5.25 Maytas LLWR Release Notes

Note regarding submissions

We would like to remind providers to create a submission early and check for any errors using reports from LLWR-Inform. Providers should also remember to download their ULI file. After submission to the DfE, providers should check that data has submitted correctly using the available reports. Providers should check that all their expected starts and completions are submitted correctly.

Our support desk gets extremely busy in the days prior to the submission deadlines, and although we try and prioritise submission-related queries, we cannot guarantee assistance if queries are sent late. If you do encounter any issues, please ensure that you contact Maytas Support as soon as possible, as we can only rectify issues of which we are aware. We also recommend checking Maytas Communities regularly for information on any known issues and solutions. Tribal cannot be held responsible for any issues caused by your failure to comply with this advice

Technical specification

The latest Maytas and Maytas Hub technical specification can be found here.

Once the upgrade has been completed, the version number should be checked to ensure it has been successful.

1. Start Maytas and go to Support on the toolbar.
2. Click About.
3. The version numbers should read 5.25.8511.2. If you have any other version, please ensure you have followed the upgrade instructions correctly. If you require assistance, please contact Maytas Support.

It is the responsibility of customers to ensure that users carry out any required user acceptance testing and sign off on the upgrade.

Complete the Upgrade

Features Added in the Upgrade

These are the main updates in the upgrade:

• Web User Editor improvements
• Web user email address sync
• Standard Import improvements
• Course improvements
• Preferred gender pronouns
• Reports Library 1.0.4.4
• Fixes to a number of issues

The way in which the Reports Library is upgraded has changed and can now be performed entirely from within Maytas. Instructions for this can be found below.

Maytas 5 Version 5.25.8511.2 Release Notes

Web User Editor Improvements

The Web User Editor has been updated to have an improved interface as well as some functionality improvements.

• The area on the right has been rearranged so that user details and linked accounts are in separate sections.

• When linking accounts, only one Maytas record can be linked to a web user account at a time. Additionally, users linked to learner or employer records are validated to ensure another user is not already linked to the record.

• Web permission groups can be selected at the bottom-right. Groups are configured in Maytas Hub (see here for details) and the available groups are determined by the type of linked account.

• The available permissions are determined by the type of linked account.

• Locked accounts will be shown in red on the left. They can be unlocked by right-clicking the username on the left and selecting Unlock.

  

Web User Email Address Sync

The email address associated with a web user can now be automatically synced with its linked learner, assessor or employer record when the email address on that record is changed. There are three configuration options to enable syncing for learner, assessor and employer records:

1. Click the M5 button at the top left and select Options.
2. To enable for learner accounts:
   1. Go to Learner Login on the left (under the Maytas Hub Online header).
   2. In the Account Emails section on the right, tick the checkbox for the Sync web user email address config and ensure the toggle button is set to ON.
3. To enable for assessor accounts:
1. Go to Assessor Login on the left (under the Maytas Hub Online header).
2. In the Account Emails section on the right, tick the checkbox for the Sync web user email address config and ensure the toggle button is set to ON.
4. To enable for employer accounts:
   1. Go to Employer Login on the left (under the Maytas Hub Online header).
   2. In the Account Emails section on the right, tick the checkbox for the Sync web user email address config and ensure the toggle button is set to ON.
5. Click OK.

When enabled, when the email address on a learner / assessor / employer record is changed, the new email address will be synced to the linked web user email address (M32$_WEBUSERS.EMAIL).

Standard Import Improvements

Table and Field Tracking

Data imported via the Standard Import system is now tracked and recorded in the same way that data updated manually in Maytas 5 is tracked. The tracking data can be viewed in the M32$_WEB_USERCHANGES view.

Multiple Recipients for Email Notifications

Email notifications for standard imports can now be sent to multiple email addresses. This is set in a configuration option:

1. Click the M5 button at the top left and select Options.
2. Go to Standard Import on the left (in the Maytas 5 section).
3. Ensure the box for the Email To option is ticked, then enter all the email addresses to receive notifications, separated by a comma (e.g. user1@tribalgroup.com,user2@tribalgroup.com,user3@tribalgroup.com).
4. Click OK.

Special Characters

Standard imports can now handle data with special characters (i.e. characters not compatible with UTF8 encoding) when an option is selected before the import:

1. Go to Exports on the toolbar and click Standard Import.

2. Tick the Use default encoding box. This will attempt to match the file encoding scheme for the imported CSV / Excel file.

3. The rest of the standard import can be completed as normal.

Course Improvements

The Courses module has been updated with various improvements:

• Prospectuses with an end date in the past are grayed out in course search results and will not be available for selection on the New Course Application screen or in the Add New Course wizard.

• Courses with an end date in the past are grayed out in course search results.

• Course templates can be made obsolete, which prevents them from appearing for selection when creating a course. To make a template obsolete:

1. Go to Management on the toolbar and click Course Templates.

2. Open the template you wish to make obsolete.

3. Set the End Date to a date in the past and click Apply.

4. The course template will now be obsolete. You can view the template again by going to Management | Course Templates and ticking the Show Obsolete box, which will show it grayed out at the end of the list of templates.

   

5. An obsolete template can be made valid again by opening it and either removing the end date or setting it to a date in the future.

Preferred Gender Pronouns

A learner's preferred gender pronouns can now be specified on the learner Summary tab.

If you have a custom version of the Summary tab, the fields will need to be manually added using the Screen Designer. The main field is TRAINEE.GENDER_PRONOUNS, and TRAINEE.GENDER_PRONOUN_1 to 5 allow custom pronouns to be specified for a learner.

1. Open the learner's record and go to the Summary tab.

2. Select a value from the Gender Pronouns dropdown box.

   

3. If the learner's preferred pronouns are not in the available lookups, you can enter them manually by selecting the Custom pronouns value. This will display the Gender Pronouns section.

   

   Enter the pronouns as required. If the gender is set as male or female, the pronouns will be pre-populated with he/him or she/her pronouns respectively. These can be changed as required.

4. Click Apply.

Visits Data Collection Forms - Employer Contacts

Data collection forms for visits that are to be completed by an employer on behalf of a learner will now be sent to the learner's employer key contact if one exists. If not, the form is sent to the email address on the employer account instead.

This matches how learner forms to be completed by an employer on behalf of a learner work.

Mail Merge / Contact Log Enhancements

When mail merges are run from assessor and employer records, users are now prompted to choose whether to add the mail merge content to the contact log.

Similarly, when running an email mail merge from a report, users are now prompted to choose whether to add the mail merge content to the contact logs of the recipients in the report.

Publish Tab Wizard Enhancements

The Publish Tab Wizard which lets you publish or unpublish tabs has the following new features:

• A Table column has been added to show which table / entity the tab is based upon.

• All tabs are now included in the list (previously certain tabs, such as system tabs, were not included).

• Filters for the tab name and table are now available to help find tabs more quickly.

Reports Library 1.0.4.4

Upgrade the Reports Library

How to Upgrade the Reports Library

The Reports Library upgrade should be performed by an admin user, which will upgrade the reports for all users.

To enable to the Upgrade reports button for an admin user:

1. Go to Tools | Edit Permissions.
2. Select the user or group which requires permission.
3. Go to the Commands tab.
4. Expand the Support section.
5. Set the Report SQL Upgrade permission to Visible.
6. Click Apply and restart Maytas for the change to take effect.

For customers who manage their own systems on-premise, it is strongly advised to take a database backup before performing the upgrade. This is not necessary for hosted customers as backups are taken regularly.

To upgrade the Reports Library:

1. Go to Support on the toolbar.

2. Click Upgrade reports.

   

3. You will asked to confirm that you wish to perform the reports upgrade SQL. Click OK to continue.
4. A message will appear saying that a task has been created. Click OK.

5. You can check that the upgrade was successful by going to Home on the toolbar and then selecting Server Tasks | View Jobs.

   

   If the Status indicates that the upgrade has failed, please do not continue with importing the reports package and raise an incident on the Self Support Portal for assistance.

6. Next, the reports package must be imported. Go to Home on the toolbar and click Import on the Reports panel on the ribbon.
7. This will display the Report Import wizard. Click +Add Files.
8. Browse to the Maytas 5\Extras\Reports Library folder of the upgrade, select one of the following packages and click Open:
   • For all reports, select Reports Library 1.0.4.4 (all reports).
   • For ESFA and general reports only, select Reports Library 1.0.4.4 (DfES and general reports).m5rep.
9. Click Finish to import the reports. This process may take a long time (potentially upwards of 30 minutes) depending on the size of the reports package.

10. When the reports have finished importing, click Finish.

    The import log may display various warning messages, which are generally a result of report formatting and other factors which do not impact how a report runs (e.g. The text box ‘textbox3’ extends beyond the bottom edge of its container.). Unless a message indicates that the import has failed, these warnings can safely be ignored.

e-track User Permissions - Users with no permissions

The e-track User Permissions report can now include users with no permissions set, when the Include users with no permissions set parameter is set to Yes.

These users appear with a tick in the No permissions grouping.