Searching & Creating Filter/Report/List

Overview:

Searching for multiple data points within a screen is easy in Synergy.
Search can be saved as a filter to run as a report at will later.
Search results can be saved as a checklist to use when performing the same action on a group of students.

MATRIX SEARCHSee More

Use any non-grid field on the screen to search for a group of students by certain criteria.

In this example we'll use the Student screen to find all 11-12 grade students whose home language is not English. All searches will include Last Name, First Name, Niddle Name, Student ID, AK Student ID by default. We want our report to also display gender, personal email, birth cert on file, and race (from the demographics tab) and Have Internet at Home and Prefer Remote Learning (from the MSBSD Tab).

Search methods

Checkbox on drop down - ex. Gender, Grade and Language: Choose desired values you want to filter by.
1. You can use the Check/Uncheck All choice to check all, then uncheck one or two choices.
2. You'll see an * if you check all choices (Gender)
3. You'll see three dots when you leave some unchecked (Grade and Language)
Asterisk in field - ex Gender and Personal Email: If you simply enter an asterisk your results will include all records and display the results of the field.
1. You can use an * in drop down or open ended fields (like Birth Date).
Single Checkbox - ex. Birth Cert Received: Click once, twice, or three times for different filter settings. You'll see a red border around the box when you are actively clicking through the three clicks.
1. One click will be a check and will "Only Include Checked". Records with the box checked will be returned.
2. Two clicks will shade in the whole box and will "Include All". All records will be returned, whether checked or unchecked.
3. Three clicks will clear the box "Only Inculde Uncheck". Records with the box unchecked will be returned.
4. Click a fourth time to disclude the field from the search. You'll see the red border disappear.

Group of Checkboxes - ex. Race: Check individual race boxes or use the blue checkboxes to mass choose/unchoose.
1. Use the checked blue box to choose all choices in the group.
2. Once all are chosen you can individually uncheck some races or use the unchecked blue box to mass uncheck all.

Using multiple tabs

Many screens have multiple tabs. You can use fields on these tabs in your search. In this search we used an asterisk to display:

Has Internet at Home and Prefer Remote Learning, from the MSBSD Tab
1. You can use the Check/Uncheck All choice to check all, then uncheck one or two choices.
2. You'll see an * if you check all choices (Gender)
3. You'll see three dots when you leave some unchecked (Grade and Language)
  .

Search Results

Once you've entered all of the search parameters click on the blue Find button and you'll get a Find Result screen if any student meets the criteria.

Choose an output type and click the Print button to export the results. Most common output types are PDF and Excel. *Note* Excel will export to your download folder and open a blank browser window.

You can use the filter icon at the top of any column to see a specific value. Here I've filtered for "Yes" on Has Internet at Home, and am looking at choices for a specific language from search results.

SEARCH USING LIST OF STUDENT IDsSee More

Use a list of Student IDs to find a list of specific students.

Gather the list of Student IDs that need changed, in this case I have 46 that I compiled in excel and copied just the IDs.
Start a search by clicking on the Search icon.
Paste the IDs into the Student ID field. You'll see the list populate like this.
Remember all searches include the main census data of Name, Student ID and AKSID. If you want other data to display on your Find Results add an asterisk in that field. In this example I included 'Grade' and 'Prefer Remote Learning'.
*Note* If you filter by choosing only certain choices in the drop down and don't use the * you may not get all of the orignial 46 records.
Click on the Find button and your Find Results will open.

FILTER/REPORTSee More

Save your search as a filter to use as a custom 'report' at any point in the future.

Once you've perfected your search use the Filter section to 'Save as Filter'. Applying a filter and using 'Find' will act as a custom, push button report.

Enter a Filter Name. Describe what the search returns.
Click the Make Active box if you want to use that filter right now. When a filter is active any searches will only evaluate records that meet the filter criteria.
Click the Save As Filter. The 'Find Results' screen will close.
Look for the Filter icon near the screen title on the 'Student' screen. The exact location will depend on your preference settings, it should be near the top. It looks like a funnel.
1. When a filter is active the icon will be yellow.
2. To activate a filter click on the icon and choose the 'User Filter' or 'Checklist Filter' that you want. You may not have both of these lists at first. Notice the yellow filter icon now that I've activated my filter.
3. With this filter active any searching will only include the students that met the criteria on the original search.
  *Note* - Be sure to inactivate the filter (uncheck or click the X) when you aren't using it or you'll only be searching those students

LISTSSee More

List are a special kind of filter; find a subset then perform actions using the list as a checklist.

An example of when you may use a checklist: If you had a long list of students who need a field changed, such as changing from Y to N on 'Prefer Remote Learning', checklists make the process easier.

Perform a Matrix Search or use a list of Student IDs and when you are satisfied with the results:
1. Click on 'Actions'
2. Click on 'Save As List'
3. Create List Name and Description as desired
4. Click 'Create', wait for the message popup 'List Created', then you can close the 'Find Result' screen.
5. On the 'Student' screen you can open filters and you should see it in your Checklist Filters, (you may need to refresh the screen first). With the filter activated you should only see the students from the original 'Find Results' screen.
6. To use this filter as a Checklist click the Checklist icon in your navigation bar. The checklist will open, and you can then click on the 'Pin' icon that will allow the checklist to remain open so you can work with it.
7. This checklist is pinned open so you can see the entire list of students to work through.
  1. Click on the first record to open their student record. Make the change (Prefer Remote Learning from Y to N).
  2. Click the check next to that record in your list once you've completed the task. By default the record will disappear from the list as you check it as complete.
  3. The green checkbox icon at the top allows you toggle between showing/not showing completed records. If you want to see the records you've completed check it so it is green. The image shows three completed records.
  4. Use the arrows to move forward to the next record, or click on the student name to open the record.
  5. *Note* - For users who may edit records at multiple schools: When focused to a school only the students with an enrollment record at the school you are focused to will appear in the checklist.