## Executables
Executable File Paths that may need to be excluded from antivirus or to added to allow lists. Read, write, and execute permission will need to be allowed for normal application usage.
### Windows (per-machine install)
C:\Program Files\Olive Helps\olive-helps.exe
C:\Program Files\Olive Helps\Update.exe
C:\Program Files\Olive Helps\\\\olive-helps.exe
C:\Program Files\Olive Helps\\\\resources\app\\.webpack\components\\\.exe
C:\Users\\\\AppData\Roaming\Olive Helps\components\\\\\\\\\.exe **(only v0.47 and older)**
### Windows (per-user install)
C:\Users\\\\AppData\Local\olive-helps\olive-helps.exe
C:\Users\\\\AppData\Local\olive-helps\Update.exe
C:\Users\\\\AppData\Local\olive-helps\\\\olive-helps.exe
C:\Users\\\\AppData\Local\olive-helps\\\\resources\app\\.webpack\components\\\.exe
C:\Users\\\\AppData\Roaming\Olive Helps\components\\\\\\\\\.exe **(only v0.47 and older)**
### **MacOS** (per-machine install)
/Applications/Olive Helps.app/Contents/MacOS/olive-helps
/Applications/Olive Helps.app/Contents/Resources/app/.webpack/components/\
### MacOS (per-user install)
/Users/\/Applications/Olive Helps.app/Contents/MacOS/olive-helps
/Users/\/Applications/Olive Helps.app/Contents/Resources/app/.webpack/components/\
## Additional File Access
Logs, Sidenote database, and other assets used by Olive Helps. Read and write access will need to be allowed for normal application usage.
In addition to the paths listed below, loops may need additional file access. This additional file access is documented by the loop author in the loop library.
### Windows
C:\Users\\\\AppData\Roaming\Olive Helps\\
### MacOS
/Users/\/Library/Application Support/Olive Helps/
# System Requirements
To experience Olive Helps with its full capabilities and enhanced security, you will want to have the following system requirements.
**Operating system:** Windows 10 or 11 (any version), or macOS 10.15+\
**CPU:** 1 GHz dual-core or better (quad-core or better recommend)\
**Memory:** 2 GB of RAM\
**Disk space:** 1 GB of free space\
**Network:** Internet access required. No minimum speed is required, but performance of some activities will be affected by your internet speed.\
**Browser:** All common browsers are supported, latest versions recommended. (Internet Explorer is not supported)\
**Permissions:** Administrator privileges are needed in some cases
# Security / IT FAQs
Common questions related to security and IT.
### Does the Olive Helps app have any software dependencies?
No. The Olive Helps desktop app is built using Golang and a web technology wrapper and is not dependent upon external runtime environments such as the JVM, NET CLR, or a script interpreter.
### Can a Loop call out to a third party API?
Yes, Loops can be written to communicate with third party APIs or APIs hosted on the servers of the Loop Authors. Olive will require and enforce that these Loops follow standards around communication security, clearly documenting what information is sent to the API, that appropriate high availability and auditing capabilities are deployed, and that the service is HIPAA compliant or better. Information about all API calls being made by Loops is recorded by Olive Helps. Not the contents of a request, but things like the domain, method, and frequency.
### What happens if a Loop is found to be problematic (nefarious, performance impacting, usability issues, etc)?
If a Loop or a specific version of a Loop is found to be a problem, Olive is able to remotely remove a Loop from all instances of Olive Helps in near-real-time to mitigate any further issues. If this occurs, users of the Loop will be notified in Olive Helps that a Loop has been removed.
### Does Olive Helps encrypt data in flight and at rest?
Yes, like any other Olive product, we always ensure data is encrypted in flight and at rest. This applies both to the locally running Olive Helps desktop application and to any Olive services it interacts with. All network traffic uses HTTPS (TLS 1.2) and data stored in our HIPAA cloud is encrypted using SHA256. Even third-party Loops are ensured to only communicate over HTTPS.
### Since Olive Helps comes with a keyboard sensor, will it record typed passwords?
As mentioned in the Sensors: What happens to all that sensed data? section above, Olive Helps does not record everything someone types. However, it will sense and locally process passwords just as it processes everything else that is typed. A typed or copied password could be passed to a Loop, which in turn could pass it to an associated API if that Loop decided the string in question met the criteria to be sent. Olive Helps doesn’t currently have the ability to enforce that Loops ignore passwords, though it is best practice for Loop Authors to write Loops which only react to sensed text in certain contexts. For example, if you’re validating patient phone numbers, then maybe you only want to handle text you see if the person is currently looking at the scheduling view in the EMR. Determining if best practices have been followed is part of the Loop review process.
### Can I disable a specific Sensor?
You cannot disable specific Sensors inside of Olive Helps. Every Loop will clearly define which Sensors it needs access to in order to function, so you can always decide not to install Loops that utilize specific sensors if you choose to. If there are certain tasks that a user doesn’t want a Loop to watch, that user can pause a Loop. And if there is something the user doesn’t want any part of Olive Helps watching, they can quit the Olive Helps desktop app. It is worth noting that some of the Sensors that Olive Helps uses require OS-level permissions (say for keyboard recording). It is not recommended, but there are certain Sensors that you could render inoperable by removing the OS-level permission.
### How long does Olive retain logs? Are there any size limitations or costs for long-term log retention?
Cloud service logs and user authentication logs have no retention or size limitations. These logs are retained in perpetuity at no extra cost to the customer. Metrics and crash reporting logs may be purged as frequently as every 90 days. Olive does not offer a way for any logs to be sent to a customer.
### How much CPU does Olive Helps use?
Typical CPU usage for Olive Helps is less than 5% and is not typically affected by having more Loops installed. When in use, CPU can spike to 50% or more depending on actions you might be taking within a particular Loop. See [system requirements](/technical-requirements/system-requirements) for more on CPU requirements.
### How much memory (RAM) does Olive Helps use?
The base installation of Olive Helps typically uses less than 150MB or RAM. Memory usage by Loops can vary, but you can assume around 25MB per installed Loop on average. See [system requirements](/technical-requirements/system-requirements) for more on memory requirements.
### How much disk space does Olive Helps use?
The installer is about 100MB. Installed, Olive Helps is about 600MB. Each Loop installed will vary, but they tend to be less than 1MB each. If a user uses Sidenote, those notes are stored as encrypted text and take up very little space per note (dependent on note size) and grows with usage. In total, you should expect to be able to run Olive Helps with under 1GB of space.
### How much network bandwidth does Olive Helps use?
When idle, Olive Helps typically uses less than 200 Bytes/s, which comes out to less than 6 MB of data transfer within an 8 hour work day.
As with the other answers about system usage, interacting with specific Loops will have their own bandwidth implications. Most Loops would use low levels of data (think less than 1 MB per regular interaction), but some Loops could be more network intensive. For example, a Loop that streams medical imaging training videos would obviously have very different usage and requirements than a Loop that looks up ICD-10 codes.
When an update for Olive Helps is available, that update will be downloaded in the background. A normal update would be around 100 MB. Although you won't need fast internet to accommodate this download because it's a non-blocking background operation, it will need to transfer 100 MB over your network.
# Getting Started with Olive Helps
How to get started using and distributing Olive Helps.
## Sections in this guide:
{% content-ref url="/pages/-MkO\_mewQ4rU-\_WaKFLw" %}
[Downloading and Installing Olive Helps](/installing-olive-helps/downloading-and-installing-olive-helps)
{% endcontent-ref %}
{% content-ref url="/pages/-MjVlZ4TUNqjxX0x71Xx" %}
[Creating an Olive Account](/installing-olive-helps/creating-an-olive-account)
{% endcontent-ref %}
{% content-ref url="/pages/-Mje\_hFpQvJZsmf4mJNO" %}
[Distributing Olive Helps](/installing-olive-helps/distributing-olive-helps)
{% endcontent-ref %}
# Downloading and Installing Olive Helps
Specific details about where to get the Olive Helps installer and how to install the application.
## Download Olive Helps
To download the Olive Helps installer, choose the link below for your operating system. The download should start immediately.
[Windows 10+ Installer](https://olive.page.link/olive-helps-windows) (`.exe` file)
[macOS 10.15+ Installer](https://olive.page.link/olive-helps-mac) (`.dmg` file)
## Launch the installer - Windows
### Basic
Most users will be able to install Olive Helps by simply double-clicking on the installer, which should trigger the installation process.
### Administrator
In some environments, you may need to run the installer as an administrator. If you do not have administrator privileges and the basic installation fails, you will need to work with your IT administrator to have Olive Helps installed.
### Using PowerShell
| Using PowerShell | |
| :-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------: | :--------------------------------------------------------------------------------------------------: |
| Search for PowerShell in the start menu, then right-click and choose `Run as administrator`. You will be prompted for an administrator password. |
|
| When PowerShell has loaded, type C:\Users\MyUser\Downloads\OliveHelps.exe
(replacing MyUser with your actual username) into the prompt to run the installer.
|
|
## Installation Process - Windows
| Installing Olive Helps | |
| :---------------------------------------------------------------------------------------------: | :--------------------------------------------------------------------------------: |
| Wait for the installer's loading animation to finish. |
|
| Double-click on the Olive Helps icon (on your desktop or start menu) to launch the application. |  |
| Wait for the application's loading animation to finish. | 
|
## Launch the installer - macOS
If you already have Olive Helps installed, move the app from your `Applications` list to the `Trash`. This might require and prompt you for administrator privileges.
Other than that, all you have to do is simply double-click to open/run the DMG.
### Apple Silicon (M1) chips
If your Mac has an Apple Silicon (M1) chip, you'll want to install [Rosetta 2](https://en.wikipedia.org/wiki/Rosetta_\(software\)) before installing/running Olive Helps. You can do so by opening the `Terminal` application and running the following.
```shell
/usr/sbin/softwareupdate --install-rosetta
```
## Installation Process - macOS
| Installing Olive Helps | |
| :-----------------------------------------------------------------------------------------------------------: | :--------------------------------------------------------------------------: |
| Start the installation by dragging the `Olive Helps.app` to the `Applications` folder, within the DMG window. |
|
| **If prompted**, you may need to provide administrator credentials. |  |
| Double-click on the Olive Helps icon in your actual Applications folder to launch the application. |  |
| **If prompted**, you may need to allow the application to run. |  |
| Wait for the application's loading animation to finish. |  |
## Updating Olive Helps
If there is a new version of Olive Helps available, it will download in the background while you're running the application. A notification should show up in the bottom of the sidebar window, giving you the option to `Update Now` or `Update on Next Restart`. Either way, the update will be applied next time the application is launched.
If you choose to `Update on Next Restart` or dismiss this notification, you can always check if there's an update available by looking in the About window. To do this, open the menu at the top of the sidebar window and choose `About Olive Helps`.
In the About window, you should see something like the following, with the option to `Restart to apply update`, visible only if there any available updates.
# Creating an Olive Account
Create your Olive account to login to Olive Helps.
## Olive Accounts
Users of Olive Helps can sign up for and log in with an Olive account. These accounts have strict requirements like email verification, minimum password strength, password reset frequency, and require TOTP-based multi-factor authentication.
### Olive account security requirements and features
#### Security features
* Email verification upon account creation
* TOTP-based MFA
* Max required re-login threshold: 7 days (note: Olive Helps enforces a 1 day limit instead of 7 days)
* Max inactivity period: 72 hours (note: Olive Helps enforces a 24 hour limit instead of 72 hours)
* Suspicious IP throttling: blocks traffic from any IP address that rapidly attempts too many logins or signups across accounts
* Brute-force protection: 10 consecutive failed login attempts from a single user triggers a block
#### Password requirements
* Password reset frequency: 90 days
* No more than 2 identical characters in a row
* Requires lower case, upper case, numbers, and special characters (!@#$%^&\*)
* Minimum length: 8 characters
* Password history: 6 passwords (cannot reuse recent passwords)
* Cannot use one of the 10,000 most used passwords
* No personal data - does not allow passwords that contain any part of the user's personal data
## Create your Olive account
To create your Olive account, first launch the application. From the sidebar, you can either select the Create Account option, or select the 'join' tab after choosing Log In. Fill out the required form and submit to create your account.
## Setup Multi Factor Authentication
We require multi factor authentication (MFA/2FA) to log in to Olive Helps. Users have the choice of utilizing either an authenticator application (such as Google Authenticator or Duo), or an SMS process to verify their access upon sign-in. Steps for configuring MFA for Olive Helps can be found below for both of the available options. **Users only need to enable one form of MFA to successfully authenticate.**
### Option A: Enabling MFA with an Authenticator
#### Step 1: Enrollment Screen
After you register for an account, you will be met with an MFA enrollment screen that asks you to scan a QR code with an authenticator app, with an alternative option to use SMS (see the SMS MFA instructions within this guide if you intend to use this option).
#### Step 2: Scan QR Code and Enter Code
Open your authenticator app of choice on your phone - some of our recommendations include: Authy, DUO, or Google Authenticator. With your authenticator open, scan the displayed QR code from your Olive Helps login window. Once the QR code has been successfully scanned, your authenticator will generate a code to enter into the login window.
#### Step 3: Recovery Code
Next, you'll be given the opportunity to copy and store your MFA recovery code in case you lose access to your MFA device. The box verifying that you have stored your code must be checked before proceeding.
#### Step 4: Successfully Configured MFA
Once you have moved past the window for storing your recovery code, you will see a success screen verifying that your MFA solution has been configured. To finish logging into the app, hit the continue option.
### Option B: Enabling MFA with SMS
#### Step 1: Enrollment Screen
After registering for an account, you will be met with an MFA enrollment screen. To use SMS instead of an authenticator, select the option at the bottom indicating you would rather receive a text message.
#### Step 2: Enter Phone Number
Once SMS has been selected, you will be prompted to enter the phone number you would like to use for verification.
#### Step 3: Receive Text Message and Enter Code
You will immediately receive a code via text message to enter into the login window. Enter the code to proceed.
#### Step 4: Recovery Code
Next, you'll be given the opportunity to copy and store your MFA recovery code in case you lose access to your mobile device. The box verifying that you have stored your code must be checked before proceeding.
#### Step 5: Successfully Configured MFA
Once you have moved past the window for storing your recovery code, you will see a success screen verifying that your SMS MFA solution has been configured. To finish logging into the app, hit the continue option.
## Verify your account
Go to your email client and look for an email titled *Verify Your Olive Account.* Open it and click *Confirm my account*.
This will open a browser window to verify your email - you may close this window once you see the green check below. That's it! You now have an Olive account.
# Distributing Olive Helps
Guidelines on distributing Olive Helps to employee workstations.
## Download Olive Helps
To download the latest version of the Olive Helps installer (for the Enterprise release channel), visit the link below. The download should start immediately.
[Windows 10+ **`.msi`** Installer](https://olive.page.link/olive-helps-windows-msi) (per machine installs)\
[Windows 10+ **`.exe`** Installer](https://olive.page.link/olive-helps-windows) (per user installs)\
[Mac **`.dmg`** Installer](https://olive.page.link/olive-helps-mac) (per machine or per user installs)
## Distributing Olive Helps on Windows
To distribute Olive Helps within your enterprise, you can leverage your standard software distribution tools (e.g. SCCM). You can use a tool like SCCM to install Olive Helps across your enterprise by running the MSI installer (with or without special flags).
### Example Installation Command
```powershell
msiexec /i ""
```
The default directory the application gets installed into is: `C:\Program Files\Olive Helps`
For reference, [here is documentation](https://docs.microsoft.com/en-us/windows-server/administration/windows-commands/msiexec) for the `msiexec` command. Some helpful flags:
* `/qn` - doesn't show an installation UI
* `/norestart` - doesn't reboot the machine after installation finishes
### Custom Installation Directory
```powershell
msiexec /i "" APPLICATIONROOTDIRECTORY=
```
# Configure Your Organization
Configuring Olive Helps to meet the needs of your organization.
## Sections in this guide:
{% content-ref url="/pages/-MjVgdabZ91AEjfW5ZYx" %}
[Updating Your Name and Logo](/configure-your-organization/updating-your-name-and-logo)
{% endcontent-ref %}
{% content-ref url="/pages/-MjVgj9VkgoK-7ibGHnZ" %}
[Configuring Loop Permissions](/configure-your-organization/configuring-loop-permissions)
{% endcontent-ref %}
{% content-ref url="/pages/-MjVh0sr6JfBX\_CRsNhN" %}
[Setup SSO using Azure Active Directory](/configure-your-organization/set-up-azure-active-directory-sso)
{% endcontent-ref %}
{% content-ref url="/pages/-MjVgggY9V9v5TC8EPTJ" %}
[Custom User Management](/configure-your-organization/custom-user-management)
{% endcontent-ref %}
{% content-ref url="/pages/-MjVgk6\_OQkXti\_hIkL1" %}
[Tax Exemption Status](/configure-your-organization/tax-exemption-status)
{% endcontent-ref %}
{% content-ref url="/pages/1L4pJB8tkEifGjM4K2ep" %}
[Managing Your Application Updates](/configure-your-organization/managing-your-application-updates)
{% endcontent-ref %}
# Updating Your Name and Logo
Configure Olive Helps to represent your organization brand.
### Change the name and logo for your organization within Olive Helps
Olive Helps allows you to customize the name of your organization allowing you and new users to more easily identify the organization they are currently in. To update your organization name and logo simply open up the Loop Library and click on the name in the top right corner of the screen
You should now see the updated name and logo for your organization. If you need to make changes in the future to reflect new branding for your organization, simply complete the above process again.
# Configuring Loop Permissions
Restrict access to Loops for users within your organization.
In order to make sure Olive Helps can scale, we created the ability to Group users. This feature is designed for Organizational Administrators to be able to tailor access to the right Loops for multiple different types of users at their organization.
{% hint style="info" %}
The older way of doing Loop Settings by tweaking Loop Visibility and Availability is retired as of Release **v0.45.4.** As a part of that release, all legacy organizations were migrated to the new Groups and Positive Permissions model. Users who are on a release earlier than **v0.45.4** will remain with the legacy access until the end user upgrades to the minimum-supported version.
As of **v0.45.4** Release, the platform will not have the ability to keep Loops visible that users are not granted access to add. Requesting and Granting access to Loops is functionality that may be added back to the platform at a later date.
{% endhint %}
## The Positive Permissions Model
Organizations and Groups in Olive Helps operate using the concept of a Positive Permissions model. In this model, user access to Loops is through the meaningful addition of those Loops to their participating Organization and/or Groups. This way, Organizational Administrators can easily account for many different real-life scenarios they may encounter at their organization:
* Those that serve hybrid roles can have the right access they need by simply participating in multiple groups.
* Those that may need to see all Loops (ex. IT Administrators) can be placed in a Group that has the ability to see all Loops without granting that access to every user.
* Users that are not yet in a Group can have access to only the organization-level defaults until they are placed in a more specific Group.
## Managing Organization Loop Access
Organizations have the ability to either:
1. Allow access to all Loops for all members of their Organization
2. Limit access to approved Loops for all members of their Organization
1. If the Organization Administrator chooses this option, they will also have the ability to alter the access for the Groups they create for their organization
To change the organization settings:
1. Navigate to the Loop Library in your OliveHelps sidebar.
2. Find the Manage Loop Access button on the main page of the Loop Library.
{% hint style="info" %}
Organization Administrators will always have access to all Loops to maintain awareness of all Loops available in the Loop Library and to effectively manage their organization. Adding or removing an Organization Administrator from a Group will not change their access in any way.
{% endhint %}
## Creating and Managing Groups
{% hint style="info" %}
Groups are currently only useful in Organizations that are set to “Limit access to approved Loops”. If the Organization is set to “Allow access to all Loops”, then the Group Access will not be available to alter, since all members of the organization have access to view all Loops.
{% endhint %}
### Creating Groups
Groups are created by Organizational Admins in the User Management section of the Loop Library.
1. From the **Loop Library**, select your Organization.
2. From the **Organization** Menu, find the **User Management** tab on the left, then the **Groups** tab.
\
Groups here can be searched and filtered. If there are no groups made, Organizational Admins can easily create groups.
1. Select the **Create Group** button.
2. Be sure to give the Group a unique name and associate the Group with a color.
3. Add existing users at your organization to a Group.
1. If you want to remove a user from the Group, hover over the selected user and click **Remove**.
4. When satisfied, click **Create Group** to create.
### Updating Group Users
Users can be added or removed from Groups in the Edit Group Details section of the User Management Activity.
1. From the **Loop Library**, select your Organization.
2. From the **Organization** Menu, find the **User Management** tab on the left, then the **Groups** tab.
3. Click on the “...” menu of the Group to edit and select **Edit Group Details.**
### Configuring Group Access
Group Access can be managed in two different places:
1. Through the **Manage Loop Access** button on the main page of the Loop Library
2. Through the **Edit Group Details** section in the User Management activity
3. 1. From the **Loop Library**, select your Organization
2. From the Organization Menu, find the **User Management** tab on the left, then the **Groups** tab
3. Click on the “...” menu of the Group to edit and select **Edit Group Details**
4. Navigate to the Group Access tab to view or change the access settings for the Group
## Adding Loops to an Organization or Group
1. In the Loop detail view, there will be a “...” menu with the option to **Manage access to this Loop**
1. If you do not see this option, you are either not an Organizational Administrator or have Organizational settings to **Allow access to all Loops**
2. In the manage access screen, the Organization Administrator can enable this Loop at the Organization Level OR for select Groups who have Limited access to Loops.
To add a Loop to the Organization or Group, the Organizational Administrator must first navigate to the desired Loop in the Loop Library.
## Viewing Group Access to Loops
Organizational Administrators can view which groups have access to which loops in two different ways:
1. In the Loop Library, Organizational Administrators have the ability to filter the library based on their Organization or a specific Group access.
1. This filter will only show one group at a time.
2. In Group Management, Organizational Administrators have the ability to view and manage Loops in the Edit Group Detail activity.
1. From the Loop Library, select your Organization.
2. From the **Organization** Menu, find the **User Management** tab on the left, then the **Groups** tab.
3. Click on the “...” menu of the Group to edit and select **Edit Group Details**.
4. Navigate to the Group Access tab for the Group. Associated Loops appear in this table.
5. From this table, Organizational Administrators can also remove Loops from this group.
# Setup SSO using Azure Active Directory
Configuring your organization's single sign-on settings for Olive Helps.
## Azure Active Directory Single Sign-on
For organizations that use Azure Active Directory, we support Single Sign-On (SSO) by allowing your employees to use their Azure AD credentials to login to the Olive platform. Once configured, new users at your facility will be prompted to login with Azure AD when signing up for an Olive account, and will be automatically placed in your Olive Helps organization. Existing users who have previously created an Olive account will still be able use their Azure AD credentials upon next login after completing a one-time step to "link" their accounts together.
When it comes to questions such as “What PHI would enabling Azure AD SSO give you access to?”, the answer is: when a user logs in to Olive Helps, they don’t gain access to any additional PHI that they didn’t already have permission to access. Based on the way Olive Helps works, the application accesses what the user can see and does what the user can do - it doesn’t have any inherent permission or access of its own.
To allow your employees to login to Olive Helps and start using their Azure Active Directory credentials, please have your organization's Olive Helps and Azure AD administrators complete the steps listed below. If your organization does not currently have an admin user or is experiencing difficulty with configuring SSO, please contact Olive for assistance.
## Enabling Single Sign-On
**Note: Before proceeding, ensure your Azure Active Directory admin is available to assist with this configuration.**
1. Login to your Olive account and navigate to your organization's Profile & Settings page. From this page, select "Enable Single Sign-On".
2\. Input your primary Azure AD Windows Domain and Email Domain. You can typically find this information on your directory's overview page in the Microsoft Azure portal. If you're not familiar with this process or these domains, we recommend contacting your facility's Azure administrator.
3\. Once you configure your organization settings page with the required domain information, **an Azure AD administrator will need to grant access to Olive's app**. To do so, have your Azure AD administrator attempt to sign-in/sign-up in the Olive Helps desktop application with their SSO email address. They will receive the following prompts to approve the application:
4\. After completing the steps above, you can verify a successful configuration is in place for your organization upon your next login. If successful, existing accounts will be prompted to complete a **one-time step** to link their previous Olive account with their Azure AD credentials. **Note: New user signups at your organization will not need to complete this step when onboarding with Olive Helps**.
{% hint style="success" %}
Use something other than Azure Directory? [Contact us](https://olive.page.link/olive-help-support) with questions or to request integration with your SSO.
{% endhint %}
# Setup SSO using SAML
How to setup single sign on for your organization with an identity provider that utilizes SAML.
To configure Olive Helps to use your organization's single sign on flow you will need to create the application in your IdP, configure the SAML connection, and lastly work with Olive technical team to configure the integration between your organization's identity provider and Olive's authentication service. Olive Helps' authentication service can work with most IdPs such as Okta, PingFederate, SecureAuth or others. Linked [here](https://olive.page.link/sso-okta) is a rough guide to configuring Okta with Olive Helps. The steps will be similar to other IdPs as the SAML connection will require the single sign on url as well as audience URI. Other attributes may need to be setup based on your organizations rules.
You can start configuring SSO for Helps by creating the app and SAML integration in your IdP. Once that is set you can contact [Olive Support](https://support.oliveai.com/servicedesk/customer/portal/22) or your Olive account representative to finalize the connection with an Olive tech lead. If you choose to contact support you will need to have an Olive Helps account to sign into the support portal. Support documentation can be found [here](https://onboarding.olivehelps.com/getting-help/olive-helps-support).
# Custom User Management
Configuring rules to have users join your organization.
## Adding new users to your organization
Olive Helps can be configured to allow you to have new users automatically placed into your organization based on rules with a user's email domain. If you wish to have new users automatically added to your organization based on their email domain, simply visit the Loop Library, then the Profile & Settings tab within Organization Details. \
This will allow you to establish 'Auto-Join'.
Once Auto-Join is enabled, users that create an account using your organization’s email domain will automatically be added to your organization and can be viewed on the User Management page.
# Tax Exemption Status
Requesting Tax Exemption for purchases with Olive Helps.
## Requesting Tax Exemption for an Organization
If your organization qualifies for Tax Exempt status as defined by the [U.S. Internal Revenue Service](https://www.irs.gov/charities-non-profits/exempt-organization-types), you may be eligible for sales tax exemptions when making purchases in the Olive Helps Loop Library.
To begin the process of obtaining Tax Exempt status for your organization, make sure your Organization is updated with your current address.
1. From the **Loop Library**, select your Organization.
2. From the **Organization** Menu, find the **Profile & Settings** tab on the left, then the **Organization Details.**
3. Click **Edit** next to the Tax-Exempt Status and select **My organization is tax exempt**. This will require an address for your organization to be entered before saving.
Once the address entered is up to date for your organization, please [contact us](https://support.oliveai.com/servicedesk/customer/portal/22) to ensure the rest of your paperwork is on file.
# Managing Your Application Updates
**Introduction to Release Channels**
A Release Channel is essentially a configuration to let users and organizations choose how they want to pick up Olive Helps updates. In other words, they are the release plan the end user or organization has subscribed to for determining for which Olive Helps version they should auto-update. These are currently manually configured by Olive at the organization level and can be overridden at the user level.
There will be future work to integrate this into the org admin capabilities to let them configure their updates for the organization and individual users as necessary, but currently to change an organization or user’s release channel it requires an Olive support ticket. For example, an organization can be configured to be in the Stable/Enterprise channel, but a handful of users in that organization can be configured to be in Stable Candidate to be able to pilot new releases before they go out to everyone in the org. Loop authors could be in the latest channel, and we can release to this channel with updates without affecting the timelines of enterprise customers. The main release channels are described below.
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**Latest/default**
This is the default channel for any individual or organization if they don’t specifically have a channel configured.\
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**Please note:** Olive can release to this channel at any time without prior warning to users or organizations.
This channel is a great choice for Loop Partners or users who are looking to always be up on the latest release.
**Enterprise**
The Enterprise channel only gets new versions released at specific, pre-announced times, typically about every month.\
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**Please note**: There would be communication to these users/organizations about a week in advance of a version update. This is a great choice for conservative, enterprise organizations who want a chance for a version to be out in the field for a period of time before moving to it.
**Enterprise Candidate**
This is a channel that one or more users could subscribe to at an organization that’s on the Enterprise channel, and it is intended to be used as a way to pilot a version to the Enterprise channel. It’s a great choice for a select few users who want to make sure the move to the new Enterprise version won’t cause any problems for them and give them a chance to report issues to Olive support prior to us bumping the Enterprise version.
**Please note**: There would be communication 1-3 days in advance of the release of a new Enterprise Candidate version to those that are subscribed to this channel.
# How to Use the Quick Reference Loop
## Sections in this guide:
{% content-ref url="/pages/uyvrO74q5q5xAqRL6and" %}
[Accessing the Quick Reference Loop\*](/quick-reference-loop-help-documentation/how-to-use-the-quick-reference-loop/accessing-the-quick-reference-loop)
{% endcontent-ref %}
{% content-ref url="/pages/xPfbgluAMY1Fcfq4Lvej" %}
[Setting up Your Quick Reference Loop with a Knowledge Area](/quick-reference-loop-help-documentation/how-to-use-the-quick-reference-loop/setting-up-your-quick-reference-loop-with-a-knowledge-area)
{% endcontent-ref %}
{% content-ref url="/pages/oKlIdvWC7Fp7LshKzoLq" %}
[Fixing Errors with Your Knowledge Area](/quick-reference-loop-help-documentation/how-to-use-the-quick-reference-loop/fixing-errors-with-your-knowledge-area)
{% endcontent-ref %}
{% content-ref url="/pages/jaeVEMQBuHW08CGLqyNP" %}
[Editing, Deleting & Navigating a Knowledge Area](/quick-reference-loop-help-documentation/how-to-use-the-quick-reference-loop/editing-deleting-and-navigating-a-knowledge-area)
{% endcontent-ref %}
{% content-ref url="/pages/OiFnwbUK5hN1OzWYuGcK" %}
[Searching for Content](/quick-reference-loop-help-documentation/how-to-use-the-quick-reference-loop/searching-for-content)
{% endcontent-ref %}
{% content-ref url="/pages/2nmMi5EHq1ff1two92xQ" %}
[Submitting Feedback](/quick-reference-loop-help-documentation/how-to-use-the-quick-reference-loop/submitting-feedback)
{% endcontent-ref %}
# Accessing the Quick Reference Loop\*
\*Also known as the Knowledge Reference Loop
The Quick Reference Loop pulls content from Excel templates to create customizable "Knowledge Areas", or simple bodies of content that are easy to view and search. This content is sourced from document(s) that are stored locally on your desktop or on a network drive. Find information quickly and easily in this Loop, from insurance documentation to scripting guidance, or a list of FAQs in your organization.
If your organization already uses the Quick Reference Loop, follow [these steps](https://onboarding.olivehelps.com/installing-olive-helps) to download Olive Helps with your work email. Then,
* Navigate to the Loop Library (in the bottom navigation bar)
* Search for the Knowledge Reference Loop in the search bar
* Click on the Knowledge Reference Loop created by Olive
* Click ‘Add’
**Note:** if you know your organization has access to this Loop, but it doesn’t show up in your Loop Library, reach out to your manager and an IT administrator to ensure you have the right organization permissions.
# Setting up Your Quick Reference Loop with a Knowledge Area
### Setting up your Source Document
1. Download a copy of the Quick Reference template by visiting the link -> [Quick Reference Loop ](https://docs.google.com/spreadsheets/d/1awr_mIQXBQh5pA0ZtLQ9LoqG0lOKY1Ar/edit?usp=sharing\&ouid=113482677541177194383\&rtpof=true\&sd=true)
2. Use the README to determine how to populate the columns
3. Organize your content in the Category > (Optional) Subcategory > Topic > Content structure
4. Add Markdown to help highlight the content of the Loop
### Configuring your Knowledge Area
Once you’ve installed the Quick Reference Loop, configure it for your needs using Knowledge Areas, defined bodies of knowledge within the Loop. You’ll need access to the right reference document(s), likely stored on your organization’s network drive. If not, reach out to a manager or administrator and let them know you need access to the source document(s).
* Select the Loop from the dropdown menu to trigger its Start Whisper, the welcome card. If you haven’t set up a ‘Knowledge Area’ yet, click ‘Next’.
* Find your appropriate reference document (likely on a network drive) and drag it into the dropzone. This file should be a single Microsoft Excel file of .xlsx type.
* Give your Knowledge Area a unique name. Similarly, give your Knowledge Area a relevant and brief description.
* When you’re done filling in these fields, click ‘Pair’. If there is an issue, a yellow warning message will pop up detailing the problem.
* If a ‘Validation Errors’ Whisper appears, there are issues with the content in the document. Please share the errors with your manager, and they should update the reference document. You may then ‘Try pairing file again’.
# Fixing Errors with Your Knowledge Area
### Settings & Configuration – Connection Issue
If you get an error that tells you there is a connection issue, this could be for a few different reasons: Internet connection is disrupted – please check that you are connected to the internet. Network drive connection disrupted – if you are trying to access a file stored on a network drive, check you have the right wifi network or VPN to access it. If this doesn’t solve the connection issue, please reach out to your manager or IT administrator for assistance.
### Whisper – File pairing problem
If you get an error that tells you there is a file pairing problem, this could be for a few different reasons:
1. Internet connection is disrupted – please check that you are connected to the internet.
2. Network drive connection disrupted – if you are trying to access a file stored on a network drive, check you have the right wifi network or VPN to access it.
3. File deleted or renamed – ensure that the file still exists in the location you are referencing, and that it hasn’t been renamed.
4. If this still doesn’t work, please reach out to your manager or IT administrator for assistance.
### Knowledge Area Whisper – An error occurred
If you see ‘An error occurred’ and no Categories, Subcategories, or Topics are showing up, try the following steps:
1. Restarting your Loop
1. Open up the Loop Library in the bottom right corner.
2. Then, search for your Loop and click on the Loop to open its full-screen view.
3. Press the ellipses menu on the right side of the screen.
4. Select ‘Remove Loop’ and confirm your choice in the pop-up modal.
2. File issue – if restarting your Loop didn’t work, please follow the ‘Editing or Deleting a Knowledge Area’ steps to go back, edit your Knowledge Area and reselect the file from the drop-zone/file picker to reload the data into your Knowledge Area.
### Report a Bug
If you can’t solve an issue, report a bug [here](https://forms.gle/gc8qmr7Ykxpukyjh7).
# Editing, Deleting & Navigating a Knowledge Area
### Editing a Knowledge Area
1. Open up your Loop’s Start Whisper by selecting it from the global search dropdown at the top of Helps.
2. Then, select the settings button in the top right corner.
3. Here, you will see the options to edit or delete every Knowledge Area you have set up.
4. Click edit to update the Knowledge Area name, description, or file path.
5. To re-read the file, or reselect a different file, press delete next to the file name, and use the drop-zone or browse method to reselect the file of your choosing.
### Deleting a Knowledge Area
1. If you want to delete the Knowledge Area, simply press the delete button and follow the confirmation. Remember, once you delete a Knowledge Area, you can never get it back.
### Navigating your Knowledge Area
1. Open up your Loop’s Start Whisper by selecting it from the global search dropdown at the top of Helps.
2. Clicking on a Knowledge Area will show you all the categories that live within that Knowledge Area.
3. Clicking on a Category like “Medicare” will take you to any Subcategories within that Category, or straight to the Topic list if there are no Subcategories.
4. Clicking on a Topic will take you to the detailed view.
5. To navigate back to any other part of the Knowledge Area, you may click on the breadcrumbs above.
Clicking on the search dropdown menu will show you all the Knowledge Area’s Categories, Subcategories and Topics to search through and access each of the Whispers quickly and easily.
# Searching for Content
1. To search for content across all Knowledge Areas in the Loop, first select the Loop from the dropdown in the global search bar and enter your search term.
2. You can type a full Category or Subcategory name to pull up its contents. You can also search for a word within a topic name, or a topic’s designated keywords to pull it up. If you want to search for the contents within a topic, search for a phrase or a few words that the content contains.
# Submitting Feedback
1. To submit feedback, open up your Loop’s Start Whisper by selecting it from the global search dropdown at the top of Helps. Click on the chat icon in the top right corner. Or, at the bottom of a Topic Whisper click ‘Provide Feedback’ to let us know if you found the appropriate information.
# Sidenote Cloud Sync Overview
Cloud Sync can be configured to be turned on or off for your organization via the Loop Library.
### **Sidenote Overview**
Sidenote is an encrypted note-taking feature in the Olive Helps desktop application capable of storing PHI safely and securely. You can search for your Sidenotes from the Sidebar to find important information at a glance, as well as set time- or keyword-based reminders to nudge you with relevant notes.
### **Cloud Sync Overview**
With the launch of Sidenote Cloud Sync, all local notes are now backed up to the cloud, meaning they are recoverable if you lose access to your machine, and also follow you between workstations. The sync happens seamlessly in the background, so you won’t notice any changes to your Sidenote experience. If Cloud Sync is enabled and you lose internet connection, you will see the message: *“Sidenote is not syncing. Your content is currently being saved locally.”* Your notes will then be synced to the cloud when you re-establish connection.
### Technical FAQ
**Q: How are Sidenotes stored?**
**A:** Sidenotes are first stored locally to a database on your machine that is encrypted at rest. This allows you to work offline without internet connection. With Cloud Sync enabled, Sidenotes will also be backed up to a HIPAA-compliant cloud.
**Q:** **How does Sidenote protect against unauthorized access?**
**A:** The Sidenote database file is unreadable without a secure and private passphrase, which is used to decrypt the Sidenote contents.
**Q: Are there any other ways that someone could export Sidenotes from an account?**
**A:** The Sidenote database is encrypted at rest. If a user has logged in to Helps successfully and can already view their Sidenotes, then they can manually back up Sidenotes by exporting the Sidenote database, and setting a unique passphrase used to re-import the Sidenotes back into Helps. This functionality is only available if the user has successfully logged in and authenticated to their Helps account. Further restrictions can be added by enabling Single Sign-On which is tied to an Active Directory, which can be used to impose further restrictions an organization deems necessary.
**Q: How can I turn Sidenote Sync on or off?**
**A:** Organization Admin Users can navigate to the organization menu in Helps, then “Profile & Settings.” Under “Sidenote,” the options are “Enable Cloud Sync” or “Disable Cloud Sync” and will apply to all users.
# Olive Helps Support
How to get support for Olive Helps.
To receive support for an issue related to the Helps application you can navigate to the [Support Portal](https://support.oliveai.com/servicedesk/customer/portal/22) and follow the following steps:
1. Enter the email you use to login to Olive Helps
2\. Select whether you are reporting an **Incident** or a **Feature / Idea**. An **Incident** is an issue you are experiencing with the application. A **Feature / Idea** is a suggestion for how to improve the experience of the application.
3\. After select the right option, make sure the fill out the summary of the incident or feature, select "Olive Helps" from the Product dropdown, and include a description of the incident or feature.
4\. Input the frequency, date of issue as well as the impact. Lastly select "Create." Your issue has been submitted and someone from the Support Team should be reaching out to you.
5\. You can mange and view your requests by clicking "Requests" in the top right of the Support Portal
# Loop Support
How to get support for an issue you are experience with a Loop.
To get support on a loop you can navigate through our Help Center flow.
1. Select the menu in the top right corner of the Helps' sidebar.
2. After selecting Help Center you should see a window that allows you to either report a problem with Olive Helps application or a lop you have installed. Select **Report a Problem with a Loop.**
3. From there, you should see a dropdown that allows you to select one of the loops you have installed. Select the loop you would like to report an issue with or supply feedback on.
4. Lastly, the window should now provide directions on how to contact the loop author in regards to receiving support. Each loop is made by a different author or different company therefore this flow provides you the right guidance on who to contact.
