1. In the Setup menu, click Edit Rules & Workflow.

2. This navigates to Edit Rules & Workflow screen, which defaults to the Validation tab where you have the ability to manage and add edit rules. If another tab is selected, click the Validation tab.

3. Before making any alterations to the Validation tab, be sure to select the correct fields from the pull-down. It defaults to Student Fields. The other options include District Fields, User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

4. Enter data in the first row of the table to add a new edit rule.

5. The Enabled check box is automatically selected. Clear the check box if you do not want the edit rule to be enforced when you or other users are editing data. This check box is essentially the on/off button.

6. Enter a Name for the edit rule, and enter a Message. The Name is the error message that displays in the right hand side of the screen in the Errors section, which will include the message entered. The message will display when the edit rule is met either when hovering over the Error of the incorrect field information.

7. The Prevents Saving check box is selected by default to prevent any user with access to the field from saving the record if the edit rule is met. Clear the selected check box to allow users to save the record when there is an error. If you are unable to save, the Save button will be gray and inactive. In the image provided, Prevents Saving has been disabled, and you can save the data regardless of the error.

8. Press the Enter key to add the rule. The line will turn blue when it has been added. The information here is auto-saved; there is no save button on this screen. A delete button (red minus sign) will appear along with a Criteria button.

9. Click Criteria next to the edit rule. When selected, a criteria pop-up window displays. This is where you will set up the criteria that will trigger an error for the field. I.e. What is the violation; what should make this warning message/error message display? Multiple criteria can be set up. Criteria can be set up by selecting fields and entering values in the table at the top of the criteria window or by entering a query in the Match Query section at the bottom of the window.

10. Select the Field to consider. Note: The fields available here are largely student and student enrollment fields; address fields are not available here.

11. For the edit rule to take effect upon data/fields being changed, select the On Change check box. Selecting the On Change check box at this point will display the error name and message to any user that makes a change to the Race: Asian field. Notice the Not and Value fields are no longer active on this screen. To add a rule or process to take effect upon the Field: Asian being changed, use the Match Query section explained in step 15.

12. Select the Not check box to enforce the edit rule if the field selected is Not the Value entered. In this example, if the Race: Asian field is Not Y (yes / selected), enforce this edit rule/error.

13. Enter the field Value that will trigger the error. For select fields, a list of allowable options will display for selection.

a. For date fields, such as birthdate, clicking the Value field opens the Date Criteria pop-up window to define the date criteria. Enter the corresponding information, and then click Save.

14. When complete, press Enter to save the data. Upon saving the line turns blue.

15. Instead of defining criteria by selecting fields and defining the values, a query can be entered in the Match Query section of the Criteria window. Requirements for the query are indicated in the yellow box.

The following is the example Match Query shown for Multiple Active Enrollments:

16. Select the Match Any check box to apply the following conditions: The edit rule is met when any of the criteria is matched instead of having to match all of the criteria (each row of criteria is an “or” statement). When the check box is not selected, each row of criteria is an “and” statement.

17. Add as many rows of criteria, as needed. When all information has been entered/selected, click Done at the bottom of the Criteria pop-up to return to the Validation tab.

1. In the Setup menu, click Edit Rules & Workflow.

2. Click the Linked Fields tab to begin linking one field to another. This module can be utilized if one field is changed that directly affects another field.

3. Before making any alterations to the Linked Fields tab, be sure to select the correct fields from the pull-down. It defaults to Student Fields. The other options include District Fields, User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

4. Use the first row in the table to add a new linked field.

5. The Enabled check box is automatically selected. Clear the check box if you do not want the linked fields rule to be enabled.

6. Enter a Name for the linked fields rule.

7. Press the Enter key to add the rule. The line turns blue when it has been added. The information here is auto-saved; there is no save button on this screen.

8. Click Criteria next to the rule  to set the specifics of the rule. When selected, a criteria pop-up window displays. This is where you will set up the criteria that will trigger one field to change the other. Criteria can be set up by selecting fields and entering values in the table at the top of the criteria window or by entering a query in the Match Query section at the bottom of the screen.

9. Select the Field to consider from the pull-down. Note: The fields available here are largely student and student enrollment fields; address fields are not available here.

10. For the rule to take effect upon data/fields being changed, select the On Change check box. Selecting the On Change check box at this point will trigger the linked field to change. To add a rule or process to take effect upon the ELL LY Exit Date being changed, use the Match Query section explained in step 14.

11. Select the Not check box to enforce the rule if the field selected is Not the Value entered. In the example, shown the rule will be enforced if the ELL LY Exit Date is NOT Empty.

a. For date fields, such as birthdate, clicking the Value field opens the Date Criteria pop-up window to define the date criteria. Enter the corresponding information, and then click Save.

12. Enter the field Value that will trigger the rule. For select fields, a list of allowable options will display for selection. In the example shown specific Value(s) that pertain to an ELL  Exit Date are shown.

13. When complete, press the Enter key to save the data. Upon saving the line turns blue.

14. Instead of defining criteria by selecting fields and defining the values, a query can be entered in the Match Query section of the Criteria window. Requirements for the query are indicated in the yellow box.

15. Select the Match Any check box to apply the following conditions: The edit rule is met when any of the criteria is matched instead of having to match all of the criteria (each row of criteria is an “or” statement). When the check box is not selected, each row of criteria is an “and” statement.

16. When all information has been entered/selected, click Done at the bottom of the Criteria pop-up to return to the Linked Fields tab.

17. Click Linked Fields next to the rule and the Criteria button.

18. The Linked Fields pop-up window displays. This is where you will select the linked field(s) that will be updated when the criteria is met and define the value that will populate the field(s). Multiple linked fields can be set up.

19. Select the Field that will be updated from the pull-down. Note: The fields available here are largely student and student enrollment fields; address fields are not available here.

20. Enter the Value that will populate the field. For select fields, a list of allowable options will display for selection.

21. Press the Enter key to add the linked field. The line turns blue when it has been added. The information here is auto-saved; there is no save button on this screen.

22. Add additional linked fields, if needed. Click Done to return to the Linked Fields tab.

1. In the Setup menu, click Edit Rules & Workflow.

2. Click the Alert Icons tab to customize your own alerts.

3. Before making any alterations to the Alert Icons tab, be sure to select the correct fields from the pull-down. It defaults to Student Fields. The other options include District Fields, User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

4. Any existing alert icons are listed in the table. Use the top row of the table to add a new rule.

5. The Enabled check box is automatically selected. Clear the check box if you do not want the rule to be enforced when you or other users are editing data. This check box is essentially the on/off button.

6. Enter a Name for the alert icon.

7. To restrict the profiles that can see each alert icon for students and users, select the Profiles permitted to the alert icon from the pull-down.

8. Select the Show on ID Badge check box so the alert icon displays on the student ID badge when the "Show alert icons on student badge" option is enabled on Print ID Badges screen.

9. Select the Show on Student Lists check box to ensure the alert icon displays in student lists throughout the system, such as Student Info.

10. Press the Enter key to add the alert. The line turns blue when it has been added. The information here is auto-saved; there is no save button on this screen.

11. Click Criteria next to the rule to set the specifics of the rule. When selected, a criteria pop-up window will display.

12. Select the Field for which you would like to set an icon from the pull-down. Note: The fields available here are largely student and student enrollment fields; address fields are not available here.

13. For the rule to display upon the selected fields being changed, select the On Change check box.

14. Select the Not check box to add it to the rule you are creating. Using Not is to say the Field is NOT the Value entered. In this case, Medical Alerts is Not null/empty, which means the alert icon will appear for all students who have data in the Medical Condition field.

15. Enter the Value that will trigger the alert icon. For select fields, a list of allowable options will display for selection. In the example shown, the Value is left blank.

a. For date fields, such as birthdate, clicking the Value field opens the Date Criteria pop-up window to define the date criteria. Enter the corresponding information, and then click Save.

16. When complete, press the Enter key to save the data. Upon saving the line turns blue.

17. Instead of defining criteria by selecting fields and defining the values, a query can be entered in the Match Query section of the Criteria window. Requirements for the query are indicated in the yellow box.

18. Select the Match Any check box to apply the following conditions: The edit rule is met when any of the criteria is matched instead of having to match all of the criteria (each row of criteria is an “or” statement). When the check box is not selected, each row of criteria is an “and” statement.

19. When all information has been entered/selected, click Done at the bottom of the Criteria pop-up to return to the Alert Icons tab.

20. Click Alert Icon to set an image for the alert. Clicking Alert Icon opens an Alert Icon pop-up window where you can set an image for the alert.

21. There are icons preloaded that you can choose from or you can click the green plus sign in the Upload new icon section to upload a new icon.

a. Clicking the green plus sign to upload a new icon will open the file browser. Choose the image you want to use.

b. Click the desired icon from preexisting icons or from the ones you uploaded.

22. The Tool Tip text box and Tool Tip Field are used to define the contents of the tool tip when a user hovers the mouse over the alert icon. Enter text in the Tool Tip text box and/or select a field in Tool Tip Field. When a Tool Tip Field is selected, the information in that field in the student’s record will display in the tool tip. When both tool tip text and a tool tip field are set up, both are displayed in the tool tip.

23. When all Alert Icon information is complete, click Save. To clear all selection made and start over, click Clear. To cancel setting up an icon altogether, click Cancel.

See the image below of the enabled alert icon for medical.

Upon clicking the icon, the Health Medical tab opens and directs your attention to the specific field; in this case, a "Medical Condition" check box.

1. In the Setup menu, click Edit Rules & Workflow.

2. Click the Execute SQL tab to add a new rule (query).

3. Before making any alterations to the Execute SQL tab, be sure to select the correct fields from the pull-down. It defaults to Student Fields. The other options include District Fields, User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

4. Any existing queries are listed in the table. The top row of the table can be used to add a new query.

5. The Enabled check box is automatically selected. Clear the check box if you do not want the rule to be enforced automatically. This check box is essentially the on/off button.

6. Select the New Student check box to limit the query execution to new students. Otherwise, the query will be executed whenever a student’s information is edited.

The name of this check box varies depending on the type of fields selected:

Student Fields: New Student

District Fields: New District

User Fields: New User

School Fields: New School

Discipline Incident Fields: New Discipline Incident

Referral Fields: New Referral

7. Enter a Name for the query. The Name entered here doesn’t appear anywhere else.

8. Press the Enter key to add the query. The line turns blue when it has been added. The information here is auto-saved; there is no save button on this screen.

9. Click Criteria next to the rule to set the specifics of the rule. When selected, a criteria pop-up window displays.

a. This is where you will set up the criteria that will trigger the SQL to execute. Multiple criteria can be set up. Criteria can be set up by selecting fields and entering values in the table at the top of the Criteria window or by entering a query in the Match Query section at the bottom of the window.

10. Select the correct Field from the pull-down.

11. Select the On Change check box if you want the query to execute upon the selected field being changed.

12. Select the Not check box to add it to the rule you are creating. Using Not is to say execute the SQL when the Field is NOT the Value entered. In the example shown, the SQL will execute when Student Phone Number is Not empty (the Value is empty).

13. Enter the Value that will trigger the query to execute. For select fields, a list of allowable options will display for selection. In the example shown, the Value is Y.

a. For date fields, such as Date Entered United States, clicking the Value field opens the Date Criteria pop-up window to define the date criteria. Enter the corresponding information, and then click Save.

14. When complete, press the Enter key to save the data. Upon saving the line turns blue.

15. Select the Match Any check box to apply the following conditions: The edit rule is met when any of the criteria is matched instead of having to match all of the criteria (each row of criteria is an “or” statement). When the check box is not selected, each row of criteria is an “and” statement.

16. Add additional fields, if needed. Click Done to return to the Execute SQL tab.

17. From the Execute SQL tab, click the Execute SQL button. The SQL Statement pop-up window is displayed.

18. In the provided area, enter the query.

19. Click Done when finished.

1. In the Setup menu, click Edit Rules & Workflow.

2. Click the Workflow Triggers tab to add a new trigger.

3. Before making any alterations to the Workflow Triggers tab, be sure to select the correct fields from the pull-down. It defaults to Student Fields. The other options include District Fields, User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

4. Any existing workflow triggers are listed in the table. Use the top row of the table to add a new workflow.

5. The Enabled check box is automatically selected. Clear the check box if you do not want the rule to be enforced automatically. This check box is essentially the on/off button.

6. Enter a Name for the workflow trigger. The Name entered here will display as the Subject if set up as an email and the text displayed on the portal alert or SMS.

7. Select the Type from the pull-down; options include Communication Template, Email, Letter Queue, and Portal Alert.

a. If you select Communication Template here, Templates created in Communication display in the Letter/Template pull-down. When using the Communication Template, all information entered and attached to the template will pull into the notification generated as a result of the workflow trigger, such as email, attached files, attached voice messages, etc.

b. If you select Email here, when the email is sent based on the trigger set up, the email will be logged in the corresponding student’s Letter Logging tab (Student Info) or the corresponding user's Letter Log section via User Info.

c. If you select Letter Queue here, when the letter is generated based on the trigger set up, the letter will generate to Student > Letter Queue or Users > Letter Queue depending on the fields selected (Student Fields or User Fields).

d. If you select Portal Alert here, upon clicking on the alert, Focus will navigate to an Advanced Report with impacted students/users listed.

8. Select a Letter/Template from the pull-down. The letters displayed in the pull-down populate from created letters, emails, text messages, and/or templates via Students > Print Letters & Send Email, Users > Print Letters & Send Email, and/or Students > Communication.

9. If you selected, Student Fields, select the Affected Student and/or Parent check boxes to notify the student or parent (via Type selected: Email or SMS) when a student’s record is changed/edited.

Select the Affected Student Personal Email if the student field has been enabled by the district and personal emails have been recorded for students in place of or in addition to primary emails (Affected Student).

a. If you selected, User Fields, select the Affected User check box to notify the user (via Type selected: Email or SMS) when a the user's record is changed/edited. Note: The Affected User options only applies to the Email Type.

10. Select the Letter Logging check box, which is available if Email or SMS is selected as Type, to ensure a record of the email or SMS is saved on the student's record in Letter Logging tab or section of Student Info.

11. Specific users can be selected for a notification upon student/user data changing. For example, if a student’s ELL information is changed LY, users chosen via the Recipient Users pull-down will be emailed or texted.

12. You can select specific profiles to be alerted as well. If a profile is chosen via the Recipient Profile pull-down, all users assigned to the profile will be alerted (via the Type selected: Email, Portal Alert, or SMS) when a student’s/user's record is changed/edited.

13. To set up a specific email address to receive the notification upon student/user data being changed/edited, type the email address in the Recipient Email Addresses text box.

14. Press the Enter key to add the query. The line turns blue when it has been added. The information here is auto-saved; there is no save button on this screen.

15. Click the Criteria button next to the rule to set the specifics of the workflow trigger. When selected, a criteria pop-up window displays.

This is where you will set up the criteria that will trigger the workflow. Multiple criteria can be set up. Criteria can be set up by selecting fields and entering values in the table at the top of the Criteria window or by entering a query in the Match Query section at the bottom of the window.

16. Select the correct Field from the pull-down.

17. Select the On Change check box if you want the workflow trigger to take effect upon the selected field being changed. For example, in the image shown, when the Enrollment: Days Absent field is changed, an email will be sent out to the selected recipients.

18. Select the Not check box to add it to the rule you are creating. Using Not is to say an email will be sent when the Field is NOT the Value entered. In the example shown, the workflow will be triggered when the Enrollment: Days Absent field is NOT empty.

19. Enter the Value that will trigger the workflow. For select fields, a list of allowable options will display for selection. In the example shown, the Value is blank/empty.

a. For date fields, such as Annual Review Date, clicking the Value field opens the Date Criteria pop-up window to define the date criteria. Enter the corresponding information, and then click Save.

20. When complete, press the Enter key to save the data. Upon saving the line turns blue.

21. Instead of defining criteria by selecting fields and defining the values, a query can be entered in the Match Query section of the Criteria window. Requirements for the query are indicated in the yellow box. Shown is an example of a query for W24 withdrawal entered on student enrollment record.

22. Select the Match Any check box to apply the following conditions: The edit rule is met when any of the criteria is matched instead of having to match all of the criteria (each row of criteria is an “or” statement). When the check box is not selected, each row of criteria is an “and” statement.

23. When all information has been entered/selected, click Done at the bottom of the Criteria pop-up to return to the Workflow Triggers tab.

1. In the Setup menu, click Edit Rules & Workflow.

2. Click the SQL Triggers tab to add a new trigger.

3. Before making any alterations to the SQL Triggers tab, be sure to select the correct fields from the pull-down. It defaults to Student Fields. The other options include District Fields, User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

4. Any existing SQL triggers are listed in the table. Use the top row of the table to add a new trigger.

5. The Enabled check box is automatically selected. Clear the check box if you do not want the rule to be enforced automatically. This check box is essentially the on/off button.

6. Enter a Name for the SQL trigger.

7. Enter the Notification for the SQL trigger; the text entered here displays as the notification on the student/portal alert.

8. Select/enter the Start Date and End Date to assign the timeframe for which the SQL trigger is active. The Start Date is required, but the End Date is optional.

9. Select the Table from the pull-down to determine the table to which the query should be applied.

10. Enter the query in the Criteria text box.

11. Enter the Number of Badges that should be awarded when the SQL is triggered in the provided text box.

12. Select the Positive Behaviors badge(s) from the provided pull-down that should be awarded when the SQL is triggered.

13. Press the Enter key to add the trigger. The line turns blue when it has been added. The information here is auto-saved; there is no save button on this screen.

1. In the Setup menu, click Edit Rules & Workflow.

2. Click the applicable tab to edit or delete data.

3. Before making any alterations to the applicable tab, be sure to select the correct fields from the pull-down. It defaults to Student Fields. The other options include District Fields, User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

4. Click any of the fields displayed to make edits. You can also select or clear check boxes and change selections made from pull-downs. Changes save automatically.

5. Click the Criteria, Linked Fields, Alert Icon, and/or Execute SQL button to edit additional information.

From the applicable pop-up window, you can change the selection from pull-downs, clear or select check boxes, and edit text boxes. Changes saves automatically.

Click the delete button (red minus sign) to delete criteria, linked fields, etc. from within the different pop-up windows.

6. Click the delete button (red minus sign) on any of the tabs to delete the entry and all attached criteria.

a. From the confirmation pop-up window, click OK.

When set up via Alert Icons, the Covid Symptoms Alert displays for 14 days after the date noted in the Covid Symptoms Date field when enabled via Students > Student Fields. The alert displays the Covid Symptoms Date in the tool-tip.

Applicable in Executive SQL: ORDER BY can cause a query to break in MSSQL unless used with TOP or FETCH first. Focus now validates edit rule queries before being saved, so you can apply ORDER BY for use on MSSQL.

If the tab contains several pages of information, Page numbers will displays along with Prev and Next buttons. Utilize these buttons to sift through pages. Click the Page text box to enter a page number. Press Enter to jump to that page.

To export the data to an Excel spreadsheet, click on the Excel icon in the Export section.

To print data, click on the Printer icon in the Export section.

Click Filters to breakdown data.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for more filtering options.

Click on any of the headers to sort data. Click once for ascending results; click twice for descending results. In the image shown, results have been sorted by clicking on Name twice; therefore, the listed data starts with Z.

Use the Filter text box located at the top of the pull-down for a quick search. Begin typing the name of the desired field.

a. Select the Exact check box to display results that have an exact match only and hide partial matches to the entered text.

Click Check all to select all check boxes displayed. Click Clear to clear all selections made/check boxes selected.