadow of a Registered Attendee;
2. Go to a page with terms you would like to change;
3. As an Admin, you will see a Gear icon in the upper left-hand corner of the page.

When you click on the gear, the popup will give you the following options:

1. Highlight term with field – highlights the “Term Name” column in cAdmin. Allows you to view what term you are changing
2. Highlight term with value – highlights and now changes the term to be the “Default Value” (unless it’s been overridden by another term in the Association or Meeting Override columns)
3. Normal – nothing highlighted or changed. You can use this to see how your term looks after making your changes to the Term(s).

Report Builder Cards

The Report Builder now displays six new or updated datasets: Presentations, People, Planner Itineraries, Registrants, Credit Claims, and coming soon—Media Items (on integration). The data from these fields are available for reports.

The cAdmin module provides reporting tools such as the Report Builder dashboard, facilitating real-time data access across abstract management, speaker/faculty management, presentation management, and virtual/hybrid meeting applications. These self-service reporting options are accessible to all our clients.

The Report Builder displays the following datasets:

– Presentations: These reports help our AV partners and other Presentation Management users track media for reporting purposes. The reports can also show Session Role order to help provide meeting organizers with oversight and quality control.

The process for Report Builder is as follows:
1. Click Create New Report.
2. Click and drag Available Fields to Selected Fields. Then click I’m Done Choosing Fields.
3. Click Select Output and choose a report output type.

– People: This dataset gives an administrator the People details information tied to a person within the association rather than a particular meeting. Clients are talking about creating Speaker directories or repositories, and this report would be the place for them to start.

– Planner Itineraries: This dataset is the same data found on the Onsite > Itinerary dashboard and helps our clients find analytics about how much content is consumed. Future versions will include the actual content selected. This has the potential to help our clients further segment the registrants and target them with marketing information that would align with the sort of content they have added to their itineraries.

– Registrants: This dataset is the same data found under Onsite > Registration dashboard. This dataset provides information on registrant badge numbers, registration code, location, SSO ID, and more. We have found that registration codes are the most likely means for clients to segment their members and meeting attendees. These codes can help find how each segment interacts with onsite and virtual content.

– Credit Claims: This dataset is the same data found under Onsite > Certification dashboard. Administrators may need to track Certificate types for reporting to accreditation agencies or financial reconciliation since CME courses are often purchased.

– Media Items: This dataset is the same data found under Presentations > Media item types. Administrators will track conversion statuses, review statuses, presentation duration, dates, IDs, creation dates, and more. Our AV partners need these reports to bill clients for their services.

Assigning Submission to Reviewer update

We have added an update to our Submissions page, which speeds up the submission review process for administrators. Previously there was a cap of 50 submissions an administrator could assign to Reviewers at a time. This update increases the limit to 500 submissions allowed to be assigned to Reviewers at a time.

The process is the same as follows:
1. Select multiple submissions or use the kebab to Select All. Click the ‘Assign to’ dropdown and select Reviewer.

2. Select the Reviewer(s). The bottom two boxes are auto-checked, so the submission is not assigned to the same Reviewer or institution. Click Preview and Continue.

3. In step two, 346 submissions have been assigned. You can review which submission was assigned to each Reviewer by clicking the carrot.

QR Code & Short Token Login for Speaker Ready Room (SRR)

An important feature for cAdmin Presentation Management is the ability to create a quick pass for Presenters in the Speaker Ready Room (SRR) to access their presentations for last-minute changes if they had forgotten their passwords. We created a “Portal Access Pass” option for the Person Details > Access dropdown. This then directs SRR staff to a page where they can print out a QR code or access code depending how the account is set up.

cAdmin Presentation Management offers a handy feature: a quick pass for Presenters in the Speaker Ready Room (SRR) to access their presentations for last-minute changes if they forget their passwords. We added a “Portal Access Pass” option in Person Details > Access dropdown. This directs SRR staff to a page where they can print a QR code or access code, depending on the account setup.

Staff can access the SRR Portal for speakers on the cAdmin Home Page for the meeting:

This process provides the following options:
– Allow short token access key login: Some clients feel that entering characters is a less complicated process than scanning.
– Email QR Code for Cell Phone display: To save paper and the steps involved with printing, the presenter could open an email with the QR Code sent by SRR staff.
– Use laptop camera to scan: To reduce or eliminate the need for scanners, laptop cameras could scan the QR code image on a cell phone.

Administrative staff can set the SRR access options in cAdmin > Settings > cPortal.

Key Terms:

• Access key retries available: The maximum number of retries permitted for an access key before being locked out. (Default is 1 if not set.)

• 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.

• 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.

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

Co-author access to Presentations

We are seeing more need to involve co-author participation with uncertainty about which author can attend or present at onsite, hybrid, or virtual meetings.

We now have a switch in Settings > Portal Settings on the Presentation Tab that permits all Co-authors associated with a control record to upload and edit the media items associated with a Presentation.

Co-author Record Import requires email address

Many meetings require information or consent from abstract co-authors, mainly when asking them to complete disclosure. Often, co-authors are imported into cOASIS without email addresses, so they cannot be quickly contacted with a notification campaign.

The Record Import tool has now been updated so that all authors must have an email address, or their names cannot be imported. The error notice will specify each author with incomplete information.

Best Practices with the Presentation Media Items dashboard & Presentation Details

We have created a new Presentation Media Items dashboard and manager. It’s a powerful tool for monitoring the status and quality of presentation files. The dashboard can be handy for AV partners and client administrators looking for one place to track all their media items—rather than going to the associated session first and drilling into the session details page.

Checking Status

Using the status headers, administrators can quickly assess their progress in collecting all media for the meetings. Status column headers are as follows:

Upload Status. The field applies to all uploaded file types and has three states: Receiving (i.e., in progress), Fail, and Complete.

Upload Status by File Type. The administrators can quickly sort out upload status with the gear choices to see if any issues concern a certain file type. The file types include MP4, OGG, VOD (video on demand), MP3, HTML5, PDF, WAV, and JPG.
– The upload states for these are: Converting, Fail, and Complete.
– Upload conversion options for PPTX are PDF, HTML5 (a longer process), High-Resolution IMG, MP4, and Video On Demand (VOD). Other upload conversions include PDF to high-res and MP4 to VOD.

Status reflects overall status for the file and shows either Processing or Complete. Processing will display if there are any conversions in progress. If the status remains stuck in Processing for more than an hour, there is an issue with a related conversion.

Quality Control and Approval

Many clients also want the ability to review presentations as part of Quality Control. They may also have protocols that presentations must pass before they can be approved. The Presentation Media Items dashboard offers a quick way to find and preview uploaded files as they will look to attendees. Hover in the Actions column and click on the eyeball icon to preview.

The Presentations dashboard & manager will display the applicable Quality Control protocols if they are selected with the gear choices. These include:
– Video QA review status. This is the production or AV partner review that ensures that the media can be played “live” on the platform.
– Media review status. This review ensures that the various media types used in the presentation are complete.
– CME review status. This is a client review that ensures that the presentation meets the continuing education requirements for the association.

The status for each will show In-progress, Re-review, Approved, and Not Approved. If necessary, the file can then be accessed to preview, download to edit, or delete. Hover in the Actions column for each of those tools. Upload New File with a link at the top of the Uploads/attachments card.

While some clients will give staff and volunteers access to cAdmin to preview and approve presentations, our goal is to provide preview capability in the Session Builder tool, better channel the volunteers’ contributions, and prevent accidental changes in the cAdmin dashboards.

Basic cAttendee theming

With any virtual site, most of a client’s attention is focused on the header, navbar, and color palette. There is no longer the need to go into Configurations, HTML, or CSS to make these changes. With the Basic theming card in Site Settings, the header image can be uploaded along with header background colors. The header can be eliminated by clicking the Headless slider if cAttendee sits inside the client’s iframe.

Clicking on the “teardrop” icons pops up a color picker with an “eyedropper” that can be used to select colors to copy. The Hex code is what’s used for colors in HTML. When client designers stipulate colors for the site, they will either provide the Hex code or the RGB code, another dropdown choice in the color picker. Beneath the theming card is the field for Custom CSS. Please note that Custom CSS can overwrite the Basic Theming.

(Settings > cAttendee)

Review Uploads with Presentation Dashboard

A Presentation dashboard with complete, updated details about the type, size, and the number of files in the presentation upload with efficient bulk action tools to contact presenters and manage files.

A Presentation dashboard with complete, updated details about the type, size, and the number of files in the presentation upload with efficient bulk action tools to contact presenters and manage files.

The Presentations details page provides all the information related to the Presentation including scheduled start/end time, abstract, author block, disclosure block, and session information.

The files that need to be uploaded for the Presentation are displayed at the top of the page. These will correspond to the Media manager template.

1. Go to Presentations > Dashboard
2. Click a presentation arrow to go to Presentation details
3. Under Uploads / attachments:
– Upload New File
– Download original file
– Preview the file
– Remove media item

Create Media Types & Templates

Create a template-based presentation file management which will control how many files and which file types can be uploaded for a presentation. This will also enable tracking to see if the upload for each file is complete.

Process Overview: Steps 1-3

Step 1

Go to Settings > Media Items. Select Create a New Media Type

Here we’re creating all the media types for the various file upload needs for your specific meeting (e.g., PDFs, presentations, handouts)

– Create a Media type name (e.g., Live PPTX Presentation)
– Check the box if you are allowing multiple files
– Choose an icon for your media upload that is shown in the Portal
– Choose and set File Types allowed from PPTX, PDF, MP4, MP3, and IMG
– The Conversion Success flag provides more information about the file and how it was converted on the Presentation Dashboard (e.g., PPTX file set to PDF)

Step 2

– Go to Settings > Templates > Add New Template
– Use one or more of the media types you created in step 1 to create a template
– For example, let’s create the template: Oral Presentation with handout
– Save when finished

Step 3

The Presenter logs in to the Portal and selects Presentations

– Uploads required file type(s)
– View if a file has been uploaded successfully and can preview, download, or delete
– The uploaded file size will also display

Account Photo Report

As we all know, our Session details and Presentation details look much better on cATTENDEE when there are headshots. If a client wants to know which presenters or speaker have not yet uploaded a photo, we can provide the answer in Report Builder.

Step 1: Go to Reports > Report Builder > Controls. Click Create New Report

Step 2: Click and drag over from Available Fields: Account.FirstName, Account.LastName, Account.Email, and Account.Photo. Then select I’m Done Choosing Fields

Step 3: Filter Results by “Account.Photo” and “Is blank.”

Include Control Number with the report results to rapidly create a notification campaign that reminds them to go to their Portal to upload a headshot.

PS This same report can be run for Biography.

Multi-Stream & Alternative Protocol support

Among a client’s greatest concerns with Virtual and Hybrid meetings is the video stream. They worry that the stream will be interrupted and content lost. They are also concerned about the quality of the stream and if there will be delays (latency) between a livestream session and a remote attendee that will make Q & A or polling untenable. In the last few months, CTI has made several improvements that should alleviate most of these concerns.

Multi-stream. We are using multiple streams when we deliver content to remote attendees. This provides the following capabilities:
– Recording as backup. While we are using Vimeo or another video streaming service to host the content for attendee viewers, we are using a small, efficient WOWZA server instance within our AWS facility to record the presentation simultaneously. This means that if the Vimeo stream is interrupted or if attendees lose their Internet service during an event, we will still have a recording as a backup.
– Overflow. Multiple streams also allow us to deliver media to additional locations inside a convention center, such as an overflow room for those who cannot find seats in the main location.

Alternatives to Real-Time Messaging Protocol. With RTMP, CTI uses a delivery method for both the remote viewer streaming service and the WOWZA streaming service that maintains persistent connections and provides low-latency communication. But even with RTMP, latency for attendees across the world can vary greatly. This latency can negatively impact certain functions, such as polling. An attendee located in a part of the world with a slow internet connection could find that a poll has been closed by the time they see the poll questions. Alternatives to RTMP, such as Secure Reliable Transport (SRT), will be explored as a later work item.

S3 staging site for presentations

As a quality control check, some associations want all presentations for an upcoming meeting to be in one location that production resources can monitor. With this update, as part of the upload configuration, presentations can be saved on a CTI S3 AWS server.

Download profile picture from the Person details screen (Interim Release)

Previously, CS and client staff could upload a headshot on the Person details page. However, some headshots need cropping so the head does not appear chopped off below the hairline. The source of these photos is not necessarily available unless they were initially uploaded by those seeking to edit them. Also, presenters can upload their headshots in the Portal but may later need assistance to crop them properly.

With this update, any admin can download the original uploaded image to crop or enlarge as necessary. The download can be made by clicking the icon under the headshot, which will then open a page with the image from which a right-click on the image will allow download of the image to a local file. NOTE: Due to the immediate need to prepare for an upcoming Virtual Meeting, this change was released in an interim fashion. An upcoming release will remove the requirement to right-click to save the image (download will be automatic), and the spacing under the icon will be reduced.

Analytics dashboard update – CME Session Claims Export

Analytics are tracking: Certificate Type, Number of Credits Claimed, Session Title for each claim, Total Hours Watched by the attendee for that CME Session, and Total Video Duration or the total amount of the video for that Session that could have been claimed.

This data appears in a CSV download, using the Export link in the Upper Right-Hand corner of the screen.

From an initial review of these exports, it appears that two factors must be considered when reviewing the data:
– Many claims may be false—This is especially true in cases where attendees have claimed credits for sessions that they have not watched or did not watch for more than a few minutes.
– Some discrepancies are not the attendee’s fault—The attendee *appears* to be watching more hours than the maximum duration of the session presentation. However, in some cases, the actual Session ran for fewer minutes than the list in the program. The attendee may also be tracking the time spent watching a few Presentations in several Sessions, but not the entire Session.

Video Player support expanded to include Brightcove and other 3rd Party alternatives

Customers and production partners have choices of third-party players and streaming services for the virtual component of their post-pandemic meetings. Virtual content distribution during the pandemic has only increased 3rd party options.

While cATTENDEE supports any 3^rd party URL-based player on Channel, Session, and Presentation pages, cSLIDE currently only provides fully integrated support to Vimeo. Full integration means automated upload from cSLIDE, delivery of the 3^rd party’s player without requiring a separate URL configured in cATTENDEE, and integration with cATTENDEE analytics.

This new feature within cSLIDE makes it easier for our production partners to use other 3^rd party players in an efficient and fully integrated fashion.

Attendee Central

Attendee Central offers virtual attendees ways to network as they do at onsite meetings. The networking can range from ad hoc to more formal scheduled meetings for small groups and should include participants, and exhibitors as well.

Privacy Settings

This window will pop up the first time the Attendee logs in. The top text is configurable, but we considered the privacy considerations that regulations like GDPR require in this example.

The window below pops up after you click your username > Privacy Settings

Configure Privacy Settings

Settings > cAttendee > Privacy Tab

Attendee: Search Results

Will show headshot, profile, and contact options as permitted by attendee in Privacy Settings. If the attendee is a speaker, the presentation will appear with options to see it or add to playlist. If the attendee is an exhibitor, you can go to the booth or chat directly from this page.

Search Results View: Profile, Person Details

Person details shows elements permitted by Privacy Settings unless attendee is a speaker. Then elements related to presentation also display. Person can be contacted directly from Details or Results. Means of contact and info on vCard depend on Privacy Settings. In-app form does not reveal recipient’s email address.

Attendee’s Own Profile View

Can NOT change fields filled by SSO or registration. Can change headshot and fill in blank fields. You can also access Privacy Settings and Playlist.

Analytics Dashboard Update

For meeting organizers, daily attendance is a top-of-mind concern. This chart, located at the top of the Analytics dashboard will provide that information at a glance with a bar graph showing attendance by day and a line graph tracking total attendees.

Attendees Per Day

Total Attendees

Adding Sponsor Opportunity to Search Results

Sponsor can only be added to “page” Target Type. Search Results must be converted from Application to Page.

– Go to Settings > cATTENDEE > Lobby Content / Navigation (upper right-hand corner)
– On Navigation Tab, find the Search Results Page to Emulate
– Note Search string starting with @ sign

1. Click ADD NEW ROUTE
– In popup, enter Nav Bar name in Label Field
– Enter path fragment (should contain part of Search Path)
2. Click SAVE

1. Go to Settings > cATTENDEE > Lobby Content / Navigation
– Click new Route Tab
– Click ADD NEW CONTENT
– Choose Search as type, enter Search URL starting with @ sign, and type of content searched
2. Click SAVE

Go to Settings > cATTENDEE > Lobby Content / Navigation On new Route tab
– NOTE: Search results content has now been added to the page
1. Click ADD NEW CONTENT and add Sponsor Banner in the dialog box
– Drag and drop Sponsor Banner above Search if it is to appear at the top of the page, and below Search if at the bottom

Sponsor Banner Example:

Exhibitor Gallery Product Categories

Exhibitors need a way for attendees to search by product and service type, keywords or another category. This feature will now create a search box and filter links in the left-hand column of the gallery/directory. Exhibitors will be able to select their search terms in the Portal they use to manage other materials in their booth.

Admin View: Creating Booth Extra Fields
1. Go to Settings > cBooth
2. Click Booth Extra fields §On Booth Extra Fields tab, click CREATE NEW FIELD
– In popup enter Display Prompt that exhibitors will see
– Enter Field Section name that will appear in Extra Fields
– Choose Type of Data that will display in Field and, if from list, choose already created List from support files

Exhibitor View: Choosing Product Categories
– From Exhibitor Portal, Exhibitor can select Product Categories as set up in cBooth by the Administrator
[Dev is needed to implement Product Categories Card and to set maximum categories that can be chosen]

Attendee View: Searching for Exhibitors by Multiple Product Categories

After attendee searches exhibitor by one category, attendee can then further filter results with additional categories

Go to Exhibitor Gallery
1. Attendee clicks on Biomedical
2. 9 records found
3. To further filter, the Attendee next clicks Cells/Tissue
4.Filtered results show three exhibitors offering Cells/Tissues for Biomedical work

Managing Sponsor Banners

Provides a flexible means to designate banner/logo locations and specifications for their sponsors and exhibitors on the Virtual Meeting site. These tools create Sponsor Opportunities, indicate where they are located, specify how they will display (static, rotation, slider), and provide a means for uploading the banner or logo images.

Step 1: Create Sponsorship Opportunity
– Go to Settings > Booth & Sponsorship Settings
– Click Sponsorship Opportunities tab
– Click Create A New Sponsorship Opportunity (or Pencil to Edit)
– Enter Opportunity name
– Enter maximum number of banners for this location (rotating display one at a time)
– Enter dimensions for Opportunity banner

Step 2a: Assign Sponsor to Opportunity
– Go to Onsite > Booth/Sponsor dashboard
– Find Sponsor Booth or Create New Booth if Sponsor does not have one [Sponsor does not need to have a booth in Expo Hall. Booth Flag can then be NotPublic. However, Booth Rep should be added to access stats.]
– Click Booth/Sponsor edit arrow for Booth details

Booth/Sponsor dashboard > Booth/Sponsor details
– Scroll to Sponsorship Assignments at bottom of page
– Click ADD SPONSORSHIP ASSIGNMENT; select from Sponsor Opportunities

Step 2b: Upload, Publish Banner
– Booth/Sponsor dashboard > Booth, Sponsor details
1. Click Upload Banner (hover), browse computer for banner, and upload
2. Name Assignment
3. Choose Status [Banner does not display until Public is chosen]

Step 3: Monitor Sponsorship Opportunities
– Go to Onsite > Sponsorship Dashboard to:
– Check progress on Opportunity sales and assignments
– Identify Sponsor for each Opportunity location
– Click Opportunity to go to Booth Details > Sponsor assignment to update Status

Step 4: Add Opportunity to Location, Edit Display Type
– Go to Settings > cATTENDEE > Lobby Content / Navigation link (upper right-hand corner)
– Select page tab where banner will appear (e.g., Query Page)
– Click ADD NEW CONTENT
– On Popup, pull down to Sponsor Banner
– On Display Type, pull down to how Banner will display
– Check if Random display

Step 5: Choose Location at top or bottom of page
– Go to Settings > cATTENDEE > Lobby Content / Navigation
– Select page tab where banner will appear (e.g., Lobby)
– After Sponsor Content created, drag & drop row to top of content list for Banner/Logo to appear at the top of the page…
(Or drag & drop row to bottom of list for the logo to appear at the bottom of the page)

Banner Stats in cAdmin>Analytics; Exhibitor Portal

Sponsor Banner Example:

Participation Profile: New fields for Registration, Presenting Author & Non-Presenting Author Participation

• Can now quickly view a person’s registration and submission history on their Person Details page.

On the Person Details page, we’ve expanded the Participation Profile section to collect information for Registration Participation, Presenting Author Participation and Non-Presenting Author Participation. With these expanded tools, users can quickly see current and past registration information as well as the history of specific submissions from that individual. To populate the data in this section, Admin users need to use the “Update Participation Info” tool (accessible on the Bulk Action Ribbon of the People Dashboard or in the top right corner of the Person Details page).

People Import for non-AMS clients

• New Import feature allows users to do a bulk import of new meeting people. The import tool includes a “Conflict Check” to ensure duplicate accounts aren’t created.

On the People Dashboard, this new Import feature allows clients (who are not using an AMS to manage their data) to do a bulk import of new people accounts. The import can be done using your existing Excel or CSV file that contains the information for the people to be imported. Or, you can download our CSV template to paste your data in (and then import). This import feature will do a “Conflict Check” of the CTI database to ensure that duplicate accounts are not created during the import. You will have the option of downloading the list of “Conflicts” after the import.

Add a new unsolicited submission from the Person Details page

• Admin users can now add a submission, on behalf of the submitter, from that individual’s Person Details page.

On the Person Details page, admin users now have the option to create a new submission for that individual. By clicking on “Invite” and selecting “Add Unsolicited,” a new submission control will be created.

Update Past Meeting Participation icon on People Dashboard & Person Detail page.

• This gives admin users the option to update past meeting participation for the individuals of their choosing, either in bulk or individually.

On the People Dashboard, we’ve added a new bulk action icon that will allow you to update the past meeting participation information for the individuals you select. This can be done in bulk on the People Dashboard, or individually by clicking on the “Update Participation Info” on the top right corner of the Person Details page. This will pull past meeting participation data as far back as the data exists for your association in cOASIS. Using this new feature updates the past meeting participation for ALL of your cOASIS meetings, thus there is no need to run it for each individual meeting.

Ability to change Session Type

• Option to change the Session type from the Session Details page.

On the Session Details page, administrative users will now have the option to change the session type for a specific session. By clicking on the session title (in the left navigation bar on the Session Details page), users can now quickly make this change for individual sessions.

Text Editor on Campaigns, Session & Person Details pages

• New Text Editor on Campaigns, Session & Person Details pages simplify the editing/formatting of campaigns and other text.

We’ve added a new text editor on the Email Template and Landing Page edit screens under Campaign Recipients as well as in the larger text fields on the Session Details and Person Details pages. The new text editor automatically strips unnecessary HTML code when copying and pasting text in from Microsoft Word (or other documents). It also includes expanded rich text formatting icons to simplify the setting up/editing of campaigns, landing pages and other text.

Access Portal and Planner via Person Details page

• Administrators now have the option to login to the Program Planner and Participant Portal from an individual’s Person Details page.

From the Person Details page, administrators now have the option to login to the Program Planner and/or the Participant Portal as that specific user. This new function allows admin staff to “shadow” the end user and perform all available actions in the Portal and/or Program Planner. Any actions will be logged as “Administrator” actions.

Options to Delete and Clone sessions

• Added functionality to Clone and Delete Sessions on the Session Details page.

On the Sessions Dashboard and Session Details page, we’ve added the ability to delete a session. When deleting a session, all assigned session roles will be removed and session will not be available for session scheduler and exports. On the Session Details page, we’ve also added the option to clone a session. This will create a duplicate session (with a new Session ID number), copying over the standard fields and any session extra fields created. Cloning a session DOES NOT currently copy over any assigned session roles.

Profile photo & biography upload via Participant Portal

• Meeting participants will now have the option to upload a profile photo & biography information through their portal profile page; photo and bio will automatically display in cOASIS with option to display in Program Planner.

For meeting participants using the Participant Portal, we added fields to the profile page which give participants the option to upload a profile photo and/or a brief biography. Photos and biography information entered will automatically update in their Person Detail page in cOASIS (as well as in the Program Planner, if those display settings are activated). Users are given the option to upload a photo from their PC, or via camera if accessing the site from a mobile device. Adding information in the Biography field ensures that it will appear with program profiles for any roles at this and future meetings.

Registration Dashboard

• The new Registration Dashboard allows you to manage registration information for all registered attendees as well as send bulk communications via email.

We’re introducing some new tools to help manage onsite activities. This new Registration Dashboard allows you to track (and view contact information) for all registrants. You’ll be able to easily access the registration code and/or badge number for your attendees as well as add new registrants from this dashboard. Note: Adding a new registrant on the Registration Dashboard also creates a new Person Detail account page for that individual if one doesn’t currently exist. If an account already exists, it will just add this registration information to their existing account page.

Presentations Dashboard

• This new dashboard provides in-depth information for all presentations scheduled with options to contact presenters and manage presentation details.

This new dashboard provides details about all presentations scheduled (invited speakers, faculty members, chairs, abstract submissions, etc). This dashboard gives you options to contact all presenters within a specific session (via email or campaign/notification), manage the location of their presentation, view a copy of their presentation materials, and view any applicable disclosures submitted by the presenter. All this information (and much more), easily accessible from the Presentations Dashboard!