Updated: October 2022
Description: This guide provides detailed guidance on all of the settings and menu items within your Data Collection(s) once the set up process is complete and it is ready to test in your institution's training instance, or is ready to go live in your production instance of AEFIS. At this time, Data Collections must be designed in collaboration with the AEFIS Team, as they are custom built to meet your needs. Please contact your Customer Success Manager if you do not have a Data Collection but are interested in learning more.
Applicable To: Institution Admin - Data Collection Admin
Step By Step
1. Login to AEFIS
2. Select the hamburger menu icon at the top left of the screen, and navigate to Data Collection>Data Collection
3. Locate your Data Collection by using the search bar, or scrolling and then select Manage to the right of the collection
*Note: If the status of your Data Collection is Completed, which will display next to the manage button, you will need to click the blue Reopen Data Collection button at the top right of the home page to reopen it and make changes
4. The Data Collection home page will load, with all of the settings and management options, as well as a calendar that will indicate key dates once added
**Note: The Details, Workflow Configuration and Workflow Status menu items may not be updated through the left navigation menu links, but can be viewed
Update Data Collection Settings
5. Select Settings from the left navigation menu
6. Update Data Collection Schedule Settings
- Activation Date: This is the date the data collection is available to begin updating. Once this date passes, it may not be changed
- Starts: Date that the data collection forms will be delivered to the first set of recipients in the first stage of the data collection workflow. Once this date passes, it may not be changed.
- Ends: Date that forms are no longer available to participants, regardless of the stage in the workflow. Once this date passes, it may no longer be edited unless the data collection is reopened.
7. Data Collection Notifications - Overview of each notification type:
- Data Collection Start Notifications for Data Collection Administrators
Can not be edited.
Alerts the creator/admin of the data collection of the start date via email - Data Collection Invitation Notifications
Can be edited.
Alerts the participants that their step of the form is available. This notification will be triggered each time the data collection form moves to the next step of the workflow to notify then next participant that it is available. - Data Collection Reminder Notifications
Can be edited
Sends a reminder to participants when they have not completed the workflow based upon the timing set by your team.
8. Edit Data Collection Notifications
- Next to the notification you would like to edit, click the blue pencil icon
- Edit the content of the notification email message
- Review Dynamic Text - denoted within {{}}
{{Participant Name}}: First name of the individual assigned at each step of the workflow
{{Data Collection Name}}: Name given to that data collection
{{Data Collection End Date}}: Date set in the Data Collection Settings
{{url}}: Link to your AEFIS website
{{Support Email}}: Email address designated in the Institution, College or Department Manager>Details>Technical Contact (must be updated by your Institution or College AEFIS Admin)
- Edit the content of the notification email message
- Add any additional information you would like - such as replacing the Contact Name/Title with the appropriate contact for that Data Collection
- Click Save
Manage Data Collection Email Queue
9. Manage the Email Queue - click on Email Queue Manager on the left navigation menu
When the Data Collection is in progress and the first forms are sent to your participants in the first step of the workflow, you may use this feature to review and manage the notifications edited in the previous steps.
- Choose +Add a filter to find emails in the queue
- Use the Search box to find emails in the queue
- Click the Preview button to see the email that is queued or was already sent
- Click the check box(es) next to emails you would like to put on hold before they send, and then click the blue Change Hold Status button at the top right of the screen
Review and Track the Data Collection Workflow
10. View your Workflow Configuration: Click the Workflow Configuration link on the left navigation menu to view the workflow you configured with your AEFIS Customer Success team. Note: To make changes to this workflow, you must contact the AEFIS team. Also, the workflow may not change once the Data Collection begins.
Example Workflow:
- On the left side, you will see the labels on the steps of the workflow
- The workflow describes the path of the form, and the steps at which the form may be sent back to previous steps for review/updates
- Workflow Stage Settings: You may custom update the notifications and task reminders for each stage of the workflow below the workflow diagram - this will allow the administrator to determine which workflow stage owner receives a notification or task, and when. You may also disable any notifications/tasks for that stage of the workflow. This is recommended for Data Collection administrators who are regularly checking their Data Collection and do not need supplemental notifications or emails.
- Each stage Tab has notification/task settings related to the role responsible for that stage of the workflow.
11. View the Workflow Status: Select the Workflow Status link from the left navigation menu. This will provide you with a similar screen to the Workflow Configuration screen, with additional data on how your forms are progressing through the workflow process.
Below the workflow, you can also view a list of the Data Collection Participants, and through that menu you may preview their completed forms, Login as the participant to help them troubleshoot, and see the status of each form:
Review Submitted Forms + Results
12. Select the Submitted Forms link on the left navigation bar, and a Data Collection Results list will display
- Click on the results button to the right of the form owner to review the responses
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