Person Classification Function FIelds

Overview

Person Classification Function Fields can be used to display information regarding constituents’ relationships to the school, past or present. There are four person classification function fields:

  • Classification List (by Date)
  • Classification List (by School Year)
  • Classification Exists (by Date)
  • Classification Exists (by School Year)

Read more about function fields.

Person Classification Function Fields

Classification List (by Date)

Available in Find Person queries, this function field displays a list of selected classifications that apply to a person for a specified date range. This field will show as empty if the selected classification(s) do not apply to that person record.

Parameters

Classifications
(required)
  • Select which classification(s) should display if it has been applied to the person record.
Start Date
(required)
  • Select a start date in which the selected classification(s) were applicable.
End Date
(required)
  • Select an end date in which the selected classification(s) were applicable.
Display: Multi-Line
(required)
  • Yes/No. This option defaults to “No,” meaning that all listed classification(s) will display in a single box. Selecting “Yes” will show multiple records lines, one per classification listed.
Record Without Date
(required)
  • Classifications are sometimes entered without dates associated. Select one of the following to determine if a date is required on a classification in order for it to appear:
    • Include Records (default)
    • Exclude Records

Classification Exists (by Date)

Available in Find Person queries, this function field returns as true or false value (visualized as a checked or unchecked box) if the selected classification(s) are applicable in a specified date range. To determine which records are populated into the query results, select Yes or No.

Parameters

Classifications
(required)
  • Select which classification(s) should display if it has been applied to the person record.
Start Date
(required)
  • Select a start date in which the selected classification(s) were applicable.
End Date
(required)
  • Select an end date in which the selected classification(s) were applicable.
All or Any Match
  • Select one of the following to determine what records will display according to the classification(s) selected
    • All Selected Classifications Exist
    • Any Selected Classifications Exist (default)
Record Without Date
(required)
  • Classifications are sometimes entered without dates associated. Select one of the following to determine if a date is required on a classification in order for it to appear:
    • Include Records (default)
    • Exclude Records

Classification List (by School Year)

Available in Find Person queries, this function field displays a list of selected classifications that apply to a person for a specified school year. This field will show as empty if the selected classification(s) do not apply to that person record. This field performs in much the same way as the

Parameters

Classifications
(required)
  • Select which classification(s) should display if it has been applied to the person record.
Start Date
(required)
  • Select a start date in which the selected classification(s) were applicable.
End Date
(required)
  • Select an end date in which the selected classification(s) were applicable.
Display: Multi-Line
(required)
  • Yes/No. This option defaults to “No,” meaning that all listed classification(s) will display in a single box. Selecting “Yes” will show multiple records lines, one per classification listed.
Record Without Date
(required)
  • Classifications are sometimes entered without dates associated. Select one of the following to determine if a date is required on a classification in order for it to appear:
    • Include Records (default)
    • Exclude Records

Classification Exists (by School Year)

Available in Find Person queries, this function field returns as true or false value (demonstrated with a checked or unchecked box) if the selected classification(s) are applicable in a specified school year. To determine which records are populated into the query results, select Yes or No.

Parameters

Classifications
(required)
  • Select which classification(s) should display if it has been applied to the person record.
Start Date
(required)
  • Select a start date in which the selected classification(s) were applicable.
End Date
(required)
  • Select an end date in which the selected classification(s) were applicable.
All or Any Match
  • Select one of the following to determine what records will display according to the classification(s) selected
    • All Selected Classifications Exist
    • Any Selected Classifications Exist (default)
Record Without Date
(required)
  • Classifications are sometimes entered without dates associated. Select one of the following to determine if a date is required on a classification in order for it to appear:
    • Include Records (default)
    • Exclude Records

Workflow Suggestions

To attain the most succinct results possible while querying with these fields, it is recommended to use a correlating set of Classification List and Classification Exists function fields. For example, the following field pairs can be used in queries with the same date range:

  • Classification List (by Date) and Classification Exists (by Date)
  • Classification List (by School Year) and Classification Exists (by School Year)

Consider the following scenario as an example. A user wants to see a list of students who played Varsity Football and/or Varsity Boys Soccer in the 2016-2017 school year. The user would want to operate according to the following procedure:

  1. In a Find Person query, pull in the Classification List (by School Year) and Classification Exists (by School Year) function fields.
  2. Apply the following criteria according to the required parameters for each field:
    1. Classifications: SPORT PLAYED: Varsity Boys Soccer and SPORT PLAYED: Varsity Football
    2. Start School Year: 16-17
    3. End School Year: 16-17
    4. On the Classification List field, select if the results should display as multi-line or not. The default is set to no, which displays the result on a single line in a row. Selecting yes will display the results on separate lines within 1 row.
    5. On the Classification Exists field, choose whether the results should include records that match any or all selected classifications. Selecting any will likely result in a higher record count considering it is much less restrictive than all.
    6. On both, select whether or not to include records that are not associated with particular years.

To see what other sports may have been played by someone who played one or both of these sports, select more, or perhaps all, available Sports Played for the Classification List field. This will list any other sports played by that person while the Classification Exists field will limit the query results to only show those who did indeed play either Varsity Boys Soccer or Varsity football.

Advanced Search on Person Classification Function Fields

Many schools have an abundance of classifications to apply to constituents. For that reason, it can be tedious to scroll through all of the available profile code options when selecting one in a profile code function field.

Click “Find Records” to use the Advanced Search to select which profile code(s) should apply to three of the above function fields (Profile Code Count, Profile Code List, and Profile Code Exists). For each of those function fields, one of the parameters is Profile Code(s). There is a Find Records button on those parameters rather than a list containing every possible profile code. One or more profiles codes may be chosen as the parameter. To select multiple options from the advanced search, use the command “Shift + Click” for contiguous selections; use “Ctrl + Click” for non-contiguous selections.