Edit Rules & Workflow

The Edit Rules screen is divided into five tabs: Validation, Linked Fields, Alert Icons, Execute SQL, and Workflow 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 three basic functions: Generating Emails, Inserting Letters into the Letter Queue, and Custom Portal Alerts. (Note: This functionality replaces the Workflow Trigger feature previously located under the Students Menu in Version 7 and prior). 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 Validation Tab

1. From 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. However, 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 User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

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 blank row in 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 automatically selected. This will prevent any user with access to the field from saving the record if the edit rule is met. Clear the check box to make saving the record possible 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.

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 Enter 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 the Criteria button next to the edit rule. When selected, a criteria pop-up window will display. 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.

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.

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 Second School 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 Second School being changed, use the Match Query section explained in step 15.

12. Use the Not check box to enforce the edit rule if the field selected is Not the Value entered. In this example, if the Second School 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.

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 will turn blue and a delete button (red minus sign) will display.

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

Edit Rule/Validation example: At least one race field must be Yes. In this example, if all of the race fields are set to Empty or No, an error will display.

The Linked Fields Tab

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

2. This navigates to Edit Rules & Workflow screen, which defaults to the Validation tab; select 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. However, 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 User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

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 blank 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 Enter 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.

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

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

13. When complete, press Enter to save the data. Upon saving the line will turn blue and a delete button (red minus sign) will display.

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. Next, click the Linked Fields button next to the rule and the Criteria button.

18. The Linked Fields pop-up window is displayed. 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 Enter to add the linked field. 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 when the information has been saved.

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.

The Alert Icons Tab

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

2. This navigates to Edit Rules & Workflow screen, which defaults to the Validation tab. Select the Alert Icons tab to customize your own alerts.

3. However, 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 User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

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

4. Any existing alert icons are listed in the table. The top, blank row of the table is used to add a new rule.

The Covid Symptoms Alert will display 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.

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.

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. Press Enter to add the alert. 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 the Criteria button next to the rule to set the specifics of the rule. When selected, a criteria pop-up window will display.

10. 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.

11. 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: Medical Condition is Not null/empty, which means the alert icon will appear for all students who have data in the Medical Condition field.

12. 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. When all information has been entered, click Save.

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

13. When complete, press Enter to save the data. Upon saving the line will turn blue and a delete button (red minus sign) will display.

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 Alert Icons tab.

17. Next, click the Alert Icon button to set an image for the alert.

18. Clicking the Alert Icon button will open an Alert Icon pop-up window where you can set an image for the alert.

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

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

20. 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.

a. Shown in the image is another example of an alert icon. See the images shown for how the Criteria and Alert Icon is set up.

21. When all Alert Icon information is complete, click the Save button. To clear all selection made and start over, click the Clear button. And, to cancel setting up an icon altogether, select the Cancel button.

The Execute SQL Tab

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

2. This navigates to Edit Rules & Workflow screen, which defaults to the Validation tab. Select the Execute SQL tab to add a new rule (query).

3. However, 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 User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

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, blank row of the table is 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

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 Enter to add the query. 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 the Criteria button next to the rule to set the specifics of the rule. When selected, a criteria pop-up window will display.

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. Shown in the image is example Criteria for an immigrant student.

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 Immigrant Student in Not Empty; No; Not applicable.

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.

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

14. When complete, press Enter to save the data. Upon saving the line will turn blue and a delete button (red minus sign) will display.

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

17. From the Execute SQL tab, click the Execute SQL button. The SQL Statement pop-up window is displayed. In the provided area, enter the query. Click Done when finished.

The Workflow Triggers Tab

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

2. This navigates to Edit Rules & Workflow screen, which defaults to the Validation tab. Select the Workflow Triggers tab to add a new trigger.

3. However, 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 User Fields, School Fields, Discipline Incident Fields, and Referral Fields.

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

4. Any existing workflow triggers are listed in the table. The top, blank row of the table is used 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.

7. Select the Type from the pull-down, such as Email, Portal Alert, etc.

a. 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, all columns are applicable, such as Letter, Affected Student/User, Recipient Profiles, etc.

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.

b. 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 column is the only applicable option. None of the others, such as Affected Student/User, etc. apply.

c. 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 from the pull-down. The letters displayed in the pull-down populate from created letters and emails (Students > Print Letters & Send Email or Users > Print Letters & Send Email).

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) when a student’s record is changed/edited. Note: The Affected Student and  Parent options only apply to the Email Type.

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

10. 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.

11. 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 or Portal Alert) when a student’s/user's record is changed/edited.

The Alerts display on the existing Alerts Portal block.

12. 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.

13. Press Enter to add the query. 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.

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

a. 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.

15. Select the correct Field from the pull-down. Shown in the image is example Criteria for 504.

16. 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, if the 504 Entry  Annual Review Date is changed, an email will be sent out to the selected recipients.

17. 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 504 Entry  504 Status is Not Empty. This would could help notify specific users or profiles or a student’s 504 status.

18. 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.

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

19. When complete, press Enter to save the data. Upon saving the line will turn blue and a delete button (red minus sign) will display.

20. 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.

21. 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.

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

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.

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.

For more information click on the following article: 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 students start with T.

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.

Click the Check all visible and Clear selected links for quick selections. In the example shown, all profiles have been selected as a Recipient Profile; therefore, all profiles (users) will be altered when this particular workflow is triggered.