System Updates 8-18-23
Your Portfolio Updates [8/16/2023]
We are excited to announce the latest round of enhancements and fixes released today through working with our users and stakeholders. We want to thank you all for the feedback, questions and continued support!
Enhancements
- Previous/Next buttons on activity entry form. To save time when navigating to review or make changes across multiple activities, the activity form now has two new buttons at the top, Save & Previous and Save & Next. These buttons will save any changes you’ve made on the current activity, and then load the previous or next activity without having to click close to go back to the activity table and then click into another activity. The order of activities when using the Save & Previous and Save & Next buttons will match the order of the activities in activity table. So, changing the sort order in the table will change the order of activities when using the Previous and Next buttons.
- Update activity tables save the paged state. Another added convenience when adding and managing your activities is when you close an activity to return to the activity table, the page you were on is now saved, instead of jumping back to the first page.
- Clinical activity type under Teaching We have added a new Clinical activity type to cover clinical teaching
activities. - Improved interface for document generation on the profile page. Based on a lot of feedback, we’ve completed a significant redesign of the top of the profile page used to manage and generate documents from your activities. Different options are now listed prominently in a button group at the top of the page, and detailed instructions explaining the process are now available by clicking on the blue question mark (?) icons to expand the help text. We hope this will make the process actions like generating your Activity Report or a CV much easier.
- Delegate is displayed on user’s end. In Portfolio it is possible to have a role delegated to someone else. For example a user setup as a Faculty Delegate for you will be able to log in and add activities for you, the same way you can yourself. If you have any delegates setup for you, we have added a table so can see information about these delegates. You can get to this table by clicking your name in the top right of portfolio and then selecting the Delegates menu item.
- List lectures on generated CVs and AR. Lecture activity types were previously not available to show on generated Activity Reports and CVs, but they should now show up there.
- Default organization selection in user management. For administrators using the user management tool, the organization dropdown will now more conveniently default to your home organization.
- Display downtime messages more prominently. The Portfolio application is available 24/7, but occasionally the system will be down for short periods of time, such as to release the enhancements and fixes described in this release note. We will now display alerts for upcoming scheduled downtime more prominently, as a dismissible alert at the top of most pages to make you more aware of our schedule. We try to alert users by posting these downtime messages 24 hours in advance of the scheduled downtime.
Bugs
As usual we have fixed several issues reported from faculty or found during internal testing. These include:
- Occasional exception on home page. We noticed some users occasionally getting an error page when loading or reloading the home page, we have fixed an issue that was causing this.
- Show SOM Required expectations as approved. The set of expectations required by all School of Medicine faculty (prefixed with SOM Required:) would previously show up with a blank Supervisor Approval status, which caused some confusion. Since these expectations are required, we have changed the status of all of them to Approved. Custom added expectations, or expectations added by selecting your role(s) will still follow the same approval process (showing up as Pending Approval first).
- Evaluation returned for revision note. If a supervisor returns an evaluation to a faculty for revision, an email notification is sent to the faculty but this notification previously lacked the reason that the supervisor typed into Portfolio. The notification has been updated to include this reason.
- Fix creation of evaluations for new faculty. New faculty in the School of Medicine automatically have their current year evaluations added to the portfolio system, along with the ability to add and update goals and expectations (which are available year round, both inside and outside the evaluation cycle. However, there were some issues with this process that caused errors for new faculty working in the performance system. These issues have now been fixed.
- Unassigned supervisors and chairs on evaluations. Department administrators manage who are the supervisors and chairs for faculty evaluations, however there are some instances where an evaluation can have a supervisor or chair unassigned, for example a new faculty who does not have their supervisor assigned in the system yet, or a supervisor who has declined an evaluation due to a mistake or other reasoning. Previously this “unassigned” supervisor or chair showed up as “System Administrator”, we have now updated this to show up more accurately as “Unassigned”.