Smart Web combines the information entered in Smart Center forms into one web-based product. Smart Web enables you to access information in your organization’s directory, confirm on-call assignments, update an on-call schedule, and send a message through pager or email to an individual or a message group.
Smart Web can be accessed using any of the following browser applications:
• Internet Explorer 7.x
• Firefox 1.x
Getting Started with Smart Web
Smart Web allows a user to use a web browser to access the data entered into the Smart Center database. Each section in this manual discusses a different process a user can perform in Smart Web. The tasks are listed below, with a brief overview of the task and a reference on how to get more in-depth information.
Working with Smart Web
Working with Smart Web explains how to access the Smart Web application from the web, log in and log out of the screens requiring a user name and password, and how to change the password. This section also discusses how to search for data and how to page through and sort the search results.
Performing a Global or Directory Search
Searching for a Directory Record discusses how to use the Global Search and Directory Search screens to search for records in the database. The Global Search screen enables operators to search for profiles (people and functions), on-call groups, and directory records, and send pages and update and review on-call assignments. The Directory Search screen enables operators to search for profile records, send pages and emails, and review more information about each profile, such as exceptions and current status.
Viewing Today’s On-Call Assignments
Viewing Today’s On-Call Assignments explains how to review the current on-call assignments for a specific day. The list of on-call assignments displayed can be limited by selecting a specific on-call group.
Searching for On-Call Assignments
Searching for Current On-Call Assignments in the Search Screen discusses how to search for and display the on-call assignments for a person, a function, or an on-call group. Searching for assignments using the Quick View is also discussed. The on-call assignments for the current day can also be displayed.
Scheduling On-Call Assignments
On-call assignments can be scheduled for either one person at a time or for a set of people that should be scheduled for the same on-call assignment on the same day.
Scheduling on-call assignments for one person at a time can be done using either the calendar view or the scheduler view. With the calendar view, the days on which an assignment can be made are selected from a calendar. With the scheduler view, each assignment displays as a separate line in a list of assignments.
When scheduling on-call assignments for more than one person at a time, the multiple assignments method should be used. This method enables multiple people for the same on-call assignment on the same day.
Detailed information for all scheduling methods can be found in the following sections.
• Using the Calendar to Schedule On-Call Assignments
The calendar view enables a user to schedule an on-call assignment by selecting the date from a calendar. Two calendar methods are available: the calendar view and the block scheduler. With the block scheduler, the on-call group, calendar, and assignment section display on the same screen. With the calendar view, the on-call group and calendar display in the same screen and the assignment selection is made from a pop-up window. If your organization’s database is large the block scheduler is more efficient.
• For more information about using the calendar view, please refer to Scheduling On-Call Assignments from a Calendar.
• For more information about using the block scheduler, please refer to Scheduling On-Call Assignments using the Block Scheduler.
• Using the Scheduler View to Schedule On-Call Assignments
Scheduling Assignments in the Scheduler View explains how to schedule a person for an on-call shift using the scheduler view. In the scheduler view, each on-call assignment is represented by a row of data. The person being scheduled, and the assignment date and time are specified in each row. Only one shift can be created at a time. Using the shift assignment buttons, a shift can be copied and a different person assigned to the same shift on the same day. New shifts can be created to assign the same person to the next available shift or to the same shift on the next day.
• Scheduling One Person at a Time
Scheduling One Person at a Time explains how to display a list of the individual on-call assignments and update the assignments for an individual. New assignments can also be added for an individual.
• Scheduling Multiple On-Call Assignments for Multiple People
Scheduling Multiple Assignments explains how to schedule multiple assignments for multiple people. A selected set of people and/or on-call groups can be scheduled for the same assignment(s) on one or more days.
Searching for Historical On-Call Information
Searching for Historical On-Call Information discusses when on-call assignment information is considered historical, or no longer current. Historical information can be displayed for a person or an on-call group or in a monthly calendar. The calendar shows the on-call assignments that occurred on each day.
Paging with the Quick Page Feature
Paging with the Quick Page Feature explains how to use the Quick Page feature.
Paging from Smart Web Screens
Paging from the Paging Screen and using the Paging Icon in Other Screens explains how to create a page recipient list, create a personal message group for paging, send a page to multiple recipients, page from any of the Smart Web screens. Information about the alternative Paging/Directory screen is also included.
Paging using the External Smart Web Paging URL
Paging using the External Smart Web Paging URL explains how to use the external Smart Web paging URL to send a page from Smart Web without accessing the Smart Web application.
Using the Quick View List Feature
Using the Quick View List Feature explains how to create and maintain a Quick View list, and how to use the list in the On-Call screens. A Quick View list is a set of on-call groups that are frequently used by a particular user. The Quick View list can be used when searching for or making on-call assignments.
Working with a Personal Profile
Reviewing a Personal Profile explains how a user can access their own personal profile information, which includes directory information, current status, current and future exceptions, email addresses, pagers, active messages, and archived messages. In addition, a user may also be able to review and update their directory information, review and update instructions, and upload a picture.
Registering Paging Devices with Spok Mobile
Registering Paging Devices with Spok Mobile explains how to register a user’s paging devices with Spok Mobile.
Reporting a Directory Discrepancy
Reporting a Directory Discrepancy explains how to use the Directory Discrepancy Form tab to update directory information.
Using the Change Form Tab to Manage Directory Updates
Using the Change Form Tab to Manage Directory Updates explains how to use the Change Form tab to manage changes to the directory information. The changes entered in the tab are emailed to an administrator, who manages the updates to the database.
Using the Scrolling Roster
Viewing Messages in the Scrolling Roster discusses the scrolling roster, and how to limit and sort the records that are displayed.
Working with Patient Information
Working with Patient Information discusses how to review patient information from Smart Web. The Patient Info tab shows the patient’s name, patient ID, birth date, whether they are alive, and whether information about the patient can be shared. No changes or updates can be in the Patient Info tab.
NOTE: The Patient Info tab is a Smart Web module that must be purchased separately. Please contact your Spok representative for more information.
Accessing Smart Web from a Mobile Device
Accessing Smart Web from a Mobile Device discusses how to access Smart Web from a wireless mobile device.
Working with the Call Assistant Application
Using the Call Assistant Application explains how to set up and use the Call Assistant application. Call Assistant enables an operator to place a call from the PC Client, rather than manually dialing a phone.
NOTE: The Call Assistant application is a Smart Web module that must be purchased separately. Please contact your Spok representative for more information.