1. Home
  2. Data Collection
  3. How Do Authorised Employees (Data Managers) View and Authorise Information Updates?

How Do Authorised Employees (Data Managers) View and Authorise Information Updates?

Authorised employees within the Data Collection Tab have a Data Collection Icon enabled on their Edulink One homepage. These employees will often be admin staff or data managers, for instance, who handle parent, student and employee data. It is recommended that you have separate managers for employee data and parent/student data.

Before this step, you need to set up data collection and Data Managers for your school. Follow the steps in the Data Collection Tab Settings article to do this.

First, Data Managers need to log in to Edulink One to view data collections, using the app or website. The Data Collections icon will highlight new data collections in a red circle with the number of new data submissions. They must click on the Data Collections icon to view the new data.

Data Collections Icon
Data Collections Icon

Requests

Next, the data collection window will open. There are two tabs at the top named Requests and Log. The Data Manager can view new data submissions in the Request tab and they can view previous data changes (and authorising employees) in the Log tab.

The data collection window opens to Requests, firstly.

Requests tab
Requests Tab

The Data Manager must click on the data submission they would like to review. After reviewing the information change(s), Data Managers can accept the change to update the data in the MIS or reject the change. Rejecting a change will not update your school’s MIS.

To accept a change, the data manager must click the green checkmark. Similarly, to reject a change the data manager must click on the red X.

Update SIMS buttons
Update SIMS

If successful, a green box stating ‘success’ will appear. The data will then be updated in the MIS.

Logs

To view logs, data managers must click on the Logs tab at the top of the window.

Log Tab

The log opens to show the data that has been approved or rejected.

The Data Manager can use the arrows to select the information they would like to view in those fields. The change itself remains constant, but the Data Manager can change the view in Change For, From, Field, Actioned Date, Action and Actioned By.

Data Log information

Change For: The learner, parent or employee the change of information is for.

From: Who is requesting the change.

Field: What information category is changing.

Change: The actual change in the information requested.

Actioned Date: The date the data request was accepted or rejected.

Action: Whether the data has been approved or rejected. If approved, it will be written to the MIS.

Actioned By: Who actioned the changes to the learner, parent or employee data.

Data Log information

Exporting Data Collections

Now you can export your Data Collection Log and select a date range to view and export your log.

Data Collection Log: Date Range Button and Export Button

To select a date range, click on the calendar to set the From date and To date. Click Add to update the date range.

Data Collection Date Range

To export your log, click on the export button to download a . CSV file of your log.

Data Collection Log Download
Data Collection Excel Export

When complete, the Data Manager can press the back arrow to return to the main menu.

Back button
Back Arrow

Data Collections Video

Updated on 8 July 2022

Was this article helpful?

Related Articles