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State Liaison and BOD Title Updates

VIDEO TRANSCRIPT | Recorded: 2022-09-08 | Verify against current system state

Abstract

Training for the membership team on updating state liaison and BOD member titles in Aptify for conference badge printing. Two-step process: update the title field on the person record, and ensure the "conference display" web user group is assigned. This is a pre-conference task, with focus on the state rep to state liaison name change.

Key Procedures

  • Use BOD directory as source of truth
  • Access Aptify Web and navigate to AANP General > Persons
  • Open BOD and Liaison view
  • Double-click person record and go to Full Record
  • Update Title field (change "State Rep" to "State Liaison")
  • Open Web User record
  • Verify/add "Conference Display" user group
  • Save and repeat for all liaisons

Notable Statements

  • 0:00:17 "On our badges, we have titles that get printed out. And so I want to show you where that title is"
  • 0:01:06 "Most important thing, what we utilize is our BOD directory. This is what you are going to use as your guide"
  • 0:01:16 "Governance takes care of the board. You don't need to worry about that. Your responsibility will be the state liaisons"
  • 0:01:34 "We need to do a cleanup of the name change from state rep to state liaison"
  • 0:04:10 "This title, this is what actually prints out on your batch"
  • 0:04:17 "Second step to actually allow it to print on the batch, we need to add in the conference display web user group"
  • 0:05:43 "One of our state reps... has their president and CEO of blah, blah, blah company. So we'll want to go and ensure that we change that"
  • 0:07:03 "The people are going to fall off as you update them" (from the view)
  • 0:08:00 "You can just do a quick copy and paste anytime" (for consistency)

Systems & Configurations

Systems Mentioned

  • Aptify Web
  • BOD Directory (source document)

Two-Step Update Process

Step Location Action
1 Person Record > Title field Change to "State Liaison"
2 Web User > User Groups Add "Conference Display" group

View Information

Item Details
Entity General > Persons
Folder AANP General (shared)
View Name BOD and Liaison
Criteria Title contains "State Rep" or "Board of Director"

Title Change

Old Value New Value
State Rep State Liaison

Credentials/Access Mentioned

  • Aptify Web login
  • AANP General shared folder access

Vendor Contacts Mentioned

  • Blanca (updates BOD directory monthly)

Errors & Troubleshooting

  • Issue: New liaisons missing web user group
  • Cause: Not added when appointed
  • Resolution: Add "Conference Display" web user group

  • Timestamp: 0:09:40

  • Issue: State liaison has incorrect title (company CEO)

  • Cause: Member updated their own title
  • Resolution: Override with "State Liaison"
  • Timestamp: 0:05:43

Transcript Gaps & Quality Notes

  • Training session for membership team (11 minutes)
  • Pre-fall conference preparation task
  • BOD directory attached to meeting invite
  • View filter to be updated post-meeting (add "liaison")
  • Shared folder connection demonstrated separately