How To Configure Notice¶

OpenEduCat provides help to enhance the overall user system by providing options to send notice or circular to different groups or sections of people.

Configuration steps for Group¶

Student Group¶

Go to Notice Board ‣ Configuration ‣ Groups. Click on New to create a new Group.

Details of Group¶

Admin and Faculties can create group for Notice and Circular.

Students Group¶

Name :- Set the name for the group.
By Course & Batch :- If this boolean is set, You can select Courses and their Batches to add all Students of selected batches for the Group.

Selected Students :- If this boolean is set, You can select particular students for add to the Group.

By Course & Batch :- If this boolean is set, You can select Courses and their Batches to add all Parents of Students of selected batches for the Group.
Selected Parents :- If this boolean is set, You can select particular parents for add to the Group.

It’s same as Students Group Creation.

Faculty Group¶

All Faculties :- If this boolean is set, You can add all Faculties of institute for the Group.
Selected Faculties :- If this boolean is set, You can select particular faculties for add to the Group.

Configuration steps for Circular Type¶

Circular Types let you classify circulars, for example Administrative, Examination or Holiday, so that they can be grouped and searched later.

Go to Notice Board ‣ Configuration ‣ Circular Types. Click on New to create a new Circular Type.

Details of Circular Type¶

Name :- Set the name for the circular type. Required, and it must be unique within the company.
Code :- Set a short unique code for the circular type. Required, and it must also be unique within the company.

Creating and editing circular types requires the Notice Board / Manager access group.

Configuration steps for Notice¶

Go to Notice Board ‣ My Notice ‣ Notices. Click on New to create a new Notice.

Details of Notice¶

Admin and Faculties can create and publish notices.

Notice Number :- It’s auto generated field for Notice Sequence.
Name :- Set the name for the Notice.
Subject :- Set subject for the notice.
Created By :- It’s auto generated field. It shows who create this notice.
Created Date :- It’s also auto generated field. It takes current date, when Notice Creates.
Group / Groups :- Select group of people for send Notice. Use Groups to address several groups with the same notice.
Start From :- Select date of Starting that Notice -> date of Ending that Notice. The start date is required, the end date is optional.
Academic Year :- Select Academic year. Academic Term :- Select Academic Term. Both are required.
Priority :- Creator can give priority to show that notice on Top at Student’s and Parent’s Side. The available values are Low, Normal and High, and a new notice starts at Low.
Description :- Write description about Notice. Required.

Status of a Notice¶

A notice moves through the following statuses, shown on the status bar at the top of the form :-

Draft :- The notice has been created but is not circulating yet.
In Progress :- The notice is being prepared and is not visible to the audience yet.
Published :- The notice is visible to the students, parents and faculties of the selected groups.
Unpublished :- The notice has been withdrawn from the audience.
Canceled :- The notice has been abandoned.

Workflow of Notice¶

Admin and Faculties can Publish Notice.

In Progress¶

Click on In Progress button to In Progress the Notice. This changes the state of notice from Draft to In Progress.

Publish¶

Click on Publish button to Publish the Notice. This changes the state of notice from In Progress to Publish. Students, Parents or Faculty can see only those Notices, which are in Publish state.

Send Email¶

Admin and Faculty can send an Email to inform the People of the Selected Group once the Notice is in the Published state. The email is not sent from the form header — it is sent from the list :-

Open Notice Board ‣ My Notice ‣ Notices and use the Email button, shown as an envelope at the end of each row. The button only appears for notices that are Published.
To write to several notices at once, tick them in the list and use Send Email from the Action menu.
Send Email is also available in the Action menu while a notice is open in form view.

The email composer opens pre-filled with the notice template. Complete it and click on Send.

Unpublish¶

Click on Unpublish button to Unpublish the Notice. This changes the state of notice from Published to Unpublished. Students, Parents or Faculty can see only those Notices, which are in Publish state.

Cancel¶

Click on Cancel button to abandon a Notice that is still In Progress. This changes the state of notice from In Progress to Canceled, and the notice is never shown to the audience.

Mark as Draft¶

Click on Mark as Draft button to bring a Canceled Notice back to the Draft state, so that it can be corrected and published later.

Circular¶

A Circular works in the same way as a Notice, but it is meant for official communications and can additionally be classified by Circular Type.

Go to Notice Board ‣ My Circular ‣ Circulars. Click on New to create a new Circular.

Details of Circular¶

Circular Number :- It’s auto generated field for Circular Sequence.
Name :- Set the name for the Circular. Required.
Subject :- Set subject for the circular. Required.
Created By :- It’s auto generated field. It shows who create this circular.
Created Date :- It’s also auto generated field. It takes current date, when Circular Creates.
Group / Groups :- Select group of people for send Circular. Use Groups to address several groups with the same circular.
Start Date :- Select date of Starting that Circular. Required. End Date is optional.
Academic Year :- Select Academic year. Academic Term :- Select Academic Term. Both are required.
Priority :- Creator can give priority to show that circular on Top at Student’s and Parent’s Side. The available values are Low, Normal and High, and a new circular starts at Low.
Circular Type :- Select the type of the circular, from the types configured under Notice Board ‣ Configuration ‣ Circular Types.
Description :- Write description about Circular. Required.

Workflow of Circular¶

A circular uses exactly the same statuses and buttons as a notice :- Draft, In Progress, Published, Unpublished and Canceled.

In Progress :- Moves the circular from Draft to In Progress.
Publish :- Moves the circular from In Progress to Published. Students, Parents and Faculty only see circulars that are Published.
Cancel :- Moves the circular from In Progress to Canceled.
Unpublish :- Withdraws a Published circular.
Mark as Draft :- Returns a Canceled circular to Draft.

Email is sent the same way as for a notice — with the Email envelope button on each Published row of Notice Board ‣ My Circular ‣ Circulars, or with Send Email from the Action menu.

Permissions¶

The Notice Board application uses two access groups :-

Notice Board / User :- Can create, publish and email Notices and Circulars.
Notice Board / Manager :- In addition, can configure Groups and Circular Types.

A Notice Board user does not see every record. A notice or circular is visible to them only if they created it themselves, or if they are one of the faculties included in one of its groups. Users with Access Rights administration privileges see all notices and circulars.