Using the Filter, Field Sets, and Sort Order Menus The Filter menu is used to determine the group of records that appear on the page, such as all active students or former students The Field Sets menu can be used to customize the columns that appear in a list. The Sort Order menu can be used to determine the order that records appear Filter Menu Filtering can be done from any of the tabs. Once a Query or Snapshot is created, and added to the Filter List, when you select that filter from the Filter list, you can quickly call up the students who meet the query or snapshot criteria. Queries and Snapshots are created under the Options menu. To add a filter to your Filter menu 1. Click on the Student Tab 2. In the upper-right corner of the page, click the Filter menu icon. This list will contain any default groupings of records for the page you are on. It also contains filters that you have created and saved. 3. To add queries or snapshots to the Filter list, click the Manage Filters. 4. Click New to add a new filter. 5. Select the Queries or Snapshots you want to add, and click OK. 6. If you go back to the Filter menu icon you will see your just added Queries or Snapshots on the list. Select the one you would like to use. Using Filters, Field Sets & Sort Orders Page 1 of 5 Rev Date: 05/12/2011
To move or remove a filter from your Filter menu 1. To move a filter, Select Manage Filters, highlight the filter, click the Up or Down button, to move the filter where you would like it on the list. 2. To remove a filter, Select Manage Filters, highlight the filter, and click Delete. This does not delete the filter but only removes it from your list of filters. Field Sets The columns that are displayed can be chosen by the user. This is called a Field Set. Each Field set can be created and saved for future use. Create, Use, and Edit a Field Set: 1. On the right side of the menu bar, click the Field Set menu icon. 2. Select Manage Field Sets To modify a field set, select the set to edit and click the Edit button. To copy a field set, select the set and click the Copy button. To create a new field set, click the New button. To delete a field set, select the field to delete and click the Delete button. ( BEWARE - There is no warning or undo) To move a field set, highlight the field set name, click the Up or Down button, to move the filter where you would like it on the list. (The field set at the top of your list will then be your default field set.) Using Filters, Field Sets & Sort Orders Page 2 of 5 Rev Date: 05/12/2011
To Create a New Field Set 1. Select Manage Field Sets. 2. Click the New button. 3. Give your new filter set a meaningful name. 4. Select the fields from the left, that you want to use as columns (you can select more than one by using your Ctrl key) and Add to the right. 5. If you need to remove a field(s), highlight its name in the Selected Fields list, then click Remove. 6. If you would like the columns to be in a different order, highlight the field and use the Up and Down buttons to change the order of your set. 7. Click Save when done. NOTE: Field Sets, Sorts and Queries created by a user, belong to the user. If you have more than one school, these filters, sorts and queries are now available for all of your schools. To Use Your Field Set 1. On the right side of the menu bar, click the Field Set menu icon. 2. Scroll to and select the Field Set you created. To Modify an Existing Set 1. To modify and existing set, click on Manage Field Sets, chose the field set that you want to modify, and click Edit. Using Filters, Field Sets & Sort Orders Page 3 of 5 Rev Date: 05/12/2011
Sort Orders To use and manage your Sort Order you will click on the icon in the upper right of the screen. Create and Use a New Sort Order: To Create a New Sort Order 1. Choose Manage Sort Orders. 2. Click the New button. 3. Give the Sort Order a meaningful name. 4. Select the fields from the left, that you want to include in your sort (you can select more than one by using your Ctrl key) and Add to move them to the right side. 5. If you need to remove a field(s), highlight its name in the Selected Fields list, then click Remove. 6. If you would like the sort to be in a different order, highlight the field and use the Up and Down buttons to change the order of your set. 7. Click Save when done. NOTE: Your students do not automatically re-sort when you create the sort. You must then choose the sort from the list. Also Sort Orders, Filters, and Field Sets belong to the area of information they are created in. For instance a Sort Order you created on the Student tab is not available for Staff. To Use Your Sort Order 1. On the right side of the menu bar, click the Sort Order menu icon. 2. Scroll to and select the Sort Order you created. Using Filters, Field Sets & Sort Orders Page 4 of 5 Rev Date: 05/12/2011
Modify List Modify List allows you to edit records directly from your column view. 1. Click on Options select Modify List 2. Notice the pencils that appear under the names of the fields that you can modify. 3. Click the pencil to enable a field to be edited. 4. Change the values in the field. 5. To cancel changes before saving, click the red circle with the X. 6. Click the Green Check to save your work. Note: Always save before changing screens. If you do not save then data loss will occur. Using Filters, Field Sets & Sort Orders Page 5 of 5 Rev Date: 05/12/2011