Data Collection Queue

Maytas Hub allows you to send multiple data collection forms to an employer or learner for completion. This is done on the Data Queue tab on the relevant user's record, where a row can be added to the grid and configured for each form that needs to be completed.

As well as sending learner forms to a learner and employer forms to an employer, it is also possible to send an employer a learner form to complete on a learner's behalf. This is done by adding a row to the grid on the employer's Data Queue tab and then specifying which learner and form to use.

Requirements

This feature requires the following:

On-line applications, data collection and data authentication require licences for Maytas Hub screen design and online applications, as well as licences for learners and employers. Please contact your account manager for the required licences, and consultancy will be required.

Import Data Queue Tabs

  1. In Maytas, go to Tools on the toolbar and click Import on the Screens panel of the ribbon.
  2. Click Browse.
  3. Browse to and select the provided Data Queue tabs.m5rep package.
  4. Click Next, then click Finish.
  5. Go to Home on the toolbar and click Sync.

Form Setup

First, data collection forms should be created for learners, employers and visits as required (in the Trainee, Employer and Visit entities of the Maytas screen designer). The important points for a screen to work as a data collection form are on the screen designer Overview tab:

Once you have created a form, a lookup should be added for it so that it is available in the Data Queue grid:

  1. In Maytas, go to Tools | DB Schema.
  2. Expand Tables on the left to show a list of tables in the database.
  3. For a learner form, expand TRAINEE_DATACOLLECTIONQUEUE, and for an employer form (or a learner form being completed by an employer on their behalf), expand EMPLOYER_DATACOLLECTIONQUEUE.
  4. Select FORMID.

  5. If the Set button appears on the right, click it.

  6. Select the Look-ups tab.
  7. Click the button to add a new lookup.
  8. The Short string should be two-characters:
    • The first character is A for a learner form, P for an employer form or X for a visit form. Note that for a learner form being completed by an employer on the learner's behalf, this should be A.

    • The second character is the App Form ID of the form.

      e.g. For a learner form with an ID of 3, the short string would be A3.

  9. The Long string should be the name or title of the form which will be displayed on the Data Queue grid.
  10. Click Apply and add additional lookups for forms as required.
  11. Go to Home on the toolbar and click Sync, then restart Maytas.

Learner Data Queue

To add a form to a learner's queue:

  1. In Maytas, open the learner's record and go to the Data Queue tab.

  2. You will see three grids. The Trainee Queue grid is for adding forms for a learner to complete. The bottom two grids display forms which have been sent to an employer or assessor to complete on behalf of the learner (this is covered below).
  3. Click the button on the top grid to add a new row.
  4. In the pop-up window which appears, select a Form (this is populated by the lookups set above) and enter a Due Date.
  5. Click OK.
  6. Click Apply.

The row will be added to the grid. The Date Created field will be populated with the current date (the learner record may need to be closed and re-opened for this to show) and the Status will be set to Outstanding, which means the learner has not yet started the form.

The next time the learner logs into Maytas Hub, they will be given a prompt to choose which form to complete (they will be given the option of all outstanding or in-progress forms currently in their queue).

When a learner clicks Save on a form, the status in the queue for that form will change to In Progress. If a learner closes their browser and then returns to the form later on, they will be able to continue from where they left off.

When a learner clicks Submit, providing any and all form validation has been met, the form status will change to Completed and they will not be prompted to complete the form again.

Employer Data Queue

To add an employer form to an employer's queue:

  1. In Maytas, open the employer's record and go to the Data Queue tab.

  2. Click the button on the grid to add a new row.
  3. In the pop-up window which appears, select a Form (this is populated by the lookups set above) and enter a Due Date.
  4. Click OK.
  5. Click Apply.

The row will be added to the grid. The Date Created field will be populated with the current date (the employer record may need to be closed and re-opened for this to show) and the Status will be set to Outstanding, which means the employer has not yet started the form.

The next time the employer logs into Maytas Hub, they will be given a prompt to choose which form to complete (they will be given the option of all outstanding or in-progress forms currently in their queue).

When an employer clicks Save on a form, the status in the queue for that form will change to In Progress. If an employer closes their browser and then returns to the form later on, they will be able to continue from where they left off.

When an employer clicks Submit, providing any and all form validation has been met, the form status will change to Completed and they will not be prompted to complete the form again.

Forms Completed by an Employer on behalf of a Learner

An employer can be sent a form to complete on behalf of a learner. To do this:

  1. In Maytas, open the employer's record and go to the Data Queue tab.

  2. Click the button on the grid to add a new row.

  3. In the pop-up window which appears, complete the following fields:

    • Trainee ID - Use the button to search for an select the learner for whom the employer will be completing the form.
    • Form - Select the form to complete (this is populated by the lookups set above).
    • Form Type - Select Employer on behalf of trainee.
    • Due Date - Enter the date by which the form should be completed.
  4. Click OK.
  5. Click Apply.

The row will be added to the grid. The Date Created field will be populated with the current date (the employer record may need to be closed and re-opened for this to show) and the Status will be set to Outstanding, which means the employer has not yet started the form.

A row will also be added to the bottom grid on the learner's Data Queue tab to indicate their employer has an outstanding form to complete on their behalf.

The next time the employer logs into Maytas Hub, they will be given a prompt to choose which form to complete (they will be given the option of all outstanding or in-progress forms currently in their queue).

When an employer clicks Save on a form, the status in the queue for that form will change to In Progress. If an employer closes their browser and then returns to the form later on, they will be able to continue from where they left off.

When an employer clicks Submit, providing any and all form validation has been met, the form status will change to Completed and they will not be prompted to complete the form again.

Employer Bulk Approval of Forms

Employer users can approve multiple data collection forms that have been sent to them at once. To enable this:

  1. Go to Settings on the sidebar and click System configuration.
  2. Go to Employer Login on the left.
  3. In the Data Collection section, tick the box next to the config Allow multiple learner forms to be confirmed at once and ensure the toggle button is set to ON.
  4. Click Save.

Now when an employer has multiple forms to confirm, the Confirm multiple forms button will appear on the pop-up window when they login:

With the button set to OFF, a single form can be selected for confirmation. With the button set to ON, the dropdown list changes to an option list of each form:

Tick the boxes of the forms you wish to confirm and click OK. Each selected form will then be presented.

Assessor Data Collection Queue

Multiple data collection forms can be sent to an assessor for completion, which works in the same way as the learner and employer data collection queues. This is done on the Data Queue tab on the relevant user's record, where a row can be added to the grid and configured for each form that needs to be completed.

Form Setup

First, data collection forms should be created for an assessor as required (in the Personnel entity of the Maytas screen designer). The important points for a screen to work as a data collection form are on the screen designer Overview tab:

Once you have created a form, a lookup should be added for it so that it is available in the Data Queue grid:

  1. In Maytas, go to Tools | DB Schema.
  2. Expand Tables on the left to show a list of tables in the database.
  3. Expand ASSESSOR_DATACOLLECTIONQUEUE and select FORMID.
  4. If the Set button appears on the right, click it.
  5. Select the Look-ups tab.
  6. Click the button to add a new lookup.
  7. The Short string should be two-characters:
    • The first character is C for an assessor form. Note that for a learner form being completed by an assessor on the learner's behalf, this should be A.

    • The second character is the App Form ID of the form.

      e.g. For an assessor form with an ID of 3, the short string would be C3.

  8. The Long string should be the name or title of the form which will be displayed on the Data Queue grid.
  9. Click Apply and add additional lookups for forms as required.
  10. Go to Home on the toolbar and click Sync, then restart Maytas.

Assessor Data Queue

To add a form to an assessor's queue:

  1. In Maytas, open the assessor's record and go to the Data Queue tab.

  2. Click the button on the top grid to add a new row.
  3. In the pop-up window which appears, select a Form (this is populated by the lookups set above) and enter a Due Date.
  4. Click OK.
  5. Click Apply.

The row will be added to the grid. The Date Created field will be populated with the current date (the assessor record may need to be closed and re-opened for this to show) and the Status will be set to Outstanding, which means the assessor has not yet started the form.

The next time the assessor logs into Maytas Hub, they will be given a prompt to choose which form to complete (they will be given the option of all outstanding or in-progress forms currently in their queue).

When an assessor clicks Save on a form, the status in the queue for that form will change to In Progress. If a learner closes their browser and then returns to the form later on, they will be able to continue from where they left off.

When an assessor clicks Submit, providing any and all form validation has been met, the form status will change to Completed and they will not be prompted to complete the form again.

Forms Completed by an Assessor on behalf of a Learner

An assessor can be sent a form to complete on behalf of a learner. To do this:

  1. In Maytas, open the assessor's record and go to the Data Queue tab.

  2. Click the button on the grid to add a new row.

  3. In the pop-up window which appears, complete the following fields:

    • Trainee ID - Use the button to search for an select the learner for whom the assessor will be completing the form.
    • Form - Select the form to complete (this is populated by the lookups set above).
    • Form Type - Select Assessor on behalf of trainee.
    • Due Date - Enter the date by which the form should be completed.
  4. Click OK.
  5. Click Apply.

The row will be added to the grid. The Date Created field will be populated with the current date (the assessor record may need to be closed and re-opened for this to show) and the Status will be set to Outstanding, which means the assessor has not yet started the form.

A row will also be added to the bottom grid on the learner's Data Queue tab to indicate their assessor has an outstanding form to complete on their behalf.

The next time the assessor logs into Maytas Hub, they will be given a prompt to choose which form to complete (they will be given the option of all outstanding or in-progress forms currently in their queue).

When an assessor clicks Save on a form, the status in the queue for that form will change to In Progress. If an assessor closes their browser and then returns to the form later on, they will be able to continue from where they left off.

When an assessor clicks Submit, providing any and all form validation has been met, the form status will change to Completed and they will not be prompted to complete the form again.

Report Generation on Form Completion

Data collection forms can be linked to a report which is generated when the form is completed. This can only be done with Reporting Services reports (e.g. from the standard Reports Library or custom-made reports), not reports made in MLIST / Report Generator. If you require a bespoke report for this and are unable to produce one yourself, please speak to your account manager to discuss options for producing a report.

  1. In Maytas, go to Tools on the toolbar and click New / Load on the Screens panel of the ribbon.
  2. Browse to and open the screen for the application form.

  3. Click the dropdown box next to Report and click Select Report. This will open a window where you can choose the report (this may take a while to load, depending on the number of reports in the system).

  4. Browse to and select the report and click OK.

  5. If the report has parameters (e.g. an EMPLOYERID parameter to limit the report to the employer record created by the app form), these can be set by clicking <Parameters>. This will open the Set Parameter Mappings window.

  6. Select the parameter in the top-left panel, then select the corresponding field to map to it from the list in the top-right panel.
  7. Click Add.
  8. Repeat steps 6 and 7 if there are additional parameters.
  9. Click OK.
  10. Click Apply to save the screen.

When the application form is completed, this will generate the linked report and place the output in the file store.

Data Collection Forms for New Trainee Process

The standard process for adding a new trainee record in Maytas Hub can be replaced with one or more data collection forms. First, two configuration options must be set:

  1. Go to Settings on the sidebar and click System configuration.
  2. Go to Assessor Login on the left.
  3. Scroll down to the General section and set the following two configs as required:
    • Custom Add Trainee form(s) - Enter the short string values for each form you wish to include in the New Trainee process (details on form short strings can be found here). Each form should be separated with a semi-colon, e.g. A1;A2;A3.
    • Custom Add Trainee assessor type - If this config is enabled, when an assessor adds a new trainee record in Maytas Hub, the trainee will automatically be added to their caseload, using the current date as their start date with the assessor (i.e. TRASSESSOR.STARTDATE). To enable this, tick the box for the config and select the default assessor type that should be used when a trainee is added to the caseload.
  4. Click Save.

Next, permissions must be set for the forms for each assessor who will use the new system:

  1. Go to the Web User Editor on the sidebar.
  2. Search for and open the required assessor user record.
  3. Click the Custom Tabs section to expand it.
  4. Locate the forms under the Application Forms section and tick the box for each form specified in the config above.
  5. Click the New Trainee Centres section to expand it.
  6. Select the centres in which the user can add new trainees.
  7. Click Save.

Finally, a non-funded flag must be set in Maytas against any contractors that you wish to add new trainees to:

  1. In Maytas, go to Management | Contracts.
  2. Select the contractor on the left.
  3. Click the button to open the contractor details.
  4. Ensure the Non Funded box is ticked and click OK.
  5. Click Apply.
  6. Repeat for additional contractors as required.

With these configs and permissions set, when an assessor user with the Allow Add Trainee permission goes to the Browse Trainees screen and clicks the Add Trainee button, they will first be asked to complete some basic mandatory fields for the trainee, and then they will be able to complete the specified forms.

Email Body Parameters

The email body sent to new data collection users and to users recovering their login can be configured to include parameters which produce a recovery URL where a new password can be provided.

First, the Maytas Hub URL must be set in a config option:

  1. Go to Settings on the sidebar and click System configuration.
  2. Go to Admin on the left (under the Maytas Hub Online header).
  3. Locate the Base URL config in the General section.
  4. Tick the box for the config and enter your Maytas Hub URL (e.g. https://myserver/MaytasHub).
  5. Click Save.

Next, the email bodies can be configured (in the same section). The applicable configs are:

A recovery link can be included in the body in two ways:

An example email body may look like this:

 

<p>Hello {FNAME} {LNAME}.</p>
<p>Your Maytas Hub username is {{user}}.</p>
<p>Please login below: </p>
<br />{{link}}

 

Click Save when finished.

POT-Specific Data Collection Forms

Data collection forms can now be made POT-specific by entering the POT number in the relevant grid on the Data Queue tab for a learner, employer or assessor.

For example, if a learner has two POTs and POT 1 is entered in the grid against a form they need to complete, the data they enter on the form will apply to POT 1 rather than POT 2.

If the POT column is left empty, data applies to the latest POT.

This requires a new version of the Data Queue tabs to be imported in Maytas:

  1. In Maytas, go to Tools on the toolbar and click Import on the Screens panel of the ribbon.
  2. Click Browse.
  3. Browse to the Maytas\Extras\Tabs folder of the upgrade.
  4. Select the Data Queue tabs.m5tab package and click Open.
  5. Click Next, then click Finish.
  6. Go to Home on the toolbar and click Sync.

Data Collection Form Reminders

Reminder emails for data collection forms can be sent out to ensure users complete assigned forms by their due date.

This can be configured in a variety of ways:

  1. In Maytas Hub, go to Settings on the sidebar.
  2. Click the System configuration button.
  3. Go to Stats Settings on the left (under the Maytas Hub Online header).
  4. The relevant config options can be found in the Data Collection section on the right. Tick each required option and set them as follows:
    • Body of the reminder email sent to existing users with a data collection form to fill out soon - Enter the email body you want to send to users who have an outstanding form approaching their due date.
    • Send reminder email when form is due soon - This toggle button enables the sending of reminder emails to users who have an outstanding form approaching their due date.
    • Days after due date that form expires - This can optionally be set to cause forms to expire a specified number of days after their due date. An expired form can no longer be completed.
    • Body of the reminder email sent to existing users with an overdue data collection form - Enter the email body you want to send to users who have an outstanding form that has gone past its due date.
    • Send reminder email after due date - This toggle button enables the sending of reminder emails to users who have an outstanding form that has gone past its due date.
    • Days before due date to send reminder email - This determines how many days before a due date the reminder email is sent.
  5. Click Save.

The email body config options can use the following parameter tags to automatically insert data such as names into the email (similar to mail merge):

Parameter Description
{{fname}} User first name
{{lname}} User surname
{{user}} Username
{{employername}} Employer name
{{etrackurl}} URL for Maytas Hub
{{duedate}} Form due date

If the email body config options are not entered, default email bodies are used.

Configurable GUID Expiry for Data Collection and Password Resets

It is possible to configure when a GUID will expire for data collection and password reset links:

  1. In Maytas Hub, go to Settings on the sidebar.
  2. Click the System configuration button.
  3. Go to Admin on the left (under the Maytas Hub Online header).
  4. Tick the box for the Days before GUID expiry setting on the right (in the General section).
  5. Enter the number of days after which the GUID should expire.
  6. Click Save.

If the config is not set, a GUID will expire after 2 days by default.

Email Confirmation

A confirmation email can be sent to a learner once they complete a data collection form, which is enabled by setting a flag against the form in the Maytas Screen Designer:

  1. In Maytas 5, go to Tools on the toolbar and select New / Load on the Screens panel of the ribbon.
  2. Open the required form.
  3. On the Overview tab (on the left of the Screen Designer), tick the Email Learner checkbox.
  4. Click Apply.
  5. Go to Home on the toolbar and click the Sync button.

A configuration option is available to specify the content of the email:

  1. In Maytas Hub, go to Settings on the sidebar.
  2. Click the System configuration button.
  3. Go to Learner Login on the left (under the Maytas Hub Online header).
  4. In the Data Collection section, tick the checkbox for the Trainee Data Collection Completion Email config.
  5. In the textbox for the config, enter the email body you wish to be sent to learners upon completion of a form. This can include the parameters {FNAME} and {LNAME}, which will display the learner's first and last names in the email.
  6. Click Save.

Lock Accounts Until Forms Completed

Configuration options are available which will effectively lock a Maytas Hub user account from regular use when that user is sent a data collection form to complete, and then their account will be unlocked when the form is completed.

To set the configs:

  1. Go to Settings on the sidebar.
  2. Click the System configuration button.
  3. There are separate configs for assessor, employer and learner users.
    • For assessor users, go to Assessor Login on the left (under the Maytas Hub Online header)
    • For employer users, go to Employer Login on the left (under the Maytas Hub Online header).
    • For learner users, go to Learner Login on the left (under the Maytas Hub Online header).
  4. In the Data Collection section, tick the box for the Lock accounts when sent a new form setting on the right and ensure the toggle button is set to ON.
  5. Click Save.

Auto-Unlock After Form Completion - Return to Homepage

When a user account has been locked until all pending data collection forms have been completed, the account will automatically unlock and go to the homepage upon completion.

This can optionally be disabled so that the account will be unlocked upon completion, but the user will be logged out instead of going straight to the homepage:

  1. Go to Settings on the sidebar.
  2. Click the System configuration button.
  3. There are separate configs for assessor, employer and learner users.
    • For assessor users, go to Assessor Login on the left (under the Maytas Hub Online header)
    • For employer users, go to Employer Login on the left (under the Maytas Hub Online header).
    • For learner users, go to Learner Login on the left (under the Maytas Hub Online header).
  4. In the Data Collection section, untick the box for the Unlock accounts upon successful data collection setting on the right and ensure the toggle button is set to OFF.
  5. Click Save.

Data Collection Forms Save Validation Config

A configuration option is available which lets you choose how saving is handled when completing a data collection form:

  1. Go to Settings on the sidebar.
  2. Click the System configuration button.
  3. Go to Admin on the left (under the Maytas Hub Online header).

  4. In the Data Collection section, ensure the box is ticked for the Enable Save button on Data Collection Forms and choose one of the following options from the dropdown box:

    • On with validation - This is the default option, which applies validation to the form when the Save button is clicked.

    • On without validation - This will allow form saving, but won't apply validation to the form when saving.

    • Off - The Save button is disabled, so that only the Submit button can be clicked.

  5. Click Save.