Process: Distributing Document Resources From VETtrak To Students

VETtrak has the capacity to share document resources to students and trainers across the range of its products and features.

Making use of distributed documents allows you to create and manage resources that are immediately available to your students once they are enrolled, by accessing their enrolment details within the VETtrak Portal Products. This can include workbooks, links to external resources - whatever suits your needs!

To do this you will need the document management features of VETtrak set up. 

• Document Management within VETtrak
• Setting Up A Document Database

This article will cover an ideal use of this process - to attach documents to a particular enrolment data entity so your enrolled students can gain immediate access to them.

Attaching Documents for Student Access

You can attach a document to many different enrolment-specific data entities, such as the Qualifications, Units and Tasks. 

In this example with will be attaching a document to a Qualification ready for student enrolments.

By attaching a document to the Qualification, any Student that is then enrolled into that Qualification will inherit access to the Distributed Documents attached to it.

Within the Qualification Manager, select a Qualification. This will highlight a panel in the bottom right-hand side, known as the Selected item information area:

Within this window, existing documents that have been linked the data will be displayed.

You can then choose to add a document via the Add button:

Pressing Add will display the following Wizard, where you can configure your Document(s),

In here, you can set up the following details:

• Link Style determines how the file will be referenced to the data - selecting Doc Db means it will be stored in the Document Database, ready for use!
• File Type is a way to categorise the purpose of this upload. Specific Files Types are required for a file to appear in the VETtrak Portal products, including:
  • Trainer Upload
  • Student Upload
  • Training Plan
• File Location indicates the original location of the document.
• Name will default to the name of the file - but can be amended if you wish!
• Description is an area to add some additional clarifying details regarding the document should you require.

Press Finish - and the file will now be stored! 

Accessing Files in the Student Portal

Once your student has signed into the Student Portal, they can access any distributed files saved against their learning items.

From the main dashboard, your student will want to press the Courses heading to see their enrolments:

Then press the More option under the specific enrolment:

This will display all of the details for their course.

And, if they select the tab option titled Documents for their selected course, they can then then see the available documents for this course - including the one we have just configured:

This Documents area is a quick-view method of seeing any available distributed documents (and targeted documents) for the student. A student can also click a specific item to view documents specifically linked to that particular learning item - for example, when viewing a Unit within the enrolment:

You will then be able to access any Targeted documents or Distributed documents for this Unit:

Your student is then free to interact with this document as they see fit, including:

• Downloading the document for their own reference
• Viewing information online (if the document is hosted, or a URL to a website)
• Amending the downloaded document and uploading back to either their trainer or your VETtrak admin staff