Vocera Messaging Platform Android User Guide. Version 4.8

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1 Vocera Messaging Platform Android User Guide Version 4.8

2 Copyright Vocera Communications, Inc. All rights reserved. Protected by US Patent Numbers D486,806; D486,807; 6,892,083; 6,901,255; 7,190,802; 7,206,594; 7,248,881; 7,257,415; 7,310,541; 7,457,751; AU Patent Number AU B2; CA Patent Number 2,459,955; EEC Patent Number ED 7513; and Japan Patent Number JP 4,372,547. Vocera is a registered trademark of Vocera Communications, Inc. This software is licensed, not sold, by Vocera Communications, Inc. ( Vocera ). The reference text of the license governing this software can be found at The version legally binding on you (which includes limitations of warranty, limitations of remedy and liability, and other provisions) is as agreed between Vocera and the reseller from whom your system was acquired and is available from that reseller. Certain portions of Vocera s product are derived from software licensed by the third parties as described at Java is a registered trademark of Oracle Corporation and/or its affiliates. Microsoft, Windows, Windows Server, Internet Explorer, Excel, and Active Directory are registered trademarks of Microsoft Corporation in the United States and other countries. All other trademarks, service marks, registered trademarks, or registered service marks are the property of their respective owner/s. All other brands and/or product names are the trademarks (or registered trademarks) and property of their respective owner/s. Apple, the Apple logo, iphone, Mac, and Mac OS are registered SM trademarks of Apple Inc. in the United States and other countries. App Store is a service mark of Apple Inc. Android is a trademark of Google, Inc. Use of this trademark is subject to Google Permissions. Vocera Communications, Inc. tel :: fax :: :07:57 ii Vocera Messaging Platform Android User Guide

3 Contents Introduction... 5 The Vocera Messaging Platform Application Suite... 5 Document Conventions... 6 Getting Started... 7 Installing the Client... 7 Password Enforcement... 8 Alert Responding to an Alert... Sending an Alert... Creating Multiple Choice Responses... The Alert Overview View... Starting a Chat From an Alert Schedules Viewing On-Call Lists Modifying On-Call Status Chat Starting a New Chat... Opening an Existing Chat... Chat Notifications... Managing Favorite Users and Distribution Lists for Chat Contacts Communicating with Contacts Managing Personal Contact Information Notify Sending Notify Alerts Notify Alert Status Reports Contents iii

4 Content Viewing and Managing Content About Do Not Disturb Using Do Not Disturb Mode iv Vocera Messaging Platform Android User Guide

5 Introduction The Vocera Messaging Platform supports personal communication devices an application suite that provides secure enterprise messaging and alerting. The system provides infrastructure for real time delivery of organization communications, including: critical pages text messages notifications lab results alarms alerts Use the client to receive and send messages from common smartphone platforms, and send messages using the VMP Web Console. The application suite includes the following features: Alert Chat Contacts Notify Content Note: The VMP administrator assigned specific user rights to individuals and groups. Each user right group contains functionality for the VMP Server and is managed by the administrator. The Vocera Messaging Platform Application Suite Vocera Messaging Platform includes the following main features: Alerts Introduction 5

6 Document Conventions Chat Notify Contacts Content Alert and Chat are included with the standard VMP license. The key features of VMP provide functionality for sending and receiving alerts, and initiating or responding to instant messages, within the organization, from your smart phone. Notify is an optional, depending on your license. If your organization provides you with a license, you are also licensed to use the Contacts and Content. Notify provides features similar to Alert with options to send alerts to unlicensed users, based on information provided in the contact data. Contacts provides options to initiate communications to unlicensed users via , Phone Call, New Alert, or New Chat. Content provides features for sharing and accessing vital documents and information. Document Conventions The following conventions are used to describe Android, iphone, and VMP specific interface conventions: Table 1. Guide Conventions Convention Add Back New Open Photo 6 Vocera Messaging Platform Android User Guide Android iphone

7 Getting Started The Vocera Messaging Platform lets you use a smartphone to send and receive alerts, based on distribution list and schedule assignments. The platform provides additional options for instant messaging, and alerts to external contacts. Content provides a portal for accessing organizational documents from your device. Contacts provides a portal for communicating with internal and external contacts via phone, , chat or alert options. This section describes how to install and configure the client on your device. Installing the Client To install the Vocera Messaging client on users' smartphones, the Vocera Messaging Platform administrator sends users an automated from the Vocera Messaging Platform server that contains links to download and configure the client. Android users must have an active Play Store account to download the app. Installing VMP on Android 1. On your Android device, open the sent to you from the Vocera administrator. Getting Started 7

8 Password Enforcement 2. Tap the first link in the to go to the Google Play Store to download and install the Vocera Messaging app. 3. If you are prompted to complete the action using either the Internet or Play Store, tap Play Store. Important: If you tap Internet instead, the link to the Google Play Store won't work. 4. When you see the Google Play Store page for Vocera Messaging, tap Install. 5. After the app is installed, open the again, and tap the second link to configure the app to connect to your organization's Vocera Messaging Platform server. Password Enforcement If configured by the VMP administrator, you must set a password for your smartphone before you can use the application. Password enforcement ensures that sensitive organizational data remains secure in the event your device is lost or stolen. If your organization enforces a device password, the following screen appears when you open the client: Use the following steps to configure your password and begin using the application. Configuring a Device Password 1. Tap Password. 8 Vocera Messaging Platform Android User Guide

9 Password Enforcement 2. Use the device keypad to enter a password that meets the configuration requirements. If you are unsure about the password requirements, check with your administrator. 3. Tap Continue, and confirm the selected password. 4. Your device is now secured and you can begin using the VMP application. Getting Started 9

10 Password Enforcement 10 Vocera Messaging Platform Android User Guide

11 Alert Alert includes features and functionality for sending and receiving alerts within the organization. Alert includes the following views: All Alerts Alerts Sent Schedules The All Alerts view is the default Alert view. This view lists each sent and received alert. Tap Sent to view just the alerts you have sent. Tap Inbox to view only alerts you have received. Table 2. Alert Status Indicators Indicator Description A green arrow to the left of the alert indicates the alert is sent successfully. A blue arrow to the left of the alert indicates that the alert is sent and received successfully. A red icon indicates that the alert is sent but a response is not sent. A green icon indicates the alert is received and the appropriate response is sent. A blue icon includes the number of alert recipients from whom a response is required. This icon stays blue until all responses are sent. When all responses are sent the alert shows a green icon. Tap any alert to open the The Alert Overview View. Alert 11

12 Responding to an Alert Note: For information about starting a chat from an alert, see Starting a Chat From an Alert. Responding to an Alert Alerts appear on your device as popup messages. Depending on your alert settings, and the alert priority the alert may trigger an audible tone, or a vibration notification. Alerts that require a response include a red Response Required button. Response options include: Multiple Choice Text Comment Tap the Response Required button to enter the response. Alerts you have responded to are stored in the Alert view. For details about viewing Alerts you have responded to, or alerts you have sent see The Alert Overview View. Sending an Alert Use the following steps to compose and send an alert. Note: For information about initiating a chat from an alert, see Sending an Alert 1. Start the VMP client and select Alert. 2. Tap New Alert. 3. Tap New Alert, or tap a template to compose the alert from an existing template. 4. Tap in the To: field and tap Add, to select the alert recipients. Filter the recipient list using the following options, available at the bottom of the screen: All: Show all users and groups. DL: Show only groups. Users: Show only users. 5. Tap to add the alert recipients, and tap Done. 6. Tap in the Subject field and use the device keyboard to enter the subject text. 7. Tab in the Message field and use the device keyboard to enter the message text. 12 Vocera Messaging Platform Android User Guide

13 Creating Multiple Choice Responses 8. Configure the Alert Options. Table 3. Alert Options Option Description Priority Select one of the following options: Low Normal High Alert Expiration Select from one of the following options: Never The alert will continue to appear on the user's device until it is acknowledged. 2 Minutes The alert will appear on the user's device for two minutes. 5 Minutes The alert will appear on the user's device for five minutes. 10 Minutes The alert will appear on the user's device for ten minutes. Custom Enter the amount of time, in minutes the alert should appear on the user's device, if not acknowledged. Override Notifications Tap to select to override the user's device notification settings. This is set by default if the alert Priority is set to High. Response Options Select from one of the following options: None Text Response The user must respond with a text reply. Multiple Choice The user must respond by selecting from a choice you configure. For details about creating Multiple Choice options, see Creating Multiple Choice Responses. 9. Tap Send. Creating Multiple Choice Responses Multiple choice responses can be added to an alert to prompt the user for a specific reply, and to increase the speed at which a response can be provided. Use the following steps to create multiple choice responses for alerts. Alert 13

14 The Alert Overview View Creating Multiple Choice Responses 1. When composing an alert, select Response Options (For Notify select, Get Response). 2. Use the device keypad to type the first response option. 3. For new Alerts, tap the Enter key to add additional responses and tap Back to complete the task. For Notify alerts, tap Add to add additional responses, and tap Next to complete the task. 4. To remove a response option, tab Delete. The Alert Overview View The Alert Overview view is accessed by tapping an alert in the All Alert, Sent, or Inbox views. This view includes the following alert details: Table 4. Alert Overview Items Item Description From The alert sender. Subject The alert subject line. Priority The alert priority. Override This field indicates if the alert override option is set to ON or OFF. Sent The date and time the message was sent. Message The alert text. Recipients The number of alert recipients. Opened How many recipients opened the alert. Delivered How many recipients received the alert. Can't Deliver How many recipients did not receive the alert. 14 Vocera Messaging Platform Android User Guide

15 Starting a Chat From an Alert Item Description Status Overview The view allows you to filter the alert status by: All Statuses Delivered Opened Responded Can't Deliver Not Opened Not Responded Starting a Chat From an Alert Use the following steps to start a chat from an alert. To start a chat from an alert: 1. Start the VMP client and select Alert. 2. Tap All Alerts, Inbox, or Sent. 3. Tap to select the desired alert. 4. Tap to select Status Overview. 5. Tap to open Recipient Status. 6. Tap Chat, and start chatting with the alert recipient or sender. Alert 15

16 Starting a Chat From an Alert 16 Vocera Messaging Platform Android User Guide

17 Schedules The VMP scheduling feature provides dynamic on-call scheduling and shift workflow options. Schedules are defined by the administrator or an authorized user, using the VMP Web Console. To access the On-Call features from the client, open the VMP App Selector, select Alert, and select On-Call. The client includes the following options: Table 5. Client Scheduling Options Option Description My Shifts Tap to review your On-Call shifts. My Status Tap to view and modify your On-call status. You can select from: Not On-Call Monitor On-Call On-Call status changes are dependent upon the status of other users on the list. Depending on the list settings, you may not be able to change your status from On-Call to another option. For example, if the minimum number of On-Call users is configured to at least one user, and you are the only user currently set to On-Call, you are blocked from changing your status until another user is set to On-Call. To modify your status you must have the appropriate privileges. Check with your administrator if you require the ability to change your status. For details about managing your status, see Modifying On-Call Status. Schedules 17

18 Viewing On-Call Lists Option Description Manage On-Call Lists This section lists each On-call List. Tap the list to view the assigned users, and the user's current status. Viewing On-Call Lists Use the following steps to view the On-Call Lists to which you are assigned, or are provided viewing privileges: Viewing On-Call Lists 1. From the VMP App Selector, tap Alert and select On-Call. 2. Each published list is shown under the Manage On-Call Lists heading. Tap a list to view the users. 3. Tap a user to view or modify the user's On-Call Status. Note: For details about modifying status, see Modifying On-Call Status. Modifying On-Call Status When a published schedule begins, users are set to On-Call. You can change your status, or the status of other uses, if this privilege is provided by the administrator. Use the following steps to modify your On-Call Status. Modifying On-Call Status 1. From the VMP App Selector, tap Alert and select On-Call. 2. Select My Status. 3. Select an On-Call List and tap to select from the following options: On-Call - You will receive alerts sent to the list. Not On-Call - You will not receive alerts sent to the list. Monitor - You will receive alerts sent to the list, but a response is not expected, even when one is required by the alert. Best Practice: Select Monitor to receive alerts sent to the list without the expectation of a response or action for the alert. A shift manager might find it useful to monitor the shift and ensure alerts are handled appropriately. 18 Vocera Messaging Platform Android User Guide

19 Chat Chat lets you communicate with other staff members in your organization using a text-based chat interface. Chat interactions are generally less urgent than a Vocera Voice call or an Alert, but Chat still ensures reliability, security, and logging of all chats. Once you start a chat session, you can return to it at any time. Each communication is time-stamped, providing a clear history of the conversation. You can start a new chat session with user or distribution list. Chat conveniently allows you to select a contact from your Favorites list, distribution lists, users, or the complete directory. Starting a New Chat The Chat screen lets you start chats and rejoin existing chats. To start a new chat: 1. On the App Selector screen, tap Chat. The Chats screen appears 2. Tap New. The New Chat screen appears. 3. Tap a button at the bottom to select a list of contacts: Favorites, All, DL (for distribution list), and Users. 4. Select one or more users, groups, or distribution lists. 5. Tap Start. 6. To send a message, type text in the Message box at the bottom, and then tap Send. Note: Chat and Alert share the same permission structure and are managed by the Vocera administrator. Chat 19

20 Opening an Existing Chat To send a photo during a chat: 1. Tap Photo icon. The Photo menu appears. 2. Choose an option: Take Photo take a new photo. Choose Existing select an existing photo. When an error in delivery occurs, you are prompted to resend the message. If so, tap OK. Opening an Existing Chat When you tap Chat on the App Selector screen, all current Chat conversations appear. 20 Vocera Messaging Platform Android User Guide

21 Chat Notifications To open an existing chat: 1. On the App Selector screen, tap Chat. 2. In the Chat list, tap to open an existing chat. To cycle through existing chats: 1. From an open chat, swipe the screen. The next existing chat appears. 2. Swipe the screen again to see other existing chats. Chat Notifications When you receive a Chat message and Chat is not opened on the device, the Vocera Chat Message Received prompt appears with the following options: View Later closes the message and ignores the chat. You can open it later. View closes the message and opens the chat. Note: The new message sound is pre-defined by the Vocera Administrator. Managing Favorite Users and Distribution Lists for Chat When you work in the Chat application, you can create a list of favorite users and distribution lists that you chat with frequently. To show the Chat Favorites list: 1. On the App Selector screen, tap Chat. 2. Tap Favorites. Chat 21

22 Managing Favorite Users and Distribution Lists for Chat To add a favorite for Chat: 1. On the Chats screen, tap Favorites. The Favorites list appears. 2. Tap Edit. 3. Tap. The Add To Favorites screen appears. 4. At the bottom of the screen, tap a contact list: All DL (distribution lists) Users 5. Swipe to scroll the list of contacts. -orin the Search field, start typing the name of a contact. 6. Tap a matching contact. The Add To Favorites screen closes, and the Manage Favorites screen appears. 7. Tap Done. To delete a favorite for Chat: 1. On the Chats screen, tap Favorites. The Favorites list appears. 2. Tap Edit. 3. For the favorite you want to delete, tap 4. Tap Done. 22 Vocera Messaging Platform Android User Guide.

23 Contacts Contacts lets users easily access the information of other users and groups from a mobile device. When you launch Contacts, the Contacts screen displays all users and groups in your organization. Note: Groups are known as Distribution Lists. The Vocera administrator sets up Distribution Lists. Communicating with Contacts When you tap a contact in the Contacts list, the communication options for that contact appear. Depending the organization license and third party configurations, the following options are available: Alert Phone Chat Contacts 23

24 Communicating with Contacts Note: If a communication option is not available, its icon appears gray. To send an from the Contacts list: 1. On the App Selector screen, tap Contacts. The Contacts screen appears. 2. Tap a contact. 3. Tap If your device has multiple accounts, select the account to use. 5. Compose your , and send it when you are finished. To send an alert from the Contacts list: 1. On the App Selector screen, tap Contacts. The Contacts screen appears. 2. Tap a contact. 3. Tap Alert. 4. Compose the alert, and tap Send when you are finished. For details on how to compose an alert, see Sending Alerts. To call someone from the Contacts list: 1. On the App Selector screen, tap Contacts. The Contacts screen appears. 2. Tap a contact. 3. Tap Phone. To chat with someone from the Contacts list: 1. On the App Selector screen, tap Contacts. The Contacts screen appears. 2. Tap a contact. 24 Vocera Messaging Platform Android User Guide

25 Managing Personal Contact Information 3. Tap Chat. A chat opens with that contact. Managing Personal Contact Information In the Contacts list, your own contact information is indicated by a green square around your personal photo. Changing Your Contact Image 1. On the App Selector screen, tap Contacts. 2. Tap your own contact. 3. Tap the picture to the left of your name. The View Photo screen appears. 4. Tap Change Photo. 5. Select one of the following options: Select Photo Select a picture from your stored photos. Take a Photo Use your phone's camera to take a new photo. 6. Tap Save. Note: New photos can take up to two minutes to be viewable once they are uploaded. Contacts 25

26 Managing Personal Contact Information 26 Vocera Messaging Platform Android User Guide

27 Notify Notify provides options to send an alert to predefined user groups, including licensed and unlicensed users. Notify includes the following features: Send alerts to licensed and unlicensed users Send alerts using predefined alert templates Request send receipts or provide multiple choice response options Create a Bridge to Conference The Bridge to Conference feature is dependent on availability for your organization. For more information, see the Vocera Messaging Platform Administration Guide. For information about Notify view status indicators, see Alerts. Sending Notify Alerts Use the following steps to send an alert using Notify. Sending a Notify Alert 1. Start the VMP client and select Notify. 2. Tap New Alert. 3. Tap in the To: field and tap Add, to select the alert recipients. Note: Filter the recipient list using the following options, available at the bottom of the screen: All: Show all users and groups.dl: Show only groups.users: Show only users. 4. Tap to add the alert recipients, and tap Done. 5. Tap in the Subject field and use the device keyboard to enter the subject text. Notify 27

28 Notify Alert Status Reports 6. Tab in the Message field and use the device keyboard to enter the message text. 7. tap Next, and tap to select from the following Response options. None Get Receipt Get Response Bridge to Conference Note: This option is dependent on availability for your organization. For more information about the Bridge to Conference feature, see the Vocera Messaging Platform Administration Guide. Note: For information about using the Get Response option, see Creating Multiple Choice Responses. 8. Tap Send. Notify Alert Status Reports The Status Report screen lists every contact to whom a notification was sent. Status is indicated to the right of the contact name. To view Notify Alert status details, select Open. The detailed Status screen displays: The Notify Alert Subject The name of the recipient The status for each contact point The time and date the notification was received Tap Open, under the Filter by:, to filter the status information by: 28 Vocera Messaging Platform Android User Guide

29 Notify Alert Status Reports All Statues (this is the default) Sent Pending Failed Receipts No Receipts Tap Back to return to the status screen and view the status based on the selected filter. Notify 29

30 Notify Alert Status Reports 30 Vocera Messaging Platform Android User Guide

31 Content Content provides a portal for reviewing organizational content from your device. Content is described in the following sections. Content sends different document types to any Vocera Messaging Platform user's device. All documents are managed by the Vocera administrator. Content provides crucial documents to users for disaster or emergency preparedness plans. The documents could outline chains of command, communication procedures, and other important protocols to keep healthcare organizations running in a crisis. Content caches these vital documents on users' smartphones, so they are available when electric power or the network are down. The types of documents that can be viewed within Content are: Image files ( JPG, JPEG, PNG, GIF) Excel Files (2003, 2007, 2010) PDF Content 31

32 Viewing and Managing Content Word (2003, 2007, 2010) HTML (Basic) Text Files Note: A PDF viewer must be installed to view PDF files. Viewing and Managing Content This section describes how to access documents stored in the Vocera Content application. To open a document in Content: 1. On the App Selector screen, tap Content. 2. Tap a document. When a Word document is selected, the first page displays. To view other pages of the Word Document, scroll down. You can tap embedded hyperlinks within the document. All supported image types display in a full screen format. After you open a document, you can perform any Clipboard actions supported by your device. 32 Vocera Messaging Platform Android User Guide

33 About Do Not Disturb If you are in a meeting or are busy and don't wish to be disturbed, you can turn on Do Not Disturb mode. When Do Not Disturb is selected, all pop-up, vibration, and tone notifications for Alert and Chat messages are disabled. Alerts can be set to override your notification preferences. If you don't want an alert to be able to override your Do Not Disturb setting, select the Do Not Override box. Using Do Not Disturb Mode The Do Not Disturb and Do Not Override notification settings appear at the bottom of the App Selector screen. You can turn the settings on or off. To turn on Do Not Disturb: 1. At the bottom of the App Selector screen, tap Do Not Disturb. The Notifications screen appears. 2. Select the Do Not Disturb box. About Do Not Disturb 33

34 Using Do Not Disturb Mode 3. If you don't want alerts to be able to override Do Not Disturb, select the Do Not Override box. 4. Press the Back key to return to the App Selector screen. 34 Vocera Messaging Platform Android User Guide

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