I'm being navigated to an "Unsafe" webpage url when selecting a link from a Review, why is this?
This issue may arise if a blank space was accidentally added to the beginning of the original link used when creating the Reviews. Please remove the blank space, or replace the link, in the Review template via the Programme Builder to resolve this.
We are seeing an error when attempting to complete a review custom section with a ULN field. Why is this?
Please check the review configuration to see if the type of field being used to collect the ULN value is 'Numeric'.
If the 'Numeric' type field is being used, then this is the cause of the error as this type of field has a maximum value of 2147483647 due to it being an int32 value type. So, if the entered ULN exceeds this maximum value, you will see the error.
If you using the 'Text' type field to collect the ULN, you will not encounter this error.
Will changing the format of a review template impact learners who have completed it?
We strongly suggest that you do not make changes to any review template currently being used on programme by live learners. Changes to the review's configuration will effectively change the existing review for any learners who have completed it, and any data stored within that previous version will be lost.
The best way to make changes to a review that is already in use is to create a new review or clone an existing review, make the changes you require, and then add the review to the relevant learners.
Why is the ULN field within the PLR step of the review not automatically populated with the retrieved ULN when using the 'Get PLR' functionality in Console?
When the 'Get PLR' button is clicked within the PLR step of the review, the system retrieves the learner's ULN. However, upon returning to the review page, the ULN field does not automatically update with the retrieved ULN. Instead, a manual page refresh is required to display the fetched ULN. This behaviour is intentional.
The default ULN remains visible until a manual page refresh is performed.
Manually refresh the page to populate the ULN field with the retrieved ULN.
Why is a learner not seeing a 'signature required' drilldown on the 'requires attention' section of their dashboard, even though they have a review with a status of 'awaiting signature' on their review page?
When a review moves to the status of "awaiting signature," it indicates that the review is complete and signatures are pending. The admin may or may not have generated the PDF at this point. The admin must generate the PDF for the learner to be prompted to sign it. If the PDF is not generated, the learner will not see the "signature required" status in the "requires attention" drilldown on their dashboard.
Clicking the Finish button does not automatically add the tutor/admin's signature. The tutor/admin must apply their signature before generating the PDF. If they generate the PDF without applying signatures, they can still sign later.
Is there a way to rename a document in Aptem once a review is completed?
No, it is not possible to rename documents of completed reviews.
A Review PDF does not contain all Review sections. What are the reasons for this?
This could be due to the following reasons:
Reason 1
If the Review section is a Custom Questionnaire, which is linked to an Onboarding Wizard Step that has been removed from the Onboarding Wizard.
If this has happened, the link between the Review section and Onboarding Wizard Step will need to be re-applied. Check that the Onboarding Wizard Step is enabled/recreated.
Then navigate to the Review Section configuration and select the correct Onboarding Wizard step in the dropdown menu.
Reason 2
If the review is configured at programme level with sections that are hidden from one or more participants.
These sections will not be visible in the Review profile or in the PDF, ensuring that these participants do not have access to data. This means that there will be two versions of the document - one with the full review and administrator signature, and one with the other participant's signature and the sections that are visible to them.
The first generated version of the document with all the sections will be accessible in the associated learning plan component. The final signed document will include the sections configured to be visible to the last signee. For instance, if a participant signs the document last, the final version in the review documents section of the learner’s profile will display sections hidden from the participant, and so on.
Why am I getting a 'blank' error after trying to save a document or review?
Below is an example of the blank error message that may appear:
If this occurs, there may be special characters combined in the document or review that are causing an internal system error. Please check through all text fields and ensure that there is a space between special characters, especially the combination of: /*
If you require these characters, insert a space to separate them, for example: / *
Below is a list of examples of special characters:
! @ # $ % ^ / & * ( ) , . ? " : { } | < >
Additional cause: hidden formatting copied from an external source
This issue can also be caused by hidden attributes being copied or dragged from an external source - such as a web page, Word document, or email - into the Instructions field of a learning plan component. When the review type has the Learning Plan section enabled, these hidden elements can be carried into the review document, causing PDF generation to fail.
Resolution steps:
Identify the learning plan component where the Instructions content may have been sourced externally.
Copy the existing text from the Instructions field into a Word document. This retains visible formatting while stripping hidden elements.
Remove all text from the Instructions field in the component.
Drag and drop the cleaned text from the Word document back into the Instructions field.
Save the component configuration.
Return to the review and complete it. The review PDF should now generate successfully.
For learners already affected:
Apply the fix to one learner first. Then use Learning Plan synchronisation to propagate the change to other affected learners. See: Learning Plan Synchronisation Guide
For new learners:
Update the component configuration in the programme build so that newly enrolled learners do not encounter this issue.
Is there a way to add a review without the system also scheduling the review meeting?
All reviews are, by design, linked to scheduled tasks for both the Admins and the learners. If a review has not been scheduled, it will automatically create the schedule/tasks at the time that the review is started.
There is no way to turn off scheduling for a review but there is an option to pre-schedule it as "All Day" instead of at a specific time.
Why does the programme status revert after saving a review?
This happens when the 'Programme Status Selector' section is configured within the review, and the status is set accordingly (as depicted below).
Consequently, upon completing this review that is after the review document has been signed by all parties and the review and component have a completed status, the programme status is modified to match the one set within the review, which is expected.
Changes to the programme status triggered by the 'Programme Status Selector' section in the review are recorded in the Audit History.
A review has been finished in error, is there a way to edit it again?
Once a review has been 'Finished' and has a status of 'Awaiting Signature', then the only way to make it open for editing again is to first have it signed by all parties which will set the status to 'Completed'.
Once that is done, you can then click on the context menu, and select 'Edit Review' which will set it back to a 'Planned' status, allowing for further editing.
Why can I not see the signatures from all parties in the Review Document attached to a component?
The system behaviour in this regard is as follows.
- The learning plan component shows the first version of the review document as evidence.
- The Documents section of the learner's profile in Console shows the most recent version of the document.
- In the Review Documents section of the learner's profile in Classic, you can view all versions of the document.
Why would a user encounter a 'This page is lost in space' error when signing a review?
If a user faces issues when signing a review and get an error like the one below, then check the "positions" field within their user profile.
Having multiple tags in this field as shown in the below screenshot will prevent users from applying their signatures.
To resolve this, edit the user profile and review the positions field to ensure only a single job role is added.
A completed review component has been renamed however the name in the Reviews page has not changed. Why is this?
The current behaviour is that the name on completed reviews won't change even when the component has been renamed.
The change will only reflect to the review if it is still in a 'Planned' status. If you wish to manually rename the review instance, it will need to be moved back to a 'Planned' status before you can do this via the 'Edit Review' option.
Learner can no longer access and sign a review document. Why is this?
This can be caused when the review is linked to a sub-programme that is no longer applied to the learner’s record.
Please check if this is the case, and if so, applying the sub-programme back to their record again should allow the learner to access and sign the review.
Do Reviews need to be signed in a certain order?
When it comes to signing Reviews, there isn't a specific sequence that needs to be followed. They can be signed by any party, whether it's the learner, employer, or Admin, without any prescribed order.
The Admin completes the Review, followed by the Employer and the Learner completing their respective sections. After these steps, the Admin clicks the Finish button, triggering the generation of the PDF document. The Admin can apply their signature at that point or at a later time. Once the PDF is generated, the document becomes available for both the learner and employer to sign.
Can a review be edited and signed prior to the review date?
Yes, provided the review has been set up to allow for the necessary people to sign and edit, they will be able to edit, sign and complete the review before the review due date.
Can Signatures for Reviews be Cancelled to Exclude them from Reports?
If a Review has been configured to require signatures at the programme level and the Review has been completed, there is no way to cancel or mark signatures as complete for these reviews without obtaining signatures from all participants.
If the Review is in Progress or has not been started, you can amend the Review configuration to exclude signatures.
Why is a completed review missing the review document?
If a user clicks the 'Save and Close' button (rather than the 'Finish' button) at the end of the Review, then no document will be generated.
The document will only be generated when the user clicks the 'Finish' button.
So, if you want to see the completed Review document in the Review section, make sure to use the 'Finish' button instead of just 'Save and Close'.
A review has moved to the 'Finished' tab and has a status of ‘Awaiting Signature’ without having clicked the Save and Close or Finish buttons, why is this?
Currently the system will move a review from a status of ‘In Progress’ to ‘Finished’ once all the review sections have been completed, even if the ‘Save and Close’ or ‘Finish’ buttons have not been clicked.
Should Reviews with a status of ‘Awaiting Signature’ display as 'In Progress' on the associated Learning Plan Activity?
Reviews with a status of 'Awaiting Signatures' will have an associated Learning Plan activity with the status of 'In Progress', regardless of the completion mode ('Tutor decides' or 'All evidence accepted').
An error message is appearing when attempting to sign a Review Document, why is this?
The below error message is usually caused by a configuration error. Please confirm which steps are enabled for the Review. There should be at least 1 Learning Plan component available within an active Learning Plan if 'Learning Plan' and 'Learning Progress' sections are enabled for the Review.
Why does a Review status show as 'In progress' even though it has been 'Completed'?
This can happen for a variety of reasons including:
- The Review was manually reopened for editing
- A new review section was added
- An existing configuration was edited at the programme level.
In each case, this can be resolved by going into each section manually and clicking 'Save' again and finishing the review.
I have completed a review without answering the questions. Why is the PDF generated displaying the answers as 'NO'?
This is normal system functionality - it will show as 'No' if the question is unanswered.
Why are some completed reviews not displaying in Console under the Reviews section?
The reviews section in Console will only display reviews for the current episode/ programme that the Learner is enrolled on, and will not display the reviews for any previous episodes or programmes.
However, the Classic platform will display all reviews from all programmes, including previous programmes that the learner was enrolled on.
Why can’t my learner access or edit their Review in Console?
Reviews are designed to be accessed primarily from the Reviews Grid in Console. Learners will only be able to access or edit this Review if it has been configured for them to do so in the Programme Builder.
In a Review, what period is being covered by “since last visit” in the “Learner Progress” step?
This section will show any learning plan evidence items that have been uploaded, against any component type, in between the previous review being 'started' and the current review being 'started'.
If the current review was started earlier than the previous review the earlier start date will be used.
Why am I unable to complete a Review's "Action Plan" in the Tutor Console?
The Action Plan step of a Review is now a deprecated function, and can only be completed in Aptem Classic.
My review has not been signed by all 3 parties, but it has been archived – how can the remaining signatures be completed?
What alternatives are there to single-line text boxes on a review?
When you configure the review at programme level, you can choose from a range of options available in the drop-down list.
The "Text multiline" format allows you to create a section where any text that is entered is visible.
I am unable to edit a Review Component, why is this?
If you are unable to edit a Review Component in either Console or Classic, and you have checked that your permissions are correct, this may be because the Task associated with the Review has been “Marked As Not Complete”.
This is an option that is exclusive to Reviews created within Employ – Restart programme types. This option can be selected by any admin who has the ability to manage Learning Plan content, by clicking on the three dots next to any component in the tutor console, and selecting ‘Mark as Not Complete’.
Please note that using this option is only available to components set to 'Tutor Decides', and will prevent this component from being amended at all.
Once an activity has a status of "Not Completed", it is not possible to change the status. To resolve this issue, any review components set to 'Mark as Not Complete' will need to be removed from the Learning Plan and recreated.
For more details regarding using the Mark As Not Completed option, please see this article: Marking an activity as 'Not Completed'.
In a review activity, what is the difference between the 'Complete By’ and the 'Due date' fields?
The ‘Complete by’ date is set at activity level (Edit Activity).
The ‘Due date’ is set in the Reminder when you schedule the review and can be viewed when you click ‘Edit Reminder.’
An error message appears when trying to start a review, why is this?
This problem can be caused if a review type that has been used in programmes with Learners enrolled, is removed.
We advise you to not remove any review types in the programme builder, as this will affect all reviews using this type, whether completed or not.
Please be advised that if the original review type is removed, but then re-added, this will not resolve the problem (as the link between the review and the review component will no longer be valid).
The best way to resolve this situation if it should occur is is to review all review components in the Programme Builder and make sure that they refer to the correct review type and save the programme.
You can test that this is working as required by picking one learner the programme has been applied to. You can then review all Learning Plan review components for that learner, and make sure that they refer to the correct review type. You can then sync to the remaining learners on the programme.
Is there a character limit for the Comments sections in a review?
Yes, the character limit is 3700. If more characters are provided in a comment box, an error message will be displayed. To resolve the issue, please shorten the response provided to 3700 characters or less.
Review/Meeting Components have been completed, but are not contributing to the learning plan progress, why is this?
Please be advised that these components, by design, do not contribute to the Learning Plan Progress percentage.
I have generated a Commitment Statement, but the Reviews are missing from the document, why is this?
The reason for this issue is that the review type/s were removed. The link between Review type and Reviews is now lost. As the review type is missing in the Reviews component of the learning plan, it’s not populating in the commitment statement as well.
To resolve this issue please update/select the correct Review type in all the Review components in a Learning plan for an individual learner (explicitly select the review type from the dropdown as it shows the first one in the list as default), and then use synchronise components functionality to sync these changes across all the learners on the programme. Please see the following screenshot.
Please also update the Review type in the Learning plan token in Programmes tile -> select Programme and Edit -> Learning Plan token -> Edit each Review component -> Update Review type, this will ensure that any new learners who will be enrolled onto the programme will not face this issue. Once updated, the review type will populate in the Commitment Statement. Please see the following screenshot.
Can I change the title of a custom heading on a Review at the programme level without affecting completed reviews?
No, existing custom review sections should not be amended once they are in use. This helps prevent potential data loss and ensures the integrity of reviews that have already been completed.
If you need to correct a spelling error or make changes, you should create a new version of the review by cloning the existing template and amending it.
It is also recommended not to delete existing questions and replace them with new ones in a review template that is already in use, as this may affect previously completed reviews.
Can we add a hyperlink into a review?
It isn’t possible to add an "active" hyperlink into an individual review. You can add the hyperlink text but it won't be active in the review itself or the review document, therefore you'd need to copy and paste the hyperlink text into a browser to use it. It is however possible to upload an attachment into the Documents section of the review component so that it can be accessed from the learning plan.
Why am I getting an error when trying to start a review?
A possible cause is duplicate custom question names in the programme's review configuration. Aptem requires all custom question names to be unique within a review. If two questions share the same name, the review cannot be started.
To resolve this:
Navigate to Programme Builder for the affected programme.
Open the Reviews configuration section.
Check the custom questions for the review type showing the error.
Rename any duplicate question names so each is unique.
Save the changes and try starting the review again.
Will tutors and employers still be able to sign pending reviews if a learner moves to a new programme?
No. If a learner moves to a new programme before all required signatures are captured on their existing reviews, the tutor and employer will lose access to those reviews. Reviews are tied to a learner's current programme, and once the learner moves forward, unsigned reviews on the previous programme are no longer accessible for signing.
If you still need to capture the missing signatures:
Move the learner temporarily back to their previous programme in Classic, collect the required signatures, and then return them to the new programme.
To avoid this situation, we recommend collecting all review signatures before progressing a learner to a new programme.
Why can't a learner edit the fields in their review task?
If a learner opens a task linked to a review and sees that all the fields are greyed out, this is expected behaviour. The task view is read-only.
To edit the review content, the learner needs to open the review itself, not the associated task. Tasks linked to reviews are for tracking purposes only and do not allow direct editing of review content.
Steps for the learner:
Navigate to your Learning Plan.
Locate the review entry directly, rather than opening the associated task.
Select the review to open it in edit mode.
If the review fields are still unavailable after opening the review directly, the review may be locked pending a previous step in the workflow. Contact your tutor or administrator for assistance.