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Complete Tasks

After you select records in a workspace, choose an action item on a record or from the Tasks menu. Available actions depend on the View selection or record status. See School Choice Workspace for tasks specific to that workspace.

Add New

Used to create a Roster record.

  1. Select Add New from the Tasks menu.
  2. Enter the student information as needed.
    1. Fields marked with a red asterisk (*) are required for the record to be notified.
    2. Two red asterisks (**) mean that a value for that field is required under certain conditions before the record can be notified.
  3. When finished, click Save or Save and Add Another.
    1. New records have a status of Imported / Added.

Approve

Use the Approve task to advance records in the workflow from Pending Approval to Approved. Before a record is eligible to be approved it must meet the previously defined Approval Criteria.

  1. Select Approve from the Tasks menu.
  2. Choose which records to approve (Selected Only or All Found).
  3. Click Close.

Assign Tags

Choose one or more available tags to assign to a student record.

Auto Submit

Used for testing purposes only in the Roster Workspace. Use this task to generate submission records from existing roster records without generating a snapcode or the family submitting the form through the Family Portal.

  1. Select Auto Submit from the Tasks menu.
  2. Choose which records to submit (Selected Only or All Found).
    1. The records are updated to Submitted status.
    2. Associated submission records are available in the Submission Workspace; they contain the same data as the Roster records.

Delete

Delete a record and any modifications to it.

  1. Select Delete from the Tasks menu.
  2. Choose which records to delete (Selected Only or All Found).
  3. Click Close.

Deliver Data

See Deliver Data.

Discard

Discard a record to separate it from the main pool of records. This allows erroneous records like test records to still be accessed, if needed, without deleting them.

  1. Select Discard from the Tasks menu.
  2. Choose which records to discard (Selected Only or All Found).
    1. The status is updated to Discarded.
    2. If a record was previously On Hold in the Roster Workspace, the parent will not be able to start or continue their work on the form.
    3. If a record was previously Submitted in the Roster Workspace, you may want to discard the associated submission record within the Submission Workspace as well.

Download Forms

Unlike the Print Forms task which combines all records into a single PDF, the Download Forms task separates each record as a single PDF in a ZIP file.

  1. Select Download Forms from the Tasks menu.
  2. Choose the form to download.
  3. Choose Selected Only or All Found.
  4. After processing completes, click Download Forms.
  5. Click Close.
  6. Open the ZIP file.
    1. Select a student folder.
    2. Open the student's form in a PDF viewer.

Edit

Click the Edit icon on a record to review and update the record.

Export

Exports student record data to a CSV file, which can be opened in Excel. Exporting records is not the same as the export associated with Data Delivery.

  1. Select Export from the Tasks menu.
  2. Select the form fields to export.
    1. The default fields selected for export are the columns from the current view.
    2. Selected fields will appear as columns in the exported CSV file.
    3. PROP fields are internal system fields.
  3. Choose which records to export (Selected Only or All Found).
  4. After processing completes, click Download Data to create and download the CSV file.
  5. Click Close.


Export the PROP:UserAccountEmailAddress field records from the Roster or Submission workspace regardless of the Parent Account Email Verification feature.

  • Views

    • The PROP:UserAccountEmailAddress will be available to be selected when exporting from a Roster or Submission view.

    • If the PROP:UserAccountEmailAddress is a column in a view, the linked account’s email address will be shown selected for export:

      • If the form is Public, the PROP:UserAccountEmailAddress will be empty.

      • If the form is Private, and the roster record is not yet linked to a parent account, the PROP:UserAccountEmailAddress will be empty.

      • If the linked account is a cell phone-based account, the PROP:UserAccountEmailAddress will be empty.

      • If the linked account is not a cell phone-based account, the linked account’s email address (even if it is an anonymous account) is shown.

      • If the linked account is in the Pending Email Verification status, any linked user account email address will have “(pending verification)" appended. For example, email@test.com (pending verification).

      • The PROP:UserAccountEmailAddress column will be searchable and sortable.
      • The PROP:UserAccountEmailAddress column will be automatically selected when exporting from this view (as is normal with any column shown in a view) and will be included in the generated file.
    • If the PROP:UserAccountEmailAddress is a default sort item in a view, the records will be sorted by this data point by default.
    • If the PROP:UserAccountEmailAddress is an expression in a view, the records will be filtered by this data point.
  • Rules
    • If the PROP:UserAccountEmailAddress is an expression in a rule/filter, the records will be filtered by this data point when the rule is applied.

Export Change Report

Generate a report comparing data fields that were pre-populated in the Student Roster versus what was submitted by the families online. The report renders a CSV file.

  1. Select Export Change Report from the Tasks menu.
  2. Choose the form fields to include on the report.
  3. Choose what records to generate the report for (Selected Only or All Found).
  4. Click Download Data to create and download the CSV file.
  5. Click Close.

Export Data Definition

Used to create a Data Container. Select Export Data Definition from the Tasks menu. A file named DataDefinition.csv is downloaded to your computer.

Hold

Used to place records on hold and make a form inaccessible to the parent.

  1. Select Hold from the Tasks menu.
  2. Choose which records to put on hold (Selected Only or All Found).
    1. The status is updated to On Hold.
    2. To remove the hold, choose the Remove Hold task.

Import

Create or update multiple Roster records at once by importing a comma-separated value (CSV) file with PowerSchool Enrollment headers (often referred to as a Data Container).

  1. Select Import from the Tasks menu.
  2. On the Import Data screen:
    1. Select a Data Source.
    2. Select a Schema.
    3. Select or Update a Data File.
      • Select a previously uploaded file or upload a new CSV file.
  3. Choose one of the Import Options:
    • Exclude Records with Errors: Skip records that contain errors.
    • Import Records with Errors while Excluding Fields with Errors: Records with errors are imported but the fields containing the errors are ignored.
  4. Click Begin Import.
    • The system creates or updates records within the selected CSV file.
    • Errors on records that were skipped or imported are noted on the Import Data Error Report. Click View Errors to open the report.

Import From File

Update information for multiple records in the Submission Workspace. To perform this task, you need a CSV file containing data for the students you want to update, including the Submission Record ID for each imported student. To obtain the list of Submission Record IDs, use the Export task to export the data for the students to a CSV file, then add the new student information to the file for import.

  1. Select Import From File from the Tasks menu.
  2. On the Import Data page:
    1. Select a Data Source.
    2. Select a Schema.
    3. Select an existing Data File or Upload a CSV file.
    4. Click Begin Import.
      • If errors are encountered, click Error Report.
      • Address the issues in the CSV file and save it.
  3. Repeat step 2 until the import is successful.

Manage Communication Templates

See Manage Communication Templates.

Manage Process Documentation

Export and import documents to and from XML here. Imported documents are added to the existing collection.

To add a document:

  1. Click Add Document.
  2. Enter a Title.
  3. Click Save.
  4. To update the document title, click Edit Details.
  5. To define Content, click Edit.
    1. Use the text editor to create the letter content.
    2. If needed, select to insert a Customer Name or Action Title token.
    3. Click Save.
  6. Click Back to return to the Communication Templates page.

To import a document:

  1. In the XML Export / Import section, click Choose File.
  2. Select the XML file.
  3. Click Open.
  4. Click Import.

To export the collection of documents, click Export Documents in the XML Export / Import section.

Notify

Use the Notify task to notify families to access and complete the online form. The process generates unique access codes (snapcodes) for families to access the form. Depending on the Roster Notification setup, you can send emails, generate printed letters, or export data for an offline mail merge. Records must be valid for notification in order to be processed.

  1. Select Notify from the Tasks menu.
  2. To send emails, select Send Emails.
    1. Choose an email template.
    2. Choose to send emails to Selected Only or All Found.
    3. On the Preview page:
      1. You have the option to Exclude records for which this email has previously been sent.
      2. Select the Recipient address field on the form you wish to send the email to.
      3. Use the arrows to preview emails to recipients.
      4. If needed, Edit the email body for a record.
      5. Select Skip to skip an email. Select Don't Skip to include the email.
      6. Click Send All to generate snapcodes and send the emails.
  3. To print letters, select Print Letters.
    1. Choose a letter template.
    2. To skip previewing the letters before printing, select the Skip Preview checkbox.
    3. Choose to print letters for Selected Only or All Found.
    4. If you chose to skip the preview:
      • Snapcodes are generated.
      • Letters are generated and available for download by clicking View Letters.
    5. If you chose to preview the letters, on the Preview page:
      1. Use the arrows to preview emails to recipients.
      2. If needed, Edit the letter message for a record.
      3. Select Skip to skip a letter. Select Don't Skip to include the letter.
      4. Click Print All to generate the snapcodes and letters.
      5. Click View Letters to open the PDF file.
  4. To export data for an offline mail merge, select Export for Mail Merge.
    1. Choose which data to export (Selected Only or All Found) to generate the snapcodes and compile the data.
    2. After the process completes, click Download Data.
      • The exported file name is ExportedData.csv.

Payment Report

Generate a report with payment amounts and methods (check, e-check, credit card, etc.). By default, this report contains the Submitted date, First Name, Last Name, Reference ID, Payment Date, Payment Method, Invoice Items, and Amount. It can be customized to include any form or payment data columns.

  1. Select Payment Report from the Tasks menu.
  2. Choose a payment report.
  3. Select the export format (HTML or CSV).
  4. If needed, choose a tag to apply a tag to all records included in the report
  5. Choose which records to include in the report (Selected Only or All Found).
  6. After processing completes, click View Report.
    1. Use the PDF viewer tools option to Print or Download the PDF.
    2. When finished, close the browser window.
  7. Click Close.

Polish Data

Use the Polish Data task to clean and refine data before it is presented on a form or is saved to the database. A label template must exist prior to performing this task.

  1. Select Polish Data from the Tasks menu.
  2. Choose which records to polish (Selected Only or All Found).
    1. A Polished tag is added to the successfully polished records.
  3. Click Close.

Preview

Click the Preview icon on an Imported/Added Roster record to preview the form.

Print Change Report

Generate a PDF file comparing fields that were pre-populated in the Student Roster versus what was submitted by the families online. This allows student information to be consolidated and changes reported as a side-by-side comparison, rather than reiterating student information on each line as the CSV export does. The report templates for this feature are custom-built to specifications.

  1. Select Print Change Report from the Tasks menu.
  2. Choose a Change Report Template.
  3. Choose which records to print the report for (Selected Only or All Found)
  4. Click View Change Report to open the PDF.
  5. Click Close.

Print Forms

  1. Select Print Forms from the Tasks menu.
  2. Choose the form to print.
  3. Choose Selected Only or All Found.
  4. After processing completes, click View Forms.
    1. Use the PDF viewer tools option to Print or Download the PDF.
    2. When finished, close the browser window.
  5. Click Close.

Print Labels

Refer to Notify Families.

Print Letters

Refer to Notify Families.

Quick View

Click Quick View on a record for an overview of the student record. To edit the record, click View Record Page.

Re-Apply Tagging Rules

This task is available if at least one Roster Tagging Rule is defined.

  1. Select Re-Apply Tagging Rules from the Tasks menu.
  2. Choose which records to reapply the tagging rules to (Selected Only or All Found).
  3. Click Close.

Recover Discarded Records

Move records that were previously discarded back into the workflow.

  1. Select Recover Discarded Records from the Tasks menu.
  2. Choose which records to recover (Selected Only or All Found).
    • The records are updated to the status before they were discarded.

Re-Import Submissions

Sometimes it is necessary to delete Submission records and re-import the data from the original submissions. This should only be used if a user corrupted the data during review and the record needs to be reset to its original submission state. Any changes that were made, including tags and edits to the data, will be lost.

  1. Select Re-Import Submissions from the Tasks menu.
  2. Choose which records to re-import (Selected Only or All Found).
    • The records are deleted and re-imported.
  3. Click Close.

Remove

Remove Pre-Submission records and any modifications to them.

  1. Select Remove from the Tasks menu.
  2. Choose which records to remove (Selected Only or All Found).
  3. Click Close.

Remove Hold

Used to remove the Hold status from a record. Once a record is on hold, the only way to allow a parent to access the form is to remove the Hold status.

  1. Select Remove Hold from the Tasks menu.
  2. Choose which records to remove the Hold status from (Selected Only or All Found).
    1. The records are updated to the status before they were put on hold.

Remove Tags

Remove one or more tags from a student record.

Reset Delivery History

Reset the delivery history of a record so that it can be re-delivered.

  1. Select Reset Delivery History from the Tasks menu.
  2. Choose the delivery target.
  3. Choose which records to reset (Selected Only or All Found).

Reset to Pending Approval

Reset a record's status from Approved to Pending Approval.

  1. Select Reset to Pending Approval from the Tasks menu.
  2. Choose which records to reset (Selected Only or All Found).
  3. Click Close.

Send Email

Refer to Notify Families.

Validate for Notification

Verify if required record fields were completed in order to send notifications to the families.

This task is only accessible from the Imported/Added view. In order to perform this task, records must be present in the Imported/Added view.
  1. Select Validate for Notification from the Tasks menu.
  2. Choose to Validate for Email Notification, Validate for Letter Notification, or both.
  3. Choose which records to validate (Selected Only or All Found).
  4. After processing is completed, click View Report.
  5. The Notification Validation Report includes a validation status for each selected record.
    1. A Valid status means all requirements are met.
    2. A Not Valid status means the requirements are not met. A list of missing field information is included.
  6. Select Close Window.
  7. Click Close.
  8. The Notification Validation column indicates the record's validation status.
    1. You can sort records based on their compliance by selecting a status value from the column drop-down.
    2. A yellow triangle means the record does not comply with validation rules.
      1. Click the triangle to view why the record does not meet the notification criteria.
      2. Click Close.
      3. Use the record's Edit function to enter the missing information.
    3. A green checkmark means the record complies.

View

Click the View icon on a record to view the student information.


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