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WHAT IS NEW IN ADMINISTRATOR’S PLUS?
WHAT HAS BEEN REFINED?
AP Versions 5.5.18 to 5.5.45.10 (next version being 5.6.01)
WHAT IS NEW? 1) GENERAL:
a. When switching to a new school and then back to the previous school, the program now remembers the last year the user was in. [New in v5.5.33]
b. Menu options have been added to provide Page Setup and Printer Setup for Print > Data Base > Contacts Verification Report and Household Report. [New in v5.5.33]
c. On the Tools menu, AP Online Forms Manager may now be accessed by all users having DB module ALL rights. [New in v5.5.39]
d. When a filter is applied in Portfolios, SuperDB or Advanced Lookup screen, the filter name will be displayed in a line on top as “Filter: <Filter Name> [<Filter Criteria>]”. [New in v5.5.41]
e. An “International Support” option has been added to the Administrator’s Plus Help menu to display information about our international support. [New in v5.5.45]
2) AP ONLINE FORMS HOLDING BIN: a. Forms may be received in the Scheduling Year as well as in the Current Year. [New in v5.5.25] b. When deleting forms from the Holding Bin, the verification status will no longer be updated,
though the payment status is updated. [New in v5.5.18] c. The Holding Bin screens have been changed as follows:
i) By default, only changed fields (DB and SuperDB fields) and Contacts having changed fields (the fields that are not also student household fields) will be shown in the AP OLF Holding Bin. A button (or [Alt+S]) allows toggling between show all or changed fields.
ii) Contact names will be highlighted green only if they have changed fields that are not also student household fields.
iii) The message that the APWeb Direct Holding Bin is empty will no longer be shown. Instead, an empty grid will display.
iv) The APWeb Direct and AP OLF Holding Bin tabs have been changed to radio buttons. [New in v5.5.27]
d. The Holding Bin caption in the Address program has been changed by removing the count. The new caption is now simply “You have new updates in the Holding Bin”. [New in v5.5.31]
e. Changes were made to receive non‐household contacts and student/staff data from Online
Forms into Holding Bin, as well as to show the Special fields (above 300) display in Holding Bin. [New in v5.5.32]
3) BILLING PLUS ONLINE PAYMENTS: a. Invoices can now be paid online using AP Online Forms. [New in v5.5.21] b. Improvements have been made to the online payment screens and processes:
i) Simplified the terminology and layout, making it easier and more intuitive to select Invoices or Items to pay, use the “shopping cart” and check out.
ii) Allow payments to be made by individuals not living in the household. iii) No longer allow paying more or less than the exact amount. iv) Display more helpful progress and error messages during sending of email. v) Allow Billing Report Writer Invoice and Statement templates to be sent to the server.
(PDFs will be created and sent as email attachments to selected contacts.) [New in v5.5.45]
4) EDLINE REPORTER: a. You can now specify who has the rights to see each report. Previously, all reports posted to
Edline from AP could be seen by students, teachers and parents. Now you can specify that invoices, for example, can only be seen by parents. [New in v5.5.21]
5) CONTACTS:
a. A new option has been added in File > Maintenance > Rebuild > Rebuild Household Master Files, for use by supervisory users. The process deletes all existing household master files in the global family folder and creates new files based on the current household setting. [New in v5.5.32]
b. Changed “A Contact” to “All Contacts” in the ADD NEW CONTACT screen, under the “Copy contacts from” section. [New in v5.5.32]
c. The Student Contacts Report in AP has been enhanced. All contacts for the household are listed as well as all emergency contacts ‐ even if they are not in the household. [New in v5.5.40]
d. The Contacts verification report (generated thru the option Print > Data Base > Contacts Verification Report) now has an option to convert to PDF in the preview. [New in v5.5.41]
e. When receiving Contacts from Admissions Plus Pro, the default local field rights will be set in Administrator’s Plus. [New in v5.5.44]
6) CONTACTS REPORT WRITER:
a. Global fields (fixed and defined) have been added to the “Student Contacts Report Specifications” screen for filtering contacts for the report. It also allows “wildcard” specification (e.g. : ..art.. to search for data containing the word “art” in the selected field). [New in v5.5.32]
b. The specification screen to send the report for contacts has been redesigned. The CONTACT ENABLED check is now within the SEND REPORT TO WHOM? Contacts box. The OBSERVE MODULE RIGHTS? box has been replaced with an OVERRIDE SECURITY button that brings up an OVERRIDE MODULE RIGHTS SECURITY window. [New in v5.5.44]
c. The report generation specs screen has been changed to have an “Advanced Security Settings” button at the bottom. The Advanced Security is always set to OFF before starting a report. Clicking the button turns it ON and displays the message “Module security is being overridden.”
[New in v5.5.45] 7) CONTACTS AND EDLINE:
a. Provision has been made to send contacts data to Edline. [New in v5.5.25] b. The color has been changed to standard blue for all Edline reports. [New in v5.5.25]
8) CONTACTS IMPORT:
a. The contact import utility can now import user defined local fields. [New in v5.5.21]
9) PORTFOLIOS ‐ SAVE PORTFOLIO FILES USING STUDENT IDENTIFYING DATA: a. In order to make it easier to use Portfolio documents, there is an option to COPY documents
from the Portfolio to any folder on your computer. Because these file names can be quite obscure, a new check box has been added that will add students’ last name, first name, and AP ID to the file name. [New in v5.5.23]
10) E‐MAIL: a. The “ALL CONTACTS” option in Report Wizard and Address Book has been renamed to “ALL
CONTACTS IN THE SCHOOL”. [New in v5.5.18]
b. The “ALL CONTACTS IN THE SCHOOL” option and other Special Groups options like “ALL STUDENTS”, “ALL PARENTS OF ALL STUDENTS”, “PARENT#1 OF ALL STUDENTS” etc. will be available in the Address Book only from the QuickMail. [New in v5.5.18]
c. A right click menu option has been added for e‐mailing invoice details to AP Online Forms. The new option, Right Click > Send > Billing > E‐Mail Invoices with Online Payment Links, starts the same process as in Billing > Invoices > Send Invoices to the Online Forms Server. [New in v5.5.33]
11) QUICKMAIL:
a. A new option was added allowing email to be sent to contacts of students in a specific grade level. [New in v5.5.23]
b. A new group "CONTACTS BY GRADE" is added under "SPECIAL GROUPS". Using this option, it is possible to select all contacts of those students or just specific relationships. [New in v5.5.23]
c. It is also now possible to select a particular e‐mail address like Office, Home etc. [New in v5.5.23]
12) EXCEL WIZARD: a. Contacts can now be in any Excel column.
i. The Course Section list can now have these additional fields: 1. COURSE ALIAS 2. COURSE LEVEL 3. COURSE DESCRIPTION 4. PRIORITY 5. COURSE LINK 6. COUNT IN HONOR ROLLS 7. COUNT IN SIMPLE GPA 8. COUNT IN ADJUSTED GPA 9. TEXT 10. COST 11. FEE 12. The fields COURSE NAME, COURSE #, SECTION, DEPT., STAFF ID, TEACHER,
ROOM, TIME, QTR, CREDITS, WT, GPA, SG, EG, OPT, SZ are the columns sent by default now, and those fields will continue to be sent, irrespective of the additional fields selection. [New in v5.5.21]
b. Student Transcript can now contain skill grades.
i. A new specification, "Include Skill Grades", has a default value of NO. If this option is selected then a new column, "Skill Description", will be added in the transcript report after "Staff Name" and before the grades. Skill grades are printed in separate rows after printing the course grades for each course. When the course grades are printed, the new column will be blank. When skill grades are printed, it puts the skill description in this column. [New in v5.5.21]
c. Changes have been made in the handling of Contacts fields in the Excel option. In order to reduce clutter, only the basic fields are shown. A specification can be set to show all fields. [New in v5.5.21]
d. Database Plus > Student Data With Contacts > Select Contact Fields: i. In Select Contact Fields screen, a toggle button has been provided to Show All
Fields/Show Basic Fields. When only basic fields are selected, it shows all the fields as in One Contact screen in the Available Fields column as the default. This is valid for Database Plus > Master Contacts option also. [New in v5.5.22]
ii. The Course Name and Skills Name have been included on the Excel Student Skills Report. [New in v5.5.32]
e. Student Data Base fields have been added to the existing “Student Data with Contacts” in Excel Wizard. Data Base > Student Data with Contacts > Include DB Fields (from Common Specs) was added. On selecting this as “Yes”, the DB fields set in the Common Specifications screen will be shown to the right of contacts data. [New in v5.5.41]
f. There is now provision to save report settings as different views for student and staff database reports, as in Pivot tables. This has been implemented in District Control student and staff database reports as well. [New in v5.5.44]
13) DB ADDRESS:
a. A Data Base field can now be linked to a non‐generic SuperDB table: i. Student/Staff SuperDB table fields can be selected for defining Primary/Secondary
Validated fields in the Address program. ii. The lookup for the DB fields linked to non‐generic fields will have only the records of the
current student/staff from the linked table. iii. For fields linked to generic tables, the lookup will have all the records from the linked
table. [New in v5.5.32] b. Staff verification status can now be updated and shown:
i. Two new Address specifications were added, “Show Staff Verification Status” and “Begin Date for Staff Verification”.
ii. AP Online Forms was modified to allow verification for Staff forms. iii. The Address program was modified to show the verification status for Staff. iv. The Staff verification status and date are saved in the receive to holding bin process.
[New in v5.5.33] c. A new background service has been added to show the up‐to‐date Holding Bin status in Address.
[New in v5.5.34] d. The Enable Holding Bin Service setting is now saved per user. That is, each user may decide
whether the service should run on their workstation. (By default, the option is not checked.) A new option, Get New Forms from the Server [Alt+G], is also provided in the Holding Bin screen [New in v5.5.41]
e. The label has been changed from “Enable Holding Bin” to “Auto‐check Holding Bin every 15 minutes”. [New in v5.5.42]
f. The default field values in the Address screen will now be read from Supervisor’s fields for all users. They will not show until the user enters edit mode. Note: Default field values are NOT saved into a student’s record until any field for that student is edited or saved. This prevents wrong data from being saved for students to whom the default values do not apply. Default values may be applied to every student by using BATCH ENTRY (which is found in ADDRESS under OTHER options). [New in v5.5.43]
g. There is now a way to batch link or unlink contacts into Contact linked Address fields by relationship/primary. A new option has been added in Address > Other (F2) named Batch Link/Unlink Contacts to Contact Validated Fields. [New in v5.5.44]
14) DB NEW FILES:
a. For DB New Files > Receive New Students from Holding Bin > Admissions Plus Pro, a new spec has been added to select a Data Base field under “Place date of registration into which field?” When students are received into Admissions Plus Pro, the selected field will be updated with the system date. [New in v5.5.41]
15) DB HISTORY: a. The listing order of history records in the grid has been changed so the most recent items will be
at the top. A similar change was also done in “Excel” and “Print” options. [New in v5.5.18] b. A new column has been added to show the Web User Name (from APWeb Direct or APWeb
Teacher) in DB History. [New in v5.5.32]
16) DB TRANSFER: a. A new specification option has been added to select whether to transfer student or staff Data
Base fields. The staff data transfer options are as they have been for students. [New in v5.5.27] b. A new option button, “TRANSFER VERIFICATION STATUS AND DATE (Yes/No)”, has been added to
the Data Base Transfer specification, with a default value of “No”. [New in v5.5.41]
17) DB PRINT: a. Contacts has been added to the PRINT program. In the field selection screen (“Select Fields In
The Order To Be Printed”), a new Contacts tab has been added. The Contacts fields and the relationships to be printed can be selected in this tab. The Contact fields from the One Contact screen will be available for selection. [New in v5.5.34]
18) DB SUPERDB:
a. The sort order in SuperDB screens (like that of the batch add feature) has been changed. The sort and search order is now by Student Name rather than APID. [New in v5.5.41]
19) DB REPORT WRITER:
a. Help comments have been added to contacts fields codes. The following ~REM~ text was added for the contact codes:
i. ~Contacts.Relationship(“Father”).Last Name~ “~REM~ to select another field: Erase “Last Name” and press Shift‐F6 with the cursor after the period.”
ii. ~Set.Contacts.Relationship(“Father”)~ “~REM~ to select another field: Erase “Relationship” and press Shift‐F6 with the cursor after the period.” [New in v5.5.32]
b. An option has been added in the PHOTO code to print the pictures linked with Address fields:
i. A new parameter, “LinkedField”, was added in the photo printing code. ii. If the value is 0, or if this parameter is missing, it prints the student photo. To print a
photo linked to a particular field, enter that field number as the value for this parameter. [New in v5.5.32]
iii. There is now a way to print the Contact View similar to the SuperDB Tables in report Writer. A new set of codes was added to report Writers. Select CONTACTS TABLE from the lookup to get the new codes. The parameters are similar to those in SuperDB table print. [New in v5.5.34]
c. A new loop code has been added in DB Report Writer. The codes inside the loop will execute for
every contact of a student. Select “Contacts Loop” from the code lookup to get the sample code which is as follows:
i. ~ContactsLoopStart~ ~C.First Name~ ~C.Last Name~~T3~~C.Relationship~
~rem~Press Shift‐F6 from contacts loop for a lookup of all the contact fields. ~rem~The selected field from the lookup will be copied to the report at the current cursor position. ~ContactsLoopEnd~ [New in v5.5.44]
d. A new loop code has been added in DB Report Writer allowing a report to filter on more than
one contact’s fields. Select “ContactsStart” from the code lookup to get the sample code. Place the cursor inside the ~ContactsStart~ ‐ ~ContactsEnd~ block and press F1 to get full help information. [New in v5.5.45]
20) ATTENDANCE: a. The program has been modified to update the calendar history for students and staff. The history
is updated from the New Files, Correct and Calendar > Alternate Calendar Setup > Assign Calendars to Existing Students option. History can be viewed by right clicking the Calendar field label in the New Files and Correct programs. Editing, printing and sending to Excel options are available. [New in v5.5.34]
b. A button has been enabled so the user may now select the new RS4 location for the default APWeb attendance import templates. [New in v5.5.41]
c. The number of characters for Substitute Teacher entry has been expanded to 100 in Enter Daily Attendance. [New in v5.5.44]
21) SCHEDULING ‐ ENTER COURSE REQUESTS:
a. Course requests can be received from AP Online Forms in the scheduling year. i. Right click on the desktop: Scheduling ‐> Enter Requests screen, click on “Holding Bin
[Alt+H]” link in the left menu bar. A message will be displayed whether to sync with the Online Forms Server. Click “Yes” to download the course requests from the OLF Server. Once the sync is complete, a screen will be displayed which lists the courses requested by the parent or student. [New in v5.5.21]
22) SCHEDULING – UNASSIGNED LIST:
a. Many schools have more # of periods than # of days in their scheduling rotation. (Example: Block A meets 8 times in 5 days.) The Unassigned List did not allow a user to set the End Day spec to 8 if there were no period meeting in days 6‐8. The program has been modified to accept the valid values for Start Period, End Period and Start Day, End Day based on the values in the scheduling day rotation #1 specs. It generates the reports only for the available blocks. [New in v5.5.34]
23) ALL REPORT WRITERS:
a. The option “Copy To User Task [F9]” has been added to the Report Writer Lookup screens. This allows the settings for a task (standard or user defined) to be copied to another user‐defined task. The copy option will only be enabled for tasks which are defined. If the destination task is already in use, an overwrite confirmation prompt will be shown. [New in v5.5.19]
b. The new “Copy To User Task [F9]” button caption on the Report Writer Lookup screens has been changed to “Copy to Another User [F9]” to better characterize its function. [New in v5.5.28]
c. Tasks can be copied to other users. The Copy Task option in the task lookup can now copy the selected task to another task of another user. Select the user name from the dropdown list of users. Only users with at least read rights to the selected module will appear in the dropdown. Only the UNUSED user defined tasks of the selected user are listed for copying the task. A task is considered as UNUSED when the task specification file does not exist in the user folder, or if the task spec file exists but the linked report is UNUSED. [New in v5.5.21]
d. Contacts codes, ~Contacts.Relationship(“<relationship>”).Last Name~ and ~Set.Contacts.Relationship(“<relationship>”)~ now work in all Report Writers. [New in v5.5.34]
e. The resetting of page numbers happens in the header if there is a ~PGNUM=X~ code, but this has not been applicable to the footer. The ~PG~ code has been modified so that the resetting can happen for page numbers printed in any part of a report. Use ~PAGEFOOTER~~PG=X~ to reset the starting page number to 1 in the footer for each student. [New in v5.5.39]
f. The “Copy to Another User” option now allows Supervisor to copy the entire task (all specs) over other defined user tasks. Formerly, tasks could only be copied to unused user‐defined tasks.
[New in v5.5.45]
24) REPORT CARDS ‐ ENTER COURSES: a. Section Roster Lookup window: A TIME column has been added allowing the user to view the
Meeting Time and select the sections to print. [New in v5.5.23] b. When skills are copied using the “COPY SKILLS” option from Enter Courses > Assign Skills to
Course screen, the default “ALL SKILLS” box will now be updated in Student Evaluator (IB). [New in v5.5.18]
c. The Extended Section Information screen has been modified as below:
i) A lookup as well as previous/next buttons are provided for retrieving courses. ii) On retrieving a course, all the sections of the course are shown in the Section grid. iii) Extended Section info can be entered/edited for all the sections of the course using this
screen. iv) All the defined tables are shown in the grid on the left. v) The fields and the values of the table are displayed in the grid on the right for the
selected table. vi) The Section column in the Section grid will have a red mark to indicate whether the data
has been entered for that section in any of the tables. A tool tip is also provided to show the name of all the tables having data.
vii) Multiple records are allowed for the same table of a section. viii) This screen can be accessed from View/Edit Courses and Sections screen (Ext. Sec.
[Alt+Y] in the left menu bar) and View/Edit Sections screen (View/Edit Extended Section Info. option). [New in v5.5.27]
d. Extended Section entry changes:
i. Increased the maximum length of table and field names to 255 characters. (Tooltip is provided for table name combo box, field name and default value columns in grid.).
ii. Valid characters for a table name are alphabetic, numeric and space. For a field name, alphabetic, numeric, hyphen and underscore. While saving, it validates and removes any invalid characters. [New in v5.5.32]
e. An “Edit Table” button has been added in the header part of the “Define Extended Section Information Table” screen. The existing [F3] button allows editing the field names, whereas this button allows edit of all header information, including the name of the table. [New in v5.5.39]
f. Options were added to allow lookup of courses by Course Description or Course Name, and to include Course Level on the list. [New in v5.5.34]
g. The Extended Sections Information program has been modified to allow the generation of SIF events. [New in v5.5.45]
25) REPORT CARDS ‐ ENTER GRADES: a. One can now import grades “On or After a certain date and time”. The option to specify time
along with date was added to specification screens in GradeQuick and APWeb imports. The time will default to 12:00 a.m. [New in v5.5.32]
26) RC STATISTICAL REPORTS ‐ HONOR ROLLS: a. A new button has been added to send data from the Honor Roll grid to Excel. [New in v5.5.23]
27) REPORT CARDS REPORT WRITER ‐ NEW ADVANCED BOX CODE: a. Added: CharPerNarrativeColumnName = ##.
(Added in the Advanced Box and Course Table under Narrative box.) The default value is 5. ## = 3 will print the 3 char RC column name. ## = 5 will print the 5 char RC column name. ## = 6...25 will print the ## number of char from the 25 char RC column name. [New in v5.5.21]
28) REPORT CARDS REPORT WRITER – NEW TRANSCRIPT BOX CODE:
a. Added a new code “Transcript Box” in the dropdown of RC Report Writer editor screen. Selecting this will add a set of codes, similar to Course Table Codes, required for generating the transcript box. The Transcript Box will show years in rows and courses in columns, and print grades from a selected marking period. [New in v5.5.32]
b. The Transcript Box has been modified to allow grades to be printed by department. New parameters have been added. [New in v5.5.33]
29) REPORT CARDS REPORT WRITER – NEW DEPARTMENT TRANSCRIPT BOX CODE:
a. Added a new code “Dept Transcript Box” in the dropdown of RC Report Writer editor screen. Selecting this will add a sample set of codes required for generating a transcript by department in a table format. [New in v5.5.44]
30) REPORT CARDS REPORT WRITER ‐ NEW EXTENDED COURSE CODES:
a. Added: ExtendedCRSColumnWidth# = ##.##. (Added in the Course Table block.) ##.## defines the column width in inches. [New in v5.5.27]
b. Added: ExtendedCRSColumnName# = <column name>. (Added in the Course Table block.) <column name> is the name of the extended course table field to be printed. [New in v5.5.27]
31) REPORT CARDS REPORT WRITER ‐ PHOTO CODE: a. Added a new parameter, “AdvancedVertical”, in the photo printing code. b. Enter Y for this parameter to alter the current vertical position based on the size of the printed
photo. c. Sample code: ~PHOTO,LinkedField=0,AdvancedVertical=N,Zoom=100,Left=0,Top=0~ ~REM~Set
Top =CurrentPos + 0.5 to print the photo 0.5 inches below the last printed line. [New in v5.5.32]
32) REPORT CARDS REPORT WRITER – IB LANGUAGE TRANSLATIONS: a. When printing a Cumulated Report out of the Student Evaluator using the Language Translation
feature, the skill descriptions, as well as the course names, are now replaced with their foreign language equivalents. [New in v5.5.45]
33) REPORT CARDS ‐ VIEW CHANGE ADD DROP EXTENDED RC:
a. A new column "Default Value" is added in the ExtendedRC setup screen to specify the default values for the fields. [New in v5.5.21]
b. Click the "Batch Update Default Values" button at the right top of the screen to batch update the default fields values to all the blank fields of all the existing records. The batch update happens after user confirmation. [New in v5.5.21]
c. Before creating a new ExtendedRC record for a course, the default values are populated in the fields. The confirmation message appears when the user starts entry of data to any of the fields. It is possible to stop the display of this message by checking 'Do not show again in this session' box provided in the message screen. [New in v5.5.21]
34) REPORT CARDS – RTF NARRATIVES:
a. Provision has been made in Report Cards for narratives in Chinese, Korean, Japanese etc. This was accomplished by allowing them to be saved as separate RTF files. A new global setting has been added: Setup > Report Cards > Enable Enhanced Formatting in Narratives. Corresponding new specs and parameters were added in appropriate programs as well. [New in v5.5.32]
b. The above was made a by‐request‐only feature, to be used under the direction of Rediker Technical Support. [New in v5.5.34]
35) REPORT CARDS – COMMENT CODES:
a. There is now the option to print comment codes/descriptions in multiple cells below the course details. The following new parameters have been added to the Course Table Code: CommentRows = # (Indicate the number of rows) CommentColumnsPerRow = # (Indicate the number of columns per row) CommentsInCell:#=<any text>~Code:<Marking period column #>~ (Prints comment code
from the indicated column. More than one column may be specified, separated by commas)
CommentsInCell:#=<any text>~Description:<Marking period column #>~ (prints comment Description from the indicated column) [New in v5.5.45]
b. A new parameter, AppendToSubjectName =, has been added to append a string to the course name.
AppendToSubjectName = REMARKS, for example, will print the subject line for the course “MATH” as “MATH REMARKS”. [New in v5.5.45]
36) RC STUDENT EVALUATOR (IB): a. The grade calculation in APWeb Teacher can now work with any type of box as selected in
Student Evaluator. A specification, “Include in Course Grade Calculation” has been added in the Student Evaluator ‐> Skill Box/Wizard to set whether it should be considered for auto calculation of course grades in APWeb Teacher. [New in v5.5.27]
b. If two‐column format is selected, it will be applied to Cover page, First page header, Last page footer and Back page also, as in course boxes. [New in v5.5.41]
c. A new parameter, Number of Skills Rows, has been added in the continuum type skill box print
properties. This value may be set to print a fixed number of skills rows. If there are fewer skills, remaining rows will be blank. If there are more skills, they will be omitted. “All” may be entered to print all the skills in the box. [New in v5.5.45]
d. In Student Evaluator libraries, it is now possible to use RTF (Rich Text Format) options when editing Course Header and Footer. That is, you may directly change fonts and use bold, underline and italic (without having to paste from WORD). [New in v5.5.45]
37) BILLING – INVOICES:
a. An option has been added to post invoices and send emails to parents so they can pay. The “Send Invoices to AP Online Forms” screen has been modified to include two options:
i. View/Edit E‐Mail Template: This will bring up a screen to edit the details of the billing e‐mail template.
ii. Sending E‐Mail: When “Send E‐Mail” button is clicked, PDFs for the selected invoices will be generated and uploaded to the Online Forms Server. The E‐Mail editor will be opened for each invoice and the corresponding PDF attached. A link will be provided in the e‐mail body which can be used to log in directly to the payment page in Online Forms. [New in v5.5.32]
b. A new spec has been added in page #2 as “8) USE LARGE FONT FOR STATEMENT AND AGING REPORT” with options Yes or No. Yes will use a font size of 7 rather than 6. [New in v5.5.32]
38) BILLING BATCH ENTRY:
a. A new option was added to batch add items to invoices within a specified date range. If you have a 10‐month billing plan and have created, in advance, one invoice per month, this new feature allows adding charges, such as athletic fees or discounts, to only one of those invoices.
[New in v5.5.26]
39) BILLING – FAST PAYMENTS: a. A new CUSTOM item has been added to the Receipt Format specification. Codes have been
added to show the Check # and amount in the header of a receipt generated for a family, and to print the amount in words. [New in v5.5.38]
40) FINALSITE INTERFACE ADDED: a. A new Finalsite interface program version 1.2.0 has been added to the Setup. [New in v5.5.18] b. A new Finalsite interface program version 1.8.0 has been included in the setup. [New in v5.5.45]
41) GRADEQUICK INTERFACE: a. The ‘Select Contact Fields To Be Sent To Grade Quick’ screen has been redesigned as follows:
i) In the ‘Select Relationships’ grid, the name “Primary Relationship” has been changed to “Primary Contact”.
ii) The ‘Select Fields’ grid allows for selecting the fields for the relationships selected in the first grid.
iii) A consolidated view of all the field selections is available in the third grid, in the format <Field Name> [<Relationship>].
iv) Similar changes were also made in the screen for selecting fields for Generic Export – ‘Select Contact Fields To Be Sent To Generic Auto Update’. [New in v5.5.27]
42) DISTRICT CONTROL – NEW FILES:
a. Transfer To Another School can now transfer contact details also: i. An option has been added in New Files DC Transfer program to transfer Contacts (as
done for SuperDB data) while transferring students. ii. A prompt message was added to confirm contacts transfer. iii. A Family Code will be assigned to a student after transferring to a new school and a
record will be added to the household master file for the same. iv. Contacts data will be transferred only if both the source and destination schools belong
to the same household settings (points to the same global family folder). [New in v5.5.32]
43) STUDENT EVALUATOR:
a. A new parameter, Marking Period Column Name Length, has been added for the Continuum type skill box properties to allow the Continuum box to print the 25‐character RC column name like all the other boxes. This may be set to any value from 3 to 25, with the default being 3. [New in v5.5.33]
b. An option has been added to generate a multi‐column report in IB Template. The following two new parameters were added for the Template in the Advanced Settings screen:
i. Print In Two Column (Check box to set this option) ii. Space Between Columns = <value>, default to 0.1 inch [New in v5.5.37]
44) MORE AP USERS: a. A utility has been provided to dramatically increase the number of Administrator’s Plus users
that can be created at a school. After running the utility, the new theoretical maximum is 1024 users. [New in v5.5.27]
45) SEMS EXPORT:
a. Contacts data may now be sent to SEMS special education software. [New in v5.5.21]
46) MOODLE EXPORT: a. Parent and student demographic and course enrollment information may now be exported to
Moodle via 4 files In .CSV format, using an optional background service. [New in v5.5.36] b. The Moodle Export program has been enhanced to upload the export files to SFTP servers.
[New in v5.5.40] c. A “Send Data Now” button has been added to the Moodle Export specifications. This option will
send ALL the existing data to Moodle, as opposed to only changes to existing data which the Auto Export sends. [New in v5.5.41]
d. The Send Data Now option may be used to force an export on request. The files will be exported based on the data modified in AP as of that time. Initially the Student files will be exported and, after an hour’s gap, the Parent files will be exported (as in a Scheduled export). [New in v5.5.45]
e. There is now the option to specify the Folder Name (in FTP server) in the Moodle specification. [New in v5.5.45]
f. The same file names are now allowed for the Student Bio Record and the Parent Bio Record exports. Similarly, the same file names are now allowed for the Student Course Enrollment and Parent Course Enrollment Record exports. The latter set of file names, however, must be unique from the former. [New in v5.5.45]
g. A warning message will now be displayed in the Send Data Now option if duplicate file names are used. [New in v5.5.45]
h. The Windows Scheduler for scheduling the Moodle export has been removed. [New in v5.5.45] i. Two new specs have been added for scheduling the export to FTP:
i. Export Start Time ii. Export Time Interval (in minutes) – default 40 minutes [New in v5.5.45]
j. An option, “Start Moodle Export Service”, has been added to start the service the first time. When activated, an executable will run continuously in the “system tray”. (You can right click and stop this background service at any time.) The service will take care of exporting the files according to the set time interval. The first export will start per the set Start Time and the export will then repeat at the set time interval. Student files will be exported first and then the parent files after half of the set time interval. (Example: If the time interval is set as 40 minutes, then the parent export will take place 20 minutes after the student file export.) [New in v5.5.45]
WHAT HAS BEEN REFINED? 1) AP ONLINE FORMS HOLDING BIN:
a. Incomplete Forms can no longer be received. (It was not proper to receive a form before a parent clicked “SUBMIT”.) [Done in v5.5.25]
b. In DB Address > Holding Bin > Online Forms > Incomplete Forms, the Send E‐Mail and View E‐Mail Templates options were creating a new default template instead of using the existing template. This works well now. [Done in v5.5.26]
c. In DB Address > Holding Bin > Online Forms > Incomplete Forms, if more than one student was checked, it could send out the highlighted email instead of the individual ones. This works well now. [Done in v5.5.31]
d. When a household field for a student (DB field) was edited in the AP OLF Holding Bin screen, and if the same field was not present for Contacts in the form, then old data in Contacts was overwriting the DB field data. This works well now. [Done in v5.5.19]
e. A file closing issue was existed that could have resulted in an error that a process could not access a global family file because it was being used by another process. This works well now. [Done in v5.5.19]
f. Database Linked Continuum answers were not copying back to the database fields. This works well now. [Done in v5.5.31]
g. The Incomplete Forms total was different on the Address and Manager screens. This works well now. [Done in v5.5.31]
h. If there were several separate forms for a student, and all were imported in the Holding Bin, only the first one shown was getting a submitted date. This works well now. [Done in v5.5.31]
2) CONTACTS:
a. Next/Previous navigation issues were taken care of in the One Contact screen. [Done in v5.5.19] b. There was an issue with Deleting Contacts with a filter on. This works well now. [Done in v5.5.18]
3) DISTRICT CONTROL:
a. A “Search by Fields” query worked when done from a school but omitted some students when done from the District Control menu. This works well now. [Done in v5.5.25]
b. An Error 75 sometimes occurred after adding a school to the District Maintenance List and then rebuilding the District Key files. This works well now. [Done in v5.5.27]
c. An error “Backup.inf not proper” was occurring in the Get Offline Data process. The refinement was to recognize both the old and new formats of the file. [Done in v5.5.27]
d. Selecting more than 29 grade levels in District Control (New Files – specs) gave a message that the number of grades cannot exceed 30. This limitation was eased. [Done in v5.5.32]
4) PORTFOLIO:
a. When viewing a student’s portfolio list, documents were not being properly copied when drag and drop was used to add them to the portfolio. This works well now. [Done in v5.5.32]
b. If parents filled out multiple online forms at once, the forms could get imported into the portfolio with the exact same file name. This works well now. [Done in v5.5.32]
5) E‐MAIL:
a. For individual e‐mail types, it was showing only ‘THE STUDENT’ and ‘THE STAFF’ e‐mail fields for selection in the Report Wizard. Now it shows all the E‐Mail fields set in the Report Wizard. [Done in v5.5.20]
b. When using the E‐Mail feature in AP, an error message saying “Contact data base has not been setup” was appearing, even when Global Family/Contacts functionality was not enabled. This was modified to only come up when applicable. [Done in v5.5.30]
6) EXCEL ‐ MULTI MODULE QUERY: a. The End date in the query was becoming the same as the Start date as soon as the query was
saved. This works well now. [Done in v5.5.27]
7) REPORT CARDS ‐ VIEW CHANGE ADD DROP: a. There was an issue batch entering Extended RC data when no default values had been assigned.
Now, if no default values are defined, the option "Batch Update Default Values" will be hidden. [Done in v5.5.23]
8) REPORT CARDS ‐ ENTER COURSES: a. There were issues with Printing Master Course List by Number, by Alpha and with Skills. This
works well now. [Done in v5.5.28]
9) DATA BASE ‐ NEW FILES: a. When importing a new prospect from Admissions Plus Pro, if the Contact of the prospect was
already available in Administrator’s Plus, the Contact’s unmapped global fields were being replaced with blanks. This works well now. [Done in v5.5.18]
b. When bringing in information from the Admissions Plus Pro Holding Bin, blank data from Admissions is no longer written to AP. (It will no longer overwrite possible pre‐existing data in Data Base fields or Contact fields.) [Done in v5.5.21]
c. Also, if the contact in AP is already in a household then the household status is retained after updating it with data from APP. [Done in v5.5.21]
d. New Files SIF triggering was not happening correctly. (An Add Event was sometimes being treated as a Change Event so new student personal and school enrollment XML files were not being created.) This works well now. [Done in v5.5.29]
10) DATA BASE ‐ ADDRESS: a. When exiting the Address program, an error could occur during the export process if a school
was exporting to BOTH our accounting program, FINACS, and to the special education software, SEMS. The error occurred when both FINACS (APA) and SEMS were selected for auto export with Contacts fields, and other contact enabled SOS exports were not selected. This works well now. [Done in v5.5.23]
b. When fields were added to a view (in SuperDB), and then the Send to Excel option was selected, an error was generated. This works well now. [Done in v5.5.18]
c. When bringing in staff data from AP Online forms, any field without data was getting automatically populated with the corresponding field’s student default value. This works well now. [Done in v5.5.44]
11) DATA BASE ‐ TRANSFER:
a. When doing individual staff override, an “Invalid Grade Level” message could occur if the total number of grade level in the source and destination years were different. This works well now. [Done in v5.5.44]
12) IMPORT CONTACTS FROM ASCII FILE ERROR:
a. An Error 9 was observed when no local fields were defined in the Contacts Data Base. This works well now. [Done in v5.5.21]
13) ENTER DAILY ATTENDANCE: a. An error 91 was observed when entering comments for staff members. This happened when the
SIF export was turned on and the configuration settings were not entered. This works well now. [Done in v5.5.45]
14) ENTER PERIOD ATTENDANCE, RECEIVE FROM GRADE QUICK: a. Errors occurred when an unrecognized or corrupted file was found in the shared folder used by
both GQ and AP to exchange attendance data. These files will now be ignored. [Done in v5.5.21]
15) ENTER PERIOD ATTENDANCE: a. On a Period Attendance rotation day that does not contain the letter A, the "default" period in
the upper‐right corner of ENTER PERIOD ATTENDANCE will be the first period listed in the rotation. When printing a Period Attendance bulletin for this default period (that is, without changing the period), a blank period A bulletin appears instead of the period listed in the upper‐right. This works well now. [Done in v5.5.21]
16) PERIOD ATTENDANCE ‐ REPORT WRITER: a. Running a contact enabled Period Attendance Search Letter with specification E set to “1 Report
per Found Course” was generating errors. This works well now. [Done in v5.5.18]
17) PERIOD ATTENDANCE ‐ BATCH ENTERING ATTENDANCE COULD GO INTO THE WRONG DAY: a. When batch entering period attendance into a day created by clicking <New Date> from the
Enter Period drop‐down that lists dates, the attendance actually was getting placed into the day AFTER the new day created. This works well now. [Done in v5.5.21]
18) SCHEDULING ‐ ENTER COURSE REQUESTS:
a. An error was coming up when trying to apply a course group to an individual student, even though the group had valid course numbers. The issue occurred when 4‐digit course numbers were in the group. This works well now. [Done in v5.5.31]
19) SCHEDULING ‐ STUDY HALL SCHEDULER:
a. It was possible for study halls to be assigned to occupied meeting time. This works well now. [Done in v5.5.32]
20) BILLING REPORT WRITER: a. Minor formatting issues existed when spaces are in front of a ~REM~ code. This works well now.
[Done in v5.5.21] b. The Past Due Letter task could cause Admin Plus to hang up if there was no `PGSTART~ …
~PGEND~ codes in the report. This works well now. [Done in v5.5.45] c. Invoices may now be included based upon selected summary codes. Selecting “WHICHINVOICES”
from the code lookup will add the code ~IncludeInvWithBlCodeLinkedToWhichSumCode=~ in the report.specs. [Done in v5.5.45]
21) DISCIPLINE REPORT WRITER:
a. The Discipline Report Writer and the F9 Print in Incidents were printing the wrong user‐defined Extended DS table name. This works well now. [Done in v5.5.29]
22) REPORT CARDS REPORT WRITER: a. The department transcript did not read the Extended RC Transcript Year properly. When
entering 07‐08 into Extended RC, ”‐08" appeared. When entering 2007‐08 into Extended RC, "07‐08" appeared. This works well now. [Done in v5.5.21]
b. There were alignment issues with PDFs created when the ~CL...~ and ~TABLE3…~ codes were used. Using spaces caused column misalignment. You can now use TAB codes. [Done in v5.5.21]
c. Narrow Transcript by Department: If the ~DESCRIPTION:14~ code was used, Course Names were not printed. This works well now. [Done in v5.5.26]
d. The introduction of the new RW code ~PDFALIGNMENT~ , to be added to the body of a report to assure proper alignment when transcripts are converted to PDF, was causing the report generation to be slow even when the new RW code was not being used. This works well now. [Done in v5.5.29]
e. When a hosted school generated a report card for an individual student, there was potential for a report card from another hosted school to appear instead. The reason for this susceptibility was identified and this works well now. [Done in v5.5.29]
f. The Advanced Honor Roll Name sometimes printed wrong if there were more than 4 honor rolls.. This works well now. [Done in v5.5.44]
23) LOOKUP: a. When exporting Staff Field #9 to Excel via Advanced Lookup, the data was being displayed in
DATE format, regardless of the field’s actual type. This works well now. [Done in v5.5.31]
24) EXCEL WIZARD: a. In Tools ‐> Excel Wizard ‐> Complete Data, the Student Transcript worksheet was coming out
blank. This works well now. [Done in v5.5.26]
25) EDLINE REPORTER: a. Sending a Billing Report for any selected individual student was giving an error “No Reports
generated”. This works well now. [Done in v5.5.18]
26) ENHANCED SECURITY: a. A potential default rights issue when adding or deleting users was taken care of. [Done in v5.5.19]
27) TOSHIBA PRINTER SUPPORT:
a. Report cards were not printing correctly on a Toshiba copier/printer (Estudio5520C driver 6530 series). This was due to the printer driver not supporting the setting of page height and width. A change has been made in Page Setup to get around this by simply going with automated paper size settings, as long as a file by the name CustomPaper.Txt has been created in the RS4\Progs folder. [Done in v5.5.19]
28) MAP ASSESSMENT REPORTS:
a. MAP Assessment Reports weren’t including all selected grade levels. This happened when there were more than 14 grade levels. This works well now. [Done in v5.5.28]
