Dynamic Lists for Athletic Teams

What are Dynamic Lists?
A "Dynamic Student List" is a list which is actually an active query against the database. Whenever the list is used, it queries the Genesis database to find all students who meet the list's criteria at that moment. In contrast, a "Static Student list" is a list of specific student ID numbers.

To change the students on a Static Student List, you must manually add students to the list or remove students from the list. This section describes how to create and share Dynamic Student Lists that will automatically find all of the students who at the moment the list is used are participating on a specific athletic team.

This section will cover:

• Creating Dynamic Lists for athletic teams
• Updating the Lists
• Deleting the lists
• Sharing the lists with other users.

Procedure to Create a Dynamic Student List for the Current Football Team (or any Team)

1. Go to the Student Data.Edit Lists screen.
2. Locate the field.
3. Fill in a name (e.g. Football Team) and click Create. This creates the list and brings up the "Dynamic Query" fields. Initially all Dynamic Lists are based on the Student table:

The built-in initial set of criteria select "All active students in the current school in the current school year" The list is initially based on the "Student" 'Data Element' or Table.

 All dynamic lists are always created initially to use the "Student" table as their base table and to select "all students current active ("EnrollmentStatus=ACTIVE) in the current School (currentSchoolCode is set to the code for whatever school is selected in the screen drop down when you create the list) and in the current school year (SchoolYear=${SCHOOL_YEAR}).

1. For "team lists" you will need to change the database table from "Students" to "StudentActivity". Locate the "Data Element" field and select "StudentActivity":
   
2. A confirmation dialog popup will ask you if you want to change to "StudentActivity". Click OK.
   
3. The prior set of criteria is replaced by just the SchoolYear and SchoolCode:
   

 Leave the "Active Students Only" checkbox checked to ensure only currently enrolled students are selected.

1. You will need to add filters for the sport/team this list is for and for whether students actually participated on the team. 
2. First, select the "Sport" field and type in the CODE for the team this list is for (in this case, FOOTBALL):
   The code for your sport is taken from the list of sports defined on the Athletics.Sports screen:
   

See section II B above. Make sure you use the CODE and not the DESCRIPTION for the sport.

1. Click to add the filter for your selected team. Now add a filter for "participated".
2. Select "Participated" as the field and place "Y" in the text box:
   
3. Click to add the participated filter. Your Dynamic List definition should now look like this:

It is complete!

1. Now go to the Student Data.Student Search screen and try out your search!
2. Repeat steps 1 to 11 to create additional team lists. 

Procedure to Modify the Query of a Dynamic Student List

1. Go to the Student Data.Edit Lists screen.
2. Find your list and click on its name.
   
3. Locate the list you wish to edit in the list of lists and on the list name. This will open the list so that you may edit its criteria or share it.
4. To modify the query for the list, locate the "Dynamic Query" area of the screen:
5. To remove a filter, click the delete trashcan icon corresponding to the filter.
6. To add a new filter, do the following: 
   1. Select the field you wish to filer on from the drop down list at left.
      This drop down contains all the fields of the database table.
   2. The field on the right can contain either a short literal text string (E.g. "FOOTBALL") or a macro. The macros available are listed beneath the dynamic query area of the screen:
      
   3. Select an operator (e.g. an equal sign '=' is the default operator) to compare the contents of the field on the left with the information on the right. There are 10 possible operators:
       
   4. = - "Equals". The contents on the field must exactly match the text on the right, or the contents of the macro on the right. This works for all types of values, including numbers and text. This is the default operator.
   5. != - "Not Equals". The contents of the selected field on the left cannot match the text or contents of the macro specified on the right. This works for all types of values, including numbers and text.
   6. < - "Less Than" – The value of the field on the left must be numerically less than the data or value of the macro on the right. This is valid for numeric values as well as dates and timestamps.
   7. <= - "Less Than or equal to" – The value of the field on the left must be numerically less than or exactly equal to the data or value of the macro on the right. This is valid for numeric values as well as dates and timestamps.
   8. > - "Greater Than" – The value of the field on the left must be numerically greater than the data or value of the macro on the right. This is valid for numeric values as well as dates and timestamps.
   9. >= - "Greater Than or equal to" – The value of the field on the left must be numerically greater than or exactly equal to the data or value of the macro on the right. This is valid for numeric values as well as dates and timestamps.
   10. In – "In" – The "In" operator works on string or text values. It is true is the contents of the field on the left can be found somewhere within the information (i.e. text or contents of the macro) on the right. This is essentially an "OR" operator and can be used to select a set of different values. E.g. Season IN Fall,Spring – This will select all Fall and Spring sports but no Winter sports.
   11. Contains = "Contains" – The "Contains" operator works only on string or text values. It is true when the contents of the field on the left contains the value on the right, completely. E.g. Sport CONTAINS 'ball' – this will select Football, basketball, volleyball, etc., but not soccer, swimming, gymnastics, etc.
   12. Is blank – This is true if the field on the left is blank or empty. It ignores the right.
   13. Is not blank - This is true if the field on the left is not blank or empty. It ignores the right.
   14. Click to add the new filter.
   15. Repeat steps a to d to add additional filters to the query.

Procedure to Share the Student List

1. Go to the Student Data.Edit Lists screen.
2. Find your list and click on its name.
3. Locate the list you wish to edit in the list of lists and on the list name. This will open the list so that you may edit its criteria or share it:
   
4. To share this list with other users, locate the "Shre this list with users" control. 
   1. Select a user from the drop down list.
   2. Indicate whether to share the list with full update rights or only read-only. Check the "as read-only" checkbox to restrict the users' rights to update the list you are sharing.
   3. Click to share the list.
   4. Repeat Steps a to c to share the list with other users.
5. To view the list of users with whom the list is shared, locate the "This list is shared with" control:
   
6. Click the icon to open the list of users sharing this Student List.

 
Procedure to Unshare a Student List that you have previously shared

1. Go to the Student Data.Edit Lists screen.
2. Find your list and click on its name.
3. Locate the list you wish to edit in the list of lists and on the list name. This will open the list so that you may edit its criteria or share it.
4. To view the list of users with whom the list is shared, locate the "This list is shared with" control:
   
5. Click the icon to open the list of users sharing this Student List:
6. To delete access from one of the users, check the user off and click "Remove Share from Selected."