Elentra ME User Documentation
Elentra ME 1.28
Elentra ME 1.28
  • Introduction
  • What's New in ME 1.28?
  • Support
    • Supported Browsers
    • Reporting Issues
  • 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
    • Learning Event Contact 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 Instructors
  • 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
    • Create A Community
    • Community Pages
      • Announcements
      • Discussions
      • Document Sharing
      • Events
      • Galleries
      • Polling
      • Quizzes
      • External URL
      • BasicLTI Consumer
    • Managing Communities
      • Community Reports
      • Locking a Community
    • Join 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
    • CBE 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
    • Enter 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
        • Creating a Lottery
        • Edit or Delete a Lottery
      • Lottery Stages Tab
      • Lottery Schedule Tab
      • Lottery Visibility Tab
      • Learner Experience
        • Ranking Stage
        • View Tentative Schedule
        • Swapping Stage
      • Managing Variations
      • Publish Lottery Results to the Rotation 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
    • My Required Preparations
  • 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
  • Managing Portfolios
  • How to Create a Portfolio for a Cohort
  • How to Edit an Existing Portfolio
  • How to Delete an Existing Portfolio
  • How to Create Folders in a Portfolio
  • How to edit and delete existing folders
  • How to Add Artifacts to a Folder
  • How to edit an existing artifact
  • How to delete an artifact from a folder
  • How to Assign Curriculum Tags to an Artifact
  • How to Review Artifact Entries as a Staff:Admin

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  1. Portfolio

Managing Portfolios

Managing Portfolios

To enable learners to use portfolios, a portfolio and folders must be created for a cohort. If the portfolio is to include required items, artifacts should also be created.

How to Create a Portfolio for a Cohort

  • Navigate to Admin>Manage Portfolios.

  • Click 'Add New Portfolio' and provide the required information.

  • Group: Select a cohort here. Currently each cohort can have one portfolio.

  • Start: This controls when learners in the cohort will be able to access the portfolio.

  • Finish: This controls when learners in the cohort will stop being able to access the portfolio.

  • Allow exporting: This controls whether or not learners will see an option to export their portfolio once entries have been made. If the portfolio will contain items students might reference in interviews, or you end learner access to your Elentra installation soon after learners finish their degree you may want to enable this option.

  • Click 'Create'.

  • You will see a success message that the portfolio was created and be taken to the Manage Portfolios screen for the relevant cohort.

How to Edit an Existing Portfolio

  • Navigate to Admin>Manage Portfolios.

  • Click the blue button in the Edit column for the relevant portfolio.

How to Delete an Existing Portfolio

  • Navigate to Admin>Manage Portfolios.

  • Click the checkbox to the left of a portfolio name.

  • A red "Delete Selected" button will appear on the right.

  • Click 'Delete Selected'.

  • Confirm your choice by clicking 'Delete'.

  • You will see a success message that the portfolio was deleted and be returned to the Manage Portfolios screen.

How to Create Folders in a Portfolio

  • Navigate to Admin>Manage Portfolios.

  • Click on the name of the relevant portfolio.

  • Click 'New Folder' and complete the required information.

  • Title: This is required and will be displayed to both learners and faculty advisors.

  • Allow learners to create artifacts: Check this off if you want learners to be able to create their own artifacts in addition to uploading any required artifacts you create.

  • Description: This is required and will display below the folder title.

  • Click 'Create'.

  • You will get a success message that the folder was created and be taken to the Artifacts page where you can add artifacts.

How to edit and delete existing folders

  • Navigate to Admin>Manage Portfolios.

  • Click on the name of the portfolio you want to work in.

  • For the folder you wish to edit, click the cog icon.

  • Select 'Edit' from the dropdown menu.

  • Edit the folder as required and click 'Save'.

  • You will get a success message confirming the folder has been edited and will return to the list of folders.

  • To delete an existing folder, click the cog icon and select 'Delete' from the dropdown menu.

How to Add Artifacts to a Folder

  • Navigate to the relevant portfolio folder.

  • Click 'New Artifact' and provide the required information.

  • Title: This is required and will display to learners and portfolio advisors.

  • Start and Finish: These define when the space to upload this artifact becomes available to the learner and the due date for the artifact.

  • Allowed Entries Type: Set the type of entry allowed for this artifact.

    • Any: This will allow the most flexibility to learners as they'll be able to choose any entry type.

    • URL: This will allows learners to provide a url to an item like a YouTube video or Prezi.

    • Reflection: This will allow learners to type or cut and paste text into a rich text editor. The text will display inline to portfolio advisors when reviewing entries.

    • File: This will allow learners to upload files including pdfs, Word documents, etc. Portfolio advisors will need to download the files to review them.

  • Allow commenting: Check this box if learners and portfolio advisors should be allowed to comment on entries added to this artifact.

  • Description: This is an optional field but will display to learners and portfolio advisors if completed.

  • Click 'Create'.

  • You will get a success message that the artifact was created and be returned to the Artifacts screen for the folder where the newly created artifact will appear.

How to edit an existing artifact

  • Navigate to the relevant portfolio folder.

  • Click the cog icon in the top right of an artifact card.

  • Select 'Edit' from the dropdown menu.

  • Make the required changes and click 'Edit'.

  • You will get a success message that the artifact was successfully updated and be returned to the Artifacts screen for the folder.

How to delete an artifact from a folder

  • Navigate to the relevant portfolio folder.

  • Click the cog icon in the top right of an artifact card.

  • Select 'Delete' from the dropdown menu.

  • Confirm your choice by clicking 'Delete'.

  • You will get a success message that the artifact was successfully deleted and be returned to the Artifacts screen for the folder where the deleted artifact should no longer appear.

How to Assign Curriculum Tags to an Artifact

  • Navigate to the relevant portfolio folder.

  • Click the cog icon in the top right of an artifact card.

  • Select 'Tag' from the dropdown menu.

  • Click on the relevant curriculum tag set and continue clicking to drill down to the required curriculum tag.

  • Click the green plus icon to add a curriculum tag to an artifact. After clicking the plus icon, the curriculum tag should display on the right under the Tags list.

  • To remove an unwanted tag, click the red x button.

  • After you've made the appropriate selections, click 'Save'.

  • You will get a success message that the curriculum tags were updated and be returned to the Artifacts screen for the folder.

How to Review Artifact Entries as a Staff:Admin

  • Navigate to the relevant portfolio folder.

  • Click the cog icon in the top right of an artifact card.

  • Select 'Review' from the dropdown menu.

  • You will be taken to the artifact entry page where existing entries will be displayed.

  • Click on 'Artifact Information' or the chevron on the right to see an overview of the artifact include start and end date, curriculum tags, total entries, etc.

  • Use the filter options to view flagged entries, entries that haven't been reviewed, or access the entry for a specific leaner. Unclick the checkbox beside any filter to undo it.

  • Adjust the number of entries viewed per page.

  • Move forward and back between pages as needed.

  • Mark an entry as reviewed, flag or unflag an entry, make a comment, or view content. Note that if you mark an entry as reviewed, flag something, or make a comment, the system will record this action in your user name.

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