NxtNote Technology · together, conduct a workshop with 20‐30 people, or conduct a symposium with 300 attendees. It is up to you to determine the whats, whys and hows. NxtNote is

NxtNote TechnologyKnowledge to Document

Rapid Start Guide

NxtNote 5.0

NxtNote Technology • 1418 West Sunset Blvd., Suite 4 • St. George, Utah 84770 • (435) 579‐0402 • www.nxtnote.com

NxtNoteRapidStartGuide‐v5.docx | i

Table of Contents

Table of Contents ............................................................................................................................ i

Instructions .................................................................................................................................... 4

Guide objectives ................................................................................................................................... 4 Assumptions ......................................................................................................................................... 4 Case Study ............................................................................................................................................ 5

Fundamentals ................................................................................................................................ 6

NxtNote Screen .................................................................................................................................... 6 NxtNote Console .................................................................................................................................. 7

Creating a Session .......................................................................................................................... 8

Step 1: NxtNote Printer Service ........................................................................................................... 8 Run Printer Service ............................................................................................................................. 8

Step 2: Log in as Host ......................................................................................................................... 10 Step 3: Create a New Session ............................................................................................................. 10 Step 4: Printer Settings ....................................................................................................................... 12 Step 5: Establishing Themes ............................................................................................................... 14 Themes .............................................................................................................................................. 14

Theme Fields ..................................................................................................................................... 16

Step 6: Custom Lists ........................................................................................................................... 22 Step 7: Categories .............................................................................................................................. 25 Step 8: Library .................................................................................................................................... 29 Step 9: Prefix Lists .............................................................................................................................. 32

Modify Session While Hosting ..................................................................................................... 35

View .................................................................................................................................................... 35 History ............................................................................................................................................... 35

History Columns ................................................................................................................................ 37

Delete / Edit ....................................................................................................................................... 37 Bar Code Content ............................................................................................................................... 40 Behavior ............................................................................................................................................. 41 User ................................................................................................................................................... 42

Console Display ................................................................................................................................. 44

Options .............................................................................................................................................. 45

Printer and Session Templates .................................................................................................... 50

Printer Setting Template .................................................................................................................... 50 Create a Printer Template ................................................................................................................ 50

Apply Printer Template to Session ................................................................................................... 51

Session Template ............................................................................................................................... 52 Editing a Session Template ............................................................................................................... 53

NxtNoteRapidStartGuide‐v5.docx | ii

Account Defaults ................................................................................................................................ 53 Default Printer & Printer Template .................................................................................................. 53

Default Layout ................................................................................................................................... 54

Host Mode ........................................................................................................................................ 55

Output ............................................................................................................................................... 55

Themes ............................................................................................................................................... 56 Printer ............................................................................................................................................... 56

Theme is Visible / Enabled ................................................................................................................ 56

Theme Colors .................................................................................................................................... 57

Color Borders .................................................................................................................................... 58

History ................................................................................................................................................ 59 Expand .............................................................................................................................................. 60

Collapse ............................................................................................................................................. 60

Wide .................................................................................................................................................. 61

Narrow .............................................................................................................................................. 61

Maximize ........................................................................................................................................... 62

Minimize ........................................................................................................................................... 62

Window ............................................................................................................................................. 63

Console ............................................................................................................................................. 63

Change Column Order ...................................................................................................................... 64

Filter .................................................................................................................................................. 64

Clearing Filters .................................................................................................................................. 66

Sorting ............................................................................................................................................... 66

Search ............................................................................................................................................... 67

Records Per Page .............................................................................................................................. 68

Selecting History ............................................................................................................................... 69

Import / Export ............................................................................................................................ 70

Importing ............................................................................................................................................ 70 Download Import Template .............................................................................................................. 70

Template Layout ............................................................................................................................... 71

Exporting ............................................................................................................................................ 73

Attendees Join NxtNote Session ................................................................................................. 76

Attendees Join Session ....................................................................................................................... 76

NxtNote Mobile ........................................................................................................................... 77

Join a Session ...................................................................................................................................... 77 Enter a Mobile NxtNote ..................................................................................................................... 79

Instructions | Rapid Start Guide ‐ NxtNote Technology

NxtNoteRapidStartGuide‐v5.docx | 4 of 80

Instructions

Welcome to the NxtNote Rapid Start Guide. Our goal is to get you up and running with this exciting new release of NxtNote as quickly as possible.

This guide has been developed as a tool to assist both the new and experienced NxtNote user implement easy to use workshop and brainstorming processes using NxtNote. It is not intended to be a standalone document, nor is it intended to demonstrate every feature of NxtNote. Rather, it is designed to be used initially as a reference during your initial self‐paced training of NxtNote Technology, and after that as a process handbook. It is a compilation of proven “best practices” and examples to get you efficiently using the technology in a short amount of time.

You do not need previous facilitation, training or project‐management experience. No knowledge of any other Microsoft Office applications is assumed.

The examples we will be using are by no means the only ways of using NxtNote. There are thousands of processes and hundreds of ways of conducting workshops. You can literally have a meeting where just two people get together, conduct a workshop with 20‐30 people, or conduct a symposium with 300 attendees.

It is up to you to determine the whats, whys and hows. NxtNote is so flexible, you’ll soon be using it for all your events.

Guide objectives

After you complete this Rapid Start Guide, you will be able to do the following:

Understand the difference between a Host and an Attendee.

Configure your NxtNote subscription account.

Add new Hosts to your account (if purchased).

Create a new NxtNote session, or edit an existing session.

Invite participants to join your session.

Add themes to your session, and utilize advanced data entry techniques.

Utilize categories, custom lists and prefix lists to capture data the way you need it.

Understand how to create a new session from a template.

Setup a printer using a printer template.

Share templates, categories, custom lists and prefix lists with others in your subscription.

Import and export data to and from NxtNote.

Scan directly into Excel, Word and Project.

Assumptions

It is assumed that the following has already been completed or is available:

NxtNote subscription has been purchased and is activated.

The NxtNote Hosts have been created within your subscription.

You know your NxtNote Subscription ID, expiration date and URL (please contact your administrator for more details).

Zebra TLP‐2844Z printer (if purchased) has been installed and configured (see ‘HowTo‐PrinterSetup.pdf’).

Instructions | Rapid Start Guide ‐ NxtNote Technology


Imager has been installed and configured (see ‘HowTo‐HandHeldImagerSetup.pdf).

Printer Service has been installed on your computer (see ‘HowTo‐InstallNxtNotePrinterService.pdf’).

Any other printers you intend to use with NxtNote are installed and configured correctly.

You have access to the internet.

Case Study

To demonstrate the capabilities of NxtNote, you will be setting up a planning workshop for a fictitious company called ASK Consulting. Here is the background:

You work for a small consulting firm called ASK Consulting.

Management wants to develop a new web site for the HR Department, and has put you in charge of the project.

You have invited 15 co‐workers to your planning workshop.

You want to identify what is in scope, and what is out of scope for the project.

You want to determine who the stakeholders are, and what they want from the project.

You want to capture risks the team can identify in completing the project.

You want to capture lessons learned.

You want to create a MS Project schedule and capture task name, duration, owner and dependencies.

You want a ‘Parking Lot’ area so that items brought up during the workshop that don’t have a specific theme can be captured and not lost.

A similar project was recently completed for another department, and you want to import some of the data from that project into NxtNote.

You like the session settings so much, you want to share the settings with your team using Session Templates.

You have purchased a NxtNote Team Edition with three Hosts. You have one Post‐it Note printer, and will have a color ink jet printer available in the room.

It is not our intention to fully plan out the project or fully document the process. Many steps will be left out of the process. The examples we will be using are purely for illustration purposes only.

Fundamentals | Rapid Start Guide ‐ NxtNote Technology


Fundamentals

Before getting started, take a few minutes to familiarize yourself with the various elements of NxtNote.

NxtNote Screen

Help Bar: Get help and support at any time. Includes many 1 to 2 minute ‘How‐To’ videos.

Folders: Organizes tabs into logical groups for easy access. Includes General, Account Setting and Active Session Settings Folders.

Navigation Tabs: Use tabs to navigate through the software. Quickly access just the features and details you need.

Task Bar: Quickly determine where you are within NxtNote and access commands and help quickly and easily.

Group Tabs: Allows Host to save details to only their personal account or share with all Hosts within the subscription.

Side Bar: Access commands that will allow you to join or exit a session, refresh the current session and log out of NxtNote. Displays a list of current participants, access to extensive help screens, FAQs and video tutorials.

List Pane: Is always displayed on the left. Displays all of the options and features available in the selected tab.

Details Pane: Always displayed on the right, and corresponds to whatever option is selected in the List Pane. Additional settings and details are available.

Fundamentals | Rapid Start Guide ‐ NxtNote Technology


NxtNote Console

Logo Pane: Upload and customize the NxtNote Console with your own logo.

User Pane: The participant name is displayed. User can make themselves anonymous anytime.

Theme Pane: Main topics or areas of discussion as defined by the Host. Choose the appropriate Theme radio button before printing.

Category Pane: Additional details about each theme can be created.

Library Pane: Any library entries defined will be displayed as a drop‐down list here.

Prefix: Any prefixes defined will be shown here.

Printer Pane: Choose to print to any registered NxtNote printer. Print to multiple locations simultaneously.

NxtNote Pane: Participant can type their NxtNote and enter any additional fields. Print multiple copies or reprint History items.

History Pane: All NxtNotes typed by any participant are displayed. User can change column order and width or can filter on any field. Can be hidden by the Host if required.

Creating a Session | Rapid Start Guide ‐ NxtNote Technology


Creating a Session

Prior to setting up your workshop, let’s make sure that your NxtNote system is setup and configured to support the upcoming event. Remember, we are assuming that the printer(s) and imager have been installed correctly and that the NxtNote Printer Service has been installed and configured.

Step 1: NxtNote Printer Service

In order for NxtNote to recognize and print to the printers you have previously registered, you have to have the Printer Service running. If your NxtNotes are not printing, the first thing to check is to see if the Printer Service is running.

Run Printer Service

1. Select Start NxtNote Printer Service or from your desktop, double‐click on NxtNote Printer Service.

Note You may receive the following error after double‐clicking.

Windows 7 and Windows Vista have enhanced security restrictions, and they do not allow direct access to files they deem may be venerable. If running Windows 7 or Vista, do the following:

Go to C:\Program Files\NxtNote Printer Service

Right‐click on NxtNote Printer Service.exe and select Run as administrator

2. Under Choose a printer to register, click on the drop‐down list and select the ZDesigner TLP2844-Z printer.



3. In the Name text box, enter NxtNote.

Tip You can rename any registered NxtNote printer at any time. For example, if you have multiple printers in the room for break out session, you may want to call one the Team A printer, and the other Team B, or Los Angeles and New York printers. You want to make it easy for your participants to identify the printers in your session.

4. Click on Register.

5. If you were successful, you will see this message. Click on OK.

6. Repeat steps 2 thru 5 for any additional printers you want to register.

7. Click on the drop‐down list under Registered Printers, and verify that the printer(s) you want to print to are listed there. For our workshop, we want to print to both our inkjet printer, and the Post‐it Note printer.



8. Make sure to keep the Printer Service is running for the duration of your session. DO NOT CLOSE.

Tip You can minimize the Printer Service window so that it does not take up space on your desktop, just do not close it while hosting a NxtNote session.

Important The printer service has to be open and running, even if it is in the background. This is without doubt the most common mistake new users make.

Step 2: Log in as Host

1. Launch your web browser.

Note You can use any web browser, but other browsers may render certain screens differently. We recommend only using Microsoft Internet Explorer, as NxtNote has been optimized for this browser.

2. If you are using NxtNote ‘Team’ Edition, your subscription, along with any sessions are stored on our highly secure servers, within a subdomain. No one but you and your team has access to this subdomain, and entry is allowed only by entering the correct credentials. The syntax for this is https://sitename.nxtnote.com where sitename is usually your company name, but could be some other identifier. Enter this URL in the browser address bar.

3. Enter your User Name and Password, click on Log In.

Tip Click on Remember me next time and whenever you return, your User Name and Password will be automatically entered for you. You may want to bookmark this site, so you can easily return to it.

4. You can now setup and host your NxtNote session.

Step 3: Create a New Session

Prior to the session, as the Host you will need to create a new session.

1. First you will notice two Folders containing Navigation Tabs. You will utilize these folders and navigation tabs extensively to quickly move around within NxtNote.

2. Under the Account Settings folder, click on the Sessions tab.

3. Click on New Session.



4. Under Name enter the session name for our workshop ASK Web Site Workshop.

5. Under Host Mode, select Hosted.

Tip If you want Attendees to be able to join a session, even if you are not actually hosting the session, select Open.

6. Under Session Key, enter a key (if wanted.) Our password will be 1234

Note The Session Key is case sensitive. You are not required to enter a session key, but if one is established for the session, participants will not be able to join without the session key.

7. Select a Start date and time, and an End date and time for the session. The session will default to today’s date, starting at 8:00 am and ending at 5:00 pm.

8. Click on Save. This session will now be available for participants to join.

9. From the list of current sessions, beside ASK Web Site Workshop click on Start Hosting.



10. Notice that you now have a third navigation folder, Active Session Settings.

Important This folder is only available when hosting or configuring a session. These navigation tabs are specific to sessions, and will only be displayed to configure sessions.

Step 4: Printer Settings

For each session, we need to determine which printer(s) we will be using. The printers can be configured separately for each session. In one session you may choose to only print to your laser printer so the NxtNote are very large, and in another session you may have both the Post‐it Note printer and a color printer. This gives you the flexibility of determining printer settings for each session independent of any other session.

Tip If you have team members meeting in two or more locations, you can configure your session so that when attendees print, the NxtNotes will be printed simultaneously in all locations. Both locations need to be running the Printer Service.

1. Click on the Printer Settings tab.

2. From the drop‐down list, select the NxtNote printer.

Note All of the registered printers for your subscription are shown in this drop‐down list, not just those registered to your account. This allows you to print to any registered printer, no matter where it is located.

3. Click on Add.

4. A series of suggested printer settings are shown. Since this is a Post‐it Note printer, select the option shown.

5. Notice that the Page Margins, Column & Row Settings, Font Settings, etc. are all set for you. You can of course modify these at any time. Then change the Field Font Settings to 10.



When you eventually print a Post‐it Note, you will see two different font sizes, one for the Main note, and the other for the Fields. These can be modified to suit your needs and audience.

6. Click on Save.

7. From the drop‐down list, select the Color printer.

8. Click on Add.

9. Whenever anyone prints to the Color printer, it will be to an 8.5” x 11” paper. Select the option shown.



10. You want to increase the Main Font Settings to 60 point size so it can be easily seen. Then change the Field Font Settings to 12.

11. Click on Save.

12. Select Back to Session.

13. The two printers are now displayed in the Printer pane area.

Tip If you always want to use the same printer, margins, font size, etc. for each of your sessions, you can create an Account default printer and automatically apply a printer template.

Step 5: Establishing Themes

NxtNotes has three major groups of navigation tabs: General, Account Settings and Active Session Settings. The commands within Active Session Settings are specific for each individual session.

Every workshop must have an objective, and the information you gather from the participants should lead you to that objective. Themes are the major topics or areas of focus for your session. Many times you will have a separate flip chart sheet on the wall for each theme.

Themes

Themes are major sections or topics for your session. You have the ability to create as many Themes as you need. The possibilities are endless. Let’s create the themes for our session.

1. Click on the Themes tab.

2. In the List Pane Name text box, enter the first theme name: Stakeholders, click on Add.



3. Click on Save.

4. Enter the next theme: Risks.

5. Continue until all of the Themes have been defined.

Note The order you enter your themes is the order they will be presented to your participants. You can modify the order at any time by selecting the Theme, and clicking the Up or Down arrows.

6. To see the results, click on Back to Session.



7. When you eventually host this session, these themes will be available to the participants in the Theme Pane.

8. While we are here, let’ s look at a couple of other panes you will be using as we move forward. The User Pane displays your user information.

Tip You can make yourself anonymous if you have sensitive or critical information to share that you don’t want traced back to you. This means that your name is not captured or printed anywhere. There is absolutely no way to trace the comment back to you!

Important As the Host, you can override the ability of attendees to make themselves anonymous. This feature can be turned on or off almost instantly during your session, depending on your need.

9. The Printer Pane is where any assigned printers to this specific session are displayed. You select which printer (or printers) you’d like to print to by selecting the appropriate check box. You can also increase the print quantity before you print.

Tip The first printer you select is considered your default printer. This means that when an attendee joins a session, and does not select a printer, the first printer in the list will automatically be selected. If you have participants who are using an iPhone or BlackBerry, they will also automatically print to the default printer.

Theme Fields

Within each theme, you can collect information for up to seven additional fields. As the Host, you can establish what those fields are, whether they are required fields, and even the type of information that must be entered.

Let’s say you have decided for each Risk that you want to also capture Likelihood, Impact, Detection, Overall, Response and Owner. Also for each Task, you want to know what the duration of the task is, and who owns the task. And finally for Scope In you also want to capture who submitted it, and what the Importance is.

1. Click on the Themes tab again.



2. In the List Pane, click Edit on the Risks theme.

3. In the Details Pane, under Field 1 in the Name text box, enter Likelihood.

4. Under Field 2 in the Name text box, enter Impact.

5. Under Field 3 in the Name text box, enter Detection.

6. Under Field 4 in the Name text box, enter Overall.

7. Under Field 5 in the Name text box, enter Response.

8. Under Field 6 in the Name text box, enter Owner.

9. Click on Save.

10. In the List Pane, click Edit on the Tasks theme.

11. In the Details Pane, under Field 1 in the Name text box, enter Duration.

12. Under Field 2 in the Name text box, enter Owner.

13. Under Field 3 in the Name text box, enter Department.

14. Click on Save.

15. In the List Pane, click Edit on the Scope In theme.

16. In the Details Pane, under Field 1 in the Name text box, enter Surfaced By.

17. Under Field 2 in the Name text box, enter Importance.



18. Click on Save.

Copy Themes

To quickly duplicate any Theme you have defined, you can copy it. Many times, a host might create a very complicated setup for a Theme, and want to duplicate all the elements of that Theme. Each Theme has a Copy action. The behavior is that all defined elements (category, library, prefixes, fields, masks, lists and options are copied exactly and can then be renamed.

1. Select the Scope In theme, and click Copy.

2. An additional theme has been created, labeled Scope In[1] that contains the two additional fields you had defined earlier. Click on Edit.

3. In the Details Pane, edit Name to say Scope Out.

4. Click on Save.

5. Select Scope In and then click on the Up arrow.

6. Continue until you have moved Scope In so it is the first theme, and Scope Out so it is the second.

7. To see the results, click on Back to Session.



8. As you select the various Theme radio buttons, you will notice that some themes have additional fields to enter, and others do not, based on your requirements.

9. When you enter a Task and print it, the Post‐it Note appears like this, with the additional fields and other information printed and captured in the bar code.

Field Attributes

As you think about your workshop, you decide you want to force certain behaviors to make sure participants capture the information most useful to you. You have already determined that when the participants provide information about the Task theme, you also want to capture a duration and owner for each. But to be certain you get the right kind of data, in the duration field only numbers will be allowed, and if the participant does not provide duration data, you will not allow them to print. However, they may not know who the owner of a task is, so you will allow them to print if this data is not provided.

1. Click on the Themes tab again.

2. In the List Pane, click on the Tasks theme, select Edit.

3. In the Details Pane, under Field 1 in the Mask drop‐down list, select Numeric. This will only allow numbers to be entered into this field.



Now, only numeric entries will be allowed in this field. If the attendee tries to enter any other type of data, they will receive an error message.

Important If you were allowed to define both a Mask and Custom List for a field, there could be a conflict. For example, if you set a Mask as Numeric, but the Custom List contained a list of names, you would not be allowed to select any names from the list, because the entry was not numeric. If you apply both a Mask and Custom List to the same field, the Custom List has priority, and any Mask will be set back to (none)and you will see the following message.

4. Also under Options for Field 1 – Duration notice that Required is selected by default. Now, unless a numeric entry is made in the Duration field, the NxtNote will not print and the participant will be notified that a numeric entry must be made.

5. Under Options for Field 2 ‐ Owner, turn off Required. This means that if the attendee can provide the data, they can enter it. However, if the Owner is left blank, they will still be allowed to print.

Note When you add a field(s) to a theme, the default condition is that all fields are required.

6. Under Options for Field 3 – Department, in the Mask drop‐down list, select Forced. The List data will be replaced by a text box. Enter Human Relations. This will only allow one entry to be displayed and



captured.

7. Click on Save.

8. Select Back to Session. When the user selects a theme with no additional fields (such as Lessons Learned), no additional fields are displayed.

But when the user selects a theme with additional fields, such as Task, these additional fields will be shown on the right hand side of the NxtNote Pane.

Important There are indicators that help to determine if the data is required, or if it can be modified. Required elements in NxtNote have a red dot beside the field name.

For example, since there is a red dot beside Duration but not Owner, it means the attendee must provide an entry in Duration, but Owner can be left blank, and still be allowed to print or capture A forced entry field will have a black dot beside the field name.

This means the Host has determined that only one entry can be made, and cannot be modified. In this example, the only entry allowed is Human Relations, and is captured automatically.

We’ll come back later and add a few more attributes to some of our themes.



Step 6: Custom Lists

Custom Lists are a time saving feature that can help ensure that data is entered accurately and quickly. When you create a custom list, it provides users with a drop‐down list of predefined choices. Custom lists can be created specifically for your NxtNote account, you can share them with the rest of the Hosts within your subscription or you can use custom lists that others in your subscription have defined and shared.

For our workshop, we want to define several custom lists which we will then apply to themes we have previously created. First, let’s define a custom list for our Risk theme. All we want to do is allow participants to choose from three options: High, Medium and Low.

1. Click on the Custom Lists tab.

2. In the List Pane Name text box, enter the first category name: HML (stands for High Medium Low).

3. Click on Add.

4. In the Details Pane Name text box, enter the first item of the list: High.

5. Click on Add or press Enter.

6. Enter Medium, and then Low.

7. Click on Save.

Paste Custom Lists

To help quickly create Categories, Custom Lists or Prefix Lists the Host can create these in Excel, and then paste them directly into NxtNote.

Instead of allowing participants to enter any name they want, we’ll define a list of possible names and allow them to select from that list. To save time, let’s copy a list of names from Excel, and we will paste these into a custom list.

8. Open Excel, and enter names you want included in the list: Mary Smith Logan Weston Shane Tolman Shellie Taylor

Note We are only creating this list in Excel for illustration purposes. It is assumed that you have many lists that can be included in NxtNote already in Excel or Word, which can easily be copied and pasted.



9.

10. Select the list of names, and select Copy (or Ctrl+C).

Note For Custom Lists, you are only allowed to paste one column of data from Excel, but unlimited rows.

11. Return to NxtNote. In the List Pane Name text box, enter the first custom list name: Employees, click on Add.

12. In the Details Pane, click on Paste.

13. Depending on the settings in your browser, you may have to Allow Access and click on Paste again.

Important You must select the Paste command, you cannot use the shortcut Ctrl+V.

14. Click on Save.

15. The names are now listed in the Detail Pane.

Next, create a custom list for the Risks theme, Response field.

16. In the List Pane Name text box, enter the category name: Response.

17. Click on Add.

18. In the Details Pane Name text box, enter names you want included in the list: Accept Avoid Mitigate



Ignore Other

Tip If you want your custom lists available only to you, enter them into the Personal folder. If you want them to be available to all of the Hosts within your subscription, enter them under Shared.

19. Click on Save.

Finally, you have to apply the newly created custom lists to the themes previously created.


21. In the List Pane, click on Edit beside the Risks theme.

22. In the Details Pane, under Field 1 in the drop‐down list, select HML.

23. Apply the same HLM list to the Impact, Detection and Overall fields.

24. In the Details Pane, under Field 5 in the List drop‐down list, select Response.

25. Click on Save.

26. In the List Pane, click on the Tasks theme.

27. In the Details Pane, under Field 2 in the drop‐down list, select Employees.

28. Click on Save.

When you eventually host this session, and the user selects the Risks theme, the fields with the custom lists will be shown on the right hand side of the NxtNote Pane. Users will use the drop‐down lists to make their selections.



Tip If you want fields to retain the data after the NxtNote is printed, you can remove the option Clear after print for each field. This would speed up data entry, but would not force participants to reconsider their choice after each print.

Step 7: Categories

Categories are an additional component of NxtNote that can help capture more detailed information. You can have various themes, and within each theme a subset of information you may want to capture. Categories can be ‘outlined’, meaning you create a sub‐category, and a sub‐sub‐category up to five levels deep. This provides even greater flexibility in how data is captured.

Prior to our workshop, we met with key team members and defined what the deliverables, or major areas of work, for the web site project were. We are going to create a category called Deliverables, outline the list to make it easier to use, and then apply this category to the Tasks theme.

1. Click on the Categories tab.

2. In the List Pane Name text box, enter the first category name: Deliverables.

3. In the Outlining column, choose 1.2.3.4 from the drop‐down list. This will add a numeric value to the category.

4. Click on Add.

5. In the Details Pane Name text box, enter the first item of the category: Discovery.

6. Click on Add or press Enter.



7. Enter the remaining deliverable names: Discovery Design Development Deployment Debrief

Notice that the Outline numbers are automatically generated.

To illustrate how outlining works, let’s say you have sub‐deliverables that you want to organize. We’ll add two sub‐deliverables under the Design phase.

8. Enter Preliminary, then Final.

9. Select the Preliminary item, then click on the Up arrow until it is underneath Design.

10. Click on the Indent arrow to make Preliminary a sub‐category to Design.

11. Select the Final item, then click on the Up arrow and Indent as shown:

12. Click on Save.

Let’s create another category we will use with the Lessons Learned theme. But this time we will create the category in the Shared folder so that everyone in our subscription can have access to it. Plus, we will create it in Excel first with the various levels already determined, then paste it directly into Categories.

13. Open Excel, and load CategoryExample.xlsx. Because we want to also determine what ‘level’ each entry will take, the first column should include 1, 2, 3, etc. The numbers indicate the Level position. In this example, we want the Regions (Western, Mountain) to be at level 1, States (Nevada, California, Utah,



Colorado) to be at level 2 and the various cities to be at level 3.

14. Highlight both columns, and select Copy (or Ctrl+C).

15. We want this Category to be available to everyone in our subscription. Click on the Shared folder.

16. In the List Pane Name text box, enter the first category name: Regions. In the Outlining column, choose 1.2.3.4 from the drop‐down list. This will add a numeric value to the category.

17. Click on Add.

18. In the Details Pane, click on Paste.

Important You must select the Paste command, you cannot use the shortcut Ctrl+V.

Note Depending on how your browser is configured, you may see this message.

Click on Allow access and select Paste again.



19. The names of the Regions are at Level 1, States are at Level 2 and Cities are at Level 3.

20. Click on Save.

Note You can create up to 5 Outline levels.

Tip If you want your categories available only to you, enter them into the Personal folder. If you want them to be available to all of the Hosts within your subscription, enter them under Shared.

Finally, you have to apply the newly created categories to the themes previously created. First we will apply the Deliverables category from our Personal list, and then apply the Regions category from the Shared folder.


22. In the List Pane, click on Edit beside the Tasks theme.

23. In the Details Pane, under Categories in the drop‐down list, select Deliverables.

24. Click on Save.

25. In the List Pane, click on Edit beside the Lessons Learned theme.

26. In the Details Pane, under Categories, first choose Shared from the drop‐down list, then select Regions.

27. Click on Save.



When you eventually host this session, and the user selects the Tasks theme, the Deliverable category will be shown in the Category Pane.

Tip The red dot beside the Category name (Deliverables in this example) indicates that it is required, meaning if the Attendee does not chose from the Category list, they will not be allowed to print. If you’d like selection from the Category list to be optional, click on Themes, then select Edit beside your Theme, then deselect Category Required, and click on Save.

Step 8: Library

Library entries are an additional component of NxtNote that help participants provide information in a structured way. With the Library, the Host can create lists of activities or tasks that the participant has the option to choose from. Comprehensive lists of materials, locations, deliverables, activities … anything can be compiled and presented. For example, if you work for a construction company you deal with many different trades. You can create a Library for all the tasks that need to be performed by the electricians and a separate Library for plumbers, painters, etc. Each trade can select from the Library drop‐down and select from the list, ensuring no critical activities are missed.

Prior to our workshop, we met with key team members and decided we needed two groups to determine how to build the website: Designers and Testers. Since we have developed internal websites before, we have a detailed list of all the tasks required to complete the work. By creating a Library for each discipline, we can make sure nothing is missed.

1. Click on the Library tab.

2. In the List Pane Name text box, enter the first library name: Designer.

3. Click on Add.

4. In the Details Pane Name text box, enter these three activities in the library: Confer with development teams to prioritize needs Identify problems uncovered by testing or customer feedback



Analyze user needs to determine technical requirements

Note Each Library entry can be up to 500 characters. There is no limit to the number of individual Library items.

5. Click on Save.

6. In the List Pane Name text box, enter the first library name: Tester and add these two activities: Develop or validate test routines Back up files from web sites to local directories

Tip Remember, if you have lists in Excel, Word or even Project you can easily copy them and paste directly into your Library.

7. Click on Save.

Next, we have to apply the newly created library lists to the themes previously created. We also need to copy the Task theme and create two, one for Designer and one for Tester.


9. Select the Tasks theme, and click Edit.

10. In the Details Pane, edit Tasks to say Designer Tasks.

11. Under Library select Designer.

12. Click on Save.

13. Select the Designer Tasks theme, and click Copy.

14. An additional theme has been created, labeled Designer Tasks[1]. Click on Edit.



15. In the Details Pane, edit the theme name to say Tester Tasks.

16. Under Library select Tester.

17. Click on Save.

18. Move Tester Tasks up one row.

19. Click Back to Session.

20. If you select the Designer Tasks radio button, there is now a Library list associated with the theme.

Note Each theme can have its own Library.

21. From the Library drop‐down list, select one of the library items, it is automatically placed in the main NxtNote. You can then Print or Capture the information.

22. Notice there is a red ‘required’ dot beside the Library drop‐down list. This means the user can only select from the Library list.

23. If the attendee tries to enter a different entry … something not in the Library.



24. They will receive this error message. Click OK.

25. This default condition can be turned off, to allow attendees to either select from the Library or enter their own unique data. Click on the Themes tab.

26. Notice beside the Designer Tasks theme there is a check box. Select the check box for both Designer Tasks and Tester Tasks, and click Edit beside Designer Tasks.

27. Under Behavior, uncheck Library Required.

28. Click on Save.

Note By selecting multiple themes by clicking on the check boxes, you can make the same changes to multiple themes.

29. The required dot is now removed. Now the attendees can either select from the Library, or enter their own unique entries.

Step 9: Prefix Lists

Prefix Lists are another level of data entry options and control. A prefix is automatically inserted at the beginning of a NxtNote to further identify the information and add consistency to the results. The Host may want to create a series of abbreviations that are automatically inserted at the beginning of the NxtNote data.

For example, let’s say that you want to identify whether certain project tasks could be categorized as a Milestone, Input or Output. To do this, you’ve decided you want the first characters for a Milestone to be M:, Input to be I: and Output to be O:.



1. Click on the Prefix Lists tab.

2. In the List Pane Name text box, enter the first prefix name: Project.

3. Click on Add.

4. In the Details Pane List Items text box, create entries you want included in the prefix list. The Label area is where you enter the prefix label, and the Prefix area is where you actually enter the abbreviation or prefix. Enter the following:

Tip If you want to have a space between the Prefix and the data you will eventually enter, press the spacebar after your prefix.

5. Click on Save.

Finally, you have to apply the newly created prefix list to the themes previously created.


7. In the List Pane, click on Edit beside the Designer Tasks theme.

8. In the Details Pane, under Prefixes in the drop‐down list, select Project.

9. Click on Save.

10. Repeat for the Tester Tasks theme.

When you eventually host this session, and the user selects the Tasks theme, the Project prefix list will be shown in the Prefix Pane.



Important By default, a Prefix is NOT required (notice there is no red dot beside). This can be changed as required (see below).

Note If you have defined both the Category and Prefix on one theme (as in this example), the panes are divided equally in the available space.

The behavior of a prefix list is such that when you choose a Theme that has a prefix list associated with it, it will present the prefix list in the Prefix Pane. When the participant selects the appropriate prefix label in the Prefix Pane, the actual prefix will appear in the NxtNote Pane as the first character(s) and additional text can be added as required (or you can click on a Library item).

Tip You can force participants to have to select a prefix, or they will not be able to print. When assigning the prefix to the theme, check the Prefix Required behavior.

Glossary | Rapid Start Guide ‐ NxtNote Technology


Modify Session While Hosting

As a session Host, you may want to change the way your participants interact with NxtNote during your session. We have provided a number of features to allow you to configure your session just the way you want it.

View

History

The default behavior in NxtNote is for all attendees to see everyone else’s comments and entries, known as History. As the attendees add NxtNotes, they are displayed in the History Pane along with everyone else’s comments.

Attendees can only see their History

During a brainstorming session, you may not want attendees to see what comments others are making, as this may influence the flow of ideas.

1. Click on the Setup tab.

2. Select Attendees can only see their History.

3. Click on Save.

4. Click on Back to Session.



5. Attendees now can only see their own History.

Attendees cannot see History

One other option is to hide History entirely.


2. Select Attendees cannot see History.

3. Click on Save.


5. History is now hidden from all attendees.

Note If you are logged in as the Host, these options will have no effect on your History. You will always see everyone’s comments.

Tip You can make changes to the Setup tab at any time during your session. The changes you make will be applied immediately to your session, and all Attendees will see these changes to the session almost instantly.

Host and Attendees cannot see History

The final option is to hide History entirely from both the attendees and Host.


2. Select Attendees cannot see History.

3. Click on Save.




5. History is now hidden from all attendees and the host.

History Columns

As the Host, you may want to temporarily hide certain columns in the History pane. For example, this could be useful when brainstorming with a group, and you want everyone to see the comments of all other attendees, but may not want to display the Theme or Category.


2. Determine which columns you want to hide, by deselecting the appropriate check box(es).

3. Click on Save.


5. Those History pane columns are now hidden from all attendees.

Delete / Edit

The Host can determine who in the session is allowed to delete or edit History. The default condition is that ONLY the Host can delete and edit History. Other options are that only the Host and/or the user who initially entered the NxtNote are allowed to delete it, no one can delete History or any one (regardless of how created it) are allowed to delete History.

Only Host can delete

If you want to make sure that History is not accidentally deleted by the participants, select Only Host can delete.


2. Select Only Host can delete.

3. Click on Save.

4. Now, if anyone other than the Host tries to delete a History item, they receive this error message and are not allowed to delete.

Host and/or Attendee can delete

You can allow either the Host or the participant who entered the comment to delete History. No other participants are allowed to delete History.




2. Select Host and/or Attendee can delete.

3. Click on Save.

4. Now, if anyone other than the Host or the attendee who entered the comment tries to delete a History item, they receive this error message and are not allowed to delete.

No one can delete

If you want to make sure that no one can delete History, select this option.


2. Select No one can delete.

3. Click on Save.

4. Now, if anyone tries to delete a History item, they receive this error message and are not allowed to delete.

Anyone can delete

If you want anyone in the session to be able to delete History, select this option.


2. Select Anyone can delete.

3. Click on Save.

4. Now, anyone in the session can delete History items.



Only Host can edit

If you want to make sure that History is not accidentally edited by the participants, select Only Host can edit.


2. Select Only Host can edit.

3. Click on Save.

4. Now, if anyone other than the Host tries to edit a History item, they receive this error message and are not allowed to edit.

Host and / or Attendee can edit

You can allow either the Host or the participant who entered the comment to edit History. No other participants are allowed to edit History.


2. Select Host and/or Attendee can edit.

3. Click on Save.

4. Now, if anyone other than the Host or the attendee who entered the comment tries to edit a History item, they receive this error message and are not allowed to edit.

X

No one can edit

If you want to make sure that no one can edit History, select this option.




2. Select No one can edit.

3. Click on Save.

4. Now, if anyone tries to edit a History item, they receive this error message and are not allowed to edit.

X

Anyone can edit

If you want anyone in the session to be able to edit History, select this option.


2. Select Anyone can edit.

3. Click on Save.

4. Now, anyone in the session can edit History items.

Bar Code Content

You can determine what elements you want included in the bar code. By default, only the main NxtNote, and any fields defined are included in the bar code, and thus will be scanned into your application. You may wish to include the NxtNote ID, User, Theme, Category or Field Names in the bar code.


2. The default elements included in the bar code are the main comment and any additional fields that have been defined.

With these elements included in the following NxtNote



The following data will be scanned into your document:

But if you include these additional elements in the bar code content:

The following data will be scanned into your documents. Notice the additional pieces of information:

3. Click on Save.


5. You now have the ability to include exactly those elements you want in the bar code.

Caution Do not change what you include in the bar code content mid‐way during a session. If you do, when you scan the NxtNotes into your applications, some scans will include additional the information, and some will not.

Behavior

The Host has the ability to determine how the participants interact with the session. The Host can force all users to be anonymous and can choose to display the attendee list. In addition, under the Options section, the Host can determine whether the users can print without selecting a printer, as well as determining how the user interacts with Themes, Categories and Prefixes.



User

Force User Anonymity

When conducting traditional brainstorming sessions, the goal is to generate as many ideas and feedback as you can. You don’t want to inhibit this flow of information just because the feedback is critical or negative. Unfortunately two or three participants may hijack the session, while others who have something important to contribute may not feel empowered to do so, and the opportunity is lost. It is many times the people who sit with their arms folded and not contributing who may hold the answer to the problem.

To encourage full participation, you may want to force every attendee to be anonymous. This empowers the attendee to ‘say what’s on their mind’ without fear of reprisal. Their name will not appear anywhere within NxtNote, nor will it be printed anywhere on the actual sticky note.


7. Select Force User Anonymity.

8. Click on Save.


Tip You can make changes to the Setup tab at any time during your session. The changes you make will be applied immediately to your session. Feel free to make changes to these options at any time during your session, as circumstances dictate.

Important When you tell attendees that they can be anonymous, it is important to honor that promise. There is absolutely no way to trace back a particular NxtNote to the attendee who created it, if you allow them to be anonymous.

Override User Anonymity

As the Host, you may not want attendees to be anonymous in certain situations. While it is important to give attendees the ability to be anonymous, there are times when you may want to override that ability. If an attendee has made themselves anonymous, you can override this ability. They will receive a message saying they are no longer anonymous.




2. Select Override User Anonymity.

3. Click on Save.


Display Attendee List

As the Host, you can decide whether you’d like your participants to see who has joined the active session. In addition to the name, there is a number displayed to the right of each name. This indicates the number of NxtNotes that attendee has entered. This number is useful in determining who is participating and who is not. If you find displaying a list of who is (or is not) in the session distracting to the participants, you may choose to turn off this option.


2. De‐select Display Attendee List.

3. Click on Save.


Display Attendee NxtNote Quantity

As the Host, if you are displaying the list of attendees, the default setting is to also display the total number of NxtNotes that each attendee has captured. The Host has the ability to turn off the NxtNote quantity number from displaying, so that other attendees cannot see the number of NxtNotes their fellow team members are capturing. Turning this number off is useful if the Host is sharing their screen with others via screen sharing technology, and doesn’t want to embarrass attendees by displaying how many (or few) NxtNotes each has captured.


6. De‐select Display Attendee NxtNote Quantity.

7. Click on Save.




Console Display

Apply Theme color as data entry background

If Themes have been defined with specific colors associated with them, the Host can determine whether to use those colors as background in the console. For example, if a Risk was defined as red, if you turn on this option, whenever an attendee selects the Risk theme, the background of the console will also display as red.

1. Normally, if you assign colors to Themes, they do not appear any differently to the attendee.


3. Under Console Display click on Apply Theme color as data entry background.

4. When you go back to session and select Risk, the data entry background is the same color, making it easier for your attendees to identify.

Display Themes in single column

As the Host, you may find it easier for the attendees to display the list of Themes in a single column, rather than the default two columns per row. When you select this option, all Themes will be displayed in a single column.


2. Under Console Display click on Display Themes in a single column.



3. When you go back to the session, the Themes are now displayed in a single column.

Turn off alternating white/gray Theme rows

As the Host, you may find it easier for the attendees to display the list of Themes without the alternating white / gray Theme rows. When you select this option, all Themes will be displayed with no shading.


2. Under Console Display click on Turn off alternating white/gray Theme rows.

3. When you go back to the session, the Themes are now displayed with no shading.

Tip You can combine any of the settings in Console Display to design the Theme Pane for your requirements.

Options

Within the Setup tab, the Host can change the way the session is run. The Host may choose to allow NxtNotes to be entered without physically printing them, or may allow participants to print without always being forced to re‐select the Theme radio buttons.

Allow print without Theme selection

By default in an active session, the participants must select a Theme radio button before they can print a NxtNote. To assist in the speed of generating ideas, you may not want to slow down the process by forcing participants to select a Theme radio button each time they print. With this option selected, participants can print any NxtNote without having first to select the Theme radio button.




2. Select Allow print without Theme selection.

3. Click on Save.


5.

Important If you turn this option on, as the Host you run the risk of not knowing which Theme the comment is associated with, as the Theme will not physically print on the NxtNote.

Capture in History only, disable printing

By default, there must be at least one printer associated with an active session. With this option selected, you can conduct a session without participants being forced to print. You do not have to have a printer associated with a session.

1. The default condition is for NxtNote is to Print a physical note. The command buttons reflect this ability to Print or Reprint.


3. Select Capture in History only, disable printing.

4. Click on Save.


6. The command buttons change to say Capture and Recapture.



7. The attendees can now create a NxtNote without having to physically print a NxtNote.

Tip You can still capture your data even though it is physically not printed. Use the Export feature, and copy your data to Excel. Click on Sessions Export (beside your session) Save Filename and location. Navigate to the file location and you can then open the .xml file using Excel.

Clear Theme selection after each print

If you have defined a Theme, you expect the participants to provide that information. You can determine whether you want the Theme radio buttons to be cleared each time a NxtNote is printed, or if you want the Theme radio buttons to be retained until another is selected.


2. Select Clear Theme selection after each print.

3. Click on Save.


5. The attendees now have to always re‐select the theme radio button in order to print.

Clear Category selection after each print

If you have defined a Category, you expect the participants to provide you that information. You can determine whether you want the Category selection to be cleared each time a NxtNote is printed, or if you want the Category selection to be retained until another is selected.


2. Select Clear Category selection after each print.

3. Click on Save.


5. The attendees now have to always re‐select the category in order to print.

Clear Library selection after each print

If you have defined a Library, you expect the participants to provide you that information. You can determine whether you want the Library selection to be cleared each time a NxtNote is printed, or if you want the Library selection to be retained until another is selected.




7. Select Clear Library selection after each print.

8. Click on Save.


10. The attendees now have to always re‐select the category in order to print.

Clear Prefix selection after each print

If you have defined a Prefix, you expect the participants to provide you that information. You can determine whether you want the Prefix selection to be cleared each time a NxtNote is printed, or if you want the Prefix selection to be retained until another is selected.


2. Select Clear Prefix selection after each print.

3. Click on Save.


5. The attendees now have to always re‐select the prefix in order to print.

Do not include bar code when printing

If you do not have the scanner available, or you simply wish to not include the bar code when printing, you can turn that feature off.

1. By default, when you print a NxtNote, it automatically prints the bar code.




3. Select Do not include bar code when printing.

4. Click on Save.

5. Now when you print, the bar code will not be printed.

Important You cannot scan the NxtNote without a bar code printing. If you have made a mistake, you will have to turn off this feature and then reprint your NxtNotes again with the bar code.

Allow only one use of Library item

When you create a Library, you may want to only let the Attendee choose a Library entry once. But they may want to see if they have already selected a Library entry. With this command you are only allowing the Attendee to select a single Library item once, but once selected it turns grey as an indication that they have previously selected this entry.


2. Select Allow only one use of Library item.

X

3. Click on Save.


5. The Library items are displayed, but any that have been used are greyed out.

6. If the attendee tries to use a Library item that is greyed out, they receive this error message.



Printer and Session Templates

Templates are a time saving feature that allows the user to use a previously defined session, and copy all of the elements of a that session to their current session. Templates can include printer setting templates and session templates. Templates are stored in the Templates Tab and includes all of the defined templates in the List Pane and the details of each selected template in the Details pane.

Templates can be created specifically for only your NxtNote account, you can share them with the rest of the Hosts within your subscription or you can use templates that others in your subscription have defined and shared. NxtNote allow the Host to create an unlimited number of Printer and Session templates by creating a preformatted set of session or printer settings, such as themes, fonts, custom lists, settings, etc.

Printer Setting Template

Printer setting templates contain page and NxtNote margin settings, font type and size as well as orientation. The Host can use a template to quickly configure any printer. Templates can be created specifically for only your NxtNote account, you can share them with the rest of the Hosts within your subscription or you can use printer setting templates that others in your subscription have defined and shared.

Create a Printer Template

1. Click on the Templates tab.

2. Determine whether you want the Printer Template to be available in Personal or Shared by selecting the appropriate folder.

3. Select Add.

4. If there is a specific session you want to base the Printer Template on, click on the Session drop‐down list and select the session.

5. If you selected a session that had multiple printers associated with it, click on the Printer Setting drop‐down list and choose the specific printer from that session.



6. The printer settings (margins, column & row settings, font settings, etc.) from the selected printer are displayed. If required, you can fine tune any printer setting to suit your particular needs.

7. In the Name field, enter Perfect Post-it and click on Save.

8. The newly created Perfect Post‐it printer template is now available.

Tip If you want your Printer Template available only to you, enter them into the Personal folder. If you want them to be available to all of the Hosts within your subscription, enter them under Shared.

Apply Printer Template to Session

Now that you have a series of Printer Templates, you can easily apply them to any session.

1. Either create a New Session or edit an Existing Session.

2. Click on the Printer Settings tab.

3. From the Printer Setting drop‐down list, select the appropriate printer or click on Edit if the printer is already associated with the session.

4. Determine where the Source of the template is saved by choosing either Personal Templates or Shared Templates.



5. From the Template drop‐down, select the Perfect Post‐it template.

6. Click on Save.

Important It is important to select the appropriate printer. If you created a Printer Template for the Post‐it Note printer, you must select that printer, and not say a laser or inkjet printer.

Session Template

As you and your company start to use NxtNote to facilitate more and more types of sessions or workshops, you will find that different sessions will have different settings. For example, a project planning workshop will have Themes that capture Issues, Risks, Tasks, Deliverables, etc. But if you’re running a brainstorming session, the type of information you need to capture will be different … you might want to capture whether a comment is a Fact, Opinion or Guess.

As you fine tune your session requirements, you don’t want to have to re‐enter them each time you have a similar session. Session Templates allow you to copy the settings from one session, and utilize them in another.


2. Determine whether you want the Session Template to be available in Personal or Shared folder by selecting the appropriate folder.

3. Select Add.

4. You will be basing your template on a previous (or current) session. Click on the Session drop‐down list and select the session you want to copy as a template.

5. The session settings (Themes, Categories, Custom Lists, etc.) are displayed for review.



Tip If you want your Session Template available only to you, enter them into the Personal folder. If you want them to be available to all of the Hosts within your subscription, enter them under Shared.

Important Templates CANNOT be edited directly … they can only be copied from an existing session. If there is fine tuning or changes to be made, do it in an actual session and then make a template from that session.

Editing a Session Template

You cannot edit a Session Template directly. Templates are based on pre‐existing sessions. If you have a Session Template that is no longer up‐to‐date as you have made fine tuning changes to the behavior of your session, follow these steps.


2. Locate the Template that has the older settings, and click on Delete.

3. Click on Add.

4. Find the most current session that has the settings you’d like for your updated Session Template.

5. Give the Session Template a name (you can use the same Template name since you just deleted the old one).

6. Click on Save.

Account Defaults

Default Printer & Printer Template

In the standard NxtNote configuration, for each session you need to determine which printer(s) you will be using. Each individual session has to have a printer assigned to it, and that printer needs to have the appropriate margins, font sizes, etc. set. This gives you the flexibility of determining printer settings for each session independent of any other session.

However, in your situation you may never need to modify what you call the printer, which printer you will use or what the margins are. If this is your situation, you can create an account default printer. Once set, whenever you create a session, the default printer will automatically be assigned to any new sessions.

Note Each Host within a subscription can have a separate default printer for their session.

Important There can only be one default printer per Host account, and all printers must first be registered to the subscription.

1. Click on the My Account tab.



2. Locate the Account Defaults section. Notice the Default Printer and Printer Template are Not Set.

3. Click on Edit.

4. Under the Registered Printers drop‐down list, select the registered printer you’d like to use as your default.

5. Under the Printer Template drop‐down list, select the printer template you’d like to use as your default.

6. Click on Save.

7. Click on the Session tab.

8. Click on New Session.

9. Notice the Use Default Printer option is selected automatically.

10. All new sessions will now automatically have your default printer and printer template assigned to them.

Note Even though you use a default printer, it can be modified for your specific session, or removed as appropriate.

Default Layout



The positioning of the data on the printed page is called the Layout. By default, NxtNotes can be printed to either a Post‐it Note or larger paper, but each uses the same Layout. Custom Layouts can be created (not customer definable) to meet specific requirements.


2. Click on Edit beside any Theme.

3. Look in the Hardcopy area. The Layouts for your subscription are listed here. We will determine which of these layouts will be your default.


5. Locate the Account Defaults section. Click on Edit.

6. If you have additional Layouts created for your subscription, they will be listed in the drop down list.

7. Click on Save.

8. Now, whenever you create a new Theme it will default to this layout.

Host Mode

This feature allows the Host to determine how he/she would like to host the individual session. Hosted mode indicates the session requires a Host for Participants to join. If the Host has not joined the session, participants cannot join the session. Open mode indicates the session is currently open, and does not require the Host in order for others to join.

As the Host, you can determine when you host a session if you want the session to be Hosted or Open. Whichever mode is the default, every time you create a new session, it will have the Host Mode set automatically. You can override this setting individually for each session.



3. Determine how you would like all future sessions to be configured, either Hosted or Open.

4. Click on Save.

Output

This feature allows the Host to determine whether new sessions allow printing, or if the data is only captured in History.





3. Determine how you would like all future sessions to be configured, either Print or Capture.

4. Click on Save.

Themes

Printer

If you have multiple printers, such as a Post‐it Note printer and a laser, you can default any printer to print any theme. For example, you could have all Tasks print to the Post‐it Note printer, but all Lessons Learned to print to the laser printer.


2. Select the Theme you want to change, and click on Edit.

3. From the Printer drop‐down list, select the printer you want to always print when this theme is selected.

4. Click on Save.

Tip If you have multiple printers in different locations, this is an easy way to make sure the attendees print to the correct printer.

Theme is Visible / Enabled

Prior to your session, you may wish to predefine all of your themes. Or you may have a session template that has all the themes you think you’ll ever need for any session. This can add up to a lot of themes, and the NxtNote UI Console could get very cluttered. A solution is to temporarily hide themes.

Hide Themes


2. Select the Theme you want to hide, and click on Edit.

3. De‐select the Theme is Visible / Enabled check box.

4. Click on Save.

5. Repeat for as many themes as you wish.

Unhide Themes




2. Select the Theme you want to make visible, and click on Edit.

3. Select the Theme is Visible / Enabled check box.

4. Click on Save.

5. Repeat for as many themes as you wish.

Theme Colors

For many processes, it can be very helpful to have certain Themes displayed and printed in various colors. For example, you might want all the Risks printed in red, Lessons Learned to be blue and Parking Lot to be green.


2. In the List Pane, click on Edit beside the Risks theme.

3. In the Details Pane, in the Hardcopy section under Color, select the red sample.

4. Click on Save.

5. Notice that beside the Theme name is a box indicating the color selected. In addition, there is an ‘X’ thru the color, which indicates that this color has already been chosen. This helps avoid selecting the same color to represent multiple themes.

6. Click on Return to Session. The Risk theme name is also displayed as red.

Note You must print the NxtNotes to a color printer. The sticky note printer does not print in color. If you print color to a black and white printer, some of the background ‘color’ will wash out the font color.

Tip If you want certain Themes to have the same color, try this work around. Edit the Theme and apply the chosen color. Then click on Copy. The new Theme will have the same color assigned to it. Edit the Theme name, and make any other appropriate changes.



Color Borders

For the (Normal) layout, you can determine where you want the color borders to print. This is helpful to help differentiate various Themes, and can be applied independently to each Theme. For example, if you are planning a construction project, you could assign electricians to have a color border at the top, masons could have a color border at the bottom, etc.


2. In the List Pane, click on Edit beside the any theme.

3. If required under Hardcopy, choose a color for the Theme.

4. Make sure the Layout is set to (Normal).

5. Locate the Color Border area.

6. Under Color Borders, click on Top. When printed the colored border will be on the top.

7. Under Color Borders, click on Bottom. When printed the colored border will be on the bottom.



8. Under Color Borders, click on Left. When printed the colored border will be on the left.

9. Under Color Borders, click on Right. When printed the colored border will be on the right.

10. Under Color Borders, click on Outside. When printed the colored border will be all the way around the note.

11. Under Color Borders, click on Dot. When printed the colored border will be on the top.

History



The History columns are located in the History pane at the bottom of the UI Console in an active session. Users can change the order that the columns are displayed and can filter on any data within the columns. By clicking in the column heading, the data will be sorted in ascending or descending order. The Host can choose to hide just certain columns, or all columns from the users.

Expand

More and more, teams are working and collaborating remotely. To be more effective and share additional information, you may wish to temporarily expand and then collapse the History pane. This allows more data to be viewed and discussed.

1. In the History pane, click on the Expand button.

2. The History pane will expand, filling most of the screen. This will temporarily cover the User pane, Printer pane, Theme, Category and Prefix panes, as well as the NxtNote pane. Toggles with Collapse.

3. Filter, sort and interact with the History data as required.

Tip You might want to increase the number of rows per page that you are displaying. When filtering and sorting, this will display more information in the expanded History space.

Collapse

1. In the History pane, click on the Collapse button.



2. The History pane will collapse back to the default size. Toggles with Expand.

Important You cannot edit, Print, Re‐Print, Just Update or Clear when the History pane is Expanded. To make any changes, select the row you’d like to modify, then click on Collapse. You can then make any necessary changes, select the command, then Expand again.

Wide

1. In the History pane, click on the Wide button.

2. The History pane extends the horizontal width to the maximum size of the browser window. Toggles with Narrow.

Narrow

1. In the History pane, click on the Narrow button.



2. The History pane extends the horizontal width to the maximum size of the browser window. Toggles with Wide.

Maximize

1. In the History pane, click on the Maximize button.

2. The History pane expands to the maximum size of the browser window. It also hides the Navigation Tabs and Sidebar. Toggles with Minimize.

Minimize

1. In the History pane, click on the Minimize button.



2. The History pane returns to the default size. Toggles with Maximize.

Window

1. In the History pane, click on the Window button.

2. The History pane is open in a separate browser window, and is also maximized. This allows you to edit in one window and see the results in another. Toggles with Console.

Console

1. In the new browser window, click on the Console button.

2. The new browser window closes and returns to the default size. Toggles with Window.



Change Column Order

Each session attendee can change the order of his or her History columns independent of any other attendee.

1. In the History Pane, position your mouse over the column heading you want to move. For example, let’s say you want to move Field 2 in front of Field 1. Select Field 2.

2. Click and drag the selected Field 2 column heading to the new position in front of Field 1. Notice the small movement arrows.

3. Release the mouse button. The column is now moved.

Note Any changes you make to the column order is only for this session. If you join a different session, your column order will be back in the default positions.

Tip You will have to scroll horizontally to the left and right to find some of your columns in order to move them.

Filter

In an active session, the user can choose to filter on any column in the History pane. Click on the filter icon in the column heading(s) and choose what you want to filter on from the drop‐down list box. You can apply multiple filters by filtering on multiple columns.



1. For example, let’s say you want to only see the Parking Lot comments. In the Theme column, point at the Filter arrow.

2. From the list of Themes, select Parking Lot.

3. Only the Parking Lot themes are displayed.

4. To further refine the filter, let’s say you only want to Joe’s Parking Lot comments. In the First Name column, point at the Filter arrow and select Joe.



5. Only those History items will be displayed.

Clearing Filters

1. You can clear your filters by simply going to any column with a filter applied, and selecting All.

2. Continue until you have either turned off all filters, or applied new ones.

Tip You can quickly remove all filters in one command. In the History Actions drop‐down list, select Clear Filters and all filters will be removed.

Sorting

In an active session, the user can choose to sort on any column in the History pane.

1. For example, the data is now disorganized, and you have no idea how it is being sorted.



2. Let’s say you’d like to sort by ID number. Click anywhere on the ID column heading(s) and the data will sort in ascending order. Notice the small black sort triangle pointing up.

3. Click on the ID column heading again and it will sort in descending order. Notice the small black sort triangle pointing down.

Tip You can only sort on one column. Each session attendee can sort, search and filter independently of any other attendee.

Search

In a large session with lots of input, it can become difficult to find a History item. You can easily search on any column, or a combination of columns, to find exactly the information you were looking for.

1. Let’s say you want to find any History item with the work ‘contractor’ in the main note. In the Note column, point at the search arrow, and select the type of search you’d like to do.

Note The default search condition is Contains. When searching text, this would find the most instances of whatever you were searching for.



2. In the search text box type ‘contractor’.

3. Only those records with the word ‘contractor’ are displayed. Notice in this example it picked up the plural ‘contractors’. This is because the search criteria was ‘Contains’.

Records Per Page

Determines the number of History records you want to display on each page. Options are to display 5, 10, 15, 25, 50, 100 or All. Depending on the number of participants in your session and the bandwidth of your internet connection, the speed that the History pane is refreshed can significantly degrade performance.

1. Notice the total NxtNotes per Page that is currently set. In this example, only 5 NxtNotes are displaying on this page.

2. And with 461 total NxtNotes captured, it takes 93 pages displaying 5 per page to display them all.



3. Now much more data can be displayed per page, and it takes fewer pages to scroll thru the list.

Caution If all participants were to display All History, and there were several hundred that needed to be refreshed the delays could become unacceptable. It is recommended to only display 10 or 15 records per page.

Selecting History

In an active session, the user can choose to select any note in the History pane.

1. To select random notes, click on each selection check box.

2. To select all notes, click on the Select All check box.



3. You can then apply an action to the selected notes.

Important If you want to apply an action to all History, you must select ALL first.

Import / Export

Importing

Many times information to be presented during a workshop or training event is already known. You may have previously done a similar project and want to re‐use some of the task descriptions, you might have an Excel workbook with lists of customer complaints or you may have requested participants to provide information prior to the event.

Rather than have the participants come up with data from scratch, it is often helpful to give them information to “react to” rather than start with nothing.

If this data is available electronically, you can produce pre‐populated NxtNotes. Simply import the data directly into NxtNote, and you can print hundreds of NxtNotes in a couple of minutes.

Download Import Template

In order to easily import your pre‐existing data, we have provided an Excel template for your use. Please do the following:

1. Log into nxtnote.com and enter your Host User Name and Password.

2. Click on the Downloads tab and select NxtNote Session Import Template, Download Now.



3. Click on Save.

4. Save the file NxtNoteImportTemplate‐ver4.xml to your Desktop.

Template Layout

Once you have opened the Excel template that was downloaded, you can use it to pre‐populate the NxtNotes before the session even begins.

1. Open the file NxtNoteImportTemplate‐ver4.xml.

2. The Excel template has a number of column headings which correspond to the various elements of a NxtNote. The graphic below shows how the Excel columns map to the NxtNote Console.

Note Importing Fields 02 thru 06 are imported in the same way as Field 01 which is illustrated above.

3. In order to import data, you simply enter the information into the appropriate columns. For example, let’s say you know of several Issues, Risks and Next Steps that you want to enter and print prior to your workshop.



4. In the Excel template, start by entering (or cut and paste from other applications) the note as you would like it to eventually print out

5. For each Note entry, enter the Theme it is associated with

6. Next, enter the person’s name that made the comment, by scrolling over to the User column, and enter their name.

7. Continue entering any data appropriate for your session. You can add or remove Theme names by simply

inserting or deleting rows.

8. Select File, Save As and give the file a different file name

If you are using Microsoft Vista or Windows 7 and Excel 2007, you must select the Office Button, File Save As Excel 97‐03 Workbook, XML Spreadsheet 2003 (*.xml) and provide a different filename.



Caution Do not change the file extension, it must stay .xml. Also, do not delete any columns in the Excel template!

Regarding the Field Mask type values, please use the below numbers to give the fields mask value.

1 ‐ (none)

4 ‐ Date

5 ‐ Date & Time

6 ‐ Alpha‐Numeric

7 ‐ Numeric

8 ‐ Whole Numbers

9 ‐ Phone Number

10 ‐ Email Address

Exporting

After most NxtNote sessions, the data will be scanned into whatever application is most appropriate. You have essentially ‘exported’ the data. However, you may have chosen to not print physical NxtNotes, particularly if the session is remote. Within seconds, you can easily export all session data to an Excel workbook.

Important When exporting, the data is only available in Excel.xml and only in the order it was originally entered. Any manipulation of the physical NxtNotes, deletion or changes will NOT be reflected in the export.

After a NxtNote session has completed, you may want to export the data. Follow these steps:

1. Select the Sessions tab.



2. Select the session you want to export, and click on Export.

3. You are taken to the Downloads tab.

4. There are three types of exports you can generate: Formatted Excel Workbook, Raw Session Data in Excel Workbook and Raw Session Data in CSV Format. Select the type of export right for you situation, and click on Download Now.

5. Depending on your web browser, you may have to allow the download. You may have to select Download Now again.

6. Click on Save.



7. Save it to the location of your choice (defaults to the Desktop). Click on Save.

8. Click on Close.

9. Launch Excel.

10. Select File > Open.

11. Browse to the location where you previously saved the session. Select the .xml file and click on Open.

12. The session data is available in Excel. You can modify any way you wish.



Attendees Join NxtNote Session

Once you have setup your session, you’ll want others to join the session and provide the feedback and data that you are looking for.

For the attendee, there is absolutely no software to install, no client app, no drivers. They simply launch their favorite web browser and navigate to the session.

NxtNote is compatible with Microsoft Internet Explorer (version 5.0 or above), Mozilla Firefox (version 1.5 or above), Maxthon (version 1.5 or above), Google Chrome or Mac OS X Safari.!

Attendees Join Session

1. Launch a web browser.

Note You can use any web browser, but other browsers may render certain screens differently. We recommend only using Microsoft Internet Explorer, as NxtNote has been optimized for this browser.

2. Enter the URL in the browser address bar. This is the same URL that the Host used to setup the session.

3. They should automatically be placed in the Home navigation tab.

4. Enter your First Name and Last Name.

5. Enter the Session ID and (if required) the Session Key as provided.

6. Click on Join.



7. Select a Printer (if required) and a Theme and start capturing data.

NxtNote Mobile

One of the most exciting new features of NxtNote version 5.0 is the ability to use your iPhone, BlackBerry, Android, PDA or any smart phone as the data entry device for any session.

In some sessions, the logistics of providing enough computers for the team can be a challenge. Imaging the flexibility of giving participants the ability to fully participate in a NxtNote session using the device most of them have with them already!

Join a Session

In this example, we will show screen shots for the iPhone. Similar functionality is also part of the BlackBerry, Android and other smart phones.

1. Launch your web browser on your smart phone. Enter the URL as provided by your NxtNote administrator. The syntax for this is https://sitename‐m.nxtnote.com where sitename is usually your company name. https://sitename-m.nxtnote.com

Note Normally, to access the mobile app, simply enter the normal URL for your subscription, but add a ‘‐m’ after the sitename. https://sitename.nxtnote.com (Normal URL) https://sitename-m.nxtnote.com (Mobile URL)



2. Locate your session, and click on Join.

3. Enter your First Name and Last Name.

4. No Email Address is required. Depending on how the session was setup, enter the Session Key (or leave blank).

5. Click on Continue.



Enter a Mobile NxtNote

1. Under Theme scroll down to the type of comment you want to create.

2. If the Theme you selected also requires additional Fields with Custom Lists, Categories or Prefix Lists, you will need to make those selections as well.



3. In the yellow NxtNote area, type the information you want to print.

4. And your Mobile NxtNote will be printed, and captured in the History section.

Documents

NxtNote Technology · together, conduct a workshop with 20‐30 people, or conduct a symposium with 300 attendees. It is up to you to determine the whats, whys and hows. NxtNote is