Settings that are Global v. Year-Specific

Learn which Enroll settings are global settings or year-specific

What's included in this article?

• What does "Global" and "Year-specific" mean?
• Global Tables converted to Annual Tables
• Global vs Year-specific Items Table
• Best practice for managing global configurations

What does "global" and "year-specific" mean?

• Year-specific describes functionality that can be configured differently in each year without impacting other years in your system. If you update a setting or form in 2023, it will not change or impact how the form appears or is managed in 2022 or 2024.
• Global describes functionality/configurations that remain the same across all years in the system. When you update a global item in 2023, it will also be updated in 2022 and 2024.
• When describing how data is stored/handled in Enroll, you will see the term annual (i.e. most student data will be stored in the student annual table in the database). Annual data is stored separately each year to allow the system to capture unique data each year that has the potential to change (i.e. student address, guardian contact information, student medical conditions, etc.).

Global Tables Converted to Annual Tables

With the Enroll 2.5 release, several data elements within Enroll will now allow you to make changes in one year without having those changes flow across all years. 

School Groups contains both annual and global data elements:

• Annual: Boundary assignment and re-registration rule(s) are now stored on the School Group Annual table of the database
• Annual: School Group Annual is now an option for reports and other places where School Group was selectable
• Global: Group Name, Group ID, enabling Texas TEA (if applicable)

Eligibility rules are now annual.

• Re-registration, registration, and program eligibility rules can be different between school years

Flag types are now annual.

• A flag can exist in one school year and not the other
• The same flag can have different rules attached in different years

Dynamic Views are now annual.

• On rollover, if the dynamic view had a flag as a filter, the view will be updated to match the flag in the new school year as expected

Lottery designs, lottery priorities, and everything related to lottery setup is now annual.

• Priorities can have different rules (unique logic)  in different school years
• Priorities can exist in one school year and not the other
• If using priority IDs in the lottery design, priority IDs will need to be updated to use the priority name once the annual rollover process is complete

Content snippets and customizable translations are now annual.

• Annual: Content snippets associated to schools, programs, workflows are still associated correctly upon rollover
• Global: System platform content

 

Global vs. Year-Specific Items Table

In the following table, you will find all the items that are year specific vs. global, and if they store data at an annual level (updated 10/21/2024).

• Is Global: functionality/configuration is consistent across all years, a change in one year changes in all years
• Is Year Specific: functionality/configuration is year specific ONLY
• Has Annual: means the item stores information annually in the database
• Rollover: functionality/configuration will be copied to the next year (learn more about the annual rollover process here!)

Item	Is Year Specific	Is Global	Stores Annual Data	Rollover
Events	Yes	No	N/A	Yes
Event Sessions	Yes	No	N/A	No
RSVP List	Yes	No	N/A	No
Appeals	Yes	No	N/A	No
Applications	Yes	No	N/A	Only if the setting: Roll over waiting lists when the school year is rolled over is enabled under Lottery Settings
Form Processes	Yes	No	N/A	Yes
Form Steps	Yes	No	N/A	Yes
Form Fields	Yes	No	N/A	Yes
Program Categories	No	Yes	Yes	Yes
Students	No	Yes	Yes	Yes
Conditional Logic	Yes	No	N/A	Yes
Grades	No	Yes	Yes	Yes
Levels	No	Yes	Yes	Yes
Lottery Groups	Yes	No	N/A	Yes
Lottery Group Designs	Yes	No	N/A	Yes
Lottery Runs	Yes	No	N/A	Only if the setting: Roll over waiting lists when the school year is rolled over is enabled under Lottery Settings
Lottery Rankings	Yes	No	N/A	Only if the setting: Roll over waiting lists when the school year is rolled over is enabled under Lottery Settings
Notes	Yes	No	N/A	No
Programs	No	Yes	Yes	Yes
Recommendations	Yes	No	N/A	No
Registrations	Yes	No	N/A	No
Workflows	Yes	No	N/A	Yes
Schools	No	Yes	Yes	Yes
Settings	No	Yes	Yes	Yes
Boundaries	Yes	No	Yes	Yes
Internal Change Logs	Yes	No	N/A	N/A
Flag Types	Yes	No	Yes	Yes
Lottery Designs	Yes	No	Yes	Yes
Custom Data Sources	No	Yes	No	N/A
Dynamic Views	Yes	No	Yes	Yes
User Groups	No	Yes	No	N/A
Eligibility Rules	Yes	No	Yes	N/A
Users	No	Yes	No	N/A
Email Templates	Yes	No	Yes	Yes
Lottery Priorities	Yes	No	Yes	Yes
Login Attempts	No	Yes	No	N/A
Report Categories	No	Yes	No	N/A
Note Types	No	Yes	No	N/A
Reports	No	Yes	No	N/A
School Groups	No	Yes	No	N/A
Content Snippets	Yes	No	Yes	Yes
Customizable Translations	Yes	No	Yes	Yes
Platform Content	No	Yes	No	N/A

Best Practice for Managing Global Configurations

If you need to change the logic or language of a global item that spans across all years (changing the  logic of flags, lottery designs, lottery priorities, email templates, eligibility rules, custom data sources, etc.), we recommend that you:

1. make a copy of the item in the new enrollment year
2. re-name it/label it with the new school year
3. change the logic or language
4. save

This best practice will preserve the original logic/language that is being used in prior years while allowing you to create an updated version of the item for the new year.