Guide contents
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Summer ‘23: enable OAuth Username by going to Setup > OAth and OpenID Connect Settings > AllowAuth Username-Password Flows > toggle On |
Add Record Types and List Views
Account
Account Record Types
Create the following Account Record Types:
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Record Type Label: Educational Institution / Department / House
Active = TRUE
Make Available = System Administrator
Person Account Activation
Note: Do this before installing a new package.
Before syncing the Publish Students, ensure Person Account is activated in the Org
Reference: Enabling Person Accounts in Salesforce
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Note: Do this after installing the latest package.
Enable Communities
Enable the Experience Cloud Communities
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Setup > Sites > tick I have read and accepted the Salesforce Sites Terms of Use > click Register My Salesforce Site Domain
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Educational Institution record
Activate the Account object
Go to Setup > Object Manager > search for the Object > Lightning Record Page > click the record page > Clone/Edit > click Save > click Activate > click Assign as Org Default button > choose Desktop > click Next > click Save.
Go to App Launcher > Search Account > click New > create Educational Institution record and put a School Code (Display School Code in the layout if it’s not yet there)
(Optional)
If Mark Roll Defaults field is set to Cohort- then the Cohort objects Mark Roll Default is used to set the Mark Roll status on any Sessions; otherwise it comes from the Bell Times object
If "none" is selected, then the Sessions end up with a value of Not required.
The PosiEd State field should have a value (this is for the Student Record- Form and Current Grade Levelf fields population)
Reference: PosiEd State = Subscriber
Object Lightning Record Pages (Manual Activation)
Manually activate the Lightning Record Pages of the objects (If the record page is created and is not activated yet).
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Timetable Structure
Timetable Period
Timetable Term
Cohort
Cohort Schedule
Cohort Session
Cohort Member
Check Profile access (assigned record types)
Cohort Schedule Connection
Absence Submission
Employee Role
Create the field below and display it on the layout (repo capture only unmanaged package)
1. Field Name: Employee Account
Data Type: Lookup (Account)
2. Field Name: Employee
Data Type: Lookup (Employee)
PosiEd Logs
Assets
Subject
Subject Offering
Sessions
Add the markRollMobile and markRoll components to the Session record page under the Mark Roll tab and put a filter based on the screenshot below.
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Event Object
Go to Setup > Object Manager > Event > Page Layouts > Page Layout Assignment > Edit Assignment > System Administrator.
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Activity Settings > tick Allow Users to Relate Multiple Contacts to Tasks and Events
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Setup Custom Settings
PosiEd Settings
Go to Setup > Object Manager > Account > Record Type > Educational Institution / Academic Department / House > get the Record Type IDs
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If you want to display all the event record types in the calendar component, do not put any value in the Calendar Event Record Types field. Leave it blank.
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PosiEd Value Mapping
This section is for Publish Classes (Cohort creation).
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Add Gender value mapping for the Gender field under the Student Record and Person Account record.
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Timezone Setup
Make sure the Default Timezone and Locale in the Org are set up as AU/Sydney.
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Default Locale = English (Australia)
Default Time Zone = (GMT+10:00) Australian Eastern Standard Time (Australia/Sydney)
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Assets Object (Profile)
Make sure to update the Assets Profile before doing the Publish Rooms through Edval.
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Setup > Profile > System Administrator > Object Settings > Assets > Edit
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Contacts
Add picklist values into the Current Grade Level field under the Student Record object if they have not already been added.
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Check the picklist values below are added in the Current Grade Level field under the Contact object if they have not already been added.
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Generate Calendar/Attendance
Generate Calendar and Generate Attendance buttons
The Generate Calendar and Generate Attendance buttons should be added/displayed in the layouts below.
Cohort object layout- Generate Calendar button
Session object layout- Generate Attendance and Edit Session buttons
Event Records Creation
Config Steps before doing the Generate Calendar
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Resource: Maximize Your Productivity with Calendar Enhancements
Absence Submission Utility Bar
When adding an Absence Submission utility bar, you need to create a new Application.
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Home
Absence Submission
Day Attendance
Create Listview named “Today’s Day Attendance”
Filter:
Date = TODAY
Exception Status = Yes, Resolved, No Exceptions
Generate Attendance and Day Attendance Batch (Setup)
Generate Day Attendance Batch
Setup the Generate Day Attendance Batch. Follow the steps below.
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Action: Batch Class Caller
Label: GenerateDayAttendanceBatch
API Name: (automatic population)
Include: Toggle (far right)
Batch Class: DayAttendanceGenerationBatch
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Save and Activate.
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Generate Attendance Batch
Go to Setup > Flows > New Flow > Schedule-Triggered Flow > Create
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Action: Batch Class Caller
Label: Generate Attendance Batch
API Name: (automatic population)
Include: Toggle (far right)
Batch Class: GenerateAttendanceBatch
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Save and Activate.
Sign-In Kiosk (Setup)
Follow the Steps below on setting up the Sign-In Kiosk
Cohort Schedule Connection
Buttons, Links, and Actions
(Buttons: New Location, New Resource, and New Staff)
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Ask Jenelyn Cordova to pull the buttons to the Local, and then push to repo. Give her the list of Record Type IDs from the Org (Location, Resource, Staff)
Manually update the Actions (Buttons) in each of the Cohort Schedule Connection record types under the Cohort Schedule record page
Go to Setup > Cohort Schedule > Lightning Record Page > Edit > Connections tab
New Staff
New Location
New Resource
Check to see if the buttons are assigned correctly (layouts)
Check this ticket
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Objects Unmanaged Package Setup
Ask Jenelyn to pull and push these tickets into the new Org.
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When Publish Students is done, then check to see if it creates Student Records, Contacts, and Person Accounts records in the Org.
Importing of Demo Data into The Org
Note: Import the needed demo data for testing.
Teacher/Carer Setup
Easily login and logout (Teacher Login)
Follow the steps below on how easily switch from a Teacher Login to a System Admin login Org.
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After that, go to user > look for the user > Michael Suzuki > click login
Setup Teacher Profile (Org)
Note: This can be done after importing the User records
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Michael Aitken
Andrew Allman
Bao Tram
Betsy Valkenburg
Angela Tao
Audris Siow
Carol Commerton-forde
Cindy Green
Allan Kempson
Ann Leduc
Process and Configuration for Salesforce Org to Edval App
Steps on how to Connect SF Org and Edval App
Follow the steps in the documentation below.
Steps on how to sync data from Edval to SF Org
After configuring the Sf Org to the Edval App, start the synching of the data. See document below for the steps
Carer Experience Cloud Setup
Display Student Comms and Absence Submission on the site.
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Additional Configuration for Testing
Records Tracking (For Testing only)
Timetable Period (Period picklist value & Action Buttons)
Add the picklist value to the Period field before doing the Publish Bell Times
JLE
Update the Action buttons in the Page Layouts. Show the Edit and Delete buttons only.
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Sessions
Add Sessions tab in the Posi System app. Add a filter called
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Add these four (4) fields in the Session compact layout and assigned the compact layout correctly:
Session Name
Date
Period
Primary Staff Member
Primary Location
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Subjects
All Subjects Fields to Display:
Subject name
Subject code
Grade levels
Mark roll
Department
Educational institution
Absence Submissions
All Absence Submissions Fields to Display:
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Manually add the Absence Schedule component between the Information and System Information section in the Absence Submission layout.
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Subject Offerings
All Subjects Offering Fields to Display:
Subject offering name
Subject code
Grade levels
Department
Educational institution
Timetable structure
Timetable term
Mark roll
Cohorts
Create Cohorts list view for the licensed teachers.
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Timetable Structure equals 2023PS
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Cohort Member
Manually add the Compact Layout for Staff and Students record types. Follow the SSs below.
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Fields:
Student
Status
Start Date
End Date
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Cohort Session
Manually add the record page called Cohort Session Record Page. Update the layout.
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PosiEd Logs
Create a list view called “Today’s PosiEd Logs”
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Posi Ed ID
Created date
Source
Description
Details
Events
Create a Compact layout and add the following fields:
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Assign each of the record types to it.
Person Account
Add Markbook and Markbook 1 tabs after the Calendar tab.
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Students
Filter: Student Status= Current
Display:
Account name
First name
Last name
Phone
Account record type
All Academic Departments
Filter: Account Record Type = Departments
Display:
Account name
Phone
Parent account
Account record type
Carers
Filter: ?
Display:
Account name
Phone
First name
Last name
Account record type
Staff
Filter: Staff Status: Current
Display:
Account name
Phone
First name
Last name
Account record type
Schools
Filter: Account Record Type = Educational Institution
Display:
Account name
School code
Phone
Default timetable structure
Account record type
Person Account - Edval App
Filter: Account Record Type = Person Account
Display:
Account name
First name
Last name
Email
Account record type
Primary educational institution
House
Filter: Account Record Type = House
Display:
Account name
Phone
Parent account
Account record type
Accounts Compact Layout
Update the compact layout to all Account record types
Person Account
Setup > Person Account > Compact Layout > New > choose the fields (Account Name, Title, Phone, Email) > Compact Layout Assignmement > Assigned
House/Department/Education Institution
Setup > Account > Compact Layout > New > choose the fields (Account Name, Phone, Parent Account) > Compact Layout Assignmement > Assigned
Layout changes for Objects
The page layouts should always have the System Information section under the Details related list. It should consist of the following fields:
Created By
Last Modified By
Record Type (if necessary)
Posi Markbook app (unmanaged package)
Create Posi Markbook app and add the following tabs based on the SS below. Make sure to capture this in the unmanaged package (repo) as well as the tabs, listviews, etc. In each of the tabs (record pages).
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Configuration after doing the Publish Process
Cohort layout updates
After Publish Timetable, add the Period column before the Start Time in the Cohort Schedule section under Schedule tab in the Cohort records.
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After updating, test the function. Update the fields (email phone, etc.) in the Person Account records and check to see if the fields are also update in the Student Record.
Steps in setting up Sign-In Kiosk Component
Creation of the Sign In Kiosk Site
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Go back to Profile Overview > System Permission > Enabled Access Activities
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Steps in displaying the Single Calendar Component
1. Display Single Calendar on the Person Account record page.
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