12.0 - New features in moveon 3.0.15

1- Automatic login on startup with the Windows user name

The Windows user name can now be used by moveon to log in on starting moveon. Two new settings have therefore been added to the "General Settings" form, which is accessed by selecting the "Configuration" option on the main menu.

If the "Use Windows username" option is selected, the Windows user name is entered automatically as the moveon user name. The password still has to be entered manually.

The "Automatic log in" option means that the login window is not displayed if the Windows user is recognised as a moveon user.

2 - Correction of university data by reference to the moveonnet directory

The new "Partner universities in moveonnet" form, which can be accessed from the main menu by selecting "Institutions"/"Partner universities in moveonnet", allows you to check and correct basic data about the institutions by reference to the moveonnet directory of institutions.

The "Data in moveon" column indicates whether the data corresponds to the moveonnet directory or contains errors or whether the institution is not recognised. Click the "Details" button to correct the data.

3 - Updates to the list of partners on moveonnet

Your institution's page on the moveonnet portal (www.moveonnet.eu) includes a list and an interactive world map of your partners in the "Partner institutions" section.

The new "Partner universities in moveonnet" form, which can be accessed from the main menu by selecting "Institutions"/"Partner universities in moveonnet", allows you to update the list of partners in moveonnet from moveon. Click "Set as partner in moveonnet" or "Set as non-partner in moveonnet" to activate or deactivate the partnership online.

4 - Import of exchange possibilities on adding agreements

The "Agreements" tab of the "Institutions" form lists the agreements associated with an institution. When an Erasmus bilateral agreement is added, a message now appears after confirming the basic data asking whether you wish to import existing exchange possibilities into the new agreement. The "Import of exchange possibilities to agreement" form allows you to select the exchange possibilities you wish to import, including planned flows and departmental contacts. The planned mobilities can be modified after they have been imported and before the bilateral agreement is printed.

Section 5.7 (updated) provides a detailed description of how to create and print an Erasmus bilateral agreement.

5 - Duplication of existing agreements on renewal

Existing agreements in moveon can be easily renewed by clicking the new "Duplicate this agreement" button on the "Tools" tab of the "Agreements" form.

All existing data relating to the agreement is imported into the new agreement. The period of validity of the renewed agreement follows on immediately from the period of validity of the old agreement. The details of the agreement can then be updated before printing.

6 - Message to check the grant duration after changing the mobility duration

In the "Mobilities" form, if you change the duration in months of the mobility, a message prompts you to check that the duration of the grants associated with this mobility corresponds to the duration of the mobility. Go to the "Grants" tab to view the grant durations and click the corresponding Details button if any changes are required.

7 - Syntax check for email addresses when sending emails

moveon allows you to send emails to a group of persons from the selection form in the "Actions" form. moveon displays a list of correct addresses found, people without an address and, from now on, a list of persons whose email address is incorrect.

8 - Automatic configuration of the data source of document templates

Creating and using the document templates used in moveon has been simplified: moveon automatically links the document template to the corresponding data source (MS Excel file generated by moveon) when it is opened from moveon. Defining a path for saving the data source ("Configuration"/"General Settings") is now optional.

Section 8.3 (updated) of the manual provides a detailed description of how to create and use document templates.

9 - Improvements to the details of course units followed

For each course unit followed by an incoming or outgoing student, it is now possible to enter the semester during which the course unit was followed and, in the case of outgoing students, the number of credits and the grades recognised. The course units followed can be entered in the "Mobilities" form on the "Course units" tab.

10 - Individual transfer of application data to e-nomination

In order for students to be nominated electronically, the applications have to be transferred to the e-nomination section. Click the "Transfer to e-nomination" button on the "Applications" form to transfer individual applications to e-nomination.

Previously it was only possible to transfer applications via the selection form of applications.

11 - List of e-nominations on the "Mobilities" tab of the "Institutions" form

e-nominations from/to a partner institution are now listed on the "Mobilities" tab of the "Institutions" form. The dropdown lists can be used to filter by academic year and by mobility type (incoming/outgoing). Click the Details button to view more information about the nomination submitted by e-nomination.

12 - Tracking of the local nomination status for e-nominations

The status of each e-nomination is synchronised with moveonnet to ensure that any changes made by your partner are registered in moveon.

If the partner acknowledges receipt of a nomination, accepts or refuses it without using the e-nomination procedure, you can now update its local status. To modify this local status, click the corresponding Details button on the "e-nominations" form.

The local status is synchronised automatically if the partner uses the e-nomination procedure.

13 - Automatic update of the application status after nomination (e-nomination).

Once an application has been transferred to the e-nomination section, the external status of the application cannot be changed: it is updated automatically along with the status of the e-nomination, for example nomination received, accepted, rejected, etc.

If the local status differs from the status synchronised with moveonnet (see above), the local status is the one which is used.

14 - Deletion of e-nominations with the status "to be nominated"

It is now possible to delete a nomination which has not yet been sent ("to be nominated" status). To do so, select the nomination in the "e-nomination" form and click on "Delete selected students".

15 - Default selection criteria in selection forms

In each selection form some selection criteria are now pre-selected automatically to simplify the use of these forms.

In the selection of mobilities, for example, the academic year, the mobility status and the name of the mobility programme are all pre-selected.

16 - Collective allocation of grants

It is now possible to allocate a grant to multiple students at the same time. This function can be selected by clicking "Allocate grants to selected mobilities" on the "Tools" tab in the "Actions" form, which can be accessed from the mobilities selection form. Collective allocation is only possible for a single person type undertaking a mobility during the same academic year. To allocate a grant, select a funding and a status. If you wish to allocate grants with different statuses, you will have to repeat the operation for each status.

17 - Collective data update

It is now possible to change the value of one field for multiple elements (contacts, mobilities, grants, etc.) at the same time. This function can be selected by clicking "Change value of one field for all selected elements" on the "Tools" tab in the "Actions" form, which can be accessed from the corresponding selection form. This function can be a useful way of updating the status of multiple mobilities or grants, the date of multiple entries, etc.

This function should be treated with caution. You are advised to limit user access rights.

18 - Shortcut for adding an expense type or a grant status

Two new shortcuts can be used for quickly defining expense types or grant statuses when adding entries or grants, without having to return to the funding configuration. Simply click the Add button in the "Entries" or "Grants" form.

19 - New types of optional fields

Two new field types are now available for the definition of optional fields.
- "Checkbox + Date" fields allow you to enter a registration date or document submission date. When you click the checkbox, the current date is entered automatically, but it can be modified afterwards.
- "Predefined list" fields can be used to offer a list whose values are preconfigured when the field is defined, whereas the existing "List" fields offer a list of all values previously entered in the field.

Optional fields can be added in a number of different moveon forms via the "Optional fields" form, which can be opened by selecting "Configuration" from the main menu.

20 - Improvements to the import of online applications

When you import an incoming or outgoing application you can now define the status of each wish for the application (application accepted, rejected, etc.), check the link between each wish and an existing exchange possibility and quickly add the host company in the case of a work placement. The import function for applications by incoming and outgoing students can be accessed from the "Persons" form by selecting "Online applicants" from the dropdown lists in the menu bar.

21 - Improved configuration of texts for moveonline modules

It is now easier to change the texts that appear in the online modules. All the texts displayed in the online modules can be modified in the "Texts" section which can be accessed from the main menu under "moveonline"/"Configuration". Clicking the Details button allows you to edit each text in a separate window containing several lines of text for each language.

22 - Definition of a maximum value for the duration fields in the online application

In the online application forms for incoming and outgoing students you can now change the maximum value of the dropdown lists in the Duration (months) and Duration (semesters) fields.

These changes can be made in the "Form items" section of the moveonline configuration form by clicking the corresponding Details button and editing the "Max." field.

23 - Definition of the maximum permissible number of online applications per student

The maximum permissible number of applications per student can now be defined in the online application forms for incoming and outgoing students. Previously there was no limit to the number of applications.

This value can be set in the "General settings" section of the moveonline configuration form by editing the "Maximum number of applications" parameter.

24 - Definition of the maximum number of mobility wishes or language skills in the online application

In the online application forms for incoming and outgoing students the number of application wishes or language skills can now be defined. Previously this number was limited to 5.

These changes can be made in the "Form items" section of the moveonline configuration form by clicking the corresponding Details button and editing the "Max." field.

25 - 3-level dependency of faculty, field of study and course in online applications

A student applying for an outgoing mobility can enter a faculty, a field of study and a course. Three-level dependency of these fields is now possible. The list of courses changes according to the field of study selected. This list contains the courses entered in moveon under "Configuration"/"Reference tables"/"1. Faculties, Fields of study, Courses".

26 - Optional publication of the information sheet in the PDF document

In online applications for incoming and outgoing students the PDF version of the application form contains an information sheet as its final page. You can now choose whether or not to include this sheet in the PDF. The default setting is to include it.

This value can be set in the "General settings" section of the moveonline configuration form by editing the "Show info sheet in PDF" parameter.

27 - Anonymisation of study reports in the moveonline exchanges module

The online exchanges module includes student study reports entered via the online reports module. You can now make the publication of these reports anonymous by not displaying the student's name.

This function can be activated from the "General settings" section of the moveonline configuration form by selecting the option "Show reports anonymously".

28 - Display of update date in moveonline exchanges and cooperations modules

In the online exchanges and cooperations modules you can now choose to display the last update date at the bottom of the page, i.e. the date of the last export from moveon.

This function can be activated from the "General settings" section of the moveonline configuration form by selecting the option "Show last update date".

29 - LDAP authentication for the reports module in moveonline

LDAP authentication allows students to log in to online modules using the same login data as for the institution's intranet. This method of authentication is already available in the application module for outgoing students and is now also available in the online study report publication module. It means that students no longer have to create a new account in order to add their report.

LDAP authentication can be activated from the "General settings" section of the moveonline configuration form by selecting the option "Use of LDAP authentication".

30 - Sending of confirmation email for the moveonline incoming module

A confirmation email can be sent to students on receipt of their online application. Previously only available for applications from outgoing students, this option is now available for incoming students too.

The confirmation email is configured in the "General settings" section of the moveonline configuration form. The "Confirmation email - from" field is mandatory. A copy of the confirmation can also be sent to the International Office by entering a value in the "Confirmation email - CC" field. The confirmation text can be entered in the "Texts" section.