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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