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PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
ARIAS Text and Email Automated Assessments
Table of Contents
How to Set up Text Automated Assessments in ARIAS
.......................................................... 2
What Does the Contact see with Text Automated Assessments?
........................................... 3
How to Set up Email Automated Assessments in ARIAS
...................................................... 10
What Does the Contact see with Email Automated Assessments?
....................................... 11
How to Troubleshoot Automated Assessments
.....................................................................
18
Contact is not receiving the text/email assessment
........................................................ 18
Text assessment link is being sent in two different text
messages and is broken ........... 18
Text assessment link is opening, but is showing a blank screen
.................................... 19
Assessment link is showing a “Page not found” error message
...................................... 19
CAPTCHA code is not working
.......................................................................................
19
Text assessment is delayed, or the contact is unsure when they
should arrive .............. 20
How can I see what the contact sees with text/email assessments?
.............................. 20
mailto:[email protected]
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Questions? Contact your Organization Administrator or
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2
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
How to Set up Text Automated Assessments in ARIAS
1. Enter in the Mobile Phone in the format “###-###-####”
2. Select “Text” for “Preferred Method of Contact”
3. Select “Yes” for “Automated Monitoring”
4. Select the language for the assessment. Available languages
are:
o English o Spanish o Korean o Russian o Chinese (Cantonese) o
Chinese (Mandarin) o Vietnamese
5. Select “Monitoring” for “Monitoring Status”
6. Click on “Save”
NOTE: Once you click on “Save”, the contact will receive a text
assessment within 1-2 minutes. If the contact does not receive a
text, please follow methods of troubleshooting. Before you get off
the phone with the contact, please ensure they can complete the
initial assessment.
• Confirm the contact received the text or email
• Confirm the contact can access and complete the assessment
• Confirm the completed assessment can be seen in ARIAS after
the contact submits
mailto:[email protected]
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Questions? Contact your Organization Administrator or
[email protected] V2 11.16.20
3
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
What Does the Contact see with Text Automated Assessments?
The contact will see this on their mobile device:
1. The contact needs to make sure they are selecting on the
correct link, the name will appear on the top of the text
message
2. If it is correct, the contact must open the top link, this
will take them to the assessment
NOTE: The bottom link will take them to a list of local public
health authority numbers in Oregon:
https://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDI
SEASE/Documents/reportdisease.pdf
mailto:[email protected]://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDISEASE/Documents/reportdisease.pdfhttps://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDISEASE/Documents/reportdisease.pdf
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4
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
This is what the contact will see after they have selected the
top link:
3. The contact must enter in the CAPTCHA security code
NOTE: The CAPTCHA code is NOT case sensitive
NOTE: If the contact is having troubles with the CAPTCHA code,
have them select “Generate a new image” or “Play the audio
code”
NOTE: There is no limit to the number of images they can
select
4. Have the contact select “Next”
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5
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
5. This is the screen the contact will see. Have the contact
select “Next” again
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6
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
NOTE: The contact has the option of opting out of daily
assessments
If the contact selects “No, I do not want to participate”, they
will not receive daily assessments. However, you will not be
notified they have opted out, the only way to check is go into
their contact page, and you will see that their “Monitoring Status”
is now “Opted Out.”
NOTE: If they contact has select “No, I do not want to
participate”, by accident, they will have to notify the contact
tracer and ask to change the “Monitoring Status” back to
“Monitoring.”
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7
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
6. Once the contact has selected “Yes, I agree to participate”
and “Next”, this is screen they will see:
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PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
7. The contact then must check a symptom checkbox or enter
information into the field “If you have other symptoms please
explain.” for the “Submit” button to appear
NOTE: If nothing is selected, the “Submit” button will not
appear
However, if any symptom is selected or text is entered in the
field “If you have other symptoms please explain.” the “submit”
button will appear
8. Have the contact click on “Submit”. They will see the message
“Submission completed
successfully.” The assessment is now complete
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Questions? Contact your Organization Administrator or
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9
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
9. You can check the assessments by going to “Assessments” on
the contact’s screen in ARIAS
10.
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10
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
How to Set up Email Automated Assessments in ARIAS
1. Enter in a valid email address
2. Select “Email” for “Preferred Method of Contact”
3. Select “Yes” for “Automated Monitoring”
4. Select the language for the assessment. Available languages
are:
o English o Spanish o Korean o Russian o Chinese (Cantonese) o
Chinese (Mandarin) o Vietnamese
5. Select “Monitoring” for “Monitoring Status”
6. Click on “Save”
NOTE: Once you click on “Save”, the contact will receive a text
assessment within 1-2 minutes. If the contact does not receive a
text, please follow methods of troubleshooting. Before you get off
the phone with the contact, please ensure they can complete the
initial assessment.
• Confirm the contact received the text or email
• Confirm the contact can access and complete the assessment
• Confirm the completed assessment can be seen in ARIAS after
the contact submits
mailto:[email protected]
-
Questions? Contact your Organization Administrator or
[email protected] V2 11.16.20
11
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
What Does the Contact see with Email Automated Assessments?
The contact will see this in their email:
11. The contact needs to make sure they are selecting on the
correct link, the name will appear on the top of the text
message
12. If it is correct, the contact must open the top link, this
will take them to the assessment
NOTE: local county health department (the bottom link) will take
them to a list of local public health
authority numbers in Oregon:
https://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDI
SEASE/Documents/reportdisease.pdf
mailto:[email protected]://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDISEASE/Documents/reportdisease.pdfhttps://www.oregon.gov/oha/PH/DISEASESCONDITIONS/COMMUNICABLEDISEASE/REPORTINGCOMMUNICABLEDISEASE/Documents/reportdisease.pdf
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Questions? Contact your Organization Administrator or
[email protected] V2 11.16.20
12
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
This is what the contact will see after they have selected
COVID-19 Exposure Survey (the top link):
13. The contact must enter in the CAPTCHA security code
NOTE: The CAPTCHA code is NOT case sensitive
NOTE: If the contact is having troubles with the CAPTCHA code,
have them select “Generate a new image” or “Play the audio
code”
NOTE: There is no limit to the number of images they can
select
14. Have the contact select “Next”
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13
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
15. This is the screen the contact will see. Have the contact
select “Next” again
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Questions? Contact your Organization Administrator or
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14
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
NOTE: The contact has the option of opting out of daily
assessments
If the contact selects “No, I do not want to participate”, they
will not receive daily assessments. However, you will not be
notified they have opted out, the only way to check is go into
their contact page, and you will see that their “Monitoring Status”
is now “Opted Out.”
NOTE: If they contact has select “No, I do not want to
participate”, by accident, they will have to notify the contact
tracer and ask to change the “Monitoring Status” back to
“Monitoring.”
mailto:[email protected]
-
Questions? Contact your Organization Administrator or
[email protected] V2 11.16.20
15
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
16. Once the contact has selected “Yes, I agree to participate”
and “Next”, this is screen they will see:
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16
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
17. The contact then must check a symptom checkbox or enter
information into the field
“If you have other symptoms please explain.” for the “Submit”
button to appear
NOTE: If nothing is selected, the “Submit” button will not
appear
However, if any symptom is selected or text is entered in the
field “If you have other symptoms
please explain.” the “submit” button appears
18. Have the contact click on “Submit”. They will see the
message “Submission completed
successfully.” The assessment is now complete
mailto:[email protected]
-
Questions? Contact your Organization Administrator or
[email protected] V2 11.16.20
17
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
19. You can check the assessments by going to “Assessments” on
the contact’s screen in ARIAS
mailto:[email protected]
-
Questions? Contact your Organization Administrator or
[email protected] V2 11.16.20
18
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
How to Troubleshoot Automated Assessments
Contact is not receiving the text/email assessment
Make sure the contact’s information is entered in correctly, ALL
the following must be entered in correctly:
For text: ✓ A valid phone number in this format “###-###-####” ✓
“Preferred Method of Contact” = “Text” ✓ “Automated Monitoring” =
“Yes” ✓ “Email / Text Language” = an available language ✓
“Monitoring Status” = “Monitoring”
For email:
✓ A valid email address ✓ “Preferred Method of Contact” =
“Email” ✓ “Automated Monitoring” = “Yes” ✓ “Email / Text Language”
= an available language ✓ “Monitoring Status” = “Monitoring”
Try to “reset” the assessment
1. Go to the contact’s screen 2. Go to “Assessments” 3. Change
“Automated Monitoring” to “---” 4. Change “Monitoring Status” to
“---” 5. Click on “Save” 6. Wait about 5 seconds 7. Change
“Automated Monitoring” back to “Yes” 8. Change “Monitoring Status”
back to “Monitoring”
If the contact is still not receiving the assessment, please
send an email to
[email protected] and provide as many of details
are you can: o Contact ID o Phone Number o What carrier they are
using o Type of phone they are using (Year/Model)
Text assessment link is being sent in two different text
messages and is broken
This is a known issue for older model phones If the text
assessment link is being broken, please offer the contact email
assessments
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19
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
Text assessment link is opening, but is showing a blank
screen
Have the contact completely clear all apps on their phone, and
open the assessment link with anther browser
Make sure the contact is opening the most recent assessment,
older assessments once completed cannot be accessed again
If the text assessment is still showing a blank screen, please
offer the contact email assessments
If the contact is still not receiving the assessment, please
send an email to [email protected] and provide as
many of details are you can:
o Contact ID o Phone Number o What carrier they are using o Type
of phone they are using (Year/Model
Assessment link is showing a “Page not found” error message
Make sure the contact is opening the most recent assessment,
older assessments once completed cannot be accessed again
If it is the correct assessment, this message is being shown
because the assessment link is being broken
If the text assessment is still showing a blank screen, please
offer the contact email assessments
CAPTCHA code is not working
The CAPTCHA code is not case sensitive, have the contact enter
in the code without changing the capitalizations
o Phones will default the first letter being capitalized; this
is okay. The first letter can be capitalized, but all others do not
have to be capitalized
o “0” (zero) and “O” (the capitalized letter O) look very
similar o “1” (one), “l” (the lower-case letter L), and “I” (the
capitalized letter i) look very similar
Have the contact select “Generate a new image”, there is no
limit to the amount a new image can be generated
Have the contact select “Play the audio code”, to confirm they
are entering in the correct CAPTCHA code
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20
PUBLIC HEALTH DIVISION ARIAS Text and Email Automated
Assessments
Text assessment is delayed, or the contact is unsure when they
should arrive
The contact will receive either a text or email assessment when
you initially setup automated assessments within 1-2 minutes
Daily monitoring text assessments with arrive at 6AM everyday o
It may be delayed up to 30 minutes
Daily monitoring email assessments with arrive at 8AM everyday o
It may be delayed up to 30 minutes
Make sure all required information has been entered in If the
text assessment does not arrive, please offer the contact email
assessments If the contact is still not receiving the either a text
or email assessment, please send an email
to [email protected] and provide as many of
details are you can: o Contact ID o Phone Number o What carrier
they are using o Type of phone they are using (Year/Model)
How can I see what the contact sees with text/email
assessments?
If you want to see what the contact sees, log into the ARIAS
Training environment:
https://or-arias-training.crm9.dynamics.com
Change the list view to “All Contacts” Look for contacts that
are assigned to “ARIAS Admins” Assign one of those contacts to
yourself Set yourself up for text/email assessments using the
contact that is now assigned to you
You can get this document in other languages, large print,
braille, or a format you prefer.
Contact the Coronavirus Response and Recovery Unit (CRRU) at
503-979-3377 or email
[email protected]. We accept all relay calls, or you can
dial 711.
mailto:[email protected]://dhsoha-my.sharepoint.com/personal/hui_s_kim_dhsoha_state_or_us/Documents/ARIAS%20users/[email protected]://or-arias-training.crm9.dynamics.com/mailto:[email protected]