For any data management system, two types of data records can be created. Those records can either represent:
1) a snapshot in time - e.g., a student form;
2) its current state - e.g., student age, Case Manager, etc.
For processes that occur over a very short period of time (e.g., ~2 minutes to create/print a meeting invitation) those two data records may contain the same information. However, for processes over a longer period of time (e.g., ~30 days to complete an IEP), the Òcurrent stateÓ data may change.
In E-Com, certain student data fields, if available when a form is created, are copied to the appropriate form fields at that time. If that student information later changes (for example: disabling condition, age, grade, etc.) the data on the form will be incorrect. You can use the refresh function to update this information.
Note - Exercise care when using this functionality. Users can inadvertently change completed forms that are not locked (e.g., evaluation forms from 3 yrs ago, last yearÕs IEP, etc.) so be sure you have selected the intended batch before refreshing. If forms inside the selected batch are marked as completed, or are locked, you will not be able to refresh the batch.
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Click on the blue Refresh icon to refresh a batch. |
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The following dialog boxes will come up, one after the other. The first allows you to cancel or continue. The second allows you to update the student demographic data without refreshing the IEP or evaluation dates. If you decide to refresh the date, check those listed in the ÒRefresh DatesÓ dialog carefully to make sure they match what you want to use in the form. |
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