CP - Setup Information
Overview
The Community Plus Setup Information program is where system defaults and templates for person records are entered. These defaults are required to be set up before records can be maintained in other screens.
The screen provides the setup options. Click on the required setup option to access fields and enter or view data.
Be aware that ALL records containing values attached to these setups will be affected if changes are made to an existing setup. It is not a good idea to make a change to these parameters unless you are 100% sure of the outcome.
Address Settings
This program is used to configure the usage of Parent Address blocks within Community Plus.
These instructions are designed as a guide for setting up address information in Community. They are a guide only. You may prefer to devise your own school strategy for dealing with addresses, however, it is a good idea to understand the fundamentals of how the address blocks work before undertaking your own design.
For more information on setting up parent address blocks within TASS.web refer to the help document How to > Parent Records > Setting Up Parent Addresses in TASS.web
The 'Address Block to Use when viewing Person' column allows you to nominate the Parent's or Past Student's address blocks that you would like displayed on the screen when viewing any person's who are the Entities Parents/Caregivers, Student or Past Student.
If the system cannot locate an address for an Entity, it will then use the default address as specified in the parameters screen for each Entity module.
Maintaining separate address blocks for Parent/Caregiver 1 and Parent/Caregiver 2 allows you to specifically address letters and correspondence to each Parent/Caregiver. Additionally, it allows you to store separate contact details (such as phone numbers and email) for each of the Parents/Caregivers.
The 'Address Block to Use for List Builder' column allows you to nominate the Parent/Caregiver and Past Student's address blocks that you would like to have defaulted when adding the respective Entity types to a List.
If the system cannot locate an address for an Entity, it will then use the default address as specified in the parameters screen for the Entity module.
When using the List Builder, the address can be overridden at runtime by the user.
The recommended methodology for these settings, based on the TASS.web document: How to > Parent Records > Setting Up Parent Addresses in TASS.web is as follows.
Entity Type | Address Block to Use when viewing Person | Address Block to Use for List Builder |
|---|---|---|
Past Parent | Correspondence | Correspondence |
Past Parents | Correspondence | Correspondence |
Current Parent | Correspondence | Correspondence |
Current Parents | Correspondence | Correspondence |
Enrolled Parent | Correspondence | Correspondence |
Enrolled Parents | Correspondence | Correspondence |
Current Student | Correspondence | Correspondence |
Past Student | Residential | Residential |
Associations
TASS.web provides a facility for recording associations that people have with other people in your Community database. Associations are non-family based relationships and can be used to associate people together such as Business Partners, Friends, Known to etc.
This program is used to create and maintain the 'Association' types.
To create a new association type, click the 'Add' button, and then the enter association details.
Each 'Association' requires a unique alphanumeric code up to 3 characters long and a 'Description' up to 30 characters long.
To 'Edit' or 'Delete' an existing 'Association', select the association first, then the appropriate action button.
You should not use associations to record family-type relationships such as Cousin or Uncle etc. These family-type relationships are able to be derived from the Relationships functionality.
Association Tags
TASS.web provides a facility for recording associations that people have with other people within your Community database. Associations are non-family based relationships and they can be used to associate people together such as Business Partners, Friends or Known to etc.
When associating people together in Community Plus, the system will allow for an optional definition to provide more description to the association. An example of an association tag is 'Former', which could then be added to the association of 'Business Partner' to provide a more accurate association.
This program is used to create and maintain the 'Association Tag' types.
To create a new association tag, click the 'Add' button, and then enter the association tag details.
Each 'Association tag' requires a unique alphanumeric code up to 3 characters long and a 'Description' up to 30 characters long.
To 'Edit' or 'Delete' an existing 'Association tag', select the association tag first, then the appropriate action button.
Community Parameters
The Community Parameters displays information regarding the following items:
Community Enabled | This is the database flag that indicates whether Community has been enabled for the database. This cannot be maintained by the school. |
Next Person Number | This field displays the person number that will be used when the next person is created. The person number is a unique number given to each entity in the system. |
Deceased Text | Used during the Community sweep process to specify the text used to indicate if a parent is deceased. |
Deceased Notifications | Checking this box will cause notifications regarding the Deceased Status of a person to be emailed to All users within Edit permissions for this entity. |
Default Community Page | This is the default page displayed when Community Plus is first opened. |
Default Parent Relationship Tag | Optional (30 Char). This is the default setting given to the 'Relationship Tag' set for each Parent/Caregiver on the Student Record which indicates the relationship between this student and the Parent/Caregiver (e.g. Biological, Step etc). Also, see Student Admin > Student Records > Student Information > Students on the 'Address and Comms Rules' tab. |
Correspondence Items
TASS.web provides a facility for recording correspondence items that have been sent to people including the address used.
This program is used to create and maintain these 'Correspondence Items'.
To create a new correspondence item click the 'Add' button, and then enter the details of the item.
Each 'Correspondence Item' requires a unique numeric 'ID' code up to 5 characters long and a 'Description' up to 60 characters long, a 'Comment Text' and an optional 'Attachment' containing a digital copy of the article sent.
To 'View', 'Edit' or 'Delete' an existing 'Correspondence Item', select the appropriate action button next to the 'item.
When a 'Correspondence Item' is deleted, it will also delete any record of that item being sent to people.
Note Categories
TASS.web provides a facility for entering and retrieving person notes. A note category is mandatory for each note entered.
This program is used to create and maintain 'Note Categories' for this module.
To create a new category click 'New' to enter a new 'Code' and 'Note Category' description
Each 'Note Category' requires a unique alphanumeric code up to 3 characters long and a description up to 30 characters long.
Example of employee note categories could be:
Media Publications.
Telephone Conversation.
General.
To edit an existing category, highlight the appropriate line and click the 'Edit Selected' button to make description changes or the 'Delete Selected' button to delete the category.
Categories cannot be deleted after they have been used, and care should be taken when changing the description, as any existing notes entered against the category would be affected by the change.
Person Extended UD Fields Setup
Extended UD (User Definable) fields enable greater flexibility for your school to create custom fields in your TASS.web database that may not necessarily be provided with the application.
Nine school definable Person data 'areas' with up to 26 fields in each are available.
Examples of Person data areas could be
Mailing Lists.
Dietary Needs.
Other Interests.
Extended User Defined Fields are fields that your school can customise to suit your school requirements. This screen is used to set them up for the Person record. These fields are referenced in various programs including:
Person View.
List Builder > 'Person' Mode Search.
To create a new Person data area, click on the 'Add EUD Area' button.
Enter a code and a description to identify the UD area. This is the label that the TASS software will display on the 'Person Extended UD' tab on the person record.
There are then 26 fields available to use within each Person area.
10 x Single character flag fields (0-9, A-Z) which are often used as Yes/No fields.
10 x Table referenced fields (picklist).
6 x Free form text fields to store information relating to the person.
Click on the 'Arrow' icon next to Fields 11 to 20 to display the table referenced data for each respective field. Use the 'Edit' button to change a data item 'Description'. To enter a new data item for that table enter a 'Code' and 'Description'.
A 'Trigger' field can be created for any field type. In a flag field, which is often used for Y/N, the trigger would normally be set as a 'Y'. Therefore when any Person has a 'Y' recorded in that field on their record, a warning will be displayed to the user as the record is accessed is the Person View page. The warning that is displayed is the field description.
For table referenced fields the trigger will be one of the valid data items within the associated table.
For text fields, the trigger must be an exact match between the text keyed here and the Person record.
Person UD Fields Setup
UD (User Definable) fields allow greater flexibility for your school to create custom fields in your TASS database that may not necessarily be provided within the application. Person UD fields can also be used to filter within the Community Plus 'List Builder'.
There are 25 UD fields available to use within Community Plus.
10 x Single character flag fields (0-9, A-Z) which are often used as Yes/No fields, e.g. Annual Mailing List.
10 x Table referenced fields (picklist), e.g. Dietary requirements.
5 x Free form text fields to store information relating to the person, e.g. Blue Card Number.
Click on the 'Arrow' icon next to Fields 11 to 20 to display the table referenced data for each respective field. Use the 'Edit' button to change a data item 'Description'. To enter a new data item for that table enter a 'Code' and 'Description'.
Relationship Tags
TASS.web provides a facility for recording relationships that people have with other people within your Community database. Relationships are family-based relationships and consist of the 4 basic relationship types of Parent, Child, Partner and Sibling. All other relationships such as Cousins, Uncles, Aunts, Grand Parents etc, are inherited between people through these 4 relationship types.
When relating people together in Community Plus, the system will allow for an optional definition to provide more description to the relationship. An example of a relationship tag is 'Step', which could then be added to the relationship of 'Child' to provide a more accurate definition of the relationship.
Relationship tags are included as a searchable field within the Community Plus 'List Builder'.
This program is used to create and maintain the 'Relationship Tag' types.
To create a new relationship tag, click the 'Add' button, and then enter the relationship tag details.
Each 'Relationship tag' requires a unique alphanumeric code up to 3 characters long and a 'Description' up to 30 characters long.
To 'Edit' or 'Delete' an existing 'Relationship tag', select the relationship tag first, then the appropriate action button.
Display Name Setups
This program is used to:
Configure display names for Parents/Caregivers.
Configure display names for Community Records.
Apply Global Update to Parent and Community Records names.
View Global Update audit history logs.
General Tab
To 'View' or 'Edit' display names configurations, click the appropriate link in the 'Action' column.
There are 7 possible 'Name Token' fields to use when configuring display names:
Title.
Initials.
First Name.
Preferred Name.
Other Names.
Surname.
Name Suffixes.
Use the 'Name Token' fields to configure the order of the tokens when displaying names.
For example, the following configuration:
Name Token 1 as 'Title'.
Name Token 2 as 'First Name'.
Name Token 3 as 'Surname'.
… would display the name as 'Title' 'First Name' Surname' (e.g. Mr Edward Clark).
Only 2 of the following name tokens can be selected:
First Name.
Other Names.
Preferred Name.
Global Update button
A Global Update cannot be reversed. Review a 'Trial Report' prior to performing the Global Update to ensure the changes to your records are correct.
Use the 'Global Update' button at the top of the screen to:
Run a trial report of proposed changes to Parent and/or Community Records names.
Apply a global update to the display name for Parent and/or Community Records names.
Read the Acknowledgements displayed and tick the checkboxes to indicate that you have read and understood them.
Audit History Tab
This tab will display the history of each update completed using this program including:
When the upload was completed.
Who the upload was completed by.
A copy of the generated report.
Check Community Data
This program is used to generate a listing of issues found in your Community Plus data.
This listing can be generated in either 'Summary' or 'Detailed' mode.
Generate the listing in 'Detailed' mode to display entity codes affected for the data issue identified.
By default, the option of 'Critical Data Issues' will be selected. Alternatively, you can change this to 'Relationship Data Issues' or 'Possible Data Issues'.
Fields that require detailed explanation | |
|---|---|
Critical Data Issues | Choose this option to generate a listing of issues with Community Plus data that risk the integrity of your data. These issues identify where there are possible orphaned or incomplete records and should be rectified immediately. Examples of issues identified are:
|
Relationship Data Issues | Choose this option to generate a listing of issues with Community Plus data where relationship linking is not accurate. Examples of issues identified are:
|
Possible Data Issues | Choose this option to generate a listing of issues identified that need review on a case by case situation. Examples of issues identified are:
|
If you are unsure how to rectify the issues displayed in the report, contact TASS Support for assistance.
Gender Setup
This program allows your school to cater for gender-diverse people within your community. Using Gender Setup, schools have the ability to define and maintain the genders that are available within TASS, and update them accordingly.
Two default gender types, female and male, are defined by TASS and these cannot be removed.
General Tab
On the General Tab there are three columns:
Code.
Description.
Action.
Buttons on the General Tab
Add: Click the 'Add' button to define a new gender type. See section 'Gender Details Modal' below.
Fields that require detailed explanation | |
|---|---|
Code | This is the code that has been defined for the gender type. |
Description | This is the description for the gender type. |
Action | These are button links to 'View', 'Edit' and 'Delete' the gender definitions via the 'Gender Details' modal. For genders other than 'M' or 'F', the option 'Delete' will only be available if the gender is not in use (i.e. it is not assigned to an entity). If the gender type is in use, the option to delete will be disabled and the message 'Unable to delete. Gender is in use' will be displayed when hovering over the greyed out link. |
Gender Details Modal
The 'Gender Details' modal enables you to 'Add', 'View', and 'Edit' a gender type.
General Details | |
|---|---|
*Code | This is a mandatory field. This is the code (1-3 char) used to determine the gender of a person in TASS. This is a unique uppercase 3 character a code. Valid values are strictly A-Z and 0-9 (with no spaces or special characters permitted). |
*Description | This is a mandatory, plain text, description for the defined gender. |
Background Colour | The background colour can be used to distinguish genders on the 'Person Relationship' screen in Community Plus. If left blank, the background colour will default to light grey. For more information, refer to Community Plus > Relationships > View Relationships. |
Keyword Substitutions | |
|
A full set of keyword substitutions are required for each gender type defined. (Note the capitalisation used for each field) | |
*[He/She] | This is a mandatory field. In this field, enter the word substitute you wish to use for this gender and keyword, e.g. 'They' |
*[he/she] | This is a mandatory field. In this field, enter the word substitute you wish to use for this gender and keyword, e.g. 'they'. |
*[His/Her] | This is a mandatory field. In this field, enter the word substitute you wish to use for this gender and keyword, e.g. 'Their'. |
*[his/her] | This is a mandatory field. In this field, enter the word substitute you wish to use for this gender and keyword, e.g. 'their'. |
*[him/her] | This is a mandatory field. In this field, enter the word substitute you wish to use for this gender and keyword, e.g. 'them'. |
*[son/daughter] | This is a mandatory field. In this field, enter the word substitute you wish to use for this gender and keyword, e.g. 'child'. |
*[son’s/daughter’s] | This is a mandatory field. In this field, enter the word substitute you wish to use for this gender and keyword, e.g. 'child's'. |
*[himself/herself] | This is a mandatory field. In this field, enter the word substitute you wish to use for this gender and keyword, e.g. 'themself'. |
Click the 'Save' button to retain the gender definition.
Name Tokens Grid
This tool allows for bulk updating of name tokens on community records where there is missing data.
Select the name token that requires changes.
This program will only appear when there is data that requires attention.
Very Important! Name Token Data will be permanently altered when you save data in the grid.
Repair Enrolled Parent Family Records
This program allows administrators to identify and fix situations where an Enrolled Parent record exists, but no family link is connecting it to its respective person record. These issues may have been identified when running the ‘Check Community Data’ report. The repairs are made in the backend; there is no visible change to parent data.
When this program is opened, you will be presented with two Repair Mode Options:
Trial Mode
Repair Mode
The Trial Mode must first be run to check that the issues identified are correct, as they cannot be reversed once the Repair Mode has been run.
Trial Mode
Select GO to view a report of missing Enrolled Parent Records.
A report will display with the following headings: Company Code, Parent Code, Surname, Person Number, Person Position Label, Issue.
Repair Mode
When selecting Repair Mode, a warning will display, which must be acknowledged before proceeding. If you wish to proceed after reading the warning, tick the ‘Do you wish to continue?' check box and select 'GO’.
A report will display with the following headings: Company Code, Parent Code, Surname, Person Number, Person Position Label, and Action.
When selecting ‘GO’ to run the reports, and where are no Enrolled Parent Family Records issues, a screen message will display: ‘Based on the selected criteria no data has been found’.