Group and Multi-Chat

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Members

APAN Group Chat enables multiple users to have real-time, chats with other members of the same community. 

Member Access and Permissions

How do I access my Group's chat room?

There are a couple of ways to locate your chat room. 

Use the URL:

1. Go to https://chat.apan.org. From here you will be able to identify your group or site that you belong to.
2. Select the group or site link. 
3. Go to your group's or site's chat room and click the link.

From your group:

1. From your group, click the grid icon within the top APAN Header. (Icon with many squares)
2. Click Chat.
3. Click on the chat room(s) you wish to go to.
4. You should be re-directed to https://chat.apan.org in a new window.

 For quick access: Be certain to bookmark this URL within your browser.

I used a Chat URL, but received a message that I do not have access to that Group or Site, what should I do?

1. Become an APAN member, if you are not already.
2. Ask the person you received the URL from for the name of the APAN Community.
3. Request membership to that community.

Can I have multiple chat rooms open?

Yes. If multiple chat rooms are created, you can position your browser windows to be able to moderate multiple chat rooms simultaneously or if multiple rooms are open within the chat application you can also jump from room-to-room using the chat room’s tabs. 

I’d like to discuss a topic with one person privately. How do I do this?

There are two ways members can have a private discussion:

Option 1: Private discussion between non-colleagues but are members of the same group/site.

1.  Under 'Online Users' select the group member you would like to chat with. A new chat room will appear.  This can also be done between colleagues that are within the same group/site.

Option 2: Private discussion between colleagues and members of the same group/site

1. Click the plus symbol.  The Chat navigation bar will appear.
2. Change the drop down to colleagues.
3. Select the colleague you wish to chat with. A new chat room will appear.

Member Settings & Configurations

Can I change my Chat status?

1. Yes. Click the status drop down.
2. Select available, away or do not disturb.

Can I change my Chat user settings?

Yes. Click the settings icon to the left of the status drop down.

• Display density allows you to change the look and feel of your chat.
• Max rows allow you to view more or less conversations.
• Turn on or off Audio notifications if you have speakers.
• Turn on or off the ability to show translated messages.

How do I turn on/off the ability to see when people enter and exit the chat room?

Within chat.apan.org, from the chat room records page, select Entry/Exit Notifications to be on or off.

Troubleshooting

Why do I have to keep logging back into APAN and go back to the chat room?

If you are monitoring a chat session and not contributing to a discussion you will timeout within 20 minutes of no activity.

To keep you session alive, open another window and occasionally click around within APAN.  This will maintain your session, keeping it from timing out.

If there are more than 10 people in my Group Chat, can I scroll down to see the entire list of participants?

No. At this time, the multi-chat functionality is the only place where this occurs. If you would like to scroll past 10 people in a chatroom, go here: https://chat.apan.org/home/multichat 

Owners

New Chat Room

How do I create a chat room for my Group?

Only owners of Groups or Sites can create chat rooms.

1. If you are an owner of a group, enable the Chat Room features within your group.
2. Click Group Options.
3. Ensure chat room settings is checked.
4. Click Save.
5. Go back to your group, if you're not redirected.
6. Click New.
7. Click Add New Chat Room.
8. Complete the Create a Room form by adding a Name and Descriptions.
9. Check Room Notifications to show when members enter or exit the room.
10. Click Save.

How do I create multiple chat rooms in my Group?

1. Use the steps above, create the first chat room. 
2. Remember, you may wish to identify each chat room specific to the topic that will be discussed in each to avoid confusion.
3. Once the first chat room is created, in the chat room breadcrumbs, click the name of your [Group] or [Site].  A manage chat rooms page will appear.
4. Click Add to create additional chat rooms under the same group.
5. Click Save.

How do I create a chat room for my Site?

1. From your APAN Profile, click the Apps/Grid icon in the main APAN header.
2. Click Chat.
3. You'll be redirected to https://chat.apan.org.
4. Click My Sites (If no chatrooms are created, click Show All Sites.)
5. Find your site in the list.
6. Click on the site name.
7. Click Add new to create a chat room.
8. Add a name for the chat room
9. Click Add.
   

Manage Settings & Configurations

How do I turn the chat room off in my Group?

1. Go to [group].
2. Go to More Options.
3. Uncheck Chat Room features.
4. Click Save.

Can I edit the chat room name in https://chat.apan.org?

Yes, you may edit the chat room name.

1. From the chat room records page, select Options.
2. Select Edit.

How do I delete the chat room?

1. Go to chat.apan.org.
2. Find the group the chat room is in. Open the Group's chat rooms.
3. Locate the chat room you wish to delete.
   1. Under the options tab, click Delete Room.  A warning message appears.  Confirm, select Delete.
4. If you have embedded the chat room in your group or site, you'll need to delete the widget or Web-Part for that chat room from your group or site. 
5. From the chat room records page > options > Delete Room.

What does the JID mean in Edit options?

JID is the chat room unique identifier. This is used because some chat room names may be used repeatedly between groups. This allows for duplicative names.

Clearing and Archiving Chats

What is the difference of Clearing and Archiving chats?

Clearing is when one wants a clean slate.  This may be needed for exercise shift changes or a new day has occurred and you no longer need yesterday's conversations.

Archiving is when all the conversations are kept for historical purposes from the database.

Clearing Chats

How do I clear chat room conversations?

From the chat room records page > options > Clear Messages.

I just cleared the conversations; I’d like to restore them. Can this be done?

No, the conversations are removed from the chat window.  At this time, these conversations cannot be restored to the chat window.

If I cleared the chat room, can the chats that were cleared still be archived?

Yes, the conversations are archived and can be obtained through exporting the archived messages. 

Archiving Chats

Can I archive the chat room conversations?

Yes, APAN Chat conversations can be archived.

1. From the chat room records page, click options.
2. Select a start and end date of the conversations you wish to archive.
3. Select Export.  A spreadsheet will open with a record of the conversations.
4. Save the spreadsheet for your records.

Can archived messages be translated?

Yes, archived messages can be translated.

1. From the message archive options, you will be able to choose what type of translation that will be performed. This option is enabled by default.
2. There will be two types of valid translation types:
   1. The first type is non-English languages to English.
   2. The second type will be English to a single non-English language.
3. The translate to language is the user’s preferred APAN language.

Using Multi-chat

If you are an APAN user who belongs to a community with multiple chatrooms, you can utilize the multi-chat feature. This feature allows users to see multiple chatrooms on one or more screens.  The multi-chat feature is currently in BETA.

1. To use the Multi-chatroom Viewer, go to chat.apan.org/home/roomselection . You will see a list of your rooms:
   1. 
2. From the list, move the available chatrooms to the selected chatroom list using the arrows. 
   1. 
3. If you do not see a chatroom that you know you've accessed before, click the appropriate time frame of the Chatroom.
   1. 
4. You can adjust the order of the rooms using the up and down toggle buttons.
5. Click Launch Selected Rooms. The multi-chatroom viewer will appear.
   1. 

I want others in my community to see these same chatrooms. How do I send them this information?

You can copy and paste the multi-chat URL in an email and send it to a colleague. The chatrooms can only be viewed if the member has permissions to see the chatroom. In other words, if a user is a member of the community, they should be able to see the chatrooms. Remember, your chatroom list is everything you have permissions for. Please ensure that the user is a member of your same communities.

Does this work for both Verint and SharePoint communities?

Yes.  If a user is a member of the community and that community has a chatroom, the user should see the same communities.

How many chatrooms will scale across monitors in the multi-chat feature?

Max capacity is 100 chatrooms.

Can I view the chatrooms across multiple monitors?

Yes, drag the corners of your browser across multiple monitors increasing the size of the viewer.

Can I expand the room size outside of the multi-chat feature?

Yes, use the double arrows in the corner of the chat room to expand the size of the room. You can also use this same feature to reduce the size once expanded.

You can also use the View Single Room button at the top of the screen. 

How can I go back to the room-selector list?

Select the Room Selection button at the top.

As an owner, I just added someone to my community, and they are not seeing the chatroom in their multi-chatroom viewer list.  What do I do?

Be patient. The tool may take up to 30 minutes to sync. 

(Information last reviewed on 28 June 2023)