As of April 2024, Enterprise and hStream Administrators* see “Smart Notes Management” on the Courses tab, which allows you to add custom information (formatted text, tables, images, videos, documents) on the start page of any course (review here). Keep in this mind this includes the ability to add Smart Notes to purchased courses, like from HealthStream's SafetyQ, ComplyQ, or CE Unlimited libraries.
Once learners click on the course, they’ll see the Smart Note's information above any learning activities (review here). You can use Smart Notes regardless of whether you’re assigning courses individually or as part of a learning plan, curriculum, or course bundle.
Released August 2024:
- Reporting: After selecting Courses > Manage Smart Notes, you now see a new link in the upper right: Generate Smart Note Report. Data included (review here) may assist with management and maintenance. NOTE: Within a hierarchy, you only see Notes created at your log-in level and below.
- Archive Notes: For Smart Notes with an active status (vs. draft), you now see Archive in the lower right (vs. Delete). Once archived, the Note is immediately removed from its associated course for all learners. For audit/historical purposes, you cannot edit an archived Note’s information or documents; however, you can create a copy. To access archived Notes, select “Show Only Archived Notes” under the search bar.
- Require Read Acknowledgement: You now have the option to include a read acknowledgement at the bottom of any Smart Note (review here). Learners must Confirm before they can start any learning activities. If learners are in progress with a course, and an administrator adds/edits a Note with a read acknowledgement, the learner must Confirm before they can proceed to the next learning activity or complete the course. Admins can generate a listing of learners that have confirmed, including timestamps, via the “View Acknowledgements” link in the upper right of each Note.
NOTE:
- Course Versioning: Smart Notes follow the course, not a version of the course.
- Learning Plans: When you assign a learning plan, each employee takes one pre-assessment to determine which courses are assigned. Because of this workflow, every student may not be assigned every course, which means they may not see every Smart Note. Consider Custom Notes for information all learners must see.
- Courses/Curriculums with Pre-Assessments (PA): This workflow is different from Learning Plans. Staff must complete a pre-assessment for each course, and Smart Notes are on the same page as all Learning Activities, including pre-assessments. Before viewing the option to launch a pre-assessment, learners are shown your Smart Note (review here).
- Hierarchies: You can create Smart Notes at the organization and facility level. However, only one Smart Note per course can be visible to learners. If a Smart Note is associated to a course at the organization level and at Facility A, users at Facility A will not see the organization-level Smart Note.
*Access to Smart Notes Management is controlled by two new roles that Enterprise and hStream Administrators automatically received and can choose to grant to others: Smart Notes Manager and Smart Notes Viewer.
