Production Guide: Webinar Template

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Overview

This guide will refer to “templates” and “activities.” The term “activity” is synonymous with “Course” and “Program”. Templates are added to your account by Rievent for you to create different types of CE/CME activities. Each activity type (journal, live event, enduring, webinar, RSS etc.) will have its own template.

The Rievent Webinar template provides both a Registration workflow (optional) and a Request for Credit workflow for the learner. Learners do NOT have to be registered in Rievent in order to claim credit for the webinar.

When configuring the webinar, the registration workflow includes the following options:

  • WebEx Integration: When integrated with WebEx, learners can register for the webinar without ever leaving the Rievent Platform. After registering, the learners will then appear in the WebEx registration list. All registration and webinar related emails for this option are configured and sent through WebEx.

  • Registration Redirect: This option allows you to redirect registrants from the Rievent based CE Catalog/Events Calendar to the webinar's registration URL provided by your webinar vendor, such as WebEx or GoToWebinar.

When the webinar activity is published to the CE Catalog, prior to the webinar taking place, learners will be taken through the registration workflow. Once the webinar begins, the activity will automatically be removed from the CE Catalog to prevent learners that did not attend the webinar from claiming credit.

Once the webinar has ended, attendees can claim credit by entering the unique 6 digit credit claim code on your organization's Credit Claim page, or from Activity.Credit, to complete any associated evaluations and receive credit for the webinar. It is the responsibility of the webinar administrator to distribute the unique 6 digit code to all attendees. Many webinar vendors (WebEx, GoToMeeting, etc) allow you to send a customized automated follow-up email to all attendees once the webinar ends. which is a great way to distribute the 6 credit claim code. Another way to distribute the credit code is to simply display it on the screen at the end of the webinar.

The Webinar's Credit Claim Code will be valid until the activity's end date is reached.

Step 1: Creating a New Activity

Step 2: Reviewing

Step 3: Publishing and Locking 

Glossary

 

 

Step 1: Creating a New Webinar Activity

1. To begin, click the icon-create-activity.jpg icon next to the Manage Your Program Menu.
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2. Enter the Short Name for the activity. The Short Name is how the activity will be listed in the Manage Your Program menu and will not be exposed to learners. If you have not already decided, you will need some sort of naming convention for your activities.

When creating the Short Name, please keep in mind that it must be unique and should also include the Activity ID. For example, if your Activity ID is 2017WEBINAR01, the Short Name might be in the format 2017WEBINAR01 - New Advances in Diabetes Management. The short name field has a 126 character limit. Acceptable characters include letters, numbers, underscore, dot, and dash.
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3. During the pre-production stage, you have the option to add the activity to other administrative accounts and also to upload any production-related files for storage (optional). Please note that the files stored here are for storage only, this feature is not intended for content hosting.

Adding the webinar to other administrative accounts allows them to see and access the activity from the Manage Your Program menu in their own admin account. Click Pre-Production complete to continue.

You can also manage administrative access to the activity from the Review stage. This can be adjusted at any point in time.

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4. Next, select the Webinar template.
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Production Wizard

The Production Wizard will walk you through the process of creating the webinar step-by-step, starting with the Activity Information tab. Once you've completed a step, you can go back at any time to edit what you've entered by clicking the appropriate tab. Always click the Save button for the steps that include a Save button, and Next after making any changes.
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Activity Information tab

5. From the Activity Information tab, enter the Internal Activity ID, Activity Title, Activity Date, and Event Date.

  • Internal Activity ID: This is your internal identification number and must be unique, as it cannot be used by other activities. Typically the "Activity ID" is also included in the "Activity Name". For example, if your Activity Name is 2017WEBINAR01 - New Advances in Diabetes Management, the Internal Activity ID would be 2017WEBINAR01.

  • Internal Activity Name (same as the Short Name): This will already be populated for you and is how the activity will be listed in the Manage-Your-Program drop-down menu. The Activity Name usually begins with the Activity ID. (ex. 2017WEBINAR01 - New Advances in Diabetes Management)

  • External Activity Title: Name that will be displayed on certificates, transcripts, credit confirmation emails, and the overview page (if included).

  • Activity Date: Enter the first day that learners will be able to register for the webinar. In the second field, enter the last full day learners will able to claim credit for the webinar.

  • Event Date: Enter the date and time of the webinar.
    Be sure to enter the event time as Eastern Time. If the webinar is not in eastern time, please convert it to ET.

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CE Catalog

6. From the CE Catalog tab, you have the option to enter a brief description of the webinar and to assign metadata tags. This will help learners locate the webinar if it is published to the CE Catalog or Events Calendar for registration.

Use the editor to add text, images, tables, links, etc. into the Catalog Summary field. The information entered here will be displayed to the learner on the CE Catalog and Events Calendar (if published). 

The Catalog Summary field contains a 2000 character limit, which includes any characters that may be hidden in the source code. If copy/pasting from a Word document, be sure to remove any hidden formatting characters before pasting into the wizard.

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Go through the list and check the meta-data tags you would like to assign to the webinar. Once created, the library of metadata options will be maintained by the Rievent Platform, so you do not need to recreate it for each activity. Go through the list and check the meta-data tags you would like to assign to the webinar.

You can create new tags by clicking the Add button. To edit an existing tag, simply double click it, make the changes, then click Save. You can also remove a tag by clicking the Delete button.


Below is an image showing how the metadata tags will be displayed in the CE Catalog. Only the metadata tags checked during production will show up in the CE Catalog.

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Category shown to learners in the CE Catalog  Production Wizard Categories
Therapeutic Area Specialty (ex. Neurology) Editable in the production wizard.
Clinical Topic Clinical Topic (ex. Strokes) Editable in the production wizard.
Category Category (ex. 2017) Editable in the production wizard. This area can be used for custom segmenting of your activities. For example, create a custom segment to classify your activities by year, publication, credit type, etc.  
Audience Profession (ex. Physician) Editable in the production wizard.
Audience Categories Audience Categories (Uneditable terms are global for all customers) 
Speakers Not editable in the Production Wizard. Speakers are automatically shown based on active live events, webinar, and RSS activities that have speakers assigned to them.
Media Formats Media Formats (Uneditable terms are global for all customers) 
Activity Types Not editable in the Production Wizard. The activity type is automatically set based on the template being used to create the activity.

 

 

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Credit Options

7. Next, configure the credit options for the webinar. You can include one or multiple credit options. If the credit option you are looking for is not listed, you can create a new credit option using the Certification Management Tool.

Check the boxes of the credit type(s) you would like to include, then fill out the min, max, and credit increment fields. To set a static credit amount without the option for learners to choose incremental credit, enter the same number for the min/max and enter "0" in the increment field.

If there are many credit options listed, the Search box can help to quickly locate the desired credit type. As text is entered into the search field, the available credit options are filtered. Once a credit type is selected, the selection is retained and will no longer be filtered.
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By default, all the selected credit options will be available for the duration of the activity (set on the Activity Info tab). However, under the More Options menu, you have option to add a Credit Release and Credit Expiration date for individual credit options. This allows you to offer certain credit options for only part of the duration of the activity.

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Also under the More Options menu, is the Certificate Activity Accreditation Statement field. This field is for certificates that (1) have been created using the certification management tool and (2) that contain the Activity Accreditation Statement merge tag. The information provided here will override the existing credit accreditation statement and be merged onto the applicable certificate. For more information on the Certification Management Tool and Accreditation Statement Merge Tag, click here.

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Click the Next button when you are finished.

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Activity Options

8. From the Activity Options tab, select the components you would like to include in the webinar activity. Click Next to proceed.

    • Overview Page: When included, the Overview Page will appear to learners when registering for the webinar through the CE Catalog or Events Calendar. This page is typically used to present credit information, learning objectives, disclosures, instructions, etc. and is sometimes referred to as the Front Matter page.

    • Registration:
      • Redirect to Registration Site: This option allows you to redirect registrants from the Rievent based CE Catalog/Events Calendar to the webinar's registration URL, which is provided by your webinar vendor (GoToWebinar, WebEx, etc).

      • WebEx Integration: When integrated with WebEx, learners can register for the webinar without ever leaving the Rievent Platform. After registering, the learners will then appear in the WebEx registration list. All registration and webinar related emails are configured and sent through WebEx. The only information needed to integrate the webinar with WebEx in the Access Code.

    • Activity-Specific Evaluation: If included, this will be the first evaluation displayed to learners when requesting credit. This evaluation is typically used to gather activity specific information, such as how well the webinar met the stated learning objectives. You will have the option to create the evaluation questions later in the production wizard.

    • Speaker Evaluation: The Speaker Evaluation is used to evaluate the performance of faculty speaker(s) in the webinar. This evaluation will be presented once for each speaker added to the webinar. You will have the option to create the evaluation questions later in the production wizard. Speakers can be added from the Webinar Tab, after creating the activity.

    • Built-in Evaluation (may not be available): Check this box to include the built-in evaluation in the activity. These questions are already configured and cannot be edited. If the evaluation needs to be changed, please contact Rievent.

    • Outcomes Evaluation: This is a follow-up evaluation sent to learners at a set number of days after reeving their certificate. The reminder emails will go out once a week and will end after the learner either (1) completes the evaluation or (2) the End After number of days is reached. This evaluation is typically used to measure the effectiveness of the webinar on the learner's practice. If included, you will create the evaluation questions later in the Production Wizard.

      • Start After (days): Learners will be begin receiving Outcomes Reminder emails once a week, this number of days after receiving a certificate.

      • End After (days): The outcomes reminder emails will cease after the number of days entered here.

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Overview Page

9. If included, the Overview Page will appear to learners when registering for the webinar through the CE Catalog or Events Calendar. At the bottom of the Overview Page, the continue button will redirect learners to the Registration URL provided in the Activity Info tab. You can also include a disclosure's checkbox to verify the learner has read the Overview page information before continuing with registration.

You can also include a disclosure's checkbox to verify the learner has read the Overview page information before continuing with registration.

Helpful Articles on the Overview Page:

Use the rich text editor to add formatting, images, links, tables, etc. to the page. To work with the HTML view of the page, click the Source button in the toolbar.

When you are finished creating the page, click Next to continue.

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Registration

10. Depending on the registration option selected on the Activity Options tab, provide your registration details.

If integrating registration with WebEx, insert the webinar's 9 digit WebEx "Event Number" into the Meeting Key field. Be sure to remove all spaces. All registration and webinar related emails are sent and configured through WebEx.

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For the registration redirect option, please provide the webinar's registration URL. All registration and webinar related emails for this option are configured and sent through the webinar vendor (GoToWebinar, etc).
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Activity-Specific Evaluation

11. If you selected to include an Activity Specific-Evaluation, you will create it now. To add questions to the evaluation, click the Add Question or Text button and then use the editor to enter the question text and answer choices.
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The Activity Specific Evaluation for this example will be configured as a single rating question, asking learners to rate various aspects of the webinar. For instructions on configuring rating style questions, click here.  When finished, be sure to click the Save button before clicking Next.

TIP: If your survey consists of multiple choice questions, the Multiple Choice Parser can help copy/past groups of multiple choice questions.

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Speaker Evaluation

12. To create the Speaker Evaluation, select question type(s) from the Add Question or Text drop-down and then use the editor to enter the question text and answer choices. For instructions on configuring rating style questions, click here.  When finished, be sure to click the Save button before clicking Next.

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Outcomes Evaluation

13. To create the Outcomes Evaluation, select question type(s) from the Add Question or Text drop-down and then use the editor to enter the question text and answer choices. For instructions on configuring rating style questions, click here.  When finished, be sure to click the Save button before clicking Next.
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Finished tab

14. All of the Production Wizard fields have now been completed. Click the Finished button to create the webinar activity.
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15.  If you did not include a speaker evaluation, skip ahead to the the Review stage If you included a speaker evaluation, go the Webinar tab to add one or multiple speakers to the webinar
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Adding Speakers to the Webinar

Once you have created the activity, go to the Webinar Tab to configure the speakers. If you did not include a speaker evaluation (set on the Activity Options tab in Production Wizard), you can skip this step and move on to reviewing the webinar

If you add multiple speakers, learners will be required to complete an evaluation for each speaker.

To add a speaker(s) to the webinar:

1.  Be sure the correct activity is selected from the Manage Your Program Menu, then go to the Webinar tab and click Add Speaker.
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2.  Select a speaker from the list, or click New Speaker to create a new one.

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3.  Continue to add all the speakers for the webinar. When finished, go back to the Production tab to review the webinar activity.
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Step 2: Reviewing the Webinar Activity

If you included a speaker evaluation but haven't added the speaker(s), add them here before reviewing the activity.

From the Review stage on the Production tab, you can:

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Adding the Webinar to other Administrative Accounts

Adding the activity to other administrative accounts allows them to see and access the webinar from the Manage Your Program menu in their own admin account.

First, be sure the activity is selected from the Manage Your Program menu, then go to the Review stage on the Production tab. Click Assign to Administrator... to manage access for other administrative accounts. If the desired administrative account is not listed, please contact the Rievent Platform Administrator in your organization.
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Reviewing the optional Registration Workflow

To test the Webinar registration workflow, click the Launch Activity link for Registration, located under the Draft Review Links section of the page.

If you did not include an Overview Page, then you will be directed straight to the Registration URL (provided in the Activity Info tab).

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Reviewing the Credit Claim Process

To test the Webinar's request for credit workflow, click the Launch Activity link, located under the Draft Review Links section of the page.

When learners go through the activity to claim credit, they will use the webinar's unique 6 digit unique credit code, located here.

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Reviewing the Outcomes Evaluation

To test the Outcomes Evaluation, click the Launch Activity link, located under the Draft Review Links section of the page.

Learners will receive an email invitation once a week to complete the outcomes evaluation, starting (number of days entered here) days after receiving their certificate. They will continue to receive the emails once a week, until (number of days entered here) days has passed since completing the activity.

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Step 3: Publishing and Locking the Activity

For webinars, publishing the activity allows learners to register for the webinar through the CE Catalog/Events Calendar. Once the webinar starts, the activity will automatically be removed from the CE Catalog/Events Calendar.

When you have finished reviewing and are satisfied with the activity, click Complete Draft Review and Lock Activity to lock the activity. This prevents any accidental changes from being made. Locking the activity does not make it appear in the CE Catalog or Events Calendar.

If you haven't already done so, be sure to also delete any test records that were created during the review process.

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Click Publish Activity to make the activity available in the CE Catalog and Events Calendar.
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Below is the updated CE Catalog and Events Calendar, which now contains the newly created Webinar activity.

CE Catalog

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Events Calendar

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Accessing the 6 Digit Credit Claim Code

Once the Webinar has been created, its unique credit claim code will display in the Integration Details box, found on the Review Stage and Published Stage of the Production tab.

This is the code used by learners to claim credit for the webinar. The code can be entered in two locations:

  • From your organizations' Credit Claim page
  • From Activity.Credit

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Making Changes to the Activity

To make changes to the webinar (edit evaluations, overview page, CE Catalog information, credit information, etc), go back to the Production Wizard by clicking Production in the production timeline.

Access the different areas of the Production Wizard by clicking the tabs on the left side of the screen. After making the necessary changes, be sure to click the Save and/or Next button.

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Always click the Finished button on the Finished tab to complete the changes.

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Deleting Test Records

Once you have tested the activity from a learner’s perspective, be sure to delete all test records created during the review process. Each time the activity is tested as a learner, a participation record is created. Test participation records can be deleted using the Records tab.

1.  First be sure the correct activity is listed in the Manage Your Program drop-down menu, then go to the Records tab.

Leaving all criteria fields blank and clicking the Search button will return all records associated with the activity, (which can be useful in deleting test records for activities not yet available to learners, since all the records listed will be test records.) However, you can also search for individual records by using the various search criteria fields.
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2.  From the search results page, click the icon to delete the test records. You can also check the boxes for all the test record(s) you would like to delete, then click Delete Selected button.
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You can also search for test records across all activities by selecting ALL PROGRAMS from the Manage Your Program menu.
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Production Wizard Glossary - Webinars

Name Description Format Character
Limit
Internal Activity ID The internal activity identification number or name. If you do not have an internal identifier, you will need to create one. This must be unique for each activity in the Rievent Platform. Typically the Activity ID is part of the Activity Name. For example, if the Activity Name is RD105 - Genetics and Type II Diabetes, then the Activity ID would be RD105.  Acceptable characters include letters, numbers, underscore, dot, and dash (hyphen).  No spaces are permitted.  Text or Number 53
Internal Activity Name (Same as Short Name) The Activity Name is how the activity will be listed in the Manage-Your-Program drop-down menu.  This name will not be exposed to learners. (Most customers prefer to preface the name with the Activity ID and decide to use the activity title or a truncated version of the activity title.) Text or Number  126
External Activity Title The full title of the activity as you would like it to appear on the on certificates, transcripts, credit confirmation emails, and the overview page (if included). Text or Number  512
Activity Date Range:  Start Date The date the activity will be accessible. Credit will not be available to learners before this date. MM/DD/YYYY -

Activity Date Range: End Date

The last full day the activity will be available.  Credit will not be available to learners after this date. MM/DD/YYYY -
Event Date Enter the webinar's date and time. Be sure the enter the time as Eastern Time. If the webinar is not in eastern time, please convert it to ET MM/DD/YYYY -
Catalog Summary The information entered here will be visible to learners while browsing through activities in the CE Catalog. Rich Text  2,000
Min Credit The minimum number of credits a learner can claim. Number  5
Max Credit The max number of credits a learner can claim. Number 5
Increment Increment by which learners will be allowed to claim credit. For example, entering a 0.5 increment with a max of 2.0 and min of 1.0 credits will allow learners to claim 1, 1.5, or 2 credits. For activities without an increment, set the field to 0.  Number  5
Credit Release Date The date selected credit type will become available to learners. If left blank, this date will default to the program start date. MM/DD/YYYY -
Credit Expiration Date The date selected credit type will no longer be available to learners. If left blank, this date will default to the program end date. MM/DD/YYYY -
Certificate Activity Accreditation Statement The information provided here will override the existing credit accreditation statement and be merged onto the applicable certificate. For more information on the Certification Management Tool and Accreditation Statement Merge Tag, click here Text or Number -
Overview Page The Overview Page will appear to learners when registering for the webinar through the CE Catalog or Events Calendar. This page is typically used to present credit information, learning objectives, disclosures, instructions, etc. and is sometimes referred to as the Front Matter page. Rich Text -
 Peer Response Comparison  An optional feature for evaluations that allows learners to see how their response compare to that of their peers who have already completed the evaluation. 
Activity-Specific Evaluation An additional evaluation that can be used to gather various pieces of information, such as how well the activity met its stated learning objectives. - -
Speaker Evaluation The Speaker Evaluation is used to evaluate the performance of faculty speaker(s) in the webinar. This evaluation will be presented once for each speaker added to the webinar. - -
Built-in Evaluation This is an evaluation pre-built by Rievent that is included as a checkbox option on the Activity Options tab in the template. These questions are already configured and cannot be edited. If the evaluation needs to be changed, please contact Rievent. - -
Outcomes Evaluation If included, after completing the activity, learners will be sent weekly reminder emails inviting them to participate in a post-activity outcomes evaluation. This evaluation is designed to measure the effect of the activity on opinions, practices, or clinical outcomes. The reminder emails will start and end at the interval set on the Activity Options tab in the template.  - -
Webex Meeting Key Only for webinars using the integrated Webex registration, insert the webinar's 9 digit Webex "Event Number" into the Meeting Key field. Be sure to remove all spaces. All registration and webinar related emails are sent and configured through WebEx. Text or Number -
Registration URL This is the registration URL provided by the webinar vendor, like GoToWebinar. All registration and webinar related emails for this option are configured and sent through the webinar vendor. Text or Number -

 

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