About the Persistent Module

The Persistent Module was designed to track a lot of people but collect fewer data points per person (as compared to the Performance Module). This module type is considered “persistent” so it does not contain any Instances. (The Persistent Module can also be used for people in between Instances, as a kind of “holding tank” or a “staging area”).

 

In a Persistent module, people are essentially organized into:

 

Viewing People

The People page lists everyone in the Module, and allows some changes to be made to data about each person, such as editing a person’s name or email, or changing Category or Status assignments. The way people are displayed here functions in similar fashion to the people page at the Instance level, though the input form can be customized to your organization’s needs.

 

Filter and sort the list and customize the display:

  • Use the Filter by unit dropdown (top left) … Units are an optional method for organizing people, in addition to categories.
    • Units have no start or end date.
    • People can be in one or more units, or unassigned.
  • Use the Filter by category dropdown (top left) … Categories are designed to organize and filter people (not unlike Instances).
    • Categories have a start and end date, and can be active or inactive.
    • People can be in a single category or they can be unassigned (uncategorized).
  • Use the Filter by status dropdown (top left)
  • Use the Advanced Filter dialog to more finely pare the list down. Expand each section to search in one or more fields as needed.
  • Use the Show drop down to filter by ‘My Watchlist’, ‘Archived People’ or ‘Inactive People’.
  • Arrange and resize columns (drag and drop).
  • Use the Column Chooser icon at the top of the table to choose which columns to see.
  • Use the Toggle grouping panel icon, and then drag and drop one or more column headers to group people in the list.

 

 

 

Actions Available

Once the list is filtered as desired, each person’s row includes an arrow to expand and view more detail, and a checkbox to select one or more people for bulk operations. Once at least one person has been selected, several actions are available.

 

Click the arrow next to a person to see more information and options:

  • Details … This is the input form. Add/edit as needed, and click Save.
  • Status History … Displays a running history of status changes, including date/time, status, tags and notes.
  • Activities … An instructor or administrator can set up Activity Types and make them available for use on this tab. You can add an Activity, which is simply a date-based approach to record data on the selected person.
    • You can filter the list of existing activities by using the drop down of Activity Types (“Showing:”) and search by typing in the field.
    • You can click Add New Activity, then select a Type, enter a Title, enter Notes (optional), select a start date, select an end date (optional). You can also attach a file to the activity if desired.
    • Click Add Activity to save.
  • Notes … Type your note and click ‘Add Note’, and it will be added to the General type. You can create a Note type by clicking the dropdown above the text box and click ‘Add new note type’; or select another type if available. You can also filter and search notes.
  • Attachments … An instructor or administrator may wish to upload (or “attach”) a file to a person’s Profile, and optionally make it available for others. Attachments are not automatically included in reports or evaluations of a person, but can provide a method to store/share additional information or supplemental performance data about a person in the system.
    • Acceptable file types: Text (.csv, .txt), Documents (.xls, .doc, .pdf, .ppt), Images (.jpg, .png, .gif)
    • You will be prompted to select an existing Attachment Type, or create a new one. If you create a new one:
      • Select one or more Roles that can manage (view, add, delete) this new Attachment Type
      • (Optional) Select one or more Roles that can only view this new Attachment Type
    • (Optional) You can add notes for internal reference about this specific attachment. These notes are displayed in the attachment list when clicking the blue “More” link.
    • Click “Add Attachment”.
    • Attached files are grouped into Attachment Types, which then are used to determine visibility for other users.
    • To upload an attachment, either click on, or drag and drop a file in, the box with the blue “+ Upload a new attachment” in it:

 

You can also select more than one person at a time, use the I want to drop down to take the following actions:

    • Assign Unit… to assign, unassign or change units.
    • Assign Category … to assign, unassign or change categories.
    • Apply formatting rule … apply or clear formatting rules.
    • Change status … change status, add status tag(s), and/or a status note.
    • Add to Watchlist
    • Remove from Watchlist
    • Clear selections
    • Delete selected … To permanently delete the selected person(s). You will be prompted to confirm.
    • Archive selected … Keeps their data searchable in the system for a period of 6 months. After that time it’ll be moved to another location (but not permanently removed). You will be prompted to confirm.

 

 

 

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Version(s): GideonSoft 2022 Release 1 and later