Acuity One45 - Bulk/Single Send

This document describes the Bulk/Single Send functionality for sending one-off forms within the Acuity One45 system.

Acuity ONE45 Logo

This document explains how to use the Bulk/Single Send function in Acuity One45, with an emphasis on the Phase 2 assessment/evaluation workflow. For more information on setting up clinical assessments, see this KB document. These instructions are based off of the most common workflows, but feel free to adapt the parameters to your direct needs. 

Disclaimer: The way you answer certain prompts in this functionality can dictate the available fields further down, so if you do not see a field, ensure that you have made the proper selections in all previous sections. 

Single Sendouts

Normal Form

  • For single/individual normal send outs: 

    1. Navigate to "Sendouts" on the Header menu, then "Bulk/Single Send" on the left-side menu.
      screen capture
    2. Under the 'Forms' section, make the following selections:
      • What type of form is this? Normal/Contributing Form
      • Form: the form you wish to send out
      • Send a new Summary or Head Evaluator Form? No
      • Rotation: All the same (specify which rotation)
      • Dates: All the same (specify the dates of the rotation, event, or when students worked with their preceptor/supervisor)
        screen capture
    3. Under the 'Evaluator Info' section, make the following selections:
      • Evaluator Role: Select evaluator role (student, faculty, resident, admin)
      • Who is the evaluator? Use the same evaluator for all (specify the evaluator - if struggling to find the faculty/resident/student, make sure you select 'All Facultys/Residents/Students).
        screen capture
    4. Under the 'Target Info' section, make the following selections:
      • Target Role: Select target role (student, faculty, resident, admin)
      • Who is the target? Use the same target for all (specify the target- if struggling to find the faculty/resident/student, make sure you select 'All Facultys/Residents/Students).
        screen capture
    5. 'Bulk Info' will show a summary of what you have previously selected
    6. Under the 'Result Info' section, make the following selections:
      • Anonymous: Indicate if this form should be anonymous or not
      • Results: Indicate if the target should receive their result and if so, when. 
      • Close Date: Select the date the form closes
      • Opt Out: No (evaluator must complete the form)
        screen capture
    7. Click "Next Step (Summary) >>>"
      screen capture
    8. On this next screen, you will see a summary of all your selections. Verify you have the check box checked if you want the evaluator to receive an email that they have a new evaluation to complete.
    9. Click 'Send'
      screen capture
    10. See that the email went out successfully. If it failed, there may be something incorrect with the email. Use this KB for information about how to access someone's personal information to verify their email address is correct. You can contact AcuityOne45Support@med.wisc.edu for help if problems persist. 
    11. If you did not want the email to send, both "successful" and "failed" should show "none". 
    12. If you need to repeat this process, click on the 'Send more sendouts starting with previous selections' button.

    screen capture

Head Evaluator Form

For single/individual head evaluator send outs: 

  1. Navigate to "Sendouts" on the Header menu, then "Bulk/Single Send" on the left-side menu.
    screen capture
  2. Under the 'Forms' section, make the following selections:
    • What type of form is this? Head Evaluator Form
    • Head Evaluator Form: The form you wish for the Head Evaluator to fill out.
    • Contributor Form: The form you wish for the contributor to fill out.
    • Head Evaluator: Select the Head Evaluator
    • Rotation: All the same (specify which rotation)
    • Dates: All the same (specify the dates of the rotation, event, or when students worked with their preceptor/supervisor)
      screen capture
  3. Under the 'Evaluator Info' section, make the following selections:
    • Evaluator Role: Select evaluator role (student, faculty, resident, admin)
  4. Under the 'Target Info' section, make the following selections:
    • Target Role: Select target role (student, faculty, resident, admin)
    • Who is the target? Use the same target for all (specify the target- if struggling to find the faculty/resident/student, make sure you select 'All Facultys/Residents/Students).
      screen capture
  5. 'Bulk Info' will show a summary of what you have previously selected
  6. Under the 'Result Info' section, make the following selections:
    • Anonymous: Indicate if this form should be anonymous or not
    • Head Evaluator Results: Indicate if the target should receive the Head Evaluator's results and if so, when. 
    • Contributing Results: Indicate if the target should receive the Contributing results and if so, when. 
    • Close Date: Select the date the form closes
    • Opt Out: No (evaluator must complete the form)
      screen capture
  7. Click "Next Step (Summary) >>>"
    screen capture
  8. On this next screen, you will see a summary of all your selections. Verify you have the check box checked if you want the evaluator to receive an email that they have a new evaluation to complete.
  9. Click 'Send'
    screen capture
  10. See that the email went out successfully. If it failed, there may be something incorrect with the email. Use this KB for information about how to access someone's personal information to verify their email address is correct. You can contact AcuityOne45Support@med.wisc.edu for help if problems persist. 
  11. If you did not want the email to send, both "successful" and "failed" should show "none". 
  12. If you need to repeat this process, click on the 'Send more sendouts starting with previous selections' button.

screen capture

Bulk Sendouts

Normal Form

For bulk normal send outs: 

  1. Navigate to "Sendouts" on the Header menu, then "Bulk/Single Send" on the left-side menu.
    screen capture
  2. Under the 'Forms' section, make the following selections:
    1. What type of form is this? Normal/Contributing Form
    2. Form: the form you wish to send out
    3. Send a new Summary or Head Evaluator Form? No
    4. Rotation: All the same (specify which rotation) OR Different for each target (fill out in the bulk info section below)
    5. Dates: All the same (specify the dates of the rotation, event, or when students worked with their preceptor/supervisor) OR Different for each target (fill out in the bulk info section below)
      screen capture
  3. Under the 'Evaluator Info' section, make the following selections:
    1. Evaluator Role: Select evaluator role (student, faculty, resident, admin). 
    2. Who is the evaluator? Use the same evaluator for all (specify the evaluator - if struggling to find the faculty/resident/student, make sure you select 'All Facultys/Residents/Students). OR There is more than 1 evaluator (fill out in the bulk info section below)
  4. Under the 'Target Info' section, make the following selections:
    1. Target Role: Select target role (student, faculty, resident, admin)
    2. Who is the target? Use the same target for all (specify the target- if struggling to find the faculty/resident/student, make sure you select 'All Facultys/Residents/Students) OR Many targets (fill out in the bulk info section below).
      screen capture
  5. 'Bulk Info' is where you will make your bulk selections (evaluator, target, rotation, dates). 
    1. If you need to select multiple evaluators, click on the "evaluator(s)" field. You will get a popup window and can search by first and/or last name. You can select multiple evaluators at a time from this window. If you do not see the evaluators you are looking for, make sure you select 'All Facultys/Residents/Students). To add evaluators, click on their name on the left side and see their names appear on the right side. To un-add them, simply click their name on the right side and see that they are removed from that list and no longer highlighted on the left side. 
    2. Click 'Select'
    3. If you need to select multiple targets, click on the "target(s)" field. You will get a popup window and can search by first and/or last name. You can select multiple targets at a time from this window. If you do not see the targets you are looking for, make sure you select 'All Facultys/Residents/Students). To add targets, click on their name on the left side and see their names appear on the right side. To un-add them, simply click their name on the right side and see that they are removed from that list and no longer highlighted on the left side. 
    4. Click 'Select'
      screen capture
    5. If you need to select multiple rotations, click on the "rotation" dropdown and select the relevant rotation.
    6. If you need to select multiple dates, enter the relevant dates. 
      screen capture
  6. Under the 'Result Info' section, make the following selections:
    1. Anonymous: Indicate if this form should be anonymous or not
    2. Results: Indicate if the target should receive their result and if so, when. 
    3. Close Date: Select the date the form closes
    4. Opt Out: No (evaluator must complete the form)
      screen capture
  7. Click "Next Step (Summary) >>>"
    screen capture
  8. On this next screen, you will see a summary of all your selections. Verify you have the check box checked if you want the evaluator to receive an email that they have a new evaluation to complete.
  9. Click 'Send'
    screen capture
  10. See that the email went out successfully. If it failed, there may be something incorrect with the email. Use this KB for information about how to access someone's personal information to verify their email address is correct. You can contact AcuityOne45Support@med.wisc.edu for help if problems persist. 
  11. If you did not want the email to send, both "successful" and "failed" should show "none". 
  12. If you need to repeat this process, click on the 'Send more sendouts starting with previous selections' button.

screen capture

Head Evaluator

For bulk head evaluator send outs: 

Note: You cannot select multiple head evaluators in the one bulk sendout, only the targets.

  1. Navigate to "Sendouts" on the Header menu, then "Bulk/Single Send" on the left-side menu.
    screen capture
  2. Under the 'Forms' section, make the following selections:
    1. What type of form is this? Head Evaluator Form
    2. Head Evaluator Form: The form you wish for the Head Evaluator to fill out.
    3. Contributor Form: The form you wish for the contributor to fill out.
    4. Head Evaluator: Select the Head Evaluator
    5. Rotation: All the same (specify which rotation) OR Different for each target (fill out in the bulk info section below)
    6. Dates: All the same (specify the dates of the rotation, event, or when students worked with their preceptor/supervisor) OR Different for each target (fill out in the bulk info section below)
      screen capture
  3. Under the 'Evaluator Info' section, make the following selections:
    1. Evaluator Role: Select evaluator role (student, faculty, resident, admin)
  4. Under the 'Target Info' section, make the following selections:
    1. Target Role: Select target role (student, faculty, resident, admin)
    2. Who is the target? Use the same target for all (specify the target- if struggling to find the faculty/resident/student, make sure you select 'All Facultys/Residents/Students) OR Many targets (fill out in the bulk info section below).
      screen capture
  5. 'Bulk Info' is where you will make your bulk selections (evaluator, target, rotation, dates). 
    1. If you need to select multiple targets, click on the "target(s)" field. You will get a popup window and can search by first and/or last name. You can select multiple targets at a time from this window. If you do not see the targets you are looking for, make sure you select 'All Facultys/Residents/Students). To add targets, click on their name on the left side and see their names appear on the right side. To un-add them, simply click their name on the right side and see that they are removed from that list and no longer highlighted on the left side. 
    2. Click 'Select'
      screen capture
    3. If you need to select multiple rotations, click on the "rotation" dropdown and select the relevant rotation.
    4. If you need to select multiple dates, enter the relevant dates. 
      screen capture
  6. Under the 'Result Info' section, make the following selections:
    1. Anonymous: Indicate if this form should be anonymous or not
    2. Head Evaluator Results: Indicate if the target(s) should receive the Head Evaluator's results and if so, when. 
    3. Contributing Results: Indicate if the target(s) should receive the Contributing results and if so, when. 
    4. Close Date: Select the date the form closes
    5. Opt Out: No (evaluator must complete the form)
      screen capture
  7. Click "Next Step (Summary) >>>"
    screen capture
  8. On this next screen, you will see a summary of all your selections. Verify you have the check box checked if you want the evaluator to receive an email that they have a new evaluation to complete.
  9. Click 'Send'
    screen capture
  10. See that the email went out successfully. If it failed, there may be something incorrect with the email. Use this KB for information about how to access someone's personal information to verify their email address is correct. You can contact AcuityOne45Support@med.wisc.edu for help if problems persist. 
  11. If you did not want the email to send, both "successful" and "failed" should show "none". 
  12. If you need to repeat this process, click on the 'Send more sendouts starting with previous selections' button.
    screen capture

Questions and Support

For questions and support, please email: AcuityONE45Support@med.wisc.edu

 


Keywords:
Acuity One45, medical education, MEO, student, faculty, staff, clinical assessment, clinical rotations, evaluations, block evaluations 
Doc ID:
133959
Owned by:
Carter O. in SMPH Academic Affairs Resource
Created:
2024-01-11
Updated:
2024-01-16
Sites:
SMPH Academic Affairs Resource