The software has many built-in warnings and error checking processes to help you maintain the integrity of your data. When you get a warning or error message, read the message for information on why the error message displayed, and how to correct the issue.
While you will get a quick message on every successful operation, you will get an error message when an operation is not successful that must be closed after you have read the message. Error messages display in different locations, depending on when the error is returned, such as a field error, record error, or form error. Warnings verify if you want to continue the operation.
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Field error message |
Displays next to the field, for example, when a required field has not been entered, or when a scaled score on the assessment card is entered out of range.
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Record error message
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Displays at the top left corner of the screen, typically when an operation on a particular record cannot be completed due to incorrect data. For example, if you change a student’s overall status from Enrolled to Prospective, a record error message will display.
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Form error message |
Displays at the bottom of a form if certain fields on the form have been entered incorrectly. A form error displays when the form itself has invalid data and cannot be saved until the error is corrected. For example, if you enter a goal Date Set after a Date Met on the All Goals form, you will not be able to save the form until the dates are corrected.
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Warnings |
Warnings display as a popup window, typically to confirm that you want to continue an operation, such as cancelling the entry of an intake form, or entering a person whose name or SSN is already entered.
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It is never recommended that you delete records other than accidental duplications or mistakes. Many times, historical data may be needed for reporting purposes, or students or other persons, such as staff, may return to your program several years after leaving. In that case, DO NOT re-enter the record. Re-entering a record in the same agency creates a duplicate record that causes issues at reporting time and causes confusion when entering data for that person’s record. When a student returns, for example, enter new assessments, enrollments, hours, or other necessary data in the existing student record.
Students and staff with a fiscal year summary from the previous fiscal year cannot be deleted since they may count on previous fiscal year NRS reports.
If additional information must be deleted prior to deleting a complete record, a message will display at the top left corner indicating which additional information must be deleted. For example, a class with enrolled students cannot be deleted.
To delete a complete record, open the record, then click delete icon on the detail record toolbar that displays at the top of the detail record.
ALWAYS use caution when deleting complete records, and make sure you have a good reason for doing so. Deleted records are permanently gone and CANNOT be restored.
Deleted student, staff, tutor, contact, volunteer, and donor PERSON records and the user who deleted the record display in the delete log located at Agency Settings. Class, pair, group, workshop, family, and material records do not display on the delete log.
Persons who have multiple roles will not display on the delete log until all person records have been deleted. For example, a person who is a student and a volunteer will not display on the delete log until both the student record and volunteer records are deleted.