Define Required Fields for Data Entry
September 24, 2008
The Define Required Fields for Data Entry form allows a school to define for a select list of
forms, fields that can be flagged as required when adding or modifying a record. This will
ensure that a record is not added or updated if data is not entered into these fields. The Define
Limited Dropdowns tab, which will limit the entry to allow only Valid Codes into a field with a
dropdown. 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 field
and data type must take place prior to setup. Notice to the right there are two columns, Low
Value and High Value. These fields only apply to numeric fields. If these two fields are
utilized, the values entered into the fields on the form will be RESTRICTED to only these
values. 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 the
District. However, the Client Server version of this form is District owned and is
Global. Any changes made on this form in Client Server will apply to ALL
schools.
For example, below the Student Number (SN) field has been limited with Low Value set at 1
and High Value set at 1650.
When a student is added into the Student Data form with the student number 2315 an error
message displays that the student number must be valid. You will be restricted from adding
any student with a student number greater than 1650.
NOTE: Caution must be used when fields have been flagged as required. After each
form has been setup it is strongly suggested that these forms are tested which
would include adding new records. This will ensure unwanted restrictions and
limitations have not been created.
Please take note that this form is only accessible by Administrative users and cannot be
accessed 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. The
following 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 (Elementary
Classes).
Click the mouse in the Required check box to the right of the field and a check mark will
display. If a numeric field has been selected a zero will display in the Low Value field but
caution must be taken. If the Low Value is changed to something higher than zero, then zero
will be restricted from being added to this field.
As in the example below School Mobility (SM) and District Mobility (SM) fields have been
selected to be a Required field. The high school has a grade range of 9-12 and both the
School Mobility (SM) and District Mobility (SM) fields have been flagged as required with the
Low Value of 9 and High Value of 12.
This student was transferred from another school within the district and the District Mobility is
equal to 8. But since the Low Value was entered as 9 this value is restricted from being added
to the District Mobility field.
Enter the Low Value and press Tab. Enter the High Value and continue selecting the fields to
be flagged as required.
When the form is now selected the fields that are required will be highlighted with a turquoise
background. For example, the fields selected as required for the Student Data form were the
Parent/Guardian, Area/Telephone, Name/Addr Ver, SM and DM.
These fields now display with a turquoise background when this form is accessed. This is an
indication to the user that data MUST be entered into these fields. Aeries will not allow a record
to 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 the
Low/High Values a message will display. The following is an example of a message that
would 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 and
will not let you continue with adding or updating this record until this information has been
entered.
NOTE: You may use the ESC (Escape) key on your keyboard if you wish to rollback any
current changes on a form which will not save the data added. REMEMBER that
Aeries will want to delete a new record being added if the ESC key is pressed
two 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 Limited
Dropdowns tab. Click the mouse on the Form Name and all fields will display that contain a
dropdown.
Click the mouse in the Limit to Valid Codes check box to the right of the field and a check
mark will display. All fields with a check mark will now be verified that only valid codes are
entered when data entry is performed.
NOTE: Blank is always a valid code for a dropdown, even if it does not display as a valid
code. If you also want to require that a dropdown field always have a value in it
other 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 there
is no ‘K’ in this list.
When Tab is pressed or another field is selected the following message displays. This
indicates that this record cannot be entered or updated until the Subject Area Codes field is
changed to a valid code within the list.
NOTE: You may use the ESC (Escape) key on your keyboard if you wish to rollback any
current changes on a form.
Define Captions
From the Define Required Fields for Data Entry form click the mouse on the Define
Captions 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 example
several of the Student (STU) user codes have been changed.
The changes can be seen on the main student screen.