To begin, click the Create New button at the top of the page.
Next, choose a target table to which records will be added.
A list of fields for the selected table will display. Enter a value for each field that you need to populate. The available input depends on the type of data that goes in the field.
- Date fields will have date pickers; time fields will have time pickers
- Fields that store codes from the Code (COD) table or fixed code sets will have drop-down lists
- Yes/No fields will have check boxes
- Other fields will simply have text boxes where values can be entered
If the table has a Grade (GR) field, there will be an option to Use STU.GR. If this option is selected, the Grade field in the table will receive the value of the student’s current grade from the STU table. This allows the process to work effectively when students from multiple grade levels are included.
Note: If the table has a Sequence Number (SQ) field, the next sequence number will automatically be determined when each record is added. Therefore, the SQ field will not appear in the list.
Note: You are not required to specify a value for every field. However, if the field is part of the table’s Primary Key, a value is required.
Saving a Layout
The list of fields and their selected values is referred to as a layout. A layout does not have to be saved to run the mass add process, but saving allows the layout to be reused and is recommended.
If you wish to save the layout, click the Save Layout button.
Next, enter an Import ID and Description for the layout. Click the Save button.
Note: Fields (such as Comments fields) that can store longer values may be used in the Mass Add process. However, values longer than 100 characters will NOT be saved to the layout. These longer values, when needed, can be entered each time the layout is used to mass add records to the selected student-related table.
Loading an Existing Layout
Once a layout has been saved, it can be loaded any time the Mass Add Student Related Data page is visited. Click the Load Import button at the top of the page.
Next, choose an existing layout from the Import Name drop-down.
The list of fields will load with the values that were previously saved.
Modifying a Layout
Once the layout is loaded, changes can be made to the field values. These changes can either be used for a one-time mass add without saving, or the changes can be saved to the layout.
If you attempt to save a layout ID that already exists, you will be prompted to overwrite the existing layout. Either click OK to overwrite, or click Cancel to return.
If the layout was saved by a different user, the following alert will appear. You will need to choose a different layout ID in order to save your changes.
If the user has Administer permission to the Mass Add Student Related Data page, then overwriting another user’s layouts is allowed. The following message will display. Clicking OK will overwrite the layout.
Note: Layouts are not particular to any school. They can be created while logged in to any school or at the District by any user with permissions. Any layout can be loaded at any school or at the District. However, records cannot be mass added to STU-related (SC, SN-based) tables from the District.
Deleting a Layout
Once a layout has been loaded, it can be deleted by the user who created it or by a user with Administer permission to the Mass Add Student Related Data page.
Click the Delete Layout button, and the following prompt will appear. Click OK to delete the layout.
If the layout was saved by a different user, the following alert will appear.
If the user has Administer permission to the Mass Add Student Related Data page, then deleting another user’s layouts is allowed. The following message will display. Clicking OK will delete the layout.