Request Study Guides - Virtual Items

The screen used to request virtual items not yet requested for a student.

The screen is only available from the Study Guides screen via the Re-Issue Virtual Items screen through the "New Request" button. The screen displays all the objects not yet requested on an item for a student.

Objects in context of this manual means any file uploaded into the database and referenced to a study guides item. The system can only print documents as part of a Issue Pack uploaded in a Rich Text Format (.RTF) linked to items defined with the function DSRP.

Study Guides Item refers to an item linked to a Enquirer, Student, Qualification, Subject for a year.

Fields in the option:
Block : Documents Linked to an Item

Field	Type & Length	Description
The top half of the block displays the student enrolment detail and item..
Student	N9	The student number of the enrolment or enquirer record with which the screen was called.
Academic Year	N4	The start Academic year of the enrolment record with which the screen was called.
Qualification / Subject / Student / Enmquirer Type	A1	The type, Enquire, Student, Qualification or Subject, of the enrolment or enquirer record with which the screen was called.
Block	A2	The block code of the enrolment record with which the screen was called.
Study Period	A1	The study period of the enrolment record with which the screen was called, if the item relates to a qualification.
Student Type	A2	The student type of the enrolment record with which the screen was called.
Offering Type	A2	The offering type of the enrolment record with which the screen was called.
Qualification / Subject Code	A8	The qualification or subject code of the enrolment record with which the screen was called.
Item	N8	The item code of the enrolment record with which the screen was called. Objects can only be linked items where the function on the item is DSRP or DSRF and this screen can only be called for these items.
The bottom half of the screen displays the the objects linked to the item not yet requested for the student / enrolment or enquirer.
File Name	A256	The file name of the objects stored in the document storage and retrieval system (DSR) for the item. Objects already requested are excluded from this list.
View	Button	Pressing the button opens the object stored in the DSR for the user to view provided that the object can be associated with an application to display the object.
Remark	A40	Displays the remark entered when the object was linked to the item in the DSR. The application used to upload objects validates that a remark not longer than 40 characters is always entered for virtual items. The remark prints on an issue voucher and / or issue letter.
Select	Tick Box	The user must select the items to be requested for a student.
Create Requests	Button	When the button is pressed a request will be created for the selected objects. The button starts the program "Create Requests for Students" {FPMO4-24} which applies all study guide request rules and creates a study guide request.
Select All	Button	Select All set the tick box on all the objects to selected.

Example: Documents linked to an Item

Example of Requested/Issued/Returned Items

Processing Rules
The screen displays all objects linked to a study guides item, where the item is an optional item, not yet requested for a student. Requesting Objects Only objects not previously requested displays in the screen for the item. The user can select objects for the item to be requested by using the tick box The button "Create Request" calls the request program which will create a request for the selected objects. Once requested the object will no-longer display in the screen. As the item / objects in this screen are optional item the system does not apply the "Once Per" rule to these items. Critical / Mandatory Items Critical and mandatory items will not display in the screen. A qualification and or subject registration results in a request for critical or mandatory items. All objects linked to critical or mandatory item are requested with the item. Objects added to a critical or mandatory item after registration cannot be requested through this option and the "New Material" functionality should be used to request these objects. Re-Issue Request The screen cannot be used to create a re-issue request and the Re-Issue screen should be used for this purpose. Sort Order Objects are sorted per remark alphabetically.

Processing
Rules

The screen displays all objects linked to a study guides item, where the item is an optional item, not yet requested for a student.

Requesting Objects
    Only objects not previously requested displays in the screen for the item.
    The user can select objects for the item to be requested by using the tick box
    The button "Create Request" calls the request program which will create a request for the selected objects.
    Once requested the object will no-longer display in the screen.
    As the item / objects in this screen are optional item the system does not apply the "Once Per" rule to these items.

Critical / Mandatory Items
    Critical and mandatory items will not display in the screen.
    A qualification and or subject registration results in a request for critical or mandatory items.
    All objects linked to critical or mandatory item are requested with the item.
    Objects added to a critical or mandatory item after registration cannot be requested through this option and the "New Material" functionality should be used to request these objects.

Re-Issue Request
    The screen cannot be used to create a re-issue request and the Re-Issue screen should be used for this purpose.

Sort Order
    Objects are sorted per remark alphabetically.