Data is now exported from ParentPaperwork as an email

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We’ve made a small change to the exporting of data from Slips in ParentPaperwork. The resulting files are now emailed to you, instead of us keeping you hanging around while the data is assembled and compiled into an Excel file.

Wherever possible we try to abstract a user from activities that require more than a moment to complete, and handle the tasks asynchronously, by which we mean don’t hold you up, instead we process the task behind the scenes and provide the results to you when they are ready.

Another example is Importing Data, you upload a list of students or parents to import, we send that off to a processor in our online platform that completes the task, then sends you an email notification when done. Meantime you are free to continue working on other activities within ParentPaperwork.

As of today, if you choose to export the data from either a single Slip, or a number of Slips, we will email you the resulting file instead of showing you a download link within the web site. Usually this is within a minute or so, but if the export system is very busy it means we avoid causing you problems – we know there’s nothing worse sitting staring at a spinning icon on a web page wondering if anything is actually happening.

 

 

Parent Contacts now included in ParentPaperwork Slip exports

We’ve released a small improvement today for the Slip exports, which now include the Parent Contacts for each Student.

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You’ve always been able to export the Parent responses for a permission slip by clicking the Export List button at the top of the Responses list. This creates an Excel file containing all the data about the Slip – the Student Name, Student List, the Response given by the Parents along with any other data fields the Parent completed when they submitted the Response.

As of today the Excel file will include the Parent Contacts for each student. We’ve been asked for this a number of times, and it makes complete sense that the export should include all the information you might need to take with you on an excursion or activity.

Plus, as a bonus, we’ve reworked the export to make it a lot faster, we noticed that sometimes it was taking a few more seconds that felt necessary to generate the Excel and found a way to speed up the file creation so the download link becomes available more quickly.

 

ParentPaperwork now has two factor authentication for parents submitting forms to school

 

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What is Two Factor Authentication?

Two factor authentication is often explained as ‘something you know and something you have’, the idea is that two different things are used to prove you are who you say you are. It’s a concept that will be familiar to many users of online banking, where even after you log in, in order to initiate a funds transfer or some other specific activity you are asked to enter a code sent to your mobile phone.

Parent authentication in ParentPaperwork

Every email sent to a parent from ParentPaperwork is unique. It contains a tracking code unique to that parent contact, student and permission slip. That’s how we are able to determine that a parent has opened a particular email, even if they have not yet submitted a response.

The links in the emails the parents click are also completely unique, which ensures we know who is making a response when the parent clicks through to fill out the form.

This is the default authentication mechanism for ParentPaperwork – because the parent clicked a link sent to their personal email address that is completely unique to them, the student and the slip, we consider this authentication that the person completing the form is the designated parent.

Introducing Two Factor Authentication in ParentPaperwork

For schools who wish to have a stronger level of authentication ParentPaperwork offers two factor authentication. This requires parents to create a password the first time they complete and submit a Slip.

In order to create a password the parent must enter a four digit code number sent to their mobile phone. The code is only valid for 30 minutes, meaning the parent must have their phone close to hand, if they are not already viewing the slip via their smart phone.

The next time they submit a slip, they will enter the password they created. If they forget their password, they can create a new one using the same method, with a new code sent to their phone.

Two factor authentication is an optional feature, please contact us to arrange it to be enabled for your account, or if you would like a demonstration.

Exporting data from Slips sent from ParentPaperwork in a date range

UPDATE: We now email the file instead of showing you a download link

Did you know you can export data from more than one Slip within ParentPaperwork? This is a handy feature for archiving, analysis and other reporting.

On the Slips list, click the Action dropdown and select Export Slips.

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A window will open for you to enter a date range. These are the dates between which the Slips were sent. For example, you can ask for data from all Slips sent between 17 May and 16 June. By default the dates will be for the past 30 days.

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Click the Export button, the export process will start, be patient for a minute while the data is assembled.

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When the file is ready you’ll be shown a link to click to download the file, it will be in Microsoft Excel format.

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