Maytas Hub Release Notes

Technical specification

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

Maytas Hub Release Notes – Version 5.26.8610.1

New Assessor Homepage

The homepage for assessor users has been overhauled so that it is more useful, configurable and easier to access key information. The new screen consists of numerous widgets, each showing a particular overview of data, which can be rearranged or removed so that the screen best suits the needs of each individual user.

Rearranging, removing and restoring widgets

To make any changes to the layout of the assessor homepage, click the button at the top right. Each widget can then be changed as follows:

• To move a widget, click and drag any part of it to the desired position. Other widgets will automatically rearrange accordingly.
• To remove a widget, click the X at the top-right of the widget. It will then be greyed out, indicating it will not appear on the homepage.
• To restore a widget, click the + at the top-right of the widget.

After making any changes, click Save at the top-right of the screen to save them, or click Close to revert to the previous layout (note that this may require the screen to be refreshed). You can also click Reset to restore the default layout.

Awaiting Assessment widget

The Awaiting Assessment widget streamlines the process of assessing evidence submitted by a learner. Pending evidence is grouped by learner with a button next to them which begins the assessment process.

1. Click the button next to a learner. If a learner has multiple files awaiting assessment, the button will read Select, allowing you to choose the file, otherwise for a single file it will read Assess.

2. After choosing the file (if required), you will be asked if you want to create a new visit and whether to add any pre-existing files to the assessment. Choose each option as required and click OK.

   

3. If you chose to add additional files, you will be prompted to select which files to associate with the visit. Tick the box next to each required file and click Save.

   

4. If you chose to add a new visit in step 2, you will be shown the visit screen where you can complete the visit details as required. The selected files will be automatically attached and any suggested evidence mappings by the learner will be pre-selected.

   If you chose not to add a new visit, you will be prompted to choose an existing visit to assign the files to. Click Open Visit next to the appropriate visit.

   

5. Click Save after making changes to the visit.

Visits widget

The Visits widget lists upcoming visits. Clicking a visit will show the details of that visit, whereas clicking the button at the top right will open a screen listing all a user's upcoming visits.

Additionally, you can click the button on a visit to send a message to the learner.

New Learners widget

The New Learners widget shows the number of learners added to the user's caseload in the selected time period, which can be selected from the dropdown box at the top-right.

Progress widgets

The three progress widgets show the proportion of learners in your caseload who are on target, ahead of target or behind target, based on a summary of overall progress against all of the objectives in each learner's framework.

Hovering over the coloured portion will show the relevant number of learners and clicking it will open the caseload screen.

The percentages of the three widgets do not necessarily add up to 100%, as they do not include learners in the caseload who have not yet started their objectives.

Notifications widget

The Notifications widget shows a summary of important information relating to an assessor's caseload and team.

Notifications are grouped by the following categories:

• Red - Priority notifications requiring urgent action
• Yellow - Warning notifications requiring action
• Purple - Informative notifications
• Green - Data collection form notifications

Clicking on a notification summary (e.g. You have 2 warning notifications in the image above) will show the individual notifications within that group.

Clicking on notification will show further details; for example, clicking You have 3 learners with an alert status in the image above lists the relevant learners, and clicking a learner opens their record.

Calendar widget

The Calendar widget shows key events and notes for each day. Selecting a date lists the activities for that day on the right, and each item can be clicked to go to the relevant page (e.g. the visits screen).

You can quickly move from month to month using the arrow buttons on either side of the month and year, or you can navigate to dates further away by clicking the button and selecting the required month.

Notes can be added to a date by selecting the date and clicking the + button at the top-right of the widget.

Enter the note text and click the Add button. The note will then be displayed against the date.

There are three buttons under the note:

• Completes the note, which changes the coloured dot from blue (outstanding) to gray (completed).

• Allows you edit the note.

• Deletes the note (click OK to confirm).

Off-the-Job Summary widget

The Off-the-Job Summary widget shows the proportion of learners in the user's caseload whose OTJ hours are on target (blue), behind (red) or ahead (green), based on a learner's actual OTJ hours compared to their planned OTJ hours.

Report Generator

This feature requires Reports Library 1.0.4.5 to be applied, as per the instructions in the Maytas 5 release notes.

Maytas Hub now allows you to create your own simple custom reports, with many of the same capabilities as Maytas 5's Report Generator / MList module. This is achieved via an inbuilt report which lets you choose which tables and columns to include, configure them as required, then view the results. A separate, limited version of the report is available which only allows a read-only view of custom reports, so that report creation and report viewing can be given separate permissions.

The two versions of the report can be run as follows:

1. In Maytas Hub, go to Reports on the sidebar.

2. From the dropdown list of reports, select the required report and click Load:

   • Report Generator Editor - This is the version used to create and edit custom reports. Report results are also viewable in this version. Access to the editor is restricted by default.

   • Report Generator - This is the read-only version used to view custom reports.

The Report Generator Editor is a powerful tool which assumes at least a basic knowledge of the Maytas database structure. If you are unsure on how certain tables are linked, we suggest using the Entity Relationship Diagrams as a starting point. We also recommend limiting access to the Report Generator Editor to users who are permitted to view all data in the database, as the editor effectively allows you to create reports to view any table in the database.

Enabling the editor

By default, the Report Generator Editor is restricted for all users, as it allows a large degree of access to data. Access is granted to users by modifying the value in the RS_REPORTS.REPORTPERMISSIONS column:

1. In Maytas 5, go to Tools | Table Edit.
2. Select the RS_REPORTS table from the dropdown box. If the table is not available, please see the instructions on the Table Editor page for information on including it.

3. Locate the row for the Report Generator Editor report.

   

4. Change the REPORTPERMISSIONS value as required. For example, if you have a number of users in a report group with the same value in M32$_WEBUSERS.REPORTPERMISSIONS, the value in RS_REPORTS.REPORTPERMISSIONS can be set to the same number to grant access.

   Please raise a request on the Self Service portal if you require assistance with what value to enter.

5. Click OK.

How to create a new report

These are the basic steps for creating a new report. A more detailed guide can be found below in the Editor details section.

1. Run the Report Generator Editor.
2. Click Create new report.
3. Choose a base table, any required joins and the columns to include on the report.
4. Enter a report name and folder name (the report will be listed under the folder name header on the list of reports).
5. Other parameters are optional. Click View Report when ready.
6. Click Save report, then click Return to reports list and reopen the report. This step is very important immediately after creating a new report, as issues can occur otherwise.

How to order columns

1. Run the Report Generator Editor.
2. Open the custom report you wish to configure.
3. Click Column ordering.

4. Use the red buttons on the column headers to move columns left or right.

   

5. Click Finish ordering.

How to edit column settings

1. Run the Report Generator Editor.
2. Open the custom report you wish to configure.

3. Click a column header to open the Column Config screen.

   

4. Choose options as required. To change the column title (i.e. what is displayed on the column header) or use custom SQL in the report, enter the required value and click View Report.
5. Click Save changes. Click Return to report when finished.

Custom SQL

As with the Custom option in the Maytas 5 Report Generator, the custom SQL option allows you to enter SQL to use in place of the column (i.e. a sub-select).

When using custom SQL, if you reference a table that is already included in the report, the table should be aliased in the custom SQL to distinguish it, else the report may use the wrong table.

For example, if you have TRAINEE as your base table and you want to select DOB in the custom SQL, you could alias the TRAINEE table as t:

select DOB from TRAINEE t where t.TRAINEEID = TRAINEE.TRAINEEID

If the custom SQL results in report errors and you can't get to the column to fix it, there is an option on the reports list to clear all custom SQL from a report:

Please be aware that this will clear ALL custom SQL and custom filters on the report. If you need to fix some custom SQL but need to preserve some other custom SQL in the report, this can be done manually in the database by clearing the column M5REP_REPGEN_COLUMNCONFIG.CUSTOM for the relevant row. Please contact the Service Desk for assistance with this if required.

1. On the Report List screen, set the Show option to clear custom SQL parameter to Yes and click View Report.

2. Click Clear custom SQL for the required report.

3. Click Yes to confirm.

How to add criteria to a column

1. Run the Report Generator Editor.
2. Open the custom report you wish to configure.
3. Click a column header to open the Column Config screen.
4. Scroll down and click the Add criteria button.

5. In the parameters, select the criteria function and enter a value (e.g. Begins with and A), then click View Report.

   

6. Click Return.

7. Additional criteria can be added as required by repeating steps 4 to 6.

   

Editor details

The Report Generator Editor features the following screens, which can be navigated from top to bottom:

• Reports List - This is the home screen which lists each custom report. From here you can create, edit or delete reports. You can also use the Show option to clear custom SQL parameter to clear all custom SQL from a report in the event that the SQL is causing issues.

  

• Basic Details - This is the main screen for report editing, accessed by creating or opening a report from the Reports List. This is where the tables and columns to use are specified, columns are ordered and join types are set. The results of the report are displayed and updated as changes are made.

  

• Column Config - This is where settings for a specific column are configured, accessed by clicking a column header on the Basic Details screen. Many cosmetic details can be set here, as well as the option of using custom SQL. Any criteria applied to a column is listed at the bottom.

  

• Add Criteria - This screen is displayed when the Add criteria button is clicked on the Column Config screen. It allows you to specify the type of criteria to apply and a value to compare against (if applicable).

  

Parameters

Report screen	Parameter	Details
Reports List	Show option to clear custom SQL	When set to Yes, a Clear custom SQL button will appear next o each report, which allows you to clear out all custom SQL on a report in the event that it is causing the report to error
Basic Details	Base table	The base table is the starting point for the data in your report. Typically it should be the most relevant table to the data you wish to show - e.g. for a report listing learners, in most cases you would use Trainee Basic Details (TRAINEE).
	Table joins	There are five parameters for table joins. This works hierarchically, where the first join parameter allows you to select tables that can directly join to the base table, the second join parameter has tables that can join to those selected in the first parameter, etc. For example, if you had TRAINEE as the base table and you wanted to include assessors and employers in the report, in the first join parameter you would select Assessor Trainee Link (TRASSESSOR) and Employer Trainee Link (TREMPLOYER), then in the second join parameter you would select Assessor Details (ASSESSOR) and Employer Details (EMPLOYER). Each join parameter only shows the tables it is possible to join to, along with the table it would join from (e.g. Assessor Trainee Link -> Assessor Details).
	Columns to include	This lets you select the columns to include in the report
	Report name	The name of the report
	Report folder name	This will group the report under the entered folder name on the Reports List screen
	Colour scheme	The colour to use for the header and footer of the report
	Show SQL	When set to Yes, the report will display the SQL that is being generated to produce the report results. This is primarily intended for troubleshooting purposes.
	Hide buttons	When set to Yes, everything except the results table will be hidden. This is intended for when you wish to export the report to Excel or PDF.
	Show hidden columns	When set to Yes, the report will display columns that have been set to hidden on the Column Config screen
	Only include live learners	When set to Yes (the default), only learners without a POT termination date will be included in the results
	Custom filter	This can be used to enter a SQL filter for the report's WHERE clause, by unticking the NULL box and entering the SQL. For example, if you wanted to filter by learners with a start date after 01/08/2023, you could enter: TRAINEEPOT.STARTDATE >= '01-AUG-2023' Additional filters can be added by separating them with AND - e.g.: TRAINEEPOT.STARTDATE >= '01-AUG-2023' AND TRAINEEPOT.STARTDATE <= '31-JUL-2024'
Column Config	Column title	The title to display on the column header
	Custom SQL	SQL entered here will be used in place of the column's data. See here for details.
Add Criteria	Function	The criteria function to use (e.g. empty, greater than, begins with, etc)
	Value	The value to compare the column's data against. For example, if you want to only include learners with surnames beginning with A, you would select Begins with as the function and enter A as the value. For the Empty and Not empty functions, the value can be left blank.

Table Joins

If a report uses table joins, each join will be shown at the top-right of the Basic Details screen.

For each join, you can choose whether it is a left, inner or right join.

For information on how each join type works and when to use them, see here. Note that while this guide is for the Maytas 5 Report Generator, the logic and information around joins is equally applicable to the Maytas Hub Report Generator.

Limitations and known issues

While the Maytas Hub Report Generator includes many of the features of the Maytas 5 Report Generator, there are some features which are limited or not included. Additionally, there are minor known issues which users should be aware of:

• Reports created in the Maytas 5 Report Generator are incompatible with the Maytas Hub Report Generator (and vice-versa).
• Column grouping is not currently possible.
• Data sorting cannot be manually specified due to limitations in the way the report structure is generated. Instead, data is automatically sorted by each column from left to right (i.e. data is sorted by the first column, then by the second column, etc).
• After initial report creation or when joins are changed, the joins table will not display changes until you return to the reports list and re-open the report. In general, it is recommended to save and re-open a report after making any parameter changes.
• If you save a report and then refresh the report while still on the details screen, it will duplicate the report. If this does occur, duplicates can be deleted on the Reports List screen.
• When a report is exported to Excel, lots of additional columns are produced due to the way the report handles column width. However, filters can still be correctly applied to columns by highlighting the column header row and then adding the filters.
• If you set the custom SQL for a column so that it retrieves a datetime field, the date will not be properly formatted (e.g. it will show Jan 1 2023 12:00AM rather than 01/01/2023).
• If you have a column selected from a joined table and then that join is removed, all columns will be de-selected from the columns parameter. However, if the column from the joined table is de-selected before the join is removed, all other selected columns will remain in place.

Data Collection Form Notifications

When an assessor user has data collection forms to complete, the modal pop up for this will no longer be displayed immediately. Instead, a dismissable notification will appear for it at the top right of the screen after logging in, and an entry for it will appear in the Notifications widget.

Clicking on either of these notifications will open the modal pop up where the form(s) can be selected and started.

Broadcast Message

A configuration option is available which allows an admin user to broadcast a message to all Maytas Hub users, which will be displayed in a red banner at the bottom of the page. The banner can be closed with its close button, but will reappear each time the page is reloaded until the configuration option is removed by the admin.

To set a broadcast message:

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. Scroll down on the right to the General section.
5. Locate the Broadcast a message to all users option and tick the box.
6. Enter the message you wish to broadcast.
7. Click Save.

The message will now be displayed to all users. To end the message, simply remove the configuration option.

Clickable Hyperlinks in Tasks

Clickable links using HTML can now be added to tasks:

1. Go to Tasks on the sidebar.
2. Edit or create a new task.

3. Enter the required HTML in the task body.

   

4. Click Save Task.

When the task is assigned to a learner, the learner will then be able to click on the link from the HTML.

HTML formatting tags should not be used within the href text as this may cause the link not to work (e.g. <a href="<b>https://www.tribalgroup.com/</b>">Visit Tribal</a>). Using HTML formatting with the display text does work, however (e.g. <a href="https://www.tribalgroup.com/"><b>Visit Tribal</b></a>).

Workflows - Access Confirmed Forms In Progress

If a form that is part of a workflow has been saved and the confirmation field has been set, but the form has not been submitted, it will now appear in the list of forms available to the user.