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| − | The Personal Details page allows parents to view and modify their own personal data, and the data of their children. You can control what data is shown on the Personal Details page and whether or not it can be modified by users (see the Configuration section below). <br> <br> | + | The password notification feature is used to distribute usernames and passwords to users. This information can be send by email, SMS or postal mail. <br> <br> |
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| − | Insight can be configured so that an email alert is sent to a staff member whenever an email address change is requested and these changes write back to SIMS automatically, once approved by staff. <br> <br>
| + | ==The password notification page== |
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| − | =Configuration=
| + | The page will show a list of users who are eligible to have their passwords sent to them. A user will not be eligible if their account is deactivated or if they have changed their password. If a user has changed their password and forgotten it, they can either request a password reminder via the login page or their password can be reset manually via the [[users]] page. Once a user's password has been manually reset, they will appear on the password notification page (as long as their account is also activated). <br> <br> |
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| − | ==Roles==
| + | <div>[[Image:password_notification1.jpg]]</div> <br> <br> |
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| − | Parents must be given various permissions in order to access the Personal Details page, to view their personal data and to make data changes. See the '''[[Roles]]''' page for further information about accessing and editing Roles. <br> <br>
| + | ==Sending passwords to users== |
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| − | There are many options for the Personal Details page which will not be covered here (see the '''[[list of role options]]''' page for a full description of the relevant Role Options). You must be aware of the following two options: | + | You can decide what message is used when sending passwords to users. This is done via the [[preferences]] page - you should check that you are happy with the message that will be sent before notifying users. There are three separate preferences for this, dependending on the method you want to use to notify users (email, SMS or mail): <br> |
| − | *'''Show Other Users Details | + | *The [[preferences#email|email section]] contains a preference called "Introductory message for Email" |
| − | *'''Show Home Address <br> <br> | + | *The [[preferences#sms|SMS section]] contains a preference called "Introductory message for SMS" |
| | + | *The [[preferences#welcome letter|welcome letter preference]] is used to postal mail <br> <br> |
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| − | Both of these options will display the parent's details to any other Insight users linked to the student. The '''Show Other Users Details''' option will display the contact details, of the parent, while the '''Show Home Address''' setting shows the student's home address, which is highly likely to be the home address of a parent or carer. <br> <br> <br>
| + | Once you are happy with the message that is going to be sent, you need to select the users to whom you are going to send the passwords. Use the buttons at the bottom of the page to display all users on one page. You can filter the list of users if required, so that messages are only sent to parents of pupils in specific year groups or registration groups. You will need to use the sorting column to do this. <br> <br> |
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| − | Staff need the following menu items enabled: <br>
| + | The sorting column shows information about the pupils that the user is linked to. There will be a string of text for each pupil that the account is linked to, separated by a comma for each pupil. The first two characters are always 0. The next two characters are the pupil's year group and the final two characters are the pupil's registration group. For example, if a parent has a year 9 pupil in reg group 7F, the sorting string will read: 00077F. You can use this to find all of the parents of specific pupils. For example if you type 0009 into the sorting column filter, the page will show you all of the users linked to year 9 pupils. <br> <br> |
| − | *'''Personal attribute changes
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| − | *'''Address changes
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| − | *'''Email address changes
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| − | *'''Telephone No. changes <br> <br>
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| − | ==Email Alerts when Data is Changed==
| + | <div>[[Image:sorting_filter1.jpg]]</div> <br> <br> |
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| − | Insight can send an email to notify staff when a parent changes their data on the Personal Details page. To configure this, go to: <br>
| + | Next select the users to whom you want to send the passwords. The checkbox at the top left will select all of the users shown on the page. Click the notify button at the top right to send your messages and/or generate your letters. Note that emails and SMS messages can only be sent if the [[preferences]] have been configured correctly. <br> <br> |
| − | ''Manage > Preferences > Email'' <br> <br>
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| − | There are preferences towards the bottom of the Email section called
| + | If you have generated letters then a window will appear with multiple links. You should download each of the Users Documents files, as each is a document containing several letters to send to users. <br> <br> |
| − | *'''Send emails to these addresses when an attribute change is requested
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| − | *'''Send emails to these addresses when a Parental Consent is changed
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| − | *'''Send emails to these addresses when a medical attribute change is requested <br> <br>
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| − | You can enter {year} into an email address and it will be replaced by the student's year group when an email is sent. This is useful if you have multiple staff who are responsible for dealing with data for different academic years. <br> <br>
| + | <div>[[Image:password_documents1.jpg]]</div> <br> <br> |
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| − | Note that Insight must be configured to send emails and SMS messages. See the '''[[communication setup]]''' for further information. <br> <br>
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| − | ==Writing back to SIMS==
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| − | Insight will log all of the incidences of parents requesting to change their details. Insight can also update SIMS if/when these requests are accepted by staff. It is also possible (but uncommon) to remove the requirement for staff to accept a parent's request to change their details, meaning parents can make changes to their details which will write back to SIMS immediately without any staff intervention. <br> <br>
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| − | ===Writing back to SIMS after staff approval===
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| − | To enable this, go to: <br>
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| − | ''Manage > Preferences > SIMS Write-back'' <br> <br>
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| − | Enable the '''Activate SIMS write-back for personal attributes''' option then click '''Update''' at the top right of the page. <br> <br>
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| − | ===Removing the requirement for staff approval===
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| − | [[Image:immediate_sims_writeback.png|thumb|The Role options allowing parents to change their details in SIMS without staff approval]] | |
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| − | The Role options for a user determine whether or not they can write data changes back to SIMS without staff approval. When editing a Role, there are many options relating to the Personal Details page. The settings labeled '''immediate''' determine whether a parent can change their details in SIMS without staff approval. <br> <br>
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| − | See the '''[[Roles]]''' page for further information about accessing and editing Roles. <br> <br>
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| − | ==Adding User Defined Fields==
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| − | You can create User Defined Fields in SIMS, which can be displayed on the Personal Details page in Insight. These fields can either be read-only, or users can be allowed to modify them. <br> <br>
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| − | If the User Defined Field can be modified by users then you will be able to run reports in SIMS on these fields. This is a great method for collecting responses to statements such as "Please confirm all contact details are correct and up-to-date". <br> <br>
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| − | ===SIMS Lookups===
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| − | If a field can be modified by users, then it will either be a free text box or a multiple choice drop-down. If you would like to use a drop-down, you must first configure the options that will appear in the dropdown. To do this, log in to SIMS and go to: <br>
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| − | ''Tools > Lookups > Maintain'' <br> <br>
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| − | Click '''New''' at the top left. Enter a description for the lookup in Section 1, then enter the items for the drop-down in Section 2. The item at the top of the list in Section 2 will be the default in Insight. <br> <br>
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| − | ===SIMS User Defined Fields===
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| − | Next you need to create a User Defined Field in SIMS. To do this, go to: <br>
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| − | ''Tools > Setups > User Defined Fields'' <br> <br>
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| − | Click the New button at the top left to create a new User Defined Field. If you want this field to be read-only then the '''Description''' field must begin with a single asterisk. If you want parents to be able to change this field then the '''Description''' field must begin with two asterisks. <br> <br>
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| − | The '''Field Type''' option should be set to '''Text (single line)''' for free text fields, or '''Lookup (single)''' for multiple choice drop-downs. The '''Data Domain''' setting must be set to '''Person''' and in the '''Data Area(s)''' section you must select Contact Details. <br> <br>
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| − | Finally, restart the Insight website (using the IIS server) to force Insight to retrieve the new Fields from SIMS. <br> <br>
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| − | =Managing Data Changes=
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| − | Data changes are managed via one of the following pages (depending on the type of data being changed): <br>
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| − | ''Manage > Personal attribute changes'' <br>
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| − | ''Manage > Email address changes'' <br>
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| − | ''Manage > Telephone No. changes'' <br>
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| − | ''Manage > Address changes'' <br> <br>
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| − | ==Personal Details==
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| − | To deal with a pending request, first click on it so that it is highlighted in blue. Next, click the Open button from the top right of the page. This will open a window where you can view the details of the requested change, and decide whether to approve or deny it. You may wish to phone the contact to confirm that the request is genuine. <br> <br>
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| − | ==New Contact Requests==
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| − | [[Image:manage_new_contact_request.png|thumb]]
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| − | Depending on their '''[[role options]]''', users may be able to request to add new contacts to SIMS. These requests are managed via the ''Personal Attribute Changes'' page. <br> <br>
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| − | There are more options when dealing with new contact requests
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| − | *If the new home address is similar to other existing addresses in SIMS, you will see a list of similar addresses (the new address appears at the top of the list). If the address already exists in SIMS then use the existing SIMS address <br> <br>
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| − | *If the new contact appears in the list of '''Existing Contacts''' at the bottom of the page then reject the request
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| − | *Otherwise if the new contact appears in the list of '''Close Matches''' then select that contact and Accept the request. This will link the student to the existing contact in SIMS, without changing the contact details or address of the existing contact <br> <br>
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| − | =How Users Request to Change Their Data=
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| − | Users can request to change their data via the '''[[personal details]]''' page which is accessed via: <br>
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| − | ''General > Personal Details'' <br> <br>
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| − | ==Adding New Contacts==
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| − | If the user has the ''Allow new contact entry'' role option then they will see an '''Add contact''' button at the bottom of the '''Contact details''' section. Clicking this will open a window where the user can request to add a new contact to SIMS. <br> <br>
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| − | Any new contacts that have been requested will appear at the bottom of the '''Contact details''' section until the request has been actioned by the school. Users will see an '''Edit''' button next to any pending contacts, allowing them to make changes or correct mistakes until the request has been actioned by the school. <br> <br>
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| − | ==Consents==
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| − | Users can change the consents given for their children by simply clicking the tick box next to each consent. For user defined fields, users either type into the textbox or select from a dropdown, depending on the type of User Defined Field they are dealing with. Changes to consents and User Defined Fields do not require school approval and are updated in SIMS immediately. <br> <br>
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| − | ==All Other Data Requests==
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| − | [[Image:personal_details_user.png|thumb|The Personal Details page from a user's point of view]]
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| − | Any data that the user is able to change (according to their '''[[role options]]''') is highlighted in blue. The user can click on the data they want to change which opens a window in which they can enter their request. Once the user has requested that their data is changed, a warning symbol will appear next to the existing data, until the request is actioned by the school. <br> <br>
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The password notification feature is used to distribute usernames and passwords to users. This information can be send by email, SMS or postal mail.
The password notification page
The page will show a list of users who are eligible to have their passwords sent to them. A user will not be eligible if their account is deactivated or if they have changed their password. If a user has changed their password and forgotten it, they can either request a password reminder via the login page or their password can be reset manually via the users page. Once a user's password has been manually reset, they will appear on the password notification page (as long as their account is also activated).
Sending passwords to users
You can decide what message is used when sending passwords to users. This is done via the preferences page - you should check that you are happy with the message that will be sent before notifying users. There are three separate preferences for this, dependending on the method you want to use to notify users (email, SMS or mail):
Once you are happy with the message that is going to be sent, you need to select the users to whom you are going to send the passwords. Use the buttons at the bottom of the page to display all users on one page. You can filter the list of users if required, so that messages are only sent to parents of pupils in specific year groups or registration groups. You will need to use the sorting column to do this.
The sorting column shows information about the pupils that the user is linked to. There will be a string of text for each pupil that the account is linked to, separated by a comma for each pupil. The first two characters are always 0. The next two characters are the pupil's year group and the final two characters are the pupil's registration group. For example, if a parent has a year 9 pupil in reg group 7F, the sorting string will read: 00077F. You can use this to find all of the parents of specific pupils. For example if you type 0009 into the sorting column filter, the page will show you all of the users linked to year 9 pupils.
Next select the users to whom you want to send the passwords. The checkbox at the top left will select all of the users shown on the page. Click the notify button at the top right to send your messages and/or generate your letters. Note that emails and SMS messages can only be sent if the preferences have been configured correctly.
If you have generated letters then a window will appear with multiple links. You should download each of the Users Documents files, as each is a document containing several letters to send to users.
