profile

 Employees Employees module
contacts Contacts Contacts
chat Training Scheduler Scheduler
scheduler Schedule History Schedule History
contact Registrations Registrations
chart Reports Reports

Starting Allena

Allena runs on a Windows operating system. If you are unfamiliar with Windows procedures, refer to the Windows documentation before starting Allena.

  • Start Windows. From Windows Desktop
  • Double-click the Allena Icon on the desktop. [image] A splash screen displays for a second and then the main menu.

Or From the file manager

  1. Open the file manager.
  2. Switch to Allena’s installation subdirectory.
  3. Double click allena.exe.

Getting Started

Get started with Allena training tracking software by looking at a sample database where you can visualize how your data will look like. Allena 3.2.8 interface has been redesigned to provide user a minimalist look and efficient interface.

View a Sample Datasource

Allena is designed to work with a datasource file. A datasource file is also known as a backend database. You can create as many copies as needed of the default datasource file that comes with Allena. This default datasource is named allena_be_empty.accdb. Use windows explorer to find this file and make as many copies as necessary. To view a sample datasource that has sample data entered follow these steps.

  1. Begin by getting familiarize with the database
  2. Go to the main menu or ribbon
  3. Click on the Home tab
  4. Under Sample Files section of the Home ribbon click on View Sample Database

Explore the different modules provided by Allena by generating new trainings, adding new employees or contacts.

Using the Help File or Support Webpage

Allena help file or support webpage shows how the following terms are used to describe mouse actions and keyboard functions:

Mouse Actions

Click – Press and release the left mouse button. Double click – Click the left mouse button twice. Right click – Press and release the right mouse button. Check a box Move the mouse pointer over a check box and click it to activate or deactivate it. Turn on a box by putting a check in it.

Keyboard Functions

<Tab> Move the focus of the cursor to the next available control. <Enter> Moves the focus of the cursor to the next available control or commits a transaction. <Delete> Remove selected data from fields and some datasheets. <ESC> Stops a function.

The Ribbon

The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups that are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. To reduce screen clutter, some tabs are shown only when they are needed. There is no way to delete or replace the Ribbon with the toolbars and menus from the earlier versions of Microsoft Office. However, you can minimize the Ribbon to make more space available on your screen.

Change the DataSource File

Allena training management system allows you to manage different companies or organizations by linking to different datasource files. For example, an organization might have two divisions. Each division has different departments. Separate training tracking per division by creating two different datasources. To manage training for employees of the division just relink or change to each datasource.

  1. Go to the Ribbon
  2. Click on the Home tab
  3. Under Tools section of the Home ribbon click on ReLink
  4. Practice switching to a different data source by connecting to a provided sample data source called allena_be_sample.accdb

Before Entering Your Training Management Data

Gather information about employees and training requirements for your organization or facility. There are 2 ways to organize you training tracking records.

Application Navigation To obtain a better idea about required information to build your training management database, navigate through all main forms first (employees, contacts, training schedule, schedule history, etc.) While inside a main form consider fields that define your data in more detail. These fields are located inside a data detail input forms (DDIF). DDIF’s are only accessible through record view forms and can be found by clicking on buttons with double arrows pointing downward. Data detail input forms are located in these main forms; Employees -> Status, Department Contacts -> Group, Other1 Type, Other2 Type, Other3 Type Training Scheduler -> Training Title, Type, Trainer, Documentation Training -> Required by, Type, Media, Documentation, Location, Trainer Registrations -> Documentation Type Some fields in DDIF are limited to a few characters long and require the use of a code. Consider neglecting vowels when defining your codes in order to fit the fields. Enter basic training data into Allena in order to be able to generate concurrent trainings. Data entry does not have to be set up at once, but certain information must be entered before trainings can be generated. It is highly recommended that you switch to our sample datasource included with Allena to get familiarize with the data entry and how they relate to each other.

How do we create a new database (datasource)?

Allena training management system allows you to create different databases also known as datasources. You can manage different companies or organizations by linking to different datasources. For example, an organization might have two divisions. Each division has different departments. Separate training tracking per division by creating two different datasources.

Create a new datasource.

  1. Go to the Ribbon
  2. Click on the Home tab
  3. Under File section of the Home ribbon click on New … button
  4. A window shows up asking for the name and location of the new datasource.
  5. Under New Datasource Location enter a folder location for the new file that is NOT under Allena’s installation folder.
  6. Click on Create button and Allena will relink to the new datasource.

IMPORTANT: All new datasources should be create outside Allena’s installation folder and backed up often.