Strategy Guide: Recreating Your Layouts

Strategy Guide: Recreating Your Layouts

Migration is a Role-Based process. Because you enable the new dashboard for an entire role at once (via the Landing Page setting), you cannot migrate "Forms" one by one. You must migrate User Groups one by one.

If you enable the new dashboard for your Teachers today, every form they access needs to be ready. This guide outlines the workflow to prepare a role for the switch.

Phase 1: Group Your Roles

Don't try to migrate the entire district at once. Break your users into "Migration Groups" based on similarity. Any example set of groups could be:
  1. Group A (Admins): System Admins, District Leads (You).
  2. Group B (School Staff): Principals, Vice Principals, Secretaries.
  3. Group C (Instructional): Teachers, Social Workers.
Strategy: Start with Group A (yourself) to learn the tools. Then move to Group B (fewer users, high administrative need). Save Group C (largest volume) for last.

Phase 2: Establish the "Baseline" (Default Configuration)

Every form has a "Default" configuration slot. This layout applies to anyone who does not have a specific setup assigned to them.

The Strategy: The Foundational Layer

For most forms, we recommend configuring the Default layout as a "Baseline"—a standard, simple setup that ensures usability and safety for everyone.
  1. Why: It ensures that if you miss a specific role configuration, the user lands on a clean, functional view rather than a broken layout.
  2. Governance: It prevents untrained users from seeing advanced tools (like Metrics or Bulk Export cards) that they shouldn't have access to. It is safer to give them "too little" by default than "too much."
  1. Student Forms: Listings (Primary) + Messages (Secondary).
  2. Staff Forms: Records About Me (Primary) + Messages (Secondary).
Idea
Efficiency Tip: The "Shared Layout" Exception
There is one scenario where you can skip the specific role configurations entirely: When multiple roles use the form in the exact same way.

If you have a form like a "Visitor Log" where everyone (Principal, Secretary, Teacher) needs to see the exact same charts and lists, simply configure the Default with the full, final layout. You do not need to create specific role configurations if the workflow is identical for everyone.

Phase 3: The Build Loop

Now, focus on a specific group (e.g., Group C: Teachers) and systematically build their environment.

Step 1: Audit Access

Don't guess which forms they need. Go to Clevr Configuration (or Form Management) and view the Form Rights for the "Teacher" roles. Make a list of every form where they have at least "Read" access.

Step 2: Assign a Persona

Review their current dashboard for these forms to identify their "Persona" for each one. This helps you quickly choose the right layout:
  1. Persona A: The Consumer (Read Only)
    1. Behavior: They only look up information (e.g., Student Demographics, Medical Plan).
    2. Configuration: Listings (Primary) + Messages.
  2. Persona B: The Subject (My Stuff)
    1. Behavior: They are the subject of the form or only deal with their own assignments (e.g., Teacher Annual Learning Plan, Class Survey).
    2. Configuration: Records About Me (Primary) + Messages.
  3. Persona C: The Data Entry (Input)
    1. Behavior: Their primary job is to create new records or update existing ones daily (e.g., Daily Logs, Contact Logs).
    2. Configuration: Listings (Primary) + Messages (Keep it clean so they can find the "Add" button fast).
  4. Persona D: The Reporter (Analysis)
    1. Behavior: They need to track completion, status, or trends (e.g., Incident Reports, Attendance).
    2. Configuration: Listings (Primary) + Metrics (Secondary).

Step 3: Build the Configuration

Now that you know the plan, you must construct the layout:
  1. Open Dashboard Configuration and select the form.
  2. Click Add Configuration and assign it to the "Teacher" role.
  3. Configure the Settings:
    1. Primary/Secondary Cards: Select the cards based on the Persona identified above.
    2. General Settings: Review optional settings like Default Search (to pre-filter records) or Star this form (to force it onto their favorites list).
    3. Default Columns: Switch to the Default Columns tab to simplify the table view. Remove unnecessary administrative columns so the user sees only what they need.
  4. Save and move to the next form.

Phase 4: Verification

Before you switch over hundreds of users, you must verify the experience using a dedicated Test Account.
  1. Assign the Role: Go to Person Management and edit your Test Account. Flip its role to the one you just configured (e.g., "Teacher").
  2. Individual Switch: Update the Landing Page setting on the Test Account's profile to Dashboard ver.2025.
    1. Crucial Note: Do not update the Role setting yet. We are testing on a single user first.
  3. Experience It: Log in as the Test Account. Click through the top 5-10 forms.
    1. Do the layouts match the Personas you assigned?
    2. Does the "Baseline" configuration catch the forms you didn't configure?
  4. Approve: Once verified, you are ready to apply the change to the real role.

Phase 5: Migration vs. Maintenance

It is important to note that this "Batch Processing" workflow is only for the initial migration.

Once your roles are converted and live on Dashboard 2025, you will no longer need to work in large batches.
  1. New Forms: When you introduce a new form in the future, you will simply configure that one form for the relevant roles as part of the setup process.
  2. Updates: If a Principal asks for a new chart, you will just open that specific form configuration and add it.

Need Help?

If you encounter any issues during your migration or need suggestions on how to best configure a complex role, please contact the Clevr Support team at support@clevr.ca.





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