Production Guide: Enduring Template

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Overview

This guide will refer to “templates” and “activities.” Templates are created by Rievent and added to your account for you to create CE/CME activities. The term “activity” is synonymous with “Course” and “Program”. Each activity type (journal, live event, enduring, webinar, RSS etc.) will have its own template. Here is a list of all the template how-to guides.

Please note that an Activity Evaluation (as well as other evaluations) can be built into the template if the same questions are asked for every activity. If this is the case, Rievent can build the evaluation into the template and have it as a checkbox option on the Activity Options tab. This saves administrators from creating the same evaluation questions over and over for each activity. 

 

Step 1: Creating a New Activity

Step 2: Reviewing the Activity

Step 3: Publishing and Locking the Activity

Glossary


 

Step 1: Creating A New Enduring Activity

1.  To begin, click the icon-create-activity.jpg icon next to the Manage Your Program Menu. 
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2.  Enter the short name for the activity. The Short Name is how the activity will be listed in the Manage Your Program menu and will not be exposed to learners. If you have not already decided, you will need some sort of naming convention for your activities. 

When creating the Short Name, please keep in mind that it must be unique and should also include the Activity ID. For example, if your Activity ID is RD105, the Short Name might be in the format RD105 - Genetics and Type 2 Diabetes. The short name field has a 126 character limit. Acceptable characters include letters, numbers, underscore, dot, and dash.
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3. During the pre-production stage, you have the option to add the activity to other administrative accounts and also to upload any production-related files for storage (optional). Please note that the files stored here are for storage only, this feature is not intended for content hosting.  

Adding the activity to other administrative accounts allows them to see and access the activity from the Manage Your Program menu in their own admin account. Click Pre-Production complete to continue. 

You can also manage activity access from the Review stage. 

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4.  Next, select the Enduring template.
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Production Wizard

The Production Wizard will walk you through the template step-by-step, starting with the Activity Info tab. Once you've completed a step, you can go back at any time to edit what you've entered by clicking the appropriate tab. Always click the Save button for the steps that include a Save button, and Next after making any changes.
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Activity Info tab

5.  Enter the Activity ID, Activity Title, Activity Start Date, and Activity End Date

• Internal Activity ID: The internal activity identification number or name. This must be unique for each activity in the Rievent Platform. Typically the Activity ID is part of the Activity Name. For example, if the Activity Name is RD105 - Genetics and Type 2 Diabetes, then the Activity ID would be RD105

• Internal Activity Name:  Same as the Short Name. This will already be populated for you, based on what was entered as the short name in the beginning of production.  

• External Activity Title: The name of the activity as you would like it to appear on the Overview Page, Certificate, and all activity related emails (CME Confirmation, Outcomes Invitation, etc). 

• Activity Start Date: The first day learners can access the activity to request credit. 

• Activity End Date: The last full day that learners can request credit. The activity will expire at midnight Eastern Time, on the date entered into the field.  

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CE Catalog

6.  From the CE Catalog tab, you have the option to enter a brief description of the activity and to select the metadata associated with the activity. This information is displayed in the Rievent driven CE catalog and helps learners browse/locate activities. 

The Catalog Summary field contains a 2000 character limit, which includes any characters that may be hidden in the source code.  If copy/pasting from a Word document, be sure to remove any hidden formatting characters before copy/pasting into the wizard. 

Go through the list and check the meta-data tags you would like to assign to the activity. Once created, the list of metadata choices will be maintained by the Rievent Platform, so you do not need to recreate it for each activity. 

When you are finished, click Next.

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You can create new tags by clicking the Add button. To edit an existing tag, simply double click it, make the changes, then click Save.  You can also remove a tag by clicking the Delete button.  



The image below shows how the meta-data tags will be displayed in the CE Catalog. Only the metadata tags checked during production will show up in the CE Catalog.


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Category shown to learners in the CE Catalog  Production Wizard Categories
Therapeutic Area Specialty (ex. Neurology) Editable in the production wizard.
Clinical Topic Clinical Topic (ex. Strokes) Editable in the production wizard.
Category Category (ex. 2017) Editable in the production wizard. This area can be used for custom segmenting of your activities. For example, create a custom segment to classify your activities by year, publication, credit type, etc.  
Audience Profession (ex. Physician) Editable in the production wizard.
Audience Categories Audience Categories (Uneditable terms are global for all customers) 
Speakers Not editable in the Production Wizard. Speakers are automatically shown based on active live events, webinar, and RSS activities that have speakers assigned to them.
Media Formats Media Formats (Uneditable terms are global for all customers) 
Activity Types Not editable in the Production Wizard. The activity type is automatically set based on the template being used to create the activity.

 


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Credit Options

7.  Next, configure the credit options that will be available in the activity. You can include one or multiple credit options.  If the credit option you are looking for is not listed, you can create a one using the Certification Management Tool.

Check the boxes of the credit type(s) you would like to include, then fill out the min, max, and credit increment fields. To set a static credit amount, without the option for learners to choose incremental credit, enter the same number for the min/max and enter "0" in the increment field. 

Allow learners to claim more than 1 credit option at a time by checking the box next to Allow Multiple Credit Selection. Learners will receive a certificate for each credit option they select.

Use the Search box to quickly locate the desired credit option.  As text is entered into the search field, the available credit options are filtered

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By default, all the selected credit options will be available for the duration of the activity (set on the Activity Info tab). However, under the More Options menu, you have the option to add a Credit Release and Credit Expiration date for individual credit options. This allows you to offer certain credit options for only part of the duration of the activity.  

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Also under the More Options menu, is the Certificate Activity Accreditation Statement field. This field is for certificates that (1) have been created using the certification management tool and (2) that contain the Activity Accreditation Statement merge tag. The information provided here will override the existing credit accreditation statement and be merged onto the applicable certificate.  More information on the Certification Management Tool and Accreditation Statement Merge Tag.

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Click the Next button when you are finished.

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Activity Options

8.  From the Activity Options tab, choose the components to include in the activity. If a shared/common evaluation, such as an Activity Evaluation has been created by Rievent during the template setup process, you can select it here. prod-activity-options.jpg

If including content in the activity, there are 3 different options:

  • Link to Externally Hosted Content: Select this option if your content already exists on the web and is accessible from a valid URL. Later in the template, you will have the option to provide the URL.  Learners will click a "View Content" button on the page and be taken to the link you provide. 

  • Compose or Paste HTML using a WYSIWYG Editor: Use this option to create your own HTML page using the WYSIWYG editor. This is useful when providing multiple videos, or various types of content together. For example, including multiple videos from a conference, as well as PDF downloads. You can also copy/paste in existing HTML by accessing the editor's source code button. 

  • Upload Content to Rievent (Mp4 video, PDF, SCORM): Select this option to upload your content into Rievent for hosting. A drag-and-drop style interface allows you upload your content later in the template. For SCORM content (does not apply to videos or PDFs), decide if you would like to include a header, footer, sidebar, continue button, or exit button.  
    NOTE: The file uploader is limited to 2GB files. For files exceeding the limit, we recommend uploading to YouTube and then using the "WYSIWYG" content editor option to embed the video onto a page in the activity.
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    The following options only apply when uploading a zipped SCORM file. 

Header: Adds a header to the content page that contains the activity name, as well as the continue and exit buttons. See example

Footer: Adds a footer to the content page that contains the continue and exit buttons. See example

Sidebar: Adds a sidebar on the right-hand side of the content page that contains the activity name, as well as the continue and exit buttons. See example

Remove Continue button: The continue button allows learners to advance past the content page at any point in time. Select this option to disable the continue button until the learner passes completely through the content. The continue button will appear when the cme.completed status is set.  NOTE: Before uploading to Rievent, the SCORM content must be configured to include a continue button call at the end of the content experience. 

Remove Exit button: The exit button takes learners back to the content page in the activity, where they can select the "View Content" button to resume the content and any point in time. Select this option to completely remove the Exit button.

Click Next to continue.


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Overview

9.  If included, the Overview Page will appear to learners as the first page of the activity and is typically used to present activity information, such as learning objectives, accreditation info, disclosures, etc.  A default overview page may already be built into the template, but you must be sure to add any activity specific information, such as the learning objectives, to the page.  

You can also include a disclosure's checkbox to verify the learner has read the Overview page information before continuing with registration.

Use the rich text editor to add formatting, images, links, tables, etc. to the page.  To work with the HTML view of the page, click the Source button in the toolbar.

Helpful Articles on the Overview Page:

When you are finished creating the page, click Next to continue.prod-overview.jpg


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Content

10.  Next, depending on the content option selected on the Activity Options tab, configure the content for the activity.

• Link to Externally Hosted Content: Enter the full URL for the content, such as http://www.example.com/educational/content.pdf

• Content Uploader (VIDEO, PDF, SCORM): Drag and drop the file into the content box, or click the content box to locate the file using the traditional file browser.  If the file is large, it may take several minutes.  Be sure to wait for the file to finish uploading. 

NOTE: The file uploader is limited to 2GB files. For files exceeding the limit, we recommend uploading to YouTube and then using the "WYSIWYG" content editor option to embed the video onto a page in the activity.

• WYSIWYG Editor: Use the editor to compose your content, or paste existing HTML using the source code button.  

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Post Test

11. Next, configure the Post-Test. There are two different ways to enter the test questions.  You can enter them all at once using the Multiple Choice Parser (more info), or one at a time using the wizard.

The Multiple Choice Parser is a great tool to use for quickly entering a group of multiple-choice questions into a test or survey.  It allows you to copy/paste a group of questions directly into the Rievent Platform.  More Info

To configure multiple choice test questions individually, start by clicking the Add Question or Text button and then selecting the Choose One question type.
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Next, double click the question to insert text. To add answer choices, click the  icon and then double click to insert text.  You can also delete questions and answer choices with the  icon.  

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To mark an answer choice as correct, click the  icon next to it and the icon will change to a .

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You may also edit the title displayed to the learner, minimum passing score, and the number of attempts the learner will be allowed to achieve the passing score. Awarding of credit and a certificate of credit is contingent on meeting this minimum passing score.

NOTE:  To set the threshold as unlimited attempts, set both fields to 0. 

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When you are finished configuring the test, be sure to click the Save button before continuing.

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Activity Specific Evaluation

12.  If you selected to include an Activity Specific Evaluation, you will create it now. Build the evaluation using the same set of tools as the Post Test. For this example, the evaluation will be configured as a single rating question, asking learners to rate how well the activity met its stated learning objectives. More information on configuring rating style questions.

To get started, click the Add Question or Text button.

When you are finished configuring the survey, be sure to click the Save button before continuing.

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Outcomes Evaluation

13. Lastly, if an Outcomes Evaluation was selected from the Activity Options tab, use the same set of tools as the Post-Test and Activity-Specific Evaluation to build the Outcomes Evaluation. When finished be sure to click the Save button before clicking Next.

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Finished tab

14. All the activity parameters have now been entered. Click the Finished button to create the activity and transition to the Review stage. 

If you chose to include eCommerce, after clicking the finished tab, you will need to configure a product(s) for your activity, along with any discount codes, and/or participant types

After the activity is created, you (along with any stakeholders) will have the opportunity to review. If any changes are required, you may return to the Production Wizard to edit the activity.

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Step 2: Reviewing the Activity

From the Review stage, you will have the opportunity to test the activity from a learner’s perspective, as well as add the activity to other administrative accounts.

If eCommerce was included, before testing, you will need to configure a product(s) for your activity, along with any discount code, and/or participant types.

Adding the activity to other administrative accounts allows them to see and access the activity from the Manage Your Program menu in their own admin account. Click the Assign to Administrator... button to manage activity access for other administrative accounts. 

The Draft Review Links will walk you through the activity as a learner, from start to finish.  You can also preview individual pieces of the activity using the Preview Program Component links at the bottom of the screen. This can be useful for reviewing a specific component without having to run through the entire activity.  

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Testing the Activity (Request for Credit and Outcomes)

To review the activity, click the Request for Credit Launch Activity link. This will allow you to participate in the activity exactly how a learner would see it. If an outcomes evaluation was included, you can review it by selecting Outcomes Launch Activity link.  
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Making Changes to an Activity

To make changes to the activity, go back to the Production Wizard by clicking Production in the production timeline.

If the activity is locked, you will need to unlock it. To edit a locked activity, simply click the Unlock for Edit button. When an activity is unlocked, it will be removed from the CE Catalog until you re-publish it. Any learners that are actively participating in the activity when it is unpublished will not be affected in any way. 

Access the different areas of the Production Wizard by clicking the tabs on the left side of the screen. After making the necessary changes, be sure to click the Save and/or Next button.
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Lastly, click the Finished button on the Finished tab to complete the change.

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Step 3: Publishing and Locking the Activity

Publishing the activity will make it appear in the Rievent driven CE Catalog/Events Calendar. 

When you have finished reviewing and are satisfied with the activity, click the Complete Draft Review and Lock Activity button. This locks the activity to prevent any accidental changes from being made. You can always go back and unlock an activity to make edits. 
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Once the activity is locked, the “friendly” URL for accessing the activity is provided. If you haven't already done so, be sure to also delete any test records that were created during the review process.

To publish the activity to the Rievent driven CE Catalog, click Publish button.  Once an activity is published, it will appear in the Rievent driven CE Catalog. 

Even when activities are published and locked, they will not be available for participation and will not display in the CE Catalog until the activity start date has been reached.

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Deleting Test Records of Participation

Once you have tested the activity, be sure to delete all test records created during the review process.  Each time the activity is tested as a learner, a participation record is created.  Test participation records can be deleted using the Records tab. 

1.  First be sure the correct activity is listed in the Manage Your Program drop-down menu.

Leaving all criteria fields blank and clicking the Search button will return all records associated with the activity, (which can be useful in deleting test records for activities not yet available to learners, since all the records listed will be test records.)   However, you can also search for individual records by using the various search criteria fields. all-records1.jpg


2.
 From the search results page, click the    icon to delete the test records. You can also check the boxes for all the test record(s) you would like to delete, then click the Delete Selected button.

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You can also search for test records across all activities by selecting ALL PROGRAMS from the Manage Your Program menu.  
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Production Wizard Glossary - Enduring Template

Name Description Format Character
Limit
Internal Activity ID The internal activity identification number or name. If you do not have an internal identifier, you will need to create one. This must be unique for each activity in the Rievent Platform. Typically the Activity ID is part of the Activity Name. For example, if the Activity Name is RD105 - Genetics and Type II Diabetes, then the Activity ID would be RD105.  Acceptable characters include letters, numbers, underscore, dot, and dash (hyphen).  No spaces are permitted.  Text or Number 53
Internal Activity Name (Same as Short Name) The Activity Name is how the activity will be listed in the Manage-Your-Program drop-down menu.  This name will not be exposed to learners. (Most customers prefer to preface the name with the Activity ID and decide to use the activity title or a truncated version of the activity title.) Text or Number  126
External Activity Title The full title of the activity as you would like it to appear on the overview page, email messages, and the certificate.  This title will be visible to learners. Text or Number  512
Activity Start Date The date the activity will be accessible. Credit will not be available to learners before this date. MM/DD/YYYY -
Activity End Date The last full day the activity will be available.  Credit will not be available to learners after this date. MM/DD/YYYY -
Catalog Summary The information entered here will be visible to learners while browsing activities in the CE Catalog. Rich Text  2,000
Min Credit The minimum number of credits a learner can claim. Number  5
Max Credit The max number of credits a learner can claim. Number 5
Increment Increment by which learners will be allowed to claim credit. For example, entering a 0.5 increment with a max of 2.0 and min of 1.0 credits will allow learners to claim 1, 1.5, or 2 credits. For activities without an increment, set the field to 0.  Number  5
Credit Release Date The date selected credit type will become available to learners. If left blank, this date will default to the program start date. MM/DD/YYYY -
Credit Expiration Date The date selected credit type will no longer be available to learners. If left blank, this date will default to the program end date. MM/DD/YYYY -
Certificate Activity Accreditation Statement The information provided here will override the existing credit accreditation statement and be merged onto the applicable certificate. For more information on the Certification Management Tool and Accreditation Statement Merge Tag, click here Text or Number -
Overview Page The overview/accreditation information that you would like to appear as the first page in the activity. Rich Text -
Pre-Activity Test A graded test presented to learners before at the very start of the activity, before the content. Displaying scores to the learner is optional. - -
Pre-Activity Evaluation A non-graded evaluation that will be presented as the first evaluation in the activity. This can be used to gather any type of information.  - -
 Peer Response Comparison An optional feature for evaluations that allows learners to see how their response compare to that of their peers who have already completed the evaluation.
Post-Test  A graded test used to measure a learner competence. Presented after the content piece.  - -
Test Question Rationale Shown to learners after successfully completing the Post-Test. Rich Text 10,000
Speaker Evaluation The Speaker Evaluation is used to evaluate the performance of any faculty speakers. - -
Activity-Specific Evaluation An additional evaluation that can be used to gather various pieces of information, such as how well the activity met its stated learning objectives. - -
Built-in Evaluation This is an evaluation pre-built by Rievent that is included as a checkbox option on the Activity Options tab in the template. Any changes to the evaluation will need to be performed by Rievent.  - -
Outcomes If included, after completing the activity, learners will be sent weekly reminder emails inviting them to participate in a post-activity outcomes evaluation. This evaluation is designed to measure the effect of the activity on opinions, practices, or clinical outcomes. The reminder emails will start and end at the interval set on the Activity Options tab in the template.  - -


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