Intro to Aeries Web Version

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Intro to Aeries Web Version
Adobepdficon.png [Intro to Aeries Web Version - March 2, 2017]

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Aeries Web - Intro to Aeries Web Version

Terms Used in Aeries Web Version

The terms used by Aeries will differ slightly compared to other software terms.

  • Navigation Tree – displays categories where programs can be accessed
  • Node – resides in the Navigation tree and allows you to access a program
  • Form - refers to the screen displayed.
  • Table - referring to the File used to store the data.

Log On to Aeries Web Version

Accessing Aeries Web Version is very easy after the program has been set up. Access can be from a browser or a shortcut can be set up on your desktop. After selecting Aeries Web Version the Log on entry will display.

  • Enter the User name and password.
  • School Year - use the Drop Down arrow
  • Click the mouse on the Sign In button.
  • School – use the Drop Down arrow
  • Click the mouse on the Continue button.
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Aeries Web Version Home Page

The Aeries Web Version home page is the Main Menu that will display after you Log on. The Aeries Web Version home page banner will display the school year in the left hand corner and the school name. The left side of the page will display a Navigation Tree that will help you move throughout the Aeries Web Version data.

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The middle section of the screen will display a Quick Student Search box. There is also an Attendance Summary for today, as well as previous days. My Tasks displays under the Attendance Summaries. The right side of the screen will display an Events Calendar.

Current Version of Aeries

The version currently being used can be located in the left hand corner of all forms. This information is crucial especially if you are having issues and call Aeries Support. The first question they will ask is "What Version of Aeries are you running?".

The example below has Version 7.16.12.19. The first one or two digits will indicate the version of the Web Version you are running, such as Version 7. The next five digits indicate the revision date of the last version downloaded from the web site that you are currently using in order of year, month, and date. For example, 16.12.19 is the version that was posted on the web on 12/19/2016.

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Account Settings

Users have the ability to update their Email Address, First Name, Last Name, and choose a theme by selecting the Account Settings screen. Shortcut Keys can also be set up.

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Utilizing the Navigation Tree

On the left side of the form a Navigation tree displays that allows easy access to the school data. To expand the different nodes, drag the mouse over to the symbol to the left of the node and click the mouse. The node will expand and all available data nodes will display.

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For example, the below Student Data list has expanded and all additional student data nodes now display. To collapse the Student Data node, drag the mouse over to the symbol to the left of the node and click the mouse.

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NOTE: In the Classic Blue theme the symbol to the left of the node is a + or -, in the default Steel Blue theme the symbol is a right-pointing or down-pointing triangle.

Accessing Programs From the Navigation Tree

The Navigation Tree provides a large number of nodes to access various data. The Student Data node can be expanded to display additional nodes. Click the mouse on a specific Student Data node.

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For example, click the mouse on the Demographics node and the following form will display with the demographic information for the student.

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Setting up My Favorites

The Navigation Tree contains a large number of programs that you may not need to utilize often. The My Favorites node displayed at the top of the Navigation Tree can be set up to create nodes for specific various forms and reports that are utilized frequently.

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To start click the mouse on the node for the form or report to be added to My Favorites, such as Demographics and the form will display.
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Click the mouse on the My Favorites node. Click the mouse on the Edit My Favorites node. The Favorites box will display. Click the mouse on the Add to Favorites button. The form or report selected will now display under the My Favorites node and the number of forms or reports added will display.

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Accessing ALL Forms and Reports

There are two nodes towards the bottom of the Navigation Tree that allow you to access ALL Forms and Reports available within Aeries Web Version. To view ALL available forms or programs, click the mouse on the View All Forms node.

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The View All Forms will display all forms in alphabetical order. The Filter can be used to locate a specific form by entering part of a word or a complete word in the Filter field.

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In the example below, test is entered and any form containing "test" in the name will display.

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At the top of the form a Category drop down is also available. To display programs that only relate to a specific category click the mouse on the drop down arrow and select a category.

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The form will then re-display all related categories and only programs relating to the category selected. All related categories will display under Path on the right side of the form.

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The View All Reports option works in the same manner but displays ALL available reports in the Aeries Web Version database. Click the mouse on View All Reports node and the form will display ALL reports in alphabetical order.

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The Filter can be used to locate a specific report by entering part of a word or a complete word in the Filter field. At the top of the form a Category drop down is also available to display reports that relate to a specific category such as Attendance.

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Generating Reports

There are various locations within Aeries Web Version where reports can be generated. One such location is the View All Reports node. There are also several additional nodes for Reports on the Navigation Tree. When selected, the top of the Report form provides for Report Format selection. Various formatting options are available with the cleanest format being PDF. The Report Delivery provides the option to display the report on the screen by selecting None or to deliver the report via Email.

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Drag the mouse to the report selected and the report will be highlighted. Click the mouse on the Report Name.

Various selection boxes display depending on the report. For example, below is the Student Birthday List and the month for Birthdays needs to be selected. Click the mouse on the month and click on Run Report.

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The report will be generated in the report format selected. For example, this report was generated in PDF. This report can either be printed or saved.

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Change School Database

The Aeries Web Version contains a school selection drop down list at the top of the page. Clicking the arrow will display all schools the user has security permissions to. Click on a school name in the list to change schools.

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A Change School node also displays at the bottom of the Navigation Tree. This node is also used to switch between other school databases that you have security permissions to. Click the mouse on the Change School node.

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The Log on screen will display and will indicate the database you are currently accessing along with the school. Click the School drop down arrow to select a different School.

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After the school is selected click the mouse on the Continue button. The Home Page will now display with the School database selected.

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Exiting Aeries Web Version

To exit Aeries Web Version, click the Log Out node at the bottom of the Navigation Tree.

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Form Techniques Used in Aeries

The following will show some of the different techniques used in Aeries Web Version between different forms and reports.

Record Selection

Some forms contain multiple records for a student but the record selection can be different. In the following example the record selection is done by clicking the mouse on the record displayed (Alice Abbott) in the selection box on the right hand side of the form. When the record is highlighted the information will display on the left.

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Scroll Bar

Forms that display multiple records may not have room to display all records. The form might have a scroll bar that can be used to move the form up or down to view the additional records. This can be done by clicking the mouse on the scroll bar and holding the mouse down while you move the scroll bar up and down to view these records.

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Drop Down List

Some fields within Aeries Web Version will display an arrow to the right hand side of the field indicating specific codes have been setup relating to the field in the Change mode. When you click on the arrow a list will display all codes and descriptions set up for this field. Click the mouse on a code to fill the field with the code selected.

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Please note some fields will allow you to enter a code into a field that is not in the list. However, some fields have been set up to ONLY accept codes that are in the list. If a code is not in the list and entered an error message will display.

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Radio Selection Buttons

Some forms, programs and reports contain radio buttons that allow you to select only one option for how the program will work. To turn on a radio button click the mouse on the circle. A black dot will display indicating the radio button is ON. The program will then be run based on the selection. Normally you can only select one radio button pertaining to an area. For example, the selection box below contains different radio buttons that will determine how a report will be sorted. You can only click the mouse on one radio button in order to change the sort order.

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Selection Check Box

Some forms, programs and reports contain various selected check boxes that allow you to select more than one option on how a program will work. To turn on a check box, click the mouse on the box. A black check mark display indicating the option will be turned ON and the program will be changed in how it will work. Normally you can select as many check boxes as you like. For example, the selection box below contains 6 different check boxes that will determine various options for this report.

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Function Buttons and Icons

There are a variety of buttons and icons in Aeries Web Version that perform specific functions. The left side of the screen contains a Search engine and the majority of the forms contain a row of specific buttons at the bottom.

Locate Data – search engine used to locate and display a specific record either by browsing the file or locating it by a particular record number or name.

  • Backward - is used to move backward in a table and display records.
  • Search - is used to get a specific student record from the table. A search engine will display to enter information to locate the record.
  • Forward - is used to move forward in a table and display records.
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Update Data - used to add and change or delete a record that has been displayed.

  • Add - is used to add a new record to the table.
  • Change - is used to change and update the records display on the form. When the data is changed press Enter. The Esc option will "undo" any change before Enter has been pressed.
  • Delete - is used to remove a record from the table. A message will display to verify the deletion. To continue click the mouse on the OK button or to cancel click the mouse on the Cancel button.
  • Copy – used to copy the same record over to multiple students
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Update Table with Multiple Records – icons are used to add, change or delete data in a table that contains multiple records.

  • Add New Record - is used to add multiple records to a table for a student. To add a record, click on the Add New Record button.
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  • Update Record - is used to select a record and allow the record to be updated.
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  • Save Record - is used to save changes made to the record.
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  • Undo Change - is used to NOT save the changes made to the record.
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  • Delete Record - is used to Delete the record selected.
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Other Functions

  • Print – is used to print the current record displayed on the screen which will generate a PDF.

Form Colors

Status Code Color Assignment - Allows user to:
  • Modify status code/border colors. This will affect all users.
  • Change Status Tag Descriptions
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Red Text in Fields:

  • Warnings give attendance discrepancies
  • Status Tag shows inactive student
  • Age shows 18 years or older
  • Indicate Requirements not met for High School exams
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Define Required Fields – Pale Blue Shading in Fields:

  • Indicates field has been setup as required and student cannot be added without data entered. The Define Required Fields setup form is currently only in Aeries.
  • If no info is added the Required Fields message displays and fields required are now yellow.
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Calendar for Date Fields

The Date fields display a Calendar icon to the right of the field. Click the mouse on the icon and a drop down calendar will display to select a date from. Also, if you Click-And-Hold the right and left arrows you can quickly select a different month or year.

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Setting up Red Flags

A Red Flag can be set up with specific information pertaining to student records and will display next to the node in the Navigation Tree. The top of the form where entered will also display the red flag along with any comments and all flags can be displayed from the Demographics form.

To red flag a student open the selected form. Click the mouse on the black flag. The flag will turn red and a Comment box will display allowing you to enter info. Click the mouse on the OK button.

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The Demographics form will display a Red Flag if other forms have been flagged. This will allow you to access additional student information by clicking the mouse on the red flag. All forms containing a red flag will display. The form can be accessed by clicking the mouse on the form name and the form will display.

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You can also drag the mouse across the form name. The table name and any comment will now display without accessing any other form.

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Any form that contains a red flag will display a flag to the left of the node on the Navigation Tree.

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Using the Student Search Engine

The Student Search icon is a search engine and can be accessed by clicking the mouse on the eyeglass at the top of the Navigation Tree.

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A student can be located by entering the student first name, the student's last name, first couple letters of the student's last name or first letter to locate all students starting with that letter. After the name has been entered, click the mouse on the GO button or press Enter and student's meeting the criteria will display.

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A student can also be located by entering the student number or permanent ID number into the Search Engine. After the student number or ID number has been entered, click the mouse on the GO button or press Enter and the student will display.

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Quick Student Search

The Quick Student Search widget on the Home screen is a feature that makes it easier to search or get students immediately after logging into the system.

A student can be located by entering the student's last name or first name, or by using the first couple letters of the student's last name or first name to locate all students starting with that letter. After the name has been entered, click the mouse on the GO button or press Enter.

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The students meeting the criteria will display.

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Student Search Tricks

When searching for students, there are a few tricks that you can use to look for students.

  1. Entering a Number (like 1234567890)…
    1. …will return students with matching Student Number (STU.SN), Permanent ID (STU.ID), or SSID (STU.CID).
    2. If only 1 student matches the number enterred, that student will automatically be selected and the current student will be displayed.
  2. Entering just "_" (an underscore)…
    1. Will look for incomplete student adds. Sometimes a student add is started and the user closes the window or encounters a problem and the incomplete record is added to the Aeries database with underscores in the first and last name fields. You can search for these students by entering an underscore.
  3. Wildcards – use the following wildcard characters to search for specific patterns in student names
    1.  % - is for any set of characters. Example: "an%l" will return: Angelica, Angel, Angela, and Anel.
  4. LastName, FirstName
    1. Use a comma in between two text searches and the system will look for students the last names of the 1st value and first names of the 2nd value.

Use Sibling

When adding a student, search is first performed to verify the student is not already enrolled or was enrolled at another school in your district.

  • Click on Add and perform Search.
  • If no student is located click on Student Not Found.
  • Message will display to search for Sibling. To search click on OK.
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  • Perform Sibling Search.
  • If Sibling is located select student and click on Use Sibling.
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  • Demographics page will display with all Sibling data.
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Copy and Paste Records

A record can be easily copied from one student to another on certain pages. For example, on the Counseling page a counselor might need to talk to a number of students in regards to Personal Counseling. A record can be added for one student and copied to another student spoken to for the exact same thing.

After entering a record any page with a Copy checkmark and icon can be utilized. Click the mouse on Copy checkmark. Click the mouse on the Save icon. A message displays indicating record was saved. Display the student to copy the record to and click the mouse on Clipboard icon.

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A message will display indicating the record was copied and the record will now be added to the student selected.

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Copy and Paste Queries

Queries can be copied from any list such as the printed saved queries report or list, the web site, etc. and copied into query.

  • From View All Reports filter for Saved Queries.
  • Save PDF report in folder
  • To copy, hi-lite query from saved report
  • Paste into Query and click on Run button
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The Aeries web site contains Sample Queries that can be copied from the web page and pasted into Query: http://www.aeries.com/training-support/queries

  • To copy, highlight from the Aeries Query page
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  • Paste into Query and click the Run button
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Demographics Form

The Demographics form is utilized to add, update and display demographic information for each student enrolled at a school site. The following provides details about the form.

  • Title Bar – will display the school year, school name and logged in username.
  • Student Photo – contains a picture of the student displayed.
  • Red Flag Indicator – red flags can be set from other forms that will display the corresponding flag in red to indicate that there is crucial information on file for this student.
  • Twelve Lines of Data Fields – contains specific demographic data related to the student displayed.
  • Message Line – will display in red if there is a mismatch between certain data. For example, a message displays that indicates when a student is active but not enrolled in the Attendance table.
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Form Tabs

There are various forms within Aeries Web Version that contain a row of tabs at the top of the form. These tabs make it easy for you to click on the tab and display additional information that relates to the original form you are on.

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School Options Form

The School Options form is used to maintain specific data that is unique to the school site. This form also contains standards setup for Aeries Web Version that determines how to record data. It is crucial that these options are setup correctly at the start of the school year and should not be changed once the school year has begun.

  • Basic School Data – the first three lines contain basic school data such as the school name, phone number, etc.
  • Options used by AERIES – the lower section of the form contains specific standards used by Aeries to record data such as Attendance Type.
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Documentation on Website

The Aeries website, http://www.aeries.com, allows all users to link to the On-Line Help and Documentation files from the Training & Support tab.

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The Downloadable Documents page is available from the Training & Support drop down and displays different categories containing procedural documentation.

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Many of the forms in Aeries also contain a direct line to the On-Line help page. The information displayed pertains to the specific form you have open on your screen. In the example below, Student Demographics is open. Clicking on the "?" in the upper right will open the On-Line help page for the Student Demographics form.

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Many of the documents will contain a listing of all the field names for the form displayed as well as the most recent document for the form. Aeries is working on adding the field names for all forms for easy reference.

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Browser Tricks

Printing Selected Text

Sometimes a Print button is not available on a page in Aeries Web Version or the printout is more than what you are looking for. In that case, you can print through the browser, what you see on the page by highlighting the text you want to print and use CTRL + P on your keyboard to print.

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Then be sure to select the Selection option for Page Range and what prints will just be what you have highlighted.

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IE Accelerators

Using the technique described above to highlight text, you can use Accelerators in Internet Explorer to do things like Translate text or search for particular information. A good example would be if you are communicating with a Spanish speaking parent and you need to translate a discipline comment. Simply highlight the text and you will notice a small blue popup box in the upper-right of the selected area. Hover your mouse over it and select a translation accelerator.

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Another tab will be open and your text will be inserted into the Google translation engine. If you do not have any Accelerators, use IE Help to set them up.

Chrome Extensions

Using the Goggle Translate Extension with Google Chrome will allow the user to do such things as translate text. A good example would be if you are communicating with a Spanish speaking parent and you need to translate a discipline comment. Simply highlight the comment text and then click on the Google translate icon located on the top right of the browser.

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A menu will open with translation options. If you do not have an extension enabled, use Chrome Help to set them up.

Copy and Paste to Excel

Sometimes there is information displayed in Aeries Web Version that you want to export to Excel. Anything that you can Query can be easily output to Excel by using the Excel button in Query, but for information that is displayed in Aeries Web Version that is not easily query-able, you can still output it easily. Simply highlight the table of data you want to output and use CTRL + C to Copy the information. Then open an Excel worksheet and use the Paste feature to insert the information. You may need to adjust the first row of information because it is commonly offset a column. Feel free to adjust the layout and format of the information in Excel.

New Tabs and Windows

Sometimes there is a need to open up multiple tabs or windows to view multiple pieces of information at once. Most browsers support holding down the Ctrl key on your keyboard while clicking on a link to display the new page in a new tab. Likewise, holding down the Shift key while clicking will open the new page in a new browser's window.

Be careful when using this trick. If you switch students on one of the Tabs or Windows, DO NOT edit information on a different window without first refreshing the page to display the newly selected student. You can view information on different students this way, but DO NOT change data while performing this trick.




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