A phase reporting requirement tells you which report a school owes while it is in a phase. It also sets whether the report is required or optional, and which school contact roles can view or submit it. This article explains how to add or change these requirements, and what those changes affect.
Prerequisites
- You need access to Accreditation Setup to add or change a phase's reporting requirements.
- At least one report type must exist before you can add a requirement.
What This Controls
- Which report types schools in a phase are asked to complete, and whether each report is required or optional.
- Which of a school's contact roles can view or submit each required report.
- Whether one phase uses a different form for a report than the report type's default form.
Where to Find It
You add and change reporting requirements from the phase's edit page. Go to Accreditations › Setup › Accreditations › Phases, open the phase you want, and select Add Report Type to add or edit a requirement.
Add a Reporting Requirement
- Open the phase from Accreditations › Setup › Accreditations › Phases.
- Select Add Report Type.
- Choose the report type.
- Mark the requirement required or optional.
- For each active contact role, choose whether it can view the report, submit it, or both.
- Optionally, choose a different form for this phase's use of the report type.
- Save the requirement, then save the phase.
| Setting | Options | Default | Effect |
|---|---|---|---|
| Report Type | One of your Rhythm account's report types | None; required | The report the school is asked to complete |
| Required | Required, optional | Required | Controls whether the report counts toward what a school in the phase owes |
| Contact role access | View, Submit, both, or neither, per active contact role | Neither | Controls which of the school's contacts can view or submit the report |
| Form override | One of your report web forms | The report type's own form | Uses a different form for this phase's use of the report type |
You can add the same report type to a phase more than once. Rhythm does not block duplicates, so check that you have not added the same report type twice by mistake.
Contact Role Access
Only active contact roles appear in the picker, so you cannot give an inactive role access to a report. When you give a role Submit access, contacts in that role can also view the report. Any role on the requirement can view the report, whether or not it also has submit access.
Warning
If a reporting requirement is created through the API with no contact-role list at all, every contact's report list fails for every school in that phase, not only for the school whose requirement was created that way. Always give a requirement at least one contact role.
Using a Different Form for One Phase
When you turn on a form override for a requirement, you choose one of your report web forms instead of the report type's default form. That choice applies only to this phase. In the Console, saving an override is expected to be refused because the Console form does not currently collect the page layout the override needs. If you turn the override back off, the form you chose stays on the requirement but is not used.
Changing or Removing a Requirement
You can reopen a requirement's dialog and change it before you save the phase. Each time you reopen the dialog, Rhythm rebuilds the contact-role list from the roles that are currently active in your Rhythm account, so access for an inactive role is dropped. If you leave the phase's edit page without saving, Rhythm warns you, and any requirement changes you made are lost.
Warning
Removing a reporting requirement in the phase's edit form has no effect: the requirement stays. If you need a report type removed from a phase, contact Support. As a temporary workaround while that is being sorted out, you can mark the requirement optional instead. That does not remove it from the phase, but it stops the report from counting toward what a school owes.
Why Schools Already in the Phase Don't See a Change Right Away
Warning
Changing a phase's reporting requirements does not immediately update what schools already in the phase are shown as owing. This includes adding a requirement, removing the required flag, or changing contact-role access. Each school's owed reports catch up separately the next time one of its reports changes or one of its contacts opens their report list. If a school sees what looks like an old requirement right after you make a change, this delay is the most likely reason, and it should resolve on its own.
Dependencies and Precedence
You cannot delete a report type, contact role, or form while a phase's saved requirement still names it. That protection ends only when the phase itself is deleted or the requirement is removed through the API. A contact role with no report access on a requirement is not protected, because it is not stored on the requirement at all.
Permissions
You need access to Accreditation Setup to add, change, or view a phase's reporting requirements.
Validation and Errors
| Situation | What happens |
|---|---|
| The reporting requirement dialog opens before contact roles have loaded | The dialog waits, or errors, until the role list is available |
| A report type named in a requirement doesn't exist | The phase save is refused |
| A form override is saved from the Console | Saving is expected to be refused, because the required page layout can't currently be supplied there |