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Keywords represent data that's used many times in the program. Keywords simplify data entry and eliminate the possibility of spelling errors and inconsistent usage. They're saved in lists that are organized into categories, and you can add or delete terms from the lists as needed.

Useful Information

Common keywords can be shared between PDS programs. You can set these options in the Initial Setup window. We recommend ensuring all users in your organization know what keywords they can add and the guidelines to follow when adding them.

Adding and Deleting Keywords

On the File menu, click Keywords.

  

 To insert a new keyword
  1. Determine which category to add your keyword to, then click the relevant keyword list.
  2. Click Insert <type>.
  3. Enter a name for the new keyword.
  4. Enter any other information. Press Tab or Enter to move to the next field or line.
  5. When you're finished, click Save/OK.
 To delete a keyword

Note

If you delete a keyword, it's removed from the list and all windows where it's used.

All other users must exit the program before you continue.

  1. From the relevant keyword category, select the keyword list to delete your keyword from.
  2. Click Delete <type>.
  3. Select each item you want to delete.
  4. Click Delete/OK.

Creating Custom User Keywords

You can create your own custom fields called user keywords.

   

 To set up user keyword fields
  1. On the File menu, click Keywords and scroll to Student / Parent/Guardian / Personnel Keywords > User Keywords.
  2. Click an unused user keyword, indicated by User KW #.
  3. Enter a name for the keyword. This displays as the field name on records.
  4. Select the Formation check box to display the keyword in Formation Office. If you don't select this option, the keyword doesn't display.
  5. Select which types to use the keyword for.
    • Select Student to display this as a field in the Personal window.
    • Select Parent to display this as a field in the Personal window.
    • Select Personnel to display this as a field in the Primary Information window.
  6. Enter any number of descriptions you want for the keyword list. These display as options for the field.
  7. Click Save/OK.


Combining Keywords

You may want to stop using a particular keyword. With the Combine command, you can delete a keyword and reassign another one to the records using it.

  

 To combine two keywords

Note

All other users must exit the program before you continue.

  1. From the relevant keyword category, select the relevant keyword list.
  2. Click Combine <type>.
  3. In the left column, select the keyword you want to change.
  4. In the right column, select the keyword you want to keep.
  5. Click Add to List of Changes Below.
  6. Repeat steps 3 through 5 for any other keywords you want to combine.
  7. To process the list of changes to be made, click Combine/OK.

Printing Keyword Lists

After setting up a keyword list, you can print a copy of it for reference or to give to co-workers. From the relevant keyword category, select the keyword list you want to print, and click Print.



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