Adding and Archiving Records

Adding and Archiving Records

Adding Records

The Add experience is a centralized way to bring new people into your record list. This process uses a popup that allows you to search for individuals and manage their presence at your current location while preventing duplicate data entry.

Accessing the Add Popup


To begin, click the Add button in your table’s toolbar. This opens a popup where you can search for and select the individuals you want to add to your workspace.

Finding the Right People


The search fields in the Add popup can be used independently or together to find the right individuals:
  1. Name / Identification: Enter a name or ID number to find a specific individual.
  2. Role: Filter results by a specific user role, such as "Teacher" or "Student".
  3. Class / Group: Narrow your search to a specific classroom or designated group.
  4. Advanced Filters: Click Show Advanced to access deeper criteria like Integration ID or Archive Date for more complex searches.

Understanding the Add Columns

When the search results appear, use these columns to verify you are selecting the correct person:
  1. Name: The full name of the individual.
  2. Location: The site where the individual is currently assigned.
  3. Identification: The email or unique ID associated with the person.
  4. Role: The person's assigned role at that location.
  5. Grade: The grade level currently on file for the individual.
  6. Person Status: Indicates if the person is "Active" or "Inactive" at that specific location. A person may have different statuses across different location.
  7. Listings Status: Indicates if the person is currently part of the list for this specific form at your location:
    1. Not Added: The person is not currently in the list for this form at that location. Even if they have a record created at a different location, they must be "added" here to bring them into your view.
    2. Added: The person is already in your list at this location.
    3. Archived: The person was previously added to this list but has since been archived.

Creating and Managing Records

You can select one or multiple people at a time by checking the boxes next to their names. Once you click Add, the system manages existing data as follows:
  1. Handling Multiple Selections: If some of your selected people already have records, a popup will ask if you want to create New Only (for those without one) or All Selected (creating a fresh record for everyone regardless of history).

  2. Handling Single Selections: If a record already exists for the person, you can choose to Create New or Open Existing to simply bring that individual back into your active table view.

Alert
Note: Adding an individual to a form adds them for all users at that location who have the appropriate permissions to see them.


Archiving Records

Archiving is the process of removing an individual from your active list without deleting their data. This keeps your workspace clean and focused on current tasks while preserving historical records for future reference.

How to Archive


To archive individuals, click the Archive button in your table's toolbar menu. This opens a popup containing all people currently in your search results.
  1. Selecting Individuals: Use the checkboxes on the left to select specific people you wish to archive.
  2. Select All: You can quickly select everyone in the current list to archive them at once.
  3. Confirm: Click the Archive button at the bottom of the popup to complete the process.

What Happens to the Data?

When you archive a person from a list:
  1. Visibility: They will no longer appear in your active "Listings" or "Records About Me" views.
  2. Preservation: Their records are not deleted. You can still find them using the Person Profile Search or by specifically searching the archive.
  3. Global Impact: Archiving a person at a location archives them for all users at that site who access that specific form.

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