Introducing 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.
Get an insight on how File Notes can be used
| Wisenet Section | Examples |
|---|---|
| Course | Course Validation and Moderation reports Meeting minutes Academic review notes Long-form Entry Requirement specifications |
| Unit | Unit Validation and Moderation reports Meeting minutes Academic review notes |
| Course Offer | Master copies of courseware and assessments for this version Course offer booklist / reading list Course Overview Introducing your trainers Course Offer Welcome Survey response collation or summary |
| Unit Offer | Master copies of courseware and assessments for this version Survey response collation or summary |
| Learner | Key Documents - can instead be added as Tasks if they require action. Scan of: - Driver's Licence - Visa - Passport Diary note about the Learner |
| Course Enrolment | Web link to digital portfolio Key Documents - can instead be added as Tasks if they require action. Copy of supplied Statement of Attainment for Credit Transfer purposes Diary note about the Learner |
| Unit Enrolment Note: Can be accessed via the Action Dropdown in the Unit Enrolment grid/table | Key Documents - can instead be added as Tasks if they require action. Copy of assessment cover sheet Diary note about the Learner |
| Staff | Key Documents - can instead be added as Tasks if they require action. - Copy of CV - Copy of qualifications Diary note about the Staff Member |
| Workplace | Key Documents - can instead be added as Tasks if they require action. - Workplace Agreement - Workplace Contract - Other correspondence Diary notes and phone conversations with the Workplace |
| Agents | Key Documents - Agent Contract - Company MOU - Copy of Registration paperwork |
How to View File Notes
NOTE:
File Notes can be viewed in all main sections of Wisenet under the Logbook feature.
However, depending on your security role (User access level), 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
Specific to individual roles, see how to view File Notes below:
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
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: This will only work if Trainer View Logbook is also switched on
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
How to Add a File Note
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.
Learn More? How to Add a File Note