# Introduction Cloud Reviews 360 (CR360), formerly Cloud Journals, is a web application that facilitates continuous professional development. It takes into account the requirements for professional accreditation, registration and a whole-of-organisation collaborative learning culture to streamline professional accreditation. For more information, go to the [home page](https://www.cloudjournals.com.au/). This Help Centre provides information on how to use the CR360 web app. Whether you want to appraise yourself against industry standards, keep track of your professional learning development or plan your goals, this guide will show you how to effectively use CR360 to its full potential. Admin tools are also covered here. ## How to use the Help Centre Whether you want to learn everything about CR360 or simply how to set goals, this Help Centre has it all. The documentation is separated by the main menu functions of the app and delves into detail about the features of each. If you want a full understanding of CR360, we recommend starting here (at the beginning) and working your way through the documentation using the navigation menu to the left to move around. If you only want to know about a specific CR360 feature, simply select the relevant item in the navigation menu to the left. # Welcome We crave your indulgence for a short time. On March 1st, 2019, Cloud Journals relaunched as Cloud Reviews 360 (CR360). We are currently updating this Help Guide to reflect this change so. Text changes will be made first, followed by new images showing the new Cloud Reviews 360 screens. \ \ Cloud Reviews 360 is a web application that facilitates continuous professional development. It takes into account the requirements for professional accreditation, registration and a whole-of-organisation collaborative learning culture to streamline professional accreditation. For more information, go to the [home page](https://www.cloudreviews360.com.au/). This Help Centre provides information on how to use the Cloud Reviews 360 web app. Whether you want to appraise yourself against industry standards, keep track of your professional learning development or plan your goals, this guide will show you how to effectively use Cloud Journals to its full potential. Admin tools are also covered here. ## How to use the Help Centre Whether you want to learn everything about Cloud Reviews 360 or simply how to set goals, this Help Centre has it all. The documentation is separated by the main menu functions of the app and delves into detail about the features of each. If you want a full understanding of Cloud Reviews 360, we recommend starting here (at the beginning) and working your way through the documentation using the navigation menu to the left to move around. As you progress through the sections, you'll understand the full capability and power of Cloud Reviews 360. If you only want to know about a specific Cloud Reviews 360 feature, simply select the relevant item in the navigation menu to the left. # Log In and Out ## Logging in To log in to your Cloud Reviews 360 account, use the email address and password you used to sign up via invitation. Speak to your organisation administrator if you have not received an invitation. Follow [this link](https://www.cloudreviews360.com.au/login/) to the login screen; we recommend you bookmark it in your browser for easy future access. ![](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-LDVSTOlng9YxfXKhs0s%2F-LDVWBAEedXT-VJK6Mgz%2Flogin.png?alt=media\&token=90b5f267-6e02-492d-9371-f7ea10390817) ## Logging Out To log out of Cloud Reviews 360, click the *Main Menu* button at the top left of the screen. Use the *Logout* button located at the top and the bottom of the main menu. ![Log Out](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDwgVgAW6MEFmqb7t%2Fmenu-logout.png?generation=1522972509867722\&alt=media) ## Forgot Password If you forget your password, request a new one by clicking **'Forgot your password? Reset it.'** on the Cloud Reviews 360 login page, as indicated below. ![](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-LDeviRpNulop7Ave4dz%2F-LDevofLHxZb2cUckINc%2Fforgot-password.png?alt=media\&token=4717d1fe-d909-4391-a51c-d915ac563280) This will take you to a password reset page to enter your account email address. Once you have submitted your request, follow the prompts in the email sent to your nominated email from to change your password. After you have changed your password, you can now use the new password to log in to your Cloud Reviews 360 account. ![Reset Password](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDwh0UY8bC34TEV8y%2Freset-password.png?generation=1522972510850282\&alt=media) ## I Didn't Get My Password Reset Email If you believe you haven't received the *Password Reset Email* or any other Cloud Reviews 360 system emails to your nominated email address, check that the emails are not ending up in your *Junk* or *Spam* folders. If you find the emails there, click on it and mark it as *'Not Spam'*. This will ensure future emails from goes straight to your inbox. If this still doesn't work and emails from us don't show up in your inbox, check with your organisation's IT manager to see if emails have been blacklisted/blocked. If they have, ask them to whitelist/unblock Cloud Reviews 360 system emails. # Navigating the App ## Dashboard When you first log in, you will see the Dashboard (shown below). This is where we keep you up to date with Cloud Reviews 360 news, issues, bug fixes and features. You can also access any of your favourite journals and helpful quick links. The dashboard is continuously being updated to include additional Cloud Reviews 360 features, so keep an eye out for any new changes. ![](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-LDf-sljePfn2fu389p1%2F-LDf-uKSWCFsPqsGC9Ai%2Fdashboard.png?alt=media\&token=e04e13e0-e2a4-4a09-ab3b-af091a6a0ba7) ## The Main Menu The *Main Menu* button lies in the top left corner. It allows you to navigate to any part of the app, from any screen, at any time. ![Main Menu](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDxny0Hw9e6mASmD9%2Fmain-menu.png?generation=1522972508438051\&alt=media) All the menu options and how to use them will be explained in detail throughout this guide. Below is a quick overview of each: * Identity bar - The currently logged in user. To the right is the [logout](/getting-started/log-in-and-out) button. Clicking on your image is a shortcut to your [settings](/getting-started/account-settings). * [A](/the-core/journals)[ppraisals](https://help.cloudjournals.com.au/~/edit/drafts/-LZWs_yu5qlc_EHEimSo/the-core/journals) - (Formerly called Journals in the menu) Your journals based on templates on offer by your organisation. * [Learning Log](/the-core/learning-log) - Your log of professional development experiences. * [Plan](/the-core/plan) - A place for you to set goals, plan how to achieve them and track your progress. * [Resume](/the-core/profile) - Your hub to manage your online professional portfolio. You can add or change personal details, achievements, experiences and generate a CV from this information. * [Files](/the-core/files) - The File Manager for all the files you have uploaded. * [Notes](/the-core/notes) - Want to write down a quick thought or experience? This is the place to write them down, which you can attach to journals, learning logs or goals later. * [Collaborate](/collaborating/overview) - Your hub to contribute to other users' content and manage your relationships. * [Settings](/getting-started/account-settings) - Here you can manage your account details, including your account email address and engagements. ## Moving Around Navigation buttons remain the same throughout app pages to help ease of navigation. To go further into sections or continue to the next page, use the *Enter* button . This will normally appear to the right of the screen or particular section, as if to turn a page. To retrace your path and move to a previous page, use the *Back* button . This will always appear at the top left of the screen. To view more options for a particular section, use the *Context Menu* button. Clicking this button opens more options and actions in a drop-down list. # Account Settings Account Settings is where you manage and edit your account details such as your account email address and password. ![Account Settings](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDy5tEPMJxcZ9n3Zv%2Fsettings.png?generation=1522972485782404\&alt=media) ## Gravatar [Gravatar](https://en.gravatar.com/) is an external service that links your email address to an image of your choosing. Your Gravatar is an image that follows you from site to site. If you do not have a Gravatar, don't worry! We generate a temporary image for you based on your email address hash. Your email address remains private. Or you can create your own image via the [Gravatar website](https://en.gravatar.com/). ## Changing Your User Email Address If you would like to use a different email address to access your Cloud Reviews 360 account, you can change it by navigating to *Settings* in the main menu. Locate where your email address is listed and click on the *Edit* button to the right. Enter your new email address and click **Save**. Follow the prompts in the email sent to your new nominated email address to confirm it. Only when you have confirmed your new email address will it be changed in our system. You will not be able to log in with the new email address until you have confirmed the address change via the confirmation email. ## Change Your Password If you would like to use a different password to access your Cloud Reviews 360 account, you can change it by navigating to *Settings* in the main menu. Locate where your password is listed and click on the *Edit* button to the right. Enter your new password and click **Save**. You can now use your new password to log in to Cloud Reviews 360 next time. ## Current Engagements This lists organisations with whom you are currently *engaged* . To author your own new content or edit existing content, you must be actively engaged to at least one organisation . You can only be engaged to an organisation at their invitation which comes to you as an email from . You can be engaged to multiple organisations simultaneously. If you are not engaged to an organisation, or if the organisation with which you are engaged has not paid their account, your account will revert to [Contributor Only](/getting-started/contributor-only) access. This means you won't be able to create new content or edit existing content you might have created when you were previously engaged to an organisation. However, you will be able to contribute to other users' journals if they have invited you to do so. Read more about [Collaborating](/collaborating/overview) to learn how to do this. # Contributor Only A *Contributor* is any user who has been granted access to another user's content, whether read-only or as a content contributor. Contributor only access is indicated by the orange flag under your nae at the top left of the menu. *Contributor Only Access* occurs when you have no current engagements with any organisations on Cloud Journals (or if the organisation with which you are engaged has not paid their CR360 account). *Contributor only access* means that you can't create or modify your own content (i.e. journals, learning logs, etc.). However, you can still contribute to anyone who has invited you as a contributor to their content. Read more about [Collaborating](/collaborating/overview) to learn how to be a contributor. ![Contributor Only](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NE2xi94NaESiesykj%2Fcontributor-only.png?generation=1522972510180833\&alt=media) # Journals Journals are Cloud Reviews 360 appraisal templates by which you can appraise yourself against standards and provide supporting documentation. Journal content may include standards or professional review templates placed in your CR360 Journal library by organisations with whom you are *engaged*. As well as self-appraising, you can invite contributors to appraise you and provide feedback, helping you to uphold those standards or receive performance appraisals. [Read more](/the-core/journals/feedback) about receiving feedback. You can attach supporting documentation in the form of [files](/the-core/files), [learning logs](/the-core/learning-log) and URL's which contributors can also view. [Notes](/the-core/notes) can also be linked, but these remain private because only you will see them. This is useful when you want to write down a few thoughts before appraising yourself. [Read more](/the-core/journals/attachments) about attaching supporting documentation. Think of a journal as a folder full of forms given to you by your organisation.\ Administrators of the organisations to which you are engaged can create, edit and clone templates before publishing them to all their engaged users, or to teams within the organisation. ## Access a New Journal To access a journal that your organisation has provided to you, click the *Add* button in the top right corner of the screen. A dialog box will appear where you must create a Journal name (title). You must then select a template to use with that Journal name from the list of templates that appear in your list. \ \ Remember: You must **name your journal before you can *****Add***** it to your own Journal list** within your dashboard. \ \ Templates are designed by your organisation to take into account specific standards, required content, time-periods and team collaboration. Unless otherwise specified by your organisation, it is up to you to decide which template you would like to use for your journal. Once you are satisfied you have chosen the correct template, click **Save** at the bottom of the dialog box. The new journal will now appear in your Journal Manager. ![Create a Journal](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDx_5f_NixRg8jd0v%2Fcreate.png?generation=1522972507347158\&alt=media) ## Manage a Journal You can manage a journal by clicking on the 3 dots on the right hand side of the Journal Tile . Here you can *View Report*, *Rename*, *Archive* or *Delete* your journal. To open or navigate into the journal, click the *Enter* button next to the journal title. ![](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-LZX-bxnRGuZFtKgjLRk%2F-LZXXFzUCEpfjqOJyWlf%2Fimage.png?alt=media\&token=a65a9d82-900b-4a6e-9bd1-7a2f74ddb83e) ### Favourite Favouriting a journal will have it appear on your homescreen dashboard and appear at the top of your Journal Manager. It makes for easy access. \ \ To 'favourite' a journal, click the *Favourite* star next to the journal name. Once a journal has been favourited it will turn gold . Undo this by simply clicking on the *Favourite* button again, turning it back to blue. ### Archive Archiving a journal makes it read-only and is irreversible. No-one will be able to add or edit any content in archived journals and contributors will no longer have access to that journal either. To archive a journal, open its context menu (click on the 3 dots) then click the *Archive* button . A prompt will ask if you are sure you want to archive this journal. You can either choose to **Cancel** to keep the journal or **Archive**, which will make the journal a read-only file. ### Delete A journal can only be deleted if it is empty. A journal is empty if you or a contributor have not added any content yet. To delete a journal, open its context menu and click . A prompt will ask you if you are sure you want to delete this journal. You can either choose to **Cancel** to keep the journal or **Delete**, which will remove the journal from the system. If you accidentally delete an empty journal, it is easy to start a new journal based on the same template. ![Journal Menu](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDxa4QBjJD-aEWmvf%2Fmanage-favourite.png?generation=1522972509632963\&alt=media) ## Navigate a Journal Once you have created a journal, use the *Enter* button to start exploring it. ![](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-LZX-bxnRGuZFtKgjLRk%2F-LZXZzHBvIaMxFsQYjz6%2Fimage.png?alt=media\&token=e242eff3-7155-4208-8380-dd5c63042914) You will find *Forms* to complete, which is usually where you can appraise yourself against a set of standards or reflect on your development with *text responses*. The journal is based on a tree structure with sub-branches to help you isolate each standard or appraisal section and build up supporting documentation accordingly. Think of it as a folder with a number of sections containing multiple files and attachments describing your performance and giving evidence of achievements. Traverse through the sections of the Journal to reach a *Form* with content that you would like address. Self appraise or respond to questions or subjects within the *Form* by using the *Add* button on the appropriate element. You can also link [files](/the-core/files), [learning logs](/the-core/learning-log), URL's and [notes](/the-core/notes), and view feedback provided by contributors (collaborators) that you invited or authorised. Navigate your way back through the form by using the *Back* button at the top left of any screen. Be careful not to click on the browser back button, or it may take you out of your Journal. If you accidentally navigate out of your Journal, you can log back in and, in the vast majority of events, your information will not be lost. ![Navigate back through your Journal](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-LZX-bxnRGuZFtKgjLRk%2F-LZXaf6ikPl7NbnaahTt%2Fimage.png?alt=media\&token=7b9fc6a5-4642-4a90-90d8-39be32d4dc67) # Create an Entry Once you have navigated through the tree-structure of the journal to the section that you would like to respond to, you will see a page that looks similar to the below image. You will make your journal entries and responses in the forms according to the *appraisal formats* and *text boxes* created by your organisation. ![Form Details](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDv9CckIpG7Klx_Ie%2Fresponse.png?generation=1522972509899318\&alt=media) If you have invited Collaborators / Contributors, they will provide feedback in your journal in a similar way. [Read more](/the-core/journals/feedback) about receiving feedback. You can also attach [files](/the-core/files), [learning logs](/the-core/learning-log), url's and [notes](/the-core/notes) as supporting evidence or response reference material. [Read more](/the-core/journals/attachments) about attaching supporting documentation. ## Types of Journal Responses Once you've navigated to a form in your journal, there are two ways to start adding content: ### Appraisals The first type of journal response is an *appraisal*, where you measure yourself against a standard set out by your organisation or industry. The Journal will prescribe how your performance is to be measured. e.g. via: * A *Multiple Choice* appraisal , which allows you to pick only one item from the set of prescribed criteria. * A *Rating Scale* appraisal , which allows you to pick from a range of values by using a slider. There are often constraints with rating scale appraisals which restrict you to enter a certain set of values, for example: having all values add up to 100. If the constraints are not met, you will not be able to save the appraisal. You will get a message if something is missing or if the values do not add up to the required amount. ### Text Responses A *Text Response* is simply a written statement made in a provided text box as your response to a standard or question. ## Manage an Entry ### Create To *create* or edit an earlier self- appraisal or text response use the *Add* button next to the appropriate standard. A dialog box will appear; enter your response, then click **Save**. ![](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-LZXav4X6ocuTVukE43N%2F-LZXeuLWIWdEX9zaPzJj%2Fimage.png?alt=media\&token=19069b70-c943-4565-a02f-1445b683b10a) ### Edit To *edit* an appraisal or text response you have previously created, open the context menu and click the *Edit* button. This will bring up the dialog box where you can make your changes, then click **Save**. ![](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-LZXav4X6ocuTVukE43N%2F-LZXfY2-TGCr6Ml7ronT%2Fimage.png?alt=media\&token=dec6f265-4940-47fc-9e4c-1faff19ced52) ### Delete To *delete* an appraisal or text response, click **Delete**. A prompt asking whether you are sure you would like to delete will appear; confirm it to delete or cancel to keep it. # Attachments Attachments are a way of providing supporting evidence to your journal responses by linking [files](/the-core/files), [learning logs](/the-core/learning-log), URLs and [notes](/the-core/notes). It can be reached by clicking on the attachment tab below your responses on the form screen, as shown below. ![](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-LZXgS9ahz33FkQD3fN3%2F-LZYG5Zs3cnl8hpddvrs%2Fimage.png?alt=media\&token=0e2cbe7b-4206-4e2b-8e75-2e19f612e057) ## Files Practically any [file](/the-core/files) type can be uploaded and linked to a form. To link a file, Click the Attachments 'paperclip', choose the attachment type and follow the dialogue. You can search for files you have already uploaded to Cloud Reviews 360 or upload new files from your device or computer and you can add Goals, Learning Log entries, Notes or URL's. ![](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-LZXgS9ahz33FkQD3fN3%2F-LZYH7cnXtd4Hi49z44j%2Fimage.png?alt=media\&token=653fcee6-8ba5-409e-88f0-db4df2716ce3) You can link multiple files by ticking all the files you want to link and unticking any files you want to unlink. Click **Save** to confirm your changes. Depending on your internet connection capability and the file size, uploading can take some time. Uploading a file places it in your [File Manager](/the-core/files). When you unlink the file from this form, it will NOT be deleted. The file remains available anywhere else it is linked. Linked files are visible only to authorised contributors. Read more on this [here](/collaborating/overview). ## Linking Learning Logs To link a [learning log](/the-core/learning-log) to a journal entry, click the attachments' paperclip icon and then click **Link Learning Logs**. A list of existing learning logs will appear, as shown in the image below. ![Link Learning Logs](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDxo_hU8o9rpip7R4%2Flink-learning-log.png?generation=1522972511371318\&alt=media) You can link multiple log entries by ticking all the ones you want to link and unticking any log entries you want to unlink. Click **Save** to confirm your changes. If no learning logs appear in your list, you have no saved learning logs, but you may create a new [Learning Log](/the-core/learning-log) entry from here. It will appear in your Learning Log and can be Linked to this and other Journal elements. Learning log entries are visible only to contributors that you have authorised to access your Learning Log. Read more on this [here](/collaborating/overview). ## Notes To link [Notes](/the-core/notes), click the attachments' paperclip icon, then click the **Notes** tab. A dialogue box will appear where you have the option to search for saved Notes or create a new Note. ![Link Notes](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDxpGs3t9g3-FNjF9%2Flink-notes.png?generation=1522972510273135\&alt=media) You can link multiple notes by ticking all the ones you want to link or untick any Notes you no longer want linked to this part of your Journal. Click **Save** to confirm your changes. Unlinking Notes does not delete them from your Notes sections.\ Linked notes are visible only to you; no-one else, including your contributors, can see them. # Feedback Feedback from other people is a vital part of planning for personal and professional development. You can view received CR360 feedback on your Journal's **Feedback** tabs. This lists all the feedback you've received on the form you are currently viewing, as pictured below. Only contributors that you authorise can provide feedback. Don't have any feedback? Read more about how to get feedback [here](/collaborating/overview). ![Feedback](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDw43e3RA5cbGEveS%2Ffeedback.png?generation=1522972511819072\&alt=media) # Learning Log The Learning Log is your one-stop-shop to record and manage your professional development experiences. This is where you see a list of all the log entries you have made. You can filter them by year, using the buttons at the top of the Learning Log Manager screen. Click on ***From*** and ***To***, then select the year range. The list will automatically update to show you the relevant log entries within that period. ![My Learning Log](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDyE7r_ROSLPZPoJ0%2Fmanager.png?generation=1522972510071094\&alt=media) ## Create a Log Entry To create a new log entry, click the *Add* button at the top right of the screen. A dialog box will appear with fields to fill out. Only the *Activity Name* and *Commenced* date is required; the rest are optional fields. Some organisations log hours, others give points for activities. You can choose either, both, or none by checking the appropriate boxes. Once your information is entered, click **Save**. ![Create Log Entry](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDyEI5yacXi6ONcM2%2Fcreate-new.png?generation=1522972487383228\&alt=media) ## Manage a Log Entry You can manage log entries via its context menu located to the right of each log entry. From the context menu, you can *Link Files* , *Edit* or *Delete* the log entry. To learn more about linking files, head [here](/the-core/journals/attachments). ![Log Context Menu](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDyEUJ3ZITmIoX5e5%2Fmanage.png?generation=1522972495665578\&alt=media) ### Edit From the log entry context menu, click *Edit* . You will see fields filled out with the log entry's information. Make your changes, then click **Save**. ### Delete From the log entry context menu , click *Delete* . A prompt will appear asking whether you would like to cancel or delete. Choose delete to remove the log entry from your Learning Log Manager permanently. When you choose to delete the log entry, any linked files will be unlinked and still be accessible via the [File Manager](/the-core/files). ## Searching for a Log Entry After you have created numerous log entries it can be difficult to remember in what time frame or year it was completed. Use the search bar at the top of the screen to find particular log entries via their title or content. You don't have to type in the entire log entry title, the search function is smart enough to show all log entries that have that particular search term in its title or content. # Attachments You can link any uploaded [File](/the-core/files) to a learning log entry. Click on the three dots to open the context menu of the log entry that you would like to attach a file to, then choose **Files**. A list of files that have already been uploaded to your Cloud Reviews 360 account will appear, as shown in the image below. ![Link Files](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDz8mLmDhz-pIDbVs%2Flink-files.png?generation=1522972490029135\&alt=media) Tick the files you want to link and untick the files you want to unlink. If you want to upload a new file, click **Upload File** to choose a file from your device. The file will be uploaded and appear in the list. Click ***Save*** to confirm your changes. Note that uploading can take some time, depending on your internet connection capability and the file size. Uploading a file places it in your [File Manager](/the-core/files). When you unlink the file from a log entry, it will NOT be deleted; it will still be available in the File Manager. This keeps that file available for linking to other places in your CR360 Journals. Linked files are visible only to authorised users. Read more on this [here](/collaborating/overview). # Plan The Plan is where you describe your Goals in detail and create a sequence of time scheduled Tasks to achieve them. To start setting Goals use the main menu located to the left of your screen and click on ***Plan***. ## Goals Tab The *Goals* Tab is the default tab you see when first opening the Plan. Here you can create Goals and allocate numerous Tasks to be completed by chosen dates so that each Goal is achieved. All Goals and Tasks are time-bound and colour coded as to whether they are overdue, approaching their due date or completed. ![Goals](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDuOxhhN58pIK1BW7%2Fgoals-tab.png?generation=1522972508264540\&alt=media) ### Priority Goals and Tasks are priority ordered according to the due dates that you set for them. Tasks are shown by date in groups arranged in the following order: 1. Overdue by...(Red) 2. Due in...(Orange) 3. Starts in...(Blue) 4. Completed...(Green) ### Archived Goals As with Journals, all *Archived* goals are listed below your active Goals in the Goals Tab. You may Archive Goals if they have been completed or are if they are no longer relevant. Archiving a Goal removes it from your list of active goals but keeps it as 'read-only' (for record permanency). You can traverse through archived Goals as you normally would, but you can't edit them or add new content. # Goals Goals are the centrepiece for personal development and your future. In Cloud Reviews 360 you can outline your Goals, set due dates for them and outline Tasks to be completed to achieve them. ## Create a Goal To create a new Goal, click either the ***Add*** button at the top right of the screen page or click the ***New Goal*** button at the bottom of the screen. A modal will appear with fields to fill out; all fields are required. Once you've entered your Goal and selected a due date, click ***Save***. ![Create Goal](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NE36N7iB3Jj-B-dZ8%2Fcreate-new.png?generation=1522972511232603\&alt=media) ## Manage a Goal Once you have created a Goal, a Goal card will appear in the Goals Tab giving you a quick overview of how you are tracking. A progress bar indicates how far you are from completing all Tasks associated with that Goal. You can further manage the Goal by using the context menu (the three dots) from where you can edit, archive or delete the Goal. ![Manage a Goal](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NE36dC1TVOfakvb0Z%2Fmanage.png?generation=1522972511235771\&alt=media) ### Edit From the Goal context menu, click ***Edit***. You will see fields filled out with your information. Make your changes, then click ***Save***. ### Mark as Complete There are two ways in which you can mark a Goal as completed: * Using the Context Menu - click on the context menu, then ***Mark Complete***. With this method you are able to mark any Goal as complete, regardless of whether all Tasks associated with that Goal have been completed. * Using the Goal Card Button - once all Tasks associated with a Goal are completed, a ***Mark as Complete*** button will automatically appear under the Goal Card as shown in the example image above. Completed Goals will sit in the *Completed Goals* section underneath current Goals and above *Archived Goals*. ### Archive Goals From the Goal context menu, click ***Archive*** and confirm the dialog. When you archive a Goal, no-one will be able to edit or add content to it. It will be moved below your active Goals and become read-only. ### Delete Goals From the Goal context menu, click ***Delete*** and confirm the dialog. All Tasks for this Goal will be deleted with it. **Deleted Goals cannot be undone**. ## View a Goal To view a Goal in more detail, click the ***Enter*** button to the right of the Goal. All the information for the Goal will be shown, including its [Tasks](/the-core/plan/tasks) in order of [priority](/the-core/plan#priority). ![View Goal](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDyx5XUXwjB75UXo3%2Fgoal-details.png?generation=1522972496223959\&alt=media) ## Comments Tab On the Goal Details screen, there is a tab named ***Comments***. This tab displays all the comments that have been made by you and your [authorised c](/collaborating/overview)ollaborators on this particular Goal. [Comments](/the-core/plan/goals/comments) are covered in detail in the next section. This allows you to invite trusted people to coach and assist you in achievement of this Goal using a 'chat' approach. Chats are time and date stamped. ![Comments](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NE-oe5b9WtDwkeVg7%2Fcomments.png?generation=1522972496799365\&alt=media) # Comments Comments are a way for you and \[authorised users]\[Collaborate] (such as coaches and mentors) to discuss your [Goal](/the-core/plan/goals) and the techniques (and [Tasks](/the-core/plan/tasks)) to achieve that Goal. When you [view a Goal](/the-core/plan/goals#view-goal) in detail, click on the ***Comments*** tab at the top of the screen to see the comments for that Goal. ![Comments](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NE-oe5b9WtDwkeVg7%2Fcomments.png?generation=1522972496799365\&alt=media) ## Create a Comment To create a new Comment, simply enter your text in the box at the bottom of the screen, then click ***Submit***. ## Refresh the chat thread There is a ***Refresh*** button at the bottom right of the screen. Clicking this ensures the chat thread is up to date with the latest comments (at the time of the click). \[Collaborate]: /collaborate/README.md "Collaborate" # Tasks Tasks are the steps you need to take to get closer to your Goal. The Task list for a particular Goal can be seen, as shown below, when you view a Goal in detail by clicking on it. ![View Goal](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDyx5XUXwjB75UXo3%2Fgoal-details.png?generation=1522972496223959\&alt=media) Tasks are ordered according to their [priority](/the-core/plan#priority) (determined by the due dates you set for them). ## Create a Task To create a new Task, click the ***Add Task*** button at the bottom of the *tasks card* while viewing a Goal in detail. A modal will appear with fields to fill out; all fields are required. Once you've entered your Task details, click ***Save***. ## Manage a Task Whether you are viewing the Task from within the Goal itself or via the [Progress](/the-core/plan) tab located in the Plan section, you can use the context menu to the right of the Task to edit, delete, mark it as (in)complete or link files. ![Context Menu](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDwxJeH9OO1CKpTpp%2Fmore-blue.PNG?generation=1522972481079096\&alt=media) ### Edit From the Task context menu , click ***Edit.*** . You will see fields filled out with your information. Make your changes, then click ***Save***. ### Mark Complete / Incomplete From the Task context menu, click the Context Menu ***Mark Complete*** or ***Mark Incomplete*** to change the Task's status. The Task will be moved to the relevant [Priority](/the-core/plan#priority) list within its associated Goal. ### Delete From the Task context menu, click ***Delete*** and confirm the dialogue. **Please note this cannot be undone**. ## View a Task To view a Task in detail, click the *drop down* button to the right of the Task. This can be done anywhere a Task is listed, including in [Progress](/the-core/plan) and the \[Goal view] \[View Goal]. ![View Goal](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/plan/view-goal.png) \[View Goal]: /plan/goals.md#view-goal "View Goal" ![Drop-down](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDyyJwkVm9b_k56ya%2Fdrop-down-blue.PNG?generation=1522972496241128\&alt=media) ![Context Menu](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDwxJeH9OO1CKpTpp%2Fmore-blue.PNG?generation=1522972481079096\&alt=media) # Tutorial \[Coming soon] # Profile Have you ever forgotten the exact details you need to put on your résumé? Well, forget no more! The Profile is where you can record everything; from the job you left 30 years ago to the award you just received. To be more precise, you can record your: * [Personal Details](/the-core/profile/personal-details) * [Qualifications](/the-core/profile/qualifications) * [Service Record](/the-core/profile/service-record) * [Awards](/the-core/profile/awards) * [Certificates](/the-core/profile/certificates) * [Memberships](/the-core/profile/memberships) * [Publications](/the-core/profile/publications) * [Interests](/the-core/profile/interests) * [Referees](/the-core/profile/referees) Each of these will be covered in detail as the next few chapters are written. \[Coming soon] ![Profile](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/profile/profile.png) # Personal Details What better place to start than with who you are. Here you can record all the important information a potential employer needs to know about who you are and how to contact you. Only your first and last names are compulsory; the rest are optional. ![Personal Details](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/profile/personal-details.png) To edit your Personal Details, click ***Edit Details*** at the bottom of the screen. A modal will appear for you to edit your details. Click ***Save*** when you have finished making your changes. ![Edit Personal Details](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/profile/edit-personal-details.png) # Qualifications Information coming soon. # Service Record Information coming soon. # Awards Information coming soon. # Certificates Information coming soon. # Memberships Information coming soon. # Publications Information coming soon. # Interests Information coming soon. # Referees Information coming soon. # Generate Document You can generate a document from all the information you have entered in your Profile. To do this, click the ***Export*** button at the bottom of the screen (shown above). A modal will open where you can select exactly what you want to include. ![Generate Document](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/profile/generate-document.png) Go through the list by clicking on an item; another modal will appear with a list of relevant entries you have made. Simply tick the ones you want to include, then click ***Select***. You will be taken back a screen where there will be a blue box with a number representing the number of entries you have selected (as shown in the image above). ![Select Entries](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/profile/select-entries.png) Once you have selected everything you want to include, click ***Open Web Version***. A new tab will open showing all the information you have selected in a basic but neat format, ready for you to use. You can simply select at all, copy the information and paste it where you want to use it. Note: This is NOT a résumé generation system. It simply collates your information, ready for you to edit and make into a masterpiece for potential employment. ![Generated Profile](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/profile/generated-profile.png) # Files The image below shows your personal File Manager. Here you can manage all the files you have uploaded. These files are kept completely private unless you invite [authorised users](/collaborating/overview) to view them via your [Journals](/the-core/journals) or [Goals](/the-core/plan). ![File Manager](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NE3UaYnjumAoZDIGA%2Fhomescreen.png?generation=1522972514071438\&alt=media) This service is NOT a private cloud storage service. We recommend you always keep a copy of your files. As such, File size is currently restricted to 10MB. ## Uploading a File To upload a new File directly into the File Manager, click ***Upload File*** at the bottom of the screen. Choosing your file will upload it to our secure servers. Note that uploading can take some time, depending on your internet connection speeds and the File size. Once the upload is finished, the file will appear in the Files list. Files are currently restricted to a maximum size of 10MB. ## Managing a File ***Open***, ***Rename*** or ***Delete*** a file via the context menu. ![File Menu](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NE3VXfpjNpqUV3Ppc%2Fmanage.png?generation=1522972514061705\&alt=media) Opening the file will either prompt a download or open the file in the browser. This depends on the file format and the device being used. For example, if the file is a PDF and you are using Chrome, the PDF will be opened in a new tab. Conversely, if the file is a Word document, the file will be downloaded to your device. Please ensure you set your browser to allow pop-ups from our site, otherwise this feature may not work correctly. Renaming a File will simply change its display name. Deleting a File will remove it from our servers, as well as unlink it from any place you have previously linked it ([Journal](/the-core/journals), [Learning Log](/the-core/learning-log), [Plan](/the-core/plan), [Profile](/the-core/profile)). We recommend you always keep a copy of your files. This service is NOT a cloud storage service. ## How do I find an uploaded File You can search for specific uploaded files by typing any part of the file name or file extension in the Search field. ## What went wrong? In rare cases, you might come across a file with a danger icon. This occurs if the file is corrupt. There are many reasons this could be, such as a failed or interrupted upload process. Clicking on the icon will explain this and prompt you to delete the corrupted file. We recommend you always keep a copy of your files. # Notes Notes are a great way of remembering thoughts, experiences and observations. Here you can scribble down anything. Notes can also be linked to Categories in the Journal (visible to you only), as explained [here](/the-core/journals/attachments). ## My Notes This is where you see a list of all the notes you have created. ![My Notes](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/notes/notes-list.png) To view a note in detail, simply click on it in the list. ## Create a Note To create a new note, click the ***Add Note*** button at the bottom of the screen. A modal will pop up with a name and text field. A name is required, but the note can be empty. Once you've entered your thoughts, simply click ***Save***. ![Create Note](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/notes/create-note.png) ## A Note in Detail Here you can see a selected note in detail. ![View Note](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/learning-log/view-note.png) ## Edit a Note While viewing a note, open the context menu then click ***Edit***. ![Note Menu](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/notes/note-menu.png) A pop-up will appear where you can edit your note. Make your changes, then click ***Save***. ![Edit Note](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/notes/edit-note.png) ## Delete a Note While viewing a log entry, open the context menu and click ***Delete***. A confirmation dialog will appear. If you are sure you want to delete this entry, click ***Delete***, otherwise ***Cancel***. You will be taken back to your list of log entries. ![Note Menu](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/notes/note-menu.png) # Overview Whether you are a [Contributor](/collaborating/overview#contributor) or Full Access User, collaborating is an integral part of performance standard review and personal development. By constructively contributing to other users' [Journals](/the-core/journals), [Learning Logs](/the-core/learning-log) or [Plan](/the-core/plan), you provide them with the knowledge to further develop themselves. Collaborating in Cloud Journals is split into two parts: * ***Beneficiaries*** are people you contribute and provide feedback to. You can only see content they have given you access to. * ***Contributors*** are people who contribute and provide feedback to you. They can only see what you give them access to. Both are covered in detail in the next few sections. ## Relationships *Relationships* are connections you have to other users. They are unidirectional; if you have access to someone's content, they don't necessarily have access to yours (and vice versa). In a *relationship*, each of you perform a [Role](/collaborating/overview/roles-and-permissions). For example, if you are a Contributor to someone else's content in the role as their *Supervisor*, your counterpart or *Beneficiary* is known as the *Supervisee*. Different relationships allow different levels of [access or permissions](/collaborating/overview/roles-and-permissions) to a user's content. These permissions are covered in the next section. ## What is a Contributor? A Contributor is any user who has been granted access by another user to their content, whether at a read-only capacity or greater. Contributors can take on various [Roles](/collaborating/overview/roles-and-permissions) for their Beneficiaries with certain permissions that define their *relationship*. This is further explained in [Roles & Permissions](/collaborating/overview/roles-and-permissions). # Roles & Permissions ## Roles & Permissions Within a relationship, the Contributor and their Beneficiary perform a particular Role. The *relationship* is defined by the roles each performs, and therefore the level of access the Contributor gains to the Beneficiary's content. There are four different relationships that exist in Cloud Journals and they are the following: ### Peer By inviting a user to contribute as a Peer, the Beneficiary is giving the Contributor access to view their self-appraisals, reflections and evidence. The Contributor can provide feedback to parts of their specified [Journal](/the-core/journals), [Learning Log](/the-core/learning-log) or [Plan](/the-core/plan), if they have given them [permission](/collaborating/overview/roles-and-permissions). ### Coach View only your Beneficiary's [Plan](/the-core/plan) and provide feedback. ### Supervisor View your Beneficiary's journal and provide feedback and appraisals within levels set for *Supervisors* within that [Journal Template](/admin-console/template-editor/template-design#what-are-templates), [Learning Log](/the-core/learning-log) or [Plan](/the-core/plan), according to the [permissions](/collaborating/overview/roles-and-permissions) they have given you. ### Assessor View and provide feedback and appraisals to levels allowed by industry or organisation certifiers and as applied within the Template for the specific Journal that you have been invited to access. Assessors also get access to the [Learning Log](/the-core/learning-log). # My Beneficiaries You can find and manage the *relationships* with your Beneficiaries by navigating through the main menu to ***Collaborate***. The ***My Beneficiaries*** section, next to the *My Contributors* section, will appear to the left of the screen and lists the *relationships* where you perform a [Contributor Role](/collaborating/overview/roles-and-permissions) to other users, known as your Beneficiaries. You may have been invited to contribute within one or more Roles. If you are unsure of what your role means, go [here](/collaborating/overview/roles-and-permissions). ![My Contributions](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDwwtal3bMDXrnJ5f%2Fmy-contributions.png?generation=1522972507932301\&alt=media) ## New Invitations If someone has invited you to be their Contributor in a particular [Role](/collaborating/overview/roles-and-permissions), there are two places where this invitation will be visible; on the Cloud Journals App or via your nominated email. They are explained separately below: * ***Cloud Journals App***: invitations to contribute will appear in the *My Beneficiaries* sections located in *Collaborate*. The invitation will state the role you will be taking on for your Beneficiary at the top. To ***Accept*** or ***Decline*** the invitation by open the context menu to the right of the invitation box, then click on your decision. * ***Email Invitation***: You will also receive an email invitation via your email account which you use to log into the Cloud Journals App. Once you follow the link presented in the email, you will automatically be taken to Cloud Journals and prompted to log in to administer your choice. ## Accepting or Declining Invitations Accepting an invitation to become a user's Contributor will add them to your Beneficiary list. Note that you may not immediately see their content; they will first be required to grant you further access to specific content they wish for you to contribute to. Declining an invitation will prevent you from gaining access to the sender's content and will void the invitation email. If you later find you need to contribute to that user's content, they must send you a new invitation in order to grant you access. Read more in the [Invitations](/collaborating/invitations) section. # Managing Contributions The primary focus of the ***Beneficiaries*** section is to list the users whose content you can access and contribute to. To view and manage your contributions for a particular user, click the *enter* button next to their name. This will display their profile and the content you have [access](/collaborating/overview/roles-and-permissions) to depending on the *relationship* you share. ![Manage Contribution](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NE3Whos0JYtzBcXz2%2Fmanage-contribution.png?generation=1522972514587218\&alt=media) ## Ending the Relationship If you no longer wish to or are required to contribute to a Beneficiary's content, you can end the *relationship*. Navigate to that user's profile using the *enter* button to the right of their name and click on ***Delete*** at the top right of the screen (next to the user's details). Please note that this cannot be undone. If a *relationship* was deleted by accident, the Beneficiary will have to send another invitation to allow access to their content once more. ## Learning Log If the Beneficiary has granted you access to their Learning Log, it will appear in their profile along with other content. If you haven't already, we recommend reading the chapters on the [Learning Log](/the-core/learning-log) first. Everything works the same, except you can't edit anything (only view - including files). ## Plan If the Beneficiary has granted you access to their Plan, the button to access it will be available to click. If you haven't already, we recommend reading the chapters on the [Plan](/the-core/plan) first. Everything works the same (including [commenting](/the-core/plan/goals/comments)), except you can't edit anything. ## Journals Some *relationships* allow access to a Beneficiary's Journals. To get access to a Journal, the Beneficiary must first grant access. This is covered in [Managing Relationships](/collaborating/my-contributors/managing-relationships). Any Journals you have been authorised to access will be listed here. View a Journal by clicking the *enter* button to the right of the Journal. If you haven't already, we recommend reading the sections on [Journals](/the-core/journals) first. Contributing to a beneficiary's Journal is covered in detail in [Contribute to a Journal](/collaborating/my-beneficiaries/managing-contributions/contribute-to-a-journal#authorisations). # Contribute to a Journal Contributing to a Journal is very similar to working on your own Journal. But instead of appraising or commenting about your own performance, you do so about the Beneficiary's. When you first reach a Form, you'll see a screen like the following image. ## Details Tab The ***Details*** Tab shows all the appraisals and text values the Journal Owner has created. Note that you can only see the Journal Owner's content. Any content from other contributors are not visible to you (and vice versa). ![Form Details](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDxN1jqzD6IGhQNkf%2Fform-details.png?generation=1522972511701564\&alt=media) ## Attachments Tab As with your own Journal, the [***Attachments***](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/journals/forms/attachments.md) tab shows any Files and Learning Logs the Journal Owner has attached. You can only access attached Learning Logs if the Journal Owner has granted you access to their Learning Log. If you're wondering about Notes, you cannot see them because they are strictly private to the Journal Owner. ![Attachments](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDxNCsmK8mZ0dgNOp%2Fattachments.png?generation=1522972508340252\&alt=media) ## Feedback Tab The ***Feedback*** Tab is where you get to manage your contributions to this particular Form. What and how you can contribute is dictated by your [Journal Authorisation](/collaborating/overview/roles-and-permissions) and the Template this Journal is based upon. Creating appraisals and text values work in the same way as with your own Journal, as outlined in the \[Form Details]\[Form Details] chapter of the Journals part of this Guide. ![Feedback](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDxNMzIuGYMw5gYWs%2Ffeedback.png?generation=1522972511129098\&alt=media) \[Form Details]: /journals/form/details.md "Form Details" # My Contributors The ***My Contributors*** Tab deals directly with Relationships which grant other users access to your content. Here you manage who can see your [Journals](/the-core/journals), [Learning Log](/the-core/learning-log) and [Plan](/the-core/plan). ![My Contributors](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDvxvFlCuwDwm9TGB%2Fmy-contributors.png?generation=1522972509685017\&alt=media) ## Invite a Contributor To have someone contribute to your content, you first need to invite them. You can invite contributors to carry out one of the following Roles: * **Peer or mentor** - View your self appraisals, reflections and evidence. Provide feedback to parts of your specified Journal, Learning Log or Plan. * **Coach** - View only your Plan and provide you with feedback. The following Roles must be allocated to you by your Organisation's Administrator: * **Supervisor** - View your Journal and provide feedback and appraisals within levels set for Supervisors within that Journal Template, your Learning Log or Plan according to the permissions that you have set. * **Accreditor or Assessor** - View, provide feedback and appraisals to levels allowed by Industry or Organisation Certifiers and as applied within the Template for the specific Journal, Learning Log or Plan that you have invited them to access. Click the *add* button in the top right corner or the ***Invite Contributor*** button at the bottom of the screen. Enter the email address and select the Role you want them to play. If the recipient already has a Cloud Journals account, we recommend you use the email address they use to log in to their account. When you click ***Send Invitation***, an email invitation will be sent asking the recipient to assume the designated Role. If they accept, they will appear in your list of Contributors. You can then manage their permissions, as outlined in the \[Contributor Permissions]\[Contributor Permissions] chapter. ![Invite Contributor](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NDvyvSNZLH_hklwPe%2Finvite-contributor.png?generation=1522972477565002\&alt=media) ## Sent Invitations If you have sent Relationship invitations, they will be listed at the top of the Sent Invitations screen (seen in the image at the top of this page). It shows whom you have invited, the Role you requested them to take and when the invitation expires. The recipient has until the expiry date to Accept (or Decline) your invitation. If you no longer want to extend the invitation to them, you can click the *delete* button to the right of the invitation, then confirm the dialog. This will NOT delete the email that was sent to them (we have no control over already-sent emails), but will make that email void. The recipient will no longer be able to Accept your invitation. *(We recommend you speak to them and let them know that they have been 'uninvited'.)* \[Contributor Permissions]: /contribute/permissions.md "Contributor Permissions" # Managing Relationships # Invitations \[Coming soon] # What as an Organisation Admin? ## What is an Organisation Admin? An Organisation Admin is a user who has an Admin Engagement with an organisation. This grants them the power to do the following (and more): * Manage engaged users (including inviting new users to engage and ending existing engagements) * Create and manage organisational templates * Generate aggregate reports of engaged users' assessments If you are an organisation admin, you can access the Admin Console from the app menu. This will open a new tab. Note that the Admin Console is optimised for desktop use. # Users & Teams This is your hub to manage the users in your organisation. The main screen defaults to show you the list of users in your organisation. From here you can invite others to join your organisation, manage users' roles within the organisation and manage invitations that require admin approval. These are explained in detail in the following sections. ![Users](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/users/users.png) # Engaged Users This is the default screen shown when you first click the ***Users*** menu item. Here you see a list of admins and current users engaged to your organisation, as well as past users. You can use the search bar to search for a user in your organisation by name or email. ![Engaged Users](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images) ## Inviting a new user to engage Inviting a new user to engage with your organisation means they will gain access to your organisation's templates and be subject to or placed in a role within your organisation. To invite someone to engage, click the ***Invite User to Engage*** button at the bottom of the screen. The following screen will pop up. ![Invite User to Engage](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/users/invite-to-engage.png) Enter a valid email address, then click ***Send Invitation***. The recipient will receive an invitation email with a link to accept or decline your invitation. An invitation is valid for two weeks. This is for security reasons. Once the recipient accepts your invitation, they will gain access to your organisation's templates and you (as the admin) will be able to allocate them to a [role](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/roles/README.md) If you want to cancel the sent invitation, read more \[here]\[Invitiations]. Note: Once an invitation is sent, the associated email cannot be unsent. Cancelling an invitation simply means the link in the recipient's email becomes invalid, preventing them from engaging with your organisation. \[Invitations]: /invitations/README.md "Invitations" # Roles # Invitations # Template Editor This powerful Admin tool allows you to create and manage Templates belonging to your organisation. Any Templates created here are only visible to Users Engaged to your Organisation, once you [publish](/admin-console/template-editor/publishing) it. ![Template Editor](https://3558200099-files.gitbook.io/~/files/v0/b/gitbook-legacy-files/o/assets%2F-L9NDqhsh3vHLKVJwoRN%2F-L9NDsNwXVfsWjrxzYb8%2F-L9NE2wVHYGUC7RRa7aK%2Fowned-templates.png?generation=1522972510196812\&alt=media) # Getting Started When you first visit this tool, there may or may not be Templates already listed. Since this is an Admin tool, any Templates listed here are also accessible by other Admins in your Organisation. They will see any changes you make, and vice versa. ## Create a Template To get started, click ***New Template*** at the bottom of the screen. A modal will appear; enter the Template name and an optional description. Click ***Save***. Your new empty Template will appear in the list. ![Create Template](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/template/create-template.png) ## Manage Template You can manage an existing Template by clicking on its *more* button (three dots) to the right of the target Template. A menu will appear. ### Edit Template Click ***Edit Details*** to bring up an editing modal. Make your changes, then click ***Save***. ![Edit Template](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/template/edit-template.png) ### Publish/Unpublish Template Publishing is explained in detail [here](/admin-console/template-editor/publishing). ### Delete Template Clicking ***Delete*** will show a confirmation dialog. If you are certain you want to delete the Template, click ***Delete***, otherwise ***Cancel***. Keep in mind that any content under this Template will also be deleted. Also, being an Admin tool, other Admins will also no longer be able to access this Template. # Publishing Publishing a template means the template becomes available to your organisation's engaged users. This means engaged users can create Journals based on the published template. Before you publish a template, be completely certain that you will not need to change or fix anything later. Why? Once you publish a template, it can only be unpublished if there are zero Journals based on it. Before Publishing a Template, we recommend you go through the \[Template Editor Checklist]\[Checklist]. ## Publish a Template Click the *more* button (three dots) for the Template you wish to publish. Click ***Publish Template***. A confirmation dialog will appear; if you are certain you want to publish the template, click ***Publish***, otherwise click ***Cancel***. You will notice a blue badge with the word "Published" appear on the template. It is now available for engaged users to use. ![Publishing](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/templates/publishing.png) ## Unpublish a Template Click the *more* button (three dots) for the Template you wish to unpublish. Click the red ***Unpublish Template*** button. If there are no Journals using this Template, a confirmation dialog will appear. If you are certain you want to unpublish the template, click ***Unpublish***, otherwise click ***Cancel***. You will notice the blue badge with the word "Published" on the template disappear . The Template is now no longer available to anyone and Organisation Admins may edit it again. If there are Journals based on this Template, a dialog will appear telling you so. As a result, you will not be able to unpublish the Template. ![Unpublishing](https://github.com/cloudjournals/help-centre/tree/50b913cb2fda8fec20e4c565f8dcee8f8a15a13f/images/templates/unpublishing.png) \[Checklist]: /templates/checklist.md "Checklist" # Template Design ## What are Templates? Templates are interactive forms which can be created by Organisation Administrators and shared with their engaged Journal Owners. Organisations can use templates created by *CloudJournals*, such as the Australian Professional Standards for Teachers, and *CloudJournals* can assist organisations create unique or specific templates suiting their own organisation's needs. Templates provide a format, or framework, into which Journal Owners can insert information important them and/or organisations with which they are engaged. To be most effective, template gathered information should be of primary value to Journal Owners and the people they invite to later view their content. ## Template Design Form design in not something everyone easily or successfully accomplishes first time. To create a form that will collate the required information in a logical manner takes practice. An [article by Formulate](https://www.formulate.com.au/blog/what-makes-a-good-form) says that forms (Templates) should follow the 4 C's. They should be: * Clear * Concise * Clever and * Cooperative. ## Clarify Your Template Purpose Before you start building your template, you must have a clear understanding of your purpose. Ask yourself: * Why are we gathering the information? * Who will use the information, and how important is it to the Journal Owner? * What specific information is *most* useful to the Journal Owner and other users? * Can the Journal Owner 'enter information once, but use it many times'? * What is the minimum amount of information required to meet my purpose *and* minimise the time needed to fill in the template? * What is the life of the information? Will I want people to respond more than once? * Is there a simpler way to get the information? e.g Could some simple questions be asked of people in a staff meeting? * Can I get the information from an existing source? # Template Purpose - Example **Template purpose** *Gather information about staff’s perception of the skills they would like to develop as part of next year’s professional learning program.* • Why are we gathering the information? *So that we have input from all staff* **Who will use the information, and how important is it to the Journal Owner?** *Head of Professional Learning and Development will use the collated results in devising a draft and final Professional development program. Staff will use it to reflect on their learning needs for use in setting goals for their personal professional development plan, which each staff member is required to update annually.* **What specific information is most useful to the Journal Owner and other users?** For Journal Owners: *Specific skills or professional learning subjects specified within the Australian Professional Standards for Teachers. Skill or topic needs required to meet the School Development Plan goals for the coming year.* For Head of PL & D *Same as above* **Can the Journal Owner 'enter information once, but use it many times'?** *Information can be collated by Head of PL & D and used by individuals. Template can be utilized in subsequent terms or years with a comparison drawn by Journal Owners between previous and currently identified needs.* **What is the minimum amount of information required to meet my purpose and minimise the time needed to fill in the template?** *An ability to tick boxes to rate perceived need against a list of possible subjects/topics Text boxes for items additional to the list to be added and rated.* **What is the life of the information? Will I want people to respond more than once?** *Information life is limited to current staff and the next Professional Learning Plan. Could be reused in subsequent years, but may need list upgrading.* **Is there a simpler way to get the information?** e.g Could some simple questions be asked of people in a staff meeting? \_Survey monkey might be used, but that won’t link with people’s other professional learning reflections and plan goals. Staff meeting will take a significant amount of time and will require an additional recording mechanism. ***Can I get the information from an existing source?** Maybe from individuals’ Annual Professional Review sessions. But once filled in, this template could also be used to inform these sessions and also coaching sessions.* # Template Tutorial (Simple) ## Step 1: Plot Your Draft Template Now that you know your template purpose, make a paper plot of how it might look. * List the different sections of your form/template * Create titles for each section. * Draft the questions for each section. * Determine which questions require: * text fields * numerical responses * scales * multiple choice selections. * Insert explanatory text fields (telling people what you expect them to include in their text field answers. Road test your paper version with people not involved in creating it. You may be surprised at how many different interpretations can be taken from one question, so it is important to edit your template based on the feedback you get. We'll use our previous Skills Needs Survey as an example Your resulting draft might look like this: Skills needs survey For each Focus area from the Australian Professional Standards For Teachers, indicate your priority for further professional development. Select a priority from the High Medium Low tick boxes all Focus Areas- ### S1 Know students and how they learn 1.1 Physical, social and intellectual development and characteristics of students 1.2 Understand how students learn 1.3 Students with diverse linguistic, cultural, religious and socioeconomic backgrounds 1.4 Strategies for teaching Aboriginal and Torres Strait Islander students 1.5 Differentiate teaching to meet the specific learning needs of students across the full range of abilities 1.6 Strategies to support full participation of students with disability ### S2 Know the content and how to teach it 2.1 Content and teaching strategies of the teaching area 2.2 Content selection and organisation 2.3 Curriculum, assessment and reporting 2.4 Understand and respect Aboriginal and Torres Strait Islander people to promote reconciliation between Indigenous and non­Indigenous Australians 2.5 Literacy and numeracy strategies 2.6 Information and Communication Technology (ICT) ### S3 Plan for and implement effective teaching and learning 3.1 Establish challenging learning goals 3.2 Plan, structure and sequence learning programs 3.3 Use teaching strategies 3.4 Select and use resources 3.5 Use effective classroom communication 3.6 Evaluate and improve teaching programs 3.7 Engage parents/ carers in the educative process ### S4 Create and maintain supportive and safe learning environments 4.1 Support student participation 4.2 Manage classroom activities 4.3 Manage challenging behaviour 4.4 Maintain student safety 4.5 Use ICT safely, responsibly and ethically ### S5 Assess, provide feedback and report on student learning 5.1 Assess student learning 5.2 Provide feedback to students on their learning 5.3 Make consistent and comparable judgements 5.4 Interpret student data 5.5 Report on student achievement ### S6 Engage in professional learning 6.1 Identify and plan professional learning needs 6.2 Engage in professional learning and improve practice 6.3 Engage with colleagues and improve practice 6.4 Apply professional learning and improve student learning ### S7 Engage professionally with colleagues, parents/carers and the community 7.1 Meet professional ethics and responsibilities 7.2 Comply with legislative, administrative and organisational requirements 7.3 Engage with the parents/carers 7.4 Engage with professional teaching networks and broader communities ## Step 2: Create Sections \[Insert screenshots Menu item to click Dashboard Template item to click * NEW TEMPLATE New Template modal Save * NEW SECTION Modal] Using the above process, one after an another, create and name new sections for each of the 7 APST Standards. Include the Domain identification in the Description field. Your partial template should look like this \[Insert Screen Shot of the 7 Sections] These Sections will act as information only headings in our finished survey template. In their current format, they cannot be responded to by the Journal Owner. ## Step 3: Create Forms To add information so that each of the Sections can be responded to, we need to add Forms containing the Focus Areas, which we will ask respondents to prioritise. Enter the top section 'S1 Know Students and how they learn' by clicking on the enter icon. \[screenshot of section with icon] \[Followed by screenshot of the screen that opens] Click on +New Form. Name the Form by inserting the text "1.1 Physical, social and intellectual development and characteristics of students". It's easiest to 'copy and paste' your text from a list of Focus Areas. Leave the description blank. ## Step 4: Add a layout Now that we have a form named, we are going to prepare the 'Layout' that will be used to record responses. Click on 'Select Layout' \[Screenshot of modal] Click on +QUICK ADD Name the New Layout 'High - Medium - Low Priority Boxes' Click Save \[Screen shot of Modal] Click Save again \[Screenshot] ## Step 5: Add multiple Choice Selection Boxes Click + CREATE APPRAISAL Name it, but leave other boxes blank. Save \[Screenshot] ## Step 6: Create Criterion Click +CREATE CRITERION Name the criterion 'High' Save Repeat +CREATE CRITERION Name 'Medium' Save Repeat +CREATE CRITERION Name 'Low' Save You have now added the ability to Prioritise the Focus Area as High, Medium or Low. ## Step 7: Manage Permissions Because Cloud Journals offers Journal Owners the ability to invite others to appraise them or provide feedback within their journals, we need to set permissions for who can write in the Journal created by this template. We only want the Journal Owner to be able to write in it, as they are responding to the Survey. Click MANAGE PERMISSIONS (or click on the pencil) \[Screenshot of modal] Tick the box next to 'Owner'. Save # Tutorial (Complex) # Checklist The following is a checklist for you to go through before publishing a Template. It will ensure you didn't miss anything before making it available to other users. \[Coming Soon] # FAQ ## Why should I use Google Chrome? [Google Chrome](https://www.google.com/chrome/) is by far the most capable and secure web browser. Cloud Journals uses some of the latest web technologies available and requires a web browser that can handle these technologies. Google Chrome is such a browser. Unfortunately, other browsers such as Microsoft Edge and Mozilla Firefox do not meet the high standards. As a result, you may experience difficulty and errors in these browsers. If you do, please let us know anyway. It will help us to make Cloud Journals compatible with more browsers. Google Chrome is also an excellent choice for daily web browsing. For more information, visit the website. ## How do I join? If you want to have your organisation join us, check out our [pricing page](https://www.cloudjournals.com.au/pricing/). If you are an individual user, you can only join by having an organisation invite you. In this way, you belong to them and they pay for your account. At the moment, standalone accounts are not permitted. ## Can I be engaged with more than one organisation? Yes. You can be engaged with as many organisations as you wish. If you are not engaged to any organisations, you will be reverted to [Contributor Only](/getting-started/contributor-only) status. # Icons We are experiencing issues with this page and are working to fix it. We apologise for the inconvenience. We are aware that the icons don't show up at the moment are are working to provide a full icon list. We apologise for the inconvenience this may cause you. A list of all the icons you may come across in Cloud Reviews 360 will appear here. \ Please note many icons have a fluid meaning; e.g. *Archive* may refer to the act of archiving something (such as a Journal) or toggling to view archived items (as in the Plan). ## Actions | Icon | Meaning | | ---- | --------------------- | | | Edit / Modify | | | Add / Create new | | | Enter / View / Show | | | Context Menu / More | | | Create Report | | | Preview | | | Calendar | | | Clone | | | Attachments | | | Upload File | | | Download File | | | Archive | | | Log Out | | | Refresh / Reload Data | | | Delete | | | Remove | ## Identifiers | Icon | Meaning | | ---- | --------------- | | | Dashboard | | | Journal | | | Learning Log | | | Plan | | | Profile | | | Files | | | Notes | | | Collaborate | | | Organisation | | | Settings | | | Template | | | Section | | | Heading | | | Form | | | Article | | | Text Box | | | Scale Rating | | | Multiple Choice | Are we missing an icon from the list? Please [contact us](https://my.cloudjournals.com.au/contact) with a detailed explanation of the icon we're missing.