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Logbook

Logbook is where all your File Notes, Tasks, Messages, Documents and uReports are recorded and saved.  It can be accessed in every section of Wisenet by simply clicking on Logbook from the Left Navigation Bar where you can view all your logbook records displayed as an event Timeline.

Logbook goes hand in hand with Learncycles, which lets you automate and standardise normal processes in the learner lifecycle by creating documents, tasks and messages automatically when enrolments meet your custom trigger conditions.

Logbooks are essential for our team. It ensures that everyone can assist our students and members without having to go ask someone for information, nor wait for a person to start work for the day, or come back from holidays, as it is all in the logbooks. I love that messages and surveys, etc, sent via the Logbook function in Wisenet are automatically logged for us. We are a small team serving a large student and member base, we need all the increased efficiency and time saving options that we can get our hands on. Logbooks is one of those.” – Alina from Customs Brokers & Forwarders Council of Australia

We use the Logbooks feature for uploading documents as we work from different areas and offices, and by using Logbook everyone with access to Wisenet can see what out clients have done. It is a great way of keeping in touch with our colleagues and clients. We send Emails to clients through the logbook message functionality, and love the templates we can use.” – Dianne from Coastal & Rural Training

Learn about each individual Logbook type:

File Notes

File Notes let you log any information about a record such as general notes, logging calls / interactions, uploading documents, and generating document using uReport. They can contain rich text, images and web links and you can upload up to 10 files per File Note. You can add File Notes at a Learner level, Course Enrolment level and Unit Enrolment level.

Internet Explorer does not support the ‘drag and drop’ functionality in Wisenet. Please use another browser to use this features.

Note

Depending on your security role, you may not have access to all these sections for logbook.

User, Student Support and Trainers cannot remove attached documents. However, they can download the files AND upload new ones.

Guests  cannot view/edit logbook details

Trainers cannot edit file notes as only Admin Users can do this.  Trainers can edit tasks that are assigned to them, so if, your workflow requires trainers to update documents or descriptions then we recommend using Tasks instead.For a Trainer to view file notes, ALL these must be true:

  • Your Wisenet Portal Settings allow trainers to view Learner logbook entries
  • The file note is in the Learner, Course Enrolment or Unit Enrolment logbook
  • The file note has Trainer Can See ticked
  • The trainer has been configured to at least one of the Learner’s course or unit enrolments
1. Get an insight on how File Notes can be used2. How to view File Notes3. How to Add a File Note

Depending on user access, File Notes can be viewed in all main sections of Wisenet under the Logbook feature. Specific to individual roles, see how to view File Notes below:

  1. Via Wisenet LRM
    • All Users with access to the LRM can view File Notes in Wisenet. From all main sections of the LRM, e.g. Learners, Course Offer, etc, simply click on Logbook from the Left Navigation Bar and this will generate records of all File Notes
  2. Via Trainer App
    • Trainers have the option to add File Notes against the Learners they are training.  They do so in the Trainer App and this function needs to be set by Admin for Trainers to view File Notes which then allows them to add File Notes through the Trainer App. Please note that this will only work if Trainer View Logbook is also switched on.
  3. Via Learner App
    • Only Learners, Course Enrolment and Organisation documents will be visible in Learner App. Learners can see only specific uploaded documents in their client record if the setting is switched on and the document is marked.
    • If File Notes don’t have attachments, they will not display, even when you tick ‘Learner can see’
    • Learner can only see the attachment on the File Note under Documents tab in Learner App

File Notes let you record any information from uploaded files to portfolio links to scanned documents to generated uReports. You can create a File Note manually or automatically.  To create a file automatically simply use Learncycle to automatically generate a uReport and save it as a file note when a course enrolment meets your custom trigger conditions.  When you generate a Course Enrolment uReport, it will save as a Course Enrolment File Note.

  1. Choose where you want to add a File Note by navigating to any of the following locations:
    • Client Profile
    • Any logbook:
      • Client, Course enrolment, Unit Enrolment
      • Course, Unit, Course Offer, Unit Offer
      • Agent, Opportunity, Organisation, Workplace, Staff
  2. Click the top right hand Action button and select Add File Note
  3. Give your file note a name
  4. Optionally, add further details:
    • A rich text description
    • One or more attached files, up to 10 MB each, of any of these file types
    • In Client or Course Enrolment or Unit Enrolment logbook, whether learner can see attached documents – and dates
      • Learners cannot see the whole file note at this time but you can optionally display all the attached documents
    • In Client, Course Enrolment or Unit Enrolment logbook, whether trainer can see (see note below)
    • In Organisation logbook, whether attached documents will display for online enrolment as terms and conditions (visible in online enrolment)
    • In Organisation logbook, whether attached documents will display to learners as policy documents (learners can see)
  5. Your note will be saved against this record and visible in the Logbook list
Tasks

Tasks allows tracking of activities required to complete work-related goals. They can be assigned to individuals or groups, with details of who it is assigned by and have deadlines and priorities. They can be added individually as needed, or automatically using Learncycles based on trigger events. You can add Tasks at a Learner level, Course Enrolment level and Unit Enrolment level.

Note

Trainer can only view a task when all of these are set to true and the trainer is assigned to at least one of the Client’s Course or Unit Enrolments:

  • Your Wisenet Portal Settings allow trainers to see client logbook entries
  • The task is in the Client, Course Enrolment or Unit Enrolment logbook
  • The task has Trainer Can See ticked
  • The trainer is assigned to at least one of the client’s course or unit enrolments

Trainer can only edit a task when:

  • Trainer can view the task (as above)
  • The task is assigned to that trainer OR assigned to the trainer role.
1. Get an insight on how Tasks can be used2. How to view Tasks3. How to Manually Add Tasks4. How to Automatically Add Tasks

Depending on user access, tasks can be viewed in a number of sections in Wisenet.

  1. On Dashboards
    • On the LRM Dashboard, you can review your incomplete tasks in the My Incomplete Tasks widget.
      • All Wisenet LRM Users – your My Incomplete Tasks widget shows tasks assigned to you personally and tasks assigned to your role
      • Trainers (if enabled in your portal settings) – your My Incomplete Tasks widget will show tasks assigned to you personally and tasks assigned to your role
      • Learners (coming soon, if enabled in your portal settings) – your My Incomplete Tasks widget will show tasks assigned to you personally
      • Admin Users – All of the above, including incomplete tasks regardless of who it’s assigned to, in the All Incomplete Tasks widget
  2. In Logbook
    • All Users with access to the LRM can view Tasks in Wisenet. From all main sections of the LRM, e.g. Learners, Course Offer, etc, simply click on Logbook from the Left Navigation Bar and this will generate records of all Tasks.
  3. Lists
    • There is a list of all tasks in all logbooks in your organisation.  To view all tasks you require to have LRM Admin access.
      1. Navigate to LRM > Reports > Tasks
      2. Set up one or more filters if required

There is a list of all tasks in all logbooks in your organisation.  To view all tasks you require to have LRM Admin access. Tasks can be created from various locations within Wisenet.

  1. Navigate to any of the following areas and then click the top right hand Action button and select Create Task :
    • Client Profile
    • Any Logbook:
      • Course of Unit Enrolment
      • Course, Unit, Course Offer, Unit Offer
      • Agent, Opportunity, Organisation, Workplace, Staff
  2. Give your task a name. Optionally, add further details:
    • Priority: Low, medium, high
    • Status: Not started, in progress, pending, completed
    • Dates: Due, Completed
    • Assigned to: you can assign a task to a person (yourself, other staff, learner) or a role
    • Time Spent (mins)
    • Rich text description
    • Attach files, up to 10 MB each
    • In Client, Course Enrolment or Unit Enrolment logbook, whether trainer can see
  3. The task will be saved in logbook.  Whoever is assigned to the task (person or role) will see that task in their My Tasks dashboard. Overdue tasks will also show as alerts in some places, e.g. client dashboard

To automatically add Tasks follow these instructions How to Add a Task via Learncycle

Messaging

Wisenet can send email messages in many different contexts. Some examples of how you can use the Messaging feature:

  • Email send via Wisenet to a learner or to multiple learners in a Course Offer
  • Generate a personalised document and send as an email attachment
  • Send survey invitation with your custom message
  • Send CAN or invoice automatically
  • Subscribe to a Report and have it periodically emailed
  • Send government compliance export files to your selected address
  • Email templates for Online Enrolment
  • Email notifications e.g. Password reset email
1. Overview of Emails from in Wisenet2. Make sure your Email doesn't look like spam3. How to send a Message4. Create/Edit an Email Template5. Configure Messaging Notification Settings

Here are a few basic tips for your messages and message templates that will make them more likely to pass successfully through spam filters.

  1. Be sparing with images
  2. Provide an ‘opt-out’ option
  3. Avoid promotional style text
  4. Include real world contact information
  5. User a spam checker on the message
  6. If sending HTML, make sure it’s cleanly coded and include a plain text version
  7. Do not attach file types like .exe, .zip, .swf

Learn More? Learn about some tips on how to keep email out of the Spam folder

Sent messages can be saved either against the Client Logbook or the Course Enrolment Logbook.

The Course Enrolment Logbook is where most messages are sent from, e.g. Bulk messages, uReport message(s) and Automated message(s).   If your record does not have a Course Enrolment yet, then your sent messages will be saved against the Client Logbook.

NOTE: Email Templates can only be used under Course Enrolment Logbook and is NOT available to use with Client Logbook.

You can track your message Delivery Status, for example whether Sent, Sending, ReadFailed or Bounced. Emails that are Failed or Bounced will return an error code and description.  For example, if it returns a status of Bounced 550, it means that your domain isn’t connected to a website and you will have to contact your system administrator to look into it.

You have different options of where from and how to send a message in Wisenet.  You can also chose to send to a Learner’s alternative Email.  Users can also set their email as the reply-to at the time of sending an email. Further details for each options are provided below.

Individually from Logbook
You can send a message to an individual Learner from”

  • Either, the Client Profile Page by going to the Course Enrolment Widget and clicking on the Action Button next to the relevant Course Enrolment and select Send Message
  • Or, from the Course Enrolment Logbook, by going to the Course Enrolment Widget, then select the relevant Course Enrolment and on the Left Navigation Bar, click on Client Logbook. Select and click on Send Message from the Action Button on the right hand corner
Bulk from Course Offer
You can send messages in bulk to earners enrolled in the same Course Offer.

  1. Navigate to the relevant Course Offer
  2. From the Left Navigation Bar, Click on Enrolments
  3. Click the first Tick Box to select all Learners enrolled in the Course Offer or individually tick the Learners you want to send a message to
  4. At the bottom of the page, Click the Action Dropdown box and Select Send Messages
Via uReport
Generated uReport can be sent as messages and will be saved as logbook file notes.  A message will be emailed to the chosen recipient(s).  Messages will be sent individually, so learners/clients will not see staff addresses or each other’s addresses.

  1. Navigate to Client Profile Page and go to the Course Enrolment Widget
  2. Select and Click on the relevant Course Enrolment
  3. From the Left Navigation Bar, click on either:
    • Client logbook, if you want to send a message to an individual learner, OR
    • Enrolment logbook, if you want to send a message to all learners in this Course Offer
  4. Click on Generate uReport from the Action Menu on the right hand side
  5. Select template type from the uReport template type dropdown menu
Via Learncycle
This is where you can automate your message sending process.  With Learncycle you can set conditions of when certain activities are triggered in Wisenet, for the system to automatically send a message to a Learner or Learners at the specified time and date.  The sent message will be saved in the Client Course Enrolment Logbook.

  1. Navigate to LRM > Course Offers> Learncycle
  2. Click Action > Add Learncycle Activity
  3. Select the trigger condition.
    • When …
      • Course enrolment is created
      • Enrolment status is changed to <you choose>
      • Enrolment status reason is changed to <you choose>
  4. Select the Send Message activity

3. Messaging Options

Either, choose to Compose a Message

  1. Enter a Subject for your message
  2. Type your message content in the Body section
  3. Tick the box to select your relevant recipient from the available list, examples:
    • Send to Learner
    • Course Enrolment Agent: Send to agent linked to Course Enrolment
    • Current Workplace Contacts: Send to the contact of any linked current workplace positions
    • Send to staff: Choose a staff member to email whether via role or specific staff record
    • Add email addresses: This allows you to specify any other email address
  4. Attach files, if relevant
  5. Click Save
Or, choose to use a Message Template

  1. Click on the dropdown menu to Select a relevant Template, e.g. your customised Letter of Offer
  2. Tick the box to select your relevant recipient from the available list, examples:
    • Send to Learner
    • Course Enrolment Agent: Send to agent linked to Course Enrolment
    • Current Workplace Contacts: Send to the contact of any linked current workplace positions
    • Send to staff: Choose a staff member to email whether via role or specific staff record
    • Add email addresses: This allows you to specify any other email address
  3. Attach files, if relevant
  4. Click Save

Note

  • You can use HTML coding if you wish or simply use the built in rich text editor to style your content with headings, insert web images, etc.
  • Click this icon  in the message body editing toolbar to toggle html source code view
  • DO NOT copy/paste from MS Word/Office, as these apps can leave a lot of hidden tags and formatting that can make your message display strangely. View the html source code to check this!

Use templates to standardise your communications and save time. Message Templates work really well with:

  • Learncycle for automating learner lifecycle management
  • uReport for individually distributing documents to a group of learners
  • Surveys for getting learner feedback
  • The Learner App for keeping in touch with your customers
  1. Click Add New
  2. Set up your template and Save
    • Note: Your template will contain a mixture of:
      • Rich html formatted text (that will be the same in every message sent with this template)
      • Placeholders for the Wisenet fields that you want in your message such as learner name, course name
      • Placeholders have a hash symbol on either side of the field name (e.g.#Client.FirstName#).
    • When a message is created, the fixed text will stay exactly as it appears in your template, but the placeholders are replaced with values from the Wisenet record. Always test your template before using it.
  3. Edit an Email Template (if required)
    • Navigate to Settings > Email Templates
    • From the list of available templates, click on the Edit Icon for the template you wish to modify
    • The template will now open in edit mode
    • Edit the Mail details (top half of the screen)
      • Turn on the Is Active switch
      • Choose recipients
      • Modify the subject line, inclusing using placeholders
    • Edit the Email Body text (bottom half of the screen)
      • From the Placeholder dropdown, view the relevant  placeholder and type the code where you wish it to appear in your email (press CTRL+V)
      • Edit your email as required and click Update
        • Note: The is a 10,000 character limit for messages.  And only use placeholders that are available in the dropdown list.  You can add your own into the body of the email as it will not collect that data.
  4. Add an Image to your Template (optional)
    • Go to the Email Template and Edit
    • Click the Image button to insert an image. You need to specify the URL where the image is stored, for example on your company website or somewhere on the internet.
  5. Add an Unsubscribe link (optional)
    • In the rich text toolbar, click the HTML source code button
    • Paste in the following text at the bottom of the page. Substitute your email address for the example one.
      • Click here to < href=”mailto:unsubsxribe@example.edu.au?subject=Unsubscribe”>unsubscribe</a>
        • Note: To return to the normal edit mode, click the html source code button again

Note:

If you are on our Standard Edition, while you can edit the Message Template content, you will not be able to change the Message Template name if required.  For more flexibility in customising Message Templates, please refer to information on our Premium Edition inclusions.

The Wisenet Portal has two settings for any emails that are sent from within your Wisenet LRM.   You can update the Notification ‘From‘ name and the Notification ‘Reply-to‘ address in your Wisenet Portal settings.

  1. Under the Actions Column, Click on Show Settings for the relevant Wisenet profile
  2. Click on Edit for each of the following two notification settings:
Documents and Files

Document collection, archiving and generation are vital activities during the lifecycle of a Learner. It is important that document management is easy, transparent and always available. Wisenet allows you to upload and download documents as well as use reports to generate them directly from within the application as part of the Logbook feature where you can:

  • attach documents to a File Note;
  • attach documents specific to a task and this can be during Task creation for assigned user to review OR as part of completing the task as evidence
  • attach documents that you wish to send to recipients in a message
  • allow documents to be generated from a template and automatically saved against the Learner’s Course Enrolment
  • use uReport to generate and save produced documents in the credential section
  • run and download a report to obtain the information you require in a document

*For performance reasons Wisenet LRM supports uploads of up to 5 files of up to 10 MB each and 20MB total

Internet Explorer does not support the ‘drag and drop’ functionality in Wisenet. Please use another browser to use this features.

1. Other Useful Information2. Supported File Types

  • Uploading documents to a logbook record can be done using drag and drop
  • There are specific Supported file types that are allowed
  • In Learner App, some documents can be made visible to the Learner
  • With Online Enrolment, you can:
    • Include documents in online enrolment terms and conditions
    • Collect documents during online enrolment

The following file types can be uploaded as attachments to a task, file note or message. If there’s another file type you think we should allow, please log a support case to request it.

Permitted file types
  • Adobe PDF (.pdf)
  • Adobe PostScript (.ps)
  • Electronic Publication (.epub)
  • Microsoft Word (.doc/ .docx)
  • Microsoft PowerPoint (.ppt/.pps/.pptx)
  • Microsoft Excel (.xls/.xlsx)
  • OpenOffice Text Document (.odt, .sxw)
  • OpenOffice Presentation Document (.odp, .sxi)
  • OpenOffice Spreadsheet (.ods, .sxc)
  • All OpenDocument formats
  • Plain text (.txt)
  • Rich text format (.rtf)
  • Images (JPG,PNG,TIFF etc)
  • Videos (AVI,MKV,MOV,MP4)
  • Audio (MP3)
  • Zip archives (.zip)
  • Email (.eml, .msg)
  • Open XML Paper Specification (.xps)

Note

For performance reasons Wisenet LRM supports uploads of up to 5 files of up to 10 MB each.

You can automate your logbook entries with Learncycle.  In the Learncycle section of a Course Offer you can set activities for:

  • Creating Tasks
  • Generating uReport
  • Sending messages
  • Updating the System

Learn more on how to add a Learncycle Activity

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