InfrmatinNOW Custm Fields & Tabs Overview This dcument prvides an verview f the setup and data entry ptins available fr custm fields. Custm fields may be used t enter data that is nt already tracked within InfrmatinNOW. Tw categries f custm fields are available: system-defined (used t track data fr state reprting) r user-defined. Setup There are eight types f custm fields in InfrmatinNOW: Bus Curse District Incident Schl Staff Student Student District Service Student Schedule Custm fields may be set up under System Preferences Setup r under varius setup submenus (i.e., under Students Setup r Staff Setup). T create a new custm field, g t System Preferences Setup. Select Custm Fields. Chse the apprpriate type frm the available list and click Refresh. Chalkable_0328181035 InfrmatinNOW Custm Fields & Tabs 1
Existing fields will display. Nte: System custm fields will display with a Yes in the System clumn. System fields are used fr state r federal reprting and cannt be edited. Add T insert a new custm field, click Add. Categry: Categries may be used t grup custm fields tgether n the data entry screen. Enter the categry fr this custm field. When fields are viewed n the data entry screen, custm fields withut assigned categries will display at the tp f the screen. Fields then display in grups by categry, which display alphabetically. Fr Chalkable_0328181035 InfrmatinNOW Custm Fields & Tabs 2
example, when creating student custm fields, users may create a categry called Persnal and a categry called Preschl. When viewing the fields n the data entry screen, all fields with a categry f Persnal will be gruped tgether fllwed by the fields with a categry f Preschl. State Cde: Autmatically ppulated fr system fields that are required fr state/federal reprting fields. Field Name: Enter a unique brief name fr the field. Descriptin: Optinal. Enter a mre descriptive name fr the field. Data Type: Select frm the fllwing: Date: MM/DD/YYYY Decimal: If selected, chse the Regular Expressin drp-list and select frm the fllwing: Alpha Numeric Alpha Only Email Address Flat Numeric Numeric Phne Valid Characters List: Enter the remaining criteria fr the field and click Create. Then edit the field and use the new sectin at the bttm f the screen t create the list frm which users will be able t select. Number Text: When chsen, the Max Length field t the right becmes available. Enter the maximum length f the text field (ex. 250). Als select the Regular Expressin drp-list and chse the type f text t be entered in the text field. Alpha Numeric Alpha Only Email Address Flat Numeric Numeric Phne Valid Characters Chalkable_0328181035 InfrmatinNOW Custm Fields & Tabs 3
Yes/N: The field will display as a checkbx n the data entry screen. Default Value: Enter the value that shuld be the default value fr the recrd. Fr example, if creating a field fr bus clr and entering Yellw in the default value field, when a user creates a new bus, Yellw will display by default in the Bus Clr field. The user will be able t mdify this field if needed. Validatin Message: Enter a message that will display if the user enters invalid data. Fr example, if the field is set as an email address field but des nt cntain a valid email address. Anther example: the field might be set as a text field and the user attempts t enter numbers r ther characters in the field n the data entry screen. Retain During Data Rllver: At the end f each academic sessin, data is rlled ver t the next academic sessin. If this ptin is checked, data that is entered in these fields will be retained frm sessin t sessin. Fr example, if creating a student eye clr field and this ptin is checked, the clr that is entered n the individual student s eye clr field will be carried frward each academic sessin n the student s custm field. Nte: Fr students wh transfer frm ne schl t anther: Feeder Students: A feeder student is defined as a student wh cmpletes the highest grade level in Schl A and transfers t the lwest grade level in Schl B. When a student mves in a feeder situatin (i.e. frm the middle schl t the high schl), fr any custm fields marked as Retained, the data frm Schl A will be inherited by Schl B just as it des when mving frm ne grade level t anther within the same schl. Transfer Students within the same district and academic sessin: When a student withdraws frm Schl A and then enrlls in Schl B in the same district, fr any custm fields marked as Retained, the data frm the withdrawn schl academic sessin will be inherited by the enrlled academic sessin. Secured: If the Secured bx is checked, this field may be marked as hidden, read r read/write thrugh Permissin Maintenance. If the bx is nt checked, the field will be visible t any users with custm field permissin. T set up the permissin, check the Secured bx and save the custm field. Then g t System Preferences Permissin Maintenance. Select the grup f users whse permissin is t be changed and click n the Fields tab. A sectin will display fr every type f custm field that can be set (i.e., Bus Custm, Student Custm, etc.). Select the permissin level that is t be assigned fr the field: Hidden, Read r Read/Write. Fr mre details regarding permissins, please refer t the InfrmatinNOW Permissin Maintenance Quick Reference Guide available frm the Chalkable supprt website. Edit T edit a nn-system custm field, select the field by placing a check t the left f the Categry clumn and chsing Edit r by selecting the name f the field that displays as a blue link. Chalkable_0328181035 InfrmatinNOW Custm Fields & Tabs 4
Make apprpriate changes and chse OK. Delete Only nn-system fields may be deleted. Warning! Fields may be deleted even if data is entered n individual recrds such as students r staff. Please use cautin when deleting custm fields. T delete a nn-system field, select it frm the list by placing a check t the left f the Categry clumn and chse Delete. Data Entry Custm field data may be entered by the fllwing: Bus: G t Schl/District Setup. Chse Bus frm the list and select Refresh. View a bus and click the Custm tab t enter bus custm field data. Curse: Valid Curses: Select Scheduling Valid Curses. View a curse and click the Custm tab. Custm field data entered n the curse will autmatically be cpied t a sectin when it is created in the Master Schedule. Master Schedule: G t Scheduling Master Schedule. View a sectin and click the Custm tab. District: G t Schl/District District. Click the Custm tab. Incident: G t Discipline Incidents. View an existing incident r Add a new ne. Click the Custm tab. Schl: G t Schl/District Schl. View a schl and click the Custm tab. Staff: G t Staff Staff Maintenance. View a staff member. Click the Custm tab. Student: G t Students Student Maintenance. View a student. Click the Custm tab. Student District Service: G t Students Student Maintenance. View a student. Click the Services ptin under the Manage menu n the left. View an existing service recrd r Add/Save a new service recrd. Once the recrd is saved, the Custm tab will display. Student Schedule: G t Students Student Maintenance. View a student. Click the Schedule link under the Manage menu n the left. Click t View a sectin n the student schedule. Click the Custm tab. Chalkable_0328181035 InfrmatinNOW Custm Fields & Tabs 5