Data Collection Schedules | HelioCampus Assessment Management Knowledge Base

Data Collection Schedules can be managed by navigating to Main Menu > Data Collections > Data Collection Schedules.

📙 Knowledge Base Tip: Reviewing the Data Collection article before managing Data Collections is recommended.

Data Collection Schedule Manager


1	Search and filter functionality. If filters have been applied, they will display beside the search field and can be removed by clicking the X.
2	The owner (creator) and name of the schedule. When confidential, the checkmark will be green; form confidentiality can be configured via Data Collection Schedule Homepage > Details.
3	The number of Data Collection instances: Created for the Data Collection Schedule. In Pending status. In In Progress status.
4	Hovering over the date in the Updated column displays creation details, last updated details, and the current version.
5	The manager view can be exported to PDF or CSV format or printed.
6	Clicking Manage will display the Data Collection Homepage. Selecting Data Collection from the drop-down menu will redirect users to the Data Collection Manager, which will be auto-filtered to the Data Collection associated with the schedule. Selecting Edit Owner from the drop-down menu allows the owner of a Data Collection Schedule to be change to the Institution, College, or Department.

Data Collection Schedules Statuses

Draft	The Data Collection Schedule is still being implemented by the HelioCampus. Forms cannot be generated for completion until the schedule is published.
In Progress	The Data Collection Schedule has been published and will create one or more Data Collection Instance(s) depending on the schedule settings. Data Collection Schedules that have been configured to roll over each year/term will remain in this status and create new Data Collections based on the configured cycle settings.
On Hold	When a Data Collection Schedule has been paused via the Data Collection Homepage, it will be placed in the On Hold status. This will prevent the creation of new Data Collections until the schedule is updated to In Progress status.
Completed	The Data Collection Schedule has been permanently stopped and will not create new Data Collection instances.

Draft

The Data Collection Schedule is still being implemented by the HelioCampus. Forms cannot be generated for completion until the schedule is published.

In Progress

The Data Collection Schedule has been published and will create one or more Data Collection Instance(s) depending on the schedule settings.

Data Collection Schedules that have been configured to roll over each year/term will remain in this status and create new Data Collections based on the configured cycle settings.

On Hold

When a Data Collection Schedule has been paused via the Data Collection Homepage, it will be placed in the On Hold status. This will prevent the creation of new Data Collections until the schedule is updated to In Progress status.

Completed

The Data Collection Schedule has been permanently stopped and will not create new Data Collection instances.

Data Collection Schedule Homepage


1	From any page accessed via the Data Collection Schedule Homepage, Data Collection Schedules can be clicked to return to the Data Collection Schedule Manager.
2	The left-hand menu is used to navigate through various settings and configuration options: Home: The Data Collection Schedule Homepage displays helpful information such as basic statistics about a Data Collection Schedule. Details: Displays Data Collection details (name, business object, etc.) and form confidentiality configuration. Learn more about Data Collection Schedule details. Settings: The Settings page can be used to configure form settings and Data Collection Schedule email notifications. Learn more about Data Collection settings.
3	The count of action items, notes, documents, and locations where a Data Collection Schedule has been tagged. This information can be viewed in more detail by scrolling to the bottom of the Data Collection Schedue Homepage; each tab (1) can be clicked to view existing items. New items, notes, documents, and tags can be added by clicking the ➕ .
4	When a Data Collection Schedule is in Draft status. A Publish button will display and edits can be made until the schedule is published. When a Data Collection Schedule is in Published status, an Un-publish button will display; when clicked, the schedule will change to a status of Draft, and edits can be made. :light_bulb_on: Product Tip To assist with changes to Data Collection Schedules, please contact support.
5	Actions: Action items, notes, and files can be attached to a Data Collection Schedule by selecting the applicable Attach option. Edit Owner can be selected to change the owner of a Data Collection Schedule to a user, Institution, College, or Department. The Copy option can be selected to use the schedule as a template to create a new Data Collection Schedule. Pause can be selected to place a schedule in the On Hold status. This will prevent the creation of new Data Collections until the schedule is updated to In Progress status. Selecting Stop will permanently stop a Data Collection and the creation of new Data Collections. Data Collection Schedules can be exported to PDF or printed. When exported, only the current page being viewed will export.