Automated Internet Registration (AIR) Configure System Settings December 14, Aeries Synchronization Service

Transcription

1 Automated Internet Registration (AIR) Configure System Settings December 14, Basic Settings 2. Aeries Synchronization Service 3. Custom Text 4. Questions and Codes Authorization Codes and Questions Contacts Contact Codes Contact Relationship Codes General Student Information Supplemental Questions 5. Admin Users 6. School Settings 7. Add District Logo 8. AIR Database Structure Automated Internet Registration (AIR) Configure System Settings Page 1

2 The Automated Internet Registration (AIR) Admin Login provides various options that can be customized, allowing districts to tailor the presentation of registration information to be completed by parents. To configure the Automated Internet Registration (AIR) System Settings, type in your username and password on the Admin Login page and then click your mouse on the Login button. The Automated Internet Registration (AIR) System Settings menu has five configuration tabs; Basic Settings, Custom Text, Questions & Codes, Admin Users, and School Settings. Automated Internet Registration (AIR) Configure System Settings Page 2

3 BASIC SETTINGS On the Basic Settings tab, general website settings can be configured. After any changes are made, click the mouse on the Save button at the bottom of the page. Note: The settings in the screenshots below are examples. Current Registration Year The CURRENT school year. Pre-Registration Enable or Disable Pre-Registration. If enabled it will allow parents to be able to choose the next school year to pre-register for. District Name The name of the school district. This text will be shown on the right column of the website. Ex: Eagle Unified School District. Right Column Font Size The size of the font in pixels for the Automated Internet Registration pages. Use Street Table If set to Yes will use the Aeries street table (STR) for school assignments from student resident address (STU.RAD). It requires a populated STR table in Aeries. Ask for Preferred School? If set to Yes will allow the parent to select a preferred school that exists within your LOC table. Automated Internet Registration (AIR) Configure System Settings Page 3

4 The lower portion of the Basic Settings tab consists of configuration settings which must be populated correctly in order for the synchronization between AIR and Aeries to function. From Name The literal name that will be used when AIR sends s to confirm new accounts. Ex: EUSD Internet Registration. From Address The From address that will be used for AIR s. Ex: Server Host Name The SMTP server that AIR will use to send s. Server Host Port The TCP port AIR will use when sending s. It is usually 25. Server User This is optional. It is the username used to authenticate to the SMTP server. Server Password This is optional. It is the password used to authenticate to the SMTP server. Test Sending After entering all server settings and clicking on the Save button at bottom of page, a test can then be sent. Support Address This is the address that a Help request goes to when a user clicks on the Help link in AIR. Code The common code used by AIR and Aeries that enables the Sync web service to function. Click on the Generate Random Code button to generate the code. This same code then needs to be populated on the Automated Internet Registration form within Aeries. This is CASE-Sensitive! Base URL The base URL of the AIR website. HTTPS is required.this will be used throughout s and links generated on the AIR website. This URL also needs to be populated on the Automated Internet Registration form in Aeries. API Key This is optional. The Google Maps API key used to dynamically display a map of the assigned school from the street table. To sign up for an API key, go to: After any changes are made, click the mouse on the Save button at the bottom of the page. Automated Internet Registration (AIR) Configure System Settings Page 4

5 AERIES SYNCHRONIZATION SERVICE Once you have populated the Code and Base URL on the Automated Internet Registration (AIR) System Settings Basics Settings tab, you will need to sync AIR with your Aeries school database. Log into an Aeries school database and go to View All Forms. Select the Automated Internet Registration (AIR) form. At the bottom of the page that displays, click your mouse on the Options button. Fill in the Code from AIR Admin System Settings Basic Settings tab in the Security Code box. Then populate the Base URL from AIR Admin System Settings Basic Settings tab in the Enrollment System URL field. Note: The Enrollment System URL must be HTTPS. Automated Internet Registration (AIR) Configure System Settings Page 5

6 CUSTOM TEXT Several areas of Automated Internet Registration (AIR) display custom text. The Custom Text tab allows you to define this text. This area supports use of html formatting tags for style markup and links. (<style>, <br>, etc.). The Custom Text area also supports attaching documents via html links. The document must be accessible from outside the district. It can be in.txt,.doc,.docx, or pdf format. The following is an example of a correct html link. <a href=" 1 " target="_blank">student Handbook Document 2 </a> 1 Document Path 2 Document Name Some of the custom text boxes have a Reset to default link. When you click your mouse on this link, it will insert the system default text which is shown in the screenshots below. After any changes are made, click the mouse on the Save button at the bottom of the page. Home page text will display as welcome text on the Automated Internet Registration (AIR) home page. Registration Year Footer text will display below the registration year selection in Automated Internet Registration (AIR). Automated Internet Registration (AIR) Configure System Settings Page 6

7 Required Information text will display on the Required Information page in Automated Internet Registration (AIR). Terms of Service text will display on the Terms of Service Eligibility page in Automated Internet Registration (AIR). The School Selection Instructions will display above the school selection drop down in Automated Internet Registration (AIR). The text will only display when not using the Street Table. Automated Internet Registration (AIR) Configure System Settings Page 7

8 The School Assignment Instructions text will be displayed on the School Assignment page in Automated Internet Registration (AIR), after inputting an address. The Ethnicity/Race More Information text will display when hovering over the More Information link above the Ehtnicity/Race question in Automated Internet Registration (AIR). The Authorizations Instructions text will display at the top of the Authorizations page in Automated Internet Registration (AIR). Automated Internet Registration (AIR) Configure System Settings Page 8

9 The Confirmation Page Instruction text will display on either the Confirmation Page header or the Confirmation page footer in Automated Internet Registration (AIR). After any changes are made, click the mouse on the Save button at the bottom of the page. Automated Internet Registration (AIR) Configure System Settings Page 9

10 QUESTIONS & CODES On the Questions & Codes tab, question settings and values can be configured for Automated Internet Registration (AIR). After any changes are made, click the mouse on the Save button at the bottom of the page. Authorization Codes And Questions The Authorization Codes in Automated Internet Registration (AIR) System Settings map to the Authorization Status field in Aeries (AUT.ST). Yes Option Aeries Code This should be set to 1 No Option Aeries Code This should be set to 2. The Authorization Question codes map to the Authorization Code field (AUT.CD) in Aeries. The values entered in the Code fields and the text entered in the Question field in Automated Internet Registration (AIR) System Settings must match what is in the Aeries code table for AUT.CD. Automated Internet Registration (AIR) Configure System Settings Page 10

11 Contacts The Contact area has three settings. Ask Allow Portal Access If set to Yes, it will ask Allow Portal Access on the Contacts page. It will require an address be entered for the contacts that are set to Yes. Ask Should a second copy of mail be sent to this contact If set to Yes, will ask for mail tag information on a contact. This field maps to CON.MT in Aeries. Emergency Contacts Ask For If set to Yes the system will ask for the address of emergency contacts. If set to No, it will not ask for address of emergency contacts and it will also disable asking if the emergency contact should have portal access. Contact Codes The Contact Code values map to the CON.CD field in Aeries. The codes that are entered must match what is in the Aeries Code Table for CON.CD. Automated Internet Registration (AIR) Configure System Settings Page 11

12 Contact Relationship Codes The Contact Relationship Codes area has a dropdown where you can select which codes are available to be used in Automated Internet Registration (AIR). The values from the drop down list come from the Aeries Code Table for CON.RL. In order to make a code available for Automated Internet Registration (AIR) users to select, you must pick the value from the drop down list and then click your mouse on the Add button. Once a Contact Relationship Code is added, it can be deleted by clicking the mouse on the Delete button to the right of the code. Automated Internet Registration (AIR) Configure System Settings Page 12

13 General Student Information The General Student Informaton area has four settings. Ask Parent Education Level Enable/Disables asking for Parent Education Level. Ask Student s California State ID Enable/Disables asking for the Student s California State ID. Require Ethnicity Enable/Disables requiring a value be entered for the ethnicity of the student. Require Race Enable/Disables requiring selecting the race of the student. Supplemental Questions Supplemental Questions can be added for registering users to answer. Each question is mapped to a destination table and field in Aeries. The current destination tables are STU and SUP. To have the system ask Supplemental Questions, you need to set the Ask Supplemental Questions field to Yes. If Filter by Questions is set to enabled, it will allow the filtering of the Supplemental Questions in the Administration View that are currently enabled. If you select the disabled radio button, you will see any question that were previously entered but were disabled from being currently used. To add a Supplemental Question, click the mouse on the Table drop down and select either STU or SUP. In the Field column, populate the appropriate field that relates to the table you have selected. In the Question box, type in the Supplemental Question you would like to ask. Automated Internet Registration (AIR) Configure System Settings Page 13

14 Under Type, set to YesNo or Drop down. After you make your selection click the mouse on the Add button and then click the mouse on the Save button. The YesNo option will require a Yes or No response to the question. Selecting the drop down option will require a multiple choice response to be selected. After choosing drop down from the Type field, click your mouse on the Add button. An Edit Choices link will now display. Clicking your mouse on the Edit Choices button allows you to add in codes for the user to select. The codes and descriptions that are entered must match what is in the Aeries Code Table for the specified table and field. Type in the code and description and then click your mouse on the Add button. Once your Supplemental Questions are entered, you can use the blue commands to the right of the question to do the following: Up/Down Change the order of the questions asked. Edit Edit the question. Question type cannot be altered. Disable Disable the question. This option is useful to retire a question that is no longer in use but that have existing registrations that reference the question. Delete Deletes the question. Questions cannot be deleted if they are referenced in a registration. After any changes are made, click the mouse on the Save button at the bottom of the page. Automated Internet Registration (AIR) Configure System Settings Page 14

15 ADMIN USERS The Admin Users area is where you can create administrator logins for the Automated Internet Registration (AIR) System Setup area. To add a user, type the user name in the box and then click your mouse on the Add button. Note: All new administrator logins will default to the password changeme. Once the new user logs in for the first time they will be prompted to change their password. After a user name has been created, it will show under the Admin Users tab. It will have an Edit and Delete option next to it. Edit This option will allow you to edit the user name or change the user s password. Delete This will allow you to delete a user name. The Admin Users area does not require that you Save the information you have entered. Automated Internet Registration (AIR) Configure System Settings Page 15

16 SCHOOL SETTINGS The School Settings tab allows enabling schools for use with Automated Internet Registration (AIR). The available schools in the Select School to Add drop down list come from the Aeries LOC table which the SQL AIRUser must have select access to. Automated Internet Registration (AIR) allows for registration into Schools and Programs. A School is a typical school in Aeries with a fixed grade range. A Program is non-grade specific. If Programs are enabled they will appear as available options in the early stage of registration. When registering, users will have the option of registering a student for either a grade or a program. Programs are optional and are not required to be configured for Automated Internet Registration (AIR). To add a School, under the Schools Enabled For Registration area, click your mouse on the Select School to Add drop down list and select a school. Once a school is selected you can provide an address that AIR will use to send notification when a parent completes a registration. The notification is dependent on the settings being configured on the Basic Settings tab. Once a School has been enabled, it can be disabled if needed by clicking the mouse on the Delete button to the right of the address. If deleted, the only way to enable the school again is to re-add it. To add a Program, follow the same steps above for adding a School. The School Settings area does not require that you Save the information you have entered. Automated Internet Registration (AIR) Configure System Settings Page 16

17 ADD DISTRICT LOGO Automated Internet Registration (AIR) allows for a District Logo to be added that will display on the right hand side of the AIR pages. A virtual directory needs to be created to store the District Logo. This folder should reside outside of the main AIR folder that contains the website. This setup will make upgrading to new versions of AIR easier as any custom images will reside outside of the application folder. The first step is to create an App Settings folder. The default location is c:\appsettings. Once the folder is created, you can copy the logo into this folder. The District Logo should be 80 x 80 pixels and should be in PNG format. It should be named DistrictLogo.PNG. The logo should contain an alpha transparency background for optimal display. If it does not support a transparent background, double check to see how it displays in AIR. Some color adjustments may be necessary for optimal display. Once the District Logo is copied into this folder, open Internet Information Services and right click the folder where AIR is installed and select Add Virtual Directory. Enter AppSettings as the alias. In the physical path folder, select the folder you created (c:\appsettings) and click your mouse on OK. AIR DATABASE STRUCTURE The Automated Internet Registration (AIR) database consists of various tables. Tables with a 3 character all uppercase name (Ex: STU) contain data that Aeries will download via the AeriesSync web service. The remaining tables are specific to the AIR web system. Listed below are the table names and functions. AdminUser Contains Admin user log in information including user id, user name and password. AUT Contains the Authorization data collected by a registration. CON Contains the Contact data collected by a registration. ContactType Contains foreign key data for the CON table IMM Contains Immunization data collected by a registration. ImmunizationType Contains foregin key data for the IMM table. LAC Contains Language data collected by a registration. MHS Contains Medical data collected by a registration. NewRegistrationUserSession Contains data about new users and their first registration before they verify their address. ODE Contains Other District Enrollment data collected by a registration. RegistrationCode Contains code values for AIR. RegistrationOption Contains AIR registration options configured through the system settings menu. RegistrationSchool Contains the enabled schools and programs in AIR. RegistrationTextOption Contains AIR registration text options configured through the systems settings menu. RegistrationUser Contains verified User account data. STU Contains student data collected by a registration. SUP Contains end user answers to Supplemental Questions. SupplementalQuestion Contains questions added to AIR by the system administrator. SupplementalQuestionChoice Contains available choices to supplemental questions. Automated Internet Registration (AIR) Configure System Settings Page 17