Rolling Data (Track Schools, Previous Picture Days)
Overview
Rolling data is the process used to preserve IDCUSTs and maintain consistent sets of data for the following picture days:
Makeup Days
Retake Days
Track Schools (after their first picture day)
Step-by-Step
Find Last Shoot
Open the school's completed TNJ folder to see their most recent previous photoshoot
Copy this job id and open in Timestone
Populate the Previous_Photo Field
In "All", sort by "Image" column
Select first subject with a photo + press/hold shift + scroll down and select last subject with a photograph
With all photographed subjects selected, use Populate Fields to populate "Previous_Photo" column with the subtype of the job you are currently editing
Add Track letters if Track School - "ORG AC" or ORG "BD", etc...
IDCUSTs
**Make sure all hand-entered subjects have an IDCUST. This helps distinguish new subjects after the upload**
Uploads
DorianOps
Move csv from Ready for Upload to its processed data folder
Reference work order for the upcoming shoot - watch for ID padding to avoid creating a duplicate entries of subjects
Open the most recent previous photoshoot in the Employee Web
(see image above)
Select the package sort and upload the newest csv
(see image to the left)
**Make sure to pad IDs as needed**
Multiple Subjects Errors
Find duplicate - copy name or ID found in the error prompt and search in NeoPack
Add a unique identifier to the duplicate entry at the end of their Student_ID and IDCUST field (xyz,zna, etc)
Retry upload and repeat steps above if more errors occur
Populating IDCUSTS for Staff
Sort by IDCUST
Open the STF folder and navigate to the populate field menu.
(Edit>Populate field)
Begin sequence at the last issued STF IDCUST +1
Prefix with School Code + current year + next year
Check box to only populate selected folder
“OK” when finished
**DO NOT OVERWRITE ANY IDCUSTS**
Populating IDCUSTS for Students
Sort by IDCUST
View subjects in "All" and scroll to the last issued student IDCUST (usually after all staff)
Navigate to the populate field menu (Edit>Populate field)
Begin sequence at last issued STU IDCUST +1
Prefix with School Code + current year + next year
Un-Check box to only populate selected folder
“OK” when finished
Track Schools
Track schools follow the same set of rules as rolling data from STF --> ORG --> MKU --> RTK.
The only difference is that we will need to be producing camera cards only for the tracks that are being photographed on that day.
For this reason, track school camera cards must be produced in Timestone so that we can create folders with each track and only print those cards.
After you have given everyone an Image_ID, go to Item Sheets and this will be the first screen that appears.
Here we can select the tracks that we would like to produce camera cards for.
Once you have produced your camera cards you will move those onto Drive with the corresponding TNJ just like usual.
