Overview of Common Functions Across TIDE

Search for Records

Many tasks in TIDE require you to retrieve a record or group of records (for example, locating a set of students to work with in the Manage Students task). For such tasks, sections appear in the search area when you first access the task page (Figure 7). The following explains how to use the search sections.

New: The Institution Selector automatically selects the institutions that you selected when you logged in. The selector is displayed in Figure 7 in the Student Group section.

To search for records:

1. If you're a district-level user, you'll need to make a selection at the campus level. You can select all campuses, though, on most search functions. However, this is not available for all searches.

2. In the search sections, enter search terms and select values from the available search dropdowns, as required. Required search options are marked with an asterisk. Some options may allow you to select multiple values or limit selections as you enter search terms.

Note: The search options available in the search sections depend on the record type.

3. Optional: If the task page includes an Advanced Search section, you can select values to further limit the search results:

   1. To include an optional search criterion, choose one and then select Add Selected. Once you've added the option, select a value to search for, if needed or required.

   2. Optional: To delete an additional search criterion, select Remove beside the option to remove it. You can also delete all criteria by selecting Remove All.

Note: For information about how TIDE evaluates additional search criteria, you can review Evaluate Advanced Search Criteria.

4. Select Search.

5. The search results pop-up window (Figure 8) indicates the number of records that matched your search criteria. It also displays options to view the records, export the records, or modify your search.

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Figure 7: Manage Students page

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Figure 8: Sample Search Results Pop-Up Window

6. To view the retrieved records on the page within TIDE, select View Results. The list of retrieved records appears below the collapsed search sections.

7. To export the retrieved results to the Secure File Center, select Export to Secure File Center and pick the file format for the export.

8. To change your search criteria, select Modify Search.

Evaluate Advanced Search Criteria

Some search pages have an advanced search panel where you can enter complex criteria. TIDE evaluates the advanced search criteria as follows:

• If you specify multiple values for a given search option, TIDE retrieves records matching any of the values.

• If you specify multiple search options, TIDE retrieves records matching all criteria.

As shown in Figure 9, TIDE retrieves student records that match both search options. However, since multiple Extra Day options are selected for all tests, any matches on those tests will be returned.

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Figure 9: Advanced Search with Two Options Selected

Customize Search Results Grids

Many tasks in TIDE involve searching for records. Often, the search results contain many results that may need to be reorganized to meet your information needs. You can change the view of the results, hide or show columns, and change visual aspects of the grid, such as the text size.

Change the View

This feature is only available for the Manage Students task and the View/Edit/Export Test Attributes task. Other tasks do not have the option to select a view. Even though the option to change the view is limited to tasks for students, some grids are structured to look or function like focus view.

There are two options to change the way the grid displays information on the student search results grid.

• Grid view is the default view and requires horizontal scrolling to review information for the records. The TSDS ID and student's name appear stationary on the left as you scroll through the rest of the information. The horizontal scroll bar is at the bottom of the screen under the footer.

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Figure 10: Grid View Button and Horizontal Scroll Bar Highlighted in Yellow

• Focus view allows you to easily review basic information about the records, such as TSDS ID, name, grade, and date of birth, to find the records you need. There is no horizontal scrolling with this view. Once you identify a record you need, use the dropdown arrow to expand the row to access additional information about the record. The information is presented across tabs to allow you to focus on just what you need.

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Figure 11: Focus View Button, Arrows, and Tabs Highlighted in Yellow

Customize the Visual Components of the Grid

Select Customize to change the visual appearance of the search results grid. The options available for the Customize menu depend on the view you are using.
Both views offer ways to customize the visual presentation of the grid to change the text size, row background, divider line weight, and style of the text at the top of each row (Figure 12). However, only the grid view offers the ability to show and hide columns, as well as move them to create a different order of columns (Figure 13).

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Figure 12: Customize Menu Open to Display Options in Focus View

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Figure 13: Customize Menu Open to Display Options in Grid View

 

Visual Customization Options

Use the visual customization dropdowns to make changes. Then select Apply Changes.

In the list that follows, the default options are highlighted in bold. Your customizations only apply to the current task and need to be reset each time you access a task.

• Text Size: Large, Normal, Small, Extra Small

• Alternating Row Background: Light Impact, Heavy Impact, None

• Row Divider Lines: Light, Dark

• Header Style: All Caps, Title Case

Column Customization

There are two ways to customize the columns: by hiding or displaying them, and by rearranging their order.

To hide columns on the grid, simply clear their checkboxes and select Apply Changes. To display them again, select the checkboxes and then Apply Changes.

On the grid, columns are organized into sections so related information stays grouped together. The sections display above the columns (Figure 14).

You can customize the layout by rearranging entire sections or moving individual columns within a section. In the customize menu, sections are left-aligned, with their columns indented beneath them.

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Figure 14: Grid Header with Sections Highlighted in Yellow

To move a section or column:

The option to drag and drop sections and columns is only available on the student search results grid.

1. Next to a section or column, hover your mouse over the move icon until your cursor changes to a hand.

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Figure 15: Column Customization Showing the Move Hand Icon over a Section

2. Click and drag the section or column to the location you'd like. The cursor will change to a double-tipped white arrow as you move it.

For sections: when you start to move a section, all sections collapse so you can more easily place the section.

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Figure 16: Collapsed Sections with Cursor as Double-Tipped Arrow Highlighted in White

3. Release the section or column where you'd like it to display.

The Student section is the only one that cannot be hidden or moved. It is also the only section with columns that cannot be fully customized, as the Name and TSDS ID checkboxes are grayed out and cannot be hidden or moved.

Filter and Sort Search Results

A TIDE search can retrieve hundreds or thousands of records. To help you find the information you need, you can filter records by keyword and sort the columns.

Filter Records

You can quickly narrow the retrieved records by selecting a defined filter, such as grade, or by entering keywords in the Filter Results box.

Defined Filters

These filters offer quick access to commonly filtered attributes, such as grade.

To apply a defined filter:

1. Beside Filter By, select a filter dropdown and one or multiple options. Repeat for as many filters as you need to apply.

2. Select Apply Filters.

For example, Figure 17 shows a portion of the Manage Students page with the filter for grade 03 selected but not yet applied.

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Figure 17: Filtering Retrieved Records—Before Selecting Apply Filters

Keyword Search Filter

You can also filter results by keyword. This can be helpful in situations where the information you need to find is not available as search criteria.

To filter by keyword:

1. Enter a keyword in the Filter Results search box.

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Figure 18: Filter Results Keyword Search Box

2. Select the search icon or use the Enter key on your keyboard.

In Figure 19, the search was for a student with the last name Torres, but several students were returned in the search. By entering the date of birth in the filter box, the user was able to find the exact student. Note that the Number of students found display updates to show the number of records that match your filter.

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Figure 19: Filtering Retrieved Records—Using the Filter Results Search

Sort Records

You can sort the columns to organize the information in the records in a way that meets your needs.

There are up and down arrows next to the column headers in the grid. When both arrows are gray, it means no sorting has been applied. If one arrow is black, it shows that the column is sorted—either in ascending or descending order.

To sort records:

1. Select the column header for the column you want to reorder. This sorts the results in ascending order and displays the top arrow in black.

2. Select the column header again to sort results in descending order. This displays the bottom arrow in black.

Note: You can only sort one column at a time.

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Figure 20: Name is Unsorted and Grade is Sorted Ascending

Print, Export, and Delete Records

After searching for records, you can take action on the retrieved records, such as printing them. Most record types have the option to print, export, and delete records. However, the available action buttons depend on the record type and your user role permissions.

To work with records:

1. Search for the required records by following the procedure in the section Search for Records.

2. From the search results pop-up, select View Records.

   • Optional: if you only want to export records, you can export them to the Secure File Center from the search results pop-up instead of viewing them.

3. From the Search Results grid, select records to work with:

• For individual records within the results, select the checkbox next to each record you want.

• For all records in the results, identify the button type for the action you need to perform.

• For buttons with only an icon and label, you'll need to select the checkbox in the upper left of the header row and then select the button.

For example, the Delete button requires you to select all checkboxes to delete all records.

• For buttons with dropdown arrows in addition to the icon and label, such as , you do not need to select all checkboxes because the option to select all is built into the dropdown, as shown in Figure 21.

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Figure 21: Action Button with Dropdown Showing Available and Unavailable Options

4. From above the table of retrieved records, select the action button you need. If it's a dropdown, choose an option.

• : Displays options for printing all or selected records.

• : Displays options to export all or selected records to a PDF, Excel, or CSV file.

  • Selecting Export Upload-Ready Student Settings File exports the student settings content in a format that is ready to be re-uploaded into the system through an upload task.

• : Deletes the selected records. Your user role may not have access to delete records for some or all tasks.

Navigate Records

Certain tasks in TIDE require you to add or edit records via specialized record forms that contain student or user details. This section explains how to navigate the details pages.
Some details pages for adding records look different than the pages for editing records. This information only shows examples of pages used for editing since many records are added through automated imports.

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Figure 22: Sample Manage User Details Page for Edits

Details pages are usually divided into multiple sections, with each section containing a group of related settings and options. You can collapse an expanded section using , or use to expand it if it's collapsed.

Note: The number of sections and their contents depend on the record type.

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Figure 23: Student Information Page with First Panel Collapsed and the Second Panel Expanded

Uploading Records

Some tasks require you to add a large number of records via a file upload. This section provides an overview of the basic steps for using and navigating the file upload pages (Figure 24).

Note: The instructions in this section apply to file upload pages only and do not apply to upload tasks available on pages such as the Search Students by TSDS ID page.

Before uploading a file, you can download a file template and fill it out in a spreadsheet application. The guidelines for a template depend on the record type. Guidelines for each record type are provided when describing the record type in the guide.

Select History on the Upload File page to view a log of the previous files that have been uploaded for the selected record type.

For more information about how TIDE processes uploads, TIDE's Process for File Uploads in Appendix A.

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Figure 24: Sample File Upload Page

To upload a file:

1. On the Upload File page, select Download Template and select the appropriate file type.

2. Open the file in a spreadsheet application, fill it out, and save it.

3. On the Upload File page, select Choose File and select the file you created in the previous step.

4. Click Next. The Preview page appears. Use the file preview on this page to verify you uploaded the correct file.

5. Click Next.

5. Review any issues in the file. Use the Summary table for an overview of each type of issue and the Details table to find specific instances of the issue in your file.

• Optional: Select the error and warning icons in the validation results Details table to view the reason a field is invalid.

• Optional: To view a text list of issues with the file, select Download Validation Report.

7. Do one of the following:

• To proceed, select Continue with Upload. TIDE processes those records that do not have errors.

• To make edits to the file before proceeding, select Upload Revised File to restart the process.

The Confirmation page appears, displaying a message that summarizes how many records were committed and excluded.

8. Optional: To upload another file of the same record type, select Upload New File.