This article looks at the following processes required to create an Individual Student Report containing Assessment Data from Primary Early Years Foundation Stage (EYFS) Assessment Sheets.
- Setting up a Report
- Creating the Word Template
- Running the Web Merge
Pre Requisites
This guide references data entered in to Early Years Assessment Sheets, see How to Set up Primary Tracker – Early Years Assessment Sheets
It may be beneficial to read How to use Quick Reports to create a Web Merge before reading this guide if performing the Web Merge process for the first time.
Access: The minimum permissions required to access Quick Reports can be found in the Reporting module from within Config > Setup > Roles and Permissions.
Note: Permissions for individual Report Domains are managed through Report Design Permissions.
In the following example screenshots Assessment Data has been entered into the EYFS Assessment Sheet
Setting up a Report
Go to Reports>Quick Reports>Create New Report
From the domain drop down , this defaults to Students (Basic) choose Curriculum Assessment Topic Results
Add the required Data Items to the report, the example below shows all fields added, if required the user can then filter by the students/data items needed for the Web Merge
Once complete click Save.
Creating the Word Template
Below is an example of a Word Template, not the fields with <<>> around them.
In this example the Topic column can have any text in that the school chooses as it is not merging any fields from the MIS.
This would mean that the following data items would need to be added to your Quick Report, you will then match the fields in your report with your word template fields when running the web merge.
- Preferred Full Name
- Tutor Group
- Attendance
Running the Web Merge
For more information on the Web Merge process see How to use Quick Reports to Create a Web Merge Report
On Step 2 Merge Fields using the filter cup, manually map the data items i.e. select Field Name* = Result, Field Item* = Topic and select the relevant topic to match the data in your Quick Report with your Word Template
In Step 3 – Advanced Options there are 3 sections: Merge as Label Report, Custom Filters and Report Properties.
If you are using the report to create labels and will have information for multiple students on one page, you can select Merge as Label Report.
In Custom Filters you can filter the web merge to only produce documents for certain students by clicking Add Filter, then select the Attribute and the conditions to filter by.
You also have the option to Remove Empty Rows which can be useful in the instance that Students are taking different options but you are using the same report for all of them, as this allows you to remove any rows where the Web Merge finds no data.
At the Bottom, you have Sort and Page Break By and Focus.
IMPORTANT INFORMATION – Please read:
Sort and Page Break by and Focus MUST CONTAIN a unique identifier, for example Student ID or Admission Number. Using any other identifier risks information being communicated to the wrong parent.
Publish to Parents via MCAS: in order to publish a report to MCAS you must choose StudentID in the Report Properties> Focus drop down choice
*Sort and Page Break By
- If using Contact ID as one of the page break/sort options this will create two letters in the example the student has two contacts, however, if you publish the report to MCAS, the parents will be able to view both letters as the report is for the Student. If the letters contain address information both parents will be able to see both addresses.
- This means the report will generate per StudentID per ContactID – i.e. if a Student has 2 contacts eligible for this report, the Student would have 2 reports created – one for each, however, as the contacts have access to the Students report, they therefore have access to both documents.
In Step 4 – Output select whether to export as Word or PDF, then select from the following options.
- Copy To DMS – This saves the Web Merge Documents to My Documents within Bromcom. If you leave this unticked a copy will be downloaded to your PC but it will not remain on Bromcom. Note: in order to publish the report to MCAS you will need to select Copy to DMS.
- Single Document/ Multiple Document – This applies to how the file stores within MCAS. If you select Single Document if you run the Web Merge for multiple students then all the documents will be stored in the DMS within 1 file. If you select Multiple Document then each document will be stored separately according to the Focus you selected in Step 3. Note: In order to publish the reports to MCAS or Student Portal you will need to select Multiple Document.
- Publish to Parents (Via MCAS) – Selecting this will publish the reports to MCAS as soon as the Web Merge has finished processing. We would recommend that you process the report once without ticking this before publishing it to MCAS to allow you to ensure that the document is how you would want it before making it available to parents.
- Publish to Students (Via Student Portal) – Selecting this will publish the reports to Student Portal as soon as the Web Merge has finished processing. We would recommend that you process the report once without ticking this before publishing it to Student Portal to allow you to ensure that the document is how you would want it before making it available to Students.
Once you’re happy click Save and Process and the documents will be generated.
If you have selected Copy to DMS the documents will be available to view in there. For more information on how to manage Reports in the DMS please see How to Manage the DMS.
IMPORTANT: If you selected Publish to Parents or Publish to Students the documents will be published to MCAS or Student Portal immediately.
Below is an example of the student report
