Admin Guide: General Overview of the Eolas Medical Platform
General overview of the Eolas Medical platform for admins, covering navigation, managing users, adding content, and using mini-apps.
Step-by-Step Guide
1. Understanding Ask Eolas (AI-Powered Search)
- Eolas is an AI-supported knowledge management platform, letting users find answers to clinical and non-clinical questions within seconds, once AI has been enabled for their department or hospital.
- Search scope: when searching with the AI, users can choose whether it searches only their local internal content, or external content as well.
- External content is managed by Eolas and includes sources such as NICE and other national guidelines.
2. Asking Questions and Getting Referenced Answers
- Type a question in plain English — this is preferred, but the AI can also handle abbreviations.
- Full referencing: every answer is fully referenced, showing the exact page and line the answer came from.
- No content available: if a question is asked and no relevant content has been uploaded to the space, Eolas will say that no source or guideline is available — rather than generating an answer, as some other AI tools might.
- Traditional search: simple/traditional search is still available by clicking into the search bar, or by navigating into a space and searching within its sections.
3. Controlling Ask Eolas Access
- Admins have full control over whether Ask Eolas is enabled for their department, space, or hospital.
- In the Admin Panel, go to Content Management, click the notepad icon, and change the activation status — you can set it to be active for admins only, or switch it off completely.
4. Logging In and Navigating Between Spaces/Teams/Departments
- On first login, users select their hospital or trust and their team.
- Admins who accept an admin invite are automatically added to the relevant space or team.
- Homepage: shows all the teams or departments a user belongs to, and allows navigation between department and trust spaces.
- Being an admin of a department space does not automatically make someone an admin of the trust space.
- Switching spaces: click the space-switch icon, or use the back navigation, to move between different spaces or teams.
5. Understanding the Admin Panel
- Admins of a department or team space are met with the Admin Panel when they click into that space, where they can control everything within it.
- Web/desktop only: the Admin Panel is only available on the web or desktop version of Eolas. On the mobile app, admins can still invite users and accept requests.
- Click the home icon to preview the standard (non-admin) user view, and the admin icon to switch back into the Admin Panel.
6. Managing Content Sections
- Content Management is where admins add, delete, or move content.
- Creating sections: choose between sections with subsections or file-only sections.
- Sections and their order can be changed later — drag and drop to rearrange them at any time.
7. Adding and Publishing Content
- Once a section is created, content can be added — a section with subsections will prompt you to add a subsection first.
- Supported formats: PDF, PowerPoint, Excel, videos, weblinks, and other file types.
- Bulk upload: drag and drop, or bulk upload up to 50 files at once.
- Review dates and stewards: after uploading, add an optional review date and nominate stewards — stewards are document authors who receive notifications when documents are due for review or have expired.
- Publish or draft: choose to publish content immediately, or leave it in draft mode so it's visible to admins only, not standard users.
8. Unpublishing and Version History
- Click the three dots next to a published file to unpublish it or view its version history.
- Version history: shows every version of a document or file that has existed, going back up to several years, so you can see exactly what a file looked like at a given date.
9. Organising, Moving, and Creating Shortcuts for Content
- Change how content is organised — alphabetically, by date, or by dragging and dropping items into your preferred order.
- Move content items to other sections as needed.
- Shortcuts: if a document is relevant to more than one section (for example, a COVID-19 guideline relevant to both Respiratory and Cardiovascular), select it, choose Create Shortcut, and pick the section it should also appear in.
- A shortcut is clearly marked as not the original file. Editing the original file updates it everywhere it's linked, so it only needs to be edited once.
10. Using Mini-Apps
- News Feed: send notifications to everyone in your space, send read reminders only to people who haven't opened a notification, and see who has read it.
- Meet the Team: include photos and bios of team members.
- Contacts: list contacts and organise them by type or specialty.
11. Renaming or Deactivating Sections
- Click the notepad icon next to a section to rename it or deactivate it.
- Deactivated sections move to a separate deactivated section area that is only visible to other admins.
- Click the admin icon to return to the Admin Panel at any time.
12. Managing Users
- Inviting users: invite via a QR code, a link, or bulk invite by email — upload a spreadsheet of names and email addresses and Eolas will populate the invite automatically. Bulk-invited users are brought directly into the space without needing to accept a request.
- Trusted emails: add trusted email domains, such as an NHS.net domain, to pre-authorise access.
- Login tokens: use a login token to give temporary staff or shadowing users read-only access to the space without creating an account.
- Export a user list at any time, and remove users easily.
13. Managing Admin Permissions
- Full admins: have access to the entire Admin Panel.
- Limited admins: can manage only the specific sections they've been given access to, and can add or edit content in those sections only.
14. Using Analytics
- The Analytics tab in the Admin Panel shows everything happening in your space, including which files have been opened the most and what people are searching for — useful for identifying content and knowledge gaps.
15. Getting Help and Support
- Click Help and Support to reach the Eolas support website, which has FAQs and guides for admins and new users.
Common Questions This Article Answers
Ask Eolas (AI Search)
- What is Ask Eolas? Ask Eolas is the platform's AI-supported search feature, letting users get referenced answers to clinical and non-clinical questions from their space's own content, and optionally from external sources like NICE guidelines.
- What happens if there's no content to answer a question? Ask Eolas will tell the user there is no source or guideline available, rather than generating an answer without a reference.
- How do I turn Ask Eolas on or off for my space? In the Admin Panel, go to Content Management, click the notepad icon, and change the activation status to admins-only or fully off.
General Admin Features
- What is the Admin Panel on Eolas Medical? The Admin Panel is where admins manage content, users, settings, and analytics for their space. It's only available on the web or desktop version of Eolas.
- How do I navigate between spaces? Use the space-switch icon in the top menu to move between department, hospital, and trust spaces.
Managing Users
- How do I invite new users to my space? Use Manage Users in the Admin Panel to invite via QR code, link, or bulk email invite using a spreadsheet of names and addresses.
- Can I give temporary staff access without creating an account? Yes — use a login token to give temporary or shadowing staff read-only access without an account.
- How do I manage admin roles? In Manage Users, assign full admin rights (access to the whole Admin Panel) or limited admin rights (access to specific sections only).
Content Management
- What types of content can I add? Files (PDF, PowerPoint, Excel, video), weblinks, and other formats can be added, with bulk upload for up to 50 files at once.
- Can I track document review or expiry? Yes — set an optional review date and nominate stewards, who are notified when documents are due for review or have expired.
- Can the same document appear in more than one section? Yes — use Create Shortcut to link a document into additional sections. Editing the original file updates every linked copy.
- Can I see previous versions of a document? Yes — version history shows every past version of a file, going back up to several years.
Mini-Apps and Analytics
- What are mini-apps? Mini-apps like News Feed, Meet the Team, and Contacts add tailored functionality to a space.
- How do I send updates to users? Use the News Feed mini-app to send notifications, target read reminders to those who haven't opened them, and see who has read them.
- How can I see what users are searching for? The Analytics tab in the Admin Panel shows the most-opened files and search activity, helping identify content and knowledge gaps.
Transcript of Video
0:00 - Introduction
0:20 - Overview of Ask Eolas, the AI-supported search feature, and choosing internal vs. external content.
1:37 - Selecting your hospital/trust and team on first login.
2:23 - The Admin Panel, and that it's web/desktop only.
2:43 - Content Management: creating sections, with or without subsections.
3:42 - Bulk uploading up to 50 files at once.
3:54 - Setting review dates and nominating stewards.
4:16 - Unpublishing files and viewing version history.
4:52 - Moving content and creating shortcuts across sections.
5:11 - Mini-apps: News Feed, Meet the Team, and Contacts.
6:26 - Inviting users via QR code, link, or email. Bulk inviting users with a spreadsheet.
6:49 - Trusted email domains and temporary login tokens.
7:01 - Exporting and removing users.
7:09 - Managing admin permissions: full vs. limited admins.
7:35 - The Analytics tab: most-opened files and search trends.
Support Contact
For more detailed guidance, visit our Knowledge Base or email us at support@eolasmedical.com.
Common Questions This Article Answers
General Admin Features
-
What is the Admin Panel on Eolas Medical?
The Admin Panel is where admins manage content, users, and settings for their space. -
How do I navigate between spaces/teams/departments?
Use the Switch Space icon above the search bar to move between different spaces or select 'Home' on the left hand side panel.
Managing Users
-
How do I invite new users to my space?
Use the Manage Users option in the Admin Panel to send invites via email, QR code, or links. -
Can I control who accesses my space?
Yes, you can configure access settings as Open, Invite Only, or Trusted Emails. -
How do I manage admin roles?
Add or modify admin rights in the Manage Admins section.
Content Management
-
What types of content can I add?
Files, links, flashcards, and editor items can all be added to your space. -
How do I add clinical guidelines to my space?
Use the Generic Content Repository to add documents like rotas, guidelines, or policies. -
Can I track document expiration dates?
Yes, you can monitor upcoming expirations and update or remove outdated content.
Mini-Apps
-
What are mini-apps?
Mini-apps like Education and Learning, Newsfeed, and Patient Leaflets provide additional functionality tailored to specific needs. -
How do I send updates to users?
Use the Newsfeed app to share updates and send push notifications.
Next:
Adding Content to a Generic Content Repository
Inviting Users
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