Maintain Person ID Group Definitions - IDGF1100

Purpose

To allow the creation and maintenance of person ID groups containing members with a common link

Subsystem

Person ID Groups

Structure

Two Blocks

Person ID Group

Person ID Group Member

Buttons

 

Copy Group

Group Security

Show/Hide Comments

Import Group

Import File

Overlay Screens

 

Comments

Group Security

Import Group

Import File

Image

 

 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.

 

Person ID Groups block

Use this block to create new person ID groups or to query existing groups.

To create a new person ID group:

  • Record a group code (mandatory). This is a unique name for the person ID group.
  • Record a description for the group code (mandatory). It is recommended that meaningful descriptions are recorded for each group to assist in identifying ID groups.
  • The System inserts the creator ID and the creation date. The creator name is displayed by the System upon saving the newly created group.
  • By selecting the Show Comments button an overlay field is displayed in which comments can be recorded for the person ID group. Selecting the Hide Comments button will remove the comments field redisplaying the ID groups creator details.

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 Groups button and the Group Security button are explained below.

 Note:

  • 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 block

Use 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:

  • Enter a known person ID; or
  • Select the Find Person button and perform a query to locate person. Select OK to return to the main form.

The spread table displays details of the person - name, sex, date of birth. Checkboxes 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.

 
Import Group

The 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:

  • Enter the ID Group Code. This code is the System assigned number of the group. ID Group Codes can be entered in two ways:
    • Enter a known code; or
    • Select a group from the LOV. The LOV will display only those groups the user is the creator for, or has been granted security access to, by another creator.
  • Select Continue to import the selected group's person ID numbers into the currently displayed ID group. The System will retrieve the associated person details.

A message screen is displayed informing the user of:

  • The number of records in the import group and
  • The number of records successfully inserted.
  • The number of records in error:
    • Not loaded due to an invalid person ID; and
    • Not loaded as they already exist in the current group.

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.

 
Import File

Import 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

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:

  • Number of records with incorrect format.
  • Number of records with invalid person ID numbers; and
  • Number of records that already exist in this group.

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.

 Notes:

An example of the Import File format:

96882635
96534266
97118902
97192345
98204578
98273904

Possible causes for failure to import records:

  • File is not a .txt file type.
  • Path or filename are incorrect.
  • File contains names, words or letters.

 
Copy Current Group

The 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.

 
Group Security

When 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:

  • Key a known user ID; or
  • Select the Find Person button and perform a query to locate user. Select OK to return to the group security screen.

 The various levels of security that can be granted are:

  • Selecting user only. By not selecting any of the available checkboxes, the user is only able to view the person ID group. They are not permitted to perform changes.
  • Selecting the highlighted user's Insert checkbox. This allows the user to add members to the person ID group. Users with this access can also import groups and import files into the ID group.
  • Selecting the highlighted user's Update checkbox allows the user to update the details in the Person ID Group block only. Users with this access can update the group code, description and comment. The user is also able to close the ID group. However, these users while able to view the members of the ID group, cannot add or delete members. They also do not have access to the Import Group button and the Import File button.
  • Selecting the highlighted user's Delete checkbox allows the user to delete members from an ID group. Users with this access are not able to delete a person ID group as they are not able to delete the group security records. This access also does not allow the user to import groups or files.

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:

  • 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.

 

Last Modified on 2 July 1999