Define Required Fields for Data EntrySeptember 24, 2008

The Define Required Fields for Data Entry form allows a school to define for a select list offorms, fields that can be flagged as required when adding or modifying a record. This willensure that a record is not added or updated if data is not entered into these fields. The DefineLimited Dropdowns tab, which will limit the entry to allow only Valid Codes into a field with adropdown. The Define Captions allow the changing of the user code label names.

The Define Required Fields for Data Entry form is fairly easy to use. Evaluation of the fieldand data type must take place prior to setup. Notice to the right there are two columns, LowValue and High Value. These fields only apply to numeric fields. If these two fields areutilized, the values entered into the fields on the form will be RESTRICTED to only thesevalues. That means that no value outside that range will be allowed in those fields.

NOTE: This form is only accessible through the School version of Aeries and not theDistrict. However, the Client Server version of this form is District owned and isGlobal. Any changes made on this form in Client Server will apply to ALLschools.

For example, below the Student Number (SN) field has been limited with Low Value set at 1and High Value set at 1650.

When a student is added into the Student Data form with the student number 2315 an errormessage displays that the student number must be valid. You will be restricted from addingany student with a student number greater than 1650.

NOTE: Caution must be used when fields have been flagged as required. After eachform has been setup it is strongly suggested that these forms are tested whichwould include adding new records. This will ensure unwanted restrictions andlimitations have not been created.

Please take note that this form is only accessible by Administrative users and cannot beaccessed unless you have Administrator security rights.

Define Required Fields for Data Entry

From View All Forms double click the mouse on Define Required Fields for Data Entry. Thefollowing form will display.

Click the mouse on the Form Name dropdown and the currently available forms will display.Click the mouse on the form selected.

ONLY The following tables are currently supported:

Course Data (CRS), Discipline (DIS), Emergency Contacts (CON), Immunizations (IMM),Interventions (INV), Language Assessment Form (LAC), Lockers (LKR), Master Schedule(MST), Retentions (RET), School Options (LOC), Special Education (CSE), Student Data(STU), Supplemental Data (SUP), Teacher Data (TCH), Teacher Data (ElementaryClasses).

Click the mouse in the Required check box to the right of the field and a check mark willdisplay. If a numeric field has been selected a zero will display in the Low Value field butcaution must be taken. If the Low Value is changed to something higher than zero, then zerowill be restricted from being added to this field.

As in the example below School Mobility (SM) and District Mobility (SM) fields have beenselected to be a Required field. The high school has a grade range of 9-12 and both theSchool Mobility (SM) and District Mobility (SM) fields have been flagged as required with theLow Value of 9 and High Value of 12.

This student was transferred from another school within the district and the District Mobility isequal to 8. But since the Low Value was entered as 9 this value is restricted from being addedto the District Mobility field.

Enter the Low Value and press Tab. Enter the High Value and continue selecting the fields tobe flagged as required.

When the form is now selected the fields that are required will be highlighted with a turquoisebackground. For example, the fields selected as required for the Student Data form were theParent/Guardian, Area/Telephone, Name/Addr Ver, SM and DM.

These fields now display with a turquoise background when this form is accessed. This is anindication to the user that data MUST be entered into these fields. Aeries will not allow a recordto be added or updated unless this data is entered.

If information is not entered into these fields or data is entered that does not meet theLow/High Values a message will display. The following is an example of a message thatwould display if the Name/Addr Ver field is not entered.

After you click the mouse on the OK button the cursor will display back in the required field andwill not let you continue with adding or updating this record until this information has beenentered.

NOTE: You may use the ESC (Escape) key on your keyboard if you wish to rollback anycurrent changes on a form which will not save the data added. REMEMBER thatAeries will want to delete a new record being added if the ESC key is pressedtwo or more times on the Student Data form

Define Required Dropdowns

From the Define Required Fields for Data Entry form click the mouse on the Define LimitedDropdowns tab. Click the mouse on the Form Name and all fields will display that contain adropdown.

Click the mouse in the Limit to Valid Codes check box to the right of the field and a checkmark will display. All fields with a check mark will now be verified that only valid codes areentered when data entry is performed.

NOTE: Blank is always a valid code for a dropdown, even if it does not display as a validcode. If you also want to require that a dropdown field always have a value in itother than blank, use the Define Required Data Entry Fields tab as well.

For example, the field selected as limit to valid codes was the Subject Area Codes (S1) field.A ‘K’ has been entered into this field below. Notice the dropdown listing is displayed but thereis no ‘K’ in this list.

When Tab is pressed or another field is selected the following message displays. Thisindicates that this record cannot be entered or updated until the Subject Area Codes field ischanged to a valid code within the list.

NOTE: You may use the ESC (Escape) key on your keyboard if you wish to rollback anycurrent changes on a form.

Define Captions

From the Define Required Fields for Data Entry form click the mouse on the DefineCaptions tab. Click the mouse on the Form Name and all user fields will display

Typing in a different caption will change this user caption on the selected table. In the exampleseveral of the Student (STU) user codes have been changed.

The changes can be seen on the main student screen.