Extended Properties

You can use the Extended Properties page to add, edit, delete, or deactivate custom properties that your institution chooses to include in the data entities.

You must open an individual record to add or edit an extended property for each entity in following table.

Module or Category	Entity Type	Location
Academic Records	Area of Study	Select the Configuration tile > expand Academic Records > select Area of Study > select the New button and specify the general information or select an existing area of study name in the list.
	Buildings	Select the Configuration tile > locate Academic Records > select Buildings.
	Course Book	Select the Configuration tile > expand Academic Records > select Courses.
	Course Book List	Select the Configuration tile > expand Academic Records > select Courses.
	Location	Select the Configuration tile > expand Academic Records > select Locations.
	Program	Select the Configuration tile > expand Academic Records > select Programs.
	Program Version	Select the Configuration tile > expand Academic Records > select Programs > select the name of the program > select the New button and specify the general information or select an existing program version.
	Student Academic Status History	Select the Students tile > select the name in the Students list > expand Academic Records > select the Student Status History tile.
	Student Course	Select the Students tile > select the name in the Students list > expand Academic Records > select the Student Courses tile.
	Student Enrollment Period	Select the Students tile > select the name in the Students list > expand Academic Records > select the Degrees Honours and Badges tile.
Admissions	College and College Courses	Select the Configuration tile > expand Admissions > select Colleges.
	High School	Select the Configuration tile > expand Admissions > select High Schools.
	Applicant	Select the Students tile > select the name in the Students list > expand Admissions > select the Student Applications tile.
	Student Previous Education	Select the Students tile > select the name in the Students list > expand Admissions > select the Previous Education tile.
Career Services	Skill	Select the Configuration tile > expand Career Services > select Skills.
Career Services	Certification	Select the Configuration tile > expand Career Services > select Certifications.
Contact Manager	Student Agency Branch	Select the Students tile > select the name in the Students list > expand Contact Manager > select the Agency Affiliations tile.
	Student Groups Membership	Select the Students tile > select the name in the Students list > expand Contact Manager > select the Group Memberships tile.
	Document Type	Select the Configuration tile > expand Contact Manager > select Documents.
	Document	Select the Students tile > select the name in the Students list > expand Contact Manager > select the Documents tile.
Financial Aid	Student Award	Select the Students tile > select the name in the Students list > expand Financial Aid > select the Awarding tile > Awards tab.
Financial Aid	Fund Source	Select the Configuration tile > expand Financial Aid > select Fund Sources.
Student Accounts	Student Ledger Card Transaction	Select the Students tile > select the name in the Students list > expand Student Accounts > select the Ledger Card tile.
	Student Subsidiary Account Transaction	Select the Students tile > select the name in the Students list > expand Student Accounts > select the Subsidiary tile.
	Student Bank Account	Select the Students tile > select the name in the Students list > expand Student Accounts > select the Payment Information tile.
	Student Credit Card	Select the Students tile > select the name in the Students list > expand Student Accounts > select the Payment Information tile.
	Transaction Code	Select the Configuration tile > expand Student Accounts > select Transaction Codes.
System	Campus	Select the Settings tile > expand System > select Campuses.
System	Staff	Select the Settings tile > expand System > select Staff.
Scheduling	Class Section	Select the Class Scheduling tile.
Student Services	Student Indicators	Select the Students tile > select the name in the Students list > expand Student Services > select the Indicators tile.

For example, you can define an extended property for:

Area of Study to gather and store an additional value in the database that is not already in Anthology Student
Programs to gather and store an additional value in the database that is not already in Anthology Student

The extended property you specify here for entities like Area of Study and Programs can be selected respectively when you configure:

Area of Study (Select the Configuration tile > locate Academic Records > select Areas of Study.)
Programs (Select the Configuration tile > expand Academic Records > select Programs.)

You can also specify that the extended properties require authorization.

There are two options for creating custom fields in Anthology Student. The method you select depends on the type of custom field and the level of security you want to define for the custom field.

Option in Settings > System	Type of Custom Field	Where Used	How Field is Secured
School Defined Fields	Fields for student information	School Fields tiles from the Student Profile	View and edit authorizations are configured for modules when the field is added. For example, if only View is specified for Academic Records, the field can only be viewed on the School Fields tile under Academic Records. For a staff member to view and edit, the staff member must also have view or edit authorization for the School Fields page.
Extended Properties	Fields for properties for specific entities (such as fields for student enrollments, staff, program versions, and document types)	Varies by entity type. For example, a property for student enrollment is displayed when you add or edit a student enrollment from the Enrollments tile.	If the property is configured to require authorization, the view and edit authorizations are specified for the groups of staff members defined in the Security Console. For a staff member to view and edit, the staff member must: • Have view and edit authorization for the page • Be in one or more groups with view or edit authorization

Option in Settings > System

Type of Custom Field

Where Used

How Field is Secured

School Defined Fields

Fields for student information

School Fields tiles from the Student Profile

View and edit authorizations are configured for modules when the field is added. For example, if only View is specified for Academic Records, the field can only be viewed on the School Fields tile under Academic Records.

For a staff member to view and edit, the staff member must also have view or edit authorization for the School Fields page.

Extended Properties

Fields for properties for specific entities (such as fields for student enrollments, staff, program versions, and document types)

Varies by entity type. For example, a property for student enrollment is displayed when you add or edit a student enrollment from the Enrollments tile.

If the property is configured to require authorization, the view and edit authorizations are specified for the groups of staff members defined in the Security Console.

For a staff member to view and edit, the staff member must:

• Have view and edit authorization for the page

• Be in one or more groups with view or edit authorization

Prerequisites

You must have System - Settings - Extended Properties - Manage authorization.

Access Method

Select the Settings tile > expand System > select Extended Properties.

Display Records That Use Extended Properties

Select an Entity Type Select an entity for which you want to add and manage the extended property..
Select a record in the list.
Select the Field Usage button on the toolbar.

If there are values specified for the field, Anthology Student displays a dialog with the details where the value is specified.

Review the following values.

Field Value The value specified in the extended property for the entity.

Name The descriptive name of the item.

Select the OK button.

Procedure to Add or Edit Items

Select an Entity Type Select an entity for which you want to add and manage the extended property..
If you want to:
- Add a new list item, select the New button on the toolbar
- Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar
- Edit an existing list item, type the name in the search box or locate the item in the list and select the name

Review, specify, or change the following values.

Active Specifies whether the associated record is active.

Decimals Specify the number of decimals. This field is enabled only when you have selected Numeric option in the Type field. The maximum is 4 and is included in the maximum you specified for Length. For example, if you want the maximum to 999.99, specify 5 for Length and 2 for Decimal.

Help Text Specify any additional information that you want to be display for the extended property when you move mouse over the extended property where it is displayed.

Length Specify the maximum length of the value in the extended property. The data length of the string data type is limited to 256 characters. This field is enabled only when you have selected String or Numeric option in the Type field. It includes the number of decimal places you specify for Decimal. For example, if you want the maximum to 999.99, specify 5 for Length and 2 for Decimal.

Name The descriptive name of the item.

Requires Authorization Indicates whether or not the extended property requires authorization. If you select Yes, the Property Security grid is enabled.

Type Indicates or describes the nature of the extended property. Based on the option selected, the fields like Length, Decimal and Type Validation are enabled. The options are: - String - Numeric - Date - Boolean.

Type Validation Specifies the values or type of validation. This field is enabled only when you select String, Numeric or Date option in the Type field. The options are: - None: Select this option if you want the extended property to be without values or validation. - Multi Select List: Select this option if you want the extended property to contain one or more values selected from a list. - Value List: Select this option if you want the extended property to contain a single value selected from a list. - Range: Select this option if you want the extended property to contain a value in a specific range. This option is only visible, if you have selected Numeric or Date option in the Type field.

Take the action appropriate for the value you selected for Type Validation Specifies the values or type of validation. This field is enabled only when you select String, Numeric or Date option in the Type field. The options are: - None: Select this option if you want the extended property to be without values or validation. - Multi Select List: Select this option if you want the extended property to contain one or more values selected from a list. - Value List: Select this option if you want the extended property to contain a single value selected from a list. - Range: Select this option if you want the extended property to contain a value in a specific range. This option is only visible, if you have selected Numeric or Date option in the Type field..

Value You Selected	Action to Take
Multi Select List or Value List	You must specify the values in the order you want them to be displayed in the list for the extended property. 1. If you want to: ◦ Add a new value, select the Add button ◦ Edit a value, select the record in the list 2. Specify the value in the Value cell. To remove a value, select the record in the list and select the Remove button.
None	No action required.
Range	1. Specify the range in the From and To fields.

Value You Selected

Action to Take

Multi Select List or Value List

You must specify the values in the order you want them to be displayed in the list for the extended property.

1. If you want to:

◦ Add a new value, select the Add button

◦ Edit a value, select the record in the list

2. Specify the value in the Value cell.

To remove a value, select the record in the list and select the Remove button.

None

No action required.

Range

1. Specify the range in the From and To fields.

If you selected Yes in the Requires Authorization field, specify or change the values in the grid under Property Security. Anthology Student displays a list of the groups your institution configured in the Anthology Student Security Console.

Select the:
- View check box to make the field read-only for the group
- Edit check box to make the field editable for the group
To check how your additions and changes will look on the extended properties section, select the Save button and then select the Preview button.

If you want to save and:
- Continue making changes, select the Save button
- Continue to add another item to the list, select the Save & New button
- Close, select the Save & Close button

If you selected Yes in the Requires Authorization field and you want to make the extended properties available to staff members, you must:
- First clear the server cache. For information about clearing the cache, refer to Clear the Server Cache.
- Then, request that the staff members log off and log in again to access the extended properties.

Implications of Editing Specific Extended Property on the Page

There are implications in editing some of the values on the page. For example, changing the value for Type from Date to Numeric. When you select a field to edit it, Anthology Student displays a message showing the number of records where a value is specified. Anthology Student tries to convert the data to the new type. If the data cannot be converted, Anthology Student displays a message, and you can choose to continue or cancel.

If needed, you can cancel and use the Field Usage button on the toolbar to display the records for the entities where an extended property is specified along with the value.

Delete or Deactivate Extended Properties

You can use the Extended Properties page to delete or deactivate the extended properties that your institution configured.

Deleting a field permanently removes it along with any of the values specified for a entity. No record of deleted fields or values is maintained in Anthology Student.
Deactivating a field item keeps a record of it in Anthology Student (preferred). It can no longer be specified for a entity, but any previously specified values remain in Anthology Student.

Procedure to Delete Items

To display a list of entities where the extended property is specified along with the value, highlight the field in the list and select the Field Usage button.
To delete the field, select the Delete button on the toolbar.

If the field contains values for entities, Anthology Student displays a message indicating how many.
If you want to continue, select Continue.

Anthology Student removes the item from the list on the page and the list is redisplayed. Any values specified for the entities are also deleted.

Procedure to Deactivate Items

To display a list of entities where the value is specified along with the value specified for the entities, highlight the item in the list and select the Field Usage button.
Select a record. Anthology Student displays the details of the selected record.
In the Active Specifies whether the associated record is active. field, select No option from the drop-down list.

The item:
- Remains displayed in the list with No in the Active column
- Is also no longer displayed on the Extended Properties section for the appropriate entities