Snapshots

1. Snapshot Basics

A Snapshot is a defined static list - eg. (All Hockey Players). Snapshots can be used for Students, Staff, Courses and more. Because snaphots are static, they should be considered TEMPORARY and have a limited life span.

Snapshots can be useful to define a group, but should only be used when the criteria for creating the group cannot be found within an Aspen field. Filters can be short cuts to Snapshots, however, this should be used very rarely.

The video (2:25) will show when to use Snapshots.

2. Using Snapshots

When you USE a Snaphot you are filtering the data to show the data that the Snapshot has.

a. Click Options -> Snapshots

b. Select the Snapshot

c. Click the Use button

The video (0:23) will show you how to use Snapshots.

3. Creating Snapshots

When you create a Snapshot, remember, that it is a static list and will not change automatically. Only create Snapshots when there is no way to use a Query or there is no Filter created.

1. Manually filter your data.

2. Click Options -> Snapshots

3. Click New

4. Enter the Name of the Snapshot - Include details such as date and creator

5. Some users can change the Owner to the School. Only do this if multiple users will be accessing this Snapshot.

6. You may check the "Save as Filter" box, however only do this if it is clear that this list will be reused many times.

7. Click Save. Click Cancel.

The video (1:09) will show you how to create Snapshots.

4. When to NOT use Snapshots

If there is a field or fields in Aspen that can be used to find the list of students, you should not use a Snapshot. You can use a Query for this.

Use Snapshots for: Sports teams, excursions, clubs...

Avoid using Snapshots for: Homeroom lists, Bus lists, Grade Lists...