Managing Study Leave module

The process for creating and completing the Study Leave Module forms involves the following stages: 

Create the Study leave Module form → Add questions → Assign users → Activate form→ Users answer questions → Users assigns their manger →managers approves users Study leave → Budget manger review/approves form → Study leave module complete.

General settings tab

The General tab contains overall settings for the Study leave form.

• Name - The title of the Study Leave form, This will display as an identifier for the form for all users with access to the form.  Given there could be a number of Draft, Active and Closed Study leave forms within a Totara Learn site, it is recommended you enter a unique name for each form, so they may be easily identified by users and within reports.

• Description - An optional area for you to describe the Study Leave form and the process or any additional information helpful for assigned users.   This might include text, links to other areas or webpages or media.

• Budget Holder Email(s) - Enter budget holder email address in full, when adding multiple addresses, use a comma(,) between each email

• Enable admin path – enabling the admin path will mean the admin will need to approve the form

• Admin Email(s) – Enter admin email address in full, when adding multiple addresses, use a comma(,) between each email

• Enable Budget – enabling the budget will mean the form will be paid by the budget code

• Budget Required – enabling budget required will mean the form is being paid by the budget code

• Budget Code(s)  - This information will be internal to the organization, Enter budget code in full, when adding multiple codes, use a comma(,) between each code

• Enable multi manager Approval – Tick to activate multiple manager approval, when selected all managers will need to accept the form before it progresses to the next stage

Content settings tab

The Content tab is where information or static content (Non-question elements) and various Question types can be added to the Study leave form.  All questions may be set as optional or mandatory for response.

The following Question types are available:

• Date picker - Respondents will be asked to upload a file attachment.  You can specify the maximum number of files allowed although not the file type/format.

• File upload - Respondents will be asked to upload a file attachment.  You can specify the maximum number of files allowed although not the file type/format.

• Job assignment – Displays the users Job assignment on the form

• Long text - Respondents will be presented a text box to provide a text or media-based response.

• Multiple choice (one answer) - Respondents are required to select a single response from a radio button or menu of choices display.  

• Multiple choice (several answers) - Respondents may select one or many responses from a checkbox or multi-select menu display.  

• Number - Respondents will be presented a text box to provide a text/number.

• Rating (custom scale) - Respondents are asked to select a text-based rating based on a defined scale and associated score, from a radio button or menu of choices display. 

• Rating (numeric scale) - Respondents are asked to select or enter a numeric rating based on a defined scale from a slider or text input display. 

• Short text - Respondents will be presented a single line text box to provide a limited text-based response.

• Fixed text - Text, links and media may be added to the Feedback form to provide respondents with relevant information or instruction.

Content Options

Content items are displayed within Study leave form in the order displayed.  Items may be rearranged as required using the drag and drop icon.

To change or update a content item within a draft form, select the Settings icon against the corresponding question or non-question element.

To duplicate a question or non-question element, select the Copy icon against the corresponding content item. 

To permanently remove a content item from a Feedback form, select the Delete icon against the corresponding content. 

Assignments

The Assignments tab allows Study Leave editors to assign users access to the form.  User groups that may be added include Audiences, Organisation, and/or Positions.

After adding Assigned Groups, all current members of this group will be listed under the Assigned Users area.

Users will not be automatically assigned an activated Study Leave form, even if they meet the group requirements - such as Audience membership or Position.

Likewise, users will not be automatically removed or unassigned from an activated Study Leave form if they no longer meet the group requirements.

If a change to the Study Leave form or assigned users is required, use the Close option to end the Feedback. The Feedback may clone using the Copy option, updated and activated for assigned users.

Preview Study Leave Form

Click the Preview button to review a Feedback form in a new window. Responses entered during preview will not be saved.

Activating Study Leave Form

In order for Study Leave form to be available to Assigned Groups it must be activated. When a Study Leave form is activated, the content and assigned users list will be locked and no further changes can be made to the form.

To activate a Study Leave form, click on the Activate link on the Manage Study Leave page or click Activate Now when you are editing the Study Leave form.

Activating the Study Leave will begin with a validation process. The system will check to make sure that:

• At least one group of users have been assigned the Study Leave form.

• At least one user belongs within the assigned group(s).

• The form contains at least one question.

If any issues are encountered, an on screen message outlining any problems will be displayed.  All issues must resolved before a Study Leave form may be activated. If no errors are found, click the Continue button to activate the Form.

The form Status will now change from Draft too Active.

Assigning form to manager (user)

To assign your form a manger within the system:

1. Click the Assign Manager button.

2. Click the Search internal users button.

   1. A dialog box will appear that allows you to Browse or Search through all users within your Totara Learn site. To select a user, click on their name. Repeat as required. All selected users will appear on the right side of the dialog box.

To remove a user, hover over their name in the right hand side of the dialog box and select the Delete icon that appears.

1. When all required users have been selected, click the Save button or choose Cancel to exit.

2. Click the submit button.

To request feedback from Budget manger on the system:

Budget manager can only be assign after the manger reviews and approves the users answers,

When the budget manager is logged in there will be forms for him to complete/approve

Under Study leave forms awaiting budget holder input

1. Click the fill in form icon.

2. Fill in as required

3. Click on Submit button

Under Study leave forms awaiting admin invoice

1. Click the fill in form icon.

2. Fill in as required

3. Click on Submit button

After a user completes the form, emails are sent to the manager, and when the manager submits their response, the budget holder receives an email notice.

Conclusion

That concludes how to create and assign a study leave form within your Totara site.

If you feel that we have missed something or you need help with something that wasn’t brought up in the article please feel free to give us a ticket on the Helpdesk and one of our support agents will reply to you as soon as they can.