Tagging – Placing a tag on a record is like have a sticky note on a paper form, it acts as an alert to something about that record. You can sort by tags.
Auto-Tag – We have the ability to automatically tag a record (without the admins input) upon submission of a registration. An example of an auto tag would be Epi-pen. If a student answers that they have an epi-pen at school, we will auto tag the record.
Polishing – Once a record is submitted our system will “polish” the data. This standardizes the formatting, so if a parent forgets to capitalize a first name, the polish with fix it. Once a record is polished (in the Submission workspace) it will be auto tagged “Polished”
Approving a Record - The Approve task is used to advance records in the workflow from Pending Approval to Approved. Before a record is eligible to be approved it must meet the previously defined Approval Criteria.
Imported / Added - This is the initial status of student roster records after they are imported into the workspace. Records are imported either through batch upload or added one at a time. Once student data is uploaded, users view, edit, and approve the data before proceeding.
Notified / Not Started - Once a record has been notified it automatically moves to the Notified / Not Started view. Notifications are sent out either by email or letter. Upon notification each record receives a unique invitation code called a "SNAPCODE". Each student will be assigned a snapcode, which will serve as additional authentication required for the parent to successfully access and view that student's data.
Started - A record moves to the Started status as soon as the family logs in and begins the online form completion process. Please note that, at this point, the roster record will be locked to the school administrator. The administrator will not be able to view or modify the roster data.
Submitted - This status is given to the roster record when the family submits the online form. At this point, the submission will be available in the Submissions Workspace. Once a form is submitted, the family will no longer be able to edit or modify the form.
On Hold - This status is given to the roster records that have been placed on hold. By placing records on hold users are be able to lock the record from access by the family. When you decide to give this family access to the form again, you must take the record off Hold status. The Hold option is available to records where a notification email or letter has already been sent.
Pending Approval - Upon submission and import into the workspace, records are assigned a Pending Approval status. Records generally require action to move forward to the next status. Most schools schools' processes require a record to be reviewed, edited, and approved before moving to the next status. Some may require printing or another tasks be performed on the record prior to the record moving to the next status.
Approved - The Approved View displays all records that have been visually inspected and processed as dictated by your procedures. All records in this view will have a status of Approved. These records have already met the approval criteria set forth and have been approved. Upon Approval, the record is assigned an Approved status. At this point the record becomes available for delivery.
Pending Delivery - The Pending Delivery View displays all records that have been approved but not delivered. All records in this view will have a status of Pending Delivery. As records listed in this view are both approved and undelivered, there will be overlap with the records in the Approved View.
Delivered - The Delivered View displays all records that have been delivered to your database. All records in this View will have a status of Approved and will have a Delivery History indicating when it was delivered.
All Submissions - The All Submissions View displays all imported, submitted records which have not been discarded. This view is a helpful way to see all submitted records in one place, regardless of status.
Discarded - The Discarded View displays all records that are discarded. Discarded records are held separately from the rest of the submissions and will not be deliverable unless they are actively recovered. The Discarded View operates like a recycle bin. Test/Erroneous submissions can be discarded, but can still be accessed, if necessary, and brought back into the pool of submissions.