How to Collect Supervisor Information Using Communications Hub Tasks:

1. Click the envelope icon in the upper right corner of your screen in Experiential Learning Cloud
    
2. Select "compose" at the bottom, then select “task”
3. Within "To" select Recipient Groups in the upper right corner of this section
4. Select site supervisors from the role dropdown menu
5. Select your program name from the program dropdown menu 
6. This will allow you to send the task to all site supervisors associated with your program. If you would prefer to only send the task to current site supervisors, you can create a staff group of current supervisors. Once you've created the staff group, you can return to the communications hub and select the staff group from the groups dropdown.  
7. Compose the remainder of the message like a regular email 
8. Select the big (+) at the bottom of the window to attach a document
9. Indicate that you would like to attach a new User document 
10. The document type should be a file if you would like them to upload a document or a form, if you would like them to complete a specific form in Experiential Learning Cloud
11. In the "about" section, select "whoever receives this task" 
12. In the program section, select the program in question. 
13. Once you have completed setting up that task, select "submit" to attach it to your message.
     
14. Repeat steps 5-10 to add additional tasks to the message. 
15. Finally, select "Send" in the lower right corner in order to send this message

 Tracking Task Completion

Once you have sent out tasks to your site representatives, you can track their completion in one of three ways. If you are interested in confirming task completion and viewing the updated information for an individual, you can review the status of your sent tasks. If you are interested in confirming task completion alone, you can search in the documents workspace. If you are interested in viewing the updated information en masse, you can use the #402 report. 

Confirm Task Completion in The Communications Hub

View the status of tasks sent to site representatives using the Comms Hub. This space will the status of sent tasks so you can keep track of what's been completed and what's still outstanding. 

1. Go to the Communications Hub and click on View all messages.
2. Go to the Sent tab on the left navigation column.
3. Click the Type filter and choose Task, this will filter your list of sent messages to only show the tasks you've sent out. 
4. You will notice there is a column for the task's status. The Complete status will be displayed for any tasks that have been completed, the New status will show for tasks that have yet to be completed. 
5. If you’d like to filter your sent messages by a specific status, you will go to the filters at the top, select the More dropdown menu, and then select Status.
6. Once you have the Status filter available you can then filter by individual statuses to narrow down your list of sent tasks. 

Confirm Task Completion in The Documents Workspace

View all in-progress and completed tasks by searching the documents workspace. This space will not show tasks that have not yet been initiated. 

1. Go to the Program Management | Supervision environment in your Experiential Learning Cloud account. 
2. Go to the Documents workspace. 
3. Confirm that the following columns are displayed: 
   • About (this will tell you who the document is about, and in whose record the document is saved)
   • Name (this will display the name of the document) 
   • Date Created (this will reflect the date the task was initiated by the supervisor)
   • End Date (if the document is a liability insurance or license upload, this will help you track expiration dates)
   • Field Completed(this will tell you whether the document is completed or in progress)
     • If any of the above columns are missing from the table display, click the settings iconin the upper right corner of the table.
     • Drag any columns from the Available Columns table to the Displayed Columns table.  
     • Click Save this Column Order
4. Use the Name filter to search for the document(s) attached to the communications hub task 
5. Use the Date Created filter to refine your results for a specific timeframe
6. View individual documents by clicking the expand icon in that document's row
7. Export the entire table to a spreadsheet by clicking the export icon  in the upper right corner of the table. (NOTE: this will not export the documents themselves, only the information displayed in the table)

Review the Updated Information en Masse with the #402 Raw Form Data Report

If you need to view the information that has been submitted through these tasks for all supervisors at once, use the #402 Raw form Data Report. This method will only show in progress and completed instances of the tasks as well. 

1. Go to the Program Management | Supervision environment in your Experiential Learning Cloud account 
2. Go to the Reports workspace
3. Find the #402 Raw Form Data report and click Run
4. Select the form that was attached to the communications hub task from the Form dropdown menu
5. Use the Create Date field to refine the results for a specific timeframe
6. Use additional parameters to filter the report as desired, then click Generate Microsoft Excel

NOTE: You will only be able to review information collected via form tasks using the #402 report.

 

Import the Updated Information to Supervisors' Records

Once you've reviewed the updated information, you can import the data to your supervisors' records en masse. 

1. Go to the Program Management | Supervision environment in your Experiential Learning Cloud account 
2. Go to the Reports workspace
3. Find the #402 Raw Form Data report and click Run
4. Select the form that was attached to the communications hub task from the Form dropdown menu
5. Use the Create Date field to refine the results for a specific timeframe
6. Use additional parameters to filter the report as desired, then click Generate Microsoft Excel

NOTE: You will only be able to review information collected via form tasks using the #402 report.