Managing Your Information Records

The Dynotag System consists of information records and tags linked to them.

When you activate a tag, you link it to a new record – or you can pick one of your existing records. This makes it easy to reuse the information in a given record. For example, you can create one Medical ID record and link a Pendant tag, wristband tag and a wallet card – to the same record.

In the Dynotag system. Records are information you create and maintain. Tags are the physical products you acquire – and associate with a record.

In order to keep screens simple, many components are shown in “Collapsible” sections. Any time you see a “Collapse” button or an “Expand” button, you can click it as you see fit. Collapsing sections you are not using makes it easier to work, especially on smaller screens.

Editing Your Information Records

You can edit the contents of your recorda at any time – through your “My Records” page.

Records are typically created during the Tag Activation process. Once created, a record becomes available on the “My Records” page. (learn more)

The records are listed as orange buttons – with a record title (assigned by you) next to it.

The tags linked to a record are listed under it – shown as grey buttons with unique Tag ID numbers on them. Clicking on a tag will place you on the “Tag Edit” screen for that tag.

Clicking on the eye icon next to the tag will open a window to “view” that tag as other people would. More on that here: Editing Your Tags.

There are different record types for specific purposes. For example, Personal Medical ID tags would be linked to a “Medical” record type, property tags may be linked to a record with the “Item” record type, while Pet Tags may be linked to a “Pet” record type and so on.

Clicking on a record will place you on that record’s “Dashboard”. Here, you can view the current state of your record and manage its components.

The Record Dashboard

We use the “Dashboard” term because, like an automobile dashboard, the “Record Dashboard” displays icons you can click on to view and modify information.

The Security Setup

The Dynotag Smart ID system has a simple, flexible and easy to use security and access control mechanism that uses the “traffic light” metaphor.

Not Password Protected
Password Protected
Private

You will notice the Record Access Control “traffic light” icons throughout the record sections and subsections. Clicking on the “traffic light” icon will pop up the access control menu on the item. (learn more)

Dashboard TOP

When you are on the top level of the dashboard, you will see the placeholder navigation button.

Clicking one of the subsection icons takes you to that subsection, where you will only see information about that section – and the navigation button will display . Clicking the “Other Sections” button will take you back to the Dashboard Top, where you can see all the information sections available sections for the record.

When you click on a record button on “My Records” page, the most common operation is updating the “Basic Information” subsection. Thus, you are automatically placed in that subsection – you can always click the “Other Sections” button to go back up to the Dashboard Top.

The Record Dashboard consists of three sections:

1 – The Completeness” guide
2 – The “Data Panel”
3 – The “Function Panel”

The “Completeness” guide

The “Completeness” guide presents a simplified indicator of your record’s completeness – so it contains enough information to be useful.

This completeness guide shows one or more “points of view” (also known as “Perspective”) through which the record may be considered. This reflects the different areas of interest for the viewers, depending on who the viewer is and their intent in viewing the record.

For example, for a Medical Record, First Responders (police, medics) need the very basic “core” information (such as name, age, blood type) as well as any medication and allergy / condition information. The “Hospital Admissions” viewers (admission office) may need detailed Insurance Information. The “Care Provider” viewers (doctors, nurses) may need detailed records of conditions, hereditary information about the family and so on.

After all, the purpose of the record is to take in all the information and make it easy to access and be useful to the right people.

The number of sections in the “Completeness Guide” varies by record type.

The “Data Panel”

The Data Panel of the record consists of several information sections (also known as subforms), containing related information. This enables you to work on meaningful, manageable subforms instead of a very long, complicated form.

Set your information record title up so you can find it quickly in a list of info records.

Record Title is in the “Basic Information” section

Every Information Record type has a different set of “Information Sections” that are designed for that record type. Examples on this page show “Medical ID” information record, which are have ten or more sections.

Some resources – like “Contacts” can be entered at the information section itself – and can be shared by other records in the same account.

Each information section has a brief explanation of what can be entered in the specific section.

Each record type has information sections applicable to its purpose. An “Item” record and a “Medical” record have different purposes and relevant data panel sections.

Clicking on the specific information section icon expands that in the screen. Example below shows a “Basic Information” section filled in by Lisa Miller. Note that this section has checkboxes for some common information that is imported from the “My Account” screen. If you need to make changes to these, you’ll have to perform them at the “My Account” screen.

Note the “Save / Cancel” buttons on top

Anytime you make changes to a component, this Save/Cancel bar will appear on top and your changes will not be committed until you click the “Save” button…

The “Function Panel”

The Function Panel is the “control center” for the record’s operations. Default settings are suitable for most purposes.

The “Settings” widget

In this widget, you can control the following attributes:

The “Password Usage Mode” settings

This setting determines which method will be used for the “Password challenge” when a viewer requests access to the tag contents.

If there is no “password protected” information in the record, then the access password is never asked for. However, if there is password protected information in the record, that portion of information will not be displayed until the correct password is entered.

Based on the mode selected, in the “Tag” mode, the activation key code printed on the tag will be used (this 4-digit random phrase is different on every tag)
– OR –
in the “Record” mode, a single record-specific password and password hint assigned by the user will be used. This password will be expected for showing password protected information, regardless of the tag used to view the record.

Example:
Password: sixteen
Hint: Four times four

Pick the security model used by the record. “Tag” centric mode is the default and is the recommended mode. “Record” security mode should be used only when necessary.

Warning: If a poor password/hint is selected in the “Record” mode – your record may effectively become inaccessible to viewers – or can be easily accessed by anyone.

The “View Notification” settings

Here, you can set when “Record View” notifications should be emailed to you. If needed, you can also override the the default notification email address here.

The “Logbook” settings

The “Logbook”setting enables the record to maintain a “Log Book” where third party viewers can add time stamped comments. This is useful for any kind of maintenance or check-in / check-out operations.

The “Moderation” choice enables the record owner to individually approve each logbook entry.

“Email” option notifies the record owner every time a new logbook entry is added.

“Log Password” option enables record owner to set up a password challenge so only those with the correct password will be allowed to add a logbook entry.

The “Reminder” settings

The “Reminder” function, when enabled, sends a reminder email with a special note to the record owner. This useful for annual renewals, vaccination deadlines, maintenance schedules, etc.

The “Details” widget

Here, you can see the record’s detail information, such as the file quota currently in use by all files linked to the record, as well as other attributes.

Here is the details section of Lisa Miller’s sample Med ID record, which has many photos and files attached.
Because of the efficient resizing and compression of photos, 54MB file quota of a Gold level tag can store a lot of information.

If more file quota is needed, clicking the “Upgrade” button would add another 50MB of lifetime file space to the record for one dynotag credit. Credits can be obtained by clicking the “Credits” icon on the “Home” screen.

The “Linked Tags” widget

Here. a list of all tags linked to this record is presented. You can jump into the “Tag Management” dashboard by clicking any tag ID. (learn more)

The “Access Log” widget

This widget displays the access log for the record, one entry per access, with precise time.. Location of the access, if present, is appended to the entry. (learn more)

Access log entries are written regardless of “email notification” settings.