User Defined Fields are designed to capture and maintain data that is not already stored with the eSchoolData system. There are nine available types - Check Box, Text Box, Paragraph Text, Checkboxes, Dropdown, Multiple Choice, Number, Date, Microsoft Pre-filled form links. This lesson guides users through using the Microsoft Pre-filled form links. Pre-filled Form Link can be pre-populated with Student First Name, Student Last Name, Student ID, and/or Student email.
Create a Microsoft Form
After creating a new Microsoft Form:
- Select the three dot menu at the top right of the form.
- Choose Get Pre-filled URL from the menu.
- When the form opens, enter default values or instructions into the fields that will be pre-populated by eSD. (This is an important step. If default values are not entered within Microsoft, they will not be mappable within eSD)
- Select Get Prefilled Link.
- Select Copy link.
Create User Defined Field
- Go to System.
- Select Registration.
- By default, Setup Registration is open.
- Select User Defined Fields from the Search Type menu.
- Select Search to view an existing User Defined Fields.
- Select New to create a new User Defined Field.
- Enter a Field Name and Display Name for the field.
- Select Prefilled Form Link as the Type.
- Select all desired grade levels. Forms created at the District level are available in all school buildings and forms created at the school level are only available in that building.
- Paste the Form URL copied from the Microsoft form (step 5 of the previous section) into this space.
- After entering the Form URL, fields should populate to map based on the form. The first Field Key is the Form ID. Do not map this field. Use the dropdown to map the remaining Microsoft form fields to the corresponding eSD field. User Defined fields are automatically visible from the Student Registration page. To display the form link on the Student Profile and/or in Teacher Connect, make the appropriate selections.
- Select Save after mapping all fields.
Permissions
For users to utilize the User Defined Field:
- Module Level > Registration > User Defined Fields > View
- Module Level > Teacher Connect > Access Prefilled form link
Teacher Connect Toolkit – Settings
From Teacher Connect Settings, either from within the teacher gradebook, or from the School Level, Select Prefilled Form Link under Student Shortcuts.
Once permissions are assigned and Teacher Connect Settings are enabled, the prefilled forms icon is grouped in the Shortcuts column. Based on the student’s grade level, if a single form exists, upon selection, all mapped fields are pre-populated. If more than one form exists, the desired form can be selected from a list.