Feature - EP-3713 - Extend Notes Functionality
- Lisa Clancy
Loaded in Release 5.14.0 Oct 10, 2023
Overview
We have added some exciting key extensions to the functionality of apprentice notes across epaPRO.
The primary changes that we have created to extend the apprentice notes are as follows:
Ability to flag apprentice notes against any number of specific areas of epaPRO when adding or editing an apprentice note.
For example, a note can be flagged against the planning areas if it is relevant to any of these sections.
Shortcuts to view apprentice notes via the side drawer from any of the available areas that the notes can be flagged against.
For example, clicking an “Open apprentice notes“ button from an assign apprentice screen will show notes flagged against the assign apprentice area.
Ability to filter apprentice notes in the side drawer to see notes that are relevant to any specific areas.
A small notification showing the count of notes is displayed on the various “Open apprentice notes” buttons
This lets you know that the apprentice has notes that should be checked for that specific area of epaPRO, allowing for better and more accurate decision making.
Changes In Functionality
Apprentice Profile - Add/Edit apprentice notes:
A new area field has been added to the apprentice notes when you create or edit one. This field will allow you to specify one or more areas that the apprentice note is relevant to.
It is an optional field and when an area is selected it will allow the note to be shown when looking at the apprentice notes for a relevant screen.
You can also see easily which programme the apprentice is on, with additional work in this release, when you save or edit the note. If you save it to the wrong programme, you can edit it and the note will disappear from the one initially saved to and then be visible under the new programme.
The note will also be added to the count that appears for apprentice notes on relevant screens.
Currently the following areas are supported:
Assign Apprentice
Certification
Gateway
QA
Assessment
Planning
Appeals
ESFA
Apprentice Profile - Viewing Notes
The apprentice notes that appear under the notes tab of the apprentice profile screen, can now be filtered by the area field. You can select any number of areas and all notes for those specific areas will be displayed.
Apprentice Side Drawer - Notes Changes
From the apprentice side drawer, we have added a new field that allows you to filter the displayed set of notes by the area in the same way as the apprentice profile screen.
In addition to filtering there is also a new button titled “New Note“ that is a shortcut to take you to the notes tab of the the apprentice profile screen meaning that you can easily get to the the apprentice notes section, for adding and editing notes, from anywhere in epaPRO.
Please Note: Clicking this button will open the apprentice profile in a new tab in your browser. This means that you will not lose any work by clicking this button and you can navigate back to the previous page by looking at your web browsers tab menu.
Apprentice Note Shortcuts Across epaPRO:
In various key areas of epaPRO you will find a new “Open Apprentice Notes“ button. Clicking this button, from any page, will open the apprentice side drawer for the relevant apprentice, displaying only the apprentice notes section. The notes displayed will automatically be filtered to only show notes that are flagged against the area that you are currently in, thus rapidly highlighting any important considerations for this apprentice.
In addition to opening the side drawer, this button will also display a count of the number of notes that are currently flagged against the apprentice for this area.
This is designed to easily let you know, from the screen, that there are notes to consider when carrying out work on the page.
The following are the areas that currently contain the “Open Apprentice Notes Button“ and the section in which it shows:
Appeals → Apprentice details
Assessment Meeting → Process
Assessment Profile → Apprentice
Assign Apprentice → Awaiting
Assign Apprentice → Confirmed
Assign Apprentice → Pending
Assign Apprentice → Rejected
Certification
Gateway → Approve
Gateway → Process
Gateway → Reject
Planning Meeting → Book/edit Meeting
QA → Apprentice Details
Assessment Plan → Apprentice details
Finally, the “Open apprentice notes“ button has been added to some listing screens within the relevant 3 dots menu under actions for the given apprentice. This button also contains the count of notes relevant to that area.
The following are the listing screens containing the “Open Apprentice Notes“ button:
Assessment Booking → Awaiting
Assessment Booking → Pending
Assessment Booking → Apprentice Confirmation
Assign Apprentice → decision/bulk/accept
Assign Apprentice → decision/listing
Assign Apprentice → Rejected
ESFA → Results
Planning Meeting → list