Easily viewing student (child) class year from the parent record in RE-NXT web view?

Carlene Johnson · April 29

A lot of my K-12 clients have the same issue: Frontline fundraisers want to easily see the class years of students from the parent's record. I've seen a lot of elaborate constituent code systems which require multiple parent constituent codes on a single record to reflect all the class years.

For example, if a parent has/had 3 students, they would have 4 constituent codes:
1) Current Parent (or Past Parent depending on if their students are still enrolled)
2) Parent 2025
3) Parent 2026
4) Parent 2028

In database view, the relationships tab allowed one to see information in grid format which meant a gift officer could open the relationships tab, and depending on the columns they chose to show, could easily see the class year of the child. In web view, the details of a relationship are buried so this solution doesn't work.

I'm wondering if anyone has built a tile or other add-in that either pulls from the relationship tab, or directly from K-12 Education Management, and would show the student name and class year very easily?

Or, any other suggestions on how to reflect this information more easily on the record that doesn't involve a crazy constituent code list? I'd prefer the Cons Codes to only include Current Parent or Past Parent.

I have used an elaborate attribute/custom field system to track this but am hoping that there is a better way.

Suggestions welcomed!

John Bozek · April 29

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@Carlene Johnson I like the sky api Add in to the contact card. that is a bit too technically advanced for me just now. To bridge this gap, I came up with adding the student's classes to the parent records as attributes at the beginning of the year.

In my picture, the red circle is uploaded as an attribute description at the beginning of the year. Later in the year, I will get class animal names, which I will record with the grade level information delimited in a way that I can work with the information if I need to (in this case I am delimiting with “-”) as an attribute comment

This seems to populate in webview under the “Custom Fields” section which would allow you to reference from NXT webview instead of having to open up DBV to see this information..

Alex Wong · April 30

@Carlene Johnson
I don't manage a school so doesn't use EM and it's API, but if EM API has endpoint to pull data, then a custom tile using adaptive card will be best option with little overhead work

Carlene Johnson · April 30

@John Bozek:
@Carlene Johnson I like the sky api Add in to the contact card. that is a bit too technically advanced for me just now. To bridge this gap, I came up with adding the student's classes to the parent records as attributes at the beginning of the year.

In my picture, the red circle is uploaded as an attribute description at the beginning of the year. Later in the year, I will get class animal names, which I will record with the grade level information delimited in a way that I can work with the information if I need to (in this case I am delimiting with “-”) as an attribute comment
This seems to populate in webview under the “Custom Fields” section which would allow you to reference from NXT webview instead of having to open up DBV to see this information..

Thanks John. I've done attributes before but because they can't be viewed in a grid format the way one can in database view I'm not finding it super helpful with schools that have a lot of attributes on records. Gift officers aren't going to tab through the info when they are on the phone with a parent to find what they need. It is the same reason the relationship record isn't working for them.

Another user mentioned that they add it to the Summary Note at the top of the record and then update it every year which allows for it to be easily seen at the top of the record.

Austen Brown · May 5

@Carlene Johnson - Second Alex's suggestion. Talk with @Victoria Wong, I think she has experience with Education Management API and building flows in PA with that data.

Elizabeth Johnson · May 5

@Carlene Johnson @Austen Brown @Victoria Wong @Alex Wong I love this thread - I have a system and I'd really like to improve upon it, and I believe Power Automate is my key. What I'd really like to do is have a tile from our education system, Veracross (also has a connector), and it is my understanding that this is possible.

In the meantime, after years of saying I don't want to maintain this, I've been building an attribute/custom field to handle this (similar to @John Bozek and for the same reasons) and have implemented it for the last three years for current families only. Our highest priority attributes/custom fields are numeric, so they show up on the first screen of the custom fields.

If your client doesn't use membership, that is another thought I've played with.

I see the class year with the name in relationship, and I can filter on child (we don't have daughter/son/etc. in our database, so I can see them all there. If they haven't turned on the class year in their constituent record settings, I would recommend that.

I also really love the very affordable Relationship Tree from Red Arc @Stu Hawkins @Henrietta Hawkins for relationship visualizations, and our fundraisers really appreciate it.

I can't wait to see how this is going to improve in the very near future for us! Thanks for raising the question Carlene I am also curious what @Dan Snyder and @Hallie Guiseppe do for this, if anything.

Henrietta Hawkins · May 5

@Elizabeth Johnson Relationships Tree will always be a bit special to us! It was our first ever app. Love that you are still using it all these years on!

Dan Snyder · May 5

@Elizabeth Johnson When people say, “Can't we see the student class year with the parents?” I channel my teenager's eyeroll and hit my easy button which plays a song from my teenage years, “Open Up Your Eyes” by Tonic.?

And the real answer is that while I don't have a great suggestion, we have a donor book attribute/custom field that I use when we import new parents. If they are then reviewed during research or our annual prospect review we might change that listing, but it is a very imperfect process like what @Carlene Johnson mentioned in her original post.

Victoria Wong · May 6

@Austen Brown @Carlene Johnson @Alex Wong Yes, I believe it is technically possible to pull Education Management relationships. There is a Get Relationships API where you can input a User ID from Education Management and retrieve all relationship records. However, it would require uploading the Education Management User ID into the Raiser’s Edge constituent record to perform the lookup. Just last week, I was talking with @Stephen Boyle about the common record engine and how helpful it would be to have a Raiser’s Edge NXT System Record ID to Education Management User ID Lookup API available.

Meanwhile, my school is doing exactly what @Carlene Johnson described—adding the class year as a constituency. Since we use ConnectRE to synchronize Education Management data, including relationship records, into Raiser’s Edge, I already have access to those relationships in RE. That should allow me to build the relationship tile using the List Constituent Relationships API.

@Carlene Johnson, do you have parent/child relationships set up in Raiser’s Edge?

Stephen Boyle · May 6

@Victoria Wong @Austen Brown @Carlene Johnson @Alex Wong

We also have a User (Search) endpoint we are testing that would allow you to find a user by host id, student id, etc. That may also help in this effort. It will be in preview mode soon, so stay tuned.

So, then if you were so inclined, you could create a SKY Add-in tile for the constituent that lists the relationships from BEM with their class of info.

Joy Prevost · June 11

@Carlene Johnson
Go to Settings → Constituent Records → Individual Display Name → Edit; Select Include Class Year.

Carlene Johnson · June 13

@Joy Prevost
Thanks, but I'm trying to easily see the child's class year from the Parent record. Your solution certainly helps when I am actually on the student's record but not the parent record.

Joy Prevost · June 13

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@Joy Prevost

Joy Prevost · June 13

@Carlene Johnson I just posted a view of the parent's record showing her children with their class year.

Sharon Yokelson · June 16

@Joy Prevost I'm not seeing these options in NXT?? Do I need to set it up in tables - very confused!

Joy Prevost · June 16

@Sharon Yokelson

Settings → Control Panel → Constituent Records → Individual display name.

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Maybe open a case to see if you can get this tile or it could be a security level issue, in which see your admin.

Easily viewing student (child) class year from the parent record in RE-NXT web view?

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