Cloud Communications: Configuration

[Navigation] Utilities > Maintenance > Cloud Communications

[Accordion] Overview

The Cloud Communication configuration forms allow clinics to manage secure messaging by defining document types, controlling staff access to communication addresses, maintaining recipient information, and standardizing message subjects.

The configuration includes the following maintenance items:

• Document Types: Defines the types of documents exchanged through Cloud Communications

• Link Staff Accounts to Addresses: Assigns cloud communication addresses to authorized staff members

• Recipient Address Book: Maintains a centralized list of external recipient addresses

• Subjects: Creates standardized subject lines for consistent messaging

• Outgoing Addresses: Defines the authorized fax or secure messaging endpoints your clinic uses to send outbound communications.

Proper configuration ensures Cloud Communications messages are secure, role-appropriate, and aligned with clinic workflows.

[Tip] If you see different labels than what is shown in this article (e.g., Patient vs Client), your system may have Custom Labels applied. You can verify and update these by locating "Custom Labels" in the Global Search.

[Accordion] Cloud Communications: Document Types

Use this feature to define and manage categories for documents exchanged through Cloud Communications. Document types help classify attachments, such as Lab Results, Progress Notes, Referrals, or Administrative Documents, so they can be properly organized, identified, and processed.

Opening Cloud Communication: Message Document Type

View/Review existing message document types configured for Cloud Communications

1. [[img:add >> lbl:Add New]] Click/Tap to create a new Message Document Type
2. Actions:
   • [[img:edit >> bg:white]] Click/Tap to edit an existing Message Document Type
   • [[img: delete >> bg: white]] Click/Tap to remove the selected Message Document Type from the system
3. Quick Filter Tags:
   • Enabled: Select for viewing the enabled Message Document Types
   • Disabled: Select for viewing the disabled Message Document Types

Adding a New Message Document Type

1. Message Document Type: Enter the name of the Document Type
2. Status:
   • Enabled: Select to mark the created Message Document Type as active and available for selection when sending messages
   • Disabled: Select to mark the created Message Document Type as inactive and unavailable for use
3. Buttons:
   • [[img: save >> lbl: Save]] Click/Tap to save the Message Document Type and make it available based on its enabled/disabled status
   • [[img:close >> lbl: Cancel >> bg:white]] Click/Tap to discard changes and close the screen without saving

Configuring Message Document Types keeps messages organized and helps staff quickly identify document types for efficient, secure communication.

[Accordion] Cloud Communications: Link Staff Accounts to Addresses

Assign cloud communication addresses to specific staff members to control who can send and receive messages from each address. This enforces address-level access control, ensuring only authorized staff can use the Cloud Communication module.

This setup supports secure, organized, and compliant communication workflows within ClinicTracker.

Linking Staff Members to Addresses

Link staff members to individual Cloud Communication Addresses. Each record represents an address, with a column showing the staff members associated with that account.

1. [[img:edit >> bg:white]] Click/Tap to open a Cloud Communication Address Record and review/edit the associated staff member(s)

2. Quick Filter Tags: 

   • Enabled: Select to view enabled Cloud Communication Addresses

   • Disabled: Select to view disabled Cloud Communication Addresses

Reviewing/Editing Individual Cloud Communication Address records

1. Kno2 Addresses: Shows the selected Kno2 (Cloud Communication) Address being configured. Each address is a secure endpoint for sending and receiving messages (Direct Secure Messaging or Cloud Fax). This is the account to which staff access is being assigned.
2. Linked Staff: Select and manage staff members authorized to use the selected Kno2 address. Only the staff members linked will be able to:
   • Select this address in the 'From' field when sending Cloud Communication messages
   • Send or receive messages associated with this address
3. Save / Cancel:
   • [[img:save >> lbl:Save]] Click/Tap to apply and store the staff-to-address mapping. Once saved, the selected staff members are officially authorized to use the address
   • [[img:close >> lbl:Cancel >> bg:white]] Click/Tap to discard any changes made and close the configuration without updating the mappings

Link staff to Cloud Communication Addresses to maintain secure access control, improve accountability, and ensure messages are managed according to your clinic’s operational structure.

[Accordion] Cloud Communications: Recipient Address Book

Link outside vendors or agencies addresses here, rather than retyping them every time. The system will also add the sending addresses of any incoming message to the address book.

Opening Cloud Communications: Recipient Address Book

View and manage saved recipient names and addresses used for Cloud Communication Messaging

1. [[img:add >> lbl:Add New]] Click/Tap to add a new recipient name and address to the Recipient Address Book
2. Actions:
   • [[img:edit >> bg:white]] Click/Tap to review/update the selected recipient's details
   • [[img:delete >> bg:white]] Click/Tap to delete the selected recipient from the Recipient Address Book

Review/Edit a Recipient Name and Address

View/Update existing recipient details stored in the Recipient Address Book

1. Name (required): Enter the display name of the recipient, such as a Provider or Department
2. Address (required): Enter the recipient's Cloud Communication Address used for secure messaging.
3. Buttons:
   • [[img:save >> lbl:Save]] Click/Tap to save the recipient details
   • [[img:close >> lbl:Cancel >> bg:white]] Click/Tap to discard the changes and close the dialog

[Accordion] Cloud Communications: Message Subjects

Define and manage predefined Subject lines for Cloud Communication messages. Subjects appear in a drop-down during message composition, ensuring consistent, clear, and easily organized communications.

Opening Cloud Communications: Message Subjects

1. [[img:add >> lbl:Add New]] Click/Tap to add a new Message Subject
2. Actions:
   • [[img:edit >> bg:white]] Click/Tap to review/edit an existing Message Subject
   • [[img:delete >> bg:white]] Click/Tap to delete an existing Message Subject
3. Quick Filter Buttons:
   • Enabled: Select to view the enabled Message Subjects
   • Disabled: Select to view disabled Message Subjects

Adding a Subject

Create a new Subject line for use when composing Cloud Communication messages

1. Message Subject (required): Enter a Subject name to be used for Cloud Communication messages.
2. Status:
   • Enabled: Select to mark the Subject as active. Enabled Subjects will appear in the 'Type' drop-down field when composing a Cloud Communication message
   • Disabled: Select to mark the Subject as inactive. Disabled Subjects will not be available for selection during Cloud Composition Message composition
3. Buttons:
   • [[img:Save >> lbl:Save]] Click/Tap to save the Subject and apply its status (Enabled/Disabled)
   • [[img:close >> lbl:Cancel >> bg:white]] Click/Tap to discard the changes and close the dialog

[Note] Select appropriate Subject lines to ensure consistent and organized communication across your clinic.

[Accordion] Outgoing Addresses

Refers to the verified communication endpoints (such as fax numbers or Direct secure messaging addresses) that your clinic uses to send messages to external recipients. These addresses act as the “sender identity,” ensuring that all outbound communications are routed securely and appear as coming from an authorized clinic account.

Opening Cloud Communications: Outgoing Addresses

1. Actions: Allows you to modify an existing outgoing address. Click/Tap [[img:edit >> bg:white]] to open the address details where you can update the Address, Description, or Enable/Disable status.
2. Status: 
   • Enabled: Select Enabled to see active addresses used for sending messages
   • Disabled: Select Disabled to view inactive ones that are currently not in use
3. Buttons:
   • Sync Addresses: Retrieves and updates any new or existing addresses from the external Kno2 portal into the system
   • Cancel: Discards changes and closes the window without saving

Adding an Outgoing Address

Manage outgoing addresses by editing details, filtering active/inactive entries, and syncing or saving address configurations for secure messaging

1. Address: Displays the actual outgoing address that will be used to send communications
2. Description: Provide a label to help identify the purpose of the address
3. Buttons:
   • Save: Confirms and applies any changes made to an address
   • Cancel: Discards changes and closes the window without saving

[Accordion] FAQs

[Q] What are Document Types used for?
[A] Document Types classify the content sent through Cloud Messaging, supporting proper handling, organization, and compliance.

[Q] How do predefined Subjects help?
[A] Predefined subjects standardize message content, improve clarity, and reduce the time spent composing messages.

[Q] What is the Recipient Address Book?
[A] It is a centralized list of frequently used external recipients, helping reduce manual entry errors and speed up message composition.

[Q] Can inactive staff send Cloud Messages?
[A] No. Inactive or disabled staff do not have access to the Cloud Messaging module and cannot send or receive messages.

[Q]Does linking a staff member automatically give them access to past messages?
[A] Yes. Once linked, staff members can view and interact with messages associated with that address.

[Q] Why do I see duplicate recipients in the Recipient Address Book?
[A] Duplicates may occur if a recipient was added manually and later added again automatically from an incoming message. Review and clean up duplicates by selecting and deleting unused entries.

[Accordion] Related Articles

Overview of Cloud Communication