VTDocs Overview

VTDocs is a web portal product that allows you to store your documents in VETtrak and access them from anywhere, at any time, from within your internet browser. You can store documents against virtually any of your VETtrak records, making your important documents easy to find and manage.

VTDocs is completely responsive, allowing you to upload from a mobile device, a tablet, a laptop or a desktop PC. These same documents can also be made available for download in the Student and Trainer Portals, allowing you to distribute documents to staff and students easily.

To access VTDocs, you will have a unique URL provided to your company once it has been set up that can be accessed via your browser of choice on either a desktop computer or a mobile device.

For a video demonstrating how to use VTDocs, please see here.

VTDocs User Interface

  1. Search Option 
    • Allows the user to select what particular VETtrak dataset they wish to manage. Options include Clients, Staff, Employers, Occurrences, Qualifications, Units and Tasks.

  2. Search Query 
    • Enter your query to retrieve the expected results - For example, when searching within the Clients option you could make use of a clients Given Name, Surname or VETtrak Client Code.
    • For a comprehensive list of all the search fields accepted by the VTDocs Portal, please see our full list available here.
    • You can change the sorting of your results by using the  button beside the search field.
    • This button is available throughout the VTDocs Portal wherever you will return a list of results. 
  3. Search Results 
    • The list of Records that have been returned from your query.
    • The record you have currently selected will be highlighted Red. Inactive records are displayed faded out, but are still available to view.
  4. Search Result Heading 
    • The selected Record you are currently exploring will be displayed above the Records List.
  5. Records List 
    • A list of relevant VETtrak records that are associated with your current selection. The list of records in this area can differ depending on the search criteria chosen, differing between Clients, Staff, Employers, Occurrences, Qualifications, Units and Tasks.
    • As we have currently have a Client selected, it is showing a range of Client Related records, such as Attributes attached to the Client, Awards, Enrolments and more.
    • If a record within this window has a range of subordinate records available to it - For example, and Enrolment can have a number of Units attached to it - You can Click on the record to have it expand, displaying the subordinate records you can view and interact with.

    • In this example, we can see the Enrolments heading has been expanded for the client, to reveal an Enrolment.
      Within this Enrolment, there are a number of linked subordinate records that are available, including:
      • Awards
      •  Enrolled Units
      •  Enrolment Tasks
      •  Events
      •  Placements
    • The icon to the right hand side of each record will dictate if the heading has additional records (subordinates) to list beneath it, with a number dictating how many:

      This icon can also change to dictate the number of files may be attached to a particular record:
  6. Selected Record Heading
    • This area displays the current Record selection you have made from the Records List
  7. Include Subordinates 
    • The Include Subordinates option will toggle the ability to show all files below the currently selected record, including files that are attached to subordinate records linked to the selected heading. For example, You can view all files linked to the Units, Award, etc within an Enrolment in a single list by turning on this option.
    • With Include Subordinates turned off, it will only show files directly linked to the selected record.
  8. File Upload Button
    Pressing this button will prompt the attachment of a new file to the selected record - allowing the following window to appear

    • The window will display what record you are uploading your file against ("You are upload these files against Bobson, James 'Jim' (00007)")
    • Select Upload Type to determine whether you are uploading a file to attach to the record, or entering a web link.

      The window will change it's layout accordingly if Web Link is chosen, providing an option to enter Web Link as text. Any text can be entered in this field, however it is strongly recommended you use it only for valid URLs.

    • Click Select File to prompt a browse window to select a file from your computer to upload against the select record.

    • Choose a File Type to associate with your file. A number of file types are available as a standard - though you can choose to add more within the Configuration Manager of VETtrak itself.
    • A Name will be generated based on the File selected, however you can choose to enter a unique name if required.
    • The Description field serves as an area to add additional details regarding the file - Such as specific relevant details, or version control.
    • The [+] Add Another File button allows you to select additional files, to upload many files against an record at once.

      Combined file size cannot be larger than 1024Mb

  9. File List

    • The File List will display all files that are attached to the record currently selected. If Include subordinates is ticked, it will display all files that are attached to the selected record, and all files attached to any subordinate records associated with the currently selected record.
      Clicking a File heading in this list will expand it to display additional information including:

      • File Name

      • File Type

      • Uploaded against (displaying the record the file was attached to)

      • Uploaded by (showing the User who uploaded the record)

      • Description

    • It will also provide options to both Edit Details regarding the file or to Delete the file

    • To Download a file from this list, simply press the  button to prompt the download.
    • If the file is an Web Link, you can press the  to proceed to the URL. This button will only be visible if the Web Link is a valid URL.
    • If the Web Link is a Youtube Video, expanding the File heading will provide an option to watch the video.

      Files attached in this way can be configured to be viewed within the VETtrak Student Portal, as well as the VETtrak Trainer Portal as Distributed Files.

      For a video demonstrating how to create Distributed Files within VTDocs, please see here.

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