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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  • How to create a meta data field
  • How to complete a meta data field
  • How to see user meta data
  • How users can see their own meta data

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  1. User Management

User Metadata

Elentra provides administrators with the option to keep track of any information about users, for example immunization records, police checks, mask and gown size, etc. At present, there is no interface for users to adjust these records about themselves.

How to create a meta data field

  • Navigate to Admin>System Settings.

  • Click the name of the organisation you want to create meta data for.

  • Click 'User Meta Data' from the left sidebar.

  • Click 'Add Meta Data'.

  • Complete the required fields, noting the following: Parent: You can created a nested hierarchy of meta data fields (e.g. immunizations: tetanus, measles, influenza, etc.). To do this, you must first create the parent meta data category, then when you create the nested fields, select the parent from the dropdown menu. Restricted to Public: Select Public Viewable if you want users to be able to see their own meta data. Select Restricted to hide the meta data fields from users and allow only administrators to see the information (these items will appear with [Admin view only] on the list of meta data fields). Group: Select the group(s) to apply this meta data to. To delete a group from an existing list, click the minus button beside the group name.

  • Click Save

How to complete a meta data field

  • Navigate to Admin>Manage Users.

  • Click 'Manage User Meta Data' from the left sidebar.

  • Set the required fields to reflect the information you want to input.

  • Click 'Show Table'.

  • Click 'Export/Load'.

  • Click 'Export CSV' to download a file with the list of users and other relevant column headings.

  • Complete the file, noting the following:

    • Type: Type reflects the meta data you are entering. You do not need to fill this in on the file unless you are uploading multiple meta data categories using one file.

    • Value: Make this the main data (e.g. shoe size: value=10).

    • Notes: This can be used to record any additional information (e.g. Received record from health unit on Jan. 16, 2015).

    • Effective date and Expiry date: These should be listed in yyyy-mm-dd format.

  • The fields for this import are optional so unused columns should be deleted before importing the file.

  • Click 'Import CSV' to upload the file.

  • You will be prompted to map the CSV columns you've included with the meta data fields available in the system. Click and drag any unmapped fields to the appropriate place as needed.

  • Choose whether to replace existing data with information in the spreadsheet, and whether or not to delete existing records if information is empty in the spreadsheet (click each check box as needed).

  • Click 'Import'.

  • Alternatively, you can add individual records one by one by clicking on 'Add record' for an individual from the meta data category main screen.

How to see user meta data

To view user meta data for a group:

  • Navigate to Admin>Manage Users.

  • Click 'Manage User Meta Data' from the left sidebar.

  • Set the required fields to reflect the information you want to view.

  • Click 'Show Table'.

  • You'll see a list of all users and their existing records.

  • This information can be exported as a csv.

To view all meta data for an individual:

  • Navigate to Admin>Manage Users.

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

  • Select 'Edit Meta Data' from the sidebar User Management section.

  • You'll see a list of meta data records for the user.

How users can see their own meta data

  • Users can view their user profiles by clicking on their names at the top of the Elentra screen.

  • If meta data is required/logged for the user s/he will see an Extended Profile tab.

  • By clicking on this tab users will see any meta data collected for them AND which is set to Public Viewable.

  • At present, there is no interface for users to adjust these records about themselves.

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Last updated 6 years ago

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