Operations
- Robin Rodrigue
- Nora Kinal
The Operations ribbon allows you to release override requests, check alerts, enter test-mode, access prior-year databases, export data, complete end of year processes, and shrink your database.
All functions can be accessed by first clicking on the Utilities tab. Then, locating Operations in the ribbon.
Release Override Requests
If a user role has been set to Deny a function and a user attempts to perform the denied task, the option of performing an override is available. If the user requests an override attempt, an administrator has the ability to accept or reject the override attempt. For more information on allowing and denying functions, refer to System Security in the Setup Guide section.
- From the Utilities tab, select Release Override Requests.
- Select the override request by clicking on the row. Then, select Approve Request or Deny Request.
Check Alerts
The Check Alerts appears upon system login unless user permissions have been set as Deny or None. It is established to inform the user of any issues that have occurred since the last login. Alerts display the severity, description of the alert, and the date generated. For more details about which alerts appear upon login, refer to Alert Types in the Advanced Setup menu of the Setup Guide.
From the Utilities tab, select Check Alerts.
You will see a progress bar while the system will run a check of all alert types possible.
Alert severity ranges from Warning to Serious to Critical. Click on a warning to view the details of the alert in the bottom portion of the window. Clicking the Refresh button will allow you to see if the issue has been resolved since login. When you are done, click Ok.
Miscellaneous
The Miscellaneous button allows you to run MSA Client in Test Mode and review Prior-Year Databases.
From the Utilities tab, locate Miscellaneous.
Test Mode
If you wish to attempt to perform an operation and are unsure how the results will affect your data, you can choose Test Mode. This will allow you to perform functions without affecting your current database.
In order for Test Mode to work, a test database must first be established in Advanced Setup in the Administration and Maintenance section.
- From Utilities tab, locate Miscellaneous Setup. Then, select Test Mode.
- Select the Test Database you wish to use when performing functions. Then, click Connect.
- Enter your username and password and click Ok.
Perform the functions in Test Mode to review the results. Once you are done, select Test Mode (Utilities → Miscellaneous → Test Mode) again to be returned to the login screen and the live database.
The Test Database and Prior-Year Database appear with a different background color and text to indicate you are not in the original database.
Prior-Year Database
The Prior-Year Database option allows you to login and review information from a prior-year.
- From Utilities tab, locate Miscellaneous Setup. Then, select Prior-Year Database.
- Select the Prior-Year Database you wish to review. Then, click Connect.
- Enter your username and password and click Ok.
Perform the functions to review information in the Prior-Year Database. Once you are done, select Test Mode (Utilities → Miscellaneous → Test Mode) again to be returned to the login screen and the live database.
The Test Database and Prior-Year Database appear with a different background color and text to indicate you are not in the original database.
Advanced
The Advanced button allows you to Export Data, complete End of Year processes, and run a manual shrink on the database.
From the Utilities tab, locate Advanced.
| Export Data | Shrink Database |
| Reset Submitted Applications | Agent Monitor |
| End-of-Year | Upgrade Test/Prior-Year Databases |
Export Data
Export Data allows you to manually run a data export.
In order to Export Data, an export file must first be established in Exports in the Administration and Maintenance section.
- Locate the Utilities tab and select Advanced Setup. Then, click Export Data.
Select the data set you wish to export. Then, click Run.
You will see the export processes run. Once they have completed, locate and open your export file to review for accuracy.
- Depending on the export, you may be prompted to review the export location. If it is incorrect, click the ellipsis icon to change the filename or path. Then, click Ok.
- Depending on the export, you may be prompted if you would like to overwrite the existing file. Click Yes to overwrite the file or No to cancel.
- If you would like to details of previously exported data sets, click the View Log button.
Reset Submitted Applications
Allows you to reset applications marked as "Submitted" to other Heartland Free and Reduced applications. Contact Support for more details.
End-of-Year
End-of-Year processes create an archive of the current year. End-of-Year should not be performed until the school year has ended and all processes have been completed in all systems. In order to prevent processes from being run at inopportune times, an upgrade release is required to enable the process. An RSS notification will be sent out when the latest release is available and processes may be initiated.
Utilities → Advanced → End-of-Year
Shrink Database
Databases can expand during upgrades limiting space on the server. Shrinking the database compresses files thus preventing bloated files.
- From the Utilities tab, select Advanced. Then, choose Shrink Database.
- Establish how the database should be shrunk. Then, click Ok.
Agent Monitor
The Agent Monitor is a log of the behind-the-scenes processes of the MySchoolApps Client Agent, such as Cloud database upgrades. This is a troubleshooting tool for Software Support staff. Contact Support for more details.
Utilities → Advanced → Agent Monitor
Upgrade Test/Prior-Year Databases
The Upgrade Test and Prior-Year Databases utility looks at the version of the test or prior-year database and attempts to upgrade those databases to the most recent version of the software.
From the Utilities tab, locate Advanced. Then, select Upgrade Test/Prior-Year Databases.
You will see a series of process running while the system examines databases.
Establish upgrade options. Then, click Ok.
Automatically End User Sessions/Automatically Kill Other Database Connections
Automatically ending user sessions and killing other database connections ensures a more timely upgrade. As always, it is recommended that upgrades, including prior-year and test database upgrades, are done at the end of the day.
Database(s) to Upgrade - Select which databases to upgrade. By default, all types of databases are selected.
Options - Select one or more additional options. By default, all options are checked.
Current Database Version - Displays all databases, data size, and the current DB version.- Once upgrades have been completed, you will be notified if databases were successfully upgraded ow which ones upgraded and which ones failed (if applicable).
- Click Ok if all databases upgraded.
- If any databases failed, you may click Yes to view each failed exception or No to skip viewing.
In the example below, four prior-year databases were successfully upgraded. If any databases fail, a notification window inform you how many were successfully upgraded and how many failed. You may view the exceptions of each failed database upgrade.