Completing Forms and Email for Later

Contents

• Creating a draft
• Completing a form with Email Sign Off
• Completing a form using Email for Later
• Deleting a draft form
• Notifications & Alerts (Phase 1) - coming in version 8.8.1
• Email for Later - Explained

Creating a draft

To create a draft form, click on the "Complete New" button on the form. 

Click "Save & Close".

This creates a draft and appears as a number next to the "Complete New" button on the form. To access the draft, click on the number.

This will bring up a list of all of the drafts you've created. Check the date of when the draft was created and when it was updated. If it matches the one you want to edit, click on the draft

And it will re-open the draft where you left off. If you want to double check to see if it's the same one you clicked on, you can check the date in the top left hand corner of the pop up screen.

As good practice, you can click the "Save" button every so often whilst completing the draft form, so you always have a saved draft, after you've re-opened it. 

Completing a form with Email Sign Off

To complete a form, click on the "Complete New" button on the form. This will create a brand new draft.

Fill out the form and complete all of the relevant sections.

Please note: Any form sections that are marked with a red star are mandatory and will need to completed in order for the form to be submitted. If these are not completed, you will receive an error when attempting to submit the form. 

Once you've done this, you'll need to get a practice staff member to sign the form off before this is submitted and they'll need to add their information into the "Sign Off" section at the bottom of the form.   (Note - from Version 8.8, Universities can remove this option and force students to only use pre-chosen users from the "Signed off by" drop down.)

If any users have been linked to the placement provider/practice area you're attending, their details and details of anyone who has previously been allocated as PA/PS/PE or other role will also appear within the "Signed off by" drop down.  (Version 8.8 onwards)

Once this has been done by a practice staff member, click on the "Submit" button (the last button in the top right hand corner of the pop up screen). 

Completing a form using Email for Later

Do all of the above steps but instead of filling out the "Sign Off" section, you'll need to click on the "Email for Later" button (the third button in the top right hand corner of the pop up screen).

You will need to add the information of who you're going to send this completed form to in this section and you can do this by either typing in the name of the person and selecting them from the list.  The list will include users have been linked to the placement provider/practice area you're attending, their details and details of anyone who has previously been allocated as PA/PS/PE or other role will also appear.  (Version 8.8 onwards)

Or you can enter their full name and email address in the section below this. (Note - from Version 8.8, Universities can remove this option and force students to only use pre-chosen users from the "Email for later to" drop down.)

Please note: Adding a message is optional and doesn't need to be completed in order to email the form.

Once you've done this, click on the "Submit" button and this will send an email to this staff member, which you can view by clicking on the "Email" button that appears on the left hand side of the "Complete New" button.

Clicking on the "Email" button will bring up a pop up screen and will give you the option to either send the form out to a different person, using the pre-populated selection option or adding their name and email address.

Or the option to "send a reminder" to the staff member you've already sent it to. To do this, click on the 3 horizontal dots inside the box underneath the "Already sent to" section. 

Select "Send reminder" which will send another email to the staff member as a reminder to complete the form.

Deleting a draft form

If at any point, you would like to delete a draft you've created, you can press the "Delete" button whilst inside of the draft form.

Please note: We strongly advise that you thoroughly go through the draft and create a copy of the information inside of the draft before deleting this, for example, copying and pasting the information into a word document or notepad.

Notifications & Alerts (Phase 1) - coming in version 8.8.1

New: An in-app notifications feed inside MyProgress. The messages icon in the web header becomes a bell showing one combined list of messages and notifications, with a red badge counting anything unread.

This is the first phase of bringing notifications into MyProgress. The header bell opens a dropdown where each item shows who it relates to, what happened and how long ago. Notifications remain highlighted until viewed, can be marked as read individually or all at once, and clicking a notification takes you directly to the relevant page.

The notification feed displays the 50 most recent notifications and refreshes automatically while signed in. A browser tab badge also highlights when new notifications arrive. Notifications are delivered in your preferred language and terminology, with existing user-to-user messages continuing to appear alongside the new notifications.

Initial notifications include:

• Assessment completed for a student - You'll be notified when someone else completes an assessment on your behalf.
• External User and student assigned to a placement - Both you and the practice staff member are notified when you're assigned to each other on a placement.
• Evidence mapped to a progress view - Staff are notified when you map evidence to a progress view.

Note: This feature is being introduced in phases. Future releases will add user-controlled notification preferences and scheduled digest summaries.

An example of the bell icon before it's pressed:

An example of what the notifications will look like, once you press the bell icon:

What is Email for Later?

Email for Later allows you to send a draft form to another person, such as an Assessor, Practice Supervisor, Tutor or other external user, so they can complete their part of the form and submit it.

You complete your part of the form first, then send it to the person who needs to add their information.

How to use Email for Later

1. Locate the form.
2. Select Complete New to start a new response.
3. Complete the sections that you are responsible for.
4. Save your response.
5. Select Email for Later. - located top right.
6. When prompted, select OK.
7. Enter the name and email address of the person you want to complete the form.
8. Select Send.

The recipient will receive an email containing a link to your draft response.

Managing Email for later

Drafts sent to your recipients, can be seen next to the form itself:

Click "view sent" to view a list of sent and completed drafts:

Clicking on the 3 dots provides access to Change Recipients, Delete and / or Send Reminder.

What happens after I send the form?

The person you sent the form to can open the link in their email and complete their section of the response.

They can:

• open and review your response;
• add their own information;
• save the response and return to it later; and/or
• submit the completed response.

Once they submit the form, the completed response will appear in your Portfolio.

How long does the recipient have to complete the form?

The Email for Later link sent to the recipient is valid for 30 days from the date the email was sent.

If the recipient needs more time and the link has expired, you can send a reminder or resend the form using the Email for Later option, where this is available.

Can I change the person I sent the form to?

Yes. After a form has been sent using Email for Later, you may be able to select the email information shown against the form and choose Change Recipient.

This allows you to send the form to a different email address.

Changing the recipient does not allow you to change the form response itself.

Can I send a reminder?

Yes, where the reminder option is available.

If the recipient has not completed the form, you can use the Email option next to Complete New to access the Email for Later options and send a reminder.

A reminder is useful if the recipient has not yet completed the form and you want to prompt them to finish it.

What if my assessor says the form is blank?

The most common reason for this is that the form was emailed before your draft had been completed.

Make sure you:

1. Select Complete New.
2. Complete your section of the form.
3. Save the draft.
4. Then select Email for Later.

If you send the form directly without first creating and completing a draft, the recipient may receive a blank or incomplete form.

What if my assessor says the link has expired?

Email for Later links are valid for 30 days from the date the email was sent.

If the 30-day period has passed, use the available reminder option to generate a new email/link.

What if I cannot find Email for Later?

The Email for Later option must be enabled for the form by your University.

If you cannot see the option, contact your University support team and ask them to check the form configuration.

Some forms are deliberately configured so that Email for Later is the required workflow and the normal Submit button is not available.

What if the form says "Currently Unavailable"?

If a form is unavailable, this may be because the relevant placement dates or Grace Period have ended.

Contact your University support team so they can check the placement dates and form configuration.

Need help?

If you are unsure whether a form should be completed using Email for Later, or you cannot access the form, contact your University support team.

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