Before You Start
Before you get started there are some things you need to know about TEAMS. From the different types of fields and options you will be asked to select through to different types of tabs and the functionality available in them.
The following list will explain each field or tab and functionality to you, to make your navigation and use of TEAMS more efficient.
Blue fields are mandatory fields in TEAMS. This means you cannot save any information or move forward in wizards until all blue fields are entered. The only exception to this is if you are on a grid tab, such as a documents tab or contact log tab and you are not going to or have entered data into the tab. There are blue fields in these and other grid entry tabs but unless you are trying to add data in the grid the fields are not considered mandatory in the overall screen on saving.
Yellow fields are read only. You will not be able to enter data into these fields at all. The system will fill information in this field if required. An example is in the student entry screen the field for Student # is yellow. The system will not enter a student # here until the first enrolment is done for the student. The only time this would change is if you have set your system settings to create a student # on entering a student instead of an enrolment.
White fields are generally a text field/box. They are not mandatory nor are they read only fields. If you have data that is relevant to the field then it is highly recommended you enter the data into the field and save it. That way you have one source of information for students etc not multiple sources.
|Drop Down boxes|
Drop Down boxes allow the user to click on the arrow and make a choice from the selections available.
Approximately 95% of all drop down boxes in TEAMS can be customsied by you. You would need to go to the User Codes screen to setup the option you wish to see in the list. To do this you would need to have permissions to this screen and you would need to view the User Codes document on how to create new entries.
|Date Field Boxes|
You can enter a date into date fields in one of three ways that are:
Radio buttons are typically used when there is a need to select one option. For example, in the student entry screen there is a field for Local Student OR Overseas Student. They have radio buttons beside them and you can only select one option.
Tick boxes work in a similar way to Radio buttons, however you can usually select more than one tick box for a field or in some instances by selecting a tick box a new field or a tab on a screen becomes active. For example, in the student entry screen there is a field for AVETMISS with a tick box. If you select this tick box then the AVETMISS tab in this screen becomes active for you to enter data into. When the tick box is not selected you cannot access the AVETMISS tab.
|Multi Select Boxes|
Multi Select boxes are similar to tick boxes but are used where there is an expectation that you will want to select a larger number of items in one go. They are generally used in Report Parameter screens (when you want to generate a report) or in Lookups.
Hyperlinks will open a new screen, relevant to what the data in the link is for, when selected. For example, on the Student Centre in the grid that displays the enrolments for the student, the enrolment number is a hyperlink. By selecting the enrolment number it will then open that enrolment in the Enrolment Centre. For student information if you see a student number and a student name in the one screen both as hyperlinks, then typically the student number will open the Student Centre and the student name will open the Student data entry screen.
Icons & Buttons
|Open Entry Icon|
This icon is always in the top left hand corner of the screen. Sometimes you will see this icon and then against a field you will see the Lookup folder icon. There is only one difference between the two icons really, that is:
|Save Entry Icon|
Where you see this icon in a screen you MUST select this icon to SAVE the data you have entered/edited in the screen. If you do not select this and you have added or edited data in the screen and you close the screen you will lose that data.
|Delete Entry Icon|
The permission for this icon and its functionality should NOT be given to every user. When you select this icon (from the top left hand corner of the screen) the system will delete ALL data in the screen. If you select the tick box for a delete icon from a grid and then select SAVE it will only delete that grid entry selected.It is important to note that if you select data in a field and then select this icon it will NOT just delete that selected data, it will delete all the data in the screen and from the database.If you do NOT see this icon in screens or grid entry tabs and screens then you do NOT have permission to delete in that screen or tab.
|New Entry Icon|
If you open a data entry screen, such as the Student data entry screen, then you can start entering data into the fields immediately. The only time you need to select this icon is if you have been viewing student data and you wish to start entering a new student.
In this scenario do not just start typing over the top of the existing data in the screen, you are just editing that existing data. You MUST select this icon and let the screen refresh to show no data before you start entering new data.
This icon is always next to a specific data field, such as in the Agent data entry screen it is beside the Agent Code field. If you select this lookup it will only show you a list of active entries, such as Agents, in your TEAMS database NOT inactive ones.
Select this icon to print the information on the screen. Where this icon appears there is a report template linked to the information on the screen that you may wish to customise. To do this, you need to go to the Report Templates screen to download and customise the relevant template and upload it. It is recommended that you also view the video called How to Customise Report Templates in TEAMS.
|+ (Expand) Icon|
The Expand icon is always displayed as this plus symbol +. Generally it identifies that there is more information that you can view by selecting it.
This icon usually shows in Grid Entry tabs such as the Contact Log tab or Documents tab. If you select the icon a dialogue box/window (small new window) will open where you can enter a text into.
This is used in Grid Entry screens and brings the information to the top line so you can change the information and Add it back to the grid.
This icon closes the screen you are using. It does not delete information.
|Audit Entry Icon|
When you put your cursor over this icon you can see who created the entry and when it was created as well as who last edited the entry and when it was edited. It will NOT tell you what was edited, if there is an Audit Log tab available in the screen you are in or Centre, such as the Enrolment Centre, you can use the Audit Log tab to find out more information on what was edited, deleted or added by a user.
This usually appears next to a text field such as the E# in the Enrolment Centre. In this scenario, when you enter an enrolment # or a student name in the field and select this Go button it tells the system to Search for that record and load it in the Enrolment Centre.
This button can also be found on data entry screens such as the Student Entry, Agent Entry etc. The same logic is used, if you enter the student # or student name in the field beside the Go button and select the button it tells the System to search for that student and load it in the screen or show search results for you to select from.
This tells the program to add the entry to the Grid.
You need to select this icon to upload documents to the Grid Entry Tabs and Screens. When you select this button it will give you a Browse window to browse your computer or navigate as per usual to find the file/document you wish to upload into TEAMS.
Please see the post for How to upload documents into TEAMS using the Documents Tab for more information.
This button usually appears in Wizards throughout TEAMS. Selecting Next will save the information and go to the Next step in the wizard.
This button will take you back one step in the Wizard. This does not save any changes.
Select this icon to close the current screen.
Select this icon or button to search for information in a screen or list information in a screen.
|Save and Close Button|
Selecting this will save the entered information and then close the screen.
Selecting this Save button will save any information entered.
When you are in screens, centres or wizards in TEAMS and you need to go back to the Workplace (the first screen you see when you log into TEAMS) then select this button. It will NOT close any windows you have open, it will only bring the Workplace into focus and the opened screens etc will be minimised next to the TEAMS menu button in the top left hand corner of the screen.
|Close All Windows Button|
When you are in screens, centres or wizards in TEAMS and you want to close them all in one go, then select this button from the toolbar on the right hand side of the screen.
By selecting this button a new window will open and take you to the TEAMS support website. You will be able to read posts and watch videos from this support site. You can also use the Live Chat to chat with our product support staff directly from the site.
|Screen Level Help Icon|
In certain screens and report parameter screens in TEAMS you will see the icons below. By selecting the icon on the screen it will open a post or video relating to that screen from the TEAMS support site or it will show a tool tip explaining what that field is for. Below is an explanation of each icon.
|Screen Level HTML Posts|
This will open a post on the TEAMS support site and explain about that screen and how to use it.
|Screen Level Help Videos|
This will open a video on the TEAMS support site and explain about that screen and how to use it.
|Field Level Help|
This will display a tool tip bubble with an explanation for that field. For example, in the Student Entry screen you will see this icon against the AVETMISS field. Click this icon and a tool tip (bubble) will open and show you information about the AVETMISS field.
It is highly recommended that when you are searching to see if a potential student or student is in your TEAMS database that you use the Workplace Search option first. The reason is if you search in the Workplace Search using the For dropdown option of Search All and enter the student’s name or part of their name in the With field the system will look at both the prospect student and student levels. If you use the specific data entry screen for let’s say Prospect Student it will only look at prospect students, but the student may have been converted to a student and it won’t show in that search.
Also consider what information you enter into the With field. For example it is best to enter a unique part of the student’s name, not the whole name (unless the student’s name is very unique) as it will reduce the time and what search results appear. For example, if your student’s name is John Hamilton-Matthews then Hamilton-Matthews is the most unique part of the name, not John. Only enter Hamilton-Matthews as you won’t see all the John’s enter in your TEAMS database. Unfortunately when the name is very popular such as John Smith it won’t matter if you enter the entire name or either of the names, you will see very John Smith in your TEAMS database in the search results. That is when it is better to search on the student number for the student if you have that.
Grid Entry Tabs and Screens
Grid Entry Tabs and Screens are throughout TEAMS! They allow you to enter large amounts of data against something, such as a Student, Agent, Enrolment or even a Campus or User level. Samples of Grid Entry Tabs and Screens are the Contact Log & Document Tabs in the Student Entry Screen. To understand more about these tabs & screens and how to use them please see this post How to use Grid Entry Tabs and Screens. To understand how to use the Grid Entry Tab to upload documents in TEAMS please see How to upload documents into TEAMS using the Documents Tab post.
Still having trouble?
If you’re having any difficulty or have questions that you can’t find answers to here, please feel free to send us an email at email@example.com or call us on 1300 85 05 85. We’re happy to help!