Working with Subjects - Available Actions

Available Actions provides additional functionality for working with subjects. Depending on the number of subjects selected, options will be enabled or disabled. 

Note: You must select at least one (1) subject in order to perform an action.

There are several clickable areas that become enabled or disabled depending on the number of subjects selected.

When one or more subjects are selected, the number selected will be displayed. If no more than 50 subjects are selected, Records Selected will be enabled. Click on this link to display a popup of the subjects and the available actions.

Note: If you select more than 50 subjects, you need to click the Available Action dropdown to perform an action.

When at least one subject is selected, the Clear link is displayed. Clicking Clear will deselect all selected subjects.

Available Actions contains the following action options:

• • Set Status to Inactive

  • Set Status to Active

  • Edit Multiple Subjects

  • Create Products

  • Download

  • Merge Records

  • Create ID Card

Set Status to Inactive

The default view of Image & Data Management displays only the active subjects for a school or district. Use this function to hide duplicate records or subjects that have left the school or district.

• 1. Select at least one subject. Refer to Selecting Subjects for instructions on how to perform this task. 

  2. Click Set Status to Inactive.

  3. A message is briefly displayed once the selected subjects have been made inactive. You will be returned to the Image & Data Management page.

Set Status to Active

• 1. Display the inactive subjects for the desired school or district. Refer to page 39, "Filtering Images and Data" to learn how to do this.

  2. Select at least one subject. Refer to Selecting Subjects for instructions on how to perform this task. 

  3. Click Set Status to Active.

  4. A message is briefly displayed once the selected subjects have been made active. You will be returned to the Image & Data Management page.

Edit Multiple Subjects

Sometimes you may need to make the same update to a group of subjects. This option allows you to update up to 50 subject records at a time.

• 1. Select the records you want to update. Refer to Selecting Subjects for instructions on how to perform this task. 

  2. Choose the Edit Multiple Subjects option from the Available Action menu. The Edit Multiple Records screen is displayed. The left side of the screen displays the list of subjects that will be updated. The right side is a list of checkboxes labeled with the fields that can be updated. Clicking on a checkbox will display a field for you to enter a new value. If the selected subjects are a mix of staff and students, some of the checkboxes will not be selectable.

• 1. Click UPDATE RECORD to save the changes. A message box will display letting you know the subject records are being processed. Click CANCEL to not apply the changes.

Create Products

Select this option when you wish to create personalized certificates and other products using subject data. Refer to  Refer to Creating Products for instructions on how to perform this task.  from the Available Action menu.

Download

Select this option when you want to download subject data and images for use in other school information systems. The Portal comes with many predefined download formats as well as giving you the capability to create your own custom download formats. Refer to Downloading Images for instructions on how to perform this task. 

Merge Records

Select this option to combine two records into one record. Exactly two records must be selected.

• 1. Select two subjects. Refer to Selecting Subjects for instructions on how to perform this task. 

  2. Select Merge Records from the Available Action menu.

  3. Merge Records displays with the two selected subjects. Select the record you want to use as the primary source of information for the subject.

• 1. Click MERGE & GO BACK to merge the subject records and return to the Image & Data Management screen. Click MERGE & EDIT NEW RECORD to go to the Edit Record screen and continue editing the subject data. Refer to Editing a Subject's Data for instructions on how to perform this task. Click SAVE to save the edits. Click CANCEL to cancel the merge and return to the Image & Data Management screen.

Create ID Card

This option creates an ID card for selected subjects. Refer to Creating a Replacement ID Card for an Existing Subject for instructions on how to perform this task.