Site information goes out of date — addresses change, supervisors move on, agreements need renewing. Communications Hub tasks let you ask every site representative to update their own details, either by completing a form or uploading a document.

This article covers sending that request to all sites at once, sending it to a single site, and tracking who has responded.

Send a task to all site representatives

1. Click the envelope icon in the upper right corner of your Experiential Learning Cloud screen.

   

2. Click Compose, then select Task.
3. In the To line, click Recipient Groups in the top right.
4. Choose Authorized Site Representatives as the role.
5. Select your Program Name.
6. Write your message the way you would an email.
7. Click the (+) to attach a document.
8. Choose New Site Document.
9. Select Form for a form they complete, or File for a document they upload.
10. If you chose Form, select the specific form.

    

    If you chose File, give the document a name and select a document type.

    

11. Leave the About section blank, so the recipient can associate the document with their own site.
12. In the program section, select your program.
13. Click Submit.
14. To request more than one document, repeat steps 7 through 13.
15. Make sure Send an individual task to each recipient is checked, then click Send in the lower right corner.

Caution: A document type marked public may also be visible to students browsing the site list. Choose the type deliberately if the information is sensitive. See Making Site Documents Visible for Students.

Note: Once a site representative starts a new version of a form, it becomes visible to students. Ask them to complete it in one sitting rather than saving and returning later.

Send a task to a single site

1. Click the envelope icon, then Compose, then Task.
2. Enter the site representative's name in the To line.
3. Write your message.
4. Click the (+) and attach an existing site document, then select the form.
5. Click Send this Document, then Send.

Track task completion

There are three ways to check who has responded.

Communications Hub

Best for checking individual recipients.

1. Go to Communications Hub and click View all messages.
2. Select the Sent tab.
3. Use the Type filter and choose Task.
4. Check the Status column for Complete or New.
5. To narrow the list, use More > Status and select the status you want.

Documents Workspace

Best for confirming completion across sites. This shows whether a task was completed, not what was entered.

1. Go to Program Management | Supervision and open Documents.
2. Click the Site tab.
3. Make sure the About, Name, Date Created, End Date, and Field Completed columns are visible.
4. Filter by Name and Date Created to narrow your results.
5. Click the expand icon to view a document, or export the table.

Note: Exporting the Documents table gives you the data only. It does not include the documents themselves.

#402 Raw Form Data report

Best for reviewing the submitted information in bulk.

1. Go to Program Management | Supervision and open Reports.
2. Run the #402 Raw Form Data report.
3. Select the form used in your task.
4. Filter by Create Date and any other parameters you need.
5. Click Generate Microsoft Excel.

Note: This report only covers form-based tasks. Tasks that asked for a file upload won't appear.

Related articles

• Communications Hub Overview
• Collect Updated Supervisor Information using Communications Hub Tasks
• Sending Messages to Recipient Groups Via the Communications Hub
• Site Documents
• Making Site Documents Visible for Students
• Create and Save a Communications Hub Template