Sharing by Rules allow you to share only sections that meet certain criteria. It is different from Sharing by Sections in two ways:
- Rules are dynamically updating - this means that if you sync new data and more sections meet the criteria you set, those sections will be automatically shared.
- You can more easily share large numbers of sections through rules instead of by checking individual boxes.
Check it out in action here:
What is a Rule?
A rule allows you to scope down from all the sections synced with Clever to a single set of sections. For example, a rule could be:
- All the math classes in a particular school;
- The math classes for grades 3-6 in the district, except for in two schools; or
- One specific teacher’s 11th grade homeroom class.
Think of a rule as a sentence:
“Match all sections where <a field in Clever> <is/is not/contains> <value>”
How Do I Create a Rule?
First, you’ll want to access the Sharing Permissions page for an application. To do this, log in to your Clever account and click the icon for the app or the name of the app in the sidebar. Once you’re on the 'Data Sharing' tab, you can click to share by rules:
Our interface allows you to create rules with the same structure as outlined in “What is a Rule?” (“Share all sections where <a field in Clever> <is/is not/contains> <value>”).
The available fields in Clever are:
- Course Name
- Course Number
- Section Grade
- SIS ID
- Teacher SIS ID
- Term Name
The modifiers you can use are:
- equals any of
- does not equal any of
- does not contain
For values, you can either type in any value you’d like, or use it as a search bar to find and click on the value you want.
If you’d like to scope a rule down even further, you can click the ‘+and’ button to add new criteria.
Here’s an example rule: I want to share all 1st or 2nd grade classes in Pineapple where the name of the class contains the word “Homeroom”.
Below this rule, you’ll see a list of sections that meet these criteria, so you can make sure that the rule you’re using correctly captures the sections:
Once your rule is ready, click the ‘Add Rule’ button to finalize the rule.
Can I Have Static Rules?
Sometimes you want to share sections but don’t want the list to dynamically update with additional syncs.
You can do this by creating a rule based on the SIS IDs of the sections you’d like to share:
This rule will only share four sections, and will not add additional sections unless you specify new sections to add.
Can I Have Multiple Rules?
Absolutely! Once you click the ‘Add Rule’ button, you can add an additional rule.
Can I Edit or Delete a Rule?
You can delete a rule by clicking the red ‘Remove’ button next to the rule. You can edit an existing rule by clicking the white "Edit" button next to the rule.
Sharing Your Rules
When you’re ready, you can click the ‘Preview New Shared Sections’ button to view the final list of sections and rules that will be shared. Note: At this point, your data is not shared yet! It's just being previewed. If you leave the site at this point in the process, your updates will be lost.
To actually save the rules, click the ‘Save Section Sharing Rules’, and you’re all set! It can take a few minutes for the changes to finish saving - until then, you’ll see this screen:
For a quick overview of the interface, check out this 4-minute video!
How do I share school admins?
School admins can be included in sharing rules based on their school, title, email, or Staff ID #. These are the steps to create a sharing rule for school admins:
1. Select Share by Rules from the Data Sharing tab.
2. Click the Custom share school administrators option.
3. Create a school administrators rule. You can select school admins based on their email, their school site, staff ID #, or title.
4. Click Done Editing. Then you can either Add Another Rule or Save Sharing Rules!