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Creating History, Editing, and Deleting FS and FD Records

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Creating FS History Records

The FS tab is a display tab with a link to edit current information and links to history records. The word Current appears as a link. To create a new history record, the user clicks on the Current link to open the (FS) Student Standing Record – Edit Current Record page. When the user clicks into any field on this page two items are displayed:

  • A grayed column appears to the right to display current values. This allows the user to visually check changes made on the page while editing.
  • The Create history with effective end date field appears at both the top and bottom of the page. Once the user checks the box in either location, the date field opens allowing an effective end date to be entered. In creating history there are multiple validation checks that take place:
    • Field validation requiring a valid date to be entered.
    • A check that stops the user from creating a second record with the same effective end date.
    • A check that looks for effective end dates that fall between existing history records. A pop-up will display in this situation with the following message:
      • You are inserting a history record with a date that is earlier than an existing history record. The values in the fields you have changed will be copied forward to these existing history records. Additionally, values from the next chronological history record will be populated to this history record instead of the current record values. Click OK to continue and save, or Cancel to return to the Edit Current page.
  • The user clicks Submit to save the record. The screen refreshes to the FS tab. The user now sees the history record that they created in chronological order.
  • The display highlights field values that have changed between records.
  • If all field values, other than Effective End Date, in a record for both the FS and FD are the same as the next chronological record, the word Duplicate and a red background on the Effective End Date will display on both the FS and FD tabs. This happens because all history for both the FS and FD fields are saved in the same virtual table [OH_Student_History]. If all field values are the same it cannot be determined if the record is a duplicate FD or FS. The user must determine if the record is a duplicate for both the FS and FD and delete the record if appropriate, or determine that a value needs edited on the FS or FD. Once that edit happens, the display of the watermark will be resolved.

Editing Current FS Record

The FS tab is a display tab with a link to edit current information and links to history records. The word Current appears as a link. To edit the current record, the user clicks on the Current link to open the (FS) Student Standing Record – Edit Current Record page. When the user clicks into any field on this page two items are displayed:

  • A grayed column appears to the right to display current values. This allows the user to visually check changes made on the page while editing.
  • The Create history with effective end date field appears at both the top and bottom of the page. If the user is editing current values and does not need to create history, leave the Create history with effective end date box unchecked.

The user clicks Submit to save the changes. The screen refreshes to the FS tab with changes displayed.

Editing and Deleting FS History Records

The FS tab is a display tab with a link to edit current information and links to history records. The Effective End Dates for history records appear as links. To edit or delete a history record the user clicks on the Date link to open the (FS) Student Standing Record – Edit History Record page. This page has three columns of field values to assist the user with changes.

  • A Current Value column appears to the right of the Field Name column. This is view only data and meant to assist the user in determining what edits might be needed.
  • A grayed column appears to the far right to display the selected history's current values. This allows the user to visually check changes on the page while editing.
  • The History Value column allows the user to edit fields as needed.

If the user is editing the Effective End Date field and enters a date for which history exists, a validation message is shown, FS History for this date already exists.
To complete the edits, the user clicks Submit to save the changes. The screen refreshes to the FS tab with changes displayed.
To delete the history record, the user scrolls to the bottom of the page and clicks Delete. Then the user clicks Confirm Delete to complete the process. The screen refreshes to the FS tab with changes displayed or, in the case of deleting a record, the record is no longer displayed.
NOTE: FYXXXX EOY records cannot be deleted.

Creating FD History Records

The FD tab is a display tab with a link to edit current information and links to history records. The word Current appears as a link. To create a new history record, the user clicks on the Current link to open the Student Attributes - Effective Date Record (FD) - Edit Current Record page. When the user clicks into any field on this page two items are displayed:

  • A grayed column appears to the right to display current values. This allows the user to visually check changes on the page while editing.
  • The Create history with effective end date field appears at both the top and bottom of the page. Once the user checks the box in either location, the date field opens allowing an effective end date to be entered. . In creating history there are multiple validation checks that take place:
    • Field validation requiring a valid date to be entered.
    • A check that stops the user from creating a second record with the same effective end date.
    • A check that looks for effective end dates that fall between existing history records. A pop-up will display in this situation with the following message:
      • You are inserting a history record with a date that is earlier than an existing history record. The values in the fields you have changed will be copied forward to these existing history records. Additionally, values from the next chronological history record will be populated to this history record instead of the current record values. Click OK to continue and save, or Cancel to return to the Edit Current page.
  • The user clicks Submit to save the record. The screen refreshes to the FD tab. The user now sees the history record that they created in chronological order.
  • The display highlights field values that have changed between records.
  • If all field values, other than Effective End Date, in a record for both the FS and FD are the same as the next chronological record, the word Duplicate and a red background on the Effective End Date will display on both the FS and FD tabs. This happens because all history for both the FS and FD fields are saved in the same virtual table [OH_Student_History]. If all field values are the same it cannot be determined if the record is a duplicate FD or FS. The user must determine if the record is a duplicate for both the FS and FD and delete the record if appropriate, or determine that a value needs edited on the FS or FD. Once that edit happens, the display of the watermark will be resolved.

Editing Current FD Record

The FD tab is a display tab with a link to edit current information and links to history records. The word Current appears as a link. To edit the current record, the user clicks on the Current link to open the Student Attributes - Effective Date Record (FD) – Edit Current Record page. When the user clicks into any field on this page two items are displayed:

  • A grayed column appears to the right to display current values. This allows the user to visually check changes on the page while editing.
  • The Create history with effective end date field appears at both the top and bottom of the page. If the user is editing current values and does not need to create history, leave the Create history with effective end date box unchecked.

The user clicks Submit to save the changes. The screen refreshes to the FD tab with changes displayed.

Editing and Deleting FD History Records

The FD tab is a display tab with a link to edit current information and links to history records. The Effective End Dates for history records appear as links. To edit or delete a history record the user clicks on the Date link to open the Student Attributes - Effective Date Record (FD) - Edit History Record page. This page has three columns of field values to assist the user with changes.

  • A Current Value column appears to the right of the Field Name column. This is view only data and meant to assist the user in determining what edits might be needed.
  • A grayed column appears to the far right to display the selected history's current values. This allows the user to visually check changes on the page while editing.
  • The History Value column allows the user to edit fields as needed.

If the user is editing the Effective End Date field and enters a date for which history exists, a validation message is shown FD History for this date already exists.
To complete the edits, the user clicks Submit to save the changes. The screen refreshes to the FD tab with changes displayed.
To delete the history record, the user scrolls to the bottom of the page and clicks Delete. Then the user clicks Confirm Delete to complete the process. The screen refreshes to the FD tab with changes displayed or, in the case of deleting a record, the record is no longer displayed.
NOTE: FYXXXX EOY records cannot be deleted.

Additional Information for Creating, Deleting and Editing FS or FD records

When a user creates, deletes, or edits an FS or FD student history record in PowerSchool an additional process runs in the background. This background process will not give feedback to the user as to whether it ran successfully or not. Typically, this is not a problem because the process completes very quickly with no errors. However, if a user finds that they are not getting the expected results when creating, deleting, or editing history records, they can refer to the PowerSchool log files.
All background processes for creating, deleting, or editing FS or FD history records are logged in dalx.log. If a problem occurs an error message will be printed in dalx.log starting with the line: WARNING: SaveHistory::doJob-Failed or WARNING: DeleteHistory::doJob-Failed. The message will explain in detail how the error occurred and provide all temporary variables and sql queries that were being used. Finally, a Java stack trace will be printed showing the origin of the error.

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