Episode Summary
In this episode of RecChat our host Zach Malloch is joined by Support Specialist, Winfield Reichard and Support Technician, Joel May to discuss the end of the year processes for the activity module that help save time setting up for next season. The group touches on the transfer to history process in 10.3, the section archiving process in 3.1, and how these processes can set your department up for success with a smooth transition into the next season.
Recording
Transcript
Zach Malloch 0:41
And welcome to RecChat. I am your host, Zach Malloch, manager of VSI EDU and I am joined today by two compatriots and from the support world, we have Winfield and Joel. And they've both been working in support for a while now Win maybe slightly longer than Joel has. But Win he's going to be here for our 10.3 version of the discussion, and Joel is going to head up 3.1 analysis and I'll jumped in when we need to, just like we always do. So speaking of that, the topic of today's discussion is activity transfer to history slash section archive, depending on what we're Yeah. So Win what's the basic idea behind archiving sections?
Winfield Reichard 1:25
You want to be able to take your activities that you have your programs that you've used this past brochure season, and take those activities and move them off to the side or to history so that they're ready for that next brochure season to roll around.
Zach Malloch 1:46
So what I've always told people is the first year of RecTrac is kind of your biggest year with RecTrac because you're building everything from scratch. But once you go into that, and you get into like the seasonal periods, you're kind of rolling things over, you're just updating things from from year to year. So So that's 10.3, we kind of take the archive, and we make the sections kind of empty to get them ready. But there's a little difference for that in 3.1, right Joel?
Joel May 2:11
Yeah, I think the idea is the same. But basically, you have an activity code and a section code. And you like to use it over and over again, somebody enrolls or two people enroll into your section, and you say, hey, I want to use this again next year. Rather than, you know, setting it to inactive and making another section number, you can kind of sandbox it off to the side in the same manner as 10.3. And then spit out a blank section that's been updated by one year, right. And then you can have people enrolled into that section. And it's essentially a way to reuse the same activity number and section number over and over.
Right update rather than recreate I just ran that so ...
Winfield Reichard 2:19
yeah, nice.
Zach Malloch 2:20
All right. All right. So um, and then I guess the other benefits from this are, because we have that kind of historical record, then we get more options as far as comparing stuff.
Joel May 3:07
Sure.
Zach Malloch 3:07
So and I think we'll look at a couple of reports, in both cases, some of our trend analysis things and and you get an idea of what happened last year versus what's going on this year. are you improving or you declining? Do you like to do something else to kind of get things up to where they need to be? Alright, so let's take a look at where we actually do that. Joel, would you like to start it off? Yeah. 3.1,
Joel May 3:29
you want to share three?
Zach Malloch 3:30
Yeah, if you could. And then we'll we'll go through this. And then we'll kind of show the same equivalent. And we'll kind of talk about a little bit more of those differences we discussed, because there are some nuances that are pretty importantly different between 3.1 and 10.3. All right, there's our nice next gen interface, Joel, thank you.
Joel May 3:51
So in 3.1, when you're using the next gen, you can search for what you want. So you could punch in Section management, or that is to say section archive and come up with it. But just to show people where it is if you work your way through the menu, management, activity management, period end programs. And then I think down at the bottom, we're gonna see section archives. So there's a handful of filters and options on here. So this is the screen where you can set your range of what activities you're going to, in 10.3, I think you call it send to history, in here, we call it archive. So I have a test activity that we can run through
Zach Malloch 4:38
Yeah, let's take a look at it.
Joel May 4:39
So real quick, I'll just cover the different the different fields here. And some things that I think people run into trouble with when doing archiving that kind of end up with some funky results. So you'll see here in the Begin and End Section, there's an underscore rather than a dash in between. I know a lot of times people will type it in manually and hid hyphens, that's not going to give you any results that didn't get to pick up things or miss things that you want. So make sure you use an underscore when you're doing that. If you don't know off the top of your head where you want to start, you can open your pick list. Start with archery camp. And whatever you pick,
Zach Malloch 5:26
so this is giving us a range.
Joel May 5:27
Yeah, so if I were to pick, cross country skiing here, it's going to archive everything from our tree camp down. Now for our example, I'll just do one section. So if you were to do a range, though, out of that range, you can filter down by category season. And most importantly, in my opinion, the year as well as the type of the year is kind of the big one, especially around the end of the year, because you might have some stuff marked for 2019 class and stuff marked for 2020. So you probably only want to archive your 2019 stuff. So you can have a big range and sale, only out of that range will only give me 2019. In this case, we don't need to because I'm picking one section over here on the right, we can say what am I going to do? When I archive? If you're done with it, and you never are going to use that activity section again, you can say don't create a new section. Most of the time folks go and create a new section. That's what's going to spit out a blank section for you.
Zach Malloch 6:32
And I think also maybe this is where we start pointing out. This is one of the biggest differences between 10.3 and 3.1. With with 3.1. It's called the roster transfer history. And we're really just taking the people from that class and saying now they're historic,
Winfield Reichard 6:45
right. Correct.
Zach Malloch 6:45
But with 3.1, we're actually copying the entire section. So in 10.3, is maybe a little bit more in the weeds. With the coding side, you can only have that activity number in section one time and the entire system with 3.1. You can have that same activity and section number as many times as you want. But the activity the section in the year. Yeah. So just that's the unique thing.
Joel May 7:07
Yep.
Zach Malloch 7:07
Okay, great. So we'll, we'll come back to that as we need to. But yeah, thank you, Joel.
Joel May 7:11
Absolutely. So most of the time, folks are probably going to do create new sections, this middle option here, I think, again, folks are more apt to use it in a transitional time of the year where their activities are coming to the end for maybe the summer, and they're going into fall, maybe they have a summer version of a section and a fall version of that same section, pardon me, and somebody signs up late for the summer section. And part of that is hey, sign up late, we're going to automatically rolling into the fall version of that section. So you can opt to carry people over based on a cutoff date. And hey, if you enrolled into this section on, you know, August 22, or later, it's going to put you into this next section. Again, most of the time, in my experience, folks go for create new section.
Zach Malloch 8:07
And then that's when these next fields become pretty important.
Joel May 8:11
Exactly. So you've got your new section date option. So if I didn't touch anything right now and I archive, the Begin and End date are going to stay the same, the criteria dates, if there are any are going to stay the same. The only difference is the year field is going to be bumped up by one. If you know exactly when the next section is going to start. You can say add X amount of days, so you know 200 days. So if your section that you're going to spit out when you archive is going to happen 200 days from now, you can put that in there and then you don't have to touch your you don't have to go in and update the new versions of the section. Now, that's also going to apply to if you want to the criteria and rules. So if there's any date based criteria or rules, it's going to bump that up by whatever date option you pick and by however many have that option. Right.
Winfield Reichard 9:13
I think something to point out that's important about that is that has to be at the section level though the criteria criteria at that specific level of that section can't be at like if you have criteria at your type or category level, it won't affect that. So if your umbrellaing that that way, it will then take you up.
Zach Malloch 9:34
Yeah, that's actually just to pull that example out just a little bit further. I think that one of the most common things is people get into 3.1. And they get really comfortable with the linking levels. And a lot of times your registration dates are tied to your season. So when you archive these sections, it's not going to change the details on the rules that are at that season level. Right. But you can just go into that one place that's the season nominate it for next year and they get that anyway.
Winfield Reichard 9:59
Yeah. So And that's where that is important is because that's where most of your changes are, you want that bulk kind of thing to occur,
Zach Malloch 10:07
right and inherently efficient,
Winfield Reichard 10:08
right. And as you're saying, if you're making it at those higher levels, it's usually just one or two places, you have to make it. So that's the endpoint.
Zach Malloch 10:16
But if you have to be as specific as putting date criteria on either rules or fees on the section level, this not only updates the section dates and times, but also the dates and times all those criteria,
Joel May 10:26
Right. Yeah, exactly. So be sure that you know exactly how things are set up, because you'll wind up having to go back in and update stuff manually anyway.
Zach Malloch 10:38
What I usually tell people in this case is like, I think like 366, or 364, is probably the most common way to do you figure out one section, if you want to be the same Monday in June next year, but just see what that translates on the calendar. date added. And you can do it for all your sections. Next, yeah.
Joel May 10:59
So the last couple options here are most folks that wind up using this. Let's say you're archiving, you know, a month in advance, you probably going to want to inactivate that stuff, because you don't want people enrolling for it before, it's where squared away. Now, you might have rules on there that say, can't enroll after data, x or whatever. But if you don't, and it's all active, and it's set to display on the web, or something of that nature, all of a sudden, you have sections that are not ready to be bought, available for purchase. So this is going to if you toggle this on, make your new sections inactive. This guy, so if you make all of your sections inactive, it'll make the activity inactive as well, too. So that's good. If you're done with that activity for that guy, you're not going to run it again next year.
Zach Malloch 11:51
So I actually find that that can be useful too, when you're so the the inactive flag almost becomes a notification to the coordinator or to the programmer to say, hey, this activity still needs to have a once over before you make it fully available and authorized for people to start registering for next year. So I guess it kind of depends on whether people are doing this year end transfer and doing everything from last year at the end of that year. Or if he might be doing it more seasonally. While I'm done with summer, I'm going to archive all the stuff from last summer and get it ready for next summer. And then I know it's all inactive when it gets closer to next summer, then I'll start going in and making things active either manually or with some bulk change options.
Unknown Speaker 12:36
So after you determine what you need, my advice is don't do a huge section or that is to say a huge range of once at least not the first time or two. Because if you're off on any date criteria or something of that nature, it's going to apply to everything. And you also might be including something in the range that you're not aware of, they didn't need to or you might miss something. So I recommend folks tend to stick to smaller ranges, run it a few times and spot check as they go. But if you're you know very confident that you have it all right, then you can run it in one fell swoop. But it's easy to include something or miss something in that range, if you if you start using the filters. So here we go, I've got my one section, we're going to hit process. And it's going to give me an option to preview print, whatever, we'll just preview it here. But it's telling me hey, you are archiving one section, and there's 18 people involved in that section, right. And now that's all the status is to, I think I probably have five or six actively enrolling people into this one activity. But because this is a test activity that I add people to cancel all that I'm seeing an inflated number here.
Zach Malloch 13:54
And actually that's a good point. Because the way that this happens in this version is you have a record of all the people that enrolled and all the people that cancelled so you can see what all those numbers are at any point you want to. So it's another benefit of doing this in 3.1 as compared to 10.3.
Winfield Reichard 14:09
Normally, you're just getting your enrolled, people in 10.3.
Joel May 14:12
So we'll go ahead and archive that.
Zach Malloch 14:16
And while we're waiting for that, there's a couple of questions that have been coming up here. I just wanted to address those. So Jodi and Megan, you guys both had questions about it kind of taking a while or there being kind of a spinning wheel that that goes especially when you're typing things in and I'm curious, especially Meghan, if you guys are still in the older interface, there was a time when the kind of loading GIF gets just stuck that in some of those fields. So even though it accepted your values, it was still be spinning. So it might be that you don't need to worry about that spinning if you're actually trying to type in those sections with the underscore. A good kind of identifier for that to mean generally is if you hover over that field, if it's a good number, then it would kind of tell you what it is a description of a section So that's kind of a validation for that part of it. You can certainly get a longer spinning wheel when you're bringing up data grids or anything with a lot of records just purely based on the number of records that you get. So that can be another thing as well. And then it looks like we got this report, but I wanted to answer something really quickly for Kyle. And then we can if we have time, we can get into a bulk Bulk Change bulk update, when we're done with this. So your question was, if you make all the sections inactive, after doing a transfer, is there a bulk way to reactivate them? And the answer is absolutely yes. through bulk change. Yes. And we'll see if we can get to that. So sorry about that. Back to you Joel,
Joel May 15:37
That's okay. So here we go. So if I'd had various sections would see them listed here, but I've got my archery camp, tells me what season year and how many people got archived. Now, a couple of notes about this. This, again, is including people who are canceled out or something of that nature change. It's all the statuses. So that number is not indicative necessarily, of how many people are enrolled into that activity. Also on builds prior to the latest, which is 3.1.10.00.01, I believe there was a bug where you would see a multiple of this number. So you know, if there's a teen here, maybe it was 50, or something of that nature. That is purely cosmetic. It's not doubling up on any kind of archiving or anything like that
Winfield Reichard 15:37
or tables
Joel May 15:37
Yeah, exactly. So it's just on the record, purely cosmetic, and it is not doing that we square that away in the latest bill. So if you see that if you're on a build previous to the latest, and you get the giant number that kind of rings a bell for you. Of course, you can go in spot check how many people are actually in there, but the odds are, it's just doubling or tripling that number, right? So there's that. So we've got to see if I can move this little box here. There we go. So we've got that section archived. So if we go to let's close this.
There is the unarchived version, that is to say the new version. And I know that because there's nobody in it. And if we look at the year, it was a 2020. For me, it is now at 2021. Gotcha. So we know that bumped it up. Now if you want to spot check to make sure things got archived as you expected. We have an archive option here. So you can click on this guy. And you can see archive sections and non archive sections all at once, right from the data grid here. So here's the one I put away. Very nice. Five folks were enrolled in it. So now it's blank, and it's been bumped up. I've bumped it up a few times, but in preparation for it, but every time you do it, it bumps it up one year.
Zach Malloch 18:08
Okay. All right. So let's go ahead and stop sharing your screen there, Joel. And I think that there are a couple other questions that have come in since then. See, so Sally had a question. If you have an activity type prerequisite criteria with the current yet or year set, like it says, prerequisite participate in this activity as of any set current year, does that take into account what happens when you do this transfer?
Joel May 18:39
Say that again, one more time.
Zach Malloch 18:41
So one of the when you're doing an activity prerequisite as a criteria type, so you can't take lifeguard level two until you take lifeguard level one. And you have to have taken lifeguard level one within the current year. So then the question is, once you update this and transfer that history, is that still going to be considered a current year? I think the question or the answer that is no. Because it it's kind of the current enrollment is open. So if I'm in,
Joel May 19:09
right,
Zach Malloch 19:09
like our level one for 2020, enrolling, like our Level Two for 2020. And if I advance it to 2021, then I don't think
Joel May 19:17
it's looking so it will pick up at the archived years. So the answer to that is no, you would not get it.
Zach Malloch 19:23
Okay. I believe that that is your answer. Sally. Lana or Lena sorry, I don't know which one would go their archive last season. And the numbers weren't inflated, but compounded with each section. For example, six sections with three people. The report came up with 33691215 I think that is actually indicative of that bug it's not that it just like multiplies it by some giant numbers, just adding and adding and adding everything consecutively.
Winfield Reichard 19:50
And again, the very important thing to know there is Section One had three people section two had three people section three had three people so Have 333 Just know that in the tables when you went to archive it, it went over as three, three and three for grand total of nine. It's the report that Joel is pointing out is 3816369. Yeah, yeah. Sick time and then a total of 12. That is totally on the reports. And, and cosmetically we have fixed that. And so it's in the back end that everything came over properly. It's just the report itself had a padding issue.
Zach Malloch 20:34
So 3.1.10.00.01, that's been fixed. All right, Sally. And another question. When you archive a program with an activity code with a specific year and you toggle to update the criteria during the process, will it just change the specific year to 2020? I believe that that is we're talking about two different things kind of in that case, you're talking about the year on the section that's not at all related to rules or criteria, I sometimes think of that is just a bookmark like it doesn't really apply to all that much will report it. So if you want it to be considered as a 2020 class, you can compare it against 2019 enrollments in 2018 enrollments, that's kind of your bookmark for those things. But if you add 365 days to criteria, and your criteria used to be 2019, it will advance to be a 2020 criteria, because it's adding 365 days to whatever that value was previously. Okay. Collette was asking, are you able to populate roster reports once the section has been archived?
Joel May 21:38
Absolutely. So if you were to go to a Roster report, there's a toggle on there that allows you to include archive folks. And in the data grid, you can show yourself, archive sections as well. So you would want to go to the data grid and toggle on show archived
Zach Malloch 21:57
that's like if you're doing an inquiry on the roster from
Joel May 21:59
Yeah, exactly right. And then when you run the report, or before you run the reports, there's two things you're gonna want to toggle on in the data grid showed me archived sections, and then show me over to the right and show me archived enrollments as well. So put both of those toggles on and you'll see the archived folks on the report
Zach Malloch 22:19
Perfect. Robin is saying or there's a question Is this where they add the number of days to change the beginning and ending dates? And yes, that's exactly.
Winfield Reichard 22:29
If you turn that toggle on? I would agree with that.
Zach Malloch 22:32
Definitely,
Winfield Reichard 22:33
if it's all this section.
Zach Malloch 22:35
Let's see. Oh, Robin, I think you were answering the question of somebody else. Exactly. Right. And then Laura, people help. That's what this is all about. It's awesome. Laura, when you set up an activity, you have to put a season and a year, so you don't have to type in the season and year of that section when archiving question mark. And I noticed you did. So
Joel May 22:56
Right. So you don't have to. But that's only because I know that I'm doing that one particular section. So when you start to do a whole range of stuff, let's say you were archiving, let's say you said arrange for 500 sections. Not all of them might be 2019. Right. So if you don't put 2019 in there, and you've got new stuff for 2020, that's going to get archived at the same time. So think of it like this, you've got your range, and then out of that range, pick up the activities that meet the criteria that I'm putting down below.
Winfield Reichard 23:36
And that's probably the one of the biggest differences in reason, or differences between 3.1 and 10.3, it sounds like this person came from 10.3 and was used to 10.3, because they're asking a pretty specific example of in 10.3, you had to have a very specific season and year in your transfer to history for your programs that you wanted to move over. And in this case, the 3.1 program is really just doing an automatic one plus one to your year. And that's why in a way, it's a little bit it is it's easier, because it's you don't need that in there. And it's just doing a plus one to that year. And you're all good to go.
Zach Malloch 24:30
Yeah, so I just wanted to bring up 10.3 For a moment. So what Win talking about is this transfer season and this transfer yours. So in 3.1 It's really just another filter so you can narrow your results from a larger pool. But in 10.3 is when was just saying you do have to have those values entered.
Winfield Reichard 24:50
Now, since we're here, things that I think get people caught up or what Whatever is it's very important to know that in 10.3, I think the very first thing you always want to do is check your season and year. So that that is very accurate to the beginning and activity numbers that you're going to put in that range up top there. Because even if you hit transfer there, a window will pop up. If you're diligent user of 10.3, you will find that the system is going to be kind enough to say to you, Hey, listen, you know, do you want to do this? And at the same time, it will ask, do you know that this season and year don't match what you're about to do? It gives you that opportunity to go back and check. However, if you do say yes, and you want to continue, it will take any and all activities in that beginning and end range. And now take that season in year and add them to it over in previous year roster inquiry in the inquiry area.
Zach Malloch 26:09
Okay.
Winfield Reichard 26:10
So and that, that can throw people off a little bit when they're doing say some of what you were asking about earlier, like I want to see, did my 2018 classes compared to my 2017 or 16 classes, you know how many people and if for some reason they just barely threw off, you know, they forced a season or year in there. All of a sudden, 17 classes got mixed up with 18 classes,
Zach Malloch 26:40
Right
Winfield Reichard 26:40
2017 and 18 classes kind of got blended now all of a sudden, so that can can throw that off a little bit. As an example, just the other other day, we were working with someone doing some child care statements, that's a big thing this time a year, and some classes about blended. And when they were pulling Child Care statements, we had to on a report scan history and add those together. They came up together
Zach Malloch 27:07
People missing originally because they transfered accidentally.
Winfield Reichard 27:10
Exactly because the 2019 year that they were looking for we're kind of in 2018. So
Zach Malloch 27:16
Gotcha. Yeah. Good. Good stuff there. Let's see. Oh, here's a question. Can you undo an archive?
Joel May 27:25
absolutly 3.1? Yes. Yep. I'm not sure about 10.3 of the top of my head
Winfield Reichard 27:28
Yes, yeah. Yeah.
Zach Malloch 27:29
So I mean, a couple of other little things about 10.3. So let's talk a little bit about more some of the limitations because one of the main reasons you would need to recover somebody from the archive and 10.3 is because you kind of lose the ability to interact with them to some degree once you do the transfer.
Winfield Reichard 27:46
Right. If we go back to that screen, we were just on Yeah, I think this is a perfect time to just look at that for a moment.
Zach Malloch 27:54
Yep.
Winfield Reichard 27:56
That cut off date, right there in the middle. You know that that's probably one of the biggest things that sometimes affects people. Joel, you know, one of the options in 3.1 is that option of a cut off date. Normally, this cut off date, it will tell you, when you go to hit transfer, you know, this is run four to six weeks prior to your new enrollments. Every once in a while, you'll get maybe someone who started to enroll. Because they forgot to run this. They'll start enrolling some of their people into their programs. And this date, as you can see, it says 130 It's taking today's date and putting that in there. So if on 1/15 1/16 of January, you started enrolling people for a February class.
Zach Malloch 28:53
And so many people from last February
Winfield Reichard 28:53
right exactly
Zach Malloch 28:53
transfer them now that you might get people from this year
Unknown Speaker 28:54
right, you need to take that date and back dated. So if we ran it today, we would get those three people that we enrolled on 1/15 of this year, transferring them to history, if we kept today's date in there. So go into your question, can we recover people back? We could we could do that?
Zach Malloch 29:24
Yeah. So with with 10.3, you're kind of taking the people and saying they had a historical status to them because they were in this class last year. And then we're bringing them back to be current enrollees. So they'll they'll actually be side by side with anybody that's enrolled in that activity since that happened with 3.1. It's a little bit different. So, Joel, I think this will go also. And it's actually a good question. I've been out of it for a little bit, but can you bulk unarchive or is it one by one?
Joel May 29:54
It's one by one. So that brings me back to my original point. If you're not 100% sure that You have the right criteria, for a large range. Don't do it, run a smaller range, spot check. Because what you're going to wind up having to do if you archive 20 sections by mistake, you would have to go to activity management, activity management data grid, open up the activity in question. And then there's a button down at the bottom called archived sections, you can go in there and click one section recovered, it's going to give you some options, it's going to say, hey, you already have a valid active version of this. If there's nobody in it, it'll let you delete that one automatically. Put the other one back into play. If there are people in the one that is currently active, it'll say, Do you want to put a hyphen? So it would be like activity A section one hyphen, one,
Zach Malloch 30:53
right.
Joel May 30:54
So you would have it's technically not the same section. But it's one by one. So you can't pick all 20 sections and bring it back at once.
Zach Malloch 31:05
Right. And so Joel likes to say do a smaller range, I like to say try it in Demo first, because it doesn't matter. So it is already 2:30. We're at our half hour mark. So anybody that needs to drop off, we completely understand that. Thank you so much for joining us. Anybody that likes to stick around? Are you guys okay with sticking around answering some questions? All right. So we've got a couple here. So Gina is asking, Can you show us how to run an archive roster, in your fee reports. So Joel, maybe you could share your screen again, and jump into that. So Gina, if you're with us right now, if you could tell us which. So I mean, it's just the roster fees report. And I think you're looking for it to show the archived information
Joel May 31:51
you're looking for my share button here
Zach Malloch 32:00
And let's see. So then Rena is asking how do we change the your back if we have archived too far in advance.
Joel May 32:10
So with 3.1. If you archive, something you didn't mean to archive, or it's got the wrong year on it, let's say you archive something two or three times by mistake for whatever reason somebody does it, somebody else does it, they don't talk, then all of a sudden, Exactly. You can just you can do a handful of things, you can delete the empty sections, that's fine, you can go in and update the year of the section that has the improper year on it. So the year is really for more reporting, you can have an activity begin and end dates from 2017. And the year field can say 2050. And it doesn't affect anything like that the year is for reporting. So what I'm getting at is you can also update the year of archived sections to so that data is still all there, you can still get to it and make any changes you need to it. So Okay.
Zach Malloch 33:09
All right. And then you are going to show us the activity reports. And so Suzanne also has a question about activity enrollment report. So we're kind of talking about two different things we'll show kind of where that include archives sections is one of those and
right, about to run this guy. I'm just going to check chat and make sure we've got everything there. Yeah, perfect. So they're asking about seeing those toggles. So that's excellent. I think your screen resolution is
Joel May 33:55
I'm going to do both. Oh, yeah. Got it. Um, so to address the roster question first. Sorry, it's one monitor small screen,
Zach Malloch 34:05
yeah.
Joel May 34:15
So here you'll see in the data grid, hey, there's the one I archive that's the the blank version. If you want to see data about the other one. I can add that guy on there.
Zach Malloch 34:30
You can even turn off anything that's not be archived and specifically just looking for the other stuff.
Joel May 34:32
So there is my archived version. I know because it's checked off. And then over here, this is the other title I was talking about. So I'm saying Yeah, show me allow me to report on this archived section. Now I need to say Oh, yes. Allow me to see archived people. So I would expect a handful of folks on here
Zach Malloch 34:59
proximately Five, Good? Yeah, so and perfect. Anita is asking if we can run a report on our okay. So I think that Anita is asking if we can run a report to show all the sections that have been archived previously. So is that something we can do like activity status reports?
Joel May 35:27
You could do so there's going to be, you could do it from right here. And I'll address that in just a second. So here's those five folks. Now, I know it says enrolled there for me, I know it says enrolled on there. But it is there actually enroll in that section. So it's not going to say archive for the people because they are enrolled in that. Now, as far as saying, it seemed like, Hey, can I see all of my archive stuff? You could just do this.
Winfield Reichard 35:59
And then just run the Excel?
Zach Malloch 36:01
Well, actually, that's that's a really good point for a needless question is you don't necessarily even have to run a report, you could be in your activity section. And just filter it for only archive section, then you can export that data with other filters in the data grid. Yeah.
Joel May 36:18
So here we are in the section data grid. It's my archive.
Winfield Reichard 36:24
I mean, I think sometimes naturally, we just go to report report report, when I don't know, I think sometimes we forget about the options and our Excel feature that we have under our options, and how easily it is to get some of that information out. It's just like running a report lot of times. So.
Joel May 36:45
So you'll see I've got I know, I have 81 archive sections and highlight them all. And export comma delimited. So that's going to spit out a CSV file you can put that into excel
Zach Malloch 36:56
then you have enough detail here. You could also filter it down by the year or the archive status and get a lot of information from that.
Winfield Reichard 37:02
Yep. Yeah.
Joel May 37:04
There was a question about a different report as well.
Zach Malloch 37:06
Yeah, and even roster fees report.
Winfield Reichard 37:09
switch up that
Zach Malloch 37:12
while, while jewel is looking for that, I'll go ahead and take this opportunity to mention that we have a new chapter for the RecTrac, RecTrac Lab, we're in RecChat, talking about RecTrac Labs. So our activity walk through so daily processing, how to do an activity registration, how to do activity cancellation, how to do an activity transfer. That's all of us out there wearing our fancy lab coats. And Bret uses the goggles to a new and exciting feature and effect. Robin says that comma delimited. Export is the best. So thank you so much Win for that.
Joel May 37:46
So we're looking at the roster fees report. So it's going to be the same fundamentals as the Roster report. So if you want to see detail about archived sections, you're still going to just go over, turn on the archive, turn on the archive
Zach Malloch 38:03
include the URL
Joel May 38:04
Exactly,
Zach Malloch 38:04
yeah,
Joel May 38:05
yeah, same thing.
Zach Malloch 38:06
Perfect. All right. And then Sally just wanted to reiterate, kind of on top of what Win was talking about, if you go to activity section inquiry, you can turn on that archive, toggle, filter the data grid in any way you want to, and then get information about your archived classes, right from there without even running the report necessarily. Let's see. So Jeanette is asking, what's the difference between inactive and archived.
Joel May 38:31
So inactive is a section that you it is still valid to be counted against if you were to try to make another version of that. So I have activity one, section one, I set it to inactive, and I try to make activity one, section one, it's going to yell at me and say, Hey, this already exists. So archiving something kind of sandbox sandboxes and lets you reuse the combo of activity section years season, all that right. Whereas inactive, you're just not using it at that point.
Zach Malloch 39:09
I think that that's kind of that that piece is kind of an important aspect of it is archived sections are generally inactive, or there at least you can't enroll into them, but can't enroll into inactive sections. But you could have a section that's getting ready for enrollments temporarily inactive, and you reactivate it when you're ready to go.
Winfield Reichard 39:28
And I think it brings up a point you mentioned earlier, maybe you mentioned to was it's really about how that year makes it its own individual new section, right when we go in archive and everything.
Zach Malloch 39:43
Yeah, so the archive gives you more comparative options between things. So you can have a class that you had 50 people enrolling, you make it inactive, that just means you're not going to really see it for new enrollments. But then when you archive it, and you have a new version of that and you get 50 new people then you can compare last year's patrons versus Is this
Joel May 40:00
Yup
Zach Malloch 40:00
patrons and go back and forth. All right. So Kyle is asking if we can go over that bulk change and Joel, your screen is still up can you go into section management? And I see, Laura, you're asking about printing the archive roster. We covered that a couple moments ago. So we'll put some instructions for the follow up document that will deal with this. But you'll also be able to review this video, I'll have to generally have the videos posted by Friday. So I can get back into that for sure.
Joel May 40:33
So go to activity section management, depending on your screen design, click More Bulk Change. And what are we were bulk changing the status. Is that right?
Zach Malloch 40:43
Yeah.
Joel May 40:43
Is that what we're looking at? Do? Okay?
Zach Malloch 40:46
So while we're here, we can say that you can bulk change, basically, any fields feel satisfaction? Yeah. Through this process.
Joel May 40:53
Yeah. So step one would be filter down the things that you are looking to change. So what you see up here is all the sections in REC track. So if you're only interested in your inactive stuff, you could do that I don't have any you're probably going to want to also match it with the year as well. So you're pulling up the right stuff. Once you've determined what sections you want, so you can click them off, Select All, whatever you need, once you determine which ones you want. Down here on the left, are all the fields that you can pick from,
Zach Malloch 41:33
you can normally see a bit more here.
Joel May 41:35
Yeah, I've got a tiny screen here. Now, I think you're gonna see that this isn't going to pull up anything because the actual name of the field I think, is record status. But we can do contains, there's record status,
Winfield Reichard 41:49
well played
Joel May 41:49
Yeah.
Winfield Reichard 41:51
Then those fields...
Joel May 41:54
Add, it's gonna give you some options, what are we changing it to, we are changing it. In our case, I know we're talking inactive active, I'm going the opposite way. So the it's inactive, it's going to go down here in the middle, nothing has happened yet. It's just showing you what fields you've opted to change and what you've opted to change them to. So it's kind of the safety net there. And once you know that, it's what you want.
Zach Malloch 42:19
Everything down in that center will apply to whatever you have highlighted at the top.
Joel May 42:22
Exactly.
Winfield Reichard 42:23
Maybe just before you do that, if you wouldn't mind scrolling up.
Joel May 42:26
Sure.
Winfield Reichard 42:26
One little tidbit I like to use inside of bulk change is highlight the one that you've this number over here. I like to use that a lot when you're inside the bulk change. So if you've highlighted a number of things, you can really pinpoint exactly what you have and what you've highlighted, especially if you've gone through and controlled. Use your Ctrl button and click click, click and you've scrolled down, click, click click, and you have like a number there that says one right now. But maybe you have 12. But over in the upper right where it says 66. There, you have 12 out of 66. And you're not quite sure what those 12 things in, make sure you click on that, where to Joel has one right now sees clicking on and off. And then that way you know for sure before you hit that Process button down below, you're definitely going to get those 12 things are the ones that you know you're processing.
Zach Malloch 43:23
I'll use this as an opportunity for a plug. We have a RecChat Lab about using data grids. They come in Carly asked if there's any where you can get more information about how to use RecTrac effectively. And we're building that library. That's all in the RecTrac Lab. As long as you're on this next gen interface. If you click on that little life preserver support icon, you can get to the RecTrac Lab right from there, that'll launch it and get you into our educational courses. And you can take some of those if you don't mind hearing myself, Bret and Leigha kind of talking funny about some of this stuff. So hopefully that helps out for you guys. So yeah, so this answer is Kyle's question. So we're changing it from active to inactive, we would just change it from inactive to active in the in the other case, and just hit process and it goes through. And it would do that before really as many different things looks like. It'll change it for as many different things as you have selected up at the top. And you could do 1000 sections at once if you wanted to. So this is a huge time saver, that obviously it's a little bit of a dangerous thing. And I'll go ahead and shoehorn or dovetail this into Jut's question, asking about is there any sort of permission function that we can do that would prevent people from editing archived courses, I have an idea
Winfield Reichard 44:41
editing or actually running?
Zach Malloch 44:43
or going in and changing details about a course that's are or an activity section that's already been archived. My mind goes to screen design, that we want to customize that data grid and make it sure that that archive is turned off for people that you don't want to have access to them. And then they just can't get to them at all. So that would be probably the the main thing that I would get to I don't think they have any other toggles specifically about
Winfield Reichard 45:07
specific to permissioning, quote, archive things,
Zach Malloch 45:11
right. So Jut, screen design, I would say is where you want to go. Of course, you could leave that archive title on for inquiry, but turn it off for management. And then you can look at all the archive stuff, but not changing that kind of stuff. All right. All right. Archiving childcare, is there any difference in archiving, childcare?
Joel May 45:33
Not in 3.1,
Zach Malloch 45:34
Nope not in 3.1. With 10.3, you could maybe argue that there's a little bit but that's just because of bulk section, creation for camps and daycare type things. You're kind of recreating the sections when you do that, and overwriting the old information. But I think that that's Lana and let me know if you're on 3.1 or 10.3 3.1, it's really not any different. So you're just going to include in that range, and then you have the same include historical sections include historical records. Yeah, so if you hide the column, it does prevent you from filtering to only archive sections. So if you're in management, that is going to be a bit of a limitation is that you won't have access to just the are any archive sections, if you hide that column, which I think is the best way to prevent people from editing stuff, and then point them towards activity section inquiry if they wanted to actually look at or get information from those archives sections. So Lana, yeah, you're fine. You're on 3.1. So archiving is basically the same thing. Let's see, Megan had a question. Is there a way to keep the name the same when archiving sections? So reusing number 1200 dash a and 2000 2000 or 1200? Dash A and 2020 is a different ballet? So how does that change things? I know the I have an idea to the answer. So same section number, same section, but in 2020, it had a different name than it did in 2019.
Joel May 47:06
That's dealer's choice. You can put whatever you want. And so yeah, you archive something. And it's not ballet, it's ballet, pre K this year, just change the descriptions.
Zach Malloch 47:20
Yeah. And that's actually Megan, that's a really big difference between 10.3 and 3.1. And that's the difference between archiving the people versus taking a snapshot of the whole section. So in three in 10.3, if you had ballet and you change it to under the sea ballet, it would look like everybody that ever registered for that same activity number had registered for under the sea ballet, because you're updating the rights activity record. In 3.1. Because they are separate entities, you can have activity 1200 dash a that was basic ballet in 2019. And 1200. A is under the sea ballet and 2020. And the number will be the same, but the descriptions will be distinct because those sections technically are distinct and unique entities
Joel May 48:01
Correct.
Zach Malloch 48:02
Okay. So, let's see, Megan you're saying that when you do change the name and changes the name of those already archived? Joel, can you jump into the your archery camp real quick, and get into that management data grid? And I just want to double check. I'm pretty sure that like, if we change the description for archery camp here, and then we turn on the archived version of it. I don't think there's going to be there you go there. Yeah, so we have archery camp, and then our tree camp, just as we want. All right. So I think that that's good. Megan, let me know we that might be if you are seeing something other than that, if you go into your management tab, you turn on archive sections, you edit mainline and then you get your archive sections also changing. That's something we want to look at. But I haven't heard or that being a bug myself
Joel May 49:10
It hasn't jumped out to me no.
Zach Malloch 49:11
But yeah, just go ahead and get in touch with either Joel or Win and they'd be able to take a look at that with you. I think we're getting towards the end of all the questions. So we're gonna go ahead and call this one now. Thank you so much Win and Joel, for
Joel May 49:26
my pleasure.
Zach Malloch 49:27
Joining me through all of this.
Winfield Reichard 49:28
Thank you
Zach Malloch 49:29
And we will see you guys and go ahead stop sharing Joel and give me a little bit better access to this. So yes, thanks, everybody, for participating and joining, we will have the recording of this section put up by tomorrow. And then we'll have response doc hopefully by sometime next week with some of the questions that you guys asked with some consolidated answers. And yeah, thanks very much join us so other time and thanks, everybody for chatting with us today.
Joel May 49:56
Thank you.
Zach Malloch 49:56
See you later.
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