Administration
Workflow Visualization Guide
This guide provides step-by-step instructions for creating, configuring, and managing Workflow Visualizations within Clevr’s Form Management system. It covers how to assign roles and permissions, define workflow stages (statuses), establish ...
Workflow: How to View Workflows on Listings Card
When you turn on Display this Process in Listings on the Advanced Tab, you can easily see the Workflow in listings. Visit the listings card for the form that has the workflow set up. Find Configure in the top right ellipsis. Turn on the Workflows you ...
Workflow: How to Have Control Over Workflows
An owner is defined as the next person that can make a transition on the record unless the user’s role has complete control over workflows. Go to the Form Management (Configuration menu), find the form, scroll down until you see Form Rights, pick the ...
Workflow: How to Use Advanced Tab
The Advanced tab allows for further actions to take in order to benefit from the Workflow that has been set up. You can Display the Process in Gridview, Display the Process in Listings, Transitions can be managed via Buttons (which allows you to turn ...
Workflow: How to Update Owner with Transitions in Place & Set Owner to Specified Role
For this example we will Update the Owner once the transition is complete, and are going to set the Owner to a Specified Role. We will choose in Select a Role the IEI School Admin (16) role. We will also set Today plus 2 weeks as the due date for the ...
Workflow: How to Define the Movement Between Various States of the Workflow
If you want to define the movement between the various states of the workflow return to Form Management, click on the form with the Workflow, find the appropriate Workflow that you want to set up the Transitions for and hit Edit on the right. Click ...
Workflow: How to View How a Workflow Looks on a Record
To view how this Workflow now looks on a record, go to a record. We haven’t set up any transitions yet, so right now it is set up that the Workflow will be managed by those assigned to Workflows manually moving through the Workflow. Here is an ...
Workflow: How to turn Workflows on in the Form
At this stage, and prior to moving to the Transitions and Advanced tabs, jump into the Editor to turn this Workflow on in the form. Helpful tip, if you have missed making the Workflow Active, you will not have success doing this next piece so make ...
Workflow: How to Add Statuses
The Statuses that are part of the Workflow are defined on the Statuses tab. You can add as many statuses as you need by clicking + Add found on the right. You can also choose an icon for the Status, a colour, name it what you want, and you choose the ...
Workflow: How to Assign the Workflow
The Assignment Rules tab is where you assign who will be part of the Workflow. You can label the Assignee Label whatever works for you, for example you can label it “Owner” or “Who Owns the Workflow” or “Awaiting Feedback From”. You can add a ...
Workflow: How to Create or Edit a Workflow
Workflows are configured in the form management card and the editor. You can set multiple Workflows per form if desired. To give a role access to workflows go to the Configuration menu, click on clevr Configuration, go to Roles, find the role that ...
User Account Audit & Cleanup Guide
This guide provides administrators with step-by-step instructions for auditing and cleaning up user accounts. All changes will be made in the Person Management module, beginning with targeted searches that generate the audit lists. Each section ...
Security and Access Settings Guide
This guide explains each security and access setting in the system, including its purpose, where it’s found, the available options, and typical use cases. Setting: Tenant Supervisory Setting Purpose: Notifications routed to the direct supervisor. ...
Clevr Project Lifecycle
Step 1: Project Intake All projects start with the Clevr Intake Form. Our team reviews requests weekly to set priorities and assign timelines. Once approved, your project is officially scheduled and marked Open. Project Intake Form Step 2: Discovery ...
The Data Management Module - Certificates of Deletion
The Data Management Module generates a Certificate of Deletion for every record removed using the tool. To create a certificate: Click Certificates of Deletion in the right-hand menu. Select your desired date range or apply any other filters. Click ...
The Data Management Module - Configuring a Staff Retention Policy
Each staff member or other role can be configured with a specific data retention policy. Setting a New Policy Click Staff/Other in the "Persons Retention" menu on the left. Click Add New Policy in the upper right. On the next screen, choose the role ...
The Data Management Module - Applying Holds to Students or Staff/Other
Placing a Hold on Deletion At the beginning of each month, you should review the list of individuals scheduled for deletion. If you find someone whose record should not be removed, you can easily place a temporary hold on their data. To Place a Hold ...
The Data Management Module - Configuring a Student Retention Policy
Configuring Retention Policies The Person Retention area is where you will define the rules for automatically deleting student and staff data. To Set a Student Retention Policy From the main menu, navigate to the Person Retention section and click ...
The Data Management Module - The Overview Tab
Introduction to the Data Management Module The Data Management Module gives you direct control over your organization's data lifecycle. Use it to create and manage data retention policies that match your specific needs. The Overview Tab The Overview ...
User Account Settings - Manually Override Automated Access
These settings are applied to an individual user account in the Person Management Module. If the person is automated, their role can be automated or manually managed. If the person is manually managed, their role can only be manually managed. If the ...
Integration Infrastructure Diagram
This diagram illustrates the Clevr integration infrastructure Reviewed March 2024
Help Desk Service Level Agreement
The Clevr Helpdesk acts as a central point of contact for all support issues. This includes requests related to system configuration, consultation, troubleshooting, feature enhancements, inquiries, and technical support related to Clevr. This Service ...
Supervisor Import File Mode - Normal vs Restrictive
Normal Mode (default setting) The "Normal" setting is used when you want the supervisor file to manage supervisor-based notifications without limiting access to records. Restrictive Mode The "Restrictive" setting allows the supervisor to view all ...
Rollovers: Technical Configuration
Using the Rollover Wizard
Preparing for your Rollovers
Remove Duplicates: Merge Persons
Person Management Module
Using Notification Variables
The "Notifications" feature allows users to send in-app messages and emails directly from a form. When composing the subject and body of these messages, you can insert dynamic variables, which are automatically replaced with relevant data when the ...
Person Management Module - Add a Person / User Account
The Person Management Module provides administrators the ability to create, update and verify user accounts. If the person belongs to a role that is automated in Clevr, it's recommended that you add the person to the source system that drives the ...
Threshold Notifications
Introduction to Threshold Notifications Threshold Notifications are a powerful feature within Clevr that allow you to set specific triggers based on the data input in your forms. When thresholds are met, custom notifications are sent to the ...
Custom Contact Page within Clevr
Enhance the user experience for your District by connecting users directly with the person who can help them. Clevr will now display contact information for your District's Support Contact within the Contact Menu! Requests for support submitted ...
Clevr Support Models
Clevr Districts have the option between two contact models, District Contact Model and End-User Support Model. Details of the two models are outlined within this article. Clevr recommends utilizing the District Contact Model when possible as it puts ...
Identifying DoNoClone and Flagging for Record Rollover
This article gives step by step instructions on how to prepare your forms for a record rollover To access this feature, the Record Rollover Wizard page right is required. A role will also need the Form Manager to flag forms with the rollover style. ...
Clevr Rollover Timing Guide
The timing of your record rollover is a key indicator of success in preparing your records for the new school year. Please refer to the 3 options below to ensure your records are prepared as expected for the new school year. Click above image to ...
Record Rollovers - Understanding the Three Rollover Types
Lock Existing Record Locking the existing record locks the past records while making it accessible within the Record History. This is a great option for forms about a specific or one time event where the person is not guaranteed to need a record for ...
How to View Details for Past Rollovers
On the first page of the Record Rollover Wizard at the bottom you will find the Record Rollover Summary that lists the details of your past Record Rollovers including: Form Name – The form that was archived during the rollover Last Rollover – The ...
How to Undo a Record Rollover
A record rollover can be undone within the Record Rollover Summary page. Navigate to the form that you’d like to undo the Record Rollover for and select View Details: Within the Rollover Details page, select the rollover you’d like to undo in the ...
Your Clevr Record Rollover - 4 Step Process to Ensure Success
The record rollover in Clevr prepares your records for the following school year. Please follow the 4 step process outlined in this article to ensure school start-up success. Step 1: Watch Record Rollover Training Video Clevr's Rollover Wizard ...
Best Practices for Secure Messaging: Email vs. In-App Notifications
In an ever-evolving landscape of privacy and security, ensuring the proper handling of sensitive information should be a top priority for anyone configuring notifications and communications on the platform. Each region and country has its own laws ...
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