Stage 5 tasks: File
Each task stands on its own. It says when it happens in the year, how long it takes, what you need, and what comes next. Where a task has a clip, the clip and the steps tell the same story. Where a step cannot be undone, a warning comes before it and a line after it says what to do if it was a mistake.
File the year in the Database
When: by the planning deadline, when the table is final and that year's wish round has closed. About 5 minutes. You need: the final table.
See what changes, type FILE, and the Database keeps every year (18 s)
Before you start
- Close that year's wish round first (see Close the round). Filing a year fixes its wish lists for residents: That year is filed: its wishes are fixed.
- Set all twelve block dates if you want the Database to keep them with the year (see Set the block dates).
- If the draft shows Residents / Curriculum / Department data changed since this draft was made, press Duplicate and file the duplicate instead. A resident added since the draft was made is not in it, and would get no row for the year.
- On the draft's table, press File in the Database. The sheet File this table in the Database? opens.
- Read its first line, such as Saves the draft, then writes each filled row into that resident's record as AY 27/28, replacing what is there. Wish points count once the year ends.
- Read the lists, each with its count, such as Year group changes and Wish points, expected. Press Show 10 more to see more lines.
- If the sheet lists Corrections made since then that this filing will undo, check each one. Filing puts those boxes back as the draft has them.
Warning: the next two steps write the year into the Database, in place of what it holds for that year. No button undoes it.
- In Type FILE, type FILE.
- Press File in the Database. The line reads, for example, AY 27/28 filed: 30 residents, 21 wishes graded as expected. The draft now shows Filed and the date.
If this was a mistake: correct single boxes on the Database year (see Correct a filed year). Or fix the draft, or open the draft you meant, and file again: filing again replaces the year. To take the year out completely, see Take a year out of the Database.
If this goes wrong
- Type FILE to go.: type FILE in the box first.
- Block 5 starts before block 4 ends.: two blocks' dates overlap. Correct them on Set the dates (see Filing refuses the block dates).
- A box sits in a year before that resident's R1 year.: clear that resident's boxes, or correct when their R1 began.
More detail
- Filing writes every row that has anything in it as that resident's year. An empty row leaves that resident's year as it was. Residents removed since the draft was made are skipped and counted.
- It keeps today's department bands with the year, and the draft's block dates when all twelve are set.
- After filing, the year shows on Database, each resident's page shows the filed boxes, and the draft's Academic year is locked.
- If the Database year is corrected later, the draft's Filed tag adds how many boxes now differ, such as 3 boxes differ from the Database.
- The year's wish points count as expected until its block 12 has passed (see How a wish earns points).
- Deleting the draft later never touches what it filed.
Next: Export the year as PDF or CSV. Try it in the demo: the practice run files a draft (see The practice run in the demo).