Bulk List Creation in Report Builder

This page contains the workflow on how to create a Bulk List of records in Report Builder

Overview

Bulk processes in Paradigm which require a list of the same type of record, e.g. students, can be very time-consuming if done manually. Report Builder speeds up the process by letting you select a predefined list of records or create a new list and add filters or conditions to restrict the matching records in the bulk list. This article will guide you on how to create a bulk list of records using the Report Builder menu.

Bulk Lists can be used or applied to any other bulk activities you do in Paradigm. Examples are communication events, bulk enrolment to units, bulk edit course enrolments, and bulk generate invoices.

Workflow

The aim is to choose all of the primary key fields for the type of record that you are trying to update, along with other selected fields that help you to identify specific records, and include those fields in a list.

Once you have that list, you then pass that list to a different screen that shows either a report parameters screen or a data entry screen, depending on the function that you are trying to perform for the type of records that are contained in your list. The screen will then process all records in the list as if you had processed each record one at a time.

Please make sure that the REPORT COLUMNS section contains the key fields of the record that you wish to update, e.g. the following fields must be included in your report columns section if you are creating a bulk list OF:

• Students: student_party_id or student_number;

• Course Enrolments: student_party_id ANDcourse_enrolment_id

• Unit Enrolments: student_party_idANDcourse_enrolment_id AND and scheduled_unit_id to enrol in Scheduled Units or edit Unit Enrolment records in bulk.

If Report Builder does not yet have a suitable report that produces the intended list of records, start by following the instructions on how to Build a Report. As a starting point, you can use the pre-defined Base Reports such as 'Student Details' to create a bulk list of students, 'Course Enrolment Details' to build a bulk list of course enrolments, or 'Unit Enrolment Details' to build a bulk list of unit enrolments.

Contact our Support Team if you have a specific list of students that you want us to build.

1. Choose Reports > Report Builder from the menu on the side.

2. If you have a Saved Report that suits your needs, select it from the list of Global Reports drop box or the Private Reports drop box, and click the LOAD REPORT button.

loading the base or saved report with the required fields for the bulk list

3. If you do not have a Saved Report to suit your needs, you will need to follow these steps:

   1. Choose a Base Report from the list of Base Reports as mentioned earlier, and click the LOAD REPORT button.

   2. In the REPORT COLUMNS section, choose all of the necessary primary key fields and the other identifying fields that you need for the type of bulk list that you are trying to generate, see Step 2 - Add and Remove Fields

   The following fields must be included in your report columns section if you are creating a bulk list OF:

   • Students: Student Party Id OR Student Number - the Student Details base report can be used for this

   • Course Enrolments: Student Party Id ANDCourse Enrolment Id - the Student Course Enrolment Details base report can be used for this

   • Unit Enrolments: Student Party IdANDCourse Enrolment Id AND and Scheduled Unit Id to enrol in Scheduled Units or edit Unit Enrolment records in bulk - the Student Unit Enrolment Details base report can be used for this

4. Check the FILTER CLAUSES section, in the case where you may want to add more conditions or modify the existing conditions to restrict the contents of the list. Refer to Step 4 - Add Filter Clauses for further instructions.

5. Ensure that the BASE REPORT PARAMETERS are correctly set to cover the required unit enrolment start and end dates and enrolment status values to produce a list that contains the required students, see User-Defined Parameters

6. Scroll down to the FORMAT REPORT section

7. Click the Bulk Student Select radio button, and click PRODUCE REPORT.

producing the bulk list of students, course enrolments, or unit enrolments

This may take some time to run, and will depend on the scope of the list being created. Please wait for the screen to refresh and reload with a list of the records returned by the report.

8. Once the bulk list of records appears, click on the check box for each record that you want to include in the bulk list. You may choose to select all and then deselect specific students from the list, or you may choose to select only specific records from the list, and click the ADD SELECTED TO LIST button.

adding the selected list to the bulk list

It may take a few moments to load the list of records in memory. Please wait for the list to appear on the screen, as shown in the screenshot below.

the added bulk list of records for bulk operations, ready for further bulk operations

SUCCESS:

Your bulk list is now ready to be used for any of the bulk operations that are defined in Paradigm.

Related Workflows

Send Bulk Communications without Attachment

Send Bulk Communications with Attachment

Raising Enrolment Invoices in Bulk