Elentra ME User Documentation
Elentra ME 1.14
Elentra ME 1.14
  • Introduction
  • What's New in ME 1.14
  • Support
    • Feature Requests
    • Reporting Issues
    • Elentra Learn Webinars
  • System Setup
    • Organisations
    • Location
    • Departments
    • Event Types
    • Assessment Characteristics
    • Assessment Response Categories
    • Evaluation Response Descriptors
    • Grading Scales
    • Restricted Days
  • Curriculum Management
    • Curriculum Layouts and Periods
    • Blocks in a Curriculum Period
    • Curriculum Tracks
    • Curriculum Map Versions
    • Curriculum Tag Sets and Curriculum Tags
    • Context-Based Linkages
    • Hot Topics
    • Curriculum Search
    • Curriculum Explorer
    • Curriculum Matrix
  • User Management
    • Create Users
    • Manage Cohorts
    • User Permissions
      • Clinical Faculty Checkbox
    • User Disclaimers
    • User Metadata
    • User Incidents
    • User Profile Preferences
    • Profile Photos
  • Student Management
    • Disciplinary Actions
    • Formal Remediation
    • Leaves of Absence
    • MSPR
    • Observerships
  • Communities
    • Community Types and Uses
    • Creating a Community
    • Community Pages
      • Announcements
      • Discussions
      • Document Sharing
      • Events
      • Galleries
      • Polling
      • Quizzes
      • External URL
      • BasicLTI Consumer
    • Managing Communities
    • Subscribing to Community Notifications
    • Public/Guest Accounts
  • Courses
    • Creating Courses
    • Course Setup
    • Course Content
    • Course Enrolment
    • Course Website
    • Course Groups
  • Scheduling Events
    • Creating and Managing a Schedule
    • Copying an Existing Schedule of Events
    • Recurring Events
    • Parent Child Feature
    • Lecture Capture
  • Event Pages
    • Learner View of Learning Events
    • Event Setup Tab
    • Event Content Tab
    • Event Attendance Tab
    • Event History Tab
    • Event Statistics Tab
    • Reporting on Events
    • Recurring Events Tab
  • Calendar
  • Units/Weeks
    • Creating Units
    • Learner View of Units
  • Clinical Experience
    • Accessing My Learners in Clinical Experience
    • Logbook
      • Set Curriculum Tags as Loggable
      • Course Setup Required to use Logbook
      • Learner Use of Logbook
      • Logbook Reporting
    • Lottery
      • Creating Lotteries
      • Managing Lotteries
      • Managing Stages
      • Managing Selections & Blocks
    • Rotation Scheduling
    • Electives
    • Leave Tracking
  • Assessment & Evaluation
    • System Settings
    • Rating Scales
    • Creating and Managing Items
    • Creating and Managing Forms
    • Form Templates
    • Distributions
      • Rotation Based Distributions
      • Delegation Distributions
      • Learning Event Schedule Distribution
      • Date Range Distribution
      • Adhoc Distribution
      • Feedback Options (Distribution Step 4)
      • Target and Task Release Options (Step 5)
      • Important update re: evaluations in ME 1.14
    • Faculty Access to A&E
    • Learner Use of A&E
    • Program or Curriculum Coordinator Use of A&E
      • Assessment and Evaluation Badge
      • Admin>Assessment & Evaluation Tab
      • Delegations
      • Distribution Reviewer
    • A&E Reporting
      • Access to A&E Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution
      • Weighted CSV Report
      • Sample A&E Reports
  • Exams
    • Exam Questions
    • Importing Exam Questions
    • Creating and Managing Exams
    • Exam Information and Settings
    • Exam Posts
    • RPNow
    • Safe Exam Browser
    • Exam Reports
    • Exam History
    • Grading Exams
    • Learner View
  • Gradebook
    • Creating Assessments
      • Group Assessments
      • Attaching a Quiz
      • Attaching an Exam
      • Managing Existing Assessments
      • Copying an Existing Gradebook
    • Entering Grades
      • Faculty View of Public Grading Page
    • Drop Box Assignments
    • Viewing and Reporting on Gradebooks
    • Learner View of Gradebooks
    • Collections
    • Comments in Gradebook
  • Quizzes
    • Creating and Managing Quizzes
  • Notices and Announcements
    • Creating and Managing Notices
    • User View of Notices
  • Polls
    • Creating and Managing Polls
  • Medical Student Performance Records
    • Creating and Managing MSPRs
    • Learner Use of MSPR
  • Clerkship
    • Duty Hours Tracking
  • Portfolio
    • Managing Portfolios
      • Managing Portfolio Advisors
    • Viewing Portfolio Entries
    • Learner Use of the Portfolio
    • Portfolio and Gradebook Integration
  • Learning Object Repository
    • Managing Learning Objects
  • Annual Reports
    • Reporting on Annual Reports
  • Regional Education
    • Managing Regions
    • Apartments
      • Managing Learners and Accomodations
  • User Tools
    • Hide Sidebar
    • Organisation Switcher
    • Display Style Switcher
    • Bookmarks
    • People Search
    • Profile Options
    • Permission Masks
    • RSS Feeds
    • Calendar Subscription
    • Give Feedback!
  • System Reports
    • Curriculum Reports
    • Teaching Event Reports
    • Learner Incident Reports
    • Usage Reports
    • Assessment Reports
    • External Reporting
    • MSPR Reporting
  • Awards
    • Creating and Managing Awards
  • Rich Text Content and Accessibility Checker
  • Competency-Based Medical Education
    • Setting Up CBME: Overview
    • Mapping Curriculum
      • Auto-Setup Curriculum Tag Sets
      • Populate CanMEDS Competencies
      • Accessing Templates for Importing CBME Data
      • Import EPAs
      • Choose Competency and Curriculum Tag Options
      • Import Key Competencies (Program Specific)
      • Import Enabling Competencies (Program Specific)
      • Import Milestones
      • Import Enabling Competencies Mapping Template
      • Import Contextual Variable Responses
      • Reordering Contextual Variable Responses
      • Defining and Uploading Procedure Attributes
      • Trouble Shooting EPA Content
      • Modifying Uploaded Templates
      • Modifying Contextual Variable Responses
      • Manually Mapping EPAs
      • Editing Existing EPAs
      • Viewing the EPA Encyclopedia and EPA Maps
      • Setting Priority EPAs and Likelihood
      • EPA Versions - Overview
      • Using the Versioning Wizard
      • Form Building with Versioning
      • Assessment Plans
    • Managing Faculty and Residents
      • Recommendations for CBME User Roles
      • Learner Levels and Stages
      • Cohorts/Course Lists
      • Setting up Academic Advisor Groups
      • Managing Competency Committees
    • Forms/Tools: Introduction
    • Creating and Managing Forms
      • Form Basics
      • Rating Scales
      • Supervisor Form Template
      • Procedure Form Template
      • Field Note Form Template
      • Rubric Forms
      • Periodic Performance Assessment (PPA) Forms
      • Reordering Items on Published Forms
      • Reviewing Form Feedback
      • Tracking Completion of Tasks and Forms
      • Methods of Assessment Completion
    • Triggering and Completing Forms
      • Setting User PINs
      • Trigger Assessments: Faculty
      • Trigger Assessments: Learners
      • Resident Tool: Assessor Cues
      • PAs Entering Completed Assessments
      • Reopening and Editing Completed Assessments
      • Overview of Outstanding Tasks
      • CBME Dashboard
    • Reviewing Resident Progress
      • Promoting Learners Through Stages
      • Milestone Report
      • Resident Tool: Thumbs Up for Helpful Feedback
      • Pinning Forms, Items and Comments
      • Log Meeting Notes
      • Assessments Page
  • Multiple Language Support
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On this page
  • How to bulk import users
  • Uploading revised records for users
  • How to add individual users
  • How to create guest accounts for users to access individual communities
  • How to deactivate users

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  1. User Management

Create Users

Most users require an account to access Elentra. While there are some exceptions to this in that you can create a public community and share it with others, add a guest member to a specific community, or add an external assessor to a distribution of an assessment and evaluation form, most users will have accounts. To create a user account you must include user groups and roles which define user permissions. Only those with admin roles within Elentra are able to manually create users.

Although there is a user interface to manually add individual users, it is strongly recommended that your developers or technical team set up a relay of information from a central, authoritative database (e.g., an existing student information system) to feed users into Elentra. If you are not doing this and wish to bulk import users via a csv file, please see below.

How to bulk import users

  • Navigate to Admin>Manage Users.

  • Click 'Import From CSV'.

  • From the popup window you can download a sample CSV file.

  • Open the file in your preferred spreadsheet manager and complete the columns. Required fields are listed first followed by optional fields. First Name: Provide the user's given name. If you have multiple users with the same first and last name we recommend including their middle initial with their first name. Last Name: Provides the user's last name. Username: This will be the username for your Elentra installation. email: This should be the user's email and must be distinct for each user. Group: Group defines the user type in the system. Pick from Alumni, Faculty, Medtech, Resident, Staff, and Student. You can only use additional groups if you have added them to the database. Role: Different group types have different role availability as shown in the table below. Many group and role configurations carry different permissions. For more detail about user permissions please see the Permissions help section. Similar to groups, you can only use additional roles if you have added them to the database.

Group

Role

Alumni

Year of Graduation

Faculty

Admin

Faculty

Director

Faculty

Faculty

Faculty

Lecturer

Medtech

Admin

Medtech

Staff

Resident

Lecturer

Resident

Resident

Staff

Admin

Staff

Pcoordinator

Staff

Staff

Staff

Translator

Student

Year

Organisation: This should be a numeric id and reflect which organisation a user should be added to if there are multiple organisations on an installation (e.g., undergraduate medicine and postgraduate medicine). When logged in as a Medtech>Admin you can find the organisation id by navigating to Admin>System Settings and clicking on the organisation. When the page for that organisation opens the url will include the org id at the end. You can also ask a developer what the organisation ids for your installation are. Gender: Gender is a required field in your upload but you can leave the cells blank if you don't want to define users' genders. If you do want to provide gender enter M or F. A blank cell will display as Gender:Unknown in the user interface.

  • Optional fields: Institution Number: The user's university id (e.g., staff or student number). Entry Year: The year the learner entered/will enter a program. Grad Year: The anticipated graduation year. (Make sure your database includes the years you intend to enter.) Note that users will automatically be added to an existing cohort if one exists for the graduation year. Notes: Information provided here will display in the General Comments section of the Personal Information section. Account Status: You can enter active or disabled in this column, you'll be able to change this setting in UI after the user is created. Access Start: Unix timestamp (e.g. 1512086400) or date-time format (2017-12-01 12:35) are accepted. Access Finish: Unix timestamp (e.g. 1512086400) or date-time format (2017-12-01 12:35) are accepted. Department: To enter a department affiliation for a user you must have department's Elentra id code. This is information you can request from a developer or you can find it by looking at a url. To discover the department id for yourself, you must be able to access Admin>System Settings. When you do, click on the name of the organisation you are working with and then click Departments in the left sidebar. Click on a department name and when the page for that department displays the url will include the department id at the end. Password: Passwords can be set using an import but we recommend only importing existing passwords if you exported them from elsewhere. Salt: This is a way to make a password more secure. It is recommended that you use this field only if you've exported a list of users and already have the salt information (and the password). Prefix: Accepted prefixes are Dr., Mr., Mrs., Ms., Prof., Assoc. Prof., and Asst. Prof. Alt Email: This is a second or alternative email the user can provide. Telephone, Fax, City, Address, Postal Code, Country, Province: Provide contact information as desired.

  • Every column header included in your file must be completed. If there is a column header with no information present delete that column before you upload the file.

  • If you are importing a significant number of users we recommend limiting your file size to 1000 users or less.

  • It is recommended that you use different files for different groups (e.g. faculty and learners) as they may not required the same fields and partially complete columns may result in errors. If you have blank cells please fill them with NULL.

  • After completing the spreadsheet, you can browse to find the file or drag and drop it in place. You will be prompted to match the information included in your CSV against the mapped fields available. Fields that display highlighted with green are required.

  • At this stage, you can scroll through the imported users to check their data. In the top right, click on the small arrows beside the Row counter. You'll see a summary of the information being uploaded for each user.

  • Decide whether to send user notification emails to new users (uncheck if you don't want emails sent), and click on Import Users.

  • You will see a green success message or be prompted to correct something in the CSV file.

  • Creating user accounts using a csv import will also generate an email confirmation to the user who completed the import. The email will include a list of all users successfully created.

Uploading revised records for users

You are able to upload revised user records to the system. When you do the system will compare the records and in some circumstances ask you to confirm which record you want to use.

The system will respond the following way when you update records: If the user has the same group but a new role compared to their previous record - system will update the role and everything else (start and end date, and account status). You will be asked to confirm whether you want to update the user record. If the user has a different group from their previous record that group will be added to the user's account and all other information will be updated. If the user has the same group and same role as their previous record the system will automatically update everything included in the csv.

When the system finds two records for the same user it will display the two records. Currently, these lines look identical but we are working on adding a popover card to display the conflicting information so users can more easily decide which record to import.

Note that you can choose to update no records, update all records, or individually select which records you'd like to update.

When you look at a list of users note that records displaying in red indicate users with disabled accounts.

How to add individual users

  • Navigate to Admin>Manage Users.

  • Click 'Add New User'.

  • Provide the required information and set Permissions for the user. Note that you must click Add Permission after you've selected the appropriate group and role for the user.

  • After you've added a permission you may see the option to define a curriculum track if curriculum tracks exist for the relevant organization. Use the dropdown selector to set a user's curriculum track if necessary.

  • Linking a user to a department may mean that certain reports include the user (e.g., faculty reports, work force reporting). A user can be linked to multiple departments/divisions.

  • Leave email notification active or turn it off and click Add User. You will see a green success message or be prompted to correct something on the page.

How to create guest accounts for users to access individual communities

  • To give someone access to a specific community and its documents, navigate to the desired community. You must be a community administrator to add a guest member.

  • From the Admin Center of the specific community, click 'Manage Members'.

  • Click the Add Guest Members tab.

  • Complete the required information and click 'Add Guest'.

  • You'll receive a green success message and the guest user will receive an email with further instructions. The user will only have access to the specific community.

How to deactivate users

  • Navigate to Admin>Manage Users.

  • Search for the appropriate user and click on his/her name.

  • From the User Management box on the left, click 'Edit Profile'.

  • Under Account Options set an Access Finish date and time. To immediately end a user's access, change the account status to Disabled and put in the current date and time.

  • Click 'Save'.

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Last updated 6 years ago

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