PAR - Parent Grid Entry
Parent Grid Entry Overview
This program provides a tool to simultaneously display and update multiple parent records. You would use this program instead of Student Admin > Parent Records > Parent Information > Parents when there is a need to edit more than one record in the database.
It populates the data into a grid where it can be modified in bulk within the columns.
General, Account Details and User Defined Tabs
Fields from the 'General', 'Account Details' and 'Parent UD' tab can be used as selection criteria to filter the data that will be available in the grid.
Access to 'Account Details' is determined by a security point.
Including current or non-current parents in your grid
On the 'General' tab, you use a combination of the 'Status' field and the 'Status Options' to determine the status of parents to include in your grid.
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. |
The 'Calendar' icons in the 'General' tab display date range pickers, these windows allow the entry of a date range, e.g. All parent records with a 'Last updated on' date between 01/01/14 and 31/12/14.
You may also notice that the drop-down menu arrows next to selected fields in the 'General' and 'User Defined' tabs look different, these different arrows indicate that more than one selection can be made from the drop-down menu for your search criteria.
Process Tab
The 'Process' tab controls the columns that will be displayed in your data grid. Select the fields to include in your data grid by highlighting them with your mouse. The 'Parent Code' and 'Surname' fields are automatically included.
Holding down the 'Shift' key while clicking on your options enables a range selection, holding down the 'Ctrl' key allows individual selection of additional fields.
Sorting options are available by selecting the radio button on the left of the screen. These options include: 'Parent Code', 'Surname' and 'Parent Type'.
When the grid is populated, data will be displayed within columns.
Each row contains data from a master record matching your search criteria, and each column is a field that you chose on the previous screen.
Click an individual cell to make a change.
If you are editing a table-referenced field that requires a code to be entered, click into the cell and either use the dropdown list or key in the code.
Example:
Use the 'Fill Down' button to replicate the same data down the column.
If you make a mess, use the 'Restore' button to undo your changes. Unsaved data will be lost.
- The data will be restored back to the last 'Save'.
- If you have not yet saved, the data will be restored back to the way it was when you loaded the Grid.
To sort by a column, click on the column heading. To sort by multiple columns use shift-click in the second and subsequent columns that you want to sort by.
To add a new column to your grid without having to go back to the previous screen, right-click on a column heading.
Select 'Save' to commit your changes to the database or 'Cancel' to return to the selection screens.