View and Tracking Requests (Managing Requests)

After reading this article you will be able to... 

• View Requests
  • Summary of Requests
  • Viewing and Editing Requests
  • Revoking a slot request
  • Messaging to Sites
• Data Tools
  • Searching and Filtering
  • Sorting Columns
• Configure Columns 
  • Pagination
• Exporting Data

Viewing and Tracking All the Requests

Click on the icon from the left hand menu. You can click on the icon to expand the menu.

Summary of Requests

On the View and Track Availabilities screen you will see a list view of all the Availabilities you have requested and their current status.

This the columns on the page include:

• Site Name
• Request ID: a unique identifier for assigned by Exxat One to each request
• Requested by: who at your program initiated the request
• Experience Type: Group or Individual
• Location Name: Including Department and Unit were applicable.
• Shift
• Days of the Week
• Discipline and Specialization
• Requested Duration: Start and End Dates requested by the school, these may not be the same as those offered by the site.
• Date of Request
• Confirmed slots: the number of confirmed slots.
• Request Pending Days:
• Status.

Please see below Using Search and Filters  and Sorting for more about organizing your requests.

Editing Slot Requests

Quick guide to editing slots requests, which will be explained in depth below

• Click on the pencil icon.
• Edit the slot Request Details.
• Click the Update Slot Details button.

1. To edit slot requests if they are in Request Pending or Review in Progress status. Click  the pencil icon next in the action column to edit, if the request is in Approved or Declined status, the pencil icon will be replaced by a document icon , signifying that the request can only be viewed, not edited:

2.  A detailed view of the availability and the corresponding slot request will be revealed in a drawer providing this information:
   • Availability Name.
   • Associated discipline/specializations.
   • Location Name.
   • Units.
   • Date Range.
   • Shifts Due Date.
   • Program.
   • Student year.
   • Experience Type.
   • Onboarding requirements.

3.  Review and edit the number of slots requested and the student details provided for the availability within the "Request Details" section. This section also displays all the request fields completed during the initial request submission.
   • Requested By – Name of the person who submitted the request.
   • Requested On" – Date and time when the request was created.

   • Request ID” – Unique ID associated with the slot request.

     

4. Click to add or edit the name and email of the Clinical Instructor/Preceptor.

   

5. Add or edit Rotation and Course Details. Click in the box to select from rotations and courses. 

★ Please Note: If you are and Exxat Prism User rotation and course information are ported from your Prism account.

6. If you are not a Exxat Prism client or the correct rotation and course are not listed click on the Add New button to add the information. 

   

7. On the Add New Screen enter the Rotation and Course information on the screen and click Add Now.

   

8. If you used the Add New Text boxes to add Rotation and Course information and need to edit or delete that information click on the pencil icon to edit and the trash icon to delete on the right of the fields.

   

9. Click in the box and use the calendar to update requested placement start and end dates.

   

   Please note: Schools may occasionally select dates that fall fully or partially outside those of the  Site’s defined availability. In such cases, an informational  alert message "The requested dates are outside the site’s availability range. The site may not be able to accommodate this request” appears.  This  message does note stop you from submitting the Request. Youcan continue to fill out the request and proceed with submission.

10. Click on the Add/Edit button on Student detail to attach a student’s name to this request or change the student added.

11. If you are a Exxat Prism Client you can choose the student from a list of students clicking on the Select Prism Student button and click Save.

12. If you are not currently using Exxat Prism you may type the student name and email in the text boxes and click Save.

    

13. Click on Add Student you need to add an additional student to this request.

    

14. Click on the trash can icon to delete any student from the request.

    

15. Click Save when you are finished with any edits are additions. Click Cancel to reject any changes you made.

    

16. After making any edits to any field on this page please click the Update Slot Details to save all your changes and ensure the Site sees your changes.

    

Revoking a slot request

There may be occasions when you need to withdraw a request for slots. Please follow the steps below:

1. To revoke  slot requests if they are in Request Pending or Review in Progress status. Click  the pencil icon next in the action column to edit, if the request is in Approved or Declined status, the pencil icon will be replaced by a document icon , signifying that the request can only be viewed, not edited:
2. Click on Revoke Slots to withdraw your slot request. 

Sending Messages to Sites 

1. To send a message to a site click the icon in the action column from the View and Track Grid. 

   

2. Type your message in the text box and click Send Message button to send to the school.

   

3. You can see any previous messages between you and the Site below the messages.

   

Data Tools

Using Search and Filters.

Search by: 

School name: Using the search bar at the top, select School Name from the drop down and enter the school's name to narrow down results. 

Request ID: Select Request ID from the dropdown in the search bar and enter the full Request ID to find a specific request.

1. Click on the drop downs on the following fields to filter on these columns:
   • Sites: Multiple select.
   • Discipline: Multiple select.
   • Experience Type: Whether a request was made for group or individual availability.
   • Status:
     • Approved: Site has accepted your request.
     • Cancelled: This availability is no longer available.
     • Declined: Site has declined your request.
     • Request Pending:  Site has not yet reviewed your request.
     • Review in Progress: Site has viewed your request but not yet decision.
     • Start and End Date:

• Start date will display requests for placements with a starting date before the entered date.
• End Date will display requests for placements with a starting date after the entered date.

2. Use the Reset Button to clear all search and filters

   

Sorting

You can easily sort your slot requests by Requested Slots, Date of Request, and Confirmed Slots columns for better organization and analysis. Click the arrow in the column header in ascending or descending order.

Configure Columns

You can choose to hide or view columns, freeze them and change the order they appear:

1. You can drag and drop any column in the table to change column order.

   

2. You may also click the wrench icon on the right had side to open the table settings drawer.

• Use the up or down arrows to move a column closer to the left. The higher an item appears on the list the closer to the left it appears.
• Use the eye icon to hide or view the column.
• The down caret for each item allows you to freeze a column on the left or right side so that it is continuously visible when scrolling left or right. By default Availability Name is frozen on the left side and Status and Action columns are frozen on the right.
  • Left: the column is always visible at the left of the screen
  • Right: the column is always visible at the right of the screen
  • Fixed: the column is held in current location but will remain in view at the left or right side depending on the direction scrolled.
  • None: the column will be hidden from view when scrolling.

3. Click Save in the upper right to confirm your choices for the columns. These changes customize the view for your log in only, others in your organization can customize their own view.

Pagination

The View and Track Requests page has a pagination feature to allow you to manage large amounts of data. On the bottom of the gird view are the options for view customization

1. Click on down caretof items in view and choose your selected view: 50 (default), 70, or 100.
2. Use the < and > arrows to move one page to the left or right
3. Use << or >> to jump to the first or last pages.

4. Click on any page number to jump directly to that page. 

   
    

Exporting Slot Requests

To download your request details in Excel format,Click the 'Export' located in the top right corner of the View and Track Screen. You will receive a confirmation message indicating that the file is being processed and will be available soon. Any filters applied on the grid will be carried to export as well.