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Creating Help Site Text for Assessment Managers

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Molly
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This article explains how to set up Help Site Text for assessment managers (organization partners), covering First Time Assessment Manager welcome messages, the Assessment Manager Help page, and Content Pages for multi-page documentation.

You can create built-in help documentation that assessment managers see when they log into the Partner Portal. This is useful for onboarding new partners, explaining how to use the system, and providing ongoing reference material without needing to send separate documents.

There are three Site Text types that work together to provide help content to assessment managers:

  • First Time Assessment Manager - a welcome message that appears automatically the first time a manager logs in.
  • Assessment Manager Help - a Help page accessible from the side menu at any time.
  • Content Pages - additional pages linked from the Assessment Manager Help page, allowing you to organize help into multiple topics.

Tip: All help Site Text is set up globally under Administer > Site Settings > Features > Site Text. For a full overview of Site Text, see Editing Site Text.

On this page

1. First Time Assessment Manager

The First Time Assessment Manager site text creates a welcome dialog box that automatically appears when an assessment manager logs in for the very first time. This is the ideal place to give new partners a quick overview of the portal, point them to the Help page, and highlight the key actions they can take.

After the manager dismisses the dialog, it will not appear again on subsequent logins.

How It Works

  1. A new assessment manager logs into the Partner Portal for the first time.
  2. A dialog box appears displaying your First Time Assessment Manager content.
  3. The manager reads the welcome message and closes the dialog.
  4. On all future logins, the dialog does not appear again.

What to Include

A good First Time Assessment Manager message should:

  • Welcome the manager and set expectations for what the portal does.
  • Point them to the Help menu for ongoing reference.
  • Briefly cover the most common actions (creating responses, checking status, viewing reports).
  • Keep it concise - this is a quick-start guide, not full documentation.

Example from Demo Site

Below is the First Time Assessment Manager content used in the Brilliant Assessments demo site. Expand the section to view the full example.

+ View Demo Example: First Time Assessment Manager

Demo site example - This is the content displayed to assessment managers the first time they log in.

Welcome Partner!

To get started, we wanted to give you a quick overview of how to use the assessment portal.

Firstly, here's how to access the help articles on the site:

Click on Help from the main menu on the left

Find help menu

Create a response manually by clicking 'Add Response'. Fill out the details, save and the respondent will then receive an email with a link to start their response.

Add a response

Use the Action menu in the response list to:

Action menu

  • View response settings and make changes if required.
  • View emails to see what emails have been sent to the respondent. You can hit resend if required.
  • View Report PDF or Word to download a copy of the individual report.

Response status explained:

  • When the status field is blank, the respondent has not opened the response.
  • 'Started' means the respondent has at the very least pressed 'next' on the first page of the assessment.
  • 'Completed' means they have pressed finish on the last page of the assessment.

Results:

The Results page allows you to access summary data of the responses held in the system.

Reports:

The Reports page allows you to run CSV Excel reports that will be emailed to your email address. Each report in the list has a description. Some good reports to start with are the Assessment Answers summary and the Response list.

2. Assessment Manager Help

The Assessment Manager Help site text creates a dedicated Help page that assessment managers can access at any time from the side menu. When you create this site text, a Help button automatically appears in the manager's side navigation menu.

How It Works

  1. When an Assessment Manager Help site text record exists, a Help menu item appears in the partner portal side menu.
  2. The manager clicks Help to open the help page.
  3. The page displays the content you entered in the Website Text field.
  4. If you have created Content Pages and linked to them, the manager can click through to additional help topics.

Structuring Your Help Page

The Assessment Manager Help page serves as the main landing page for your help documentation. You can use it in two ways:

  • Single page - Put all your help content directly on this page. This works well if you only have a small amount of documentation.
  • Hub with linked Content Pages - Use this page as a table of contents that links out to separate Content Pages for each topic (e.g., Responses, Cohorts, Results, Reports). This is recommended when you have documentation covering multiple areas of the portal.

Tip: In the demo site example below, the Help page links to separate Content Pages for Responses, Cohorts, Results, Reports, Allotments, and Organization Settings. Each link takes the manager to a dedicated page with detailed instructions for that topic.

Example from Demo Site

Below is the Assessment Manager Help content used in the Brilliant Assessments demo site.

+ View Demo Example: Assessment Manager Help (Landing Page)

Demo site example - This is the main Help landing page that assessment managers see when they click Help in the side menu.

Welcome to the Brilliant Assessments partner portal!

These help articles are set up to cover each page in your portal. Click on the articles below to explore how to use the system.

3. Content Pages

Content Pages are used exclusively with Assessment Manager Help to create multi-page documentation. Each Content Page is a separate site text record with the Text Type set to Content Pages. You then link to these pages from your main Assessment Manager Help page.

How It Works

  1. Create a site text record with Text Type set to Content Pages.
  2. Give it a descriptive Name (e.g., "Responses", "Launching a Cohort"). The name identifies the page internally.
  3. Add the help content for that topic in the Website Text field.
  4. In your Assessment Manager Help page, select the Content Page from the dropdown

Note: You will need to create a Content Page first, then the page will appear in the Link-to-Page dropdown

For example, in the demo site, the Assessment Manager Help page links to separate Content Pages for each portal area:

Content Page Name Topic Covered
Responses Creating and managing individual responses
Cohorts Launching and managing cohorts
Results Viewing summary results data
Reports Running CSV and Excel reports
Allotments Managing response/cohort allotments
Organization Settings Managing branding, users, and settings

Examples from Demo Site

Below are the Content Pages from the demo site. Each toggle shows the full content of a different Content Page.

+ View Demo Example: Responses Content Page

Demo site example - Content Page for Responses.

This page covers the basics of managing individual responses

1. Creating Responses

Watch to learn how to upload a single response, upload multiple responses, and manage responses here.

Create an individual response

Create a response manually by clicking 'Add Response'. Fill out the details, save, and the respondent will receive an email with a link to start their response.

Add a response

Upload bulk responses via a CSV template

CSV upload responses

2. Managing Responses

Action Menu

Use the Action menu in the response list to:

Action menu

  • Response Settings and make changes if required.
  • View Emails to see what emails have been sent to the respondent. You can hit resend if required.
  • View Report PDF/ View Report Word to download a copy of the individual report.

Response status explained:

  • When the status field is blank, the respondent has not opened the response.
  • 'Started' means the respondent has at the very least pressed 'next' on the first page of the assessment.
  • 'Completed' means they have pressed finish on the last page of the assessment.

Reopen a response:

Once a respondent has finished their assessment, they cannot reaccess it. You can reopen it by following these steps:

  1. Click on 'Action' then 'Response Settings'.
  2. Scroll down to the bottom of the response settings and click 'Reopen Response'.
  3. Once reopened, the respondent can follow the link from their email invite to re-enter their assessment.
+ View Demo Example: Cohorts Content Page

Demo site example - Content Page for Cohorts.

Work through the steps below to launch a cohort

Step 1

Head to 'Cohorts' from the main menu then hit 'Add Cohort'.

Add cohort

Step 2

Fill out the details tab of the cohort settings and press 'save'. See the detailed steps below.

  1. Select the Assessment you are creating the cohort for.
  2. Enter the subject's email address. This email will receive the cohort report.
  3. Enter the subject's name or first name and last name.
  4. Enter the business name.
  5. Select the organisation from the drop-down list if needed.
  6. If needed, amend the Requested Completion date. This date appears on the welcome and reminder emails sent to the participants.
  7. Press Save.

Tip: You will get a banner notification, then continue to the next step.

Cohort details

Step 3a - Add your participants

Head to the Respondents tab to add the participants.

Note: You can skip the iterations and Options tab because they have been auto-populated for you.

Add via CSV Upload:

  1. Click CSV Template to download the Excel template.
  2. Fill out the template.
  3. Upload > Choose File > Upload.

Step 3b - Manually enter participant details (optional)

Click 'Add Respondent', then fill out the form for each participant and hit 'save'.

  1. Enter their email address.
  2. Enter their first name.
  3. Enter their last name.
  4. Select the appropriate role from the dropdown list.

Step 5

To send the email invites, press 'Send Invites' then 'OK'.

Send invites

What happens next?

The invites have now been sent out to your respondents. You can monitor your assessment's progress via the cohort.

4. Setting It Up Step by Step

Follow these steps to create help documentation for your assessment managers.

Step 1: Create the First Time Assessment Manager Text

  1. Go to Administer > Site Settings > Features > Site Text.
  2. Click Add Site Text.
  3. Set Text Type to First Time Assessment Manager.
  4. Enter a Name to identify this record (e.g., "Welcome Message").
  5. In the Website Text field, enter your welcome content. You can use the formatting toolbar to customize your content
  6. Click Save.

Step 2: Create the Assessment Manager Help Page

  1. Click Add Site Text again.
  2. Set Text Type to Assessment Manager Help.
  3. Enter a Name (e.g., "Partner Help").
  4. In the Website Text field, enter your help landing page content. If you plan to use Content Pages, include links using the format described in the next step.
  5. Click Save.

 

Step 3: Create Content Pages (Optional)

If you want to split your help documentation across multiple pages:

  1. Click Add Site Text.
  2. Set Text Type to Content Pages.
  3. Enter a descriptive Name (e.g., "Responses Help", "Cohort Help").
  4. Add the help content for that topic in the Website Text field.
  5. Click Save
  6. Repeat for each topic you want to document (e.g., Responses, Cohorts, Results, Reports).

Step 4: Link Content Pages to Your Help Page

  1. Go back to your Assessment Manager Help site text record and click Edit.
  2. In the Website Text editor, add links to each Content Page by selecting the page from Link to Page:
  3. Click Save.

5. FAQs

+ Can I use images in my help Site Text?

Yes. You can insert images using the formatting toolbar in the Website Text editor. Images should first be uploaded to the Graphics table with a type of Assessment Body. You can then reference them in your Site Text content.

+ Can I create different help content for different organizations?

Yes. When creating a Site Text record, you can specify an Organization in the organization field. This allows you to create separate help content for different partner organizations. If no organization is specified, the help content applies to all managers.

+ Do I need to create Content Pages, or can I put everything on one Help page?

Content Pages are optional. If your help documentation is short, you can put everything directly in the Assessment Manager Help site text. Content Pages are recommended when you have enough content to warrant separate topics, as it makes the documentation easier for managers to navigate.

+ Can I use merge strings in my help Site Text?

No. Merge strings are not supported in Site Text screens. All content must be static text and HTML.

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