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Dataset Submission List Elements

Dataset Submission List displaying nine items described below

The Dashboard Datasubmission List displays the following:

  1. Draft/Offical Submission buttons
  2. Data Submissions List
  3. New Draft button
  4. Global Filter
  5. Compare Submissions and Query SACS option
  6. Column selector
  7. Dataset Workflow State column
  8. Submission Notes
  9. Copy/Delete Submission Action buttons

By default, the Dataset Submission list displays DRAFT datasets for the current user on the Dataset Submissions List. If there are no draft datasets associated with the current user, an error message will be displayed at the top of the window indicating that no datasets where found.

Display Drafts or Official Submissions option

Viewing submissions not in draft status requires selecting the Display Drafts Only button which when unselected will display all datasets in any status that is associated with the current user.

New Draft button

Another feature of the Dataset Submission List includes the ability of the user to create a new empty dataset using the New Draft button located on the right side of the screen.

Create a New Draft Dataset

Create New Draft Submission dialog box displaying the four fields required to be filled and the Create Draft button.

  1. From the Dashboard page (Main page), click the New Draft + (3) button.

  2. In the Create New Draft Submission dialog box enter a unique name for your dataset.

  3. Select the entity from the Entity dropdown list.

  4. Select the reporting period for the submission from the Reporting Period dropdown list.

  5. Select SACS or Charter Alt from the Dataset Type dropdown list.

    Note: this option is only available if the entity is a Charter school.

  6. Click the Create Draft button.

    Note: Your new draft dataset will appear on the Dataset Submission List.

Column Sort & Filter Icons

Dataset List with numbered Sorting and Filtering icons.

Each column has a column name has the following components to filter and/or sort records:

  1. Global Filter
  2. Column Name (Clicking this link sorts the list ascending or descending)
  3. Sort Order indicator (By using the CTRL + select, you can sort multiple columns)
  4. Filter icon
  5. Filter and Sort Reset link

Each column in the Dataset Submission List has two icons that perform a sort and a filter of that column.

  • Sorting a column

The Sort icon is also a Sort indicator which displays the current sort
a. When no sort is applied to the column, a neutral sort indicator is displayed.
b. Click the Sort icon to sort the column in ascending order.
c. Click the Sort icon a second time to sort the column in descending order.

  • Filtering a column

Clicking the Filter icon, opens a filter dialog box which allows the user to type in a word pattern. As the pattern is typed, the filter dynamically eliminates the items not meeting the criteria. When the user completes the word pattern, the resulting list is filtered to meet the criteria.

Comparing Two Dataset Submissions

The Compare Datasets feature allows LEA users to view a Compare Dataset list by fiscal year, or by fiscal year by reporting period, that includes the relevant datasets from the Draft, Submission, and Published Dataset Lists.

Users may select up to two datasets from the Compare Datasets list for the same entity to compare.

How to Compare Two Dataset Submissions

Dataset List Columns

The Dataset Submissions list has up to 14 columns which can be reduced to increase the remaining columns width. Each column has a sort and filter icon and a column name that can be used to quickly sort the column in ascending or descend order. See the Sorting a column and Filtering a column section of this guide for more information on how to use those features.

Add or Remove Columns

  1. From the Dataset Submission List click the Column Selector dropdown list box. Note: The list box will display all columns and a checkbox next to each column name.

  2. Select or unselect each column you would like to remove or add. The resulting list will update as you select or unselect each checkbox.

Description of each Column

  • CDS Number
    The CDS Number column displays the entire CDS code for each dataset. It is the link to open the dataset. Click the CDS code to gain access to the dataset, starting with the n User Data / Input Review screen. See Submissions section of this guide for more information.

  • LEA Name
    The LEA Name column/field displays the name of the entity.

  • Dataset Name
    The Dataset Name column/field displays the unique name of the dataset in which the user assigned. Although the name appears in a textbox, the name cannot be changed.

  • Dataset Type
    The Dataset Type column/field displays “SACS” by default indicating the import was loaded as official or “Charter Alternative”.

  • Last Modified
    The Last Modified column/field displays the date a modification to the dataset was conducted.

  • Last Modified By
    The Last Modified By column/field displays the user who last modified the dataset.

  • Fiscal Year
    The Fiscal Year column/field displays the fiscal year the dataset is representing.

  • Reporting Period
    The Reporting Period column/field displays the period in which the dataset is representing (Budget, Interim 1, 2, 3 or Unaudited Actuals)

  • CDE Received
    The CDE Received column/field displays the date the UA dataset was sent to CDE for review. This field is only available for non-CDE users.

  • State
    The State column/field serves two purposes:

    First, the column/field displays or indicates the current state in which the dataset is set. The initial state will be Draft. As the dataset is promoted or demoted, the state will reflect current action to be taken on the dataset.

Learn more about Workflow States

Second, the column/field acts as an action button. The authorized user will have the option within the dropdown list box to promote or demote (where applicable) the dataset and thus move the dataset to a new queue. (More on this in the Submissions section of this guide)

  • State Last Updated
    The State Last Updated column/field displays the date the dataset state was last changed.

  • Assigned To
    The Assigned To column/field displays the user who has been assigned the dataset. This column/field can be changed by accessing the dataset in the applicable Submission Queue list.

  • Last Assigned
    The Last Assigned column/field displays the date the Assigned To field was modified.

Adding a Note to a Submission

  • Submission Notes
    The Submission Notes column/field displays the note entered in the note field for the current dataset. The notes that are added to this field is not the same notes as those added to the submission on the User Data/Input Review Screen.

Copy and Share a Submission

  • Copy Submission

The Copy Submission button, in the Actions column, is available for each dataset and can be used to create a copy of the selected dataset.

Deleting a Submission

  • Delete a Submission

The Delete Submission button is available for each draft dataset and can be used to delete a selected dataset.

Locking/Unlocking a Submission

The ability to access any functionality that allows modification of data associated with a dataset requires the user to have the minimum role of Edit Dataset or Edit Draft Dataset and the user must be a member of the entity authoring the submission.

Additionally, the user must lock the form or entire submission prior to editing and if the submission is locked by another user, a user with the Administration or User Manager role can remove the lock.

Submission page displays buttons used to Lock the submission (1), View current locks (2), and Lock the Current form (3).

  1. Lock Submission button
  2. View Current Locks button
  3. Lock Current Form button
  4. Notification of who and what form a lock is applied
  5. Notification of submission locked

To lock a submission or individual form

a. Open the submission by clicking the submission link on the Dashboard Submission list.

b. On the User Data Input Review screen click either the Lock Submission buttonn r the Lock Current Form button.

c. A notification will be displayed if the lock was successful.

If the submission or form is locked by another user, you can unlock the submission if you have the Administration or User Management role.

To unlock a submission or form

a. Go to the User Data Input Review screen or the form which is locked

b. Click the View Current Locks button.

c. In the notification click the remove lock button for each form or submission.


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