2024.12.19
Release notes were designed to give an overview of new, enhanced, & fixed items released to our customers.
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Release notes were designed to give an overview of new, enhanced, & fixed items released to our customers.
Last updated
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New items represent new features/functionality that have been added to ScholarRx applications.
The ability to manage groups has been added to the Stats & Analytics application. This move is the first of many to eventually deprecate the Qmax Management application and combine it with other applications in our product suite to streamline functionality for our institutional customers.
URL
https://faculty-portal.scholarrx.com
Roles
The following role is required to view & perform tasks on the ‘Group Management’ page.
Faculty
The ‘Faculty’ role provides access to the Stats & Analytics application where you can access the ‘Manage Groups’ page.
The new ‘Group Management’ page is being released as a ‘beta’ feature. Enabling beta features provides customers with a method to opt-in to newly developed features and provide us with insight and feedback before it is fully integrated into our app. When beta features are enabled, a restart of the application is required; however, should you decide to return to the original functionality, beta features can be disabled.
To enable beta features, perform the following steps.
Login to https://faculty-portal.scholarrx.com.
Click on the profile icon, then slide the ‘Beta Features’ toggle to the right.
The following ‘update required’ modal is displayed.
Click ‘Proceed’ to enable the beta features or click ‘Cancel’ to exit without enabling the beta features. Once the beta feature toggle has been enabled, the new ‘Manage Groups’ option is displayed in the menu on the left.
[Manage Groups page]
The following table describes the items on this page.
New Group button
When clicked, this button displays a ‘Create New Group’ modal so the user can create a new user-created group. User-created groups can be managed from the ‘Group Management’ page as well as the existing Qmax Management student or instructor pages.
Group type options include:
Student Group
Faculty (Instructor) Group
See the ‘Create New Group’ section for details.
Manage Users button
The ‘Manage Users’ button provides a method to assign or unassign users from groups.
Options include:
Unselect all
Unassign Users from Groups
Assign Users to Groups
/n selected
Displays the total number of selected users.
User-Created Groups section
This section displays groups (student and faculty) that were manually created by a user and can be modified from this page.
System-Generated Groups section
Whenever a student group is added to an existing license or created during the license creation process, a corresponding student group is also created and appears on both the ‘Manage Groups’ page and the Qmax Management -> ‘Manage Students’ page.
The ‘system-generated groups’ section shows all student groups (active or inactive on the ‘Manage Onboarding’ page) that were automatically created when the organization’s license was created. These groups are displayed as ‘read only’ and cannot be managed from this page. Instead, they must be managed from the ‘Manage Onboarding’ page by a user with the ‘Cohort Manager’ or ‘Contract Manager’ role(s).
🛑 Faculty (Instructor) groups are not automatically created during the license creation process. All faculty-related groups are user-created and appear under the 'User Created Groups' section.
Three-dot ellipses
The three-dot ellipses next to each of the user-created group names provides a method for you to manage the group.
Options include:
Rename Group (only when the group is not marked as ‘Read Only’.
Create Invite Link
Delete Group
Assign Users panel
There are multiple ways to assign users, which are covered in detail below, beneath the Assign/Unassign Users section.
Information in this panel consists of:
User name
Number of groups a user is assigned to. When clicked, the groups are displayed & can be clicked to reveal and expand the group and all its assigned users.
Search users option
Search for users by typing in their first or last name.
Filter option
The filter option provides a method to filter users by:
All Users. View a list of all student and faculty users assigned to your institution.
All Students. View a list of all students assigned to your institution.
Unassigned Students. View a list of all students assigned to your institution who are not assigned to a group.
All Instructors. View a list of all instructors assigned to your institution. Note: To be classified as an instructor you must be assigned the ‘Faculty’ role.
Unassigned Instructors. View a list of all instructors assigned to your institution who are not assigned to a group.
Note: Only one filter can be selected at a time.
Groups allow faculty to efficiently assign tests to student groups and share tests with other faculty in the Qmax Management application. Once created, groups are visible to other faculty members at the same organization.
Note: Student groups are automatically created in the Qmax Management application during the license creation process, but Faculty groups are not. Both faculty and student groups in the Qmax Management application will be shown on the new ‘Group Management’ page. Any new group added to either page will appear on both pages.
To create a new user-created group that can be managed from the Stats & Analytics -> ‘Manage Groups’ page, perform the following steps.
Click the ‘New Group’ button. The ‘Create New Group’ modal is displayed.
Click either the ‘Student Group’ or ‘Faculty Group’ radio button, depending on which type of group you are creating.
Enter a group name, up to sixty alpha-numeric characters. Special characters are also permitted.
Click the ‘Create Group’ button to save the group, or ‘Cancel’ to exit the modal without saving. The new group is saved and added to the list of user-created groups on that page, in alphabetical order.
[For illustration purposes]
There are multiple ways to assign or unassign users to/from a group. This section describes each of them.
Bulk Assign Users to a Group
To bulk assign users to a group, perform the following steps.
Select the desired users from the right-hand pane by clicking on the checkbox next to the name.
Note: When only students are selected, only the student groups are displayed when the ‘Manage Users’ button is clicked. When only instructors are selected, only the faculty groups are displayed when the ‘Assign Users’ button is clicked. When both students and instructors are selected, all groups are displayed.
Next, click the ‘Manage Users’ button. The following options are displayed.
Unselect all
Assign Users to Groups
Note: The ‘Unassign Users from Groups’ option is disabled. This is because a user could potentially be assigned to multiple groups, and this prevents a user from unintentionally removing them from all groups.
Click the ‘Assign Users to Groups’ option. A list of groups is displayed.
Click to enable the checkbox next to the desired group(s), then click the ‘Assign’ button to assign the selected users to the selected group(s) or click ‘Cancel’ to exit without assigning the users.
Note that only students were added to the student group, but the faculty member was not. This is by design because faculty members cannot belong to a student group and students cannot belong to a faculty group.
Assign Users with Drag & Drop
You can also assign users to groups by using the drag and drop function. Individual users can be assigned to a group, or you can select multiple users and assign them to a group.
If you select a mix of students and instructors and try to drag all the users into a student group, only the students will successfully be put into the group.
If you select a mix of students and instructors and try to drag all the users into an instructor group, only the instructors will successfully be put into the group.
To assign users to a group, perform the following steps.
From the ‘Assign Users (right-side) pane, click on the nine-dots next to the desired user(s) and drag & drop them into the expanded group or drag the selected users to a closed group and hover to expand it before dropping it. The group will flash orange and expand, then you can drop users into the group.
A confirmation message is displayed, and the selected user is assigned to the group.
Unassign Users with Drag & Drop
To unassign an individual user or multiple users from a group, perform the same steps.
Expand the group, then click the nine-dots next to the desired user(s) and drag and drop them into the right-side pane.
A ‘Confirm Unassign’ modal is displayed.
Click ‘Proceed’ to unassign the user(s) from the group or click ‘Cancel’ to exit without removing the user(s) from the group. A confirmation message is displayed.
This release introduces the ability to invite users to join a user group via an invite link. When clicked, the user is added to the user group. When students are added to a user group, they will receive any future-dated assignments or those with an active end-date.
🛑 Note: When a user is sent a user group invite link, but they are not a user in our system, they will go through the registration process, but they will not be added to the group. User Group invite links also do not add the user to an onboarding group or provision roles and/or subscriptions.
To create and send a user group invite link, perform the following steps.
Click on the three-dot ellipses next to the desired group, then click the ‘Create Invite Link’ option.
The ‘Share Link’ modal is displayed.
[Example of a Student group link]
[Example of a Faculty group link]
Click the ‘Copy Link’ button to copy the link and share it with the desired users.
When a ‘faculty’ group invitation link is shared with a user, they will only be able to onboard into the faculty group when the following criteria is met:
They have an existing profile
The ‘Faculty’ role is assigned to their profile
They are associated to the same organization as the user who created the invite link
When a ‘student’ group invitation link is shared with a user, they will only be able to onboard into the student group when they meet the following criteria:
They have an existing profile
They do not have the ‘Faculty’ role assigned to their profile
They are associated to the same organization as the user who created the invite link
When a user tries to join a group but does not meet all the requirements, the following message is displayed.
If a user tries to join a group that they are already assigned to, the following message is displayed.
When a user successfully joins a group, the following confirmation is displayed.
The user can be viewed in the group on both the ‘Manage Groups’ page in the Stats and Analytics application as well as in the corresponding group (student or instructor) page in the Qmax Management application.
[Stats and Analytics -> ‘Manage Groups’ page]
[Qmax Management -> ‘Manage Students’ page]
The ‘Manage Groups’ page provides a method to rename a user-created group. When a group is renamed from the Stats & Analytics -> ‘Manage Groups’ page, it is also updated in the Qmax Management application on the corresponding group (student or instructor) page.
Note: System-generated groups cannot be renamed.
To rename a group in the Stats & Analytics application on the ‘Manage Groups’ page, perform the following steps.
Click on the three-dot ellipses next to the desired group, then click the ‘Rename Group’ option.
The ‘Rename Group’ modal is displayed.
Enter the desired group name and click the ‘Save Changes’ button to save the changes or click ‘Cancel’ to exit without saving. The group name is updated, and a confirmation message is displayed.
[Qmax Management application -> ‘Manage Students’ page]
When user-created groups are no longer valid, you can delete them. Please note that when a group is deleted, users are not deleted. They will still be displayed in the right-side pane, and display in the Qmax Management application on the associated ‘Manage Students’ or ‘Manage Instructor’ page. Any prior tests assigned to the group will not be negatively impacted; however, you will no longer be able to filter reports by the deleted group name.
To delete a group, perform the following steps.
Click the three-dot ellipses next to the desired group. A menu of options is displayed.
Click the ‘Delete Group’ option. A ‘Confirm Delete’ modal is displayed.
Type the name of the group, or copy/paste the group name into the box and click the ‘Delete Group’ button.
⚠️ The ‘Delete Group’ button will not be enabled until the group name is entered into the box. This is intentional because once a group is deleted, it cannot be recovered.
A confirmation message is displayed at the bottom of the page & the group is no longer displayed on the ‘Stats & Analytics -> ‘Manage Groups’ page or the Qmax Management -> ‘Manage Students’ (or ‘Manage Instructors’) page.
[Stats & Analytics -> ‘Manage Students’ page]
Search Users
Search allows you to find specific users by returning the closest matches based on the text entered in the search field.
To perform a search, enter the desired search term. Search will find and highlight the closest matches.
The ‘Assign Users’ list may be filtered on any of the following options to help efficiently identify user types (student or instructors) & users who may not be assigned to a group.
Note: The default view is set to ‘All Users’.
All Users
When selected, all users (students and faculty) are displayed.
All Students
When selected, only students are displayed.
Unassigned Students
When selected, only students who are not currently assigned to any students group(s) are displayed.
All Instructors
When selected, only instructors (users who are assigned the ‘Faculty’ role) are displayed.
Unassigned Instructors
When selected, only instructors (users who are assigned the ‘Faculty’ role) who are not currently assigned to any instructor group(s) are displayed.
To filter the ‘Assign User’ list, perform the following steps.
From the ‘Manage Groups’ page, click on the filter option. The filter list is displayed.
Select the desired filter option (only one filter may be selected). The list of users is displayed, a confirmation message is displayed, & the user count is updated.
Student and Instructor groups can still be managed from the Qmax Management application from the ‘Manage Students’ or ‘Manage Instructor’ tabs. Any changes made to groups in Qmax Management are automatically updated in the 'Manage Groups' page of the Stats & Analytics application, if the group(s) exist, and vice versa.
🛑 Please note that this page will eventually be deprecated, and groups will be managed solely from the Stats & Analytics’ -> ‘Manage Groups’ page.
The ‘Manage Students’ page provides users with a method to assign/unassign users from a user-created student group. This functionality is not new to this release; however, it does impact the user-created groups on the new ‘Manage Groups’ page in the Stats & Analytics application.
Note: In the Qmax Management application, student groups labeled as ‘System-Generated’ may only be modified from the ‘Manage Onboarding’ page by users who have either the Cohort Manager or Contract Manager role(s).
To manage users in a student group, perform the following steps.
Login to the Qmax Management application: https://faculty-portal.scholarrx.com & click on the ‘Manage Students’ option. The ‘Students’ page is displayed.
Click the checkboxes next to the desired names, then click the group icon to display the list of user-created student groups.
The following table describes the options that may appear next to the group names.
Minus symbol
This symbol signifies that at least one of the selected users is already in one of the groups.
Check box symbol
Select this checkbox to add a user to a group, or leave it deselected to remove a user from the group.
Check mark symbol
This symbol signifies that the group has been selected and any selected users will be added to it.
The ‘Manage Instructors’ page provides users with a method to create a new instructor group, or assign/unassign users from an existing instructor group.
Note: As a reminder, when a ‘Faculty’ group is created through the licensing process, a corresponding ‘Instructor’ group is not created by default.
To manage users in an instructor group, perform the following steps.
Click on the ‘Manage Instructors’ option. The ‘Instructors’ page is displayed.
Click the checkboxes next to the desired names, then click the group icon to display the list of instructor groups.
The following table describes the options that may appear next to the group names.
Item
Description
Minus symbol
This symbol signifies that at least one of the selected users is already in one of the groups.
Check box symbol
Select this checkbox to add a user to a group, or leave it deselected to remove a user from the group.
Check mark symbol
This symbol signifies that the group has been selected, and any selected users will be added to it.
A user-created student or instructor group can still manually be created in the Qmax Management application. While this functionality is not new, it does have an impact on the new ‘Group Management’ page because the group is added to this page as well.
🛑 New user-created student and instructor groups added in the Qmax Management application only synchronize to the ‘Manage Groups’ page. They do not synchronize to the ‘Manage Onboarding’ page.
To add a new group, perform the following steps.
Click either the ‘Students’ or ‘Instructors’ tab, depending on the type of group you would like to create.
Click the ‘Create Group’ icon.
The ‘Create Group’ modal is displayed.
Enter a name and click the ‘Create’ button to save the new group or click ‘Cancel’ to exit without saving the group. The new group is displayed in the group list.
[Stats & Analytics -> ‘Manage Groups’ page]
When a group is renamed in the Qmax Management application, it is automatically renamed on the new ‘Group Management’ page. While this functionality is not new in the Qmax Management application, it does have an impact on the new ‘Group Management’ page.
Note: When a group is renamed from the new ‘Group Management’ page, it is also updated on the associated ‘Manage Students’ or ‘Manage Instructors’ page.
To rename a group, perform the following steps.
Go to either the ‘Students’ or ‘Instructors’ tab.
Click the pencil icon next to the desired group.
The group name field becomes enabled.
Modify the group name and click the check mark to save it or click the ‘X’ to exit without saving the new name.
The new group name is saved & displays in the Groups section.
The group name is also updated on the new ‘Manage Group’ page in the Stats & Analytics application.
Groups can also be deleted from the Qmax Management application. While this functionality is not new, it does have an impact on the new ‘Manage Groups’ page. When a group (student or instructor) group is deleted, it is also deleted from the ‘Manage Groups’ page.
To delete a group, perform the following steps.
Go to either the ‘Students’ or ‘Instructors’ tab.
Click the trash can icon next to the desired group. A ‘Delete Group’ modal is displayed.
Click ‘Yes’ to proceed with deleting the group or click ‘No’ to exit without saving the new group name.
🛑 When a group is deleted from the Qmax Management application, it is also deleted from the new ‘Manage Groups’ page. When a group is deleted, it cannot be recovered.
