ARIAS Text and Email Automated Assessments...ARIAS Text and Email Automated Assessments How to Set up Email Automated Assessments in ARIAS 1. Enter in a valid email address 2. Select

Questions? Contact your Organization Administrator or [email protected] V2 11.16.20

1

PUBLIC HEALTH DIVISION ARIAS Text and Email Automated Assessments

ARIAS Text and Email Automated Assessments

Table of Contents

How to Set up Text Automated Assessments in ARIAS .......................................................... 2

What Does the Contact see with Text Automated Assessments? ........................................... 3

How to Set up Email Automated Assessments in ARIAS ...................................................... 10

What Does the Contact see with Email Automated Assessments? ....................................... 11

How to Troubleshoot Automated Assessments ..................................................................... 18

Contact is not receiving the text/email assessment ........................................................ 18

Text assessment link is being sent in two different text messages and is broken ........... 18

Text assessment link is opening, but is showing a blank screen .................................... 19

Assessment link is showing a “Page not found” error message ...................................... 19

CAPTCHA code is not working ....................................................................................... 19

Text assessment is delayed, or the contact is unsure when they should arrive .............. 20

How can I see what the contact sees with text/email assessments? .............................. 20

mailto:[email protected]


2


How to Set up Text Automated Assessments in ARIAS

1. Enter in the Mobile Phone in the format “###-###-####”

2. Select “Text” for “Preferred Method of Contact”

3. Select “Yes” for “Automated Monitoring”

4. Select the language for the assessment. Available languages are:

o English o Spanish o Korean o Russian o Chinese (Cantonese) o Chinese (Mandarin) o Vietnamese

5. Select “Monitoring” for “Monitoring Status”

6. Click on “Save”

NOTE: Once you click on “Save”, the contact will receive a text assessment within 1-2 minutes. If the contact does not receive a text, please follow methods of troubleshooting. Before you get off the phone with the contact, please ensure they can complete the initial assessment.

• Confirm the contact received the text or email

• Confirm the contact can access and complete the assessment

• Confirm the completed assessment can be seen in ARIAS after the contact submits



3


What Does the Contact see with Text Automated Assessments?

The contact will see this on their mobile device:

1. The contact needs to make sure they are selecting on the correct link, the name will appear on the top of the text message

2. If it is correct, the contact must open the top link, this will take them to the assessment

NOTE: The bottom link will take them to a list of local public health authority numbers in Oregon: https://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDI

SEASE/Documents/reportdisease.pdf

mailto:[email protected]://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDISEASE/Documents/reportdisease.pdfhttps://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDISEASE/Documents/reportdisease.pdf


4


This is what the contact will see after they have selected the top link:

3. The contact must enter in the CAPTCHA security code

NOTE: The CAPTCHA code is NOT case sensitive

NOTE: If the contact is having troubles with the CAPTCHA code, have them select “Generate a new image” or “Play the audio code”

NOTE: There is no limit to the number of images they can select

4. Have the contact select “Next”



5


5. This is the screen the contact will see. Have the contact select “Next” again



6


NOTE: The contact has the option of opting out of daily assessments

If the contact selects “No, I do not want to participate”, they will not receive daily assessments. However, you will not be notified they have opted out, the only way to check is go into their contact page, and you will see that their “Monitoring Status” is now “Opted Out.”

NOTE: If they contact has select “No, I do not want to participate”, by accident, they will have to notify the contact tracer and ask to change the “Monitoring Status” back to “Monitoring.”



7


6. Once the contact has selected “Yes, I agree to participate” and “Next”, this is screen they will see:



8


7. The contact then must check a symptom checkbox or enter information into the field “If you have other symptoms please explain.” for the “Submit” button to appear

NOTE: If nothing is selected, the “Submit” button will not appear

However, if any symptom is selected or text is entered in the field “If you have other symptoms please explain.” the “submit” button will appear

8. Have the contact click on “Submit”. They will see the message “Submission completed

successfully.” The assessment is now complete



9


9. You can check the assessments by going to “Assessments” on the contact’s screen in ARIAS

10.



10


How to Set up Email Automated Assessments in ARIAS

1. Enter in a valid email address

2. Select “Email” for “Preferred Method of Contact”

3. Select “Yes” for “Automated Monitoring”

4. Select the language for the assessment. Available languages are:

o English o Spanish o Korean o Russian o Chinese (Cantonese) o Chinese (Mandarin) o Vietnamese

5. Select “Monitoring” for “Monitoring Status”

6. Click on “Save”

NOTE: Once you click on “Save”, the contact will receive a text assessment within 1-2 minutes. If the contact does not receive a text, please follow methods of troubleshooting. Before you get off the phone with the contact, please ensure they can complete the initial assessment.

• Confirm the contact received the text or email

• Confirm the contact can access and complete the assessment

• Confirm the completed assessment can be seen in ARIAS after the contact submits



11


What Does the Contact see with Email Automated Assessments?

The contact will see this in their email:

11. The contact needs to make sure they are selecting on the correct link, the name will appear on the top of the text message

12. If it is correct, the contact must open the top link, this will take them to the assessment

NOTE: local county health department (the bottom link) will take them to a list of local public health

authority numbers in Oregon: https://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDI

SEASE/Documents/reportdisease.pdf

mailto:[email protected]://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDISEASE/Documents/reportdisease.pdfhttps://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDISEASE/Documents/reportdisease.pdf


12


This is what the contact will see after they have selected COVID-19 Exposure Survey (the top link):

13. The contact must enter in the CAPTCHA security code

NOTE: The CAPTCHA code is NOT case sensitive

NOTE: If the contact is having troubles with the CAPTCHA code, have them select “Generate a new image” or “Play the audio code”

NOTE: There is no limit to the number of images they can select

14. Have the contact select “Next”



13


15. This is the screen the contact will see. Have the contact select “Next” again



14


NOTE: The contact has the option of opting out of daily assessments

If the contact selects “No, I do not want to participate”, they will not receive daily assessments. However, you will not be notified they have opted out, the only way to check is go into their contact page, and you will see that their “Monitoring Status” is now “Opted Out.”

NOTE: If they contact has select “No, I do not want to participate”, by accident, they will have to notify the contact tracer and ask to change the “Monitoring Status” back to “Monitoring.”



15


16. Once the contact has selected “Yes, I agree to participate” and “Next”, this is screen they will see:



16


17. The contact then must check a symptom checkbox or enter information into the field

“If you have other symptoms please explain.” for the “Submit” button to appear

NOTE: If nothing is selected, the “Submit” button will not appear

However, if any symptom is selected or text is entered in the field “If you have other symptoms

please explain.” the “submit” button appears

18. Have the contact click on “Submit”. They will see the message “Submission completed

successfully.” The assessment is now complete



17


19. You can check the assessments by going to “Assessments” on the contact’s screen in ARIAS



18


How to Troubleshoot Automated Assessments

Contact is not receiving the text/email assessment

Make sure the contact’s information is entered in correctly, ALL the following must be entered in correctly:

For text: ✓ A valid phone number in this format “###-###-####” ✓ “Preferred Method of Contact” = “Text” ✓ “Automated Monitoring” = “Yes” ✓ “Email / Text Language” = an available language ✓ “Monitoring Status” = “Monitoring”

For email:

✓ A valid email address ✓ “Preferred Method of Contact” = “Email” ✓ “Automated Monitoring” = “Yes” ✓ “Email / Text Language” = an available language ✓ “Monitoring Status” = “Monitoring”

Try to “reset” the assessment

1. Go to the contact’s screen 2. Go to “Assessments” 3. Change “Automated Monitoring” to “---” 4. Change “Monitoring Status” to “---” 5. Click on “Save” 6. Wait about 5 seconds 7. Change “Automated Monitoring” back to “Yes” 8. Change “Monitoring Status” back to “Monitoring”

If the contact is still not receiving the assessment, please send an email to

[email protected] and provide as many of details are you can: o Contact ID o Phone Number o What carrier they are using o Type of phone they are using (Year/Model)

Text assessment link is being sent in two different text messages and is broken

This is a known issue for older model phones If the text assessment link is being broken, please offer the contact email assessments

mailto:[email protected]://dhsoha-my.sharepoint.com/personal/hui_s_kim_dhsoha_state_or_us/Documents/ARIAS%20users/[email protected]


19


Text assessment link is opening, but is showing a blank screen

Have the contact completely clear all apps on their phone, and open the assessment link with anther browser

Make sure the contact is opening the most recent assessment, older assessments once completed cannot be accessed again

If the text assessment is still showing a blank screen, please offer the contact email assessments

If the contact is still not receiving the assessment, please send an email to [email protected] and provide as many of details are you can:

o Contact ID o Phone Number o What carrier they are using o Type of phone they are using (Year/Model

Assessment link is showing a “Page not found” error message

Make sure the contact is opening the most recent assessment, older assessments once completed cannot be accessed again

If it is the correct assessment, this message is being shown because the assessment link is being broken

If the text assessment is still showing a blank screen, please offer the contact email assessments

CAPTCHA code is not working

The CAPTCHA code is not case sensitive, have the contact enter in the code without changing the capitalizations

o Phones will default the first letter being capitalized; this is okay. The first letter can be capitalized, but all others do not have to be capitalized

o “0” (zero) and “O” (the capitalized letter O) look very similar o “1” (one), “l” (the lower-case letter L), and “I” (the capitalized letter i) look very similar

Have the contact select “Generate a new image”, there is no limit to the amount a new image can be generated

Have the contact select “Play the audio code”, to confirm they are entering in the correct CAPTCHA code

mailto:[email protected]://dhsoha-my.sharepoint.com/personal/hui_s_kim_dhsoha_state_or_us/Documents/ARIAS%20users/[email protected]


20


Text assessment is delayed, or the contact is unsure when they should arrive

The contact will receive either a text or email assessment when you initially setup automated assessments within 1-2 minutes

Daily monitoring text assessments with arrive at 6AM everyday o It may be delayed up to 30 minutes

Daily monitoring email assessments with arrive at 8AM everyday o It may be delayed up to 30 minutes

Make sure all required information has been entered in If the text assessment does not arrive, please offer the contact email assessments If the contact is still not receiving the either a text or email assessment, please send an email

to [email protected] and provide as many of details are you can: o Contact ID o Phone Number o What carrier they are using o Type of phone they are using (Year/Model)

How can I see what the contact sees with text/email assessments?

If you want to see what the contact sees, log into the ARIAS Training environment: https://or-arias-training.crm9.dynamics.com

Change the list view to “All Contacts” Look for contacts that are assigned to “ARIAS Admins” Assign one of those contacts to yourself Set yourself up for text/email assessments using the contact that is now assigned to you

You can get this document in other languages, large print, braille, or a format you prefer.

Contact the Coronavirus Response and Recovery Unit (CRRU) at 503-979-3377 or email

[email protected]. We accept all relay calls, or you can dial 711.
mailto:[email protected]://dhsoha-my.sharepoint.com/personal/hui_s_kim_dhsoha_state_or_us/Documents/ARIAS%20users/[email protected]://or-arias-training.crm9.dynamics.com/mailto:[email protected]