How to Rollover your Data

This Tutorial was written based on EfL 4.5.4

So you’ve captured lots of Evidence, produced many PDFs, you’re nearing the end of another year and are starting to think about your new intake of learners. How do you start over or rollover your data?  Below we have outlined the typical steps.  If you need any help please feel free to get in touch.

 

For more information take a look at our Rollover FAQs…

 

Rollover for a Cloud Subscription

For this scenario your approach will be to ‘wipe clean’ all System Data, Evidence and PDF Reports from the app on your devices, add new Learners (first to one of the devices and then to the Cloud) and change some other System Data in the Cloud then setup each device again with the new data.  We can’t delete Learners so instead we add them to a group called ‘Leavers’.

So, let’s clear the app on the devices:

  • Ensure ALL Evidence is saved to the cloud across all your devices remembering to check for draft evidence.
  • Ensure ALL the PDFs are saved to the Cloud Profiles as needed across all your devices, it’s a good idea to delete any unwanted PDFs stored on each device with a right to left swipe gesture.
  • Now that there are no documents or evidence for any learners stored on the device you can safely delete the System Data on this device via the Device Admin menu.  (Note: In doing this, you are NOT deleting the corresponding System Data from the cloud.)
  • Delete Learners via a right to left swipe gesture. [Device Admin > Learners]
  • Delete Groups via a right to left swipe gesture. [Device Admin > Groups]
  • Delete Frameworks via a right to left swipe gesture. [Device Admin > Frameworks]
  • Delete Date Ranges via a right to left swipe gesture. [Device Admin > Date Ranges]
  • Delete Tags via a right to left swipe gesture. [Device Admin > Tags]
  • Delete Comment Templates via a right to left swipe gesture. [Device Admin > Comment Templates]

Now lets update our System Data in the cloud:

Firstly… Delete, update/rename any existing System Data [via Cloud Admin]

  • Delete any groups you that are no longer needed. [Device Admin > Cloud Admin > Groups]
  • Rename any groups that are simply moving with their members. [Device Admin > Cloud Admin > Groups]
  • Update or delete any Tags that are no longer required. Caution: You can rename Tags but remember any Evidence linked to the Tags will be updated. [Device Admin > Cloud Admin > Groups].
  • Update or delete any Date Ranges that are no longer required. [Device Admin > Cloud Admin > Groups]
  • Update or delete any Comment Templates that are no longer required. [Device Admin > Cloud Admin > Groups]

Next, add New System Data to the Cloud, by firstly adding to one of the devices and then “pairing” to save the new data to the Cloud…  (Remember you’ll need to put that device into “Administrator (Data Entry)” role to add new System Data)

  • Add your new Learners, be mindful not to add duplicates, if you have 2 learners with the same name you can differentiate using the Unique Reference.  
  • Create any new Groups.
  • Leavers: If you have Learners who are leaving the system you should create a group called ‘Leavers’ or ‘Leavers 2016’ say, and add your leavers to that groups, taking them out of any other groups.
  • Add any new Frameworks (new frameworks will need a unique name. They can’t have the same label as last year’s frameworks).  
  • Add new Date Ranges
  • Add any new Tags.
  • Add any new Comment Templates.

 

If you are using the Web Console:

You can update or add any Learners, Groups, Frameworks, Tags, Date Ranges and Comment Templates directly in the console.

If adding Learners then the easiest way to do this is to export the current learners and then append your new data to the end of the file with the columns provided, save the new file and import that file using the CloudId column as the unique identifier. You also have the option to define your new groups this way too.

Be mindful if you rename Tags then all existing evidence using those tags will reflect the changes.

You can archive Learners, Frameworks and Tags which will mean the data remains in your cloud but the devices don’t see the data.

 

And finally setup each device:

  • Firstly, let’s check the device is running the latest version of Evidence for Learning.
  • “Pair” the device if it is not already paired. You can check this in the Device Admin panel.

Then ‘download’/add the System Data that you need for that device from the Cloud…

  • Add the Learners and Groups. NB. Adding a Group will automatically add the Learners in that Group.
  • Add the Frameworks you want to use.
  • Add your Date Ranges and Tags and Comment Templates
  • Check the Device is in Educator role (from the Cloud Admin screen).
  • Build/edit any new Grid Templates you need for that device.
  • Review your device backup strategy and check it’s working (We recommend backing up devices to iCloud regularly.)

Repeat for each device.

Rollover for Standalone Subscriptions or PAYG

For this scenario all your data is stored on each device – not the Cloud.  We’ll assume that you already have copies of the PDFs you want to keep either on a service like Dropbox, Google Drive etc or printed copies.  Our approach will be to remove unwanted System Data, Evidence and Reports from each device and then setup the new System Data ready to start over.

So lets clear the device:

  • First let’s check the device is running the latest version of Evidence for Learning.
  • Delete the PDFs with a right to left swipe gesture – either in the learner profile or the Files Screen.  If using the Files Screen you can sort by Date or by Learner.
  • Delete the Evidence either by Date Range or by Learner (or both).
  • Delete the Learners you no longer want on this device.
  • Add New Learners.  
  • Add, Rename, delete the Groups as need.
  • Add any new Frameworks.  
  • Add, Rename or delete Tags as needed.
  • Add, edit, delete Comments Templates as needed.
  • Build/edit any new Grid Templates you need for that device.
  • Review your device backup strategy and check it’s working (We recommend backing up devices to iCloud)

Repeat for each device.

Backup your Data

Evidence data is very valuable and is typically collected over a long period of time.  Mobile devices are susceptible to damage, loss or theft.  Please consider backing up your devices regularly.

iCloud/iTunes Backups:

  • Starting over is a great time to review your device backup strategy and check all is working as it should be.
  • We recommend backing up your devices to Apple iTunes or Apple iCloud on a regular basis.

Need Help

If you need any help please feel free to ask for help.

 

 

Summary
Article Name
Evidence for Learning Tutorial: How to Rollover your Data
Description
Tutorial: How to Rollover your Data is a step by step guide for how to tidy up and reset Evidence for Learning ready for the new intake.
Author