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Managing records within Veracross is one of the most fundamental Axiom tasks. This article will explain how to use Axiom for record management, such as adding, deleting, and updating records. Read more about the Person ID field and various detail screens.
Adding a Record
The process for adding a record can begin on most homepages. Depending on which homepage is the starting point, the Add links available will vary. Users can also access add links through the Add+ drop down next to Related Pages.
For example: on the Admissions homepage, a user can “Add a Candidate,” “Add an Application,” or “Add a Visit,” whereas the Athletics Homepage gives a user the ability to “Add a Team,” “Add an Athletic Event,” or “Add a Behavior Incident.”
When an Add action is selected, the user will be brought to a window that allows data entry. The fields available for entry depend upon the type of record to be added.
For example: a person record will have fields for first name, last name, email, phone number, etc. A class record will have fields for teacher, room, start and end date, school year, etc.
When adding a new record, certain fields are required. If a field is required, the name of the field will be in bold font.
As information is entered, fields with added data will be highlighted orange and an orange triangle will appear within the field’s upper left corner to show that information has been inserted.
When all relevant data has been added on the General tab, the user will click the green “Add” button located in the top right hand corner of the page. Clicking this button serves to both insert the record into the system and add the information entered into the various fields. Once the record has been saved, additional tabs will become available on the left hand side of the record that allow for further data entry.
Once a record has been added, a number of fields may be prepopulated with data. These fields will not allow manual data entry and will display with a gray background. Some of these gray fields are calculated values that are populated once the record is added, while others may pull data from a related record.
Multi-select tabs give users the option to tag a single record with more than one value of a particular type.
For example: the Profile tab available on the person detail screen allows multi-select, giving the user the ability to indicate that multiple profile codes apply to the person. Another multi-select tab is available on the Qualitative tab on a course record. This tab allows the user to select any rubric criteria that apply to classes within the course.
To use a multi-select tab, users should click on any of the options available in the left hand side of the screen. Doing so will add that option to the right hand side of the screen, which contains a set of Active options associated with this record. Any newly added, unsaved options will display a yellow star next to the description.
The process for updating a record in Axiom is the same on every type of record.
When updating any field on a record, the updated information will be highlighted in orange. In addition, an orange triangle will appear within the field to indicate that information has been entered, changed, or removed.
Once the data on the record has been changed, click the green Update button in the upper right hand corner to save the changes. The record must be updated prior to navigating to a different tab.
A status bar will appear as the information is being saved. If the update was successful, a green check will appear in the center of the status bar.
To remove a record, navigate to the record’s detail screen and use the Delete option found in the Organize menu in the Launchpad. Since deleting a record is a permanent change, a message asking for confirmation will appear before the user is able to delete the record.
While the action to remove a record is simple, related records tied to the master record may prevent immediate removal. If this scenario occurs, the related records must first be removed from the master record before the master record can be deleted.
For example: If a user needed to delete a class record used as a test, the user would first need to remove the students from that class before the class itself could be removed from the system. Once the student class enrollment records have been removed, the class is eligible for removal.
Records can often be easily removed, however, many records are tied to other records within the system, and therefore, the link to these records must first be removed in order to delete a record. If the record is related to another record in the system, an error message will display in a red bar at the top of the record and will indicate why the record cannot be removed.
For example: a record for a student is likely tied to their parent records. The link in this case is the relationship that has been established between these two records. The relationship between the student and parents would first have to be removed in order to delete the student record.
Note: Grade Records, specifically, cannot be deleted within seven days of the end of the grading period.
Veracross keeps audit log records of all changes made to data in the system. A link to these audit log records is present on most detail screens in the upper right hand corner. The audit log records provide a full history of changes to an individual record, including date and time a field was updated, the old value, the new value, and the username of the person who made the change.
Update Date & Update User
Users will also be able to view the last date and time that a record was modified, along with the update user, without needing to click into the audit log itself. This information is provided at the top right of all tabs on a detail screen to provide easy accessibility. The tooltip for this display will also show the date the record was created as well as the user who created it.