PAR - Parent Details Listing
Overview
This program allows you to produce a report detailing information from the parent record.
This report/export has extensive options that can be activated via run-time settings. These settings can be saved as your own report 'Configuration' profiles. A report 'Configuration' that you create can't be accessed by another user and vice versa. This is because each 'Configuration' is dependent on the individual user's security permissions that determine the fields that can be included.
To use a previously saved report configuration, select it from the 'Use a Previously Saved Configuration' picklist and click 'Next'.
The 'Use a previously saved configuration' picklist will only be available if a saved configuration exists.
To create a new configuration, click the 'Next' button without selecting an option from the 'Use a Previously Saved Configuration' picklist.
Enter your runtime options for the program.
To save the runtime options that you have entered as a re-usable report configuration, enter a meaningful description into the 'Save this Configuration as' field on the 'Process' or 'Print' tab.
You can delete a report configuration by selecting it from the picklist, clicking the 'Next' button, and then clicking the 'Delete' option.
You can modify an existing configuration by selecting it, making the necessary changes to the run-time options, then clicking 'GO' on the 'Process' or 'Print' tab. You need to ensure the 'Save this Configuration as' field is populated with the report configuration name. This field is populated automatically when an existing configuration is selected.
Select Search Mode
Three possible search modes are available to determine the parents who will be displayed on your report.
- Parent/Student mode search.
- Subject mode search.
- Extra-curricular mode search.
If you select 'Parent/Student mode search' you can also nominate to include a student 'Extended User Defined Area' in your selection criteria. The 'Extended UD Area' that you choose will appear on the next selection screen as the last tab. You will be able to use any of the fields on this tab as part of your selection criteria.
Select the method of search you wish to use and click 'GO'.
Parent/Student Mode Search
Using this mode of searching you can use any combination of fields on the 'Parent', 'Account Details', 'Parent UD', 'Student' and 'Student UD' tabs to select the parent records to display on your report.
Including current or non-current parents on your report
On the 'Parent' tab you use a combination of the 'Status' field and the 'Status Options' to determine the status of parents to include on your report.
Status | Status Option | Parents that will be included |
|---|---|---|
Current | All Parents. | Parent records that are directly attached to a current student. The parent records are directly attached to students through the 'Parent Code' field on the 'General' tab in program Student Admin > Student Records > Student Information > Students. or Parent records that are not directly attached to a current student, but are attached to a current student via a 'Communication Rule' on the 'Addresses & Communication Rules' tab in program Student Admin > Student Records > Student Information > Students. A student is defined as current when his/her date of entry is less than or equal to today and has no date of leaving or his/her date of leaving is greater than or equal to today. |
Current | Only parents with students attached to their parent record. | Parent records that are directly attached to a current student. The parent records are directly attached to students through the 'Parent Code' field on the 'General' tab in program Student Admin > Student Records > Student Information > Students. |
Current | Only parents with NO students attached to their parent record. | Parent records that are not directly attached to a current student, but are attached to a current student via a 'Communication Rule' on the 'Addresses & Communication Rules' tab in program Student Admin > Student Records > Student Information > Students. This option is good for identifying the standalone additional parent records in 'Complex Split' arrangements. |
Non-Current | All Parents. | This will include all past parents. Parent records that are directly attached to a student(s) and all of these student(s) have a date of leaving that is less than today. or Parent records that are not directly attached to a student(s), but are attached to student(s) via a 'Communication Rule' and all of these student(s) have a date of leaving that is less than today. |
Non-Current | Only parents with students attached to their parent record. | This will include those past parents where their parent record is directly attached to a student(s) and all of these student(s) have a date of leaving that is less than today. |
Non-Current | Only parents with NO students attached to their parent record. | This will include standalone parents who do not have students attached either directly or via a 'Communication Rule'. or Parent records that are not directly attached to a student(s), but are attached to student(s) via a 'Communication Rule' and all of these student(s) have a date of leaving that is less than today. |
Subject Mode Search
You would use this mode of searching to display parents of students studying a particular subject, e.g. All Year 11 English students.
Current student subject choices need to be correctly entered into the system for this to work.
Extra-Curricular Mode Search
You would use this mode of searching to display parents of students who are involved in a particular extra-curricular activity, e.g. All Year 11 students involved in the Choir.
Current student extra-curricular choices need to be correctly entered into the system for this to work.
Print Tab
The Print tab is used to format the report.
Sort Options
The default is for the report to sort by Surname.
Alternatively, you can elect to sort by 'Parent Code' or 'Parent Type'.
Formatting Options
Choose the 'destination' of the report. This can be to Adobe® PDF viewer, Microsoft Excel®, Microsoft Word® or a screen with hyperlinks.
The 'Screen with Hyperlinks' format is best if you need to 'drill-down' to further information.
Show Table Borders and Alternative Row Colours | The 'Table Borders' and 'Alternate Row Colours' options can enhance the readability of the report but are not available if the listing destination is Excel®. |
Additional Fields
Select 'Additional Fields' to include in your listing by highlighting them with a mouse-click.
The 'Parent Code' and 'Parent Name' fields are automatically included and are not available for selection.
Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key enables selection of discrete (individual) criterion.
Report Title
This field can be used to enter an alternative name for this report.
Save this Configuration as
If this field is populated with a value and you click 'GO', the current report/export settings will be saved using the configuration name entered in this field.