Baseline Configuration Guide (SF Config) - PosiEd

Guide contents

Summer ‘23: enable OAuth Username by going to Setup > OAth and OpenID Connect Settings > AllowAuth Username-Password Flows > toggle On

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

Account Record Pages (for each record type)

School (School Record Page)

Manually add the missing field based on the SS below.
1. School Account Layout
Activate the Account Record Page
1. Look for the School Record Page > click Edit > click Activation > Go to App, Record Type, and Profile tab > Click Assign to Apps, Record Type, and Profiles > choose the Lightning App where you want the record page to be visible/accessible > Next > choose the School record type > choose the Profile (System Administrator) > Next > Save
2. Add the
Go to App Launcher > Search Account > click New > create School record and put a School Code (Display School Code in the layout if it’s not yet there)
The PosiEd State field should have a value (this is for the Student Record- Form and Current Grade Level fields population)
1. PosiEd State = Subscriber

Other Record Pages

Activate the records pages below.
(PosiEd EDC package)

Person Account (PosiEd Contact Page)
1. Manually display the Person Account fields in the layout. Please check the link below for the final layout.
  1. PosiEd Contact Page | Person Account
2. Manually display the PosiEd Calendar Component under the Calendar tab
  1. Go to Setup > Object Manager > search for the Object > Lightning Record Page > click the PosiEd Contact Page > Clone/Edit > click Save > click Activate > click Assign as Org Default button > choose Desktop > click Next > click Save
Department (Department Record Page)
1. Manually add the missing fields, please see the link below.
  1. Department Account Layout
2. Go to App, Record Type, and Profile tab > Click Assign to Apps, Record Type, and Profiles > choose the Lightning App where you want the record page to be visible/accessible > Next > choose the Department record type > choose the Profile (System Administrator) > Next > Save
House (House Record Page)
1. Manually add the missing fields, please see the link below.
  1. House Account Layout
2. Go to App, Record Type, and Profile tab > Click Assign to Apps, Record Type, and Profiles > choose the Lightning App where you want the record page to be visible/accessible > Next > choose the House record type > choose the Profile (System Administrator) > Next > Save
Grade (Grade Record Page)
1. Manually create the record page.
  1. Grade Record Page
Billing (Billing Record Page)

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, Primary Educational Institution, Current Grade Level, Student ID > Compact Layout Assignment > Person Account > Assigned
House/Department/Education Institution
- Setup > Account > Compact Layout > Account Compact Layuout > Choose the fields (Account Name, Phone, Website) > Compact Layout Assignment > Account compact layout > Assigned

Accounts' Buttons Setup

Account - Add to New Cohort & Send Communication buttons
- Set up > Account > List View Button Layout > Click Edit > Add the Add to New Cohort & Send Communication buttons > Save
Account - Create ACARA Student Background Report button
- Account > School Record Page > Edit Page > Add the button to the layout

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 Recognition
- Check Profile access (assign
Student Record
- Add “Graduated” to the Current Grade Level field picklist value
  - Setup > Picklist Values > Grade Level
Student Attribute
- Check Profile access (assigned record types)
Kiosk Definition
Kiosk Reason
Bell Times
Date Maps
Day Attendance
- Manually display the PosiEd Calendar Component on the right side of the screen.
- This is for the checking of the Day Attendance field updates
  - Setup > Change Data Capture > Event

Timetable Structure
Timetable Period
Timetable Term
Cohort
- Manually display the PosiEd Calendar Component under the Calendar tab
Cohort Schedule
Cohort Session
- Manually add the Related tab. See SS below.

Cohort Member
- Check Profile access (assigned record types)
Cohort Schedule Connection
Absence Submissions
- Manually display the PosiEd Calendar Component on the right side of the screen.
- Remove all of the standard buttons
  - Go to Setup > Absence Submission > List View Button Layout
Absence Reasons
Assessment
Assessment Component
Assessment Component Result
Assessment Grade
Assessment Group
Assessment Grade Scale
Assessment Group Cohort
Assessment Group Component
Assessment Group Reporting Period
Assessment Reporting Period
Assessment Result
Learning Component
Cohort Assessment
Employee Role
External System Connection
Wellbeing Involvement
- Manually add the missing fields in the layout based on the SS below.
Wellbeing Observation
Wellbeing Action
- Check Profile access (assigned record types)
PosiEd Logs
- All PosiEd Logs Fields to Display:
  - Posi Ed ID, Created date, Source, Description, Details
Assets
- Check Profile access (assigned record types)
- Manually display the PosiEd Calendar Component under the Calendar tab.
- All Locations and All Resources Fields to Display:
  - Asset Name, Campus, Asset Type, Capacity, and Account Name
Subject
- All Subjects Fields to Display:
  - Subject name, Subject code, Grade levels, Mark roll, Department, Educational institution
Subject Offering
- All Subjects Offering Fields to Display:
  - Timetable structure, Timetable term, Mark roll
Sessions
- Set the Session Compact Layout as the Primary
  - Object Manager > Sessions > Compact Layout > Compact Layout Assignment

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)

School Timezone

To set the school timezone, please enter the appropriate timezone in the school account.

Go to School Account and select the timezone.

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 Location field in the Session Location page layout.

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

Make sure Event record types are assigned.
Go to Profiles > System Administrator > Object Settings > Events > Edit

In the Event layout, if you want the Name field to allow you to select more than five (5) Contacts, follow the steps below.

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

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

Events Compact Layout

Create a Compact layout and add the following fields:

Subject, Name, Location, Start, End

Assign each of the record types to it.

Setup Custom Settings

PosiEd Settings

Go to Setup > Object Manager > Account > Record Type > 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

Calendar End Hour = 20:00 or 22:00
Calendar Event Record Types = (Event record types)
Calendar Start Hour = 07:00 or 04:00
Days to Generate Attendance Records = 30
Default Calendar View = timeGridFourDay (equal to Work Week in the Calendar view)
Default Days Available
Delete Existing Attendance Records = TRUE
Department Record Type = (Department Record Type ID)
Display Events w/out record type = (If TRUE, display all events that don’t have record types)
EDC Enabled (When Publish Classes API is called)
- The Cohort records will automatically be linked to the Subject Offering, whether you tick or untick the EDC Enabled tickbox.
Expand Calendar Cell Height = TRUE
Generate Attendance Batch Size = 5
Generate Attendance End Date = 29/12/2028
Generate Attendance Start Date = 22/5/2023
House Record Type = (House Record Type ID)
Kiosk Base URL = (Kiosk URL)
Student Attribute Record Type ID
- Disability Record Type = Disability Record Type ID)
- Immunization Record Type = (Immunization Record Type ID)
- Medical Condition Record Type = (Medical Condition Record Type ID)
- Medical Permission Record Type = (Medical Permission Record Type ID)
- Proficiency Record Type = (Proficiency Record Type ID)
Mark Roll Sort By Last Name = TRUE (If you want the student’s name in the Session to be sorted alphabetically by last name, if disabled, it will be sorted alphabetically by First Name.)
QR Code Generator URL = any QR Code generator link you prefer with the same functionality as this recommended QR code Generator https://api.qrserver.com/v1/create-qr-code/?data=
Default Profile Id = populate this with the Profile you want for the User that will be created every time an employee role record is created.
The profile assigned upon user creation will be determined by the value specified in the Default Profile Id field of the custom settings.

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.

If you want to display a specific event record type in the Calendar component, put the Event record type in the Calendar Event Record Types field in the PosiEd Custom Setting. If you put multiple record types, make sure that those values are separated by semi-colon.

PosiEd Value Mapping

This section is for the Student Record automation.

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

Manually create the needed value mappings for the Student Record-Person Account creation.

Note: If they have an additional Grade Level, add it to the value mapping for Student Form and Class Form.

Use Data Loader to create/import the PosiEd Value Mappings easily.

Value Mapping - PosiEd (Choose the PosiEd Value Mapping for Student Record automation)

If there are two (2) Schools on the same Org and have different school codes, add value mappings to each of the schools with the correct School Code.

Cohort Schedule Connection

Buttons, Links, and Actions

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

Ask someone from the Dev team to pull the buttons to the Local, and then push them to the Repo. Give them 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
1. Go to Setup > Object Manager > Cohort Schedule > Lightning Record Page > Edit > Connections tab
  1. New Staff
  2. New Location
  3. New Resource
Check to see if the buttons are assigned correctly (Profiles and Layouts)

Teacher/Carer Setup

Easily login and logout (Teacher Login)

Follow the steps below 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 Users > look for the user > click login

Generate Calendar buttons

The Generate Calendar button should be added/displayed in the layout below (This is if you will manually generate the calendar (Session) in each Cohort record.

Cohort object layout- Generate Calendar button

Cohort layout

Contact Field Sets

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

Add these field sets based on the instructions below.

Create the following fieldsets. After creating the field sets display the fields that you want to display. See details below. Go to Contact > Field Set > New

Field Sets
- Contact Profile Header
  - Where is this used? = Profile Component
- Contact Profile Details
  - Where is this used? = Profile Component
- Mark Roll Accordion fldset
  - Where is this used? = Mark Roll Accordion in Session

Setup > Object Manager > Contact > Field Sets

For the Profile Component fields
1. Contact Profile Header
  1. Student ID
2. Contact Profile Details
  1. Gender
  2. Student Status
  3. Phone
  4. Email
  5. House

For the Session layout (Session > Mark Roll tab- Profile section)
1. Mark Roll Accordion fldset
  1. Drag and drop the fields you want to display in the Session Mark roll.

Kiosk Profile - Object and Fields Access

Create the site for the Kiosk Profile

Go to Setup > All Sites > New > Build Your Own (Aura) > Get Started

Name: Kiosk

URL: kiosk

Click Create button > Builder

Display the component in the site. Go to Component > drag and drop the Kiosk component and click the Publish button.

Make sure the Site is public. To ensure the Kiosk URL is accessible, activate the Kiosk URL and set the Page Access to Public.

Go to All Sites > Click the Workspaces beside the Kiosk site > Select the Administration > In Settings click the Activate.

After activating the Kiosk URL,

Go to All Sites > Click Builder for Kiosk site > Click the gear icon setting > Click the 3 dot > Page Setting > Page Access > Set to Public > Publish

Give READ access to the object’s field permission and assign the record type.

Go to site settings > click Kiosk Profile

Asset
Absence Reason
Accounts
Bell Time
Contacts
Cohort Member
Cohort
Day Attendances
Kiosk Definition
Kiosk Reason
Session
Timetable Term
Timetable Structure
Timetable Period
Absence Submission
- Object Permission: READ and CREATE
- Fields: READ and EDIT
Events
- Object Permission: READ and CREATE
- Fields: READ and EDIT
- Assign Record Type
PosiEd Logs
- Object Permission: READ and CREATE
- Fields: READ and EDIT
Student Records
- Object Permission: READ and CREATE
- Fields: READ and EDIT

Go to System Permissions = Access Activities

Go to Apex Class Access and add the following classes below.

PosiEd.EDCAbsenceSubmissionController
PosiEd.EDCAbsenceSubmissionHandler
PosiEd.EDCDataFactory
PosiEd.EDCGlobalFunctions
PosiEd.EDCKioskController
PosiEd.EDCLogger
PosiEd.EDCRecordTypeHandler
PosiEd.EDCSecurityUtility
PosiEd.K12AbsenceSubmissionHandler

Ensure that the User's time zone is the same as the time zone of the Org.

Go to Profiles > look for the Kiosk profile > Assigned Users > click Site Guest User > Edit Time Zone

Go to Sharing Settings > Absence Submission Sharing Rules > Add the Rule below.

Fields = Owner ID
1. Operator = not equal to
2. Value = Kiosk Guest User Profile ID

Go to Sharing Settings > Absence Reasons Sharing Rules > Add the Rule below

Fields = Owner ID
1. Operator = not equal to
2. Value = Kiosk Guest User ID

Sharing Settings > Account Sharing Rules

Field=Account Record Type
Operator= equals
Value= School, Person Account

Sharing Settings > Asset Sharing Rules

Label: Kiosk Guest User
Field=Asset Record Type
Operator= equals
Value= Location

Sharing Settings > Kiosk Definition Sharing Rules

Field = Owner ID
Operator = not equal to
Value = Kiosk Guest User ID

Sharing Settings > Kiosk Reason Sharing Rules

Field = Owner ID
Operator = not equal to
Value = Kiosk Guest User ID

Sharing Settings > Day Attendance Sharing Rules

Field = Owner ID
Operator = not equal to
Value = Kiosk Guest User ID

Sharing Settings > Session Sharing Rules

Field = Owner ID
Operator = not equal to
Value = Kiosk Guest User ID

Sharing Settings > User Sharing Rules

Field = Profile ID
Operator = not equal to
Value = Kiosk Guest User ID

Sharing Settings > User = Public Read Only

Default Internal Access = Public Read Only
Default External Access = Public Read Only

Add this in the Kiosk parameter for the contact record searching.

Parameter: ?kioskId=KD-000001

The KD-000001 is from the Kiosk Definition record.

Another way to access the Kiosk is by clicking the Kiosk URL value under the Kiosk Definition record.

Send Comms Configuration

Tick the Allow Activities of the following objects:

Set up > Object Manager > Search for the Object > Details > Tick Allow Activities

Session
Day Attendance
Account (Standard objects are auto ticked)

Day Attendance Summary Calculated User Permission Access

Give access to the specific Users you’d like to be able to view the Summary Calculated field in the Day Attendance summary.

Go to Set up > Profile > Search for the User > Object Settings > Day Attendance > Field Permissions > Summary Calculated > Tick Read Access and Edit Access