New access controls and permissions for Users in ParentPaperwork

Data security and access are extremely important in environments such as schools, which often are managing significant volumes of personal information spanning across staff, parents and students. Increasingly, schools are using ParentPaperwork to capture, manage and report this data, and we have implemented a range of ways you can control access to data and functionality in ParentPaperwork.

This blog post outlines the types of permissions and configuration you can implement with ParentPaperwork in your school. You can also check out our Knowledge Base for further information.

A school may have as many Users accessing ParentPaperwork as they like. Note we have single sign-on for both Office 365 and Google, making it really easy to enable access for large groups of school staff. We can also synchronise a list of your staff each night as part of our overall data import schedule for your school.

User Roles

There are two User Roles:

  1. Administrator – complete access to all of ParentPaperwork’s features and configuration. We’d recommend you limit the number people with this ‘Access All Areas’ permission.
  2. User – a standard User. They cannot alter ParentPaperwork’s configuration (including managing Users) nor can they edit the Form Templates and Workflows. User Permissions can be applied to ‘Users’.

By default, a User has access to all information, and you can use various permissions settings to control and define their access.

Individual User Permissions

User can have their access restricted in multiple ways:

  1. They can be configured to only have View access. They’ll be able to log into ParentPaperwork and see all the information but will not be able to add new data or edit existing data – for example, they cannot create a new Slip nor edit a Student or Contact.
  2. They can have their access restricted to only Slips they created or those on which they appear on the workflow. In a busy school, with many Slips being sent, this is a great option to reduce the ‘noise’ for a particular user so they only see the information relevant to them.
  3. They can have their access restricted to specific Student Lists. By default, this also means their access is restricted to only the Slips they create or those on which they appear on the workflow, as per option 2 above. This is perfect for parent class reps and others who should only have access to very specific groups of students and parents
  4. Users can be assigned to User Groups, and the above permissions will be controlled via the Group.

Screen Shot 2017-08-08 at 4.07.31 pm

User Groups

User Groups can be used to control permissions for groups of Users. You can set the same permissions as for individual Users, and these will apply to Users assigned to the Group instead of the individual permissions.

The User Groups list page summarises the permissions assigned to each Group.

Editing a User Group allows you to control the permissions.

Users Groups and Form Template Categories

User Groups can be used to control access to sets of Form Templates via the Template Categories.

A Form Template can be assigned to one or more Form Template Categories. A Category may be assigned to one or more User Groups.

If a Category is assigned to a User Group, only Users assigned to the Group can:

  • Create a new Slip/Form from the Templates in that Category
  • Access an existing Slip/Form that was created from the Templates in that Category

By using a combination of User permissions, User Groups and Form Template Categories, you can restrict access to information in ParentPaperwork to selected Users and groups of Users.

For example, perhaps staff within school departments can be given view only access to Slips/Forms relevant to their department, while the heads of department can edit and manage forms across one or more departments. Or only school leaders are given access to Forms relating to human resources or staffing issues.

Send ParentPaperwork Broadcasts to Students

Earlier in 2o17, we launched Student Slips, allowing schools to send ParentPaperwork’s online forms to Students – the perfect and logical complement to our original Parent Slips system.

Student Slips is ideal for senior schools and colleges for tasks like sports registrations, subject electives selection, school council elections, student surveys and prefect voting

With Student Slips, you have the choice of the form being completed by either the parent or the student. You can also ask that a ‘read only’ copy be sent to the other party – such as sending a form to parents with a cc to students, or sending a form to students with a cc to parents. Everybody gets kept in the information loop – no unnecessary surprises!

The feedback on Student Slips has been excellent, and we have now extended this functionality to the Broadcasts module.

Previously, you could only send a Broadcast to Parents of selected Student Lists or individually nominated Students. Now you can send a Broadcast direct to Students, with an option to CC to their Parents or vice versa – send to Parents with a CC to their associated Students.

 

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Setting up a Broadcast to Students works the same as sending out a Slip. You choose to send the Broadcast to ‘Parents’ or ‘Students’ and, if you wish, you can CC in the other party.

It is important to note that Broadcasts to Students are only available if you have the email addresses for Students in ParentPaperwork – Broadcasts via SMS to Students are not available. However, we can import Student emails via your scheduled nightly import.

Additionally, please note that Broadcasts to Students are only available if your school has purchased the Student Slips module – please contact our sales team if you need more information.

 

How does ParentPaperwork import data?

ParentPaperwork manages a significant amount of data from schools. This post is a summary of how the data is imported and the various options and features. It is designed to be read by school ICT staff and database administrators to gain an overview understanding of our import modules and processes. For further information or assistance please contact support@parentpaperwork.com.

What Student Information Systems (SIS) does ParentPapework work with?

ParentPaperwork has ingested data from student information systems including:

  • CoolSIS
  • Denbigh
  • KAMAR
  • MAZE
  • PC School
  • SAS
  • SchoolPro
  • SEEMiS
  • SIMS
  • Skyward
  • Synergetic
  • TASS
  • Tyler

How does ParentPaperwork Acquire Data?

Data is obtained by ParentPaperwork in a variety of ways:

  1. Direct SQL database connection
  2. Pulled from remote API
  3. FTP pushed to ParentPaperwork
  4. Files pushed to ParentPaperwork’s Files API

We really don’t mind how the data is acquired and we are happy to work with a school or a provider to find the best and most efficient method. No matter how the data is acquired it is brought into our import system in a common format and centrally processed by a set of modules that handle various aspects of the data.

How frequently do we update imported data?

Almost always we update data from imported sources on a daily basis. We have the engineering capability and capacity for a higher frequency, but we figure a second-by-second update in real time is not necessary, schools are comfortable that if they make a change in their SIS one day it will be in ParentPaperwork the next day.

What data do we import?

At a minimum we import the data necessary for ParentPaperwork to operate:

Students

  • studentId (the unique identifier from your system for the student)
  • firstName
  • lastName
  • className (this will be the Student List they are allocated to initially)

Parents

  • parentId (the unique identifier from your system for the parent)
  • studentId (so we can link parent -> student)
  • firstName
  • lastName
  • email
  • mobile phone (only if you are using our optional Two Factor Authentication system or want SMS notifications enabled)

Additionally we can import further data:

Student Attributes

Student Attributes are user-defined fields in the ParentPaperwork Student record, a school can have an unlimited number of Attributes defined, and we can import data to these fields. Student Attributes are able to be used as fields on ParentPaperwork forms; when the parent opens their form the fields will be pre-populated with the values we are holding. When the parent submits the form the Attributes in the Student record will be updated. We also offer a range of exports including one we nickname ‘just the things that changed’, a list of Students, their Attributes and only the values that were updated as part of the form submission. This makes Student Attributes ideal for tasks such as annual student record updates.

Student Lists

Obviously students don’t just fall into one group at school, there are home rooms, tutor groups, subject classes, sports teams. We can import these to ParentPaperwork to Student Lists so these groups are available. Some larger schools consequently have several hundred Student Lists.

Staff Users

We can keep the Users in ParentPaperwork updated with changes in the school SIS. Generally we are not able to access passwords from the SIS, which means this is only useful in a couple of scenarios:

  1. The school needs the Users in ParentPaperwork to be able to send the staff notifications about forms, for example to cc a read only copy of a Parent Slip. The staff member is not required to log into ParentPaperwork.
  2. The school is using single sign on (SSO) to ParentPaperwork, either Google or Office 365, and does not want automatic user creation enabled in ParentPaperwork (where we allow anyone who is authorised via the SSO to access ParentPaperwork. By syncing in a list of Staff we can restrict access to ParentPaperwork to just the list of Staff the school provides via the import.

What is the import logic?

Our foundation view is that the source of truth for a school’s data is its SIS, so ParentPaperwork needs to as closely mirror that as possible. We are also very conscious that there can be some complicated family situations that are liable to change from time to time, so keeping ParentPaperwork in sync with those is important.

The following describes the import logic we use for each type of data.

Students

  • Check if there are any student records in the import that are different to those in ParentPaperwork
  • If the records are new Students, add them to ParentPaperwork
  • If the records are existing Students, update the changes to ParentPaperwork
  • Clear Students from any Student List named in the import that already exists in ParentPaperwork
  • Update Students from the import to the Student Lists named in the import
  • Optionally – clear students from any Student List created via import at any time, this deals with schools that don’t wish to maintain legacy Student Lists, it’s also useful for rollover at the beginning of a school year when we need to reset all Lists previously imported
  • Optionally – mark any Students currently in ParentPaperwork as inactive that are not contained in the import – marking them inactive removes Students from default views and lists and means they and their parents cannot be sent forms. Very useful for preserving data to comply with document retention policies whilst ensuring the Students are not visible day to day unless specifically searched for

Student Attributes

  • Check for Student Attribute names in the import that are different to those in ParentPaperwork, and create new Student Attributes on the school account
  • Update the Students with the values for those Attributes
  • Check if there are any Attribute values in the import that are different to those in ParentPaperwork and update the Student records
  • Note we log these changes as having come from an import, so we can differentiate with changes made via a User in ParentPaperwork, or a Parent submitting a form, so we can still generate exports of user/parent updates

Parent Contacts

  • Check if there are any Parent Contacts records in the import that are different to those in ParentPaperwork
  • If the records are new Contacts, add them to ParentPaperwork and link them to the relevant Students
  • If the records are existing Contacts, update the changes to ParentPaperwork, examine the existing links to Students already in ParentPaperwork, and if different to the import, update
  • Optionally – mark any Parent Contacts currently in ParentPaperwork as inactive that are not contained in the import – marking them inactive removes Contacts from default views and lists and means they cannot be sent forms. Very useful for preserving data to comply with document retention policies whilst ensuring the Contacts are not visible day to day unless specifically searched for

Student Lists

  • Check the import for any new Student List names, create these Lists in ParentPaperwork and assign the relevant Students
  • Check the import for any Student List names that already exist in ParentPaperwork, clear the Students already assigned to the List and update with the Students from the import

How are imported records are displayed in ParentPaperwork?

Records that have been created via import are shown in ParentPaperwork with an icon and the text ‘Imported Record’.

Optionally, if a school chooses, we can enable a feature that warns a User attempting to edit a record with a popup message to let them know any changes they make might be overwritten by a subsequent import.

Can you prevent imported records being edited by Users?

We have a feature that can be enabled which prevents any adding or editing of Students, Student Lists and Parent Contacts by Users logged into ParentPaperwork. This was developed for schools who do not want any changes to records to be made in ParentPaperwork, rather only in the SIS and thence imported into ParentPaperwork.

Can I check if my imports are running?

When logged into ParentPaperwork click your User Name at the top right and select Integration Log. This will display a list of imports with date, source (for example your SIS) and the number of records processed.

 

Parents can now use the Digistorm schoolAPP for Schoolbox to receive and submit online forms

A key goal for us at ParentPaperwork is ensure we are a cooperative part of the education technology landscape, and a signature strategy towards that goal is promoting interoperability between ParentPaperwork and other high quality products.

Many schools in Australia, and increasingly overseas, use the Schoolbox learning management system. And many of them use the terrific Digistorm schoolAPP for Schoolbox.

We are pleased to announce that ParentPaperwork is now fully integrated with the Digistorm schoolAPP.

When a message is sent to parents advising there is a new Slip for them to complete, this is also delivered as an in-app notification to their phone. Then when they open their app they have all their childrens’ ParentPaperwork forms at their finger tips, both previously completed ones, and forms yet to the submitted.

The new Slips can be completed and submitted right there inside the app. The ease of use and convenience is fantastic.

Notifications

When a new Slip is sent  to parents, a notification will show on their phone. They can tap the notification to open the Digistorm app and complete the form.

App Menus

A new menu option is displayed in the Digistorm app.

Tapping this link will open a list of Students with a count of any outstanding Slips for each.

Tapping the name of a Student will open a list of Slips, with incomplete ones at the top (highlighted with a red dot), and completed Slips at the bottom (green dot).

Tapping a Slip name will open the online form from ParentPaperwork directly in the app browser window, so a Slip can be completed and submitted, or viewed if it has already been submitted.

There is no cost for a school to use the ParentPaperwork integration to the Digistorm schoolApp. Just contact our Support Team to arrange for the connection between ParentPaperwork and Digistorm to be configured.

 

 

 

Send Slip and Broadcast notifications to school staff members

Communication within a school is very important, to ensure activities and resources are coordinated to the best possible effect. ParentPaperwork already significantly improves the availability and sharing of information throughout a school, starting with providing an aggregated view of all the online forms and broadcasts moving between school and parents and students, plus via our approval workflows and notifications.

We’ve now added a much-requested feature – sending notifications about Slips and Broadcasts to any nominated staff member, or groups of staff.

When you set up a new Slip or Broadcast you can nominate individual staff members or groups of staff to receive a notification that the message has been sent, along with a link to view the Slip or Broadcast.

In the ‘Send copy to Users/User Groups’ field start typing the name of a User or a User Group, and select the correct one from the drop down search results.

You can choose any number of Users and/or User Groups.

Select Users or User Groups

When the Slip or Broadcast is sent out, an email notification will now also be sent to all of the Users you have selected.

Email Notifications

The link in email will open to a read only preview of the Slip or Broadcast.

preview of the Slip or Broadcast

ParentPaperwork launches game-changing new online forms feature for students

We have big news for ParentPaperwork schools to kick off 2017! We are pleased to announce the launch of our most important new feature in twelve months – sending online forms to Students.

Hundreds of schools in seven countries now use ParentPaperwork to send online forms to their parents and staff, and capture and report the responses – and they all see huge savings in time and money as a result.

We listen carefully to the feedback from our schools – and for some months they’ve been saying how much they love the current modules, but then list all the forms they need to send to students, like sports registrations, subject electives selection, school council elections, student surveys; and prefect voting.

The ParentPaperwork team mused on this feedback for a couple of months and figured out the best way to deliver student form functionality to our schools customers. Over the Australian summer our tech team has worked hard to create this new functionality and we’re very proud to reveal it to you.

A new Module within the ParentPaperwork Suite

Now when you set up a new form, you have the choice of it being completed by either the parent or the student. You can also ask that a read only copy be sent to the other – so send a form to parents with cc to students; or send a form to students with a cc to parents. Everybody gets kept in the information loop – no unnecessary surprises!

We’re very excited about this brilliant new functionality. The ParentPaperwork team is proud to offer it at no charge to all our current full suite subscription customers (those with both Parent Slips and School Forms modules). We will be charging for this feature for newbies in the year ahead, so this is our special gift to you for your input, ideas and savvy!

You can now select students to complete a form

Traditional paper-based processes are quite simply broken and no longer workable in today’s world, where accountability, risk management and statutory compliance are critical issues for school leaders globally. ParentPaperwork provides your school with a robust, secure system to replace all your paper forms.

With the launch of our new Slips to Students functionality we can confidently say ParentPaperwork is easily the most comprehensive, fully featured, administration data capture, management and reporting platform for K-12 schools, kinders and ELC’s in the world. And it’s all built and managed right here in Melbourne, Australia, with customers as far afield as the Czech Republic, Canada and Portugal.

This is just the start of what we’ve planned to be a huge year! The ParentPaperwork team has several major new features slated for 2017 and I can’t wait to tell you all about them over the coming months, especially the forthcoming Metrics and Data Analysis Module!

Making parent live’s easier – quicker access to incomplete Parent Slips

Many parents will be sent multiple Slips to be completed at various times, so it’s likely at any given time a particular parent might be responsible for completing and submitting more than one Slip.

Email and SMS notifications will be sent to the parent for each individual Slip and Student and the Parent can click through to each Slip from each notification – but that means the parent has to switch back and forth between their email program and web browser. The issue is exacerbated for those with twins in the same class, or when the Slip has been sent to multiple Student Lists which include more than one child with the same contacts.

To help make the parent’s task easier, ParentPaperwork now displays a list of outstanding Slips in two places. We believe this offers a much smoother process when someone has more than one Slip needing to be completed, they can simply click through to the next one both from the online form page and the Thank You emails.

Parent Slip Page

When the Parent submits an online form, if they have any other outstanding Slips these are displayed at the top of the page (up to 4 Slips).

Parents see a list of incomplete Slips after submitting an online form

Parent Slip Thank You Email

When someone submits a Slip online form a ‘thank you’ email is sent to them, this also includes a list of up to four other outstanding Slips.

Parents see a list of incomplete Slips in their thank you email after submitting an online form

An easier way to select Student Lists for Slips and Broadcasts

The current Student List selector has been a little problematic for schools with many Student Lists, so we have added a ‘typeahead’ box at the top of the box displaying available Lists on the left side. Simply start typing the name of the List you are looking for and the available options will automatically filter to reflect the text you enter.

It’s a easy way to quickly locate the Student List you need amongst dozens or hundreds.

Obviously it’s important to have your students organised in way that makes sense for your school, and then be able to select those via the Student Lists when you wish to send out a Slip or Broadcast.

Some of our larger ParentPaperwork schools over time have amassed a great many Student Lists. Others are maintaining a large number just day to day because we are not just pulling Year Levels, Home Rooms lists from their student database, but subject classes, co-curricular and others. The new typeahead feature makes finding and selecting Lists super simple.

The same works in reverse, if you have selected a large group of Student Lists you can locate one to remove from the Slip/Broadcast by typing the name of the desired list into the box at the top of the right hand column of selected Lists.

 

Send School Forms to multiple Staff

ParentPaperwork allows you to create a School Form and send it to multiple staff members for completion. An obvious example would asking a group of staff to accept an ICT usage policy.

Create the Form

To create a copy of the Form for multiple staff select the School Form template, and change the drop down ‘This Form is for me’ to ‘No’. Select the names of the Staff who need to complete the form. If there is a file that needs to be attached then click Add Files.

When ready click the Save New Form and a Draft will be created. If all details are correct click the Complete button. A copy of the Form will be created for each of the selected Staff.

school-forms-multiple-1

Notification to Staff Members

An email notification will be sent to each of the selected Staff members, with a link to their copy of the Form.

school-forms-multiple-3

Staff Open the Form

When the Staff member clicks their link their copy of the Form will open, with the Form assigned to them.

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Staff Edit the Form

The Staff member edits the Form as if they had created it, they click the Edit Form button, enter information into the fields, and click the Save Form button.

school-forms-multiple-5

Staff Complete the Form

Once the Staff member is happy with the information they have entered they click the Complete button to submit the Form.

Note you can set up additional workflow steps, for example, to send a notification to other Staff on submission, or to request Approval.

school-forms-multiple-6

Display charts and graphs of parent online form submissions

The online form submissions from parents using ParentPaperwork can now be analysed with charts and graphs. We have reorganised the Parent Slip page and added three tabs – Slip, Responses and Analysis.

blog-charts

Slip Tab

This displays the Slip preview/overview as before.

Responses Tab

The list of Responses for a Slip that previously hid at the bottom of the page now has its own tab, making it much easier to access, you don’t need to scroll all the way down the page anymore – something a number of people had commented on as being a little annoying.

Analysis/Charts Tab

The Analysis tab will display a chart for each ‘closed response’ question on the Slip. So select lists and checkboxes which have a closed list of answers will automatically have bar graphs created. There is a Print button that will open a new page wiht the charts formatted for printing, one chart per page. You could also screen shot a chart if you need to include it in another document in Microsoft Word or Powerpoint as part of a presentation.

The top chart will always be the ‘Contact Response’ – the mauve field in the Form Template Designer, the main question that must be on all Slips. The rest of the charts will then display in order below.

You might be using ParentPaperwork to survey parents, or capture their orders for fundraising products – but we know that most people respond positively to visual representations of data. It’s fine giving you Excel exports and lists of numbers and values, but a chart offers a simple and effective way of quickly analysing the results of your parent’s online form submissions – whatever the questions you asked.

We’re looking at further opportunities to utlise the data you are capturing and reporting in ParentPaperwork, we believe there’s much more that can we can do to help you understand and interpret the data, and we think everyone will agree this new analysis feature is a great step forward.