How to Set Up Your Team for Success With TextExpander
Join a webinar at: textexpander.com/webinar
Part of the TextExpander Getting Started series, Getting Started for TextExpander Admin is aimed at new Admin users who need to manage their Teams accounts. This webinar is for every person new to TextExpander for Teams. Learn all about handling multiple TextExpander users and making your whole team more productive in this hour long webinar. Topics include:
- Using the TextExpander for Teams interface
- Managing snippets
- Managing Teams members
- Using TextExpander Statistics
- Using TextExpander with your current apps
Welcome, everyone. Welcome to our TextExpander for Teams webinar. I’m Christiane and I’m with the Support Team here at TextExpander, and I’m so excited to show you all of these great Team features
that can increase your ability to save time with TextExpander, thereby increasing your return on investment. Also, with us today, we have Justine. Justine is part of our Customer Team as well and she’ll be fielding questions that you can post in the chat. Would you like to say, hello, Justine?
Hi, everyone. Thank you so much for joining.
So, as we’re going through if you do have questions, please do drop them in the chat and we’re going to do our best to get them answered individually.
And then we’re hoping to have time at the end to go through a few with the whole group. I want you to know, we do have the questions that you submitted in advance of the webinar. And thank you so much for doing that.
Today, well, I should say as most, if not all of you, are TextExpander Organization Administrators.
This webinar is geared toward the time savings offered through our Teams features. As such, we won’t be covering very many technical aspects today.
So, the technical questions that were submitted are best routed to our support Team, and Justine is going to drop that link in the chat.
Also, a few of them are covered in our Advanced webinar that we offer. That is a very technical webinar, and the sign-up for that is free. And Justine you’re going to drop that in the chat, as well.
The last thing I want to say about those pre-questions, for the remainder of questions, we’re actually going to cover those as we go along today.
So as we’re warming up, and people are trickling in, I can see we’re two minutes after the hour right now.
We would appreciate it if you would chime in and tell us where you’re tuning in from.
I myself, I’m in Virginia today, where it’s actually starting to feel like spring which is super exciting.
Oh, we have someone from Berlin. That’s awesome. Thank you for joining us.
Springtime in Minnesota, that’s great!
I can see everyone lifted now that spring is right around the corner. I love to see it.
Oh Toronto, that’s great.
Well, thank you guys so much for chiming that in. It’s thrilling to us to know where everyone is tuning in from.
So, now I’m going to go ahead and – no, I just minimized my control panel.
So, I’m going to pull that up and I’m going to share my screen and now we’ll turn off our webcams so that you have more real estate on my screen as we’re demoing the process but let me share my screen and turn off the webinar.
So you can see that I have here on my screen right now – and if anybody can’t see my screen, please do chime in and we’ll all get an alert and we’ll get that sorted out – but in the meantime, let’s plow ahead.
I want to make the best use of your time.
So, if you can see my screen right now, you can see that on the right side, I have the TextExpander application open.
Now, this is the TextExpander Desktop Application for Mac.
Most of your users and the Members of your Organizations will be encountering TextExpander this way, through a desktop application, which we offer for Mac and Windows.
We do also offer the TextExpander extension for Chrome, the Chrome browser, and we offer TextExpander for iPad and iPhone.
And so, that’s the sum total of the ways that most of your Members will be encountering TextExpander. We will be working in this app a little bit today.
On the right side, you can see I have TextExpander.com open, because TextExpander is actually an ecosystem, if you will, and it’s made up of both your TextExpander application and your account at TextExpander.com
So we’re going to spend a lot of time at TextExpander.com today dealing with the tools that you Administrators access.
So before we go to TextExpander.com, let’s go back over to the app. I want to bring a couple of things to your attention.
First, along the left side here of my TextExpander application, you can see these names.
These are names of my snippet groups.
Now, for anybody who’s not familiar with the terminology, I want to do just a brief overview of a brief reminder.
What is TextExpander? TextExpander is a tool that allows you to take repetitive text and pair it with an abbreviation, so that next time you need to deploy that repetitive text, you type the abbreviation and save yourself so much time in the long run.
And that bit of information that’s associated with the abbreviation, that is a snippet, and so, TextExpander snippets are expanded and save you time. And so, these are titles of all my snippet groups.
Now, I’d like to demonstrate TextExpander time savings for you. So, here I have my Mail app.
I’m going to open an email and with just a few snippets.
I have created a whole email.
That exactly is a demonstration of the great time savings offered through TextExpander.
So, back at the app for now.
Along the left side, I have all these snippet groups. Now, as Administrators, I want to bring your attention to these two gray bars.
So this bar says Organization here, and this bar says TextExpander.
So, the thing that you need to know as TextExpander Administrators, everything above this Organization bar
all of these snippets, these are personal private snippets that only I can see.
They’re not shared with the Organization. No Organization Members can view them or use them unless I’ve shared them individually, or added a person here or person there.
And all of these snippet groups underneath the Organization bar, these are all in your Organization and available to Organization Members or Teams.
Below the TextExpander bar, are all of the shared groups and Public Groups that I have subscribed to here.
So, you can see here in the TextExpander application along the top, you can click the plus sign to create a new snippet, or this folder to create a new group, or delete either of those things.
This will take a person to their personal statistics.
Here’s some TextExpander preferences, our Help, which we have many resources for Help, including a Knowledge Base, and Justine is going to drop links to our Support page in the chat, and then this search bar.
Now, right now, I have a snippet group selected, and I can see these group settings of the snippet group that I’m dealing with by clicking on the title of the third group.
I can also click this little arrow to expand my groups.
Or to collapse them.
And so, in these group settings, you can see that here’s the name of the snippet group.
I’m dealing with any notes on how to use this group that I want to have for myself or the people I’m sharing it with. Expansion preferences, and then a prefix. And we’re going to go into prefixes a little bit later, and here’s a Share tab too.
And we’re going to cover that as well. So, now let’s go ahead and look at TextExpander.com.
Excuse me. Alright, so let’s sign in.
Now, as an Administrator, when you sign into TextExpander.com you will be immediately taken to the Members tab.
However, before we dive into this Members page, I want to show you how to get to this through the main, main TextExpander page, if you sign in from a different browser on a different computer or that kind of thing.
So, if I were to sign in – this is my dummy Organization that I’ve created for the purposes of this webinar – if I were to sign in to TextExpander using this login here, then this is exactly what I would see. And this is what you Admins would see, as well.
Unless, of course, you’re signing in from your dedicated browser, in which case you’re taken straight to the Members tab.
But, so I want to show you how right here at the top is my username.
And then here is the name of my Organization right below that.
If I click that, all of these Organization features pop out and I can collapse them as well.
So below that are all these personal features, personal settings.
My snippets, personal statistics, importing or exporting snippet groups, et cetera, et cetera.
So for your Members that aren’t Admins of your Organization, they don’t have this bar here with that menu. They have these features here at TextExpander.com.
So just a note going forward. All right.
So let’s get back to the Members page.
So underneath the title of your Organization, and this is a great time for me to point out, if you’re already familiar with TextExpander, go ahead and open TextExpander.com. Be working in your Organization as we go along.
Or launch the app and be working inside the app as we go. It’s a great way to really make
this teaching stick. At the same time, don’t worry about it. I mean, it’s if you’re not that familiar with it yet.
Or if that induces some stress for you.
This webinar is being recorded, and everyone who’s registered will receive a link. And so you can always go back with the recording and work with it later.
And also, you can reach out to us in support or your TextExpander account manager to help you with any questions you have about these features after the fact.
So now I’m going to keep going.
So here’s our Members page. You can see at the top of this page, you can see the name of my Organization.
That’s a great reminder to me of where I’m at here, in this menu, and there are a few sections of this page, so there’s Organization domain, pending invitations and Members.
So let’s start here at the top Organization Domain.
If you click this button, Enable Domain, that will literally enable any other person who has an email address that matches your domain to join your Organization.
So this is a great thing to do once you’re sure that all of your employees, for instance, will be using TextExpander.
And let me say this is a necessary step if you’re going to pursue SSO using TextExpander with SSL, which I’m going to talk about near the end of the webinar.
And right now, I’m going to bypass pending invitations for just a minute. I’m going to go down to the Members.
You can see, I have these Members added to my Organization.
35 Members. So, a couple of things I want to point out here.
You can search for Members using this search field.
You can also sort your Members, alphabetically, A to Z, or Z to A here.
And this is also indicative of who’s an Admin and who’s a billing agent within your Organization.
And, again, these all are sortable according to the button.
Even though you don’t see an arrow there, if you click it, it will sort that.
I’m gonna go ahead and reload my page really quick, because I see just one missing detail.
Ah, there we are.
Now, that makes it a lot more evident, doesn’t it? Alright, so now that our page is fully present in front of us, let’s keep – let’s continue! Alright, so here’s my 35 Members.
And you can see these Members, for instance, have the email address they used to sign-up, or I used to add them, along with a first and last name. That’s a great indication that they are Members of the Organization.
So, how do you add a Member to your Organization? You use this button here. It looks like a person with the plus sign.
Let’s go ahead and add someone to my Organization.
I have my email address I want to use. That’s right.
There we go.
So, you’ll see here, I click the button to add a user. I’ve added an email address. Now, you can add as many users in this box as you desire, you just want to make sure their email addresses are separated by a comma.
And once you’ve entered all the email addresses that you want to enter, you can click the add button.
Why does it say add?
Because by virtue of how your TextExpander Organization is created, when you add a Member to your Organization, then you will be creating an account for them effectively.
So I’ll hit add and then you get this confirmation screen and I hit OK.
Now, you’ll see, you might have expected that to go up here in pending invitations, but that’s not the case, Is it?
They’re already a Member, because I’ve already created their account, but how can I tell that they haven’t actually completed setting up their account?
There’s no first and last name.
So you can see I added this address right here.
And below where my Member is, you can see a first and last name right there.
What – this address there is no first and last name. That’s a great indication to me that this is one, a new user who doesn’t already have an account with that email address at TextExpander.com
And that they have not completed setting up their account.
Now why would someone end up in pending invitations?
This happens for anybody who’s already using TextExpander as an individual.
So, if they have an active individual account at TextExpander.com, when you add them to your Organization as a Member, then they will receive an invitation to join.
And that’s who will end up in pending invitations.
So, having covered that.
Also, removing Members, so, you can click this trash can to remove a Member from the Organization or remove the invitation that you’ve sent out there.
OK, let me see if I’m missing anything I want to say.
OK, one other thing I want to cover on this page, the difference between Admin and billing, you’re gonna discover as they’re going forward, that there are three different types of Admin that you can designate within your Organization.
This is the first one that we’ll encounter.
Anyone in this group that’s selected as an Admin, by clicking this radio button.
And here’s a few that are Admins in my Organization.
These are individuals that are Admins over the Organization, so they can see this whole menu.
They can add or remove people, they can add or remove some of your Organization and then they also have editing privileges over any Organization snippet groups, Organization snippet groups.
So that’s true for any Admins.
You do want to have, I generally, the recommendation I give is one Admin for every 10 employees.
That’s a great metric to make sure that everyone gets the help that they need, and you never get stuck without access to your account if someone leaves the company.
Now, what about this billing column?
You want to select one person to be the billing agent.
And you might say, why is that important?
Our payment processor will record the contact information for one person, so that one person will receive the bill and satisfy the billing, if that makes sense.
Now, what if you’re an Admin Member? You can see this whole menu.
If you are a billing Member, you cannot see the billing tab. You will simply receive a bill and pay it. So best practice is to make sure one of your Admin agents are the billing agent as well.
OK, let’s go on now to snippet groups.
So, again, we’re still in the Organization or in the Organization setting.
Here are our snippet groups.
So, this page, and, again, you can be sure you’re looking at the correct page, because the title of your Organization is listed at the top, excuse me. Here’s the snippet groups that are part of our Organization already.
And you can sort each of these menus, again, at the top.
Here’s the number of Members out of your Organization that are subscribed or Members of each of these snippet groups.
Now, you may remember, on the Members tab, I have 36 Members of my Organization.
So if I go to snippet groups, then I can see that I have a few snippet groups that have almost all of the Members, and then a few that just have a few Members.
Now, what about this auto-join button?
You can select the auto-join button for any specific groups that you want your whole Organization to have access to.
Now there may be some snippet groups like that.
When it comes to branding, for instance, or other things that come to mind.
You may want to select auto-join for that. However, I would caution you against selecting auto-join for too many groups because you’ll defeat the purpose of creating a Team.
One of the pre-questions we got had to do with the sheer number of snippets that you create and how to organize them.
And Teams is a great way to do that.
We’ll also go over how to name your snippet groups, and that may be a help as well.
So, now, how do we add snippet groups to the Organization?
Let’s go back to the TextExpander editor, TextExpander application, and I’ll walk you through that process.
Let’s see. Here we are. At the top, here, we can select this new group.
New Group, and I’m going to name it one.
Now, you can see, right here at the top of my private personal snippets, that that group has been created. Now, why don’t I move a couple of snippets in there?
Let’s just go down here and select three snippets, and then we can drag them right up there.
I can also almost drag them there. I can also hit control through that.
There we are, now move to one example group.
There we go. So now, my new group has some snippets.
I’ll just collapse all these other groups that I had opened, OK. So now we have a snippet group.
We have three snippets, but it’s not an Organization group yet, is it?
So, let’s go to the group title and the group settings, and click Share.
Now, you can see a new tab has been opened, and I’ve been taken to this sharing page associated with my snippet group.
So, now, our sharing page for our snippet group, in this group, we can see the snippets that are in the group.
We can see the expansion settings.
Including any group prefixes. And why would you add a prefix?
For instance, this really has great interplay with Teams, which we’re not at Teams just yet, but when we get there, one of the keys to organizing your snippets might be to create different groups of snippets for different groups of Team Members.
So, yes, I will demonstrate with my own Members here in one minute.
Um, so, then, sharing, and this is where this page automatically opened from the share tab.
So, you can see here under sharing, I’m still at my snippet group that I’m dealing with.
Here are group Members of the group.
You can certainly select the plus sign and add individuals to your snippet group here.
However, if you want to assign to Organization, this is the menu you will use.
Now, before I click this, to move it over to my Organization, I want to point out these default permissions.
Now, you can see here at the top, where my Members are.
I’m the only Member, because I created this group, and there’s an Admin and an edit.
This is the second category of Admin privileges for Organization Members.
Once I move it into the Organization, an Admin can add or remove people from this snippet group.
An editor can add, remove, or edit snippets, having to do with this group.
So what if I had a snippet group and I wanted to apply default permissions for every Member of the group to be an Admin that can add or remove people or an editor that can add, remove, or edit snippets?
You can select one of these buttons.
And best practice is to select this button before you move this group to the Organization, because it’s not retroactive.
So any people that are already Members of the snippet group won’t enjoy that benefit necessarily. You’ll have to do it manually. So best practice is to set these default permissions first.
So let’s go ahead and assign it to the Organization.
And you see this come up – confirm action.
And you’ll routinely run into a confirmation screen just to make sure that you it’s doing what you want it to do here.
So once you’ve added this, you cannot undo it and that’s the truth. Once you add a snippet group to the Organization, it cannot be undone. It is permanent.
Except for one rare occasion, which we’ll go through later. OK, so I’ll hit OK.
And so now it’s a Member of the Organization.
So here’s my Organization.
Here’s my Organization snippet groups, and here is this snippet group within these snippet groups.
And so, I’m the only Member so far.
Here, are guest Members, what does that mean?
Well, that is an area that will cover any people that are invited to the snippet group that aren’t Members of your Organization, or if you’ve got a domain enabled these are people outside of the domain, for instance.
Again, these default permissions, best practice is to set these before you add the separate group.
However you can, so like these before you add Members as well, once it’s in the Organization. And then here’s the Public Group panel.
First, we have URL sharing.
This is a chance to share the snippet group, specifically with one person.
So, I’m in Support. Often if our customers are having some kind of problem, we’ll have them, we’ll ask them to share a snippet group with us so we can take a closer look.
This is a way you could do that quite easily.
Now, right here, it says publish this group in TextExpander Public Groups.
We do have a web page, full of ready-made snippets collected into groups by topic, and now those are our Public Groups. Justine has dropped a link to that in our chat.
So you can take a look over there after the webinar at your convenience. But you don’t want to push this button unless you’re sure that you want to make your snippet group a Public Group that’s open to anyone from the public to subscribe to it.
That’s there, though, in case you do want to do that, but you by and large can avoid. I can avoid that.
So, we’ve looked at snippet settings and sharing. For this snippet groups as part of our Organization, snippet groups. So, let’s go back to this panel, now. You can see it right there.
The group we’ve created during this webinar is now one of these snippet groups, one of the Organization snippet groups.
Now, I told you I’m going to talk about prefixes when naming groups. One of the benefits of using TextExpander Teams, is that as you’re amassing snippets, you may have groups of snippets that are meant for specific Organization Members.
So, if you look at my dummy account here, you can see that I have.
I have Sale Accounts group, Affiliate’s group.
A couple of these, the CRM, the URLs, the white glove, the widget.
So these are snippet groups specific to that topic.
And so, if I have my Support team, for instance, they don’t necessarily need the snippets for cold intros.
You know. That makes sense.
And so, what I’ve done here with my Sales team is I’ve titled all these separate groups with the prefixes S-A-L period.
And so, then my Sales team are the people that can be subscribed to these groups, and I don’t have to share them with my Support team, for instance.
That’s the first, the first benefit I’ll mention of Teams.
So, now, we’ve talked about our snippets group page.
And let me remind you, this is a chance to sort all these menus by clicking these titles, and you can remove these snippet groups from the Organization by clicking the trash can.
Again, these groups aren’t returned to their owner, they’re just deleted from the Organization.
And one of the benefits of adding them to the Organization is that you’ll have them there, and you can share them with anyone in the Organization, even if the owner leaves.
So, that’s one reason to move snippet groups into the Organization.
So, now, let’s look at Teams. The next menu on our Admin menu here.
Teams, a great chance to break your Members out into groups of people and then give them snippets specific to their roles, so they don’t have to wade through the many many many snippets you’re going to be creating.
So, you can see here under my Teams, I have a Team for IT and recruiting.
I have two Sales Teams here.
This is my Sales Team that covers the Asian Pacific territory, and this is a Sales Team that covers North America.
You can see why I want to have them both using different sets of snippets.
For instance, their language might be different, The phrasing they’re using, the way they phrase their sentences, that kind of thing.
There’s gonna be a huge amount of variation between those two markets of customers.
And so I have these people broken up into two Teams and you can see different snippet groups’ necessarily.
So on this Team page, I can see the Teams that I have created, of course I have the support Team. I can see the number of my Organization Members that are in each Team.
And I can see the number of snippet groups that each Team is subscribed to.
On this page, I can also click this trashcan to remove a Team. Removing a Team, though, does not remove them from your Organization that just removes the Team so then you can make changes to the way your
TextExpander Organization is set up with your Teams. Let me repeat that. Clicking this trashcan will not remove anyone from your Organization.
It’s simply removing a Team, which is the collection around the people.
So, let’s go ahead and look inside one of these groups. Now, this is my support Team.
And you can see, here at the top, the name of my Organization. I’m in the Teams panel, and I’m looking at my specific Team.
Here is a list of the Members.
And here is a list of the snippet groups that they’re subscribed to, for instance.
As these Groups pile up, you can use this search bar to search for them.
You can add the groups by clicking the plus sign.
So, why don’t we just go ahead and add this group I just created.
So, there we go.
Once we’re finished, you’ll see that pencil turned into a checkmark. I’ll click the check mark, there we go. And now my Support Team is subscribed to that one group I just created.
So, if we look at the Members Group, again, the Members setting of this page were still on this Support Team.
Here are my Team Members eleven out of thirty six.
Here they all are, I can search them using this bar, I can add Team Members to this Team, or take them away by clicking the plus sign.
You can see, this person I just added, I can add them to the support Team.
There we are.
I can also remove them.
You can select all and delete the Team to start over or you can select them one by one.
To remove – and you click the trashcan now.
I’m going to clear my selection so I have these all.
And then, I’m going to click X so we’re not on that menu anymore.
On the right side, here, you can see Admin.
So, here is the third type of Admin that your Organization Members can encounter.
If I’m an Admin of this Team, Support Team, then I can add and remove people to the Team.
And you can see you want to have at least one Admin on each of your Teams. It’s always good to have help, and to delegate a little bit of responsibility there.
And so do select at least one Admin for each Team that you have.
So, Members and snippet groups for the Support Team. Let’s go back to Teams. There we are.
And sortable at the top, like all of our menus.
And this plus sign allows you to add Teams to this Organization. So here’s the name of the Team that you want to create.
I’ll just say HR. There we go. Now. you can see a Team was created and here’s that Team.
So, if we select it, we can add Members of our Organization right here.
There we go.
I’ll make Allison an Admin. Done.
Now, snippet groups that need to go to the Admin Team.
I selected the title instead of my snippet group. Let’s go back to my Team.
Here we are. My HR Team is where I was just working, and snippet groups. There we go. I’ll click the plus sign.
I’m gonna go down here to the bottom, pick White Glove.
There we go.
So easy, and there we have, our HR Team has access to the White Glove snippet.
Great. So, we’re covering a lot of information very quickly here.
So, so far we’ve looked at the TextExpander app. We’ve looked at about half of the features, a little more than half of your features as an Administrator associated with your TextExpander Organization.
We’ve added a Team Member.
We’ve added a snippet group to the Organization and to a Team, and we’ve added a Member of the org.
And we’ve also learned how to tell whether our Members have completed their setup.
So, we have a few more things to talk about before we take questions.
So, let me look now at statistics.
Now, you’ll see right here, there are personal statistics and that’s something every Team Member can see for themselves.
But right now, we’re looking at Organization statistics.
So, you can tell you’re in the right place, because your Organization name is at the top, and you’ll see here, these options. This is a drop-down menu that includes these options. We’re going to go over in just a minute.
Here is the date range.
The date range is by default for every TextExpander Organization, 30 days.
Our Enterprise customers enjoy extended date ranges and custom date range that they can select for themselves. But for most TextExpander Organizations. It’s a 30 day date range.
And then we have this words per minute. The default is 80 words per minute.
You can change this if your Team is a little bit slower or a little bit faster.
Now, the drop-down, we have overview, users, snippets, inactive users, and data export. So, let me go ahead with overview and view report.
There we go.
Now, with overview, you have a few fields. You have snippets expanded, time saved, and daily activity.
So, looking at snippets expanded, this tells me how many snippets were expanded in the time period specified here per day. So, you can hover over each of these bars to see per day, how many snippets were expanded.
Very, very convenient.
Next tile, time saved.
You can see my Team saved 90 hours and nine minutes in the last 30 days, and this tells you exactly the same thing, how many minutes per day were saved through TextExpander snippets being expanded.
Finally, at the bottom, we have daily activity.
Now, when it comes to daily activity, you can search by day.
You can toggle this to most recent or oldest.
You can toggle it by users.
Which days had the most, which I had the least, by the numbers of snippets expanded, most – least. But the key metric to look at here is time saved.
Because even the person, the, even the day with the most snippets, if you’re just expanding a single or to a single character or two character snippet 100 times, that’s not saving you as much time as expanding paragraphs or essays, for instance.
So you want to look at your timed save, both for evidence and opportunities to increase the return on your investment, there’s also this export option, you can export this information as a CSV.
Now, let’s look at the next drop-down.
This is users.
Again, same date range, view report.
Here’s our user activity over this specified time period.
Here’s a list of the users, along with the number of symbols they expanded and the amount of time they saved, and the last time they expanded a snippet. You can search for Members.
With this search bar, you can also export this as a CSV file.
You can sort each of these as well, so I can sort them.
By name, alphabetically.
I can sort by number of snippets expanded, or time saved most – least.
For least time saved, this could be a great indicator that either these Members are new, and haven’t really had time to use a lot of snippets.
Or perhaps they need some additional training or some help.
One of our larger customers, Uber, they have a way of going about this, they looked at their top expanders.
So that would be these people, the top of this list. And they interviewed them to see how they, individually, are using Text Expander and then share that information with the other Members of the Team that perhaps weren’t expanding as many snippets.
So there’s a various number of ways to educate the Team, or to detect who to train and how to train them.
Anything we can do to help, we’re happy to do that. Reach out to your TextExpander account manager for help with that.
So now let’s look at snippets.
Now, the one thing that changed here include personal snippets.
Now, the reason that this is included is because your TextExpander Organization basically owns all of the snippets that are created.
Belonging to every Member, even. If a person is a Member of your Organization any snippet they create ultimately do belong to you.
And so, you can include personal snippets in this list, and it might be very helpful to do that just because you might find it’s a very granular look, but if you’re interested in looking at, you might find there are snippets there that would benefit the whole Team, that Team Members could share and make part of the Organization. So, here’s the date ranges, we’re looking at snippets for our Organization.
Here’s the words per minute, let’s view report.
There we go now, you can see a snippet activity for this time range.
Here’s a search bar where you can search.
You can see this information is presented in terms of snippet group.
The labels, abbreviations and the number of times it’s been expanded. And of course, each of these is sortable.
So you click it.
They can sort according to what are – your metric for least-most or alphabetically.
So, even the snippets that aren’t expanded often, if you want to look at them to see if there’s some way to improve them, to increase adoption, you can use inline search.
So, inline search, on the Mac, the default hot key for inline search is command forward slash, this temporary window pops up. Or I can type this abbreviation to see what’s in it and see what I might want to tweak about it.
On Windows, instead of command forward slash, its control forward slash, and using the TextExpander for Chrome Extension, it’s forward slash period to pull up that temporary window.
So now, let’s move on to inactive users. This is a very valuable report.
Now, these are users who either have never or have not yet used TextExpander.
And so you can see here names and email addresses associated with those Members, the date they were added to your Organization, and then the last time they expanded a snippet.
And, again, these are all fields you can sort.
And see, here’s one where it says never, and that’s because I just added this person to the Organization.
They haven’t even completed setting up their account yet, so that makes total sense, never.
But then these people that were added in 2018, for instance.
And haven’t expanded a snippet since 2020, you may want to look and see if they can use some help or training. Or perhaps they’ve already left the company and they shouldn’t be Members anymore.
This is just indicative that perhaps there’s some housekeeping to take care of or some training that can be done.
So, the last thing, and of course, this also – you can export it as a CSV. The last thing and you dropdown menu is data export.
You’ve got your date range, which again is by default 30 days for most TextExpander Organizations. You have the option to include personal snippets.
And then you can generate a file. I’m gonna go ahead and generate this file because my Organization is so small, it shouldn’t take time.
But, you can see this time bar here. That’s showing me how long it’s taking.
I’ll download it and it will open in numbers.
Well, now I’m getting an error with numbers. Oh, there it is, OK. But now it’s open in numbers.
So you can see here, the day the report was run the names and email of your Members, the abbreviation, number of expansions, label, the group that it’s in, is it an Organizational snippet or not, you can include personal groups here.
This is very granular information, but it could be very helpful to you.
I’m going to close that window now.
Now, we can look at the billing page, and I want to talk about SSO before we go to questions.
I know we’ve covered a lot of information.
So here’s the billing page.
I may remind you that we said Members of the Organization that are designated as Admins by selecting that radio button can see this billing information here.
People who are marked as the billing agent cannot, unless they’re also Admins.
So, on the billing page, you can see the name of your Organization, and then you have the fact that you’re in a Team plan and the number of credits that you have.
Now, I know once upon a time, if you purchased software for an Organization, you would have purchased a standalone license with a number of seats.
But we, since 2016, have offered credits, a credit based method with our subscription as a service, um, Organization. So how do the credits work?
Your Organization should be charged at one credit per active user per month.
So let’s say that you have the 36 Members that I have, and then you purchase credits for a year of service.
Then at the end of the first month, only half of them expand a snippet, Then you will only be billed for half of the Members.
So you only have that many credits taken away.
And so when your credits get below a certain threshold, that’s when you’ll get a reminder to renew or re-up, as it were.
So I’m down here, this is where your payment information would be and you can click this button to set up a new subscription. If you need any help with this, contact your TextExpander Account Manager. They’re very happy to help you.
Here is the redemption code field and any redemption codes that get added can be added right here in the Paste Code field, and click Redeem.
And then, you can also click on these redemption codes to get more information about them.
So, you can see on this window.
That this is the name of the redemption code that I used, that it entailed this much, and this benefit: 12 free credits for Teams.
And then at the bottom, it says this offer has been used up.
So that means that I’ve used all of those credits myself for our Organization.
And then going down here, you can see billing activity.
And this can be helpful when you’re coming to look at a trend for how many of your users are using TextExpander. And you can account for anyone who isn’t using TextExpander.
By noting the number of credits that are deducted.
You see here, where it says deducted 30 credits, deducted zero credits, 23 credits. That’s a really good example of how many active users I had that month.
Because you’re only charged for active users, one credit per month, per active user. So that’s why some months still have 30 credits.
Some months you may have fewer depending on how my people are expanding snippets that month.
OK, the other box I want to bring your attention to on this page is right here at the bottom: deactivate and convert.
Now these are account options.
They are rarely used. I don’t anticipate you’re going to need them, but just in case, I want you to know what they are.
And then also advise you to avoid using them by mistake.
So here’s the first one, deactivates your account, it basically pauses it and time. The billing will stop the Organization and snippets all remain, but they won’t be active, until you reactivate the account.
The bottom button, convert.
I’ve noted a couple of times how once a snippet group is added to the Organization, it cannot be given back.
It belongs to the Organization.
Well, the one caveat, the one out that you have, is this convert.
So, if a Member, if you wanted to delete a Member from your Organization, you can delete them for the sake of avoiding the noise of having that information within this data.
But, you won’t actually be removing them.
They can’t take that email address, and go set up their own account, because it belongs to your Organization. And so, their email address, their work email address there, snippets it, it all belongs to the Organization. This is the only way to give it back to them.
If you select convert, you have to give it back to everyone.
And so, if you hit convert, your Organization will be deleted.
And every Member of the Organization will automatically be converted to an individual account, and if they had an account before, they’ll just be put back to that.
If they didn’t, they will be offered TextExpander demo account with an invite to subscribe, then all of your snippet groups will become shared snippet groups that are shared between those Members.
So that’s what those buttons are.
If you select deactivate, you’ll have a confirmation screen pop up.
But if you select. Oh no. Actually, I’m mixed up there.
Deactivate will just simply deactivate. Convert, you’ll get a box where you have to convert it to type in the word convert.
So anyway, now we’ve covered all of these Administrative options, and we’ve gone over the TextExpander app. I want to talk to you about SSO for just a minute. And then, we’ll have a few minutes for questions.
So SSO, single sign on, can save you time – tons of time – when it comes to onboarding when it comes to the onboarding process and setting up accounts for new Members. This is all if you’re already centralized around an IdP, TextExpander is compatible with
SAML V2, but we also have integrations built up around the most popular IdPs such as Okta, G Suite, One Login, Azure, to name a few.
And this is available for all of our Teams accounts.
And then Teams accounts have Okta with SAML as an option.
Our Enterprise level accounts also includes SKIM provisioning, if you’re using Okta for that for example.
So a couple of features I want to bring to your attention, especially if you’re already centralized around it as an IdP.
So now, I think Justine, we have time for questions.
Yes, yes. Let’s get to some questions, so we had really great, a lot of great chat in the questions chat here. So, thank you for everyone who has asked questions so far.
And there is one topic that I’d like to spend a little bit more time about and that’s better organizing our snippets within groups and Teams so that there is less of an overlap with snippet content or abbreviation. So, would you mind talking a bit about that, Christiane?
Oh, sure thing.
So, there’s a couple of different ways to do this at the Organization level. So let’s go ahead and just look at our Organization’s different groups.
OK, so one well, Teams, Teams itself and – I’m sorry. I have to think through how I went to respond at the time we have.
So one way to organize your information for the benefit of everyone who’s using snippets is to sort your snippet groups out, according to who needs to use those snippets. And so that’s how you’ll see some of my snippet groups don’t have my whole Organization added. They just have the Members that need them added, for instance.
11 Members there, 5 Members here.
That’s the first step, is to sort your people out into snippet groups they actually need to be subscribed to or Members of.
And then, when it comes to naming your snippet groups and naming your snippets inside the groups, you can use naming conventions.
When it comes to snippet abbreviations, for instance.
The best practice is, you want your snippet of abbreviations to be short, unique, and easy to remember.
And a couple of ways that we accomplish this are through punctuation.
So you’ll see many of my snippets, for instance.
I can show a few up here.
Have punctuation at the start, and then the other thing would be to duplicate one of the digits, the first digit.
And so this is my clipboard snippet has the zz. Anytime you have two digits together that aren’t, they don’t often start a word. That’s a great thing to add to an abbreviation.
And so, it’s the same thing with the title of your snippet groups.
And so that’s why I have here, like, say, sal.account. Let’s say I had snippets just for my Sales Team. That’s what I would use this prefix, my Support Team might get sup.
My developers might get dev., for instance.
That’s just one way to organize that information.
You can also be selective about the Admins that you put in place, then create kind of a Team around that group of people, and keep them up to date with your standards and practices when it comes to using TextExpander
Or creating snippets, adding snippets, deleting snippets, that kind of thing.
And one thing that we do – oh, sorry, Justine – I’m going to say one more thing when it comes to.
Phasing through snippets, if that makes sense.
As you continue to improve your offerings, your products, your business, you know, how you’re doing things, then you might find snippets that you no longer need, instead of deleting those snippets, you might just put them in an Archive group. And so, just create a new snippet group, move those snippets, and remove their abbreviations. And then, if anyone does inline search, they’ll still find that information.
But they won’t be able to trigger it to expand. So, anyway, sorry, Justine. There, that was that. That was really amazing information. And I’m glad you mentioned the prefixes because I think here at TextExpander, that’s what helps us a lot is the fact that we use prefixes for all the different snippets groups that we’re in. And one more thing that I want to mention about that is that if you solidify a certain group of people who are responsible for creating the snippet groups, you’ll have less of a chance of there being any overlaps or conflicts with the content or abbreviations that you’re creating. So, if you’re finding yourself that, everyone is so eager to use TextExpander, but you’re struggling to come up with a naming convention and struggling still with conflicts. I would take some time to get as a set amount of people to help with that and really create the snippet groups that are important for each of your Teams that they’re a part of, or the content that’s relevant to what they’re working on.
That’s great. A great question.
And this is a question. I think we have time for one more, but this is a question that I have received plenty of times, and I think it’s an amazing question. Can we dive a bit deeper into why I would set up Teams, versus why would I just not create a bunch of snippet groups, and continue working that way?
That’s a great question. That’s a great question.
Teams, offer. Teams will just ultimately save time for the people using the snippets, for instance.
And Teams are such a feature that allows you to work so easily. If I go to my Teams page again.
You can see, if I take the Members of my Org and split them up amongst the Team they’re actually on, then I can assign those snippets groups just to those people.
It just offers such a level of convenience to the Members of these Teams.
And even if you look at your snippet groups, then you could be adding this prefix to every one of these snippet groups if they belong to a Team, And then anyone who actually looks at this group of snippets, will automatically know.
That these snippets are for the sales Team know I don’t need them, or these snippets are for the developers Team, and I’m in the support Team.
Like, you know, it, just let it add clarity and time savings in the long run.
To use Teams instead of just flexing your Organization in the first place.
Yes, exactly. And in addition to it being helpful in time saving for the people who are actually using the snippets, it’s also really time saving for the people in your Admins, who are creating these groups and Teams, because instead of them having to individually add Members to a group 1 by 1. If there’s a large group of people who are already are on a Team, and we’re going to use these snippets, you can now just add that Team to the snippet group. So, there’s timesaving everywhere when you’re, when you set up Teams and groups.
Too true. Too true.
Thank you, Justine.
Thank you. Of course. And that was the last question that we have right now from our webinar. And I’m sorry if there are any questions that have just started to trickle in that we didn’t get to, but we are able to reach out to you and answer those questions after the webinar is complete.
Right, in fact, we’re getting right towards our end time, I’m going to turn my camera on again.
There we go. Thank you all so much for spending time with us today, and we’re so thrilled to share with you some of these great features available through TextExpander Teams.
I just want to reiterate any other questions that you have, we can reach out after the webinar. And you’re welcome to contact us at Support. And we want to give you just a few minutes back of your day, so thank you, everyone, for joining.