Elentra ME User Documentation
Elentra ME 1.26
Elentra ME 1.26
  • Introduction
  • What's New in ME 1.26?
  • Support
    • Supported Browsers
    • Reporting Issues
    • Feature Requests
  • System Setup
    • Database Settings Options
    • Organisations
    • Assessment Types and Characteristics
    • Assessment Flag Severity
    • Assessment Response Categories
    • Bookmarks
    • Clinical Response Categories
    • Grading Scales
    • Departments
    • Email Templates
    • Hot Topics
    • Learning Event Types
    • Location Management
    • LTI Providers
    • Media Sources Management
    • Medbiquitous Tools
      • Medbiq Assessment Methods
      • Medbiqitous Instructional Methods
      • Medbiquitous Resources
    • Restricted Days
    • User Disclaimers
    • User Meta Data
  • Curriculum Management
    • Curriculum Framework Builder
    • 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
    • Mapping Tags to Content: Visibility and Reporting Options
  • User Management
    • Create and Manage Users
    • User Permissions
      • Clinical Faculty Checkbox
    • User Disclaimers
    • User Metadata
    • User Incidents
    • Profile Photos
  • Manage Cohorts
  • Student Management
    • Disciplinary Actions
    • Formal Remediation
    • Leaves of Absence and Off-Cycle Learners
    • Auditing A Course
    • MSPR
    • Observerships
  • Dashboard and Calendar
    • Dashboard
    • Calendar
    • Calendar Subscription
  • Communities
    • Community Types and Uses
    • Creating and Managing Communities
    • Community Pages
      • Announcements
      • Discussions
      • Document Sharing
      • Events
      • Galleries
      • Polling
      • Quizzes
      • External URL
      • BasicLTI Consumer
    • Managing Communities
      • Community Reports
      • Locking a Community
    • Subscribing to Community Notifications
    • Public/Guest Accounts
  • Courses
    • Creating Courses
    • Course Setup Tab
    • Curriculum Tags Tab
      • Copying Assigned Tags from one Curriculum Period to Another
    • Course Content Tab
    • Course Enrolment Tab
    • Course Groups Tab
    • Gradebook Tab
    • CBME Tab
    • Logbook Tab
    • Course Reports Tab
  • Course Websites
    • Creating a Course Website
    • Course Website Versioning
    • Locking a Course Website
  • Learning Events Tab
    • Learners - Bulk Download Event Files
  • Scheduling Events
    • Creating and Managing Events
    • Copying an Existing Schedule of Events
    • Recurring Events/Event Series
    • Parent Child Feature
    • Reporting on Learning Events
    • Lecture Capture
  • Event Pages
    • Learner View of Learning Events
    • Event Setup Tab
    • Event Content Tab
      • Bulk Event Feedback Management
    • Event Attendance Tab
    • Event History Tab
    • Event Statistics Tab
    • Reporting on Events
    • Recurring Events Tab
  • Units/Weeks
    • Creating Units
    • Learner View of Units
  • Cases
  • Attendance Tracking in Elentra
  • Absence Management
    • Absence Management Set Up
    • Absence Management Dashboard
    • Reporting and Tracking Absences (Learners)
    • Managing Absence Requests
    • Tracking Absences in Learning Events (Admin/Faculty)
    • Absence Management Notifications
    • Generating Reports
  • Assessment of Learners In Elentra
  • Gradebook
    • Creating Assessments
      • Collections
      • Group Assessments
      • Attaching an Exam
      • Attaching a Discussion Post
      • Attaching a Quiz
      • Manage Existing Assessments
      • Copying an Existing Gradebook
    • Considerations for Clerkship
    • Entering Grades
      • Grade Spreadsheet
      • Faculty and TAs Entering Grades
      • Grades from Exams
      • Grading Discussion Posts
      • Grades from Quizzes
    • Comments per Assessment in Gradebook
    • Drop Box Assignments
    • Document Delivery
    • View and Report on Gradebooks
    • Gradebook Calculations
    • Learner Explorer
    • Learner View of Gradebooks, Learner Explorer and Assignments
    • Group Assessments and Assignments (Learner View)
  • Exams
    • Exam Question Management
      • Exam Question Labels
      • Question Index
      • Question Groups
      • Import Exam Questions from Text Files
      • Migrating Questions from ExamSoft
      • Migrating Responses From Exam Soft
    • Create and Manage Exams
      • Export an Exam to Word (.doc) File
    • Exam Posts
    • RPNow
    • Examity
    • Safe Exam Browser
    • Respondus Lockdown Browser
    • Adjust Exam Scoring
    • Exam Reports
    • Exam History
    • Grading Exams
    • Learner View of Exam
    • Learners as Question Creators and Exam Graders
  • Team-Based Learning
  • Peer Instruction
    • Access Peer Instruction
    • Create and/or Manage a Poll
    • Attach/Detach Question(s) to a Peer Instruction
    • Manage a Peer Instruction Event
    • Peer Instruction Reports
  • Quizzes
    • Creating and Managing Quizzes
    • Learner View
  • Assessment & Evaluation
    • Required System Settings Configuration
    • Rating Scales
    • Creating and Managing Items
      • Prompted Responses
      • Items as seen in PDF
    • Forms
      • Creating and Managing Forms
      • Confidential Assessors/Evaluators
    • Form Templates
    • Distributions
      • Distribution Wizard
      • Release to Target of Individual Completed Evaluation Tasks
      • Peer Assessment Target Release Options
      • Summary Assessment Tasks
      • Date Range Distributions
      • Rotation Based Distributions
        • Support for Off-Service Rotation Assessment and Evaluation
        • Distribution Progress Report (Rotation-Based Distribution)
      • Delegation Distributions
      • Learning Event Schedule Distributions
      • Ad Hoc Distributions
      • Reciprocal Distributions
      • Managing Distributions
      • Distribution Progress Reports
    • On-Demand Workflows
    • Rotation Evaluation Options
    • Faculty Evaluation Options
    • External Assessors
    • Email Notifications in A & E
    • Administrator Use of Assessment & Evaluation
      • Admin > Assessment & Evaluation Dashboard
      • Send Reminders
      • Forwarding Tasks
      • Record Assessment
      • Reopen and Edit Completed Forms
      • Delete and Recover/Reopen Tasks
      • Extend On-Demand Task Expiry Dates
      • Trigger Assessment
      • Trigger Bulk Assessments
      • Assessment and Evaluation Badge
      • Delegations
      • Distribution Reviewer
    • Assessment and Evaluation Reports and Completed Tasks
      • Access to Completed Assessment & Evaluation Tasks and Reports
      • Evaluations Reports
      • Assessments Reports
      • Leave Reports
      • Distribution Reports
      • Weighted CSV Report
      • Sample A&E Reports
    • Faculty Use of Assessment and Evaluation
      • Completing Tasks
      • Deleting Tasks
      • Forwarding Tasks
      • Completing a Summary Assessment Task
      • Viewing Learners' Assessments (as Staff/Faculty)
    • Learner Use of Assessment and Evaluation
      • Starting an Assessment On Demand
    • FAQ
  • Competency-Based Education
    • Setting Up CBE: Overview
      • Developer Work for CBE
    • Mapping CBE Curriculum
      • Auto-Setup Curriculum Tag Sets
      • Populate Standard Key and Enabling Competencies
      • Create a Curriculum Framework
      • Curriculum Framework Tag Set Options
      • Create an Organizational Tree
      • Create a Course Tree
      • CSV formatting for Curriculum Tag Uploads
      • Additional Information for Royal College Programs
        • CBME to CBE Post-Migration Review
        • Setting up a Royal College PG Curriculum Framework
        • Importing Curriculum Tags for Royal College Programs
        • Stages Template
        • EPAs Template
        • Roles Template
        • Key Competencies Template
        • Enabling Competencies Template
        • Milestones Template
      • Import Contextual Variable Responses
        • Contextual Variable Groups
        • Reordering Contextual Variable Responses
        • Modifying Contextual Variable Responses
      • Defining and Uploading Procedure Attributes
      • Trouble Shooting Uploaded Curriculum Content
      • Curriculum Versions Overview
        • Using the Versioning Wizard
        • Form Building after Versioning
        • Resetting Learner's Curriculum Version
      • Viewing the EPA Encyclopedia and EPA Maps
      • Priority and Likelihood Ratings
    • Creating and Managing CBE Forms
      • Rating Scales
      • On-Demand Workflows
      • Supervisor Form Template
      • Rubric Forms
      • Periodic Performance Assessment (PPA) Forms
      • Procedure Form Template
      • Smart Tag Form Template
      • Field Note Form Template
      • Reordering Items on Published Forms
      • Form Embargo Option
      • Reviewing Form Feedback
      • Tracking Completion of Tasks
    • Assessment Plan Builder
    • Managing Faculty and Learners for CBE
      • Recommendations for CBE User Roles
      • Learner Level and CBE Status
      • Resetting a Learner's Curriculum Version/User Tree
      • Course Lists
      • Setting up Academic Advisor Groups
      • Managing Competency Committees
    • Initiating, Completing and Monitoring Forms
      • Initiate Assessment/Evaluation: Faculty
      • Initiate Assessment/Evaluation: Learners
      • Resident Tool: Assessor Cues
      • PAs Entering Completed Forms
      • Reopening and Editing Completed Assessments
      • Overview of Task Status
    • Reviewing Learner Progress
      • CBE Program Dashboard
      • FAQ: CBME Program Dashboard
      • CBME Visual Summary
      • CBME Learner Dashboard
      • Promoting Learners Through Stages
      • Learner Meetings Logs
      • Archived Assessments
      • Pinning Forms, Items and Comments
      • Resident Tool: Thumbs Up for Helpful Feedback
      • Milestone Report
      • Updating Learner Stages
      • Learners' Curriculum Version(s)
      • Learners' Assessments Page
    • Visual Summary Dashboards
      • Normative Assessment
      • Resident Dashboard
      • Faculty Development Dashboard
      • Program Evaluation Dashboard
      • Program Oversight Dashboard
    • Elentra With or Without CBE Enabled
  • Clinical Experience
    • Accessing My Learners in Clinical Experience
    • Logbook
      • Configure Curriculum Tags to be Loggable
      • Course Setup Required to use Logbook
      • Learner Use of Logbook
      • Logbook Reporting
    • Rotation Schedule
      • Rotation Schedules
      • Rotations
      • Blocks/Slots
      • Booking Learners into Slots
      • Viewing Existing Schedules
      • Granular Clinical Scheduling
        • Clinical Event Attendance Tracking
      • Learner View of Rotation Schedule
      • FAQ
    • Lottery
      • Lottery Glossary
      • Managing Lotteries
        • Lottery Cards
        • Creating a Lottery
        • Editing or Deleting a Lottery
      • Managing Stages
        • Stage Cards
        • Creating a Stage
        • Editing or Deleting a Stage
      • Managing Options
        • Options
        • Adding an Option Rotation
        • Editing or Deleting an Option Rotation
      • Learner Ranking
        • Ranking Interface
      • Managing Variations
        • Schedule Variations
        • Generating Schedule Variations
      • Publishing the Schedule
    • Leave Tracking
  • Clinical Courses Duty Hours Tracking
  • Meeting Logs
  • Notices
    • 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
  • Portfolio
    • Managing Portfolios
      • Managing Portfolio Advisors
    • Viewing Portfolio Entries
    • Learner Use of the Portfolio
    • Portfolio and Gradebook Integration
  • Learning Object Repository
    • Managing Learning Objects
  • Preparing for a New Academic Year
  • Annual Reports
    • Reporting on Annual Reports
  • User Tools and Options
    • User Profile Preferences
    • User Privacy Preferences
    • User Notification Preferences
    • Organisation Switcher
    • Hide Sidebar
    • Display Style Switcher
    • Bookmarks
    • People Search
    • Permission Masks
    • RSS Feeds
    • Give Feedback!
    • My Meetings
  • System Reports
    • Learning Event Reports
    • Course Reports
    • Curriculum Reports
    • Teaching Event Reports
    • Learner Incident Reports
    • Usage Reports
    • Assessment Reports
    • External Reporting
      • AAMC CI Reporting
    • MSPR Reporting
    • Clerkship Reporting
    • Learner Reports
  • Awards
    • Creating and Managing Awards
  • Regional Education
    • Managing Regions
    • Apartments
      • Managing Learners and Accomodations
  • Rich Text Content and Accessibility Checker
  • Multiple Language Support
  • Remote Learning
    • Providing online meeting urls in Learning Events
    • Integration with Microsoft Teams
  • Glossary
  • Elentra Mobile User Guide
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On this page
  • How to create forms
  • Form Information
  • Form Items
  • How to manage forms (delete items, rearrange items, etc.)
  • How to copy an existing form
  • How to retire an existing form
  • How to delete an existing form

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  1. Assessment & Evaluation
  2. Forms

Creating and Managing Forms

PreviousFormsNextConfidential Assessors/Evaluators

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How to create forms

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

  • Click 'Add Form'.

  • Provide a form title and select a form type (if applicable). See list of form types above.

  • Depending on the form type selected, you may be required to identify a course/program.

  • Click 'Add Form'.

Form Information

  • Form Title: This will be set based on the previous step although you can edit the title if needed.

  • Form Description: Optional. This will display to users when the form is accessed.

  • Form Type: This will be set based on the previous step.

  • On Demand Workflow: If your organization uses workflows like EPA or Other Assessment (i.e. allows users to initiate specific forms on-demand), make the appropriate selection. Set to None if you do not want users to access this form on-demand.

  • Set form permissions to give other users access to this form. You can optionally give permissions to individuals, a course or an organisation.

  • Form Permissions Tips:

    • Any individual given permission to the form will be able to edit it until it is used in a distribution.

    • We strongly recommend permissioning forms to at least a course so that staffing changes are simplified. If you do this, any user who is a course contact for that course and who also has permission to access Admin > Assessment & Evaluation, will be able to access the form and include it in a distribution if needed.

      • If Jane Doe is the only person with access to a form and she retires, you'll need to manually reassign all her forms to a new user. If the form is permissioned to a course, any course contact with access to Assessment & Evaluation will be able to access the form.

    • Currently, permissioning a form to an organization only allows medtech:admin users to access it. As such we recommend relying mostly on course permissions.

    • Please note that forms using a workflow (e.g. EPA, Other Assessment, Rotation Evaulation or Faculty Evaluation) must be permissioned to the appropriate course.

    • Standard Rotation Evaluation and Standard Faculty Evaluation forms must also be permissioned to a course.

  • Confidentiality

    • Check this box if you'd like completed tasks using this form to replace the assessor/evaluator name with "Confidential." This can be useful for things like course or faculty evaluations.

One thing to be aware of if using the Confidentiality option on forms is that once the name of the assessor/evaluator is changed to Confidential, it will be impossible for an admin. to monitor a distribution and see who has/has not completed what. If you typically monitor distributions or use task completion to populate some aspect of a course gradebook (e.g. a professionalism score), you may not want to use the Confidentiality option.

Form Items

  • Click 'Add Item(s)' to add existing items.

    • Note that you can also add grouped items, free text (e.g., to provide instructions), or a curriculum tag set to your form. To add any of these, click on the down arrow beside 'Add Items'. If you choose to add Free Text or a Curriculum Tag Set, please note that you must save your choices within the item box using the small 'Save Required' button.

      • Note: Adding a Curriculum Tag Set is a very specific tool that supports field notes for use in family medicine. Most users should ignore this option.

  • Search for existing items and tick off the check boxes, then click 'Attach Selected' to apply your choices.

  • To create new items while creating your form, click Add Items and then click Create & Attach a New Item. When you complete your new item and save it, you will be returned to the form you in the process of building.

  • Save the form when you have added all the relevant items.

  • To preview your form, by clicking on the eye icon/Preview Form button.

  • To download a copy of the form, use the Download PDF button.

How to manage forms (delete items, rearrange items, etc.)

  • To delete items on a form, tick off the box on the item card and then click the red Delete button on the left.

  • To rearrange items on a form, click the crossed arrow icon on the item card and drag the item to where you want it to be.

  • To edit an item, click on the pencil icon on the item card. Note that an item already in use on a form that has been distributed will not be able to be edited. Instead you must copy and attach a new version of the item to edit and use it.

  • To quickly view the details of an item, click on the eye icon on the item card.

How to copy an existing form

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

  • Use the search bar to look for the form you want to copy. Click the down arrow beside the search bar to apply filters to refine your search results.

  • Click on the name of the form you want to copy.

  • Click 'Copy Form' and provide a new name for the copied form.

  • Click 'Copy Form'.

  • Edit the form as needed (e.g., add additional items, change permission, etc.).

    • If you edit an item on a form and that item is in use on other forms, you will affect all of the associated forms. You can optionally view all forms that include the item.

      • For grouped items you can optionally copy and attach the grouped item to the form allowing you to change it as needed.

        • Create new item linkage

        • Create new items

      • For single items you can optionally copy the item to edit it. This will create a brand new item with no connection/link to the item it is copied from.

  • Click 'Save'.

How to retire an existing form

Retiring a form means it will remain available in existing distributions, and reports, but will not be available for any new distribution.

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

  • Use the search bar to look for the form you want to retire. Click the down arrow beside the search bar to apply filters to refine your search results.

  • Tick off the box beside the form name (you can select multiple forms to retire at once), and then click the orange Retire Form button.

  • You will be prompted to confirm your action. Click 'Retire'.

  • Retired forms will display with a red highlight around them.

How to delete an existing form

Deleting a form means that all pending and in-progress tasks that used that form will not have a form associated with them and will display an error message stating that the form has been deleted when an assessor/evaluator tries to access the form.

  • Navigate to Admin>Assessment & Evaluation.

  • Click 'Forms'.

  • Use the search bar to look for the form you want to delete. Click the down arrow beside the search bar to apply filters to refine your search results.

  • Tick off the box beside the form name (you can select multiple forms to delete at once), and then click the red Delete Form button.

See more detail .

here
Adding a form from Admin > Assessment and Evaluation
Adding a permission to a form
View of managing a form item
Accessing Retire Form and Delete Form options