e-phab help for health department users help for health department users iv use next & previous...

e-PHAB HELP for Health Department Users

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Table of Contents e-PHAB Help ................................................................................................................................................. 1

How to find help ......................................................................................................................................... 1

Search (online Help) .................................................................................................................................. 2

Embedded Help messages (the "i"s) ......................................................................................................... 3

Glossary..................................................................................................................................................... 3

Site map ........................................................................................................................................................ 5

ePHAB organization & page by page overview......................................................................................... 5

Accreditation process at a glance ................................................................................................................. 9

e-PHAB home ............................................................................................................................................. 13

Submit response to PHAB ...................................................................................................................... 14

Ask a health department director for authorization ................................................................................. 14

Register with e-PHAB ................................................................................................................................. 17

Create account, get user name & password ........................................................................................... 17

Log in ........................................................................................................................................................... 19

Why assigned log-in information doesn't work ........................................................................................ 19

Reset password from log-in page ........................................................................................................... 19

Change user information ............................................................................................................................. 21

Reset password from within e-PHAB, change other user information .................................................... 21

Information in user accounts ................................................................................................................... 22

Application Profile ....................................................................................................................................... 23

Overview .................................................................................................................................................. 23

Open & locked fields, information you cannot change ............................................................................ 23

Edit Application Profile, replace health department director & accreditation coordinator ....................... 23

Navigation tools ........................................................................................................................................... 25

Move forward & backward in the Application .......................................................................................... 25

Navigate quickly among measures in Doc. Submission ......................................................................... 25

Use quickview bar ................................................................................................................................ 25


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Use Next & Previous links ................................................................................................................... 26

Bills .............................................................................................................................................................. 27

Download invoice .................................................................................................................................... 27

View payment information ....................................................................................................................... 27

Enter information online .............................................................................................................................. 29

Complete simple fields ............................................................................................................................ 29

Questions that open other questions ....................................................................................................... 30

Check boxes in columns .......................................................................................................................... 31

Save, move forward & backward ............................................................................................................. 32

Make changes ......................................................................................................................................... 32

Complete text boxes ................................................................................................................................ 33

Insert hyperlink (formatted text boxes only) ......................................................................................... 33

Test inserted hyperlink ......................................................................................................................... 33

Remove hyperlink ................................................................................................................................ 34

Cut & paste text ....................................................................................................................................... 34

Option 1, use paste from Word filter .................................................................................................... 34

Option 2: use simple text programs to remove Word codes and formatting altogether ...................... 35

Email ........................................................................................................................................................... 37

View emails ............................................................................................................................................. 37

Reply to an email ..................................................................................................................................... 38

Write an email .......................................................................................................................................... 39

Write a draft ............................................................................................................................................. 39

Delete an email ........................................................................................................................................ 40

Retrieve, revise & send a draft or retrieve & delete ................................................................................ 40

Create a folder ......................................................................................................................................... 40

Delete folders .......................................................................................................................................... 41

Move emails to folders (from Inbox only) ................................................................................................ 41

Staff roles & permissions ............................................................................................................................ 43

Table of Contents

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View users ............................................................................................................................................... 45

Add a new user ........................................................................................................................................ 45

Show user information ............................................................................................................................. 46

Edit user information (including user names & passwords) on Staff page .............................................. 46

Edit password & user information ........................................................................................................ 46

Edit permissions ................................................................................................................................... 46

Disable (delete) user ............................................................................................................................... 47

Enable user ............................................................................................................................................. 47

User permissions ..................................................................................................................................... 47

Use Notes.................................................................................................................................................... 51

Use PHAB Q&A ....................................................................................................................................... 54

Create notes ............................................................................................................................................ 54

Alerts ........................................................................................................................................................ 55

Find notes ................................................................................................................................................ 55

Clear, show & hide notes......................................................................................................................... 56

Notes page .............................................................................................................................................. 56

Upload ......................................................................................................................................................... 59

Upload files .............................................................................................................................................. 59

Move, edit, reorder, or delete uploads ..................................................................................................... 60

Download files ......................................................................................................................................... 60

Troubleshoot ............................................................................................................................................... 61

Can't log in, forgot user name and/or password ...................................................................................... 61

Have problems entering text.................................................................................................................... 61

Can't save ................................................................................................................................................ 62

Can't upload a file .................................................................................................................................... 62

Sortable lists ................................................................................................................................................ 63

Sort by single column .............................................................................................................................. 63

Sort by multiple columns ......................................................................................................................... 63


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Glossary ...................................................................................................................................................... 65

1

e-PHAB Help

What do you want to do?

Change user information

Print Help (PDF version)

Register with e-PHAB

Reset my password from within e-PHAB

Reset my password from the log-in page

Troubleshoot

What do you want to know?

How e-PHAB is organized

How to find help for what I am trying to do

The purpose of each tab

What this ( ) means

Why some type looks like this: glossary term

How to find help


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Click Help in the top menu bar. Help opens as a new window in your browser.

Make sure a list of topics is displayed on the left side of the screen. (If it is not, click Contents on the top navigation bar.)

Select a topic by clicking on a topic heading. Help text for that topic will appear on the right.

Search (online Help)

If you cannot find your topic on the contents list, click Search on the top navigation bar. A search box will open.

INDEX

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Type in a term or terms -- for example -- password.

Click Go. A list of topics will appear.

Click the topic closest to the term you entered.

Embedded Help messages (the "i"s)

Indicated by the small "i" symbol, embedded help messages guide you as you work. Simply roll over them with your cursor.

Glossary

This Help system has an online glossary. A glossary term looks like this: glossary term. When you click a glossary term, its definition appears. Click the term again, and the definition disappears.

NOTE: Glossary terms are interactive in online Help. They appear in a separate section at the end of the Help PDF.

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Site map

ePHAB organization & page by page overview

Click on linked items to open pop-up windows explaining the purpose of each page. Click the linked items again to close them. Pages in italic are visible only when earlier accreditation phases have been completed.

on top Banner

This is the page for viewing or changing account information, including name, email, phone number, user name, and password.

my account

Click this link to log out of the program.

sign out

The tables on this page are gateways to the accreditation materials and forms. They provide an overview of ongoing accreditation activities and a link to more detailed information. Home is also an "action" page. Red buttons appear when the next step in the accreditation process is an action, such as submitting to PHAB or asking for an authorization.

Home

Staff

Listing all members of your accreditation team, the Staff page is the place to assign staff, colleagues, or coworkers to roles and tasks in the accreditation process. On this page, you enter basic personal information, create and edit roles, and enable and disable users. On the Doc.Submission page, you can put people in charge of completing certain domains by

(department director & accreditation coordinator only)


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clicking the Edit Domain Assignment link.

The Statement of Intent or SOI notifies the Public Health Accreditation Board (PHAB) that a health department has decided to pursue accreditation. The SOI in e-PHAB is a user-friendly electronic form asking for basic information and an estimated time line for submission of the accreditation application. Once the SOI is approved, it will be the basis for the Profile section of the Application, which is the next step in the accreditation process.

SOI

The Application is the second step in the accreditation process. The Application page is an online form that must be completed no sooner than six months and no later the 12 months after the Public Health Accreditation board accepts the Statement of Intent.

Application

Billing is where you go to download your invoice. PHAB will contact you via mail when the invoice is posted.

Billing

Here you will find the dates of your mandatory training and the individuals from your department registered for it.

Training

Doc. Submission

Site map

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This tabular list of PHAB domains, standards, and measures is a an overview of accreditation activity and a gateway to the detail pages where you respond to each PHAB measure. Also on this page, you can put team members in charge of completing certain domains by clicking the Edit Domain Assignment link.

The system's notes function lets you communicate with all individuals collaborating on the same measure. Located on the right side of the Doc. Submission measure pages, notes are written to yourself or to others working on the measure.

Notes

Email is a key communication tool. On this tab, users communicate with others who have a role in the accreditation process, and they manage accreditation-related emails.

Email

On-line help includes tools for locating a function or feature, descriptions of how each function works, and descriptions of fields, their contents, and acceptable formats.

Help

Also, see Navigation tools.

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Accreditation process at a glance

1

Statement of Intent (SOI)

Register with the Public Health Accreditation Board (PHAB).

Complete online Statement of Intent (SOI). Authorize SOI (health department director). PHAB accepts SOI.

2

Application

Complete the Application no sooner than six months and no later than 12 months from the SOI acceptance date.

PHAB accepts application. Pay fee. Complete training.

3

Doc. Submission

Complete the Self-Study and upload all required documentation within 12 months of the Application acceptance date.

PHAB accepts documentation.


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4

Site Visit

PHAB selects site visitors. Site visit. Site visitors write a site visit report. PHAB reviews site-visit report. PHAB sends you site-visit report. Review report and forward any corrections to PHAB. PHAB forwards report and corrections, if any, to its

Accreditation Committee.

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PHAB Accreditation Committee determines accreditation status.

Accreditation Decision

If accredited, go to step 6.

If not accredited, Develop and submit accreditation action plan. PHAB reviews & approves this plan. Submit documentation that the plan is implemented

within 12 months of the action-plan approval date.

6

Reports

Submit annual report.

Accreditation process at a glance

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7

Reaccreditation

At least one year before expiration of accreditation status, begin step 1.

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e-PHAB home


Start where I left off

View past responses

Submit my response to PHAB

Ask a health department director for authorization


Why I can't edit information

The e-PHAB home page tells you where you are in the accreditation process.

Use section-name links in the first column to access a specific section of the form.

TIP: Use these links to find where you left off when you last accessed the online form. You can also view your responses for submitted forms, such as the SOI.


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Past accreditation steps are read-only. You can read, but you cannot change your responses. (One exception is the Application Profile (definition of Application Profile) which can be edited before submission of the Application.

Submit response to PHAB

You will submit your responses on the Home page. When you have completed online entry, a red button will appear on this page. Click this button to advance to the next step.

Ask a health department director for authorization

If you complete an accreditation phase as a health department accreditation coordinator, you will need to obtain the authorization of your health department director before submission to PHAB.

After completing a phase, you will see a Remind the Health Department Director button at the bottom of the home page.

Clicking this button will generate an email to the director. The email will include a URL, a user name and password, and instructions for authorizing your submission.

e_PHAB Home

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You can send the reminder out as many times as you wish.

When the director authorizes and submits the your accreditation phase, you will receive a confirmation email, and e-PHAB will show the status for Health Department Director Electronic Authorization as Complete.

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Register with e-PHAB


Get a user name

Get a password


How to enter information in e-PHAB

Create account, get user name & password

Click the red button on the right. The Account Creation page will open.

Complete all fields (all fields are required).


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Click the Create Account button.

An email will automatically be sent to the address you entered (Subject: e-PHAB account successfully created). The email will include the e-PHAB URL, your user name, and your password.

The Statement of Intent (SOI) page will open.

You can work on your SOI or log out and return later.

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Log in


Reset password from login page

Reset password from within e-PHAB


Why assigned log-in information doesn't work

Why assigned log-in information doesn't work

Check your work carefully to avoid log-in problems, usually caused by typos or cutting and pasting from an email.

After entering your email address, proof carefully. Make sure there aren't any extra spaces.

If you cut your password out of an email, then paste it, make sure you don't grab any extra spaces or punctuation marks. Before cutting, check the beginning and end of the highlighted text especially carefully.

Be sure to note the difference between an "l" and the number 1, and between an "O" and zero 0.

Do not change the case of the letters. If your assigned password begins with "h," do not enter "H."

TIP: If you fail to log in several times, reset your password.

Reset password from log-in page


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Click the link (Click here.) under the password box.

Enter email address, and click the Reset Password button. Your new password will be sent to the address you entered.

Click Return to login page.

RULE TO REMEMBER: User names and passwords must be between 6 and 20 characters. To create a "strong" password, use a mix of text and numbers.

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Change user information


Reset password from within e-PHAB

Reset my password from the log-in page


What information is in my account

Reset password from within e-PHAB, change other user information

Click my account at top right of screen.

The User Profile page will open.

To make changes or additions, click in the text-entry box and type.

Reset username and password if you wish.


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Click the Submit button.

RULE TO REMEMBER: User names and passwords must be between 6 and 20 characters. To create a "strong" password, use a mix of text and numbers.

Information in user accounts

Name

Email

Telephone

Password

TIP: Your user name is your email.

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Application Profile


Edit Application Profile

Replace health department director

Replace health department accreditation coordinator


Why I can't change some information

Overview

The Application Profile is the basic health department information completed in the Statement of Interest (SOI) and carried over into the Application.

Open & locked fields, information you cannot change

Some information in the Application Profile cannot be deleted or changed. Locked fields, indicated by a green or off-white background, are:

Department Type and associated fields

Name of Health Department

Health Department Director first name

Accreditation Coordinator first name

Edit Application Profile, replace health department director & accreditation coordinator


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Click the Edit button at the bottom of the section you want to change. The button will change to Update.

Put your cursor in the field you want to edit.

Make your changes.

Click the Update button.

RULE TO REMEMBER: The health department director and the accreditation coordinator cannot be the same person. If you enter the same person in these fields, you will get an error message.

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Navigation tools


Move forward and backward in the Application

Navigate quickly among measures in Doc. Submission

See a site map

Move forward & backward in the Application

Use the Next and the Previous buttons, which also save your information.

Navigate quickly among measures in Doc. Submission

Use quickview bar

On top of every page in the Doc. Submission section, the quickview bar is an easy way to

Move from standard to standard by clicking the boxes, each one of which represents a measure.

Clicking on the individual boxes will bring you to the measure with the corresponding


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number. Clicking on the All box brings you back to the default tab, which lists all domains, standards, and measures.

Show only standards in a certain domain by using the Filter by drop down menu.

Show the progress or qualitative status of standards or the presence of notes by using the Show drop-down menu.

Use Next & Previous links

On the Doc. Submission pages, Next and Previous buttons appear both on the top and bottom of each measures page.

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Bills All fields on the system's Billing page are locked.

Download invoice

Click the download link in the Download Invoice column.

View payment information

Click links in the Description column.

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Enter information online


Make changes

Edit Application Profile

Save

Move forward & backward

Upload file

Complete or edit text boxes

Insert hyperlink in text boxes

Remove hyperlink from text boxes

Cut and paste text into boxes

Use the Word filter (plug in)

Use the calendar drop-down menu


Why some questions "open" other questions

Why my text won't save

Complete simple fields

Put your cursor in the field you want to complete or edit. Sample text will disappear.


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Add or change the information in the field.

Click button to save at the bottom of the page.

Address any warning or error messages. Failure to address warnings could cause problems with saving.

RULE TO REMEMBER: In fields asking for numbers, avoid adding dollar signs, commas, or decimals. Write 15000, NOT $15,000.

Questions that open other questions

Some questions have subsections that change depending on your response.

Enter information in e-PHAB

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Check boxes in columns


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If you click "Not Offered," the other check boxes in the row will fade and become inactive.

If you accidentally click "Not Offered," click it again to clear the box and activate the other choices in the row.

RULE TO REMEMBER: You can save an incomplete section (the information you entered will be saved), but you cannot save incorrect information.

Save, move forward & backward

Save with the red buttons at the bottom of the page.

For longer forms, the Application Profile, for example, there are three buttons that save the page.

The Previous and Next buttons save your information and also move you forward or backward in the form.

Make changes

You can change your responses at any time until you submit.


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After that, the form fields are usually locked.

Complete text boxes

The best way to enter text is to type directly in the system's text boxes. Boxes designed for longer text also allow you to format your text and even enter hyperlinks.

Insert hyperlink (formatted text boxes only)

1. Put your cursor in the text box and highlight the text you want to hyperlink.

2. Click the first hyperlink tool (chain icon).The hyperlink dialogue box will appear.

3. Enter the URL for the hyperlink.

4. OPTIONAL: Set the target for the link (same window or new window).

5. OPTIONAL: Enter a title for the link.

6. Click insert. Highlighted text will be underlined.

Test inserted hyperlink

To test your hyperlink while it is in a text-entry box (once the text can no longer be edited, the hyperlink will function normally)


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1. Put your cursor within the link.

2. Use Control click to open the link.

Remove hyperlink

1. Highlight the linked text.

2. Click the second (broken chain) icon. Link will be removed.

Cut & paste text

e-PHAB operates on the Web, which has its own language. Microsoft Word and other word processors do not speak that language, so cutting and pasting from one of them into any Web application causes translation problems, which manifest themselves in several ways:

The system tells you your Word count is much higher than it is. (Many invisible MS Word formatting characters are pasted in along with the visible text, and the system counts them as words or characters.)

You are seeing stray symbols and punctuation marks. (There are characters in the Word text the Web language cannot translate, so it does the best it can.)

Formatting disappears or changes. (There could be format codes inside format codes in the Word text. In this case, the system needs to pick one.)

Paragraphs merge into one paragraph. (The system cannot see where the text should break or cannot "translate" indents.)

PDF production is interrupted.(One character the system cannot "translate" can stop PDF production.)

You get an error message when you save.

Option 1, use paste from Word filter

There is a small program, or plug-in, that can preserve some Word formatting while also making the pasted text more Web friendly. The plug-in appears in the text-box formatting bar as the Word W icon.


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Select and copy the Word text you want to enter into the system.

On the text-box formatting palette, click the ‘W’ icon. A second text box will open.

Paste the text from Word into this box.

Click the Insert button in the lower left of this box. The text will appear in the text box. Word formatting should be preserved.

Option 2: use simple text programs to remove Word codes and formatting altogether

TIP: Use this option if you are having difficulties after pasting from Word.

The locations of simple text programs could vary, but in general Notepad is in the Windows Accessories folder (click Start in the lower left of your screen, then All Programs, then Accessories). On the Mac, click your hard drive icon, then Applications, then TextEdit.

Open Notepad on the PC or TextEdit on the Mac.


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Copy your text from the original word processing program.

Paste it into one of these programs. The invisible codes and formatting are removed.

Cut the text again.

Paste into the application's text box. The text will appear without formatting.

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Email


View my emails

Sort an email list

Reply to an email

Write an email

Write a draft

Send a draft

Create a folder

Delete a folder

Move my emails


Why I can't delete an email

How the system works with your Outlook

View emails

Users appear in a sortable list. Sort the list by clicking on the headings.

NOTE:Emails sent within PHAB to another PHAB user are mirrored in the recipient's Outlook inbox.


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Click a folder on the left navigation list.

A table of previously exchanged e-PHAB emails appears.

Scroll down to the email you want to read.

Click on its subject to open.

NOTE: Use the navigation list on the left side of the page to move from folder to folder: default folders are Inbox, Drafts, Sent, and System. When you click the Email tab, you automatically go to your inbox.

Reply to an email

Email

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View the email.

Click Reply to this email button.

Write response in the email form that appears.

Click the Send email button.

Write an email

Click Compose Email on the left navigation bar.

Type a subject (this is required).

Either type a name in the box above or click the down button on your keyboard to activate a drop-down menu of contacts. Make a selection by clicking on a name. Repeat to select subsequent names.

Write your message in the space provided.

Click the Send email button.

Write a draft

Follow the directions above.


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Click the Save a draft button.

The draft will be saved in the Drafts folder.

Delete an email

Emails are an important record of the accreditation process. For this reason, you cannot delete them. If you want old emails out of the way, create a folder called Archive and move them there.

Retrieve, revise & send a draft or retrieve & delete

Click Drafts on the left navigation list.

Scroll down to the draft you want to retrieve.

Click on the title to open the draft.

Make any revisions.

Click the Save a draft, Send email, or Delete this draft button.

Create a folder

Click Manage your folders at the bottom of the left navigation bar.

Type the folder name in the space provided under "Create a new folder."

Click the Create new folder button.

Email

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RULE TO REMEMBER: You can delete drafts and empty folders, but you cannot delete previously exchanged emails, because the latter are a permanent part of your accreditation record.

Delete folders

You can delete only the empty folders you have created. Because emails cannot be deleted, you must move them out of any folders you want to delete.

Click Manage your folders at the bottom of the left navigation list.

Select the folder you want to delete from the drop-down menu under "Delete a folder."

Move all messages from this folder to another.

Click the Delete & Move button.

Move emails to folders (from Inbox only)

1. Go to your Inbox.

2. In the emails list, click the checkbox (far left column) for the email you want to move.

3. Use the drop-down menu at the bottom of the email list to select a destination.

4. Click the Move button.

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Staff roles & permissions

RULE TO REMEMBER: Only the department director and accreditation coordinator can manage roles and permissions, and only they have access to the system's Staff page.


Add a new user

Show user information

Edit user information

Delete user

Disable user

Enable user

Sort list of users

Reset password


About the Staff page

How to reset my password

How to reset another user's password

Why my information won't save

Health department users with write permissions -- department directors and accreditation coordinators -- manage staff roles on the Staff page.

When the box at the bottom of the page is populated, there is a link to another page for managing permissions.


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There is a Permissions page and table for each user.


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View users

Users appear in a sortable list. Sort the list by clicking on the headings.

Add a new user

Make sure the box at the BOTTOM of the page says Add Health Department Staff, and the text areas are empty (default view).


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If the box says User Information: [User's Name] and displays previously entered information, click the Staff tab on the top navigation bar.

Add the new user's information in the text-input areas.

Make sure the password is at least 6 characters long.

Click Save. The system will take you to the Permissions page.

Show user information

Click on a user's name.

The box title at the bottom of the page changes from Add Health Department Staff to User Information: [User's Name], and the staff member's information appears.

Edit user information (including user names & passwords) on Staff page

NOTE: Users with "write" access to the Staff page can reset the passwords of other users. Most of the time, however, passwords can be reset or resent without administrative intervention. Click here for directions.

Edit password & user information

Show the user whose information you want to edit. (Directions above)

Type your changes in the text boxes.

If you are changing a password, remember to enter the new password twice.

Click the Save button.

Edit permissions

Show the user whose permissions you want to edit. (Directions above)


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At the bottom of the User Information: [Name] box, click the Edit Permissions button. The Permissions page will open. Select permissions for each domain. Use the buttons on the top of the page to check or uncheck all to save time.

Disable (delete) user

NOTE: When individuals are no longer active in the accreditation process, they are NOT deleted, because the system needs to keep an historical record of their input and activity in e-PHAB. Instead, staff members are simply disabled. Disabled users will continue to appear on tab, but will not be able to log-in to the program. This is the closest you can come to deleting the person.

Go to the last column (Status) of the user tables.

Click the Disabled radio button to inactivate a user. The user will not longer be able to log in.

Enable user

Go to the last column (Status) of the staff tables.

Click the Enabled radio button to activate a user. The previously disabled user will be able to log in.

User permissions

Role Read Permissions Write Permissions Submit

Health department director

full permissions by default

Home

Staff*

Permissions

SOI

Application

Home

Staff*

Permissions

SOI (if not yet submitted)

Application (if not yet submitted)

Can submit all phases


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Billing

Training

Doc. Submission

PHAB Q&A

Health Department Notes

Private Notes (own notes only)

Notes

Email

Doc. Submission (if not yet submitted)

PHAB Q&A



Email

Health department accreditation coordinator

full permissions by default

Home

Staff

Permissions

SOI

Application

Billing

Training

Doc. Submission

PHAB Q&A



Notes

Email

Home

Staff

Permissions

SOI (if not yet submitted)

Application (if not yet submitted)

Doc. Submission (if not yet submitted)

PHAB Q&A



Email

Can submit for health department director authorization

Other health department users

Home

SOI

Under Doc. Submission none; domain permissions can be

Cannot submit


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Application

Billing

Training

Under Doc. Submission, all domains by default; domain permissions can be changed.

PHAB Q&A



Notes

Email

changed



Email

*You can disable other users, but not yourself.

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Use Notes


Create notes

Create alerts

Show & hide notes

Clear notes


About PHAB Q&A

About Health Department Notes

About Private Notes

About Alerts

About the Notes page

You will from time to time need to communicate with all individuals collaborating with you on the same standard. Do this electronically via the system's notes function. Users can write notes for single or multiple recipients, receive notes, write private notes, clear notes, and create alerts.


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Use the PHAB Q&A to enter into a dialogue with PHAB. You can ask questions, then reply to the answers. Only users with write permissions to a measure can post questions; users with read permissions, however, will see the conversation string.

Use Health Department Notes to communicate with others working on a measure. These notes refer to a single measure and appear in full only on that measure's page. All users with permissions to a domain can read and write Health Department Notes for measures in that domain..

Use notes

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Users selected for an Alert will see a message like the one below. Only users with at least read permissions to a measure will appear on the drop-down menu.

Use Alerts to remind selected readers that there is a note to read.


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Use Private Notes as reminders to yourself. These notes refer to a single measure and appear in full only on that measure's page. They are visible only to you. All users can post Private Notes.

Use PHAB Q&A

Users with write permissions only

Write your question in the box and click post. PHAB will receive an alert when you post the note; you will receive an alert when PHAB responds.

Create notes

To create a note, make sure you are on the correct measures page. Notes are always associated with particular measures.

Go to the appropriate notes box and write the note in the text area.

Click the Select users to alert link if you want certain people to receive alerts.

Click the Post button.

NOTE: Only users with write privileges to a measure will appear on the drop-down menu for an alert.

Use notes

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Alerts

Alerts are automatically created in users' programs when they are selected for a note. All users with at least read access to a measure will be able to see the note, but only the user(s) chosen in Select users to alert will receive alerts.

Find notes

You will find symbols for new notes and alerts on the main Doc. Submission page. When you mouse over these symbols, a popup will tell you what kind of note it is.

There is one new Health Department Note.

There is one new Q&A note.

There is one new private note.

Open notes boxes on the measures pages.


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Clear, show & hide notes

Clicking on the Clear notes link in the Notes box hides the note. To see it again, click on the Show old notes link.

Notes page

All notes created on the Doc. Submission pages are in sortable lists on the Notes page. All notes, even those that have been cleared or hidden, appear on the page.

Use notes

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NOTE: Click the headers on these lists to sort the lists. Return to the default view by clicking in the first column header.

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Upload


Upload file

Reorder uploads

Edit uploads

Delete uploads

Download files


Why my file will not upload

Upload files

Click the Add Document or Upload Document button. A dialogue box opens.

Type a Title (keep this short). Title is a required field, and the file uploads only when it is completed.

NOTE: Avoid long title with underscores between words: This_is_an_example_of_a BAD_upload_title_that_you_should_avoid_PLEASE


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Click the button to select a file.

Enter a description if you want (optional). Type directly in the box; do not cut and paste from Word.

Click the Upload button.

NOTE: The system will automatically number your uploads.

Move, edit, reorder, or delete uploads

Symbol Function

Click to move file up in the list of uploads.

Click to edit upload. This option is not available in the Required Documents section of the Application.

Click to delete upload.

Download files

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Troubleshoot Contact PHAB if the measures below do not work.

What is your problem?

Can't log in

Forgot user name and/or password

Have problems entering text

Can't save

Can't upload a file

Can't log in, forgot user name and/or password

The login is your email address.

If you cannot remember your password, click the link below the Password box.

Follow these directions.

Have problems entering text

Users who cut and paste from Word frequently encounter problems. If you are cutting and pasting from Word or any other word-processing program, please clean your text and re-enter.


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NOTE: The best way to enter text in any web application is to type it directly into the program.

Can't save

The main reasons your information doesn't save:

User forgets to click the Save button. If you leave a page before saving and then return, the text you entered will be lost.

User ignores the warning and error messages. The system frequently warns you that text entries are incorrect or that required fields are empty. If you neglect these warnings, your input may not save.

The system will not save errors, such as illegal characters. e-PHAB will not accept dollar signs, commas and periods for number fields. If you enter 15,000 instead of 15000, you will get an error message.

Can't upload a file

Did you remember to give your upload a title? If the system prompts you to name an upload and you do not do so, it will not upload the file.

Is your file too large? Try to upload a smaller file; if it uploads, then you need to save your large file as a PDF or break it into smaller files.

TIP: As a rule of thumb, files should be under 50 megabytes.

Is the file name too long? Rename the file and try the upload again.

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Sortable lists Lists in e-PHAB can be sorted by their column headings, allowing you to customize your view of the information in them. Fields are sorted alphabetically or numerically (depending on their content) in ascending or descending order.

Sort by single column

1. Click on the column heading.

2. Click again to reverse the order.

Sort by multiple columns

1. Shift-click on the heading for the first column. Keep the shift key depressed.

2. Shift-click on the heading for the second and continue in this way for any subsequent sorts.

NOTE: For the most part, you cannot sort lists longer than one page.

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Glossary

A alert: another user wants you to read a note

alert(s): A signal that another user wants you to read a note. You create an alert when you create a note and select another user to alert

Application Profile:

C

The basic health department information completed in the Statement of Interest (SOI) and carried over into the Application

cleared:

D

Refers to notes that have been read and assigned to the Old Notes section

DD_SIG: Department Director Signature

disable: Refers to an action on the Staff page that removes a user's access to e-PHAB

disabled user:

E

User who can no longer log in to the system

enable user:

F

Restore access privileges to disabled user

formatted text boxes:

G

Test boxes with a formatting bar on top.

glossary term:

H

This is a glossary term

Health department notes: Notes exchanged among health department users with write permissions to a measure

hyperlinks:

I

Links that take user to another location

In Progress:

L

As a status, appears in section list and is color-coded yellow. Means that a section has been started, but is still incomplete


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locked:

N

Field is closed to editing

notes:

P

Notes appear on the right sites of the measures pages. They are written to others involved in the accreditation process and also to oneself.

paste from Word filter: Plugin that readies Word text for the internet. It usually preserves the formatting of the Word text

PDD_SIG: Partnering department director signature

PHAB Q&A: A note to PHAB asking a question or following up on a response to a question

private notes:

R

Notes written to oneself. They can only be seen by you

read only:

S

User can read content but cannot add or edit content

show: click + sign or the word "show" to display hidden text

show/hide: show/hide boxes allow you to adjust the amount of information you see on a page. On the standards detail page, this feature is also represented by + (show) and - (hide)

SOI: Statement of Intent. The purpose of this form is to to inform PHAB of a health department’s intention to apply for public health department accreditation. The SOI is non-binding and does not commit a health department to submit an application

sortable list: Many lists in e-PHAB can be sorted by their column headings, allowing you to customize your view of the information in them. Fields are sorted alphabetically or numerically (depending on their content) in ascending or descending order

submit:

send to agency electronically