When creating a treatment plan, reauthorization, or any type of progress report that introduces new goals, you can streamline your documentation process by building the entire workflow directly into Motivity.

Rather than creating separate sections in a Word document or Google Doc to document proposed goals, you can configure your Motivity report template to automatically pull in only the goals that meet specific criteria.

The key is understanding how Phases and States work and how they align with your report template configuration.

This approach allows you to complete your reporting 100% within Motivity!
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Begin by adding all proposed programs directly into the learner's Programs & Progress.

IMPORTANT: The program's Phase or State is what determines whether it will populate in your report. The Phase or State of the program must match the filtering criteria configured in your report template.

There are two ways to accomplish this:
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If you want proposed programs to populate in a section of your report titled something like "Proposed programs" or "Programs Not Yet Introduced":

Important: The program must exist in the learner's Programs & Progress, but it cannot have any data associated with it (yet!). This allows the report template to identify it as a program that has not yet been introduced. Here is how a not introduced program will display within programs and progress:

Alternatively, you can use the Assess phase.

This is particularly useful when you want to distinguish programs that have associated baseline data already in Motivity, from programs that have not yet been introduced.

The important distinction: You are using the program's Phase or State as the filter. Whichever method you choose, your report template must be configured to pull in the corresponding Phase or State.
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Regardless of which of the two options you choose, you will next navigate to your report template and create a section titled Proposed programs, Not Introduced, or similar.

Add the Programs/Targets field and configure it as follows:

The critical setting is under Show Target Information.

Make sure that Not Introduced is the only selected State if you want this section to pull in exclusively those programs/targets.

This ensures that your report automatically populates with programs that have been added to the learner's Programs & Progress but have not yet been introduced or assigned data.

If you prefer to use the Assess phase for proposed programs, create a separate section in your report template. This would be if your workflow includes collecting baseline data in Motivity prior to completing the report.

Title the section.

Add a Programs/Targets field and configure it to pull in ONLY programs in the Assess phase.

Under Show Target Information:

Now, when the report is generated, only programs with targets presently in an Assess phase will populate in this section.

Within programs and progress, these programs will fall under “Active” since there is data collected within them. The targets that are in baseline assess will appear as shown:

Once your programs and report template are configured, you're ready to generate your report.

When creating a treatment plan, reauthorization, or progress report, your programs will automatically populate in the appropriate sections based on the Phase or State filters you configured.
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This workflow eliminates the need to create separate Word documents or Google Docs to document newly proposed programs.

By strategically using Motivity's Phases and States and configuring your report template to filter for only the appropriate criteria, you can keep your entire reporting process centralized in Motivity.

The biggest benefit? You only have to enter your programs once.

Your programs live in the learner's Programs & Progress, your report template knows how to identify them, and your report automatically organizes them into the appropriate sections.

Less duplicate documentation, fewer manual steps, and a more efficient reporting process, all within Motivity!
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Not sure which programs will pull into each section of your report? Look directly at the learner's Programs & Progress!

And don't worry if something is in the wrong Phase or State! Motivity reports remain LIVE until they are signed. If you notice a program/target is categorized incorrectly, simply transition it to the correct Phase or State in Programs & Progress.

Your report will automatically recategorize the program and move it into the appropriate section instantly!

There's no need to delete the program or re-enter information.

Make the change in Programs & Progress, and watch your report update automatically!

What happens if a program in the Not Introduced section accidentally becomes introduced?

Once data has been entered for a program, Motivity automatically moves it out of the Not Introduced state. Currently, there is no way to transition a program back to Not Introduced once data has been collected.

If a program has accidentally been introduced and you need it to appear in the Not Introduced section again, the associated data would need to be deleted for the program to return to that state.
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Can I move a program or target back to the Assess phase if it was transitioned incorrectly?
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Yes! Unlike the Not Introduced state, targets can be transitioned between phases within Programs & Progress. If a target is moved out of the Assess phase accidentally, simply transition it back to Assess.

Because Motivity reports remain live until they are signed, the report will automatically update and move the target into the appropriate section based on its new phase.
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Do I need to delete and re-enter a program if it appears in the wrong section of my report?
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Not necessarily! If the issue is related to a target's Phase (such as Assess), you can correct it directly in Programs & Progress. Your report will automatically update to reflect the change.

However, if a program has moved out of Not Introduced because data was entered, you cannot simply transition it back. The associated data must be deleted for it to return to Not Introduced.
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Do reports automatically update when I make changes in Programs & Progress?
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Yes! Reports remain live until they are signed. Changes to program States or target Phases in Programs & Progress will automatically be reflected in the corresponding report sections.

This means you can make adjustments directly in Programs & Progress without having to delete and regenerate your report.
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Can I use both Not Introduced and Assess in the same report?
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Absolutely! You can create separate sections in your report template for each workflow:

Using both sections allows you to distinguish between proposed programs that have not yet been introduced and programs that have already begun the baseline assessment process.
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​Why aren't changes I made to my report template appearing in a report that was already created?
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Motivity reports use the version of the report template that was current at the time the report was created. Changes made to a report template will not automatically update reports that have already been added to a learner's timeline.

If you make changes to your template (for example, correcting a filter, adding a section, or updating which Phases or States are included), you will need to create a new version of the report and add it to the learner's timeline.

The new report will use the updated version of your template and reflect your changes.
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Quick Tip: Changes to a learner's Programs & Progress will update existing, unsigned reports automatically. Changes to the report template itself, however, require you to generate a new report version to reflect those updates.