Set default local field rights based on contact type to control contacts' access to the parent portal, reports, and user-defined local fields across all contact records. Customizing the default rights helps your school maintain consistency across contact types as well as avoid errors, such as when a contact has or lacks the appropriate rights (for example, access to the parent portal). Remember that you can still customize these rights differently for certain users on a case-by-case basis if needed.
By default, a school may wish to give every mother and father access to the parent portal as well as to attendance and report card reports. However, the school may also choose not to give these rights to additional contacts by default (such as to a sibling or grandparent).
To set default local field rights, do the following:
- On the Demographics screen, click Contacts in the student snapshot.
At the bottom of the Student Contacts dialog box, click Setup, and then click Set Default Local Field Rights.
Double-click a local field cell corresponding to a contact type, and then click Yes or No to control that contact type's access to the area. For example, if you click Yes for Parent Portal corresponding to the user type "Father," all father contact records going forward will have the check box Enable Parent Portal Access selected by default (found in the Local Fields area of the contact record). If the area is AT Reports, the check box Attendance will be selected by default, and all fathers added from then on will be able to receive attendance reports regarding his or her child.
- Click Save at the bottom, or press Enter to skip to the next column.
- Repeat steps 3 and 4 to customize all the necessary default local field rights.
- Do either of the following:
- Click Done to apply the changes to all new contacts created going forward.
Click Apply For Existing Contacts to apply the changes to present and future contacts.
The Apply For Existing Contacts option overrides all local field selections you've made to present contacts. For example, if you've given the contact type "Father" default access to Attendance reports but you had previously not given access to certain fathers, the new default settings will override your previous customizations.