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Technology Tool & Training Recommendations Table

Technology Tool & Training Recommendations Table

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
Atlassian Product Discovery (IDEAS Board)
Idea Management Solution
Atlassian
No
Communications Officers
CPIE
Online tool used to crowdsource new Beatrix and website functionality collaborate and vote on ideas.
Contact Mark.Albis@yale.edu to learn more.

 

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
Secured Chat-GPT
Content Generation

General Assistance
Microsoft
Yes, usage fees apply
All (upon request)
Technology
Specialized instance of the GPT for general use.
Contact Mike Friscia to discuss
Contact Mike Friscia at michael.friscia@yale.edu
Web-Based
Airtable
Spreadsheet Program
Airtable
Yes
Multimedia
YM Content Team
Shifting to Jira and depreciating AirTable.
Do not continue to use
Demos
Guides
Web-based
Beatrix
Content Management System
Yale School of Medicine
Yes
All
CPIE
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.
No longer supported
All
Content and file management, file sharing, and asset storage work space.
This tool is no longer supported and should not be used. Please migrate to OneDrive.
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
Microsoft Clarity
Website Analytics and Heatmaps
Microsoft
Yes
CPIE
Web Services
m
Tool for website analytics, heatmaps, videos, and more.
Do not use. Instead, use CJA and SiteImprove.
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.
Do not use. No longer supported by Yale. Use Yale Message
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
Microsoft Forms
Online Surveys & Quizzes
Microsoft
Yes
All
Customize surveys with real-time results.
Recommended for simple forms. PHI compliant.
Microsoft Resources
Yale LinkedIn Learning Courses
Both
Salesforce 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 administrative YSM forms.
Contact YSM F&A
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
Adobe Consumer Journey Analytics (CJA)
Data Reporting
Website Analytics
Adobe
Yes
Communications Officers
CPIE
Web Services
Editorial Team
Tracks, reports, and creates dashboards in regards to website traffic and stats.
Contact michael.m.kim@yale.edu to learn more.

 

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. However, Yale prefers Microsoft applications.
In general, do not use. Instead, use Microsoft 365 tools (https://m365.cloud.microsoft/apps), including OneDrive for storing Yale files.
The primary 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