Hot Sheet Records

ABOUT HOT SHEETS

Many organizations in the zoological community maintain some form of "area notebook" to record non-emergency animal, habitat and/or environmental changes or concerns. The Hot Sheet is designed specifically for this purpose; a flexible tool that can document a wide variety of events or items of current interest such as changes in environment, animal physiology, new physical conditions (scrapes/blemishes) and/or changes in behavior.

Please take a look below learn about:

1. Hot Sheet User Interface 
2. Hot Sheet Card Layout
3. Adding New Hot Sheets
4. Configuring Hot Sheet Lists

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SUMMARY OF HOT SHEET INTERFACE

1. Click the speech bubble icon in the Quick Access navigation menu to open the Hot Sheet panel.
2. Flexible filter options are available to narrow the display selection of Hot Sheets.
3. An area map and pie charts display the number of Hot Sheets based on region, area/exhibit and animal. 
   

   NOTE:  Depending on User Credentials, some Users may not have these graphic panels display.

4. The center column will display all active Hot Sheet cards based on filter selection.  Click on a card to view any associated comments and Users who have viewed the Hot Sheet card. 
5. The Comments panel will display all submitted User comments for the selected Hot Sheet. 
6. The bottom right panel will display a list of Users that have viewed the selected Hot Sheet.
7. The plus icon will launch a popup modal to record a new Hot Sheet.

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HOT SHEET CARD LAYOUT

1. Upper left displays the Title (if one was assigned), main subject of Hot Sheet (individual name, collection name, etc.), and Category assignment.  
2. Upper right displays the date/time, location and age of Hot Sheet.
3. Center displays checklist items and User Comments.
4. Orange exclamation point icon indicates Hot Sheet was submitted as a Priority Notice.
5. Eye icon indicates whether you have viewed a Hot Sheet card.  
6. Photo icon indicates an image was submitted as part of the Hot Sheet.
7. Users click the speech bubble icon to add comments to a selected Hot Sheet card.  If the speech bubble is purple, it indicates a comment as been added to the Hot Sheet. 
8. Click the minus sign icon to unfollow comment thread emails. 
9. Click the padlock icon to lock out a Hot Sheet and prevent further comments from being submitted.
10. Click the link icon to link the Hot Sheet to a Case ID. 

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ADDING NEW HOT SHEETS

1. Click the plus icon located below the list of Hot Sheet cards.
   
   
2. Date/Time:  Enter the date and time of the event.  These values will always default to the current date and time.
3. Title [optional]:  Add custom title to Hot Sheet.
4. Type:  Select a "type" identifier for the Hot Sheet you are recording.  This will help organize your Hot Sheets for future reference.  This selection will also trigger the other drop-down options that are available, as well as checklist items.  Choices for type include Individual, Collection, Area/Exhibit, Group and General.
5. Category:  Select a general category for your Hot Sheet.  Options include Behavioral, Physical, Environmental or Other. 
6. Area/Exhibit:  Select the area/exhibit you are reporting on.
7. Animal:  This field will only show when the "Type" selection is an Individual or Collection. Select the individual animal name or species name you are reporting. 
8. Checklist:  This is a custom list that can be configured for each Facility and is meant to help standardize and simplify the data entry process.  This list will change based on what "Type" is selected.  You can click and select as many checklist items that apply. 
9. Priority Notice:  If you would like an alert sent out via the Communication Center when the Hot Sheet is submitted, tick the Priority Notice box.  Priority Notice used to be a separate tool, and has now been incorporated as part of the Hot Sheet system. 
10. Comments:  Add any comments relevant to the Hot Sheet you are recording. 
11. Add Image:  If you would like to attach an image to the Hot Sheet, click on the camera icon.  
12. Submit:  Click the green check mark to submit the record.

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CONFIGURING HOT SHEET LISTS

NOTE:  The Hot Sheet Checklist configuration tool is located in your Company Settings.  Only Users assigned to the Admin Permission Group will have access to Company Settings.  

1. Click the Company Settings icon (gear icon).
2. Click the "Hot Sheet Checklist" link.
   
   
3. Click the plus icon to add a new checklist item.
   

   Note:  If you want to Edit an existing check list item, select it from the list (will highlight the row in blue) and click the pencil icon to make edits. 

   
4. Select a Hot Sheet Type from the drop-down menu.
5. Enter a Description.
6. Click the green check-mark to Submit.