Drop-down codes, including hard-coded ("fixed") codes used by Aeries, can be inactivated at the customer's discretion so they will no longer appear in drop-down lists throughout the system. Simply add the fixed code to the Code Table (COD) using the Update Code Table page and make it inactive using the Status Tag. There is no longer a need to delete the COD value. The process below can be followed instead.
When a code is needing to be deprecated, there is a Tag field in the COD table that is used to inactivate that code value. This allows the code value and its description to still show for pre-existing records that are using that code value while not allowing it to be used in the future.
Note: The Tag field is not available from Aeries Client, nor does the Client ignore an Inactive COD value. This feature is only available in Aeries Web.
If the Inactive dropdown is not available in the Tag column, an Inactive Status Tag will first need to be created. To access the Update Code Table page go to School Info | Configurations in the navigation.
- Choose the Table – COD
- Choose the Field – TG
- Add New Record
- Input the data you would like to have as an inactive status tag – This example uses “I” for Inactive
Once this one-time code has been added, any code may be set to Inactive.
Inactivating a User-Defined Code
Below is an example of inactivating a code for the User 2 (STU.U2) field.
Access the Update Code Table page and enter Table of STU and Field of U2. Edit the record and select the Inactive tag on the Tag field.
With the Inactive Tag populated, the code of 1 will not display in the STU.U2 dropdown.
Inactivating Fixed Codes
Fixed Codes in Aeries are hard-coded values in the drop-down field, usually for specific pre-defined purposes. For example, the Special Programs code field (PGM.CD) is an example of this.
If your district has no use for a fixed code, it may be inactivated, which will hide it from the drop-down, and not allow it to be selected.
As an example, to prevent 504 plan records from being entered into the PGM table on the Special Programs page, add code "101" to the Code Table for PGM.CD and inactivate it.
Below is an example of how to inactive a hard-coded or "fixed" code for the PGM - Special Programs page for code 101 - 504 Plans.
Access the Update Code Table page and enter Table of PGM and Field of CD. Hardcoded or "fixed "codes will not display on the Update Code Table page.
Click on the Add New Record button and add the 101 code and description. Select the Inactive tag on the Tag field and Save the record.
With the Tag field populated with the Inactive Status Tag, the code of 101 - 504 Plans will not display in the PGM.CD dropdown or anywhere in the system.
Sorting, Renaming, and Combining Fixed Codes with User Defined Codes
A new feature is available to sort fixed codes, rename fixed code descriptions, and combine user-defined codes where fixed codes normally display. Currently, this new feature is only available on the Contacts page for the Notification Preference (CON.NP) field. This new feature combining hard coded and custom codes will be available for other dropdowns throughout the system in the future.
To rename a fixed code, add that code to the Update Code Table form, then enter the desired description. That description will then be shown instead of the fixed code description.
To sort a fixed code, add the code to the Update Code Table form, and specify a sort value. Lower numbers will flow to the top of the list, and higher numbers will flow to the bottom. Note: description is not required to be entered unless you wish to rename the description.
For example, adding a code of 0 for CON.NP in the Update Code Table form, with a sort of 4, will change the description of that code and sort it towards the bottom of the list of available codes.
Before the code table was modified, "Do Not Call" was displayed first in the list.
Now, after modifications were made to the code table, "No Preference" displays at the bottom of the list.