Features
This task generally runs once every day and automatically...
- Creates Student (ParentUser) accounts from Students in Genesis
- Synchronize name fields from the Student to the ParentUser (Last Name, First Name etc..)
- It's a task that every district has in Core>Scheduler
TABLE OF CONTENTS
Simulation Mode Option
You can run this task in a Simulation mode.
What this will do is log everything it will do the log file so that you can review it and make sure it is going to do what you expect it to do.
So, if you check off "Simulation Mode" and save the screen, when you run the task, you can click into the "Log" on the task to see what would have been created/updated.
Configuring The Student User Manager
Global Options
Master Switch enabling the Create Account Mechanism
When this checkbox is checked, accounts will be created and / or re-enabled for students.
Task Parameters:
Option | Notes |
Simulation Mode (Do Not Write Any Data) | You can run this task in Simulation mode. With this checked, all this will do is log everything it will do the log file so that you can review it and make sure it is going to do what you expect it to do. |
Create User Accounts | |
Update Existing User Accounts | |
Created accounts are set to ENABLED / Re-enable disabled accounts if students were recently re-enrolled. | Master switch. When this checkbox is checked, accounts will be created and / or re-enabled for students. |
Send this e-mail to newly created accounts | The drop down below contains the set of Email Templates found on the Parent Access>Setup>Email Template>List screen. If one of these is selected, it is sent to the email address used to create the account when the account is created. The selected email template should contain the <PARENT_PASSWORD> macro and be able to inform the students of their new account's password, unless you are using one of the "Set Password..." fields below. (it is highly recommended that you make passwords randomized for security purposes) |
Create Students with this role | To specify that the screens the students will have access to, design a Role and select it from the above drop down. |
Set Password to value from User Text field: (leave blank to randomize) | This will update all students accounts in selected schools and selected grade levels with the user text selected (and saved) to the left. If student does not have a value for the user text then the student will be skipped. (it is highly recommended that you make passwords randomized for security purposes) |
Set Password to Student's Local Student ID | If using password feature remember to not use an email template that resets/creates passwords above. |
Options to determine students Email Address: (Email is used as Portal Logon)
Option | Notes |
Source of email address | Current options:
|
Email is stored in this user text field | Fields only used if User Text Field option is chosen |
Prepend this to email address | Add (something) to the beginning of the email address |
Append this when building email address (eg. @school.com) | Used if source of email is Student ID or User Text. Fields only used if User Text Field option is chosen |
Active Directory
If your Genesis is integrated with Active Directory users can authenticate in the Portal using the AD Logon field on the Parent/Student User.
Options | Notes |
Active Directory Enabled | When this checkbox is checked, new student accounts will be setup with Active Directory authentication enabled and the AD Logon will be set using the 'Source of Active Directory Logon' field. This will check off 'Active Directory' field on ALL student accounts |
Source of Active Directory Logon | Current Options:
|
Active Directory Logon is stored in this user text field | |
Append this when building Active Directory Logon (eg. @school.com) | Used if source of Active Directory Logon is Student ID or User Text. |
Updating Active Directory Logon Id's for Student Accounts | This will update the Active Directory logon id's for student accounts. Please note: 1. Only accounts for students in selected schools will be updated. |
Other Options
Options | Notes |
Synchronize from the Student to the Parent User record these fields | Synchronizes the Last Name, First Name, Middle Name fields. These 3 fields actually sync the student's first/middle/last onto their Student account. On all accounts, there are name fields, you can turn these boxes on so that the students' names are also on their accounts. |
Manage accounts only for students in the selected schools | You can check off which schools you want this task to run for |
Selected Grade Levels | You can select which grade levels to run this for. All grade levels will be included if none are selected. |
Deleting Existing Student Accounts | This will delete Student accounts using the following criteria: |
Scenarios
- How To Create Accounts for Students Based on a Student's Email Address with a Random Password
- How to Create Accounts for Students with User Names Stored in User Text Fields and with a RANDOMIZED Password
- How to Create Accounts for Students with User Names and Passwords Stored in User Text Fields
How To Create Accounts for Students Based on a Student's Email Address with a Random Password
If you are a district where students have emails in the student contact screen (ie Student Data>Modify Student>Demographics>Contacts), here is a suggested set up of this task.
- Always set the "Simulation Mode. Do not write any data." field when first using this because there is no undo button for this task.
- Check off "Create user accounts."
- Check off "Created accounts are set to ENABLED / Re-enable disabled accounts if students were recently re-enrolled." When this checkbox is checked, accounts will be created and / or re-enabled for students.
- If you are creating student accounts for the first time, you will most likely check off "Send this e-mail to newly created accounts" because you need to informthe student users of their logon ID and password, as well as your district URL.
- To create/modify EMAIL TEMPLATES, you do so via Parent Access>Setup>Email Templates.
- Since you are sending a RANDOMIZED and secure password, the email template must include the <PARENT_PASSWORD> macro within the email template. That is how a random, checked, secure password gets generated.
- Since you are sending a RANDOMIZE and secure password, leave the "Set Password to value from User Text field" option UNCHECKED.
- You will also leave the "Set Password to Student's Local Student ID" option UNCHECKED.
- Select the ROLE you'd like assigned to Student Accounts in the "Create Students with this role" dropdown.
- You can view/modify Parent Access Roles via Parent Access>Setup>Roles. You can create a new one for just Student accounts, for example, if you want to restrict access to student accounts.
- To create the LOGON ID/EMAIL ADDRESS for the Student Account based on the student contact screen, set the "Source of email address" dropdown to "Contacts2 / Student's First Email Address."
- The "Contacts2 / Student's First Email Address" is this:
- You can leave the other options in the "Options to determine students Email Address" area blank since you are pulling the full email address from the student data contact card.
- The "Contacts2 / Student's First Email Address" is this:
How to Create Accounts for Students with User Names Stored in User Text Fields and with a RANDOMIZED Password
If you are a district that has stored a student's user name in a "User Text" field (via Student Data>Modify Student>User Text) and then you'd like to send a "random" password out, here is a suggested set up of this task.
- Always set the "Simulation Mode. Do not write any data." field when first using this because there is no undo button for this task.
- Check off "Create user accounts."
- Check off "Created accounts are set to ENABLED / Re-enable disabled accounts if students were recently re-enrolled." When this checkbox is checked, accounts will be created and / or re-enabled for students.
- If you are creating student accounts for the first time, you will most likely check off "Send this e-mail to newly created accounts" because you need to inform the student users of their logon ID and password, as well as your district URL.
- To create/modify EMAIL TEMPLATES, you do so via Parent Access>Setup>Email Templates.
- Since you are sending a RANDOMIZED and secure password, the email template must include the <PARENT_PASSWORD> macro within the email template. That is how a random, checked, secure password gets generated.
- Since you are sending a RANDOMIZE and secure password, leave the "Set Password to value from User Text field" option UNCHECKED.
- You will also leave the "Set Password to Student's Local Student ID" option UNCHECKED.
- Select the ROLE you'd like assigned to Student Accounts in the "Create Students with this role" dropdown.
- You can view/modify Parent Access Roles via Parent Access>Setup>Roles. You can create a new one for just Student accounts, for example, if you want to restrict access to student accounts.
- In the "Source of email address" dropdown, select "User Text Field."
- In the "Email is stored in this user text field" dropdown, select the User Text code where you have stored the student's User Name
- In the "Append this when building email address (eg. @school.com)" field, enter a value to APPEND the User Text code (if needed.)
- For example, if you stored just RSMITH in a User Text field, will need the "Append this when building email address " field filled in as @school.com to create a full email address/logon ID for the student.
How to Create Accounts for Students with User Names and Passwords Stored in User Text Fields
If you are a district that has stored a student's user name AND password in a "User Text" field (via Student Data>Modify Student>User Text), here is a suggested set up of this task.
- Always set the "Simulation Mode. Do not write any data." field when first using this because there is no undo button for this task.
- Check off "Create user accounts."
- Check off "Created accounts are set to ENABLED / Re-enable disabled accounts if students were recently re-enrolled." When this checkbox is checked, accounts will be created and / or re-enabled for students.
- If you are creating student accounts for the first time, you will most likely check off "Send this e-mail to newly created accounts" because you need to informthe student users of their logon ID and password, as well as your district URL.
- To create/modify EMAIL TEMPLATES, you do so via Parent Access>Setup>Email Templates.
- If you are ALSO pulling a student's password from a "User Text" field, make sure the Email Template you are using does NOT contain the <PARENT_PASSWORD> macro because that macro ALWAYS sends a new, checked, random password to the students.
- If you are pulling a student's password from a "User Text" field, set the "Set Password to value from User Text field: (leave blank to randomize)" field to the User Text code you are using.
- This will update all students accounts in selected schools and selected grade levels with the user text selected (and saved) to the left. If student does not have a value for the user text then the student will be skipped.
- In the "Source of email address" dropdown, select "User Text Field."
- In the "Email is stored in this user text field" dropdown, select the User Text code where you have stored the student's User Name
- In the "Append this when building email address (eg. @school.com)" field, enter a value to APPEND the User Text code (if needed.)
- For example, if you stored just RSMITH in a User Text field, will need the "Append this when building email address " field filled in as @school.com to create a full email address/logon ID for the student.
FAQ
Q: How do I VIEW what is created when using SIMULATION MODE?
You can view what gets created in the Log. Click on "View Log" after running it in Simulation Mode and you can see what accounts may be created/modified etc.
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