Home > System Admin Role > Page Builder > Students > External Classes
External Classes
Page Location: Admin > Page Builder > Students > External Classes
The external class requests feature allows students and/or users (depending on the company process) to enter request external class into the system to track and report on as needed. External Classes also have the capability to be entered against an outstanding requirement or a credential if the class being taken is in fulfillment of training requirements.
User View:
- Student File > External Classes Page
Student/Manager View:
- My Record > External Classes
- Manager> External Classes
The summary grid gives some general information about the tabs on this page for the external class request feature.
Summary View
| Field |
Purpose |
| Company Selected |
This drop-down field is populated with Companies codes. The default on this field is the first company in the list and the list is ordered alphabetically. Select another company from the list as needed, the page refreshes and populates the tabs with the information that is particular for that company. |
| Main Instructions Tab |
This is the information that displays to the students when entering the external classes request. Typically this text box contains the information and policies for the student to use as needed when entering a request. |
| Request Instructions Tab |
This is the information that displays to the students when entering the external classes request. Typically this text box contains the instructions for the student to use as needed when entering a request. |
| Completed Instruction Tab |
This is the information that displays to the students when completing the external classes request. Typically this text box contains the instructions for the student to use as needed when entering a request. |
| Approvers Tab |
This tab is where the approvers or those who should be notified are entered so that when a student enters a external classes request, these people are either made aware of that or need to approve/decline the request. |
| Miscellaneous Tab |
This tab allows for user-defined fields as needed. If there is additional information needed to be captured and it is not currently in the default for this feature, here is where additional fields of information can be created and used in the process of requesting and/or recording the external classes. |
Main Instructions Tab
This tab is where the company policy, the function of this option and/or what the student can expect the process to be when requesting external classes.
Request Instructions Tab
This tab is where the instructions for the external class approval request are entered. When the student requests to take an external class, certain pieces of information are needed to be entered in order to create the record in the system along with other instructions as needed by the company.
Complete Instructions Tab
This tab is where the instructions for completed external classes are entered. Upon completion of the external class, the student enters a few key pieces of information to get credit for the class and that is done in accordance with other instructions as needed.
Approvers Tab
The summary view of both approver's table.
| Field |
Purpose |
 |
The pencil icon allows the user to edit the approval level. |
| Approvers |
The name of the user who is the approver/notification person for external class requests. |
| Order |
Indicates the order in which the approver will get his/her approval email and where they are in the chain. You can have approvers at the same order number. In setups like that, all persons at that number will be emailed and all persons at that level will need to approve the request before it can go to the next level. |
| Notify Only |
This field indicates if the person is a true approver or just someone who is getting a notification. 'YES' in this field marks the person as a person who only gets a notification email whereas 'NO' in this field marks the person as a true approver. |
 |
The X icon allows the user to remove the approver from this process. |
If a new approver needs to be added, click the Add new record link above the summary grid. If an approver needs to be edited, click the icon to access the details. Depending on where the approver is needed, enter the approver in the Request Approvers table (to approve the initial request to take an external class) or in the Complete Approvers table (to approve the class completion information and get credit for the class).
| Field |
Purpose |
| Approver |
If you are editing the approval level, this field will display as a 'Read Only' field. You can only change the details about the approval level but not the approver. If that needs to change, delete the approver and click the 'Add new record' to start over.
If you are adding an approval level, this drop-down list pulls all users in the system as well as a system role of either 'Manager' or 'Secondary Approver'. When the role is selected, the system looks to that student's record to see who was named as the 'Manager or 'Secondary Approver' to fill that approval level. |
| Order |
Indicates the order of the approval level. |
| Notification Only |
When checked, this approval level acts as a notification person only meaning that this person will receive a notification email at the point their order number comes up and will not be required to approve anything. When it is NOT checked, the approver is a true approve and the email sent requires action. |
Miscellaneous Tab
This tab is where you can enter user-defined fields as needed both for when the external class is being requested for approval as well as when the student is entering the information for completion.
| Field |
Purpose |
| Screen Name |
This is where and how you make a new field to track additional information. What you enter here is the name of the field as it will display in the feature. |
| Field Type |
This field determines the type of answer desired for the field. There are two (2) options:
(1) Text-Box - This allows for a short open text field looking for a one to two word answer.
(2) Drop-down - This allows for a drop-down selection looking for one of the options to be selected. **
** With the drop-down option selected, upon saving the page, an 'Edit Values' link become available next to the field. Here is where the options for the drop-down list are created and the information is listed below. |
| View when Adding |
This column determines if the miscellaneous field should be seen at the time the student is entering in the approval request. The options are:
(1) None - This does not display the field at all
(2) View Only - This displays the field as 'Read Only'
(3) Update - This displays the field with the ability to type something into it or select a drop-down option
|
| View when Completing |
This column determines if the miscellaneous field should be seen at the time the student is entering in the completed class information. The options are:
(1) None - This does not display the field at all
(2) View Only - This displays the field as 'Read Only'
(3) Update - This displays the field with the ability to type something into it or select a drop-down option
|
Edit Values Hyperlink
To create the drop down answer types, you click on the 'Edit Values' hyperlink and it takes you to a place to enter the codes needed.
Important Considerations: Cyber Train codes cannot contain certain symbols such as commas, quotes, periods, apostrophes or ampersands and the user will get an error message when trying to enter or import codes containing them. There are also certain character combinations that must be avoided because Cyber Train is programmed to strip them (even if they are in the middle of a code or description) as they can be used by others to reference potentially dangerous procedures or scripts that could cause harm to your Cyber Train system. These combinations include: SP_ or sp_ and XP_ or xp_. Also a double dash will be converted to a single dash. There are a few other combinations not listed here that could be stripped, but it is extremely unlikely that they would be used in codes or descriptions.
| Field |
Purpose |
| Company Selected |
This drop-down field is populated with Companies codes. The field defaults the company that you are you currently setting up. If another company is needed, click on the drop-down list to select another company. |
| Options |
This radio button determines how to populate the codes in the table after the 'Company Selected' field is determine.
'Use the code table below' option - allows the user to enter the codes specific to this company like the other code tables that are not company specific.
'Use another company's code table' option - updates the page to create a drop-down list that is populated with the 'Companies' code table allowing the user to borrow the codes built for another company to use in this list. Additionally, when this option is selected, the code table become 'Read Only' because you cannot add or delete codes from another company's list. If you want to make changes, you need to make changes to the other company's list and that will update this list of codes too. |
If the 'Option' field equals 'Use the code table below' then the User can click "Add new record" to start building the list and create a new code.
After clicking "Add new record." enter in the necessary information to create a new code.
| Field |
Purpose |
| Code |
This is the unique identifier for the drop-down option. This code is written in the raw data and is referenced to determine the description to show on the screen. If the code is removed from the Admin > Codes section, this value will still be in the Student File for reporting purposes unless the file is edited and saved after the code was deleted. |
| Description |
This is what is displayed on the screens and for students/users when in the system. |
Import Code Key: EC1, EC2... EC10
.csv file should contain Code & Description & Company Code. The fields must appear in this order and the last column must be the Company Code.
Inactivating Codes:
These codes cannot be inactivated.
NOTE: If a code cannot be inactivated, it is not recommended to delete the code as this could cause "holes" in your data. Instead, consider adding a "z" to the beginning of the Description field as this will move the code to the bottom of the list.
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