This tool allows you to configure different settings to in-process new people into an instance. It can be broken down into the types of people you are managing, especially if you require different information on those individuals when adding them to an instance. This feature is also available in Persistent Modules.

An example would be the need to in-process different types of individuals, such as Teachers and Students. You can set up different categories for in-processing; one for Teachers and one for Students. 

From the Module settings page, under User Account Management, click on Module In-Processing settings.  This will take you to the In-processing Categories page, where any existing categories will be displayed.

Adding a New Category

Click on “+Add New In-processing Category”. A preview is displayed of what the form would look like for end-users in-processing using a Join Code or email invitation; with Administrator Mode selected, the form displayed is what administrators adding people manually one at a time would see.

• • Category Name … This name will show for anyone who has permission to in-process people.  A sensible naming convention of the categories should be used.
  • Optional fields:
    • Description … This is for internal use.
    • Enable joining by code/email? … Enabling this will allow the fields list to be used when using these in-processing features. Default is on.
    • Send email notifications to admins? … Used when people join using a Join Code/QR Code or from an email.  Allows for the input of an administrator(s) email address to be notified when users self in-process from these features. Default is off.
    • Create user accounts? (Persistent Module only) … When this is checked, a user account will be created when a user is added.
    • Make usernames from emails? … When this is checked, there will not be a separate username field; emails will be used for usernames. Default is on.
    • Auto-Generate Global Identifiers? … When this is checked, generic global identifiers will be automatically created. This is recommended when using Join Codes or Email invitations. Default is on.

• Optional assignment settings for Performance Modules … 

• • • Roles to include in the category? … This allows the administrator to limit the roles available for selection when using this in-processing category. If only one role is selected, the role field will not appear, and it will automatically be assigned to that person(s).
    • Roles to be automatically assigned? …  The role(s) selected here will automatically be assigned to that person(s).

• Optional assignment settings for Persistent Modules …

• • Units to include? … This allows the administrator to limit the units available for selection when using this in-processing category. If only one unit is selected, the unit field will not appear, and it will automatically be assigned to that person(s).
  • Unit to be automatically assigned? …  The unit selected here will automatically be assigned to that person(s).
  • Categories to include? … This allows the administrator to limit the categories available for selection when using this in-processing category. If only one category is selected, the category field will not appear, and it will automatically be assigned to that person(s).
  • Category to be automatically assigned? …  The category selected here will automatically be assigned to that person(s).
• Current Spreadsheet … This determines the layout of the file used when importing via spreadsheet. The person doing the importing can download, fill out and then upload a CSV or Excel file.
  • If it shows “None”, then the standard GideonSoft spreadsheet is used.
  • Upload Custom Spreadsheet … You can build a custom layout in Excel, and upload it for use instead of the standard file.  
• Field List … When creating a new in-processing category, the following fields are included by default:
  • First Name … Optional, but highly recommended.
  • Last Name … Optional, but highly recommended.
  • Email … Required
  • Password … Required
  • Identifier … Required
  • Role List … (Performance Modules) Required 
  • Unit … (Persistent Modules) Optional 
  • Category … (Persistent Modules) Optional
  • Click Add Field to customize the form … You can add, remove, re-order, require, or otherwise further customize fields and the form layout. 

• Most fields available are standard and self-explanatory. Select a field type, and then provide a (displayed) Label, determine whether the field is required, and how many columns it should occupy.
• The Spacer item only has a setting for how many columns it should occupy.
• Some fields, such as Password, Identifier, Descriptive and Score, require additional settings to enable them for use:
  • Variable … Enter the variable name that is already in the template (you will have to know the name to enter it, as there is no drop-down; you can refer to the Variable Manager).
  • Options … This can include expressions or picklists.
    • Create expression … The expression builder can use values you enter, along with static values, to generate this field’s value. For example, if you want the default password for a new user to be their last name + 1234, you can create an expression to do that. 
      • The expression fields are hidden from users in-processing from a join code or email invite, and locked (but editable) for admins entering values manually. 
      • When creating/editing an expression, you can use the Presets dropdown to select a default formula, presets (combinations of fields), or individual fields, to generate the desired expression formula. 
      • To create a standardized username, you might want to use something that fits your organization, such as firstname.lastname.studentid#. The expression would look like [FirstName].[LastName].[studentid#]. 
    • Optional picklist … Descriptive fields will display this second setting, to display possible responses for the person doing the import, in the form of a drop down. 
      • You must have a semi-colon(;) between the items in the options box.
      • For example, with a label “Favorite Pizza Topping”, you could set the pick list as “Pepperoni; Sausage; Green Peppers; Onions; Olives; Plain Cheese”.
• Custom Field … Enter a Label, and select a descriptive from the dropdown. 

• Drag and drop using the blue up/down arrow to re-order the fields.
• Click Save.

Confirm everything looks correct in the preview, and click Add.

Edit an Existing Category

• All the options are available to edit after a category is created. 
• You can also delete or copy the category as a new category. This may be beneficial if you need categories that are similar.

Once you have one or more categories created, click either Save as Draft (to save but not make them active), or Publish (to make them available for use).

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Version(s): GideonSoft 2024 Release 3 and later