CONTENTS


What is the Lumi Companion App

The Lumi Companion App was designed as an extension of Lumi's Communication Centre, and provides a centralised way to disseminate the various documents and information that Crew, Applicants, or Talent may need as part of the project. The App allows all the information to be displayed in one location so they don't need to sift through emails and messages to find the most up to date documents. 


The Companion App was primarily created for Crew, but it can also be used to disseminate information to Applicants or Talent. Any Card that has contact details (email and phone) can be given access to the Companion App. 


Enable the Lumi Companion App

Currently, teams will need to contact support@lumi.media to have this feature enabled. Once enabled for your organisation, the feature can be turned on for each project you wish to use with the App.


Turn Lumi Companion App on for a Project

Once Lumi Companion App is enabled for your organisation:

1. Click your avatar on the bottom-left to see the User menu.

2. Select "Project Settings".

3. On the Project Info page, click the downward arrow to expand the "Comms Centre" section.

4. Toggle the "Lumi Companion App" to "On" (blue). This will save automatically. 

The Lumi Companion App is now enabled for your project. You can now invite Contacts (ie Crew, Applicants, Talent, Clients & Sponsors) to the App.


Invite a Contact to the App

Any Cards with contact details (email & phone) can be invited to the App. By default, the Categories Applicants, Crew, Talent, Clients & Sponsors have the Contact Detail fields.


1. Open the Card of a contact you want to invite to the App.

2. Click the "Person" icon to expand their personal details and ensure that their email and phone details are populated.

3. Click "Invite to App" button on the top-right of their Card.

You will briefly see the "Invite sent" message on the bottom-left, and the App icon (phone) will appear next to the fields icons. 

On the Comms tab, a new communication record will display stating "App Invite Sent".

The invitee will receive an email to their default email address inviting them to access the App. See the "App User's Journey" below for more detail.


Publish New Files to the App

Now that you've invited a new App User you will want to publish some files for them to view. 


There are two types of documents you can publish: PDF files and Exports. Each are explained below.


Publish a File (only PDF files)

Only PDF files are supported for publication.


1. Click on the App icon on their Card to expand the section

2. Click the "Publish new Files" button.

The "Send Communication" dialog will open, with "App" highlighted and the contact's name in the recipient field.

3. Populate the following:

Subject: Enter a subject line (optional).

Message box: Enter a message (optional).

Export: If you only want to publish PDFs, leave this as "None". If you want to publish an Export as well, see "Publish an Export" section below for more information. 

Attach Files: Toggle on (blue). Drop files or click "Add File" to search for files on your computer. Only PDF files will be available for selection. Maximum size per file is 10MB.

4. Once your files have uploaded, click "Send".


A preview of all published files will display on the App User's Card with a question mark or a tick: 

A question mark indicates the file has not been viewed by the recipient.


A tick indicates file has been viewed by the recipient.


A new record will be added to the Comms tab stating "Published to App". It will also advise if the file has been "Sent" and not read, or "Read".

An email will automatically be sent to the App User advising them that there are new files to be viewed.


Publish an Export

Publishing an Export is useful when you want to capture information from the App User's Card and disseminate it to them. For example, travel memos, travel bookings and information that is specific to them.


Using an Export template is particularly useful when sending information to multiple App Users at once (ie Audiences).


Contact support@lumi.media to discuss and to have your custom export template set up.


Check that your Export Template is set up correctly

Once your custom export template has been created and uploaded to Project Settings, it will need to be set to "Use as an App Export". Lumi Support will probably have done this for you, but you can check as follows.


1. Click your avatar on the bottom-left to see the User menu.

2. Select "Project Settings".

3. Click the "Exports" tab. All the Export Templates for the project will display.

4. Click the Settings icon for the Export template that you want to use with the Companion App. Select "Edit Export".

5. On the Edit Export dialog, click the downward arrow to expand "Configuration".

6. "Use as App Export" should be toggled on (blue), and the Output should be PDF. If not, you can update it here.


Publish an Export

1. Click on the App icon on your contact's Card to expand the section.

2. Click the "Publish new Files" button.

The "Send Communication" dialog will open, with "App" highlighted and the contact's name in the recipient field.

3. Populate the following:

Subject: Enter a relevant subject line (optional).

Message box: Enter a message (optional).

Export: Select the relevant Export Template from the dropdown menu.

Attach Files: If desired, you can publish PDF files in the same communication.


4. Click "Send".


A preview of all published files will display on the App User's Card with a question mark or a tick: 

A question mark indicates the file has not been viewed by the recipient.


A tick indicates file has been viewed by the recipient.


A new record will be added to the Comms tab stating "Published to App". It will also advise if the file has been "Sent" and not read, or "Read".

An email will automatically be sent to the App User advising them that there are new files to be viewed.


Label (rename) publications

You can update the publication's label (ie the name the App User will see) if needed. This is useful if the information has been updated and you want to call it "Version 2", for example.


Note, changing the label does not update the name of the file on the Card media tab. 


Label a publication

1. Click on the App icon on your contact's Card to expand the section.

2. Click the three dots on top-right of the publication for which you want to update the label.

3. Click "Edit label for App".

4. Edit the label as desired.

5. Click "Set Label".

The new label will display in the app section on the Card, but the file name will not change on the media tab.

The new label will display on the App, as seen below.


Unpublish a File

You can unpublish a file so that it no longer displays on the App for a specific contact.


  1. Open the App User's Card
  2. Click the App icon to view all published files for that user. 
  3. Locate the file you want to unpublish, and click the three dots on the top-right of the preview.
  4. Click "Unpublish".

The file will disappear from the Card's app section and from the Companion App for that contact.


The file will remain in the Card's media section with a Category of "Unpublished". 


A new record will be created on the Comms tab stating "Files unpublished". 


Revoke User's App Access

You can revoke the App for an individual user, or for multiple users.


Revoke App for an Individual

  1. Open the App User's Card.
  2. Click the three dots on the top-right of the Card to open the action menu.
  3. Click "Revoke App".

This will prompt a browser refresh, and the message "App access has been revoked" will briefly display on the bottom-left.


Other indicators are that the App icon will no longer display on the Card's main page, and the "Invite to App" button will reappear on the top-right.

Your Contact will receive an email advising that their App access has been revoked.


Note, you will be unable to delete a Card whilst it has access to the Companion App. Once the App is revoked, the delete button will become available for that Card again.

 

Revoke App for Multiple Users

You can revoke App access for multiple users at once in Access Management.


1. Click your avatar on the bottom-left to see the User menu.

2. Select "Access Management".

3. Click the "App Users" tab. A list of all App Users for the project will display.

4. Select the checkboxes for the users you want to remove App access from.

5. On the bulk actions menu click "Revoke App Users" icon

6. A warning message will display. Click "Revoke" to proceed.

7. Then click "Confirm".


The revoked App Users will receive an email advising that their access has been revoked.


App User's Journey

This section explains the App User's journey from receiving an invitation to the App, to viewing publications, and having their access revoked.


Invitation to App:

When you invite a Contact to the App, they will be automatically sent an email with the project name and image, and a link to access the Companion App.


When they click "View" in the email, the App will open to a login page. 


Login to App:

They will need to enter their default email and phone number, then click "Continue".

A verification code will be sent to their phone, which they will enter and then click "Verify Code".

The App will open displaying any projects they have been given access to.


Click on a project image to open it. 

All their published files for that project will display. The bell icon indicates any unread publications. 

Clicking on a publication will open it in another tab, allowing the user to easily return to the App.


New Content Published:

After logging into the App for the first time, App Users will receive an email letting them know of any new publications.

Clicking "View" will take them to the Companion App to login.


App Access Revoked:

When you revoke an User's App access to a project they will automatically be sent an email notification. 

They will still be able to access the App for any other projects they have access to.