TABLE OF CONTENTS

• Overview
• Creating a New User Text
• How to Make a User Text Available for a School
• How to Create a Dropdown of Options for a User Text Field
• How to Create a Staff User Text
• User Text Importer Task

Overview

User Text fields are medium sized text fields containing a maximum of 255 characters.

They can be used to hold either a free form bit of text or a value selected from a set of pre-set options. You can set up a User Text to have more than one option in a dropdown.

User Text fields are created and managed on the Setup>Districts>Master District Parameters>User Text screen:

They are located on the Student Data>Modify Student>User Text screen of the student records, the student's User Text screen.

User texts can be set in various ways for students.

• User Text fields can be manually turned on and off on the students' Student Data>Modify Student>User Text screen directly.
• User Texts can also be mass updated by student list via Student Data>Mass Change.
• They can also be set via a Form in the Parent Module.
• They can also be set by a Custom Question in Open Registration.  
  • It is not possible to restrict a User Text field to only be updated by a Form or by a custom question in Open registration: all remain editable directly on the student's User Text screen.

Creating a New User Text

1. Navigate to the Setup>Districts>Master District Params>User Text tab.
2. Click the "Add User Text" button:
   
3. When you click that, you will get a pop-up - fill out the fields as needed, such as the CODE and Description:
   
4. You can also select if the User Text you are creating is for STUDENTS, STAFF, or BOTH in the "For" dropdown.
5. Other options to consider are:
   • Role for Mass Change - Restrict the ability to mass update this User Text to users with the single selected Role. 
   • Seq - The sequence number for the user text code.
   • Allow to Rollover - Check this off if you want the user text to roll over during the summer rollover. Leave this unchecked if you do not want this user text to roll over during the summer rollover.
   • Archive - This will hide the user text on student if the field is blank and will hide the text from Parent Portal.
6. Click "Add User Text Field" when you are finished and that will create the new User Text in the system. It will then appear in the list on the Setup>Districts>User Texts screen.
7. After you click "Add User Text Field" and it's on the User Texts screen there are other options you toggle on or off, as needed.
   • Protected View: Protected view is only available for type 'Text Field'. If checked, the value will not be shown in clear text. Instead, the value will be displayed like a password.
   • Options: Fill in options for the record to create a dropdown
8. You can also select a different option in the "Type" column as needed:
   1. Text Field - This is the default.  A single line of upto 255 characters.
   2. Drop Down - A custom list of drop down options, each optionally coupled to an icon (see below).
   3. Text Area - A multi-line text area.
   4. Date - Convert the User Text field into a Date field
      
      

How to Make a User Text Available for a School

1. Navigate to the Setup>Schools>(Modify School)>User Text subtab.
2. Check off "For School" for the User Text(s) as needed.
   
3. Click "Save Changes" at the bottom of the screen.
   
   

How to Create a Dropdown of Options for a User Text Field

1. Go to the Setup>Districts>Master District Params>User Text and add the User Text as you normally would.
2. After it is added, click into the Type dropdown - and you should see a few options listed- select DROPDOWN:
   
3. After you select it, a "create" button will appear to the right.
   
4. After you click "Create" a new pop-up will appear that allows you to then add options as needed. Enter the text, select Icons if applicable, and click "Save Dropdown Options" when finished:
   
5. You can go back to edit the options at any time by clicking "Edit."
   
6. This is what it would look like on a student's User Text subtab:
   

How to Create a Staff User Text

User Texts may now be set to be used for Staff via Setup>Districts>User Texts.

1. Navigate to the Setup>Districts>User Texts tab.
2. Create or modify a user text as needed.
3. In the "For" dropdown, select STAFF.
   
4. Click "Save Changes" when finished.

User Text Importer Task

User Text Importer 

What does it do?

The User Text Importer scheduled task will scan a directory for CSV Files (Comma Separated Values) and import the data inside of them into Student and/or Staff User Text fields.  

Expected File Format

• The file must be a CSV (Comma Separated Values) file.  
• The first row must contain headers.  The actual header names are ignored during the processing of the file.
• The first column must be the student id.
• There then can be any number of pairs of columns that represent User Text Code / User Text Value pairs

In this example; each row contains one student id, a user text code and value to update.   The user text code WINLOGONID must exist in the Setup -> Districts -> User Text Codes screen or it will not be imported.

Example File 1 

STUDENT_ID, USER_TEXT_CODE, USER_TEXT_VALUE

1234, WINLOGONID, CZinn

1235, WINLOGONID, RZinn

1236, WINLOGONID, RDilts

In this example; each row contains one student id, 2 user text code/value pairs of columns.   The user text codes ADID and AD_EMAIL must exist in the Setup -> Districts -> User Text Codes screen or they will not be imported.

Example File 2 

StudentId, ADCode, ADName, Email, EmailValue

1234, ADID, CZinn, AD_EMAIL, [email protected]

1235, ADID, RZinn, AD_EMAIL, [email protected]

1236, ADID, RDilts, AD_EMAIL, [email protected]

In this example, we add staff id (or STAFF_ID) to the file.  This allows you to import Staff User Texts in the file.  Make sure to leave the student id blank when importing for staff.

Example File 2 

student id, staff id, utc, utv

1234,    , WINLOGONID, CZinn

1235,    , WINLOGONID, RZinn

    ,8871, WINLOGONID, TCampbell

Configuration Options:

Path on server to scan for files to import

The task will scan this directory for all files.   For every file it finds; it will try to import it.

Delete File After Import

If this option is enabled; the file will be deleted from the directory after it has been processed.

If the file is not deleted; it will be processed over and over again until someone manually removes the file from that directory.