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Guide contents 

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:

  • Educational Institution 

  • Department

  • House 

Go to Setup > Object Manager > Account > Record Types > New

  • 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 the Person Account is activated in the Org 

Reference: Enabling Person Accounts in Salesforce

After activation, assign the Person Account record type correctly in the Account object.

Go to Setup > Profiles > System Administrator > Object Settings > Account

Note: Do this after installing the latest package.  

Enable Communities

Enable the Experience Cloud Communities

Setup > Digital Experiences > Settings > tick Enable Digital Experiences > click Save

Setup > Sites > tick I have read and accepted the Salesforce Sites Terms of Use > click Register My Salesforce Site Domain

Educational Institution record

  1. Activate the Account object

    1. 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.

  2. 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) 

  3. (Optional)

    1. 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

    2. If "none" is selected, then the Sessions end up with a value of Not required.   

  4. 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). 

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. 

After activation, check the layout of the object by searching it on the App Launcher to see if the layout is now displayed. 

  • Contact 

  • Student Comms 

  • Student Record 

  • Bell Times 

  • Date Maps 

  • Day Attendance 

    • This is for the checking of the Day Attendance field updates

      • Setup > Change Data Capture > Event

  • 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. 

Event Object 

Go to Setup > Object Manager > Event > Page Layouts > Page Layout Assignment > Edit Assignment > System Administrator.

Update the Event page layout assignments based on the corresponding layout.  

Manually add the page layouts below and assign them correctly. The fields to be displayed in each of the page layouts will be based on the Data Dictionary (marked as X) 

  • Sign In Layout 

  • Sign Out Layout 

  • Check-In Layout 

  • Check Out Layout 

  • Learning Tasks

Manually add the Location field in the Session Location page layout. Set the Session Location record type as a Default in the Profiles access (Go to Setup > System Administrator > Object Settings > Events > Edit) 

Manually add the Show As field in the Session Student and Session Staff page layouts.

After that, make sure Event record types are assigned.
Go to Profiles > System Administrator > Object Settings > Events > Edit

In the Event layout, the Name field should allow to selection of more than five (5) Contacts.

Activity Settings > tick Allow Users to Relate Multiple Contacts to Tasks and Events

Setup Custom Settings 

PosiEd Settings 

Go to Setup > Object Manager > Account > Record Type > Educational Institution / Academic Department / House > get the Record Type IDs

Go to Setup > Home > Custom Settings > PosiEd Settings (click New if it’s not yet created) > click Manage > click New > put the Record Type IDs on the corresponding fields > click Save 

Ask Juliver to push this into the Org. This is for the Calendar Event Record Types setup. 

> https://alphasys.atlassian.net/browse/E2-1151  

  • Department Record Type 

  • Educational Institution Record Type 

  • House Record Type 

  • Days to Generate Attendance Records: 30 

  • Generate Attendance Start Date: 22/5/2023 

  • Generate Attendance End Date: 29/12/2028 

  • Calendar End Hour: 20:00 or 22:00 

  • Calendar Start Hour: 07:00 or 04:00 

  • Calendar Event Record Types: Session_Student;Session_Staff

  • Delete Existing Attendance Records = TRUE

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. Please leave it blank.

PosiEd Value Mapping 

This section is for Publish Classes (Cohort creation). 

Go to Custom Settings > PosiEd Value Mapping > Manage > New 

Manually create the needed value mappings based on the Edval etz file (Grade Level values). 

For the Multi-Grid etz, add the following:

Use Data Loader to easily create the PosiEd Value Mappings

Also, create value mappings for the Cohort Type field population before doing the Publish Classes. See SS below.

Add Gender value mapping for the Gender field under the Student Record and Person Account record.

Timezone Setup

Make sure the Default Timezone and Locale in the Org are set up as AU/Sydney.

Go to the User icon > Settings > Advanced User Details >

  • Time Zone = (GMT+10:00) Australian Eastern Standard Time (Australia/Sydney)

  • Locale = English (Australia)

Setup > Company Settings > Company Information

  • Default Locale = English (Australia)

  • Default Time Zone = (GMT+10:00) Australian Eastern Standard Time (Australia/Sydney)

Assets Object (Profile)

Make sure to update the Assets Profile before doing the Publish Rooms through Edval. 

Check if the page layouts are assigned correctly. 

Setup > Profile > System Administrator > Object Settings > Assets > Edit

Contacts/Student Record

Add picklist values into the Current Grade Level field under the Student Record object if they have not already been added.

Check the picklist values below are added in the Current Grade Level field under the Contact object if they have not already been added.

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 

Note: The Org should be an Enterprise Org for this to work. It should be a Summer’23 Org 

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. 

Go to Setup > App Manager > New Lightning App > Utility Items > add the Absence Submission component for the utility item as follows:

Name: Posi Attendance
Tabs: 

  • 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.  

Go to Setup > Flows > New Flow > Schedule-Triggered Flow > Create

Set the Schedule  

  • Start Date: Current Date 

  • Start Time: 4:00 am 

  • Frequency: Daily

Click the plus (+) icon > Action > search Batch Class Caller 

  • Action: Batch Class Caller 

  • Label: GenerateDayAttendanceBatch 

  • API Name: (automatic population) 

  • Include: Toggle (far right) 

  • Batch Class: DayAttendanceGenerationBatch

Save and Activate.

Generate Attendance Batch

Go to Setup > Flows > New Flow > Schedule-Triggered Flow > Create 

Set the Schedule  

  • Start Date: Current Date 

  • Start Time: 5:00 am 

  • Frequency: Once

Click the plus (+) icon > Action > search Batch Class Caller 

  • Action: Batch Class Caller 

  • Label: Generate Attendance Batch 

  • API Name: (automatic population) 

  • Include: Toggle (far right) 

  • Batch Class: GenerateAttendanceBatch

Save and Activate.

Cohort Schedule Connection 

Buttons, Links, and Actions

(Buttons: New Location, New Resource, and New Staff) 

Steps:  

  1. 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) 

  2. Manually update the Actions (Buttons) in each of the Cohort Schedule Connection record types under the Cohort Schedule record page

    1. Go to Setup > Cohort Schedule > Lightning Record Page > Edit > Connections tab

      1. New Staff

      2. New Location 

      3. New Resource 

  3. Check to see if the buttons are assigned correctly (layouts) 

    1. Check this ticket

  4. https://alphasys.atlassian.net/browse/E2-400  

Objects Unmanaged Package Setup

Ask Jenelyn to pull and push these tickets into the new Org. 

After Jenelyn has pushed the account fields into the new Org. Check in the Org if the fields are displayed (Contact/Person Account), the filters are assigned, the tabs are there, etc. (Review it based on the SS below) 

  1. Educational Institution Layout 

  1. Person Account Layout 

Provide access to all the fields if it’s not displaying in the Org. Go to Profile > System Administrator > Object Settings > Contacts/Account 

  1. Add these components based on the screenshot below. (Check to see if it was added after Jenelyn did the pull/push of the Account layout

    1. Timetable Component – Jenelyn (packaged)

    2. Profile Component – Aries

      1. Contact Field Sets to be manually setup:

        1. Setup > Object Manager > Contacts > Field Sets > Contact Profile Header

          1. Student ID

        2. Contact Profile Details

          1. Student Status 

          2. Phone

          3. Email

  2. Calendar Component- Ask Juliver to push the component into the Org and do the config below

    1. Steps in Displaying the Single Calendar Component

  3. LWC Component (Today’s Unmarked Rolls) - Angellou

    1. Go to Posi Attendance app > Home > add the component

      1. Component Name: Session Custom List View

  4. Day Attendance

    1. Setup the Date field in descending order

      1. Account Record Page > Person Account >

        1. Sort Field: Date

        2. Sort Order: Descending

c. House Layout

d. Department Layout 

When Publish Students is done, then check to see if it creates Student Records, Contacts, and Person Accounts records in the Org.

Teacher/Carer Setup  

Easily login and logout (Teacher Login) 

Follow the steps below on how to easily switch from a Teacher Login to a System Admin login Org.  

Note: This is for Scratch Orgs only (For testing) 

Look for the Teacher user with a Salesforce Platform License (This is for the checking of the Calendar/Events records)  

Setup > Session Settings > Untick the Force relogin after Login-As-User > Tick Force Logout on session timeout > Change Timeout Value to 24 hours > Save 

Setup > Login Access Policies > Enable Administrators Can Log in as Any User > Save  

Setup > Go to Profile > Standard Platform User > Calendar = Default On (Calendar tab to be available in a Teacher log-in)

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 

(This is for the checking of the Calendar/Events records) 

Go to Setup > Users > Look for the Teacher user with a Salesforce Platform License/Company Community User/Identity User > Update the email (use an active email) > Reset Password  

Choose the teacher that you want to update the password.

Teacher Licences

  • Salesforce Platform License (2) 

  • Company Community User (4) 

  • Identity User (4) 

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.

Sessions 

Add the Sessions tab in the Posi System app. Add a filter called   

Today’s Session, with a filter  

  • Start equals TODAY 

  • Primary Staff Member = (Staff Member)

Tomorrow’s Sessions, with a filter 

  • Start equals TOMORROW 

  • Primary Staff Member = (Staff Member)

  • In the Session object, add the Cohort Session under the Related tab (Also display the related list fields columns: Cohort and Cohort Schedule 

  • In the Contact object, add the fields in the Field Sets and review it in the Session layout (Session > Mark Roll tab- Profile section)

    • Mark Roll Accordion fieldset (remove the Email, Phone, and Last Name fields)

      • Academic Summary

      • Medical Summary

      • Pastoral Summary

  • Make the Mark Roll tab the default tab when opening a Session record

  • 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

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:

  • Absence submission ID

  • Submitted when

  • Student

  • Reason

  • Submitted by

  • Educational institution

Manually add the Absence Schedule component between the Information and System Information section in the Absence Submission layout.

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.

Cohorts Teachers Filter:

  • Primary Staff Member equals Andrew Allman/Bao Tram/ Michael AItken 

Cohorts Primary School Filter: 

  • Timetable Structure equals 2023PS

Cohort Member

Manually add the Compact Layout for Staff and Students record types. Follow the SSs below.

For Staff record type:

  • Fields

    • Staff Member

    • Status

    • Start Date

    • End Date

For Student record type:

  • Fields:

    • Student

    • Status

    • Start Date

    • End Date

Cohort Session 

Manually add the record page called Cohort Session Record Page. Update the layout. 

PosiEd Logs 

Create a list view called “Today’s PosiEd Logs”  

Filter: Created Date equals TODAY

All PosiEd Logs Fields to Display:

  • Posi Ed ID

  • Created date

  • Source

  • Description

  • Details

Events 

Create a Compact layout and add the following fields:

  • Subject

  • Name

  • Location

  • Start

  • End

Assign each of the record types to it.  

Person Account 

Add Markbook and Markbook 1 tabs after the Calendar tab. 

Upload the Markbook images. See the link below.  

Go to Files > Upload Photo > Copy Image 

Go to School Account Record Page > Person Account > add Markbook and Markbook 1 > add Rich text > Paste Image 

Do the same in the Markbook 1.

Accounts 

Accounts List Views

Create Accounts List Views and set the filters correctly 

  • 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

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). 

Once Jenelyn has done the push, make sure to set Default On the Visibility of the tabs and give field permission on each object (Profile access). 

Profile > Custom App Settings > System Administrator > Custom App Settings > tick the Posi Markbook 

Remove Cohort Session and Cohort Schedule Connection tabs under the Posi Markbook app.

Remove the Related tab under the Assessment Grade Scale layout. 

Upload the images for following layouts. 

Go to App Launcher > Files > Upload Files (Ask Danica for the images). 

Copy the arrangement of the photos and filter it correctly based on the links below. 

  • Sample Filter: Record > Assessment Group Name > Contains > (Name of the Assessment Group record) 

Add a tab called Component Results under the Assessment Group object. 

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.

Update the fields after doing the Publish Timetable (Cohort Schedule). 

For the Cohort Type field, update only the records that don’t have values populated.

Manually create Event page layouts and assigned the layouts to specific record types. Fields that will be displayed in each layout should be based on the Data Dictionary (Ask Mike if this will be packaged) 

  • Learning Task 

  • Check In Layout 

  • Check Out Layout 

  • Sign In Layout 

  • Sign Out Layout 

In the Educational Institution record (POS Senior School), change the PosiEd State field from Subscriber to Publisher.

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

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