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| − | =Setup for Emails and SMS=
| + | __FORCETOC__ |
| | | | |
| − | You should check that Insight is configured to send emails or SMS messages if you are going to send usernames or passwords using either of these methods. Follow the instructions on the '''[[communication setup]]''' page to check that Insight is configured correctly for this. You do not need to do this is you are only sending passwords in letters. <br> <br>
| + | Synchronisation rules are used by Insight to determine which role a parent/student should be placed in. Students may require different roles because of the year group they are in. Parents may require different roles because of their Priority level, whether or not they have Parental Responsibility, whether or not there is a Court Order against them, etc. <br> <br> |
| | | | |
| − | =Designing the Messages to be used=
| + | The Synchronisation Rules page is used to configure the rules that tell Insight which role(s) should be applied to each user. The roles themselves are configured via the [[Roles]] page. <br> <br> |
| | | | |
| − | ==Password Notification Messages== | + | ==The Synchronisation Rules page== |
| | | | |
| − | Next you should design the message that Insight will use to send passwords. You can design separate messages for emails, letters and SMS messages. The messages are designed via: <br>
| + | The page is split across two tabs, one for parents and another for students. The rules for parents are more complex than those for students. <br> <br> |
| − | ''Manage > Preferences > Welcome letter'' (used for letters) <br>
| |
| − | ''Manage > Preferences > Introductory message for Email'' <br>
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| − | ''Manage > Preferences > Introductory message for SMS'' <br> <br>
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| | | | |
| − | Enter the message that you want Insight to use when sending passwords. SMS messages are plain-text only whereas emails and letters can include formatted text and images. <br> <br>
| + | <div>[[Image:sync_rules.jpg]]</div> <br> <br> |
| | | | |
| − | You can also include the following mail merge fields in your message: <br> <br>
| + | ==How the Rules Work== |
| | | | |
| − | {|
| + | Each parent/contact in the SIMS database could be linked to one or more pupils e.g. a Dad has a son and a daughter at school. This represents two contact-pupil links; Dad-Son and Dad-Daughter. Each contact will have a maximum of one account which can be linked to multiple pupils. <br> <br> |
| − | ! style="width: 190px; text-align: left" | Merge Field
| |
| − | ! style="width: 500px; text-align: left" | Meaning
| |
| − | ! style="text-align: left" | Data Type
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| − | |-
| |
| − | | {username} || The user's username || Credentials
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| − | |-
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| − | | {password} || The user's password || Credentials
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| − | |-
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| − | | {email} || The email address of the user || Email
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| − | |-
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| − | | {salutation} || The user's salutation, taken from the Contact details window in SIMS || Name
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| − | |-
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| − | | {addressee} || The user's addressee field, taken from the Contact details window in SIMS || Name
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| − | |-
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| − | | {fullname} || The fullname of the user || Name
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| − | |-
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| − | | {forename} || The forename of the user || Name
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| − | |-
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| − | | {surname} || The user's surname || Name
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| − | |-
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| − | | {title} || The user's title i.e. Mr or Mrs || Name
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| − | |-
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| − | | {honours} || The user's honours, taken from the Contact details window in SIMS || Name
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| − | |-
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| − | | {multilineaddress} || The address of the user || Postal Address
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| − | |-
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| − | | {housenumber} || The number of the user's house || Postal Address
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| − | |-
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| − | | {housename} || The name of the user's house || Postal Address
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| − | |-
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| − | | {street} || The street the user lives on || Postal Address
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| − | |-
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| − | | {district} || The district of the user's address || Postal Address
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| − | |-
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| − | | {town} || The town the user lives in || Postal Address
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| − | |-
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| − | | {county} || The county of the contact's address || Postal Address
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| − | |-
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| − | | {country} || The country of the contact's address || Postal Address
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| − | |-
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| − | | {postcode} || The user's postcode || Postal Address
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| − | |-
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| − | | {schooladdress} || The school's address || School Details
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| − | |-
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| − | | {schoollogo} || The school's logo (''not available in SMS messages'') || School Details
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| − | |-
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| − | | {linkedstudents} || This will show a list of students linked to the user || Student Details
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| − | |-
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| − | | {linkedstudentstable} || This will show a list of students linked to the user, presented in a table <br>(''not available in SMS messages'') || Student Details
| |
| − | |-
| |
| − | | {todaysdate} || The calendar date || Other
| |
| − | |-
| |
| − | | {pagebreak} || Start a new page (''only available in Letters'') || Other
| |
| − | |} <br>
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| | | | |
| − | ==Password Resets==
| + | The process Insight uses to create users is called a Sync. The Sync will check each contact-pupil link to see what role (if any) should be applied. A role is a set of permissions that determines what information/menu items the contact can see when viewing that particular pupil. This means a contact's account could have multiple roles applied to it i.e. Dad is given a Full Access role when he is viewing his daughter and a Limited Access role when viewing his son. <br> <br> |
| | | | |
| − | The message used when a parent resets their password is defined via: <br>
| + | Each of the Synchronisation rules has criteria and a Role. If a contact-pupil link meets the criteria for the rule, then the Role is applied to the contact-pupil link. <br> <br> |
| − | ''Manage > Preferences > Email > Message text for password resets'' <br> <br>
| |
| | | | |
| − | This must include: <br>
| + | ===Example=== |
| − | {link} = this page <br> <br>
| |
| | | | |
| − | {|
| + | The Ordinal value of the rule is shown in red, the criteria in green and the role in blue. <br> <br> |
| − | ! style="width: 190px; text-align: left" | Merge Field
| |
| − | ! style="width: 500px; text-align: left" | Meaning
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| − | ! style="text-align: left" | Data Type
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| − | |-
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| − | | {link} || The hyperlink that parents need to click on to reset their password || Credentials
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| − | |-
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| − | | {username} || The parent's Insight username || Credentials
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| − | |-
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| − | | {email} || The parent's email address || Email
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| − | |-
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| − | | {salutation} || The parent's salutation || Name
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| − | |-
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| − | | {addressee} || The parent's addressee field, as taken from SIMS || Name
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| − | |-
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| − | | {fullname} || The parent's full name (forename and surname) || Name
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| − | |-
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| − | | {forename} || The parent's forename || Name
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| − | |-
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| − | | {surename} || The parent's surname || Name
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| − | |-
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| − | | {title} || The user's title i.e. Mr or Mrs || Name
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| − | |-
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| − | | {schooladdress} || Your school's address || School Details
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| − | |-
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| − | | {todaysdate} || The calendar date || Other
| |
| − | |} <br>
| |
| | | | |
| − | ==Password Reminders==
| + | <div>[[Image:sync_example.jpg]]</div> <br> <br> |
| | | | |
| − | The messages used for password reminders in Insight are defined via: <br>
| + | Imagine a parent has two children at school with the following details in SIMS: |
| − | ''Manage > Preferences > Email > Forgotten password message for Email <br>
| + | {| class="wikitable" |
| − | ''Manage > Preferences > SMS > Forgotten password message for SMS <br> <br>
| + | !Relationship!!Priority!!Parental Responsibility!!Court Order!!Cohabiting |
| − | | |
| − | If the following setting is turned On then Insight will only send an SMS to the user if they do not have an email address. If the setting is Off then Insight will send both an email and an SMS: <br>
| |
| − | ''Manage > Preferences > Login > Prefer email when sending password reminders'' <br> <br>
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| − | | |
| − | The following mail merge fields are available: <br> <br>
| |
| − | | |
| − | {| | |
| − | ! style="width: 190px; text-align: left" | Merge Field
| |
| − | ! style="width: 500px; text-align: left" | Meaning | |
| − | ! style="text-align: left" | Data Type | |
| − | |-
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| − | | {username} || The user's username || Credentials
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| − | |-
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| − | | {password} || The user's password || Credentials
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| − | |-
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| − | | {email} || The email address of the user || Email
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| − | |-
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| − | | {salutation} || The user's salutation, taken from the Contact details window in SIMS || Name
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| − | |-
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| − | | {addressee} || The user's addressee field, taken from the Contact details window in SIMS || Name
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| − | |-
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| − | | {fullname} || The fullname of the user || Name
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| − | |-
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| − | | {forename} || The forename of the user || Name
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| − | |-
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| − | | {surname} || The user's surname || Name
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| − | |-
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| − | | {title} || The user's title i.e. Mr or Mrs || Name
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| − | |-
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| − | | {honours} || The user's honours, taken from the Contact details window in SIMS || Name
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| − | |-
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| − | | {multilineaddress} || The address of the user || Postal Address
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| − | |-
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| − | | {housenumber} || The number of the user's house || Postal Address
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| | |- | | |- |
| − | | {housename} || The name of the user's house || Postal Address | + | |Daughter||1||Yes||No||Yes |
| | |- | | |- |
| − | | {street} || The street the user lives on || Postal Address | + | |Son||2||Yes||No||No |
| − | |- | |
| − | | {district} || The district of the user's address || Postal Address | |
| − | |-
| |
| − | | {town} || The town the user lives in || Postal Address
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| − | |-
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| − | | {county} || The county of the contact's address || Postal Address
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| − | |-
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| − | | {country} || The country of the contact's address || Postal Address
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| − | |-
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| − | | {postcode} || The user's postcode || Postal Address
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| − | |-
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| − | | {schooladdress} || The school's address || School Details
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| − | |-
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| − | | {schoollogo} || The school's logo (''not available in SMS messages'') || School Details
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| − | |-
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| − | | {todaysdate} || The calendar date || Other
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| | |} <br> | | |} <br> |
| | | | |
| − | ==Match==
| + | The parent's relationship with the daughter meets all the criteria of the first rule; the parent is the Priority 1 contact, has Parental Responsibility and does not have a Court Order. Therefore the parent will have the "Main School Parents - Full Access" role when viewing the daughter. <br> <br> |
| − | | |
| − | This message is sent to users when their username has changed as a result of the match process (see the '''[[User_management#Changing_Usernames_to_Email_Format_(the_Match_process)|Match section of the Users page]]''' for further information about this). <br> <br>
| |
| − | | |
| − | The message is designed via: <br> | |
| − | ''Manage > Preferences > Email > Message to send when a username changes as a result of an email address change'' <br> <br>
| |
| − | | |
| − | {|
| |
| − | ! style="width: 190px; text-align: left" | Merge Field
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| − | ! style="width: 500px; text-align: left" | Meaning
| |
| − | ! style="text-align: left" | Data Type
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| − | |-
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| − | | {username} || The user's <u>previous</u> username || Credentials
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| − | |-
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| − | | {newemail} || The user's <u>new</u> username || Credentials
| |
| − | |-
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| − | | {password} || The user's password || Credentials
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| − | |-
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| − | | {email} || The email address of the user || Email
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| − | |-
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| − | | {salutation} || The user's salutation, taken from the Contact details window in SIMS || Name
| |
| − | |-
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| − | | {addressee} || The user's addressee field, taken from the Contact details window in SIMS || Name
| |
| − | |-
| |
| − | | {fullname} || The fullname of the user || Name
| |
| − | |-
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| − | | {forename} || The forename of the user || Name
| |
| − | |-
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| − | | {surname} || The user's surname || Name
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| − | |-
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| − | | {title} || The user's title i.e. Mr or Mrs || Name
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| − | |-
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| − | | {honours} || The user's honours, taken from the Contact details window in SIMS || Name
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| − | |-
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| − | | {multilineaddress} || The address of the user || Postal Address
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| − | |-
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| − | | {housenumber} || The number of the user's house || Postal Address
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| − | |-
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| − | | {housename} || The name of the user's house || Postal Address
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| − | |-
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| − | | {street} || The street the user lives on || Postal Address
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| − | |-
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| − | | {district} || The district of the user's address || Postal Address
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| − | |-
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| − | | {town} || The town the user lives in || Postal Address
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| − | |-
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| − | | {county} || The county of the contact's address || Postal Address
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| − | |-
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| − | | {country} || The country of the contact's address || Postal Address
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| − | |-
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| − | | {postcode} || The user's postcode || Postal Address
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| − | |-
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| − | | {schooladdress} || The school's address || School Details
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| − | |-
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| − | | {schoollogo} || The school's logo (''not available in SMS messages'') || School Details
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| − | |-
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| − | | {linkedstudents} || This will show a list of students linked to the user || Student Details
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| − | |-
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| − | | {linkedstudentstable} || This will show a list of students linked to the user, presented in a table <br>(''not available in SMS messages'') || Student Details
| |
| − | |-
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| − | | {todaysdate} || The calendar date || Other
| |
| − | |} <br>
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| − | | |
| − | =Sending Passwords to Users=
| |
| − | | |
| − | The '''[[password notification]]''' page is used to distribute usernames and passwords to users. This information can be send by email, SMS or postal mail. You can also download the data in a CSV file if you wish to perform your own mail merge. <br> <br>
| |
| − | | |
| − | This page is accessed via: <br>
| |
| − | ''Accounts > Password Notification'' <br> <br>
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| − | | |
| − | ==Filters==
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| − | | |
| − | 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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| − | | |
| − | ===By Year or Registration Group===
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| − | | |
| − | [[Image:password_notification_filter_year.png|thumb|Filtering to show accounts linked to Year 8 students]]
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| − | | |
| − | 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. <br> <br>
| |
| − | | |
| − | For example, if a parent had a year 7 pupil in reg group 7F, the sorting string would read: 00077F. If the parent also had a year 8 student in reg group 8C the sorting column would read: 00077F, 00088C. <br> <br>
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| − | | |
| − | You can use this information to filter the Password Notification page to only show accounts linked to certain students. For example, to fitler the page to only show accounts linked to Year 8 students, type "0008" into the textbox beneath the '''Sorting''' column header. Then click the filter button on the right and select '''Contains'''. <br> <br>
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| − | | |
| − | ===By Email Address===
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| − | | |
| − | [[Image:password_notification_filter_email.png|thumb|Filtering to show accounts with real email addresses]]
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| − | | |
| − | Users who do not have a real email address will be given a DummyEmail by Insight. You can use this to find all users who do or do not have real email addresses. <br> <br>
| |
| − | | |
| − | Type "DummyEmail" into the textbox beneath the '''Email''' column header. Next click the filter button on the right. This will show a drop down of the different types of filter available. Select '''Begins with''' to see all users who have a DummyEmail address (and therefore do not have a real email address) or select '''Doesn't contain''' to see all users with real email addresses. <br> <br>
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| − | | |
| − | ==Sending Passwords==
| |
| − | | |
| − | If required, you should first apply any filters to the page (see above). <br> <br>
| |
| − | | |
| − | Next you need to view all users on one page. To do this, scroll to the bottom of the page to find a section showing the pages numbers available. Click the '''All''' button (the furthest button to the right, which may show an icon rather than the word "all" in some browsers). You will now see all users on one page. <br> <br>
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| − | | |
| − | Next scroll to the top of the page and click the tickbox next to the '''Username''' column header. This will select all users. <br> <br>
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| − | | |
| − | Now click the '''Notify''' button at the top right. A pop-up will appear showing the available options for contact. Select the type of contact(s) you want to use then click '''Ok'''. Emails and SMS messages will be sent immediately. <br> <br>
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| − | | |
| − | You will now see a new pop-up with one or more links. If you selected '''Mail''' as a method of contact, you will see one or more "Users document" links. Each of these links allows you to download a PDF which contains several letters. Click on each of the User Document links to download all of your letters. <br> <br>
| |
| − | | |
| − | You will also see a '''Summary document''' link. Click this to download a CSV file containing various data about the users, including their usernames, passwords and contact details. This CSV file can be used to generate your own mail merge. <br> <br>
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| − | | |
| − | ==Why Do Some Users Not Appear==
| |
| − | | |
| − | A user will not appear on the Password Notification page if their account is deactivated or if they have changed their password. <br> <br>
| |
| − | | |
| − | If a user has changed their password and has forgotten it, they can either reset it themselves, or an admin user for Insight can reset it for them. Once a user's password has been manually reset, they will appear on the password notification page so long as their account is also activated. <br> <br>
| |
| − | | |
| − | =Resetting Passwords on Behalf of Users=
| |
| − | | |
| − | Admin users in Insight can reset passwords for users. Note that this cannot be done for accounts linked to the Active Directory, or for SIMS-linked staff accounts. <br> <br>
| |
| − | | |
| − | See the '''[[User management#Resetting Passwords|User Management]]''' page for instructions to reset a user's password. <br> <br>
| |
| − | | |
| − | =Users Resetting their Own Passwords=
| |
| − | | |
| − | When a user has forgotten their password, they will usually need to reset it to a new random password. Then the user will receive a password reminder which tells them what their new password is. If the user has a randomly generated password (either the password given to them when their account was created, or when their password was reset by an administrator) then they will not need to reset the password and will go straight to the password reminder. <br> <br>
| |
| − | | |
| − | For a user to reset their password they must have an email address in Insight. They will then receive an email containing the password reset message (see the '''[[#Password Resets|password resets]]''' section of this page to configure this message). <br> <br>
| |
| − | | |
| − | Once the user's password has been reset, they will receive a '''password reminder''' message which will contain the new password. This message can be sent as either an email, SMS or both. (see the '''[[#Password Reminders|password reminders]]''' section of this page to configure this message). <br> <br>
| |
| | | | |
| − | ''NOTE: Email addresses are taken from the user's account in Insight. The user's mobile telephone number for SMS messages is taken from SIMS.'' <br> <br> | + | The parent's relationship with the son does not meet the criteria for the first rule. One of the criteria for the first rule is being Priority 1 and the parent is Priority 2. The parent's relationship with the son does meet the criteria for the second rule though so the parent will have the "Main School Parents - Limited Access" role when viewing the son. <br> <br> |
| | | | |
| − | =Password Strength=
| + | The rules at the top of the list take priority over those lower down, so if a parent meets the criteria for a rule at the top of the list, they will always be given a role by that rule and will not be affected by rules lower down the list. <br> <br> |
| | | | |
| − | Insight has settings that allow you to decide how string a user's password must be. You can decide the minimum length of the password, as well as the number of numbers, symbols and upper case characters that are required in a password. <br> <br>
| + | ==Creating and Editing rules== |
| | | | |
| − | The settings for this are found via: <br>
| + | Existing rules can be reordered by selecting them and clicking the Up or Down buttons at the top right of the page. Rules are created and edited using the Add and Edit buttons at the top left of the page which opens a new page where the criteria and Role for a rule can be set. <br> <br> |
| | | | |
| − | ''Manage > Preferences > Login > Minimum password length'' <br>
| + | <div>[[Image:syncrules_detail.jpg]]</div> <br> <br> |
| − | ''Manage > Preferences > Login > Minimum upper case characters'' <br>
| |
| − | ''Manage > Preferences > Login > Minimum numeric characters'' <br>
| |
| − | ''Manage > Preferences > Login > Minimum symbol characters'' <br>
| |
Synchronisation rules are used by Insight to determine which role a parent/student should be placed in. Students may require different roles because of the year group they are in. Parents may require different roles because of their Priority level, whether or not they have Parental Responsibility, whether or not there is a Court Order against them, etc.
The Synchronisation Rules page is used to configure the rules that tell Insight which role(s) should be applied to each user. The roles themselves are configured via the Roles page.
The Synchronisation Rules page
The page is split across two tabs, one for parents and another for students. The rules for parents are more complex than those for students.
How the Rules Work
Each parent/contact in the SIMS database could be linked to one or more pupils e.g. a Dad has a son and a daughter at school. This represents two contact-pupil links; Dad-Son and Dad-Daughter. Each contact will have a maximum of one account which can be linked to multiple pupils.
The process Insight uses to create users is called a Sync. The Sync will check each contact-pupil link to see what role (if any) should be applied. A role is a set of permissions that determines what information/menu items the contact can see when viewing that particular pupil. This means a contact's account could have multiple roles applied to it i.e. Dad is given a Full Access role when he is viewing his daughter and a Limited Access role when viewing his son.
Each of the Synchronisation rules has criteria and a Role. If a contact-pupil link meets the criteria for the rule, then the Role is applied to the contact-pupil link.
Example
The Ordinal value of the rule is shown in red, the criteria in green and the role in blue.
Imagine a parent has two children at school with the following details in SIMS:
| Relationship |
Priority |
Parental Responsibility |
Court Order |
Cohabiting
|
| Daughter |
1 |
Yes |
No |
Yes
|
| Son |
2 |
Yes |
No |
No
|
The parent's relationship with the daughter meets all the criteria of the first rule; the parent is the Priority 1 contact, has Parental Responsibility and does not have a Court Order. Therefore the parent will have the "Main School Parents - Full Access" role when viewing the daughter.
The parent's relationship with the son does not meet the criteria for the first rule. One of the criteria for the first rule is being Priority 1 and the parent is Priority 2. The parent's relationship with the son does meet the criteria for the second rule though so the parent will have the "Main School Parents - Limited Access" role when viewing the son.
The rules at the top of the list take priority over those lower down, so if a parent meets the criteria for a rule at the top of the list, they will always be given a role by that rule and will not be affected by rules lower down the list.
Creating and Editing rules
Existing rules can be reordered by selecting them and clicking the Up or Down buttons at the top right of the page. Rules are created and edited using the Add and Edit buttons at the top left of the page which opens a new page where the criteria and Role for a rule can be set.
