General Filters
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1. gt All Groups gt Internal Medicine CSV exports run against all the applicants from the View Curent Results unless the applicant are selected in View Curent Results Templates CSV Template Hame a Template Type ADA Custom Templ E Applicant Roster Fredefined F Available Fields Fields to Export ADA ID ADA Member Humber AUA umber To export Go to Applications gt Exports This functionality will not be available for September cycle programs until Sept 15th Select export criteria from the Type of data to export All available fields will populate below Use right pointing arrow to move over Provide a CSV name and Save and Run Your job will appear in Bulk Print Requests Alpha Omega Alpha Alpha Omega Alpha es Mo Alternate Phone gt gt Applicant Mame Setup Q How do we add custom fields to all applications that come in A You can add custom statuses under Statuses in the Setup Module Simply click on Add 10 Accessibility Q Is there a tablet option A You may be able to access the PDWS from your tablet browser but tablet devices are not support at this time Ranking Q So if we come up with a composite interview score will program help with our ROL A Yes you will be able to rank by composite score if you use the composite score functionality Printing Q How to do bulk printing of docs of selected applicants in a certain group of cr2. Q Can multiple faculty or residents be set up as interviewer 1 or reviewer 1 A Yes there is no limit to the number of users that you can assign as interviewer 1 or reviewer 1 Applications Printing Exporting Q Can the applicant tell status of their application by what we click on Example on hold reviewing etc A No applicants cannot see any information that programs enter in the PDWS Q Can we still export the applications to PDFs A Yes run your filter and you will be taken under View Current Results Click on View Print Application at the bottom right then click Go Millington Chris OC 21028795 Philadelphia College of Osteopathic Medicine pd spilot samc ong Mouse Fivell RC 21028804 Philadelphia College of Osteopathic Medicine pdwspiloh taamc ong Paisley Brad RC 21028803 Philadelphia College of Osteopathic Medicine pPdwspi lotG taaenc ong Quijote Donald PC 21028738 Philadelphia College of Osteopathic Medicine pdwspiloh aamc ong Page al of2 b H Display Records per page Displaying Results 1 50 of 75 Acton to perform on selected applicants View Print Application Select all of your documents in the window provide a name then request print When your print job is finished it will appear under Bulk Prints on the grey bar and show as completed oplications Exports gt Internal Medicine q Help Bulk Print Requests Print History Print Requests Print Job Name Files Use
3. Equals ov E Ask user for value at fiter run time No Yes E No Category Documents M Field Personal Statement Condition El Ask User for value at filter run time Yes No Add New Criteria Save Criteria Q I want a listing of all applicants by medical school How do get the sort order A The easiest way to get this list is to click on the All Applicants filter under Manage Filters Once you run the filter then you will be taken to the View Current Results Each applicant will have their medical school listed if you are a residency program Click on the Medical School of Graduation to rank applicants alphabetically by medical school Q Is there still an application activity function A Yes this functionality is on the dashboard Q Are we able to create a filter to pull scores for core classes i e Med Core Surger Psych Peds OB Fam Med etc A Unfortunately this feature is not available Please feel free to submit your suggestions to erasideas aamc org Q I pulled my personal filters from the old ERAS version but how and when do I enter those A First make sure that we have not yet created a default filter by going to Applications gt Manage Filters to save you time You can add to the default filters You can also add a new filter from the Manage Filter screen Proceed to Add Group and Add New Criteria You will be able to rebuild your filters Q Is there a Sys
4. invite the applicant directly from Scheduler or manually move to invited If you move to invited then that means you are inviting the applicant outside of the PDWS fa 3 PPA Today 4 Monday August 25 2014 b E Month Week W Jones Becky Marlow Joyce Martin Sara Selected Invited Scheduled Interviewed 11am E Hj Applicant 14 AAMC ID O AccnteiterieManigue 2FC 210279800 2 Beans Tara GC 21028633 FL Fry Phillip GC 21028818 E Gray Reyes L 21028420 Option 1 To Option 2 bert Hadley 21028502 pion I Herbert Hadley 21028502 mW unassigned schedule unassigned schedule unass z 1028805 ____ meaning no left click and hold ona per aa alee ak name under Invited Option 3 Double clickon spear arp then move to an applicant then Add Scheduled cmon interviewer at a Event You can schedule 1028804 Unassigned column specific time by unassign or waitlist from this oze b releasing your mouse y releasing your Magga Option 4 To waitlist left click and hold ona name under Invited then move to a date on the oe ive 9 F boulting mary Thursday 12 04 2014 inn ti ah Allison Debr a waitlist This feature only works If you already as Pre Ones y Tisini have someone on the waitlist Canes Mildew Wa IP Marlow Joyce Q Do you have to use the scheduler feature A No you do not have to use the Scheduler
5. A Program Messages will be active for September cycle programs on Sept 15 This module is similar to your messaging system You can email applicants and they can email you back through system You can compose save drafts sort messages into folders and store sent messages The AAMC ERAS Hospital for Heath Improvement gt All Groups gt Internal Medicine C Help Bulk Pant Requests Folders Compose From AAMC ERAS Internal Medicine Program Testing Only Inbox n E Guseroemest MN ff User Defined 2 eit Subject cc User Defined 3 EA Template Optional Sent Select Template 3 seals Attach a File T Templates B IU Ti Trash Navigation Q Since I m responsible for more than one program can I switch between program without logging out as in the desktop version A Yes you can use the navigation highlighted below to toggle between programs ERAS AAMC The AAMC ERAS Hospital for Heath Improvement gt All Groups gt Internal Medicine 12
6. Page Number General Filters 1 Scheduling 3 User Management Access 5 Applications Printing Exporting 8 Setup 10 Accessibility 11 Ranking 11 Printing 11 Help Learning Resources 11 Messaging 12 Navigation 12 General Q logged in yesterday and tried to move around the ERAS environment but was not able to get into any functional section Does this unlock after I ve attended this web training A These modules will unlock on September 15 when your applications are available Filters Q How can set up filter for all visa types except J1 A First you have to determine if you are looking for the current or expected visa Then you would go to Manage Filters gt Add a new filter Add group then Add New Criteria For Category select citizenship For Field select current visa and or select expected visa Choose the condition equals then go on to select your visa You would need to add a criteria for each line by clicking Add New Criteria Q Can you created a filter with the following criteria summary sheet application personal statement letters of recommendation USMLE report med school transcripts and CV A To create a filter to see if these documents are present Your create filter would look like the screenshot below Criteria Selection R catesory Doaments vie de 2 cascon Doamens ae Z conto hk er fr vt fern Yes P No category Eems Fen US LE Ste 1 Z condition
7. d that the Program can changes one s role by using the Assign Roles link As an Institution may do the same Previously had to revoke a person s role and start all over by create a new invite with the new role A Yes as the institution super user then you change privileges by going to assign The user however would need to have created an AAMC account and logged into the PDWS Q How long does it take for an interviewer s profile to expire A assume that you are referring to the invitation The invitation expires after 14 days Q I don t any longer have the invitation e mail What is the URL to use to log in A assume that you had been able to log in previously so here is the PDWS url https services aamc org 30 eras pdws web Q Please clarify whether or not the coordinator can manage create data filters A A coordinator who has the Coordinator 1 role will not be able to manage create data filters A coordinator with the Alternate Program Super User role will be able to manage create data filters Q How do we schedule an applicant to an interview date setup in the scheduler tool A First you have to make sure that you have selected dates in the Setup Module Under Scheduler Tool select the calendar to select interview dates August 2014 6 10 11 Z 7 4 15 16 17 18 19 20 21 23 24 31 47 2 3 4 5 Then in the Scheduler module select your applicants under the Selected tab to the right You can
8. ed Q When you drag and drop an invited applicant to an active faculty on the scheduler tab does that automatically assign the applicant to that faculty so the faculty will have access to their file A That s correct If they have an interviewer role then this will be how they gain access to the application Q Will you be able to print out an individual schedule for the applicant from the scheduler A Under the Scheduled tab in Scheduler there is a report in the dropdown menu for an individual schedule called the View Print Schedule It will appear similar to below Applicant Information Name Beans Tara GC AAMC ID 21028633 Phone 202 999 9999 Email pdwspilot aamc org Applicant Schedule Monday August 25 2014 Scheduled Event 1 Start Monday August 25 2014 11 30 AM Interviewer Joyce Marlow End Monday August 25 2014 12 30 PM jscott aamc org Location Schedule Type Scheduled Scheduled Event 2 Start Monday August 25 2014 12 00 PM Interviewer Sara Martin End Monday August 25 2014 1 00 PM jscott aamc org Location Schedule Type Scheduled Q Can the applicants schedule themselves for the interview after being invited A No there is no self scheduling component for ERAS 2015 Q Is there a way to add other activities on the interview day We have an overview with the PD tours lunch etc A No but please feel free to add this to the text in your email inviting the applicant to an
9. interview Q Is there a way to schedule an applicant without having to assign an interviewer A Yes you would just place them in the Unassigned column so that you know they are scheduled for that day but not with a specific interviewer Q How do you set up if all of your interviewers are interviewing the applicants A If they are scheduled at different times then you can use the scheduling module to ensure that there is no conflicts in the schedule Q When inviting can you invite for specific dates only A Yes there is no self scheduling component so you can add your desired date s in the message to the applicant Q How do you move the invited applicants to schedule in the Scheduler tab A You move them to the Scheduled tab by scheduling them Also see question Q How do we schedule an applicant to an interview date setup in the scheduler tool Q Is there a way to block late interview dates to early applicants or do we need to open up days later in the season A Yes there is no self scheduling component so you can add your desired date s in the message to the applicant Q If we offer second interview dates for candidates could we use the same Interview Invitation Scheduler module or is this not advised A Absolutely it would be available for second interview scheduling The ERAS does not close until May 30 2015 Q We schedule different days of the week during different time frames i e Wednesday afternoon a
10. iteria A Yes run your filter and you will be taken under View Current Results Click on View Print Application at the bottom right then click Go Millington Chris OC 21028795 Philadelphia College of Osteopathic Medicine pdwspilot aamc ong Mouse Fivell RC 21028804 Philadelphia College of Osteopathic Medicine pdwspilot aamc ong Paisley Brad Rc 21028803 Philadelphia College of Osteopathic Medicine Pdwspilot aame ong Quijote Donald PC 21028798 Philadelphia College of Osteopathic Medicine pdwspilot aamc ong Page al of H H Display Records per page Displaying Results 1 50 of 75 Action to perform on selected applicants View Print Application we _ co Select all of your documents in the window provide a name then request print When your print job is finished it will appear under Bulk Prints on the grey bar and show as completed Oplications Exports gt Internal Medicine q Help Bulk Print Requests Print History Print Requests Print Job Mane Files User s Mame Requested Date Status Example Example C Williamsas 08 19 2014 02 28 pm COMPLETE Help Learning Resources Q Is there a detailed user manual https www aamc org download 386070 data webuserguide pdf 11 Messaging Q Can we add attachments to our applicant emails A Yes you can add a pdf attachment less than 5MB Q Can you go over the program messages Are we still able to send interview invites through ERAS
11. lication A We call that a bulk action in the new system Run the filter and you will be taken to View Current Results Scroll down to the bottom of the page then select the dropdown menu to access all bulk actions to perform on one applicant lelphia College of Osteopathic Medicine pdwspilotasamc ong lelphia College of Osteopathic Medicine lelphia College of Osteopathic Medicine lelphia College of Osteopathic Medicine lelphia College of Osteopathic Medicine lelphia College of Osteopathic Medicine lelphia College of Osteopathic Medicine peant Reps lelphia College of Osteopathic Medicine Diiia aiian CSV Export Assign Applicants Action to perform on selected applicants Assign Applicant Q How do we define what a complete application is A That s up to your program ERAS simply provides a status that you can check after reviewing Q Do your reports export into excel If yes can you demonstrate A To export Go to Applications gt Exports This functionality will not be available for September cycle programs until Sept 15th Select export criteria from the Type of data to export All available fields will populate below Use right pointing arrow to move over Provide a CSV name and Save and Run Your job will appear in Bulk Print Requests a Dashboard Applications Scheduler Rankings Program Messages 0 a Manage Filters View Current Results View Application The AAMCIERAS Hospital for Heath Improvement
12. nd Thursday morning How can I have both A You will simply select your dates in setup and the time frame that you need the interviews to run for and once in the Scheduler module you will view all the dates that you selected Also you can manually change any time of the interview even if it is different from your default Q Are the applicants able to see the schedules that you create A No applicants cannot see anything that programs enter in the PDWS except of course messages that you manually send them Q When we are creating the interview scheduler can we create our own time blocks and start times A Yes you can create a time block and start time in Scheduler Tool in Setup User Management Access Q Where do you find the privileges for each role assignment ie interviewer 1 2 3 reviewer 1 2 3 etc A Here is a helpful chart https www aamc org services eras programs web based 386578 roleschart html Q Can multiple persons be selected as superusers A There can only be one program super user By default the program director is given that role However there is not a limit for users that can have the alternate program super user role 5 Q Can a reviewer be assigned to view All Applicants A Yes you would run a filter on all applicants then perform a bulk action and assign all applicants to that reviewer Q Can you assign a faculty to both a reviewer and interviewer A Yes you can However at
13. rs Mame Requested Date Status Example Example C Williamsas 08 19 2014 02 28 pm COMPLETE Q Where do program directors select the status of each applicant i e reviewed invite to interview etc A If they need to modify a status then they will simply select the edit button in the application header Applicant Applied B41 3014 Q So if we wanted to use ERAS for review of applications by committee members and they inputted scores etc The applicant will never be able to see this We need it to be completely confidential A Applicants cannot view anything that program put in the PDWS Q When you export data from PDWS what happens to it Does it go to our desktop A Some browsers will automatically save to a specific folder Others will ask you to select folder Firefox users can go to Tools gt Options gt Downloads to determine location Internet Explorer users can go to Tools gt View Downloads Q Are LORs identified if the applicant did not waive the right to view the letter A Yes if the applicant waived the right to view a letter then will be marked on the application The author of the letter may also mention in the text Q Can you assign the filtered applications to the reviewers in bulk from the View Current Results screen A Yes choose the bulk action Assign Applicants then click go To assign select radio button for faculty under the Check column Q How do you change record on more than 1 app
14. te MSPE 07 16 2013 a Personal Statement 07 16 2013 o 08 01 2013 USMLE 07 27 2013 3 LoRs 4 LoR 07 16 2013 a MNN Interviews Communication Attributes Notes Scores Date amp Time interviewer W Condition Equals wr E Ask User for value at filter run time Montana E Nebraska E Nevada New Brunswick E New Hampshire l Add Mew Criteria Save Criteria Q On the interview day i will need to know the set up If there are 4 separate interviewers each needs a desk with a pc so the interviewers can gain file access otherwise we are back to paper A That could be one setup or you can ask them to bring their laptops or notes Q Can we set up new times on schedule i e 1 10 1 20 Yes it works similarly to Outlook You can choose a default set up time but then type in the times you would like A Correct even if you create default values you can edit custom times Q How would you schedule group interviews A You would create a group interview by schedule as you would be ordinarily but when you go to save you can add the rest of your interviewers See below Also see question Q How do we schedule an applicant to an interview date setup in the scheduler tool Schedule Interview Create Event Start w Required End 08 25 2014 sr 13 30 PM s Required Scheduled Required Interviewer Location Martin Sara Click here to edt amp Beans Tara GC w Requir
15. tem Defined Filter Not Reviewed Applicants A There is not a predefined filter for not reviewed but you can create a new one like below Criteria Selection Category Application Status w Feld Application Reviewed ean F Ask User for value at filter run time Yes No Add Hew Criteria Q Can we filter for applicants previously failing USMLE or COMLEX A A filter is not available but an alert will appear on the application if the applicant had at least one failed attempt Please review the transcript when you see this alert AAMC ID 68575391 Preferred Phone 202 828 0413 e mail erasheip aamc_org Applicant Applied 7 16 2013 Medical School B Drexel University College of Medicine Most Recent Residency None Be Application Status o E edit interview Status OO p edit Ranking Status edit SOAP Eligibility Tracks Applied To Categorical PGY2 Interest Personal Education Experience Publications Board IDs USMLE ID 8 888 888 8 172 Fail NBOME ID USMLFE Ste K Clinical Q Can you form a filter for home address in particular the state A Yes you can filter the medical school state using the criteria selections below Criteria Selection Category w Field Medical School State Province Scheduling Q Does the Scheduler tab only become available once we can review our applicants A The Scheduler tab will be available on September 15 for September cycle programs Name Da
16. this time if they have both roles they will need to be assigned all applicants If they have scheduled applicants they will not be able to view these unless they are assigned in Applications module Q Can the PD give Program Coordinators super user access A Yes the PD would go to the Assign Roles in Setup then select coordinator and apply the Alternate Program Super User Q Does the DIO have to invite all other faculty interviewers or can we do that A Programs can invite other users to their program Q Does each user regardless of status need an individual account w AAMC to log into ERAS A Yes each user needs her or her own account Q What is the difference between the super user and the alternate super user A The program super user and the alternate program super user share identical privileges Q Can you have more than one PD Super User per program A No you can only have one program super user per program but you can have an unlimited number of alternate program super users Q Must a faculty member be assigned to a candidate in order to view applications How can a faculty member review all applications to help the PD with the reviewing process A If a faculty member has a Reviewer role Reviewer 1 Reviewer 2 Reviewer 3 then they have to be assigned applications to be viewable If they have the role of alternate program super user then they can view all applications without having to be assigned Q You note
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