Data View Definition

Revised 12/12/2018

Data View Definition allows setting up of custom data views for viewing or editing either student data or master file and code entry data.  This area is also used to set up Request for Change student data views to be used by parents in Parent Connect to request changes to their student’s demographic information. 

To access this area, in the Web School Office menu, click on Administrative Utilities|Data View Definition. 

Overview of Screen

•     Major View Options: Select the option to create an Entry View for either Student Data Entry or Other Master & Code Entry or Request for Change.

•     View Definition Information: Select pre-defined views:  Default Views (those provided by SDS), Custom Views (those created by you or others) and the View Type (Enter Only or View Only or Request for Change).

•     View Type to Display: Select an option to define the type of view you are creating.  Enter: will accept data entry.  View: will not accept data entry.

•     Data Areas: Select the table from which data fields will be added to the view (i.e. Activities).

•     Title: Enter the title of the view that will display on the entry options menu in data entry areas.

        

Create a New View using a Default View 

Example: 
You want to set up a view for support staff that do not have security rights to enter data, but so they can view ALL demographics data and search for specific information such as all children at same address.  These support staff members might be the superintendent's secretary, Social Workers, or others like them. Although they do not enter any data, some employees need to view more student information than is listed in the basic demographic screen. How to set this up?

•     In the Web School Office menu, click on Administrative Utilities |Data View Definitions.

•     Under "Major View Options", select “Student Data Entry Views”.

•     Select the “Default Views” drop down and choose "Demographics All Fields".

•     Under “View Type to Display", select the “View” radio button.

•     Enter the title for your display in the “Title” box (i.e. Demographics View Only).

•     If desired, fields can be removed from the new data view by clicking on them in the Selected Fields for View Area and clicking the button.

•     Fields can be re-arranged in the Selected Fields for View Area by clicking on a field and click the  or  buttons.

•     Click “Save New View”.

o  Note: When you go back into Data View Definitions your Custom View will now be available under the Custom View Dropdown.

•     Optionally check “This is my view only (and my security groups)" next to the Save Changes button at the top.  This will only allow you and the security group that you are in to have access to this custom view.

Create a New View from Scratch

•     In the Web School Office menu, click on Administrative Utilities |Data View Definitions.

•     Under "Major View Options", select “Student Data Entry Views”.

•     Under “View Type to Display", select the “Enter” or “View” radio button depending on whether you want this view to be available for data entry or just for viewing.

•     Click the Data Areas dropdown and choose the table you want to use to create your view (i.e. Demographics)

•     Enter in the title for your display in the “Title” box (i.e. All Demographics ABC School).

•     Highlight the fields in the box on the left that you want to include in your view and click the  button to move them to the right hand box. NOTE: When creating view from the Demographics table, you must include the Student_Last Name, Student_First_Name, and Student_Middle Name fields in your view.

•     To re-arrange fields in the right hand box, click on a field and click the or button to move that field up or down in the list

•     Click “Save New View”.

o  Note that you can “This is my view only (and my security groups).” This will only allow you or/and the security group that you are in to see the view you have set up.

•     Tech Note:  If the “This is my view only (and my security groups)” box is not checked when creating new data views, the new view will be available to all users.  The following must be done to keep specific users from accessing a custom view.   

o  Enter Administrative Utilities |Security-Application and Data Access. 

o  Select the user or user group that will NOT have rights to the custom view.

o  Scroll over to the Views section of the screen.

o  In the Access column, find the new view you created.

o  Click the button to move the view to the No Access column.

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