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In your day-to-day work with Faculty Success, it is helpful to have materials to reference how your data collection instrument is currently configured. The Configuration Report is a one-stop-shop for this information. This is a system-generated Microsoft Excel workbook showing the structure of your Faculty Success instrument, with the details of the input fields for each screen on a separate worksheet.
When you run the Configuration Report, the Microsoft Excel workbook will have an overview tab and a screen-specific tab. Each of these tabs will show the information listed below.
Overview tab:
- Screen code: An internal code assigned to an activity screen. The code for an activity screen can be found by looking at the "Code" column value for each screen's row.
- Summary Display logic: This refers to the information that displays on the summary screen, or the list of existing records for a given screen.
- Screen access settings: Displays any access restrictions that have been set up, which can be viewed by looking at the "Permission" and "Access" columns.
- Force editable: Shows if there any access restrictions on the screen within the "Force Editable" column that could prevent a user from being able to create new records. This column may display Non-Editable User Reference and Editable User Reference.
- Permission: The column "Permission" shows if a screen is only visible to a certain group of users depending on their college or department in Yearly Data.
- Date required: This tells you whether users must enter a significant date in order to save a record.
- Primary Key: A group of fields that can be used to identify unique records and prevent the creation of duplicates when importing data. For more information on primary keys, see this article.
Screen-Specific tabs:
- Field codes: Internally assigned code that refers to a field on the screen. This code can be used in the column header of a CSV for a data import process.
- Field types: Columns "Display" and "Data Type" indicate the type of corresponding field in the row, as well as the format of the data expected to be entered into the field.
- Field access settings: The "Access" column will display any access restrictions that might not make it possible for a user without manage data permissions to edit the corresponding field in the row.
- Required Fields: Informs you of any fields that must be filled in for any record edits to be saved.
- Default value: A default value that is added to the field automatically will be displayed in the "Default" column.
- Minimum/Maximum values: A minimum and maximum can be set for fields with anticipated numerical values and then reviewed in the "Min" and "Max" columns.
- Options: This applies to drop-down and checkbox lists fields with predefined options. The options available for these fields can be found in the "Options" column.
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Other attributes: This column displays any field-specific help text for the corresponding field row. If the corresponding field row is a date field, this column will display if the date field is significant.
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Note: A sample Configuration Report is included at the end of this article. This is a generic example that will not reflect any customizations made to your instance of Faculty Success. |
Getting Started
To begin downloading the Configuration Report for your Faculty Success instance, follow these steps:
- From the navigation bar, go to the Tools utility and select Home. This will take you to the Home page.
- From the Home page, go to the "Your Configuration" box and select the "Download" hyperlink. The report will then be automatically downloaded to your computer for viewing.
Note: If your Faculty Success instance contains multiple instruments, you will be provided a "Download" hyperlink for each instrument.
Why it's useful
The Configuration Report can be used to review all of the screens and fields in your Faculty Success instance. When you review the screens and fields, you will be able to see if any access restrictions have been placed on them.
An additional use is when importing data from other campus systems into Faculty Success via a CSV data import. The Configuration Report is a great place to start when creating the CSV that will be used in a data import because you can use the "Field" or "Group" or "Code" column of the Configuration Report to create the header row of your import file for the fields you want to include in your data import. The "Data Type" and "Options" columns to see if the destination fields in Faculty Success expect incoming data in a specific format. For more information on how the Configuration Report can be used for a CSV data import, see this article.
