Edit Rules & Workflow

The Edit Rules screen is divided into five tabs: Validation, Linked Fields, Alert Icons, Execute SQL, Workflow Triggers, and SQL Triggers.

The Validation feature is used to define edit rules for Student Fields, Student Enrollment Fields, User Fields and User Permissions Fields. Validations can be utilized to ensure content entered for a student or user adheres to specific client defined business rules. When information is entered that violates a defined validation, an error message will display to the end user. Options allow for validations to act as a warning or prevent saving invalid information.

The Linked Fields tab is used to set up fields that will be updated based on the defined criteria. For example, a rule can be set up so that a student’s 504 status is changed from Active to Inactive when a Dismissal Date is entered.

The Alert Icons feature allows for client specific icons that appear next to Student and Users throughout the interface. These icons serve as immediate, easily identifiable flags to end users when a specific Student or User meets defined criteria. For example, an alert icon can be defined for severe allergies, custody alert, etc.

The Execute SQL functionality allows for client defined stored procedures (only MSSQL), SQL statements, or queries to be triggered for a specific Student or User, when defined criteria is changed or met through the interface. (Note: this functionality replaces Student, Student Enrollment, User and User Enrollment plugins from Version 7 and prior. Level 1 training is recommended prior to use.)

The Workflow Trigger feature includes four basic functions: Generating Emails, Inserting Letters into the Letter Queue, Custom Portal Alerts, and SMS notifications generated from Phone Communication. Each available feature can be setup based upon client defined criteria and execute only when a Student or User record is updated or modified to meet the defined criteria.

The SQL Triggers feature allows users to trigger Positive Behavior Badges to the Student & Parent Portal based on a query tied to attendance, student, grade, schedule, test history scores, or other applicable tables.

Validation

The Validation feature is used to define edit rules for Student Fields, Student Enrollment Fields, User Fields and User Permissions Fields. Validations can be utilized to ensure content entered for a student or user adheres to specific client defined business rules. When information is entered that violates a defined validation, an error message will display to the end user. Options allow for validations to act as a warning or prevent saving invalid information.

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

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

Any discipline edit rules that are set up now apply to the referrals list as well, not just the referral itself.

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

If Prevents Saving is selected, all changed data will not be saved if you or other users violate one rule on the screen until it is fixed.

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

If more than one row of Criteria is added, it will be computed as an AND. However, if the "Match Any" check box is selected, the rows will be computed as OR.

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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

Edit Rules & Workflow

A false positive used to happen in equality comparisons when a user input '0' and the criteria was empty. To prevent incorrect matches, the input is now cast to a string during comparisons, effectively distinguishing between '0' and an empty string.

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.

Edit Rules & Workflow

Edit rules on text fields will be hard to enforce since the value must match exactly to trigger the error.

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

Edit Rules & Workflow

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.

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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.

Edit Rules & Workflow
Linked Fields

The Linked Fields tab is used to set up fields that will be updated based on the defined criteria. For example, a rule can be set up so that a student’s 504 status is changed from Active to Inactive when a Dismissal Date is entered.

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

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

Any discipline edit rules that are set up now apply to the referrals list as well, not just the referral itself.

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

Edit Rules & Workflow

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

Edit Rules & Workflow

6. Enter a Name for the linked fields rule.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

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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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Rules on text fields will be hard to enforce since the value must match exactly to trigger the change.

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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

Once you click Done, the linked fields rule is in effect. You will not receive a warning that data is being changed. The Student Audit Trail will show the user who triggered the linked field to update. Please use this feature with caution.

In the example below for the linked fields rule Change ELL from LY to LF when End Date is entered, notice the user who entered an ELL Exit Date for the student is recorded as the user who changed the student’s LEP Student status from LY to LF in the Student Audit Trail.

Audit Trail
Alert Icons

The Alert Icons feature allows for client specific icons that appear next to Students and Users throughout the interface. These icons serve as immediate, easily identifiable flags to end users when a specific Student or User meets defined criteria. For example, an alert icon can be defined for severe allergies, custody alert, etc. Upon displaying next to the student or user, users can click the alert icon to navigate to the applicable screen, tab, and field.

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

Edit Rules & Workflow

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

Alert Icons do not exist for Discipline Incident Fields or Referral Fields.

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

6. Enter a Name for the alert icon.

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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.

Edit Rules & Workflow

If the Profiles pull-down is left blank, then all profiles will be permitted to the alert icons. If at least one profile is selected, only the selected profile will be able to see the alert icon. Users with multiple profiles will see alert icons if at least one of their profiles is selected. Student and parent profiles are not available to be selected.

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Rules on text fields will be hard to enforce since the value must match exactly to trigger the change.

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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

Student Info

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.

Student Info
Execute SQL

The Execute SQL functionality allows for client defined stored procedures (only MSSQL), SQL statements, or queries to be triggered for a specific Student or User, when defined criteria is changed or met through the interface. (Note: This functionality replaces Student, Student Enrollment, User and User Enrollment plugins from Version 7 and prior. Level 1 training is recommended prior to use.)

SQL setup on fields does not run if you try to Mass Add information to those fields or if you try to Mass Add Log records to those fields. Focus recommends building a scheduled job to update any fields that have had information Mass Added to them via Setup > Scheduled Jobs.

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

Edit Rules & Workflow

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

Any discipline edit rules that are set up now apply to the referrals list as well, not just the referral itself.

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

Edit Rules & 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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

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

Edit Rules & Workflow

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).

Edit Rules & Workflow

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.

Edit Rules & Workflow

Rules on text fields will be hard to enforce since the value must match exactly to trigger the change.

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

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

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

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18. In the provided area, enter the query.

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19. Click Done when finished.

Workflow Triggers

The Workflow Trigger feature includes four basic functions: Generating Emails, Inserting Letters into the Letter Queue, and Custom Portal Alerts generated from Students > Print Letters & Send Email, Users > Print Letters & Send Email, and Students > Communication (v.12) or Students > Phone Communication v.11). Each available feature can be setup based upon client defined criteria and execute only when a Student or User record is updated or modified to meet the defined criteria.

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

Edit Rules & Workflow

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

Workflow Triggers do not exist for School Fields, Discipline Incident Fields or Referral Fields.

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

Edit Rules & 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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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

Edit Rules & Workflow

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.

When Email is selected, the followed fields are active for selection: Letter, Affected Student, Affected Student Personal Email, Affected Parent, Letter Logging, Recipient Users, Recipient Profile, and Recipient Email Addresses.

User entries will display in the Letter Log if the field has been enabled by the district via User Fields. When enabled, the email will display in the selected category (tab). Note: Permissions must be set in User Fields as well as Profiles > User Fields.

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).

When Letter Queue is selected, the Letter field is the only active field for selection.

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

When Portal Alert is selected, only the Recipient Users and Recipient Profiles columns apply.

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.

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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).

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

The Alerts display on the existing Alerts Portal block.

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Rules on text fields will be hard to enforce since the value must match exactly to trigger the change.

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

SQL Triggers

The SQL Triggers feature allows users to trigger Positive Behavior Badges to the Student & Parent Portal based on a query tied to attendance, student, grade, schedule, test history scores, or other applicable tables.

SQL Triggers requires the set up of the scheduled job, SQL triggers, via Setup > Scheduled Jobs.

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

Edit Rules & Workflow

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

SQL Triggers do not exist for User Fields, School Fields, Discipline Incident Fields, or Referral Fields.

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

Edit Rules & 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.

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6. Enter a Name for the SQL trigger.

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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.

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

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10. Enter the query in the Criteria text box.

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

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

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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.

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When the scheduled job has run and the SQL has been triggered, the following takes place:

  • Badges are pushed out to portal pages, as show in the Student Portal below.
  • Discipline > Positive Behavior Awards report displays the triggered badges.
  • District & School Badges are honored.
  • Start and End Years are honored.
Portal
Editing and Deleting Edit Rules & Workflow

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

Edit Rules & Workflow

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

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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

Edit Rules & Workflow

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

Edit Rules & Workflow

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

sandbox.focusschoolsoftware.com says
Did You Know?

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.

Student Info

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.

District Scenarios
Validation Example

Scenario: A school district wants to ensure that student enrollment data is accurately entered, specifically focusing on ensuring that students are assigned to appropriate grade levels based on their birthdate.

Objective: To set up a validation rule that alerts or prevents the saving of student enrollment records where the grade level assigned doesn't match the student's age.

Steps to Implement Validation Rule:

1. Click the Validation tab within the Edit Rules & Workflow screen.

2. Select Fields: Select Student Fields from the pull-down.

3. Add New Edit Rule: Enter a new edit rule by adding data in the first row of the table.

4. Define Rule Parameters:

a. Name: Grade Level Age Mismatch

b. Message: The selected grade level does not match the student's age.

c. Enabled: Select the check box to activate the rule.

d. Prevents Saving: Select the check box to prevent saving if the rule is violated.

5. Set Criteria:

a. Click Criteria next to the edit rule to set up conditions.

b. Choose the "Birthdate" field as the Field to consider.

c. Select the On Change check box to trigger the rule when birthdate data is changed.

d. Optionally, select the Not check box to enforce the rule if the birthdate doesn't meet the specified criteria.

e. Enter the appropriate birthdate range or age threshold in the Value field.

6. Save Rule: Press Enter/Return to save the rule.

7. Test Rule: Validate the rule by entering student enrollment data where the grade level assigned doesn't match the student's age. The system should display the error message and either prevent saving or provide a warning, depending on the configuration.

Outcome: With this validation rule in place, the school district can ensure that student enrollment data adheres to the specified business rule regarding grade level assignment based on birthdate, thereby improving data accuracy and compliance.

Linked Fields Example

Scenario: A school district wants to automatically update the status of a student's meal plan eligibility based on their enrollment status in the free or reduced-price lunch program. When a student's eligibility for the free or reduced-price lunch program changes, the system should adjust their meal plan status accordingly.

Objective: Configure the system to automatically update a student's meal plan status when their eligibility for the free or reduced-price lunch program changes.

Steps to Implement Linked Fields Rule:

1. Click the Linked Fields tab within the Edit Rules & Workflow screen.

2. Select Fields: Choose the Student Fields option from the pull-down.

3. Add New Linked Fields Rule: Add a new linked fields rule in the first row of the table.

4. Define Rule Parameters:

a. Name: "Update Meal Plan Status based on Free/Reduced Lunch Eligibility"

b. Enabled: Select the check box to activate the rule.

5. Set Criteria:

a. Click Criteria next to the rule to set the specifics of the rule.

b. Choose the Free/Reduced Lunch Eligibility field as the Field to consider.

c. Select the On Change check box to trigger the linked field update when the eligibility status changes.

d. Leave the Not check box to deselected/cleared.

e. Enter the appropriate Value or criteria that will trigger the rule.

6. Save Rule: Press Enter/Return to save the rule.

7. Define Linked Fields:

a. Click on Linked Fields next to the rule to configure the linked field update.

b. Select the Meal Plan Status from the Field pull-down that will be updated.

c. Select Set Value from the Action pull-down to update the meal plan status field with the appropriate value based on changes in eligibility status.

d. Depending on the eligibility status change:

If eligibility changes to Free, update meal plan status to Free.

If eligibility changes to Reduced, update meal plan status to Reduced.

If eligibility changes to anything else (e.g., "Not Eligible"), update meal plan status accordingly.

e. Press Enter/Return to add the linked field.

8. Test Rule: Validate the rule by changing a student's free/reduced lunch eligibility status. The system should automatically update the student's meal plan status accordingly.

Outcome: With this linked fields rule in place, the school district can ensure that a student's meal plan status accurately reflects their eligibility for free or reduced-price lunches, improving efficiency and reducing errors in meal plan management within the student information system.

Alert Icons Example

Scenario: The school district wants to flag students who have outstanding disciplinary incidents to ensure that teachers and administrators are aware of their behavior history.

Objective: Configure the system to display an alert icon next to students with outstanding disciplinary incidents throughout the interface.

Steps to Implement Alert Icons Rule:

1. Click the Alert Icons tab within the Edit Rules & Workflow screen.

2. Select Fields: Choose the Student Fields option from the pull-down.

3. Add New Alert Icon Rule: Add a new alert icon rule in the first row of the table.

4. Define Rule Parameters:

a. Name: "Disciplinary Incident Alert"

b. Enabled: Select the check box to activate the rule.

5. Set Alert Criteria:

a. Click Criteria next to the rule to set the specifics of the rule.

b. Choose the Disciplinary Incidents field as the Field to consider.

c. Select the On Change check box to trigger the alert icon when the number of disciplinary incidents changes.

d. Set up the criteria based on the number of outstanding disciplinary incidents that will trigger the alert icon. For example, if a student has three or more outstanding incidents, the rule should be triggered.

e. Press Enter/Return to save the criteria.

6. Save Rule: Press Enter/Return to save the rule.

7. Define Alert Icon:

a. Click Alert Icon next to the rule to set an image for the alert.

b. Choose an appropriate icon to represent a disciplinary alert, such as an exclamation mark or a caution sign.

c. Enter descriptive text in the Tool Tip text box to provide additional information about the student's disciplinary history.

d. Click Save to apply the alert icon.

8. Test Rule: Validate the rule by creating disciplinary incidents for a student until the threshold set in the rule is met. The system should display the alert icon next to the student's name throughout the interface.

Outcome: With this alert icon rule in place, teachers and administrators can easily identify students with outstanding disciplinary incidents, allowing them to monitor behavior closely and provide appropriate support and interventions as needed.

Additional Features

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.

Edit Rules & Workflow

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

Edit Rules & Workflow

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

Edit Rules & Workflow

Click Filters to breakdown data.

Edit Rules & Workflow

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.

For more information, see Filters.

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.

Edit Rules & Workflow

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.

Edit Rules & Workflow

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

Edit Rules & Workflow

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

Edit Rules & Workflow