TABLE OF CONTENTS
- VETtrak Desktop 24.3.2.0
- VETtrak Desktop 24.3.1.0
- VETtrak Desktop 24.3.0.0
- Public API
- VTDocs Portal
- Progress Portal
- Student Portal
- Trainer Portal
- VETenrol
VETtrak Desktop 24.3.2.0
Version released August 9, 2024.
Enhancements
- Client importer: When importing employment records, in the client importer, if a record is imported with a termination date in the past, both the primary flag and the active flag are turned off - regardless of any value for these fields in the import file. Similarly, if the active flag is off, the primary flag will be forced off.
- QVault Certificate revoking. It is now possible to continue revoking a QVault certificate when an error occurs and proceed to re-issue the certificate.
Bug fixes
- Generate Scheduled Invoices wizard: An issue where sometimes a debtor would be listed more than once has been fixed. Note that no duplicate invoices would be created, even when this issue occurred.
- Display issue: Fix truncated labels in Email Preferences.
VETtrak Desktop 24.3.1.0
Version released July 22, 2024.
Bug fixes
- Email invoice: An issue emailing invoices has been resolved.
VETtrak Desktop 24.3.0.0
Version released Jul 15, 2024.
We are pleased to deliver our VETtrak 24.3 update and hope that there will be something in it for most users.
The first thing to note
Email enhancements
The main area of focus for this release has been around implementing improvements to email functionality and several changes have been implemented in this area. A summary of these changes is detailed below.
The main change has been implement the ability to include related entities as either a To recipient, CC or BCC recipients within the same email message. This means that there is a consolidation of the email messages sent, which will help improve performance, and also provide better context for people receiving the message. Previously, any included recipients received their own separate email message as a To recipient (unless manually added). For users who have a specific use case for the old option, this is still available, but it is important to understand that this is no longer the default behaviour.
We have also added the ability to include merge fields into the subject line of an email and to configure default recipient types and implemented some improvements in the way messages are shown in tree views or the Mail register.
Default recipient types
The first change we have implemented is to allow users to configure default recipients types that can be applied to a mail context. From VETtrak global preferences -> Email preferences we have added a new Email context panel to allow configuration of Default recipient types:
For each mail context, the user has the ability to define how the default recipients will be applied when creating an email message, for both template and manual messages.
The dropdown list, under the Default recipient types column displays which recipients have been configured and what their default recipient type is.
By default, VETtrak will only configure the main default recipient (either the target Client or Employer record), but any combination of recipients can be configured. There are also options to Restore defaults, either per context or for all contexts.
The edit option will pop out a list that can be used to configure individual recipients.
To include a Recipient type in the default recipient list for a mail context, tick the Use checkbox next to the recipient type. Use the Send opt list to define if this recipient will be included as a To, CC, or BCC recipient.
Some recipients types that can have multiple configurable recipient options like Relationships, Enrolment and Class staff types, can also be separately configured. Note selecting the header type, eg Relationships, will not default all relationship, you need to choose the individual sub recipient types to have them included by default.
Mail Templates
To support the new Merge fields in the subject line functionality, the email template wizard has been updated to allow users to add merge fields:
Merge fields can be added to the Subject or main email body, either by typing manually, using drag and drop to include a merge field, or double clicking on a merge field to include that field wherever the cursor is at within the body of either of these fields.
Email wizard
The email template wizard has been updated to include the new features and there are some changes in behaviour compared to previous versions.
New fields have been added to help manage the email setup process.
Firstly the Recipient types panel has been updated to allow a Send option to be configured for each different recipient type. By default, Recipient types will be inherited from the configured global preferences and can be changed to suit requirements per email message here. Tip - to get the right Send opt into the Recipients grid, select the Send opt before selecting Use.
The Recipients list now has Grp (Group) and Send opt (Send option) fields.
Send option allows the user to implement individual recipient overrides. So for example if you wanted one of the recipient's to be a BCC instead of a CC for a single message, that could be accomplished by editing the Send opt for that recipient. VETtrak will enforce the rule that there must be at least one To recipient for each message.
The group field indicates how a message and its recipients will be grouped for sending. All recipients with the same group number will be included on the same single message. The number can be edited manually (if required) so if you needed to split an email into two separate messages, that is also possible. Records that have had a Group manually adjusted will be denoted with an Asterix. Exercise caution when assigning a number manually, it is possible to assign a number to a recipient that would mean they are included in an existing email with potentially unrelated recipients, although when using a Mail Template VETtrak will not allow the user to do this to reduce the possibility of exposing data unintentionally.
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There is also a Group by field. This can be used to change how the email messages are to be divided up when sending. There are three options:
- Group by Each top-level recipient (Default) - each top-level recipient will be assigned a unique email group. Each of the related recipients will be assigned to the same email group as the top level recipient. Generally this will be the student or employer record that is the focus of the email entity, so for enrolments, the student will be the top-level recipient, and for Employer enrolments, the employer will be the top-level recipient.
- Group by Each `TO` recipient - each top-level recipient will be assigned a unique email group. Each of the related recipients will be assigned the same group as the top level, unless their Send opt is TO, in which case a new unique Group. This option best matches the current behaviour where all recipients receive their own messages.
- All recipients (non template emails only) - this will send one email that will include all recipients in a single email. You can still use the Group numbers to split into two or more emails.
Compared to previous versions, a Recipient may receive multiple messages if they are related to more than one recipient, but they will be included in the same message as the other related recipients, as opposed to receiving their own message as a To recipient previously.
CC and BCC fields continue to be available for including ad-hoc recipients, either manually or from the VETtrak client list.
Viewing email history
Email history records have been enhanced. All recipients will now be recorded as receiving a copy of the email in the mail logs.
There is a new node in the Client and Employer managers to view Email sent about a student or Email sent about an employer, so even if the student or employer were not included as recipients, but were the related record of an email, those records will be displayed under that node.
We have also added a new sub node when viewing email history, that can be expanded to see all of the recipients on an email message, with the focus record being shown in bold:
The view email screen, accessible from the mail logs has also been updated to show all client records that were included in the message:
The Sent email register has also been updated to include all recipients for each sent message.
Importers
We have continued to develop our importer functionality and in this release Importer logic has more enhancements..
Multiple field lookup
Multiple field lookup enables VETtrak to be able to match data on more than the one field. For example, when importing a class, it is now possible to lookup an occurrence based on its programme name and its start date.
The occurrence importer has been enhanced to now support state based AVETMISS fields. The import data is now complemented by the state from the occurrence's location to identity a record.
The state based AVETMISS fields supported are:
- Fee Exemption
- Funding source
- Purchasing contract
- Study reason
Client relationships
New rules have been added to the Importer to allow validation of client relationships when using the client importer.
Agents
We have implemented some improvements in some areas of Agent Commissions.
Grid Export - Flat Excel File. A new 'Export to Flat Excel (XLSX)...' option has been added to the grid export menu allowing grids with nested tables to be exported to a flat Excel file with a single header row instead of nested tables.
Generate agent commission invoice. A new menu item `Generate agent commission invoice...` has been added to invoices that qualify for agent commission.
Data Insights
- Occurrence Change staff Action. Added `Change staff` bulk action to the Occurrence context in Data Insights.
- Occurrence LMS Integration. Added Occurrence LMS Integrations relation to the Occurrence context in Data Insights.
UI Uplift
- VETtrak Font: The main font in VETtrak has been updated from Tahoma to Segoe UI.
- VETtrak feature guide - Help guide. A new feature guide has been added to highlight the help tools available within VETtrak. This help guide will automatically launch for new users upon their first login.
Enrolment pricing calculations
- Bulk remove enrolment pricing options. Two new options have been added to the `Calc` enrolment pricing button in the enrolment wizard and Data Insights update enrolment pricing action to help remove pricing items. The first option will remove all pricing items that have not been invoiced and are not scheduled for invoicing. The second option will remove all pricing items that have not been invoiced, including those that have been scheduled.Enrolment wizard pricing pageData Insights - Enrolment recalculate pricing action
Other Changes
- Grid export: Now when exporting grids, button-only columns are no longer included, for example when exporting the Invoice Register.
- LMS integrations - Result comment. The Moodle, aNewSpring, and Canvas LMS integrations now append a comment to units and tasks that are resulted by the integrations.
- Generate scheduled invoices - Status filter. An enrolment/contract status filter has been added to the generate scheduled invoices wizard. This can be used in conjunction with the existing filters.
- Security: We have added a Groups related security entity to the Trainer Portal roles (enabled by default).
- Missing borders. An issue where borders were missing from some forms has been fixed.
- Added new NSW fee waiver codes:NFF Jul to Dec 2024 - General
NFF Jul to Dec 2024 - NSW Veterans
NFF Jul to Dec 2024 - NSW Veterans - Recognised Partners - NSW enrolment - Fee or waiver code: We have resolved an issue that could cause the fee or waiver code to clear itself has been fixed.
- Performance improvements. Improvements have been made to speed up some VETtrak processes by adding new database indexes.
- Enrolment filenotes. An issue incorrectly storing filenotes for an enrolment has been fixed when adding filenotes to an enrolment under a qualification.
- Accounts payable invoice - Delete payment. An issue that caused duplicate items to show under an accounts payable invoice after deleting a payment has been fixed.
- Self service reports - Add report. An issue causing an invalid item to appear in the reports tree after saving a new report has been fixed.
- Merge client - Messages. An issue merging clients with messages has been resolved.
- Sales contact email. Updated sales contact email to "sales@vettrak.io"
Public API
Public API 24.3.0.0
Compatibility release for VETtrak 24.3.0.0
Version released Jul 15, 2024.
- Bug fixes
- SMS functions: We have resolved an issue that would cause SMS functions to fail with a server certificate error message.
VTDocs Portal
VTDocs Portal 24.3.0.0
Compatibility release for VETtrak 24.3.0.0
Version released Jul 15, 2024.
Progress Portal
Progress Portal 24.3.0.1
Version released Aug 02, 2024.
- Bug fixes
- Client attachments: Viewing attachments attached to the client entity.
Progress Portal 24.3.0.0
Compatibility release for VETtrak 24.3.0.0
Version released Jul 15, 2024.
Student Portal
Student Portal 24.3.0.0
Compatibility release for VETtrak 24.3.0.0
Version released Jul 15, 2024 .
Enhancements
File upload modal: Increased the modal size to 80% of the available window.
Trainer Portal
Trainer Portal 24.3.0.1
Version released Aug 02, 2024.
- Bug fixes
- Sending HTML email: Some HTML emails are not being sent as an error occurred in providing a raw text email view.
Trainer Portal 24.3.0.0
Compatibility release for VETtrak 24.3.0.0
Version released Jul 15, 2024.
- Enhancements
- Groups: Added the ability to email, sms and message VETtrak Groups via a new navigation menu. See https://help-vettrak.readytech.io/en/support/solutions/articles/51000418623
- Email template: Email subject line now allows templated fields. Note: the template needs updating in VETtrak.
- Email editor: Updated component editor to latest release.
- Dashboard: Class widget settings now allows user to set the class list to show classes for the current week.
VETenrol
VETenrol 24.3.0.3
Version released Sep 03, 2024.
- Enhancements
- Minimum Age: We have added a new preference in the Default Registration Steps to specify the minimum age of a student registering for a course (Minimum 5 years). If nothing is specified the default will continue yo be 10 years of age.
VETenrol 24.3.0.2
Version released Aug 06, 2024.
- Bug fixes
- Study reason: We have resolved an issue where the Study Reason was not being passed to VETtrak in some circumstances.
- Course List on Parent Workflow: We have resolved an issue where the course list would show all courses on the Thank You page of the Parent Workflow, rather than just the course being registered to.
VETenrol 24.3.0.1
Version released Aug 01, 2024.
- Enhancements
- Centrelink Allowances: We have converted the Centrelink allowance list into a site admin configurable list.
- Bug fixes
- Schedule display: We resolved an alignment issue that resulted when the "Hide Costs" setting was enabled.
VETenrol 24.3.0.0
Version released Jul 15, 2024.
Enhancements
Create Registration from Enquiry: A new workflow has been added and Registrations can now be created as a "Save For Later" registration directly from an enquiry. On implementing an email is sent to the student for them to complete the registration.
Exclude client from marketing email: An option to Collect exclusion from marketing has been added to he confirmation step. When enabled, this will flow through to the corresponding field in VETtrak, and applies to the Standard, Rapid and Data Completion workflows.
International Dial Codes: Addition of settings for both standard and rapid registrations to be able to collect Country Code to allow international dialing.
USI lookup: We have added a new preference that can be set to allow students to consent to a USI look up instead of supplying their USI.
Improved validation: We have added extra validation to ensure that dates on less commonly used fields like Visa expiry, Centrelink expiry dates etc
Staff alert:The *EMAILADDRESS* placeholder can now be used in the Staff Member Alert notification for the student's email address.
Search page: The Search page has been updated to include the inactive programme enquiry form (if set via Admin), updated modal popups for improved mobile friendliness and various minor tweaks to improve branding and styling support.
Social media links: Support for social media links has been added to the Accounts page of the VETenrol Admin. There are 5 supported types, and only one entry for each is permitted. If utilised, your link(s) will be added to your VETenrol contact information, each represented by an appropriate icon for the type. Social media icons will be black by default, if this does not suit your existing branding, please advise Support and suitable changes can be applied to the styling for your account free of charge. Please note: Social media links will not be shown if set for Clients utilising a customised address or a Custom Footer for which the standard contact information has been hidden, so as not to override these customisations.
Identity step: The additional identity requirements for students under 20 (Drivers licence, Proof of age etc) has now been reinstated for Queensland based registrations.
Returning participant: We have a new display panel, that can be edited in Admin, to allow users to provide custom instructions for the returning participant step.
Custom forms email alert: Alert notifications for Custom Forms can now be customised from the Email Alerts configuration page in the Admin.
Enquiry form: The Enquiry form, Date of Birth setting now also applies to the inactive programme enquiry form.
AVETMISS Step - Commencing Cohort Identifier: The Commencing Cohort Identifier can be hidden for all registrations.
Update terminology: Newstart allowance label has been changed to Jobseeker payment. Note that this change will affect the labelling for old registrations displayed in the Admin too.
Security: Some key components used within the application have been updated to the latest versions to ensure known vulnerabilities have been addressed.
Pay Now: We have removed the Course List that could appear on the Pay Now page to avoid causing any confusion for students returning to complete a payment.
Registration Confirmation heading: A new setting, Registration Confirmation Heading has been added as an option for customising that from the Text & labels tab of the Standard Settings.
Bug fixes
Vic Cohort Identifier: Resolved an issue where the Vic Cohort Identifier was not being pushed to VETtrak for admin-type changes like change occurrence and recreate web enrolment.
Course enquiry widget programme id: We have resolved an issue where the progID parameter in the Course Enquiry Widget url was being ignored.
Hide Qualification Code for Headings: The setting labelled "Hide Qualification Code for Headings" situated in the Occurrence Details section of the Standard Settings for Admin, actually relates to the Programme Code in VETtrak and has been moved to the programme section.
Display issues: We have implemented improvements for displaying the standard registration process for devices approx. 580px to 620px wide.
Price exclusions: We have resolved an issue in the Admin editing Price Exclusions that resulted in creating a new one instead of changing the existing record.
Data Completion Settings: We addressed an issue in the Admin where some Data Completion settings where some settings were being shown as editable, when they should not have been.
Searching for employers with an & in the name: We have resolved an issue that prevented searching for employer names containing an & in their name.
VETenrol Registration ID- Resolved an issue where the VETenrol Registration ID was not being pushed to VETtrak when the AVETMISS step was excluded.