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IDGF1100 - Maintain Person ID Group Definitions
Purpose |
To allow the creation and maintenance of Person ID Groups containing members with a common link. |
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Subsystem | Person ID Groups | |
Normally Run By | Systems Specialist | |
Anticipated Frequency | As required |
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Structure | Blocks | Person ID Group |
Person ID Group Member | ||
Buttons | Find Person | |
Copy Current Group | ||
Group Security (overlay) | ||
Show/Hide Comments | ||
Dynamic Query | ||
Import Group (overlay) | ||
Import File (overlay) |
Person ID Groups are used to group people with a common link for use in reports and processes. For further details on the use of ID Groups refer to the Person ID Groups Overview.
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The Person ID Group block contains:
The Person ID Group Member block contains:
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Rules/Notes:
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Person ID Groups blockUse this block to create new Person ID Groups or to query existing groups. To create a new Person ID Group:
Person ID Groups can be retrieved by querying the System. 'Query All' retrieves all Person ID Groups created by the user together with any other groups the user has been granted access to. For more details on Person ID Group security refer to the Group Security section. Person ID Groups can be closed to prevent Insert/Update/Delete changes and further use in reports or processes. Groups can also be deleted when obsolete. To delete a Person ID Group, all child records (group members and group security) must be deleted first. The Copy Current Groups button and the Group Security button are explained below. |
Rules/Notes: For those institutions that use the Exam Timetabling Interface (ETI), a Person ID Group SPCL-NEEDS should be created. This group should contain the Person ID's of people who require some form of extra assistance during examination sessions. Provided the Group Code is the same, several SPCL-NEEDS groups can be maintained by different creators. ETI amalgamates these groups when transferring the data for Syllabus Plus Exam Scheduler. |
Person ID Group Member blockUse this block to enter members into a Person ID Group or query existing members. The use of this block differs depending on the access the user has to the ID Group. Where the user is the group creator, full access for inserting and deleting members is set. Where the user has been granted access to a group created by another person, the user's access will depend on the security access granted by the creator. This access could be to insert records, to delete records or to only view records or all three. For further details on group security access refer to the Group Security section. To enter a new person to the ID Group either:
The Spread Table displays details of the person - Name, Sex, Date Of Birth. Check boxes indicate whether the person is a Student and/or Staff member, if they are currently Enrolled and if they are currently Encumbered. While members can be deleted from the ID Group, member details cannot be altered in this form. |
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Copy Current Group ButtonThe Copy Current Group button is in the Person ID Group block. It is used to assist in quickly creating new groups of similar Person ID's. Select the Copy Current Group button. The copy will occur and a message is displayed informing the user that the copy is complete and that the new group will be displayed. Select OK. The new group is displayed. The Group Code and description must be altered by the user before saving the copied group. Where the group is copied by a user, other than the creator, the user is inserted as the new groups creator. Any group members not required can be deleted. |
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Group Security ButtonWhen a user creates a Person ID Group, initially only they are able to view and alter the new group. Access to users other than the group creator is granted by selecting the Group Security button and displaying the Person ID Group Security overlay screen. Security for a particular Person ID Group is maintained only by the group's creator. To grant another user access to a Person ID Group, either:
The various levels of security that can be granted are:
Users can be granted a single type of access, a combination of these or full access to the Person ID Group. Regardless of the type of access a user may be granted, any user listed in the Person ID Group's security is able to copy the group. When a user copies another user's ID Group, the person copying the group becomes the creator of the copied group (not the original) with full security access. Security changes must be saved. Select the Back button to return to the Person ID Group Member block. |
Rules/Notes: User's with access to an ID Group can view the security role they have been granted. However, they are unable to make changes to their role. |
Show Comments Button The Comments button allows users to type in user defined comments. The Hide Comments button returns the user to the main screen. |
Rules/Notes:
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Dynamic Query Button The Comments button allows users to define a Person ID Group by a SQL Statement. Such a Person ID group is not static - its membership is defined by the records currently returned by the SQL query. |
Rules/Notes: A user or their role must be granted the Advanced function DPIG-EDIT (in SECF0062 or SECF0063) to be able to insert, update or delete a dynamic query. Other users can only view a dynamic query that exists. And only then when they belong to the Person ID Group security. Where a person ID group is defined by a SQL statement, the ability to import Person IDs from a file is disabled and records cannot be added or removed via the Person ID Group block. When member records already exist for a Person ID group, the Dynamic Query button is disabled and a query cannot be entered. After a query is added to the Dynamic Query field, it can be validated by clicking on the Prview button or by saving or navigating out of the Dynamic Query field. A Valid or Invalid lamp is then displayed accordingly and the user cannot navigate from this field until the data entered is valid or the field is cleared. |
Import Group ButtonThe import group facility allows users to import members from another group into the currently displayed group. Selecting the Import Group button displays the Import Group overlay screen. To import a group:
A message screen is displayed informing the user of:
Select OK or the More button. The More button displays a message informing the user that only new records (the successfully imported records) are displayed. If no records were successfully transferred, an empty list is displayed. A requery will display ALL records for the ID Group. The Import Group button is only accessible where the user is the group creator or the user has been granted Insert security access from the groups creator. For further details on group security access refer to the Group Security section. |
Rules/Notes:
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Import File ButtonImport file allows users to import members from a text file into the currently displayed group. Selecting the Import File button displays the Import File overlay screen. To import a file, the full path, filename and extension of the import file must be entered into the field. For example: c:\mydirectory\myfile.txt. Alternatively, the Browse navigation button can be selected, which opens a file browser to navigate to the desired file. Selecting the Continue button inserts the Person ID numbers from the import file into the displayed ID Group and retrieves the appropriate details for each Person ID. When the process is complete a message is displayed informing the user of the number of records that were found in the import file and the number of records that were successfully imported. The message also reports the number of errors (if any) encountered in the import. The errors are:
Select OK or the More button. The More button displays a message that only the newly imported records will be displayed. Where the import of the file has successfully completed and no new records were transferred, an empty list is displayed. A requery will display ALL existing records. The Import File button is only accessible where the user is the group creator or the user has been granted Insert security access from the groups creator. For further details on group security access refer to the Group Security section. |
Rules/Notes: An example of the Import File format: 96882635 Possible causes for failure to import records:
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Last modified on 10 November, 2010 11:39 AM
History Information:
Release Version | Project | Change to Document |
12.1.1 | 1580 - Communication | Added the Group ID field and updated Person ID group creation process and changes to Show/Hide Buttons |