Technology Tool & Training Recommendations Table

Owned by Jennifer Hill
Last updated: Dec 13, 2023 by Lena Smith Parker
15 min read

YSM Communications & Department Communications

Please refer to the table below to see which tools are currently being recommended to use in the office. If you have specific questions about the tools you’ve been granted access to, please refer to our Technology Onboarding document for more information.

The Office of Communications uses MAC computers. To learn more about these machines please refer to LinkedIn Learning.

Other important links for employees to know: Yale School of Medicine website, Yale Medicine, It’s Your Yale, Yale Links, and MyYSM.

Tools
Functionality
Company
Yale
License?
Team that Uses the Tool
Description
Recommendation
Trainings and Links
Web-based or Desktop App
Tools
Functionality
Company
Yale
License?
Team that Uses the Tool
Description
Recommendation
Trainings and Links
Web-based or Desktop App
Accessibilitynow.com
Digital accessibility
Crawford Technologies
No
All
Communications Officers
Tool to make documents digitally accessible for posting online, comes with a small fee.
Any document posted online must be digitally accessible according to Yale’s Digital Accessibility policy.

 

Product Overview Video
Web-based
Adobe Acrobat
PDF Reader
Adobe
Yes
All
Create, edit, and review PDFs. E-sign documents, and collect signatures.
Any pdf to be posted online must be digitally accessible according to Yale’s Digital Accessibility policy.

 

Adobe Resources
Both
Adobe Express
Social Media Graphics
Videos
Websites
Adobe
Yes
Multimedia
All-in-one content creation software
Contact the multimedia team for needed graphic creation.
Adobe Tutorials
Both
Aha!
Story Ideation
Idea Management Solution
Aha! Labs Inc.
No
Communications Officers
Technology Team
Online tool used to collaborate on new story concepts and crowdsource and vote on ideas.
Contact Mark.Albis@yale.edu to learn more.
Ideas Support
Web-based
After Effects
Visual Effects & Motion Graphics
Adobe
Yes
Multimedia
Video/motion graphics editing software
Contact the multimedia team for video creation and After Effects technical support. Contact Kimberly.Conner@yale.edu for support
Adobe Tutorials
Creative Cloud Training
Both
Altmetric
Data Reporting
Engagement Tracking
Digital Science
No
Audience Development
Use for online engagement tracking to reveal how and where research is making a difference.
Ask Audience Development team for insights into research performance
Resources
Web-based
AI / Chat-GPT
Content Generation

General Assistance
Microsoft
Yes, usage fees apply
All (upon request)
Technology
Specialized instance of the GPT for general use.
Contact Tech team/ Mike Friscia to discuss
Contact Mike Friscia at michael.friscia@yale.edu
Web-Based
Airtable
Data Reporting
Database Builder
Project Management
Spreadsheet Program
Airtable
Yes
Multimedia
YM Content Team
Helpful with project and data management, and in creating workflows.
Recommended for projects that require a lot of collaboration or a lot of data that needs to be viewed in different ways. Examples include: a year-long project, assignments for photographers/writers/illustrators for an annual report, etc.
Demos
Guides
Web-based
Beatrix
Content Management System
Yale School of Medicine
Yes
All
Technology Team
Web Services
A proprietary content management system that was created by the Office of Communications, but is available to everyone at Yale University. It helps to organize and share news, events, faculty information, and more on our websites.
Use Beatrix for people profiles, YSM news, events, and multimedia to be posted to YSM websites. Contact Ysm.editor@yale.edu to learn more.
Videos
Support Documentation
Web-based
Box
File Storage & Sharing
Box, Inc.
Yes
All
Support Staff
Technology Team
Web Services
Content and file management, file sharing, and asset storage work space.
Use Box for files you want to share and co-edit between people or devices. It has an integration to display on YSM websites giving web owners access to update their online files directly.
Training videos and more
Web-based
Bookings
Public Scheduling
Microsoft
Yes
All
Customize appointment details and booking requirements; integrates with your Microsoft 365 calendar to help quickly find available times that work.
Recommended for building a schedule or making appointments for office hours.
Microsoft Resources
Web-based
Brandwatch
Social Media Management
Cision, Ltd.
No
Social Media
Professional social media toolkit for post scheduling, analytics and brand monitoring across multiple platforms.
An enterprise social intelligence platform that analyzes online conversations and offers meaningful insights to better understand the return on one’s marketing spend.
Training Videos
Web-based
Campus Groups
Campus Experience Management
Event Registration
READY Education
Yes
All
Private community platform, uniting student organizations, departments, teams and every group on campus.
The official platform at Yale that student organizations and front-line student service departments host their events on.
Resources
Web-based
Canva
Graphic Design & Templates
Canva
No
Communications Officers
Social Media
Simplified, web-based graphic design softwares for social media.
Not recommended.
Tutorials
Web-based
CapCut
Video Editing
ByteDance, Ltd.
No
Audience Development
Social Media
Mobile-compatible video editor for social media tools.

 

 

Web-based
Cision
Media Monitoring
Cision, Ltd.
No
Audience Development
All-in-one brand monitoring and media outreach tool.
Contact Audience Development team for more info.
Tutorial at Otter PR
Web-based
Clarity
Website Analytics and Heatmaps
Microsoft
Yes
Technology Team
Web Services
YM Content Team
Tool for website analytics, heatmaps, videos, and more.
Use with Google Analytics.
Documentation
Web-based
Confluence
Project Management
Team Collaboration
Atlassian
No
All
Technology Team
Web Services
A collaborative workspace where dynamic pages can be created to capture and share knowledge and ideas. It can also save and organize project-related materials.
Recommended to use for team documentation storing, maintaining institutional knowledge, or user guides for our custom tools. Multiple people can be given access to edit a page or workspace.
Youtube getting started
Confluence does change often so this video may be a little outdated
Web-based
Constant Contact
Email
Constant Contact, Inc.
No
Communications Officers
Email tool used to find, attract, and engage customers. Can be used for sales, marketing, leads and ROI tracking.
Use of Constant Contact is discouraged, due to security issues identified by ITS. (12-13-23)
Communications recommends using Yale Message, as it contains Yale templates and connects to Yale HR listings.
Resources
Web-based
Doodle Poll
Scheduling
TX Group
No
Support Staff
Online poll creator that allows you to find the best time for everyone to meet.
Recommended for simple meetings involving outside/external invitees.
For Yale employees, use Outlook to schedule meetings and events.
Video and Resources
Web-based
DPHOTO
Photo Asset Management
DPHOTO
No
Multimedia/Photo
Photo asset management & distribution (used for contact sheets) tool.
Not recommended for external use.
Used internally by YSM photo team.
Updates
Web-based
EventBrite
Registration event and Management
EventBrite
No
Support Staff
Customize event pages and market events through the Eventbrite Marketplace and integrated email and social media integrations.
Recommended for small events.
Help Center
Web-based
Excel
Data Reporting
Spreadsheet Program
Microsoft
Yes
All
Use cells and spreadsheets to budget, plan, categorize, and calculate.
Recommended to share spreadsheet files with all employees and University members.
Yale LinkedIn Learning Courses
Yale Learn and Grow
Both
Facebook
Social Media/Networking
Meta
No
Audience Development
Communications Officers
Social Media
Social networking site to connect people and create communities. Posts are shared with Friends.

 

 

Web-based
Figma
Web Design/Collaboration
Adobe
No
Technology Team
Web Services
Use to create and share web design files.
Contact Mark.Albis@yale.edu to learn more.
Design Basics Documentation
Both
MS Forms
Online Surveys & Quizzes
Microsoft
Yes
All
Customize surveys with real-time results.
Not recommended.
The office prefers if employees use Yale’s Qualtrics tool.
Microsoft Resources
Yale LinkedIn Learning Courses
Both
Forms
Online Forms
Salesforce
Yes
Business Office
Support Staff
Tool for housing official YSM forms, such as finance forms, built by the Salesforce health team.
Recommended for when there’s a need to create any official YSM forms.
Contact YSM F&A
Web-based
Freshpaint
Data reporting
HIPAA Compliance
Website Analytics
Freshpaint
YSM and YNHH are currently paying for a combined account
Technology Team
Web Services
Helps to scrub potential PHI data that is sent to third parties, i.e., Google.
Contact Mark.Albis@yale.edu to learn more.
Freshpaint Documentation
Web-based
Getty Images
Stock Photography, Images, and Video
Getty Images
Yes
Communications Officers
Multimedia
YM Content Team
Users can access a media library full of stock images, photos, video, and music. Getty Images holds the rights to these assets, but YSM purchases a set number each year for Communications Officers to use.
Recommended to find new stock photos. Communications officers can be given access to YSM’s licensed images on Getty. Please contact ysm.editor@yale.edu for access.
Search the preview of images YSM has access to here.
Web-based
Google Analytics
Data Reporting
Website Analytics
Google
Yes
Communications Officers
Technology Team
Web Services
YM Content Team
Tracks, reports, and creates dashboards in regards to website traffic and stats.
Contact Ysm.editor@yale.edu to learn more.
Google Analytics Academy
Web-based
Google Drive
Google Docs
Google Sheets
Google Slides
File Storage & Sharing
Google
No
All
Google Drive stores files, spreadsheets, documents or slides that can be shared and co-authored, making it very handy for collaboration.
Google Docs is good for quick writing collaboration opportunities.
YSM websites have an integration with Google Sheets and can display them on websites, giving web owners access to update their online files directly.
Google Slides is helpful for presentations that need to be shared across devices.
Overall, it’s recommended to use Box or MS OneDrive (integrated with Microsoft365 and SSO) for storing important Yale files, instead of Google Drive or Google Docs.
One limitation of Google Drive is that Yale users have to register their Yale email address (or use a personal email address) to be used with Google in order to access the services. If any Yale content is housed in Google Drive, owners have to be aware that no one can access the information in case of emergency unless they’ve been given edit access in advance.

 

Google Drive Training
Links to more trainings for all Google products are there as well
Web-based
Illustrator
Graphic Design
Adobe
Yes
Multimedia
Use for vector editing & creation, design.
Contact multimedia team for graphic creation.
Creative Cloud Training
Both
InDesign
Publishing & Page Layout Design
Adobe
Yes
Multimedia
Use for desktop publishing and page layout design software.
Contact multimedia team for InDesign support.
Creative Cloud Training
Both
Instagram
Social Media/Networking
Meta
No
Audience Development
Communications Officers
Social Media
Social networking site with free photo and video sharing features. Posts are shared with Followers.

 

 

Web-based
Issuu
Digital & Electronic Publishing
Issuu, Inc.
No

 

This tool prepares web-based print-like books.
Not recommended.
We do not recommend posting to YSM websites as they create usability and accessibility issues for users.
Alternates: We would recommend using the Beatrix publications tool or posting an accessible pdf if a specific layout or ability to print is necessary.
Help Center
Web-based
iStock
Stock Images and Illustrations
Getty Images
No
Multimedia
A website that has stock images and illustrations.
Not recommended.
YSM has a license with Getty Images, so we recommend using Getty instead. Using IStock will require purchasing images separately.
FAQ
Web-based
Jira
Project Management
Project Requests
Task Assignment
Track Progress
Atlassian
No
Business Office
Multimedia
Support Staff
Web Services
Technology Team
This is the ticketing system the Office of Communications uses to track and manage website projects and software-related developments.
Jira is a powerful tool for assigning project tasks, ticketing, bug tracking, and project management that requires substantial set up time and learning. The majority of employee needs can be met by using Qualtrics (for forms or tickets), or Airtable or Microsoft Project (for project management). Contact Mark.Albis@yale.edu to learn more.
Training for Jira may be best handled locally, we have many plugins and customizations that training videos will not cover.
Web-based
Lightroom
Photo Editor
Adobe
Yes
Multimedia
Bulk image organization & processing tool.
Recommended for bulk image processing and editing. Can contact multimedia team for support. Contact abigail.campbell@yale.edu for support.
Creative Cloud Training
Both
LinkedIn
Social Media/Networking
Microsoft
No
Audience Development
Communications Officers
Social Media
Business-focused social media platform for people to present their professional careers and build connections.

 

 

Web-based
LinkedIn Learning
Learning Management System
LinkedIn
Yes
All
A learning platform full of video courses and tutorials taught by industry experts in a variety of skills.
Recommended when needing a new online course. Search LinkedIn Learning for a variety of reasons, i.e., a refresher course on software or information you already know; to learn something new if you have been tasked with a project; or browse and see what trainings might be interesting to you or helpful in your position.
No training required. This tool is meant to provide you with training for everything else.
Web-based
Linktree
Social Media/Networking
Linktree
No
Audience Development
Social Media
Helps to combine website and social links in one place to easily link from bios.
Recommended to be used when working with YSM social media channels.
Help Center
Features
Web-based
Looker Studio
Data Analytics tool
Google
Yes
Communications Officers
Technology Team
Web Services
Data analytics tool
Recommended to use when building reports with data. Contact Ysm.editor@yale.edu to learn more.
Looker Studio Help
Web-based
Music Vine
Royalty-free music for videos
Music Vine Limited
No
Multimedia
A library of royalty-free music for videos and posts.
Contact multimedia team for usage
Not Needed
Web-based
NetX
Digital Asset Management System
NetX
Yes
Multimedia
Houses archive of YSM photography and video; can be searched and shared.
Contact the multimedia team for image search and collection, and contact Ysm.editor@yale.edu to learn more.
Videos
Web-based
New York Times
News Articles
The New York Times Company
Yes
News & Publications
Daily newspaper with online articles.
Yale faculty and staff get a free subscription and the office recommends utilizing the opportunity.
Sign up for a free Subscription
Web-based
OneDrive
File Storage & Sharing
Microsoft
Yes
All
Use to store and share files, images, videos and more.
Recommended for sharing, storing and editing files with Yale colleagues.
Box should be used to share files on websites or when working with a broader list of collaborators.
Microsoft Resources
Yale LinkedIn Learning Courses
Both
OneNote
Note Taking & Saving
Microsoft
Yes
All
Designed for free-form information gathering and multi-user collaboration. Create digital notebooks to organize ideas.
This tool is available in our Microsoft suite, but it is not often used office-wide; employees can use it to keep their own notes/tasks/projects organized.
Microsoft Resources
Yale LinkedIn Learning Courses
Both
Outlook
Email
Calendar
Scheduling Meetings
Microsoft
Yes
All
Yale’s preferred email and scheduling tool.
Recommended for emailing and scheduling meetings or events with Yale employees. Review our YSM branded email signature guidelines.
Microsoft Resources
Yale LinkedIn Learning Courses
Both
Photoshop
Photo & Graphics Editor
Adobe
Yes
Multimedia
Graphics & photo editor
Recommended for image editing and output. Contact abigail.campbell@yale.edu for editing support
Creative Cloud Training
Both
Planner
Project Management
Task Assignment
Track Progress
Microsoft
Yes
All
Assists in creating project plans and status updates, sharing files with colleagues, and organizing and assigning tasks throughout projects.
This tool is available in our Microsoft suite, but it is not often used office-wide; employees can use it to keep their own notes/tasks/projects organized.
Microsoft Resources
Yale LinkedIn Learning Courses
Both
PolicyTech
Document Management System
Navex
Yes
All
PolicyTech houses all official YSM policies, guidelines, references, and procedures.
Work with YSM Policy to add any official YSM policy, guideline, reference, or procedure.
Policytech Help
For general questions, email YSM Policy
Web-based
PowerPoint
Presentations
Microsoft
Yes
All
Support Staff
Make a customized presentation using a variety of slides; add text, images and video.
Recommended for creating presentations, or to create visual-heavy PDFs for Yale employees. Use our PPT branded templates.
Use Google Slides to share presentations across multiple editors or devices.
Microsoft Resources
Yale LinkedIn Learning Courses
Both
Premiere
Video Editor
Adobe
Yes
Multimedia
Non-linear video editing software.
Contact kimberly.conner@yale.edu for support & video creation.
Creative Cloud Training
Both
Project
Project Management
Task Assignment
Track Progress
Microsoft
Yes
All
Helps Project Managers develop schedules, assign resources to tasks, track progress, manage budgets, and analyze workloads.
This tool is available in our Microsoft suite, but it is not often used office-wide; employees can use it to keep their own notes/tasks/projects organized. Not everyone may have a subscription to use all the features.
Microsoft Resources
Yale LinkedIn Learning Courses
Both
Qualtrics
Online Surveys & Polls
Silver Lake
Yes
Support Staff
Technology Team
Web Services
Create, design, and distribute online surveys and polls.
Recommended to create online surveys and forms. They can be displayed on YSM websites giving web owners access to update their forms directly. Qualtrics is PHI-approved.
Yale’s Qualtrics tool and Support
Web-based
Rev.com
Audio and Video Transcription Management
Rev
No
Multimedia
YM Content Team
Provides closed captioning, subtitles, and transcription services.
Recommended to transcribe audio and video files.
Not Needed
Web-based
Scheduler
Public Scheduling
Microsoft
Yes
Multimedia
Scheduling beyond meetings
Recommended for building a schedule that perpetuates, such as for headshots.
Microsoft Resources
Web-based
SDL Tridion
Content Management System
Tridion
Yes
Technology Team
Web Services
CMS used to manage static content and structure of YSM websites.
Only the Web Team has access to SDL Tridion. All other members of the YSM community use Beatrix.
Contact Ysm.editor@yale.edu to learn more.
Web-based
Semrush
Analytics
Data Reporting
Engagement Tracking
Online Visibility Management
Semrush
No
Marketing
YM Content Team
Content management SaaS platform that marketers use to build, manage, and measure campaigns across multiple channels.
Recommended for optimizing SEO for all content.
Help Center
Web-based
SharePoint
Collaboration
File Storage
News Posts
Shared Calendars
Microsoft
Yes
All
Share and manage content, knowledge, news, and applications that encourage teamwork and collaboration. Can also be used to create internal websites.
Recommended for YSM departments to use when creating specific site pages and/or if they want to host internal files and content, i.e. Departmental Intranets
Microsoft Resources
Yale LinkedIn Learning Courses
Both
Siteimprove
Data Reporting
Website Analytics
Siteimprove
Yes
Communications Officers
Technology Team
Web Services
Website monitoring tool that aims to improve the quality of site content, increase accessibility compliance, and enhance visibility with improved search engine optimization (SEO).
Contact Ysm.editor@yale.edu for access and to learn more.
None Needed
Web-based
Storyblocks
Stock footage
Great Hill Partners
No
Multimedia
A library of stock images and video.
Contact multimedia team for usage
Not Needed
Web-based
SurveyMonkey
Online Surveys
Momentive Global
No
Yale Community
Survey tool that helps users create, send, and analyze surveys. Users can also email surveys and then post them on social media to increase response rates.
Not recommended.
Communications recommends using Qualtrics, as Yale holds a license and provides support.
Not Needed
Web-based
Teams
Chat
Collaboration
Online Meetings
Microsoft
Yes
All
A communications and conferencing platform that allows users to connect via video, audio, phone, and chat.
Recommended for internal video collaboration and team meetings. The chat feature should be used for quick, informal conversations with Yale employees. Teams is recommended to be the leading inner-offie collaborative tool, but greater officer or departmental messaging and announcements should still be shared via email.
Use Zoom video when hosting more formal meetings internally, webinars, or with external clients.
Yale LinkedIn Learning Courses
Both
TikTok
Social Media/Networking
ByteDance, Ltd.
No
Audience Development
Communications Officers
Social Media
Social media video-sharing platform that allows users to create and share short-form videos. Posts are shared with Followers.

 

 

Web-based
Vimeo
Video Sharing and Viewing
IAC
No
Multimedia
Social Media
Video sharing website that makes it easy to create, watch, upload, and share online videos.

 

 

Web-based
Viva Engage (formerly Yammer)
Chat
File Storage & Sharing
Polls
Praise/Recognition
Social Media/Networking
Microsoft
Yes
All
Similar to a personal news feed, use this tool to share information and connect with coworkers.
Use Teams chat instead for informal communications across Yale colleagues. Yammer is not heavily used throughout the office, though you may find a broader use for it across the University and discover interesting communities to participate in.
Microsoft Resources
Yale LinkedIn Learning Courses
Both
Wall Street Journal
News Articles
News Corp
Yes
News & Publications
Daily newspaper with online articles.
Yale faculty and staff get a free subscription and the office recommends utilizing the opportunity.
Sign up for a free Subscription
Web-based
Word
Text Document
Microsoft
Yes
All
Write, share, and make real-time edits to documents.
Recommended when sharing text documents and files with all employees and University members.
Yale LinkedIn Learning Courses
Both
Workday
Human Resources Information System
Salesforce
Yes
All
Manages payroll, benefits, time off, and other HR and employee data.
Use Workday when you need to request time off, view your W2, change your benefits, and all other HR-related tasks.
Yale Workday Training
Workday Video
Web-based
Writing Style Guide
Journalistic Writing Consistency
The Associated Press Stylebook
Custom YSM
News & Publications
The Guide is a way of making common elements consistent across multiple writers, such as those working with the Yale Medicine clinical practice web site, or those writing for Yale Medicine Magazine and Medicine@Yale newsletter. It follows the journalistic style manual published by The Associated Press Stylebook.
Use YSM style first, then use Associated Press Style. YSM does not follow Chicago Style guidelines.
Writers and editors should also consult Webster’s New World College Dictionary or Merriam Webster online for questions regarding spelling and hyphenation.
Also be familiar with the Disability Language Style Guide published by the National Center on Disability and Journalism.
Writing style guidelines
Web-based
X (formerly Twitter)
Social Media/Networking
X Corp.
No
Audience Development
Communications Officers
Social Media
Social media platform that lets users communicate and stay connected via quick written messages. Posts are shared with Followers.

 

 

Web-based
Yale ALERT
Campus Safety Notifications
Emergency Management
Yale University
Yes
All
The Yale ALERT system notifies students, faculty, staff and members of the New Haven/extended Yale communities during emergencies.
Recommended to use to stay up-to-date on urgent messages and/or emergencies around campus.
Yale ALERT Homepage
Voice, Email, and/or Text Messaging
Yale Conferences & Events
(CVent)
Event Registration and Management
Blackstone, Inc.
Yes
Yale Education Administration
Use for online event registration, attendee engagement, venue selection, marketing, and event management for virtual, hybrid, or onsite events.
Recommended for Yale events requiring a fee.
For small events, EventBrite is recommended.
Training Courses
Web-based
Yale Message
Enterprise Email Tool
Salesforce
& Workday
Yes
Communications Officers
Support Staff
Sends targeted email messages to students, faculty, and staff across the university.
Recommended for when theres a need to send broad email messages to Yale communities. Yale Message recipient lists are updated from Workday, so people who have left will no longer receive messages.
Contact Yale message team for access and training
Creating Accessible Emails
Web-based
YouTube
Video Sharing and Viewing
Google
No
Multimedia
Social Media
Video sharing website that makes it easy to create, watch, upload, and share online videos.

 

 

Web-based
Zoom
Online Meetings
Webinars
Video Calls
Zoom
Yes
All
A communications and conferencing platform that allows users to connect via video, audio, phone, and chat.
Recommended when hosting more formal internal video calls, webinars, or meetings with external clients.
Use MS Teams for ease of setting up internal meetings with co-workers and teammates, and to have more casual/collaborative conversations.
Yale’s Zoom Quick Guide
Branded backgrounds for zoom are available.
Both