RollCall 4.1.44 Spring 23 Update Documentation

A lot of exciting changes are rolling out with this upgrade. Please review the full documentation to get ready and never hesitate to contact us if you have any questions at all.

Enhancements and New Functionality

Overall

  • Process Builders are deprecated and replaced with Flows

  • All Flows are delivered with the ability to turn on and off specific pieces via Custom Metadata (custom settings).  This gives you maximum flexibility to only rebuild pieces locally (like autoname) without having to understand or rebuild all of the custom functionality built into RollCall.

  • All Flows have a corresponding unmanaged package that you can download and modify if you desire. Note that these and any of your local customizations are unsupported.

  • New Report Type: RC4 Attendance that provides one row per attendance record with all related contact, course enrollment and session fields

  • You can now change the presentation of your RollCall calendars - change the header background color, text color, determine whether the day number displays under the day of week or inline with it, and choose a method of sorting your calendar items that is not the default start date/time.

  • We now deliver a page that can be included in a public Experience (e.g. Sites or Communities) so that your RollCall schedule can be displayed on the web, either directly via Salesforce or as an iframe embed in your web site. You can control what happens when someone clicks on the session link to, for example, route to a FormAssembly signup form that creates an enrollment record for the student. Note that any implementation of this is fully custom to your organization and not supported by HCA, but we’d be happy to provide guidance and implementation at an hourly rate.

Courses

  • The unmanaged package “RC4 Campaign Sync” has been put into core functionality.  This enables easier bulk communication with classes 

  • 12-hour time (AM/PM) comes with the new version for more familiar US-based time management

  • New page layout for 12 hour time and one combined layout for administrators

Sessions

  • The unmanaged package "RC4 Local - Add All Enrolled to Single Session" has been put into core functionality.  This automatically creates Attendance records for all students with an Enrolled Status when a Session record is created manually.0

  • When you change the date on a session, all linked attendance records will be auto-updated to reflect that change.

  • Session fields contain more help text to describe what each one does and what it impacts

Course Enrollment

  • The unmanaged package “RC4 Campaign Sync” has been put into core functionality. If your custom setting indicates you would like to use this functionality and link students to a campaign based on their enrollment status, RC will automatically add a Campaign Member for each student whose Enrollment Status equals “Enrolled” or your local equivalent.

  • When a Course Enrollment is deleted, the linked Attendance records are also deleted.

 Attendance

  • Attendance records are not in a master/detail relationship to Course Enrollments and so were not automatically deleted. They are now able to be automatically deleted when a Course Enrollment is deleted.

  • If you choose to link attendance (instead of course enrollment) to a campaign, the first time a student is moved from scheduled to attended they will also get a campaign member record created for them.


Bug fixes:

  • Bug fix: In prior versions, when you manually created a session, the calendar would show "Undefined" in the start time unless you key in the start time in several places. We have fixed this behavior.

  • You only need to enter the date and time data on a manually created session ONCE now; the required other fields will be auto-computed for you. Similarly for a changed session, just change the dates and/or times as needed and the rest will be computed for you.

Process Builder To Flows:

  • All automations that were formerly delivered via Process Builders have been moved into Flows. Note that the Process Builders cannot be removed from the managed package – that’s just a Salesforce thing – but they are deprecated and can be deactivated after you upgrade.

  • Unmanaged package functionality has been moved into core Flows. See “New Functionality” for full details.

  • Most sections of the flow functionality can be separately controlled via custom settings, so that you can selectively disable just parts  of the managed package to replace with your own. 

  • All flows are available as unmanaged packages so you can start from the core functionality and modify if/as needed. Please note that these are unsupported and meant for experienced architects and admins; we are happy to help for an hourly rate but modifying these crosses the line from software into customizations unique to you.

Admin Documentation, RollCall 4, RollCall Standard EditionJenn Taylor